How to Read a Strata Meeting Notice (Without Falling Asleep)

Let’s be honest: receiving a strata meeting notice doesn’t exactly spark joy. For many of us, it’s right up there with tax return instructions and assembling flat-pack furniture. But before you glaze over and bury it under a pile of takeaway menus or delete into your email bin, give it a second look. That notice holds more power than you think it tells you when big (and small) decisions about your building will be made, and whether your voice gets heard or drowned out. 

Here’s a beginner-friendly, slightly tongue-in-cheek guide to understanding your strata meeting notice without needing a lawyer, a triple espresso, or a stiff drink. 

First, What Even Is a Strata Meeting Notice? 

Think of it as your official invite to the Real Owners of the Block meeting. It’s legally required and gives all owners (and sometimes tenants) fair warning about when the meeting is, what will be discussed, and how to participate. If you’re part of the owners corporation or community association, you’re not just allowed to attend, you’re expected to. 

The notice is usually for: 

• An Annual General Meeting (AGM)  the once-a-year “state of the building” event 

• An (Extraordinary) General Meeting (EGM) –for unexpected or urgent matters 

• Committee meetings if you're on the strata committee or just really keen 

The Anatomy of a Strata Meeting Notice 

Don’t let the legal language and rigid formatting fool you it’s not that scary.  

Here’s what it’s actually saying: 

1. The Cover Page: The RSVP You Shouldn’t Ignore 

You’ll see: 

• The meeting type (AGM, EGM, etc.) 

• The date, time and place – which could be the community room, a Zoom link, or awkwardly, Jeff’s apartment again 

• Who’s invited  typically all lot owners, sometimes tenants (as observers) 

This is your chance to block out the time in your calendar and maybe set two reminders if you’re prone to forgetting or conveniently “missing” meetings. It’s your building remember, you try not to miss the dental appointments! 

2. The Agenda: The Juicy Bits 

Ah, the meat in the strata sandwich. The agenda is a list of what will be discussed and voted on.  

Typical items include: 

• Confirming last year’s meeting minutes (yes, it’s as exciting as it sounds) 

• Reviewing the financial statements (hold your applause) 

• Electing the committee (the willing victims) 

• Setting levies (spoiler: they may go up) 

• Making decisions about repairs, by-laws, renovations, pets, security, etc. 

Hot tip: If there’s a major issue on the agenda like a $200,000 lift replacement you’ll want to read up and show up. 

3. Motions: The Decisions You’ll Help Make 

Each motion is a proposed decision. For example: 

• That the owners corporation engage XYZ Plumbing to fix rising damp at a cost of $15,000. 

• That the common property garden be converted to native landscaping. 

• That pets be allowed, but only if they’re cute and don’t bark after 7pm. 

Each motion will usually say whether it needs: 

• An ordinary resolution (most things – majority rules) 

• A special resolution (important stuff – 75% approval needed) 

• A unanimous resolution (rare and serious – all must agree) 

Look closely this is where your vote really counts. 

4. Attachments: Yes, There’s More 

These are the supporting documents. Sometimes helpful, sometimes sleep-inducing: 

• Financial reports 

• Insurance certificates 

• Contractor quotes 

• Draft budgets 

• Proxy forms 

Don’t skip the budget it shows how your levies are being spent and what increases are coming. If you see “painting quote, $50,000” but your building is mostly brick, you might want to ask a few questions. 

How to Stay Awake (and Engaged) 

Let’s face it: these documents aren’t holiday poolside reads. But here’s how to stay conscious long enough to absorb the important parts: 

Skim strategically: Focus on the agenda, motions, and anything about money or your unit. 

Highlight your hot topics: Anything affecting your lot noise rules, renovations, pets, or parking, deserves attention. 

Ask questions early: If something’s unclear, email the strata manager before the meeting. It shows you care and also means fewer surprises on the day. 

Use your vote: Can’t attend? Fill out a proxy form and appoint someone to vote on your behalf. Bonus: you can still have a say from your couch. 

Bring snacks: If you do attend, it’s not illegal to pack a muesli bar. Just chew quietly. 

Why It All Matters 

Your strata scheme is like a mini democracy. Ignoring the meeting notice is like not voting in an election and then being annoyed that the bins never get emptied or that someone installed pink blinds on the common windows. 

If you want your voice heard, your levies kept reasonable, your building maintained properly (and your neighbour’s parrot banned from balcony karaoke), then the notice is your starting point. 

Your Cheat Sheet 

• Open the meeting notice (yes, actually open it) 

• Note the date, time and agenda 

• Read any motions that might impact you (or your wallet) 

• Ask questions if needed 

• Vote, by attending or via proxy 

• Stay informed, stay awake, and maybe bring coffee 

Final Thoughts 

Reading a strata meeting notice doesn’t have to be painful. With a bit of decoding and a splash of humour, you’ll be navigating AGMs like a pro in no time. And who knows? You might even end up on the strata committee (just kidding… unless you want to). 

So go ahead crack open that envelope or PDF. Your building’s future (and your sanity) might just depend on it. 

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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