Short version: notice is 14 days for an AGM, 7 for other general meetings and 3 for committee meetings. A general meeting needs 25% of lots (or of unit entitlements) for a quorum and votes one per lot. A committee meeting needs half the committee and votes one per member. Minutes go out within 14 days of a general meeting and 7 days of a committee meeting. A posted notice only counts as given 7 working days after it is posted, so allow for that on top.
| Notice | 14 / 7 / 3 days | AGM / general / committee |
| Posted notice served | 7 working days | after posting |
| Quorum, general meeting | 25% | lots or entitlements |
| Quorum, committee | half | of the committee |
| Special resolution | ≤ 25% | of entitlements against |
| Proxies, 20 lots or fewer | 1 | per person |
| Minutes | 14 / 7 days | general / committee |
Creating a meeting (secretary): choose the type — AGM, general, or committee — with date, location, and an agenda of motions. Strata warns if you’re inside the notice period: 14 days for an AGM, 7 for other general meetings, 3 for committee meetings. For AGMs, a checklist reminds you of the items the agenda must include.
Motions carry a resolution type, which sets the counting rule when the chairperson closes them:
| Type | Carried when |
|---|---|
| Ordinary | More lots for than against |
| Special | Not more than 25% of unit entitlements (of votes cast) against |
| Unanimous | Zero votes against |
| Election | Recorded per candidate |
At a general meeting, voting is one vote per lot — cast in person, by proxy, or pre-meeting. Unfinancial lots (owing contributions at voting time) are flagged with a warning when their vote is recorded — under the Act they aren’t entitled to vote on ordinary motions, and the chairperson rules on entitlement at the meeting; the recorded warning is the audit trail of that call. Record the payment and the flag clears.
Quorum for a general meeting shows live on the meeting screen: 25% of lots entitled to vote (or 25% of entitlements), counting proxies. Proxies are registered per meeting (lot → holder, with the form attached); the statutory cap is enforced — in schemes of 20 lots or fewer one person may hold only one proxy, and an over-limit set is rejected.
The meeting page walks you through it in four steps: Agenda → Send notice → Hold meeting → Minutes. Motions can start from a template (appointing or confirming office-bearers, bank account authorities, confirming previous minutes, approving a payment, the standard AGM motions). A template’s blanks, such as the bank, BSB or signatories, are filled in with Fill in blanks: each gets its own field, with what Strata already knows from Scheme details and the roll filled in. Anything left empty prints as a line to complete by hand, and you can change what’s filled in until the motion is voted on. A typo in the meeting is fixed with Edit details…, and in a motion’s text with Edit wording….
Recording the meeting. The At the meeting card keeps who came, who sent apologies, who presided and the opening and closing times, in one sheet, including owners on the roll who have no account. Then Record votes… on each motion lets the secretary or chairperson enter the votes cast at the table, and Close and count votes appears once there are votes and a quorum. Each recorded vote keeps who entered it. The panel at the top always shows the next thing to do, and nothing waits for the meeting date.
A committee meeting counts differently from a general meeting. Each committee member has one vote, not one per lot. A motion passes with more votes for than against (cl 9), and a tie is lost, because the chairperson has no casting vote (cl 8(3)). Quorum is half the committee, measured against the committee size set in Settings (cl 12). Members taking part by phone, video or another permitted means count as present (cl 12(3)). Only committee members can move a motion (cl 14). Strata doesn’t use proxies for committee meetings.
Close each motion (the outcome is computed and logged), then open the minutes draft from the Minutes step. It has two forms. As recorded writes up the attendance, motions, votes and results for the secretary to check and print. Blank form to fill by hand prints the same agenda with blanks for the date, names, votes and office-bearers, to complete with a pen at the meeting. Either way, sign it and file it with Upload signed minutes… from the meeting’s ⋯ menu; it lands in the document register, and you can replace it later.
Minutes go to every committee member and owner within 7 days of a committee meeting (Sch 2 cl 17) and 14 days of a general meeting (Sch 1 cl 22). The closed motions become the scheme’s permanent decision log. Why does the bank want everyone’s licence? shows the minutes a bank asks for after office-bearers change.
Current as at 9 October 2026. Strata surfaces statutory rules as guidance, but it is record-keeping software, not legal advice, and no page here accounts for the particulars of your scheme. Check the Act, your registered strata plan and your by-laws, and get advice before acting on anything with money or a dispute attached.