Strata AGM Preparation: An 8-Week Guide.

The AGM is one meeting a year, but its decisions bind the corporation for the following twelve months and sometimes longer. A well-run AGM is short, productive, and uncontroversial.

Statutory requirements

Under the BC Strata Property Act, every strata corporation must hold an AGM within two months of the corporation's fiscal year-end. The notice must be at least 14 days in advance. Quorum is one-third of eligible voters in person or by proxy.

The AGM agenda must include: approval of the prior year's AGM minutes, presentation of financial statements, approval of the budget for the coming year, election of council, and any other resolutions in the notice.

The 8-week timeline

Week 1–2: Budget preparation

Manager develops a draft operating budget: updating each line item, gathering quotes, estimating insurance renewal, modelling reserve fund contribution.

Week 3: Audit / review engagement

The accountant produces draft financial statements that go into the AGM package.

Week 4: Council finalises resolutions

Council reviews the draft budget, identifies bylaw amendments, special levies, council nominations process.

Week 5: Notice package preparation

Manager assembles AGM package: cover notice, agenda, financial statements, budget, all proposed resolutions, council nomination process, proxy form.

Week 6: Notice issued

Statutory minimum is 14 days. Best practice is 21 days for AGMs with significant resolutions.

Week 7: Pre-AGM owner Q&A

A pre-AGM information session 7–10 days before the meeting allows owners to ask questions and understand resolutions before the formal vote.

Week 8: AGM held

The meeting follows a predictable structure.

Post-AGM week: Minutes and follow-up

Draft AGM minutes circulated within a week. Election outcomes notified. Approved bylaw amendments filed at the Land Title Office within 60 days.

The meeting structure

1. Call to order
2. Adoption of the agenda
3. Approval of prior AGM minutes
4. Presentation of financial statements
5. Q&A on financials
6. Approval of the budget
7. Election of council
8. Other resolutions
9. Other business
10. Adjournment

Common AGM mistakes

• Notice errors. Missing the 14-day window, omitting a resolution, sending notice to outdated email addresses.
• Quorum miscount.
• Resolution drift. Voting on a different version than was in the notice.
• Election informalities.
• Long Q&A.

Owner participation tactics

• Convenient timing (evening weekday or Saturday morning)
• Hybrid format (in-person plus video)
• Proxy reminders (a pre-AGM nudge two weeks out)
• Pre-AGM information sessions
• Multilingual support

For more on the broader governance role, see our Strata Council 101 guide.