What’s the Difference Between an AGM and a Strata Committee Meeting?

A Detailed Guide for NSW Self-Managed Strata Schemes

Running a strata scheme means making decisions—large and small—through formal meetings. But many self-managed committees are unsure when a matter should go to the Annual General Meeting (AGM) and when a Strata Committee Meeting is enough.

Both meetings play essential roles, but they serve very different purposes and follow different legal requirements.

This guide breaks down those differences clearly so your scheme can operate properly and avoid common compliance mistakes.

1. Purpose of Each Meeting

AGM – Annual General Meeting

The AGM is the scheme’s mandatory, once-per-year governance meeting.

It covers big-picture, whole-of-scheme decisions and statutory obligations.

The AGM must address specific agenda items required under the Strata Schemes Management Act 2015, including:

• adopting the Administrative Fund budget
• adopting the Capital Works Fund budget
• confirming the insurance renewal
• electing the strata committee
• reviewing financial statements
• approving levies for the year
• reporting on compliance obligations
• considering motions submitted by owners

The AGM is the governance foundation of the scheme.

Strata Committee Meeting

A committee meeting is held as needed throughout the year and focuses on everyday operational decisions, such as:

• approving quotes
• authorising repairs and maintenance
• responding to owner requests
• issuing work orders
• approving minor renovations
• coordinating compliance activities
• managing disputes and routine correspondence

Committee meetings keep the scheme running between AGMs.

2. Who Attends Each Meeting?

AGM

• All owners have the right to attend and vote.
• Tenants may attend if a tenant representative is elected (rare).
• Strata manager (if appointed) may attend.

The AGM is inclusive—every owner has a say.

Strata Committee Meeting

• Only elected committee members participate and vote.
• Other owners may attend but cannot vote unless appointed by a resolution.
• Tenants may attend only with committee approval.

Committee meetings are smaller, faster, and more operational.

3. Voting Rights and Decision-Making

AGM Voting

Most motions are decided by ordinary resolution, except where the Act requires:

• special resolutions (e.g., by-laws, major renovations)
• unanimous resolutions (rare matters like becoming a community scheme)

Votes can be cast:

• in person
• by proxy
• by pre-meeting electronic vote (if allowed)

Committee Meeting Voting

Decisions are made by a simple majority of committee members present.

Important rules:

• only elected committee members vote
• quorum is at least half of committee members
• decisions must be recorded in the minutes

Committee meetings cannot approve matters requiring special or unanimous resolutions—that must go to a general meeting.

4. Notice Period Requirements

AGM Notice

Minimum 7 clear days’ notice is required by law.

The notice must include:

• full agenda
• the proposed budget
• committee nomination forms
• motions submitted by owners
• financial statements
• insurance certificate

Because AGM notices are heavily prescribed, mistakes are common in self-managed schemes.

Committee Meeting Notice

A minimum 3 days’ notice must be given to owners, unless:

• the committee decides to give more (common), or
• the meeting is held without notice due to an “emergency”

Notice must include:

• date, time, method (online/onsite)
• agenda items

Committee meetings are more flexible and easier to call.

5. Minutes Requirements

AGM Minutes

Must include:

• all motions
• results of votes
• any amendments
• election results
• financial decisions
• the adopted budget
• approved levies
• insurance confirmation

Minutes must be kept for 7 years and circulated to all owners.

Committee Meeting Minutes

Must include:

• motions and decisions
• quotes considered
• approvals issued
• work orders authorised
• actions assigned

Committee minutes must also be kept for 7 years and provided to owners within 7 days after the meeting.

6. Decision Types: What Goes Where?

Matters for the AGM

• adopting budgets and levies
• electing the committee
• making or repealing by-laws (special resolution)
• approving major renovations
• long-term planning decisions
• reviewing insurance and financials
• ratifying high-value expenditure
• declaring conflicts of interest

Anything impacting the whole scheme or requiring owner-wide voting belongs at the AGM or (if urgent) an EGM.

Matters for a Committee Meeting

• approving quotes for maintenance
• organising repairs
• appointing contractors
• issuing work orders
• minor renovation approvals
• compliance actions (AFSS, Hub filings)
• correspondence and administration
• dispute handling
• day-to-day expense approvals

If the decision involves routine management, it belongs to the committee.

7. How Often Should Each Meeting Be Held?

AGM

• Once every financial year.
• Can be held more frequently, but not required.

Committee Meetings

• As often as needed.
• Many schemes hold quarterly operational meetings.
• Others hold ad-hoc meetings depending on workload.
• Meetings can be held online, which is now extremely common.

8. Common Mistakes Self-Managed Schemes Make

Mistake 1 — Using the Wrong Meeting Type

Example: approving a by-law at a committee meeting.

This is invalid and exposes the scheme to challenge.

Mistake 2 — Not Including Prescribed AGM Motions

If required motions (insurance, budgets, levies) are missing, the AGM is non-compliant.

Mistake 3 — Not Issuing Proper Notice

AGMs need 7 clear days.

Committee meetings need 3 days.

Mistake 4 — Acting Without a Quorum

Resolutions made without quorum can be invalid.

Mistake 5 — Not Recording Minutes Properly

Minutes must be accurate, detailed, and retained for 7 years.

Mistake 6 — Letting the Chair Run Meetings Unprepared

This leads to confusion, delays, and legal risk.

9. Benefits of Running Both Meetings Correctly

Proper meeting governance leads to:

• stronger compliance
• fewer disputes
• clearer financial management
• faster decision-making
• better contractor coordination
• transparency for owners
• reduced legal risk

For self-managed communities, this structure prevents mistakes that can lead to penalties, disputes, or future challenges to decisions.

Final Thoughts

AGMs and committee meetings serve very different functions, and running them correctly is essential for legal compliance and good governance. Understanding the distinction ensures decisions are valid, owners are informed, and your scheme remains organised and financially healthy.

Strata On Demand Can Help

Strata On Demand provides professional support for self-managed schemes across NSW, offering 30+ services designed to simplify your workload, reduce risk, and deliver professional documentation without the cost of a full-service strata manager.

No contracts. No full-service strata manager fees.

Pay only for the services you need, when you need them.

For preparing and running AGMs, committee meetings, motions, and documentation, the five most relevant services we offer are:

1. AGM / EGM Agenda Drafting

We prepare clear, compliant agendas that include all legislative requirements, motions, financial items, election details, and any special business your scheme needs to resolve.

2. AGM / EGM Meeting Chairing

A professional, independent chairperson to run your AGM or committee meeting smoothly, keep discussions structured, ensure fair process, and avoid conflict.

3. AGM / EGM Minute-Taking

Accurate, well-structured minutes that clearly document resolutions, votes, financial approvals, and follow-up actions — perfect for self-managed schemes needing precision and professionalism.

4. Drafting Notices & Letters

We prepare formal meeting notices, owner communications, and post-meeting follow-up letters so your documentation stays consistent and compliant.

5. Budget Preparation

Since AGMs require approving the next year’s levies, we prepare a clear, AGM-ready budget for your Administrative and Capital Works Funds.

If your scheme needs help preparing or running AGMs and committee meetings, contact Strata On Demand now.