Running your first annual general meeting as a new council member can feel overwhelming. Between notice periods, quorum requirements, financial reports, and parliamentary procedure, there are dozens of details that need to come together. This guide walks you through the entire process step by step.
60 Days Before: Preparation
Start by confirming your fiscal year-end date and working backward. Under BC strata law, you must hold your AGM within two months of your fiscal year-end. Begin assembling your financial statements, proposed budget, and any special resolutions you plan to present.
This is also the time to confirm your building's roster is up-to-date. Every eligible voter needs to receive proper notice, and outdated contact information is the most common reason AGMs face legal challenges later.
14 Days Before: Notice Period
The Strata Property Act requires a minimum of 14 days notice for an AGM (20 days if special resolutions are on the agenda). Your notice package must include the agenda, proposed budget, financial statements, and the text of any resolutions to be voted on.
StrataStation automates this entire process. Upload your documents, select your meeting date, and the platform handles notice delivery with read receipts and delivery confirmation for every unit owner.
Day Of: Running the Meeting
Confirm quorum before starting any business. In BC, quorum for an AGM is one-third of eligible voters present in person or by proxy. If you don't reach quorum within 30 minutes, the meeting is adjourned and must be reconvened with a new notice period.
Work through your agenda items in order. For each vote, clearly state the motion, allow discussion, and record the result. StrataStation provides real-time vote tracking so you can see quorum status and results as they come in.
After the Meeting
Minutes must be prepared and distributed within 14 days of the meeting. Include all motions presented, voting results, and any decisions made. StrataStation generates meeting minutes automatically from the voting records, saving hours of manual documentation.