AGM Prep Made Easy: A Checklist for Strata Committees and Owners

For many owners corporations and committees, the annual meeting preparation checklist can feel overwhelming. From reviewing finances to electing committee members, ensuring compliance, and setting the agenda for the year ahead, it’s a critical event that requires careful planning. 

The good news? With the right strata AGM checklist, preparation becomes far less stressful. Instead of scrambling to pull everything together at the last minute, strata committee AGM preparation can follow a clear roadmap to ensure the meeting runs smoothly, decisions are documented correctly, and compliance obligations are met. 

Why AGM Preparation Matters 

The strata management AGM process isn’t just a legal requirement, it’s the backbone of effective governance. When properly prepared, it ensures: 

• Financial transparency and accountability 

• Clear communication between the strata committee and owners 

• Compliance with regulations and by-laws 

• Efficient decision-making on maintenance, budgets, and projects 

According to the Australian Financial Review, it’s essential that strata AGMs allow owners to fully assess and question matters before decisions are locked in, particularly in cases involving contracts or budgets decided at the meeting.  

Committees that invest in preparation often report fewer disputes and a stronger sense of community ownership. As KPMG’s Directors’ Toolkit notes (see the “Effective annual general meeting” section), clear agendas, timely papers, and defined responsibilities strengthen stakeholder confidence and lead to better meeting outcomes. To get started, a structured strata meeting checklist is essential. 

Step 1: Set the Agenda Early 

A clear, well-drafted agenda ensures all stakeholders know what will be discussed. Typical strata AGM agenda items include: 

• Reviewing and approving financial statements 

• Setting budgets and levies 

• Electing the strata committee 

• Considering maintenance or capital works projects 

• Discussing insurance requirements 

• General business raised by owners 

Giving owners early access to the agenda allows them to prepare questions and ensures no important topics are missed. 

If you’re unsure about your committee’s specific responsibilities, it may help to revisit the differences between strata management and body corporate roles to clarify who should manage which part of the AGM process. 

Step 2: Distribute Documentation on Time 

Transparency is crucial for a successful AGM. Committees must ensure that all owners receive the necessary documents well before the meeting so they have enough time to review and prepare. Owners should receive: 

• The AGM agenda 

• Financial statements 

• Proposed budgets 

• Nomination forms for committee positions 

• Proxy forms for voting 

Sending documents well ahead of the meeting improves participation and reduces confusion. Many committees now use digital tools to streamline distribution, making it easier to track responses and ensure nothing gets overlooked. 

PwC highlights the value of early engagement and clear disclosure in its review of the AGM season, noting that pre-circulating key materials and engaging stakeholders ahead of meetings helps ensure informed discussion and smoother voting outcomes. 

Step 3: Prepare Financials and Budgets 

Financial reporting is often the most scrutinised part of the AGM. Committees must provide audited or reviewed accounts (as required by legislation) and propose a budget for the next financial year. 

Budgets typically cover: 

• Ongoing maintenance 

• Insurance premiums 

• Capital works contributions 

• Administration expenses 

Using cloud-based software can make this process much simpler. For example, many strata managers now leverage SaaS tools to streamline property management, making reporting and record-keeping more transparent and accessible to all stakeholders. 

Step 4: Confirm Committee Roles 

The committee roles in strata AGM proceedings are vital to continuity and governance. At each AGM, committee members are elected (or re-elected), ensuring leadership is refreshed and responsibilities are clear. 

Key roles often include: 

• Chairperson – overseeing meetings 

• Secretary – handling notices and correspondence 

• Treasurer – managing financials and budgets 

Encouraging participation from different owners not only spreads responsibilities but also builds a stronger sense of shared governance. Mirvac also outlines how a robust governance framework with clearly defined roles such as the Chair, Secretary, and committee members which supports operational clarity and effective oversight. 

Step 5: Ensure Compliance and Governance 

Every AGM must comply with strata legislation in your state or territory. This isn’t just a formality, it’s what ensures decisions are valid and enforceable. That means: 

• Sending notices within the correct timeframes 

• Recording minutes accurately 

• Ensuring voting procedures are followed 

• Keeping records for future audits 

Failure to meet these obligations can result in invalid decisions or even legal disputes. Committees that prioritise strata governance and compliance avoid costly mistakes and ensure the owners corporation functions effectively. 

KPMG’s governance and proxy documentation emphasise the importance of formal notice periods, clear meeting records and robust voting procedures as the backbone of valid and defensible corporate decisions,  a useful parallel when applying governance discipline to strata AGMs. 

Step 6: Focus on Communication 

AGMs often set the tone for the year ahead, making communication one of the most critical responsibilities of any committee. When owners are kept well-informed, it fosters stronger relationships, builds transparency, and significantly reduces the risk of misunderstandings or disputes. Clear communication is also one of the most overlooked aspects when people think about how to prepare for a strata AGM. 

Practical steps can make a big difference. For instance, providing plain-language summaries of financial statements helps all owners understand the numbers without jargon. Explaining levy increases with context, such as upcoming maintenance projects or long-term savings goals helps ensure owners see the bigger picture. Allowing open Q&A sessions also gives residents a voice and strengthens trust in the committee’s decisions. 

Technology can also support this. For example, digital platforms now make it easier to manage updates, announcements, and tenant communication as explored in our guide to mastering tenant communication. 

Wrapping Up: Your Strata AGM Guide 

A successful AGM isn’t about ticking boxes, it’s about setting the tone for the year ahead, fostering trust, and ensuring compliance. With a clear strata AGM checklist, your committee can approach the meeting with confidence, knowing that nothing has been missed and every owner has had the opportunity to participate. 

By planning early, distributing documents on time, and using digital tools to streamline tasks, committees can transform AGM preparation from a stressful chore into a smooth, well-organised process. 

Ready to get started with smarter decision-making on your building? Book a free MYBOS product demo today to find out how your strata and owners’ corporation management can benefit.