Agenda: How to Draft One Easily?
(A stress-free guide for strata & community schemes)
A good meeting starts with a good agenda. In strata and community schemes especially if you’re self-managed the agenda is your map. Without one, meetings can meander, tempers can flare, and you’ll probably forget the thing you actually needed to decide.
Luckily, drafting an agenda isn’t rocket science. Here’s how to get it done without losing your evening (or your patience).
1. Know Why an Agenda Matters
It sets the structure Keeps discussions on track and stops people from wandering into random topics.
It’s a legal requirement Most states require you to send a proper agenda with the meeting notice.
It gives fair notice Owners know what’s coming and can prepare.
It makes minute-taking easier Your agenda becomes your minutes template.
2. Understand the Legal Bits
While wording varies between states, most legislation says your agenda must include:
The meeting type (Annual General Meeting, General Meeting, Committee Meeting)
Date, time, and location (or online videoconference link details)
Motions to be decided with enough detail for owners to understand them
Any statutory motions (e.g., confirming previous minutes, adopting financial statements etc)
Who called the meeting (secretary, strata manager, committee, owners by requisition)
Deadlines for submitting motions (for AGMs in particular)
Tip: In NSW, AGMs have certain mandatory motions you must include — like insurance, budget, and elections. Other states have similar core items.
3. Build a Simple Agenda Template
Here’s a basic skeleton that works for most schemes:
Meeting Type: Annual General Meeting, General Meeting, Committee Meeting
Date & Time:
Venue / Online Link:
1. Welcome & Attendance List of attendees and apologies
2. Confirmation of Previous Minutes
3. Business Arising Updates from previous actions
4. Motions Number each motion for easy reference
5. Other Business For general discussion (if permitted)
6. Meeting Close Note the time
4. Tips for Drafting Like a Pro (Without Being One)
Number your motions Makes it easier to track decisions later.
Be clear and specific “Approve $5,500 quote from XYZ Painting” is better than “Discuss painting”.
Group related items All financial motions together, all maintenance together, etc.
Leave space Add gaps for notes or amendments during the meeting.
Don’t overload Too many agenda items = rushed decisions and cranky owners.
5. For Self-Managed Schemes — The Fast Method
Start with last meeting’s agenda Update and remove what’s done.
Copy mandatory items from legislation So nothing’s missed.
Add motions from owners If received in time.
Check order makes sense Start easy, leave tricky items for later.
6. Common Agenda Mistakes to Avoid
Listing “General Business” without knowing what it covers (can cause surprise ambush topics and arguments).
Using vague headings like “Maintenance” without saying what specifically will be discussed.
Forgetting to send the meeting notice (in some states, that invalidates the meeting).
Not giving enough detail for owners to make informed decisions.
🗂 Quick Recap – The 5-Minute Agenda Formula
Meeting details (type, date, time, location)
Attendance & apologies
Confirm previous minutes
Numbered, specific motions
Close with other business & meeting end time
With a clear agenda, everyone knows what’s on the table, literally, and meetings run faster, smoother, and with fewer “Wait, what are we talking about?” moments.
Agenda Tamer’s Survival Checklist
Because a great meeting starts before it even begins
Before Drafting
☐ Check the date And any legal notice periods in your state or territory for your meeting type.
☐ Know your must-haves Statutory motions, annual items, and state-specific requirements.
☐ Gather motions – From owners, committee members, or previous meetings.
☐ Review last agenda – Update recurring items, remove completed business.
☐ Pick your order – Start with quick wins, leave tricky motions for later.
While Drafting
☐ Use a template Saves time and keeps you compliant.
☐ Be specific “Approve the $5,500 quote from XYZ123 Painting” beats “Discuss painting”.
☐ Number everything Easier for discussion and later minute-taking.
☐ Group related items Finance with finance, repairs with repairs.
☐ Keep it realistic Too many items = meeting fatigue.
Before Sending
☐ Proof it Check spelling, motion wording, and numbering.
☐ Attach any required documents to the notice Sending separately can cause issues.
☐ Send on time Meet the legal notice period for your state.
☐ Save a copy Keep it with the meeting records.
☐ Smile You’ve just made the meeting 10 times easier to run.
Disclaimer:
This article is intended for general educational purposes only and does not constitute legal or financial advice. Readers should seek independent legal and professional guidance relevant to their specific circumstances and jurisdiction
