MEETINGS & VOTING

Run an AGM end-to-end

Agenda creation, motion drafting, quorum check, voting, minutes, and outcome recording.

Who this is for
Secretary / AdminCommittee Member
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Before you start

  • check_circle

    The AGM has been scheduled with a date, location and notice issued date.

  • check_circle

    The financial pack (I&E statement, balance sheet, proposed budget) is ready in Finance → Reports.

  • check_circle

    Any motions from owners have been submitted by the cut-off date set in your by-laws.

1

Create the meeting

Go to Meetings → New AGM. Enter the date, location and the notice issued date. The 21-day notice countdown starts from the issued date.

2

Build the agenda

Add agenda items, drag to reorder, and link motions to each item.

3

Issue the notice

Click Issue notice. Each lot owner receives the agenda, financial pack, motions and proxy form. See Send a notice of meeting.

4

Record proxies

As proxy forms come back, record them against each lot. The system enforces any per-attendee proxy caps in your state.

5

Record attendance on the day

Tick attendees as they arrive. The quorum indicator turns green when the threshold is met.

6

Run the voting

For each motion, capture the vote tally (or use the digital ballot if your by-laws permit). StrataOwn records who voted how.

7

Close the meeting

Mark each motion Carried / Lost / Adjourned and attach the signed minutes once they're prepared.

Frequently Asked Questions

What if we don't reach quorum?expand_more

In most states the meeting can be adjourned and reconvened with a reduced quorum after a defined waiting period. A separate Quorum guide is on the way.

Can owners attend by video?expand_more

Most states allow remote attendance if the by-laws permit it. Record the connection method against each attendee.

Where do the minutes live afterwards?expand_more

Attach the PDF to the meeting record. The Document Vault tags it as Meeting minutes automatically, which keeps the Vault Health card green.

update
Last reviewed 28 Feb 2024Due for review
person
Article owner Janet Crawford

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