AGMs and EGMs in Queensland: What Every Lot Owner Should Know

General meetings are how a body corporate makes its most important collective decisions. Whether you have just purchased your first unit or have been a lot owner for years, understanding how AGMs and EGMs work is essential.

What is an AGM?

The Annual General Meeting (AGM) is a meeting of all lot owners held at least once a year. It is a legal requirement under the BCCMA.

The AGM is where the committee is elected for the coming year, financial statements are tabled and reviewed, the budget for the Administration Fund and Sinking Fund is set, levy contributions are determined, insurance arrangements are reviewed, and any motions submitted by owners or the committee are voted on.

What is an EGM?

An Extraordinary General Meeting (EGM) is any general meeting held outside of the annual AGM cycle. EGMs are called when a matter arises that cannot wait until the next AGM or is of sufficient importance that all lot owners need to have a say.

Common reasons for calling an EGM include voting on major capital works, changing by-laws, dealing with issues that fall outside the committee's authority, or resolving disputes that require owner input.

How much notice is required?

Under Queensland legislation, lot owners must generally receive at least 21 days written notice before a general meeting. The notice must include the agenda, all motions to be voted on, and relevant supporting information. Short-notice meetings can be called in some circumstances but generally require agreement from owners.

How do votes work at general meetings?

Most motions at a general meeting are decided by ordinary resolution, which means a majority of votes cast. Some decisions, such as certain by-law changes or major spending decisions, require a higher threshold such as a special resolution or resolution without dissent.

Each lot generally has one vote, but voting entitlements can be weighted by lot entitlement in some circumstances.

Can I vote if I cannot attend?

Yes. Queensland legislation allows lot owners to vote by proxy or by other means prior to the meeting. Your strata manager can explain the process for submitting a proxy or pre-meeting vote for your scheme.

What happens after the meeting?

Following a general meeting, minutes must be prepared and distributed to all owners within a set timeframe. The minutes record the decisions made and form part of the official records of the body corporate.

Holmac Strata manages the full general meeting process for Gold Coast schemes, from preparing and issuing notices through to distributing minutes. If your scheme needs help with meeting management, contact us.