Legislative and Regulatory Requirements
In Victoria, the content and distribution of an owners corporation AGM agenda is governed by the Owners Corporations Act 2006 (Vic). Section 71 sets out what must be included on the agenda for an annual general meeting, and section 72 specifies what documents must accompany the meeting notice.
Consumer Affairs Victoria also publishes practical guidance explaining AGM requirements and regulator expectations for owners corporations.
Relevant references:
Why a Well-Prepared Owners Corporation AGM Agenda Matters
- meet statutory and governance obligations under the Owners Corporations Act 2006 (Vic)
- ensure owners receive proper notice of proposed resolutions
- support informed voting on budgets, levies and major works
- keep insurance, maintenance and compliance matters visible
- produce clear, defensible meeting minutes
Step-by-Step Guide to Preparing an Owners Corporation AGM Agenda
1. Review the previous AGM minutes
Review the minutes from the previous AGM to identify unresolved decisions, outstanding actions and matters requiring follow-up.
2. Confirm core governance items early
Ensure quorum confirmation, reports, financial matters, committee elections and voting motions are clearly listed.
3. Prepare financial reports and budgets thoroughly
Reference financial statements, budgets, levies and fund balances. Circulate all supporting documents with the AGM notice.
4. Include maintenance, insurance and compliance matters clearly
List approval-required works separately and provide supporting information such as quotations or reports.
5. Draft motions with precision
Motions should clearly describe the decision, scope, cost and resolution type required.
6. Confirm the meeting format and logistics
Confirm whether the meeting will be held in person, online or in hybrid format and ensure voting processes are clear.
7. Distribute the agenda and documents on time
In Victoria, AGM notices are generally required to be issued at least 14 days before the meeting.
Common Owners Corporation AGM Agenda Mistakes
Even experienced committees can encounter issues when agendas are prepared under time pressure. Common mistakes include:
- missing compliance items or incorrect notice periods
- unclear or incomplete motions
- overloading the agenda with minor operational matters
- leaving approval-required items for general business
- failing to support first-time committee members
If an agenda item cannot be clearly recorded as a decision or action in the minutes, it usually needs refining before circulation.
Professional Support for Owners Corporation AGMs
A well-prepared owners corporation AGM agenda supports better governance, clearer decisions and reduced risk. It helps meetings run efficiently and provides a sound foundation for the year ahead.
Dixon Kestles provides
owners corporation management services across Melbourne and Victoria, including support with:
- AGM agenda preparation
- compliant meeting notices and documentation
- financial reporting and budgets
- motion drafting
- meeting facilitation and minutes
For committees seeking confidence, structure and compliance, professional AGM support can be invaluable.
Contact Dixon Kestles to discuss your upcoming owners corporation AGM.
Frequently Asked Questions?
What should be included in an owners corporation AGM agenda?
An owners corporation AGM agenda should include all matters required under section 71 of the Owners Corporations Act 2006 (Vic), including financial statements, the proposed budget, insurance details, committee elections, motions and previous AGM minutes.
How far in advance must an AGM agenda be sent in Victoria?
Notice of an AGM must generally be given to lot owners at least 14 days before the meeting, consistent with section 72 of the Owners Corporations Act 2006 (Vic).
Who prepares the owners corporation AGM agenda?
The agenda is usually prepared by the owners corporation manager in consultation with the committee. In self-managed owners corporations, the committee or secretary may prepare it.
What happens if an AGM agenda is incomplete?
An incomplete agenda can delay decisions, require matters to be deferred or create disputes about the validity of meeting outcomes.
Can an owners corporation manager run the AGM?
Yes. Subject to the management agreement, an owners corporation manager can organise, facilitate and document the AGM.
