ANNUAL GENERAL MEETING

Your owners corporation (otherwise known as body corporate) must hold a meeting of all lot owners, called the annual general meeting, if it receives or pays out money during the financial year. The time between annual general meetings varies from state to state but is usually between 12 and 15 months.

The annual general meeting is the main opportunity for lot owners to discuss issues relating to their property and elect the committee and office bearers for the next year.

The meeting will cover:
  • Income and expenditure of the owners corporation during the past financial year
  • Assets and liabilities of the owners corporation at the end of the past financial year
  • Maintenance works and the maintenance plan
  • A report from the committee
  • A report from the owners corporation manager, and
  • Complaints and emerging issues

Notice of Meeting

The notice of the annual general meeting must be in writing and delivered to lot owners between 14 and 21 days prior to the date of the scheduled meeting.

The notice must include:

  • The date, time and location of the meeting
  • The general nature of business and any motions to be discussed at the meeting (the agenda)
  • The text of any special or unanimous resolutions to be decided
  • The financial statements
  • The proposed budget, and
  • A statement that lot owners have a right to appoint a proxy.

What is a Quorum?

A ‘quorum’ is the minimum number of owners needed to transact business at a meeting. The minimum number is typically more than 50% of lot owners and proxies. If a quorum is not met, then resolutions at the meeting become interim resolutions.

Voting

Owners corporation members or their proxies can vote at a meeting or by a ballot. At a meeting, voting is usually by a show of hands, with one vote for each lot. However, in some developments, one lot may be entitled to more than one vote. Any lot owner may require a vote by a show of hands.

Electing a committee

By law, an owners corporation may elect a committee at each annual general meeting, or in some instances they must elect a committee. Generally, smaller owners corporations by lot size may elect a committee, while larger owners corporations are required to do so.