Annual general meetings, general meetings and committee meetings in Queensland

In short

• Every scheme holds an annual general meeting (AGM), but the deadline differs. NSW: once in each financial year. QLD: within 3 months after the financial year ends. VIC, WA, TAS: no more than 15 months after the last one. ACT and NT: each financial or calendar year and within 15 months. SA strata corporations: every calendar year and within 15 months; SA community corporations: within 3 months after the financial year starts.
• Notice periods are minimums and are usually counted in clear days, so neither the day the notice goes out nor the meeting day counts. General meetings need at least 14 days in most places, 7 days in TAS (and 7 for NSW general meetings other than the AGM), 21 days in QLD, and 14 working days in the NT. Posted notices need extra time for delivery, and email works only where the owner has agreed to it or nominated an address for service.
• Owners can force a general meeting. The share needed ranges from one-fifth of the units (SA strata) to one-third of members by head count (TAS); most states use 25 per cent of lots or unit entitlement.
• Without a quorum the rules split: some states adjourn the meeting (NSW, QLD, SA), some let those present carry on (WA, ACT reduced quorum), and some allow only interim resolutions that owners can stop (VIC, NT). Tasmania has no fallback at all.
• Attending by phone or video is a right in WA and the NT, available if the owners corporation or body corporate authorises it in the ACT and QLD, provided for in VIC and NSW, arranged by the secretary or the articles in SA, and not mentioned in the Tasmanian Act.
• Minutes deadlines vary: 14 days in NSW for general meetings and 7 days for strata committee meetings, 14 days in the ACT, 21 days in QLD, none in VIC, WA, SA or TAS for ordinary minutes. A resolution passed at a meeting that broke the rules can often be set aside by the state's tribunal, commissioner or court.

How it works

A strata scheme makes its big decisions at general meetings of all the owners. The AGM is the one every scheme must hold each year: it receives the accounts, sets the budget and levies, checks the insurance and elects the committee. Any other general meeting is called an extraordinary general meeting (EGM) in QLD and WA, a special general meeting in VIC and TAS, and simply a general meeting elsewhere.

Between general meetings the committee runs the scheme. Each state gives it a different name: strata committee (NSW), committee (VIC, QLD, NT), council of owners or council (WA), management committee (SA), committee of management (TAS) and executive committee (ACT). The committee meets more often, on shorter notice, and can only make the decisions the law and the owners let it make.

Three things decide whether a meeting's decisions stand:

1. It was properly called. The right person or group called it, every owner got notice on time and in a way the law accepts, and the notice set out every motion to be decided (with the full text for special or unanimous resolutions in most states).
2. It was properly held. A quorum was present, the right person chaired, only eligible votes and valid proxies were counted, and only motions on the agenda were decided.
3. It was properly recorded. Minutes were taken and sent out on time.

When one of these goes wrong, an owner can usually ask the state's dispute body to declare the meeting or the resolution invalid. Most of these bodies can decline where the slip made no difference to the result, so not every error is fatal, but the risk is avoidable.

Voting thresholds and proxies are covered in Voting and proxies; budgets and levies set at the AGM are in Budgets and levies; the committee's own duties are in Self-managing committee duties; and the dispute process is in Disputes.

Common mistakes that leave a resolution open to challenge

These are the slips that most often end up before a tribunal. Whether a particular slip invalidates a particular resolution is for the state's dispute body to decide.

• Short notice. Counting the notice day or the meeting day, or posting without adding delivery time (in NSW and the ACT a posted notice is taken to arrive on the seventh working day after posting), or counting calendar days where the NT counts working days.
• Notice to the wrong place. Emailing owners who have not nominated or agreed to an email address for notices (NSW s 263, VIC, WA s 216, SA s 49).
• A motion not on the agenda. Deciding something raised on the day. Most states allow only motions set out in the notice, and special or unanimous resolutions need their full text in the notice.
• Missing statutory AGM items, such as the NSW Schedule 1 clause 6 matters, the QLD insurance review or the WA insurance certificates.
• Wrong or invalid proxies. Using a homemade form where the state prescribes one (NSW, VIC, QLD Form 6, ACT Form 2), counting a proxy past its expiry, or exceeding the cap one person may hold. See Voting and proxies.
• Counting votes that should not count, such as owners in arrears on ordinary motions, or proxies in a QLD committee election.
• No quorum, but business done anyway, or adjourned in a way the law does not allow (Tasmania has no fallback at all).
• The wrong person in the chair, such as a QLD manager chairing without being elected, or a chair using a casting vote where the law gives none (NSW).
• The committee deciding a general meeting matter, such as setting levies where the law reserves that to the owners. See Self-managing committee duties.
• Late or missing minutes, which in QLD and the NT also delays when owners can oppose a committee decision.

State by state

Queensland

The Body Corporate and Community Management Act 1997 and the scheme's regulation module apply. This section describes the Standard Module, which covers most schemes; the Accommodation and Commercial Modules are similar, the Small Schemes Module is lighter, and a specified two-lot scheme holds no meetings at all (decisions are written lot owner agreements, Act ss 111D to 111H).

When the AGM is due. Within 3 months after the end of each financial year (Standard Module s 83). Before the year ends, the secretary invites committee nominations and owners' motions, which close at the end of the financial year (ss 16 and 86).

What must be on the AGM agenda. Confirm the last general meeting's minutes (s 93); the statement of accounts and the auditor, or for a basic scheme the prescribed no-audit special resolution (ss 175 and 176); the administrative and sinking fund budgets and contributions (ss 160 to 162); a review of each insurance policy with full disclosure and the latest valuation (s 196); the register of reserved issues (s 230(3)); owners' motions received by the year end, exactly as submitted (ss 86 and 88); and the committee election, held last (s 13). The AGM after the first AGM also considers a defect assessment motion (s 181). Only motions on the agenda and voting paper can be decided (s 107(6)).

Calling a general meeting. Owners of at least 25 per cent of the lots may require an extraordinary general meeting by signed notice. It must be called within 14 days and held within 6 weeks; if it is not called in time, the signatories can ask another committee member, who must call it within 14 days (ss 84 and 85).

Notice. A general meeting is held at least 21 days after notice is given (s 91); FairLot allows 22 calendar days. A posted notice counts from when it would be delivered (Acts Interpretation Act 1954 s 39A). An owner may nominate an email address as part of their address for service, and doing so is consent to being given documents by email; notices then go to the address for service (Standard Module ss 216 and 218).

Quorum. At least 25 per cent of the voters, or a lower minimum of 10 to 25 per cent set by special resolution. Voters count as present if there personally, by proxy, or by a hard copy or electronic vote cast before the meeting. Where there are 3 or more voters, at least 2 must be present personally (s 99). Without a quorum within 30 minutes the meeting stands adjourned to the same time and place a week later, where those present form a quorum if the chairperson is there personally (s 100).

Who chairs. The chairperson chairs every general meeting they attend. Otherwise the voters present elect someone, with that person's consent. A body corporate manager acting under an authorisation may advise the chair but may not chair unless elected or the only person forming a quorum at an adjourned meeting (s 97). The chair may rule a motion out of order, with reasons recorded in the minutes (ss 98 and 117).

Phone, video and electronic voting. The body corporate may decide by ordinary resolution that a voter who can cast a vote at the meeting electronically, for example by teleconference or video, is present personally (s 99(2)). Electronic voting on motions needs its own ordinary resolution and a secure system (s 106).

Committee meetings. Members get written notice at least 7 days before (FairLot allows 8 calendar days), or 2 days if every voting member has agreed, and owners who have not opted out get advice of the meeting and the agenda (s 55). Quorum is at least half the voting members (s 60). The chairperson chairs (s 59). Members may attend electronically if the committee authorises it (s 61). Any owner, or an owner's representative, may attend as an observer by giving the secretary written notice at least 24 hours before, in person or by an electronic means the committee has authorised, and may only speak if invited; the committee can ask them to leave for items such as a by-law breach (s 63). Owners of half the lots can oppose most committee decisions within 7 days of receiving the minutes (s 72).

Minutes. Full and accurate general meeting minutes, with set contents including the votes for, against and abstaining, go to every owner within 21 days (s 117). Committee minutes go to each committee member and each owner who has not opted out within 21 days (s 71). An owner can obtain access to or copies of body corporate records within 7 days of a written request with the prescribed fee (Act s 205).

Challenging a resolution. An adjudicator from the Office of the Commissioner for Body Corporate and Community Management can declare a committee or general meeting void for irregularity, or declare that a resolution was at all times void (Act Schedule 5 items 7 and 8).

If it goes wrong: where to get help

State	Contact first	Who decides disputes
NSW	NSW Fair Trading, strata (mediation)	NCAT, strata schemes
VIC	Consumer Affairs Victoria, owners corporations and the owners corporation's internal dispute process	VCAT, owners corporations
QLD	Office of the Commissioner for Body Corporate and Community Management (conciliation)	Commissioner's adjudicator; appeals on a question of law to QCAT
WA	Landgate, strata and community titles	State Administrative Tribunal, strata titles
SA	Law Handbook, strata titles and Consumer and Business Services	Magistrates Court (CourtSA)
TAS	Recorder of Titles, strata title FAQs	Recorder of Titles; appeals to TASCAT
ACT	Access Canberra	ACAT, unit titles disputes
NT	NT Government, dealing with a body corporate	NTCAT

The steps, time limits and evidence for each are in Disputes.

How FairLot helps

• Meetings and notices drafts AGM, general and committee meeting notices with the notice period for your state and scheme type already worked out in calendar days, a statutory AGM agenda you can edit, and minutes, with each held meeting given its minutes deadline.
• Voting and resolutions records ordinary and special resolutions, proxies and timed polls, with an automatic result record.
• Statutory forms fills in proxies and voting papers for your state from your records, and links the official form where the law requires it.
• Compliance calendar shows when the next AGM is due under your state's rule, before it bites.
• Documents, the Owner portal and the Audit trail keep notices and minutes where owners can see them, with who sent what and when.

FairLot is software. The committee calls and runs its own meetings, and the chair and the owners make every decision.

Common questions

How long after the end of the financial year do we have to hold the AGM?

Only QLD (3 months after the year ends) and SA community corporations (3 months after the new year starts) tie it directly to the year end. NSW requires one in each financial year. VIC, WA, TAS, the ACT, the NT and SA strata corporations limit the gap to 15 months since the last AGM, with the ACT and NT also requiring one each financial or calendar year.

Can owners call a meeting if the committee won't?

Yes, in every state. The trigger is 25 per cent of unit entitlement in NSW, the ACT and WA; 25 per cent of lots in QLD; 25 per cent of lot entitlements in VIC; 25 per cent of interest entitlements in the NT; one-fifth of the units in SA strata schemes (20 per cent of lots or entitlements in community schemes); and one-third of members by head in TAS. In VIC, SA and the NT the owners' nominee can send the notice themselves.

Does email count as giving notice?

Only where the owner has agreed to it or nominated an email address for notices, in most states (NSW, VIC, WA, SA). In the ACT an emailed notice is presumed received when sent. Check your state's section above, and keep a record of each owner's consent.

Can I attend the AGM by Zoom?

In WA and the NT you have a right to, subject to WA by-laws and reasonable cost. In VIC owners may join by teleconference under the regulations. In NSW the notice can specify electronic participation. In QLD and the ACT the owners must first authorise it by resolution. In SA it depends on the articles or the secretary's arrangement. The Tasmanian Act does not deal with it.

What happens if not enough owners turn up?

It depends on the state. NSW and QLD adjourn (NSW also lets the chair declare those present a quorum), and SA adjourns 7 to 14 days. WA and the ACT let those present continue (the ACT's reduced quorum decisions take effect only after 28 days). VIC and the NT allow interim resolutions that owners can stop by calling another meeting. Tasmania has no fallback, so the meeting has to be called again.

Can owners sit in on committee meetings?

In NSW owners can attend but need permission to speak. In QLD an owner can observe after giving the secretary 24 hours' written notice and may speak only if invited. The other states give owners no right to notice of committee meetings, though owners receive or can inspect the minutes.

Who chairs if the chairperson is away?

In every state the meeting chooses someone. VIC and QLD let the meeting elect the manager in some cases, WA can authorise a non-owner by resolution, SA allows the manager only with majority agreement, and the NT lets the meeting elect the body corporate manager.

When do we have to send out the minutes?

NSW: general meetings 14 days, committee 7 days. QLD: 21 days for both. ACT: 14 days for both. NT: committee minutes 21 working days. VIC, WA, SA and TAS set no general deadline, though VIC sends the last AGM minutes with the next AGM notice.

A resolution was passed at a meeting with short notice. Is it automatically invalid?

Not automatically. An owner has to apply to the state's dispute body (NCAT, VCAT, an adjudicator in QLD, SAT, the SA Magistrates Court, the Recorder of Titles in TAS, ACAT or NTCAT), and several of them can decline where the error made no difference to the result. In Tasmania the application must be made within 30 days after the meeting. See Disputes.

Sources

• Strata Schemes Management Act 2015 (NSW), current version from 26 August 2026 : ss 6, 18, 19, 24, 42, 43, 92, 180, 182 and 263, Schedule 1 clauses 4 to 28 and Schedule 2 clauses 4 to 17 (read on the register in the in-app browser, 2 October 2026).
• Strata Schemes Management Regulation 2016 (NSW), current version from 26 June 2026 and the Strata Schemes Management Amendment Regulation 2026 : cll 14 to 15 electronic voting, cl 69 committee training from 1 October 2026.
• NSW Government, strata meetings : chair role, notice methods (its single 7-day minutes figure is narrower than the Act for general meetings).
• NSW Government, guide to strata law changes : chairperson duties from 1 July 2025.
• Owners Corporations Act 2006 (Vic), version 024 from 9 September 2026 : ss 69 to 81 and 89A, committee ss 108 to 114, records ss 144 to 146, VCAT orders s 165.
• Owners Corporations Regulations 2018 (Vic) : regs 7A and 9A videoconferencing.
• Consumer Affairs Victoria, running meetings : interim resolutions and minutes in practice.
• Body Corporate and Community Management Act 1997 (Qld), current as at 1 August 2025 : records access s 205, adjudicator orders Schedule 5.
• Standard Module Regulation 2020 (Qld), current as at 1 August 2025 : committee ss 55 to 72, general meetings ss 83 to 117.
• qld.gov.au, running a committee meeting and running an AGM : regulator guidance.
• Strata Titles Act 1985 (WA), consolidation from 26 June 2025 : ss 104 to 109, 127 to 132, 199 and 200, Schedule 1 by-laws 6 to 9.
• Landgate, meetings, voting and decision-making fact sheet : owners' agenda items, remote attendance, minutes.
• Strata Titles Act 1988 (SA) and Community Titles Act 1996 (SA), both current from 9 December 2021 : Strata ss 23, 33 to 35, 40, 41, 41A and 49; Community ss 81 to 84, 93, 94, 139 and 142 (read on the register in the in-app browser, 2 October 2026).
• Strata Titles Regulations 2018 (SA), version of 1 September 2026 and Community Titles Regulations 2026 (SA) : Strata rr 10, 15, 16, 30 and 31; Community r 29.
• Law Handbook SA, strata general meetings : convening, presiding officer, remote attendance, quorum.
• Strata Titles Act 1998 (Tas) : ss 71, 75, 79, 118, 123 and 128, Schedule 1 model by-laws (by-law 10 quorum).
• Unit Titles (Management) Act 2011 (ACT), republication 25 effective 26 June 2026 : s 129, Schedule 2 ss 2.1 and 2.8, Schedule 3 ss 3.1 to 3.13 and 3.30.
• Unit Titles (Management) (Meeting Agenda) Guidelines 2023 : ACT AGM agenda items.
• Unit Title Schemes (Management Modules) Regulations 2009 (NT), as in force at 12 May 2023 : Module 2 cls 13 to 22 and 29 to 38.
• Unit Title Schemes Act 2009 (NT) : disputes and NTCAT orders ss 84 to 86.