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The annual general meeting is the most important date in a strata scheme calendar. It is where owners approve the budget, set levies, elect the committee and make the decisions that shape the year ahead. Get the process right, and the meeting is quick and uncontested. Get the notice, quorum or voting wrong, and the resolutions can be challenged later. This strata AGM guide for NSW walks through what the meeting must cover, how to prepare the agenda, and the rules for quorum, motions and voting that keep every decision valid.

What an AGM must cover

Every owners' corporation in NSW must hold at least one general meeting each year, the AGM. For a new scheme, the first AGM must be held within two months after the end of the initial period. The strata meeting agenda for an AGM is not a free choice. The Act requires a set list of items, and the secretary can add others on top.

Standard AGM items include confirming the quorum, accepting the minutes of the last general meeting, presenting the financial statements prepared by the treasurer, deciding the number of committee members and electing the committee, considering insurance, reviewing the ten-year capital works plan, and deciding on utility providers. Recent reforms also require an item on environmental sustainability and a statement of commissions paid or likely to be paid to the strata managing agent. You can see the full picture in the NSW Government strata meetings overview.

Notice periods and agenda preparation

Notice periods are strict, and missing them is one of the most common reasons a resolution is overturned. For an AGM, the secretary must give written notice to all owners at least fourteen days before the meeting. For a general meeting other than an AGM, the notice period is at least seven days. Notice can be delivered by hand, email or post, or placed on the noticeboard if the scheme has one.

The notice must include the full agenda with the exact wording of each motion, the financial statements, an explanation of the strata quorum, a statement of voting rights, details of any electronic voting, and a copy of the previous minutes if the owner has not already received them. Preparing this properly is largely the secretary's job, although it is often handled by the strata manager. If your scheme manages notices and documents online, our online services can keep version control and delivery tidy.

Quorum rules

A strata quorum is the minimum participation needed for the meeting to make valid decisions. In an NSW strata scheme, a quorum is present if at least one quarter of the people entitled to vote are there in person or by proxy, or if at least one quarter of the total unit entitlement is represented by those entitled to vote. In a scheme with more than one owner, two eligible people present can also form a quorum where the quarter calculation would produce fewer than two.

If a quorum is not present within thirty minutes of the scheduled start, the chairperson has two options. They can postpone the meeting for seven days, or they can declare that the people present make up the quorum and proceed. If a postponed meeting still lacks a quorum, it can go ahead with whoever attends, as long as they are entitled to vote. From 1 July 2025, formally determining the quorum is one of the chairperson's defined legal duties.

Motions, amendments and voting methods

A motion must appear in the notice to be considered at the meeting. The one exception is an amendment to a motion that was already noticed. The chairperson can rule a motion out of order if it would conflict with the Act or the by-laws, if it would be unlawful or unenforceable, or if the notice requirements were not met.

Most decisions are made by a show of hands, with one vote per lot, unless a poll is called. In a poll, voting is weighted by unit entitlement, so an owner with a larger share of the scheme carries more weight. NSW recognises three resolution types. An ordinary resolution needs a simple majority of the votes cast and covers routine decisions. A special resolution is needed for matters like changing by-laws and passes only if no more than one quarter of the value of votes cast is against it. A unanimous resolution requires that no vote be cast against the motion. Owners who are behind on their levies cannot vote, except on a motion that needs a unanimous resolution.

Proxy voting and electronic attendance

An owner who cannot attend can appoint a proxy to vote on their behalf. The proxy appointment must be in writing. To stop any single person from controlling a meeting, the Act limits how many proxies one person can hold. In a scheme of twenty lots or fewer, a person can hold one proxy. In a larger scheme, the limit is five per cent of the total number of lots. Proxy voting forms must be retained for seven years.

Many schemes now allow owners to take part electronically, by video link or online voting, and some use pre-meeting voting so owners can record a position before the day. Electronic options must be set out in the notice, and the scheme generally needs to have been resolved to permit them. Pre-meeting voting is a useful way to streamline the meeting, but it does not replace it. A valid meeting must still be held, and the matter is determined at that meeting.

Minutes and post-meeting actions

The secretary must record the strata meeting minutes that capture the motions considered, the decisions made and the results of voting. Minutes must be distributed to owners within seven days of the meeting. Confirming those minutes is itself a required motion at the next general meeting, which gives owners a formal chance to flag any discrepancy.

After the meeting, the practical work begins. Levy notices reflect the approved budget, the new committee appoints its office bearers, insurance and contracts are actioned, and any compliance items, such as the annual fire safety statement, are scheduled. Keeping these records in order supports the scheme record-keeping requirements and makes the next audit far less stressful.

AGM preparation checklist

• Confirm the AGM date and book the venue or online platform well ahead of the fourteen-day notice deadline.
• Prepare the agenda with the exact wording of every motion and all required items.
• Attach the financial statements, proposed budget and levies, insurance details and previous minutes.
• Send notice to all owners at least fourteen days before the meeting, and notify tenants where required.
• Distribute proxy forms and explain any electronic or pre-meeting voting options.
• On the day, confirm voting entitlements, then confirm the quorum before any motion is considered.
• Record clear minutes and distribute them to owners within seven days.

FAQs

How much notice is required for a strata AGM in NSW?

At least fourteen days' written notice to all owners. Other general meetings need at least seven days. If notice is delivered by post, allow extra time so owners still receive the full notice period.

What is the quorum for a strata AGM?

A quorum is one quarter of the people entitled to vote, present in person or by proxy, or one quarter of the total unit entitlement represented by eligible voters. Two eligible people can also form a quorum in many schemes.

Can owners vote at a strata AGM if they owe levies?

No, unfinancial owners cannot vote, with one exception. They may vote on a motion that requires a unanimous resolution. Paying outstanding contributions before the meeting restores the right to vote.

How many proxies can one person hold?

One proxy in a scheme of twenty lots or fewer. In larger schemes, the limit is five per cent of the total number of lots.

When must AGM minutes be sent to owners?

Within seven days of the meeting. The minutes are then confirmed by motion at the next general meeting.

Walk into your next AGM prepared

A well-run AGM protects every decision the scheme makes. If notice periods, quorum maths or motion wording feel like a risk each year, StrataOne can take the pressure off. We help NSW residential schemes prepare agendas, manage notices and run compliant meetings from start to finish. Ask us to review your meeting preparation and management support, or get in touch to talk through your next AGM.