Self-managed Strata: Conducting Your Annual General Meeting (AGM)
Holding an Annual General Meeting (AGM) is one of the most important responsibilities for any self-managed strata or community scheme — but it doesn’t need to be a headache. With a little planning, a clear agenda, and a good grasp of your legal obligations, you can run a smooth, productive meeting that sets your scheme up for success.
This guide breaks down everything you need to know, from who can call a meeting to how to vote, what to include in your agenda, and how to foster a more collaborative and community-driven atmosphere along the way.
Why do I need to hold an Annual General Meeting at all?
A strata or community scheme is required to hold an AGM each financial year. The first AGM must be held within two months after one-third of the total units of entitlement have been sold. Subsequent AGMs should ideally occur between 11 and 13 months after the date of the previous AGM. This ensures regular oversight and decision-making for the scheme and keeps cash flow and budgets on track.
How to convene an AGM
Before you can hold an AGM, someone needs to officially call it — but that power doesn’t lie with just anyone. NSW strata law sets out exactly who can convene the meeting, and it’s important to follow the correct process to make sure the AGM is valid from the start.
An AGM can be convened by:
The secretary of the Scheme
A majority of the Committee
Lot owners whose combined lot entitlements total 25% or more of the aggregate value of all lot entitlements
On the order of a Tribunal
By the Strata Managing Agent (if you choose to retain one)
Properly convening the AGM is the first step toward running a smooth and successful meeting. Once the AGM has been called, the next step is notifying all owners.
How much notice is required for an upcoming AGM?
Notice for the AGM must be provided to all owners well in advance of the date the meeting is scheduled. In NSW, legislation requires notice to be given at least 14 clear days before the meeting. If you live outside of NSW, be sure to check the service period applicable in your state.
This notice can be delivered in person, via email, or by mail and should include:
Date, time, and venue of the meeting
Agenda items and proposed motions
Details of proxy voting options
It's important to note that the notice period excludes both the day of receipt and the day of the meeting.
Issuing the agenda for your AGM
A well-structured agenda can be the difference between a productive meeting and a confusing one. It sets expectations, outlines decisions to be made, and helps everyone stay focused. Make sure your agenda lists all motions being considered at the meeting.
Motions may cover topics such as:
Insurance and budget approvals
Levies and auditing of accounts
Changing by-laws or debt collection
Appointment of committee members
Maintenance schedules and capital works plans
Confirming the minutes of the previous general meeting
Sustainability measures and utility contracts
Motions such as renovations or ideas requested for inclusion by Lot owners
Balancing heavier issues with lighter topics can help maintain a constructive atmosphere throughout the course of the meeting. It can also be a good idea to place the statutory motions at the top of your agenda to ensure that there is plenty of time to discuss more contentious items.
Preparing for the meeting
After receiving the notice and agenda, owners should take time to review the documents carefully. This includes understanding proposed motions, reviewing financial statements, and considering any changes up for discussion. Coming prepared ensures everyone can contribute meaningfully to the meeting.
It’s also a good idea for the secretary or chairperson to touch base with owners beforehand — especially if the agenda includes complex or potentially contentious items. Having open conversations ahead of time can help address concerns early, reduce misunderstandings, and set the stage for a more focused and productive AGM.
Attending and chairing the meeting
The chairperson plays a key role in guiding the meeting and keeping it on track. If the chairperson isn’t available, another committee member or lot owner can step in, or a strata manager may be appointed to take on the role. Whoever chairs the meeting should be familiar with the agenda and confident in managing discussion and voting procedures fairly.
If an owner can’t attend the AGM in person, they still have options — such as appointing a proxy or joining via teleconference or videoconference, if the scheme allows. This flexibility helps ensure more owners can participate in decision-making, even if they can't be there on the day.
Determining a quorum
Before the meeting can begin, you need to make sure that a quorum has been established. A quorum is the minimum number of owners who need to be present (either in person, by proxy, or via remote attendance) for the AGM to proceed and for decisions to be valid.
In NSW, a quorum is met when one of the following is achieved:
At least 25% of the total number of eligible voters are present, or
Owners representing at least 25% of the total unit entitlements are present
If a quorum isn’t reached within 30 minutes of the scheduled start time, the meeting must be adjourned and rescheduled. The new date must fall between 7 and 14 days later, with the secretary responsible for notifying all owners. If the quorum still isn’t met at the second meeting, the AGM can go ahead with those who are in attendance.
Voting rights and options
Voting is one of the key ways owners can have their say on the decisions that shape the building — from approving budgets to electing committee members. Understanding how and when you can vote helps ensure your voice is counted and your interests are represented.
Each lot owner has one vote, but there are a few rules to be aware of. If you have unpaid levies at the time the meeting notice is issued and don’t settle them before the AGM, you may lose your right to vote. Owners can also vote remotely, using email, teleconference, or video conference — making it easier to participate even if you can’t attend in person. It’s also worth noting that the chairperson doesn’t get a casting vote, so outcomes are decided purely by majority.
Different types of resolutions
Not every decision at an AGM is equal — some can be made quickly with a simple majority, while others need much more buy-in from owners.
Significant decisions may require:
Special resolution: Requires a majority vote, with votes against not exceeding 25% (e.g., changing by-laws); this is calculated on entitlements.
Unanimous resolution: All votes must be in favour (e.g., termination of the scheme).
If a motion requires a special or unanimous resolution, it must be clearly marked on the agenda so owners are aware ahead of time.
Preparing and distributing meeting minutes
Meeting minutes are the official record of what was discussed and decided at the AGM — and they’re just as important as the meeting itself. Clear, accurate minutes help ensure transparency and keep all owners informed, whether they attended or not.
It’s the secretary’s role to record the minutes, including the outcome of each motion and any resolutions passed. Once finalised, the minutes should be shared with all lot owners as soon as possible, in line with legal requirements. Keeping good records makes future meetings easier and helps avoid confusion or disputes down the track.
Leading a successful AGM
A successful AGM is more than just ticking off motions — it’s an opportunity to bring owners together, make informed decisions, and set the tone for the year ahead. When meetings are well-prepared, clearly communicated, and run according to the rules, everyone benefits from a smoother, more productive process.
It’s also a chance to build a stronger sense of community. Whether you’re discussing budgets or by-laws, the AGM creates space for owners to connect, share ideas, and work towards a common goal: maintaining a well-run building that’s both a great place to live and a smart long-term investment.
Bringing it all together
Holding an AGM may seem overwhelming at first, but with the right knowledge and preparation, it becomes a valuable and straightforward part of managing a successful strata or community scheme. From understanding who can convene the meeting and how to structure your agenda, to ensuring voting is fair and minutes are properly recorded — every step plays a role in keeping your scheme compliant, well-organised, and community-focused.
By following the process outlined in this guide, you’ll not only meet your legal obligations but also help build a stronger, more engaged ownership group. A well-run AGM sets the tone for the year ahead and gives all owners a chance to contribute to a shared vision for the building — one that’s functional, financially sound, and a great place to live.