AGM and EGM Planning Guide
Stratapilot · Help Centre Last updated: June 2026
Overview
An Annual General Meeting (AGM) must be held at least once per financial year. An Extraordinary General Meeting (EGM) can be called at any time to deal with urgent matters that cannot wait for the AGM.
Stratapilot's Events module manages meeting scheduling, agenda documents, statutory notice deadlines, and linked polls. The platform sends automatic alerts when notice period deadlines approach.
Who Can Schedule a Meeting
| Role | AGM | EGM |
|---|---|---|
| Chairperson | ✅ | ✅ |
| Secretary | ✅ | ✅ |
| Treasurer | ✅ | ✅ |
| Ordinary committee member | ❌ | ❌ |
| Lot owner / Viewer | ❌ | ❌ |
Step 1 — Schedule the Meeting
- Go to Events in the main navigation.
- Click New Event.
- Select the event type: AGM or EGM.
- Enter the meeting date, time, and location (or video call URL for virtual meetings).
- Add a brief description if needed.
- Click Save.
Tip: Schedule the meeting date first — statutory notice periods run backwards from the meeting date, so you need the date confirmed before calculating the notice deadline.
Step 2 — Attach the Agenda and Supporting Documents
- Open the event you just created.
- Click Attach documents.
- Upload the meeting agenda (PDF or Word) and any supporting papers (financial statements, proposed by-law changes, insurance renewal quotes, etc.).
- Each document is stored under the Meeting Minutes category with visibility set to Public (so all lot owners can access it before the meeting).
Lot owners with the Viewer role can see Public documents. Sensitive financial working papers can be stored as Committee Only.
Step 3 — Distribute the Meeting Notice
The meeting notice must be sent to all lot owners no later than the statutory notice period before the meeting date. Stratapilot does not automatically send the meeting notice — you must send it via your normal communication channel (email, platform announcement, or post).
State-specific notice period requirements
| State | Meeting Type | Notice Period | Legislation |
|---|---|---|---|
| QLD | AGM | 21 days | BCCM Act s90 |
| QLD | EGM | 21 days | BCCM Act s90 |
| NSW | General meeting (AGM/EGM) | 7 days (standard), 14 days (if special resolution proposed) | SSMA 2015 s18 |
| NSW | Committee meeting | 3 days | SSMA 2015 s32 |
| VIC | AGM | 14 days | Owners Corporations Act 2006 s73 |
| VIC | EGM | 14 days | Owners Corporations Act 2006 s73 |
| WA | General meeting | 14 days | Strata Titles Act 2020 s126 |
| SA | General meeting | 14 days | Community Titles Act 1996 |
| TAS / ACT / NT | General meeting | Typically 14 days — consult local legislation | — |
⚠️ QLD note: The 21-day notice period for QLD is one of the longest in Australia. Schedule your meeting at least 4 weeks out to ensure documents can be prepared and distributed in time.
Disclaimer: Notice period requirements are subject to change. Always verify against the current version of your state's legislation or consult a licensed strata manager.
Step 4 — Platform Deadline Alerts
Once a meeting is created, the platform tracks the notice deadline and sends automatic email alerts to the Secretary and Chairperson when a deadline is approaching.
Alert timeline
| Days before meeting | Alert sent to |
|---|---|
| Notice period deadline day | Secretary + Chairperson (reminder to distribute notice if not yet done) |
| 7 days before meeting | Secretary + Chairperson (pre-meeting checklist reminder) |
| 1 day before meeting | Secretary + Chairperson (day-before reminder) |
Alerts are sent to the email address on the user's profile. Check your spam folder if you do not receive them.
Step 5 — Create Polls for AGM Motions
Each item on the AGM agenda that requires a vote should be created as a GENERAL poll linked to the meeting.
- Go to Polls in the main navigation.
- Click New Poll.
- Set the scope to GENERAL.
- Select the resolution type:
- Ordinary — for routine decisions (election of committee, approval of accounts, maintenance works)
- Special — for by-law changes or significant decisions requiring a 75% threshold
- Without Dissent — for motions requiring unanimous approval
- Optionally attach the relevant agenda item document as a supporting document.
- Save the poll in DRAFT status — do not open it until voting begins at the meeting (or opens formally per your state's procedures).
See the Voting and Polls Guide for full detail on resolution types, proxy voting, and state-specific thresholds.
Step 6 — Running the Meeting
On the day:
- Open the Event record to view the agenda and attached documents.
- Open polls from DRAFT → OPEN as each agenda item is reached.
- Members vote via the Stratapilot app on their devices, or the secretary records proxy votes.
- When voting closes, the system tallies results and generates a PDF result document automatically.
Step 7 — After the Meeting
- Upload the signed meeting minutes to the event record.
- Publish poll results (transition from CLOSED → PUBLISHED).
- For any passed GENERAL motion, the platform can auto-create a linked Task to track delivery of the decision.
- Archive the event — documents remain accessible to all members under their original visibility level.
Frequently Asked Questions
Does Stratapilot send the meeting notice to lot owners automatically? No. The platform sends internal deadline alerts to the Secretary and Chairperson, but you must distribute the formal meeting notice to all lot owners via your chosen channel. The platform's Announcements feature or a bulk email can be used.
Can we hold the meeting virtually? Yes. Enter a video call URL (e.g. Zoom or Teams link) in the event's location field. All members with access can see it.
What if a motion fails at the AGM? The poll will record a fail result. The PDF result document is generated and published. Failed motions are recorded for the scheme's governance history.
How do we handle a secret ballot? Stratapilot does not support secret ballots in v1 — all votes are recorded with the voter's name. For matters requiring a secret ballot under your state's legislation, conduct the secret ballot externally and record the aggregate result.
This guide documents Stratapilot platform behaviour and does not constitute legal or strata management advice. Always consult a licensed strata manager or lawyer for compliance advice specific to your scheme and jurisdiction.