What you need to know about annual general body corporate meetings

Introduction

Owning a lot in a body corporate automatically makes you a member so you’ll be invited to attend annual general meetings. A range of matters are discussed at these yearly meetings including the body corporation’s financial position. They’re also an opportunity to elect new committee members and office bearers for the upcoming financial year.

If you’re an owner in a body corporate community, we’ve answered some common questions to help you understand your role and how annual general meetings are run so you can fully participate in the successful running of your corporation..

Why are annual general meetings important?

Annual general meetings give owners the opportunity to come together and vote on important issues relating to the property. Meetings must be held every year.

How much notice do owners need to receive and how should they be notified?

It depends on the legislation in your state or territory. Typically, owners should be given a minimum of between 14 and 21 days written notice of the date, day, time and location for their annual general meeting. All owners will be sent an annual general meeting notice. Whittles will issue the notice depending on the owners’ correspondence preference i.e. via post or email.

What documents need to be sent to owners before an annual general meeting?

When the annual general meeting notice is issued, each owner will receive a meeting pack. The pack will include an agenda for the meeting outlining the items that will be discussed plus:

• a copy of last year’s financial statement
• a proposed budget for the coming financial year
• insurance details for the common property
• reports from a building manager (if applicable) or other contracted service providers if it’s relevant to the meeting
• any other supporting documentation that gives context to other agenda items

What if an owner can’t attend an annual general meeting?

Owners can appoint someone in writing to act as their proxy. The proxy is instructed to vote in accordance with the owner’s wishes at the meeting. Alternatively, owners can vote in advance electronically.

Who can run an annual general meeting?

This is typically decided at the meeting. Whittles Body Corporate Managers are skilled in facilitating meetings and can run the meeting if attendees agree. The committee Chairperson, or any other member, can also be approved to facilitate the meeting.

What needs to be recorded and noted at an annual general meeting and who needs to record it?

The names of all people present at the meeting need to be recorded along with the date, time and meeting location. The meeting minutes should also include outcome of all motions as well as any general business that’s discussed.

How soon after an annual general meeting do minutes need to be distributed?

Whittles service standard is to distribute minutes to owners within 14 days of the meeting.

See our related blog: Common questions about body corporate committee meetings

Conclusion

It’s important lot owners attend annual general meetings so they can participate fully in decisions relating to their community such as approving budgets and electing committee members. Your Whittles Body Corporate Manager can provide support before, during and after the annual general meeting so it’s conducted correctly in accordance with the laws in your state or territory.

Questions? Contact your local Whittles branch if you have any further questions about annual general meetings.

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Updated: 9 Aug 2024