There are three main types of meetings that are held for a strata scheme (also known as a body corporate). These include committee meetings, annual general meetings (AGMs) and extraordinary general meetings (EGMs) or special general meetings (SGM).
This guide explains why meetings are required, and outlines what happens at each type of meeting.
What meetings are required and why?
With multiple owners, it is common to encounter differing views, priorities, and expectations on how your property is managed and maintained.
Meetings have an essential role in assisting communities by providing a forum for addressing matters and making decisions. This may include decisions on financial, legal, administrative duties, safety, and maintenance issues.
Each state has legislation that impact how meetings are conducted. While each of these meetings have different purposes, they provide:
A structured approach and formal process for considering and making decisions about important issues.
Mechanisms for sharing responsibilities; for example, through delegating decisions to committees or strata managers.
Communication on matters through discussions plus written records such as minutes, agendas, and reports.
Opportunities for owners to express their views, opinions, and needs.
Pathways for challenging decisions and reducing conflict.
Here is an outline of each of the three types of meetings.
What is a committee meeting?
The committee has power to make day-to-day decisions about specific aspects of how your property is managed on behalf of the owners. Learn more about how a committee is elected here.
Committee meetings address issues ranging from administrative and financial matters, to hiring tradespeople for repairs, approving renovation applications, or issuing notices to comply with by-laws.
All committee members are expected to attend, with at least half required for a quorum. The chairperson must attend all meetings or appoint another committee member to represent them. Committee members have one vote each when voting on meeting motions. More than half of the committee must vote for a motion for it to be passed.
Committee meetings are held when the secretary or one-third of the committee members ask for a meeting.
A meeting notice must be issued in advance and include the date, time, meeting location, plus the meeting agenda. The committee must record minutes of the meeting, including details of discussions, motions, and resolutions. Minutes must be provided to all committee members and owners within a specified timeframe.
What is an annual general meeting (AGM)?
The annual general meeting (AGM) is a meeting held once a year that provides a forum for owners to discuss and vote on a wide spectrum of issues related to the management and maintenance of the property. This may include electing a committee to assist with day-to-day administration of the scheme, appointing contractors, and ensuring compliance with by-laws and managing financial matters such as the annual budget, levies, insurance policies, maintenance, and repairs.
All strata schemes are legally required to hold an AGM once every financial year. All owners, committee members, the strata manager and other parties noted on the strata roll are eligible to attend.
People who are authorised as proxies, company nominees or represent owners under a power of attorney may also have attendance and voting rights. There may be exceptions for some types of motions based on state legislation.
The AGM is the key meeting for all owners, so it is important to participate. Members gain an insight to the financial, legal, and administrative status of the strata scheme. They learn about future budgets, plans for work and maintenance, plus issues affecting private and common property. This meeting gives owners a forum to provide their views on these issues or nominate to be part of the committee.
The committee or manager is responsible for setting the date of the AGM and advising all owners. They perform administrative and secretarial duties, including preparing and distributing meeting notices and agendas.
An AGM is often held in person, although in some states owners may be able to participate remotely via video conference.
A meeting notice must be issued in advance and include the date, time, location, plus agenda. The committee must record minutes of the meeting, including all motions, and resolutions. Minutes must be provided to all owners within a specified timeframe.
What is an EGM or SGM?
An EGM is any general meeting of the owners, other than the AGM (also known as a special general meeting (SGM)). They may be held as necessary to address issues such as raising a special levy, approving major works, or changing or making new by-laws.
An EGM can be called at any time of the year, when a decision is required by all owners, but the matter cannot wait until the AGM. All owners, committee members, the strata manager and other parties noted on the strata roll are eligible to attend.
A meeting notice must be issued in advance and include the date, time, location, plus agenda. The committee must record minutes of the meeting, motions, and resolutions. Minutes must be provided to all owners within a specified timeframe.
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