Victorian Owners Corporation AGM Checklist: 14-Day Notice, Quorum and Proxies

The short answer

Hold an AGM in any year the owners corporation receives or pays out money, with no more than 15 months between AGMs (s 69).
Give at least 14 days' written notice. It can be sent electronically. It must come with the agenda, the text of any special or unanimous resolution, the financial statements, the proposed budget, the reports and last year's AGM minutes (s 72).
The quorum is 50% of lots (s 77). Without a quorum the meeting can go ahead, but every resolution is interim (s 78).
Proxies must be on the prescribed form, lapse after 12 months, and one person can't hold too many (ss 89C–89D).
Owners in arrears can't vote on ordinary resolutions (s 89B).

Timeline

When	What	Rule
Once a year, no more than 15 months apart	Hold the AGM, if the owners corporation receives or pays money	s 69
At least 14 days before	Give written notice to every lot owner, with the papers	s 72
Before the meeting	Proxies reach the secretary	s 89C
At the meeting	Elect the committee if there are 10 or more lots	s 100
Within 14 days after, if interim resolutions were passed	Send notice of them and the minutes to all lot owners	s 78
29 days after an interim resolution	It takes effect unless a special general meeting is requested	s 78

The notice checklist

The notice must include, or come with (s 72):

The date, time and place of the meeting
The agenda
The full text of any special or unanimous resolution
The financial statements
The proposed annual budget
A statement of owners' rights to appoint a proxy
The reports to be presented, including the committee's report and any manager's report
The minutes of the previous AGM

What the AGM must deal with

The AGM's business includes (s 71):

Quorum

The quorum is at least 50% of the total number of lots. If that isn't available, it's 50% of the total lot entitlement (s 77).
No quorum? The meeting can still go ahead, but every resolution is an interim resolution (s 78). Notice of interim resolutions and the minutes must go to all lot owners within 14 days. They take effect 29 days after the meeting unless lot owners request a special general meeting to consider them.
Interim resolutions can't be used for special or unanimous resolution matters (s 78).

Proxies

Form. A proxy must be on the prescribed form, name an individual, and be delivered to the secretary (s 89C).
Expiry. A proxy lapses 12 months after it's given, or earlier if it says so (s 89C).
Limit. One person can't vote as proxy for more than one lot owner in a scheme with 20 or fewer occupiable lots, or for more than 5% of lot owners where there are more than 20. Proxies for family members don't count (s 89D).
Coming change. The Consumer Legislation Amendment Act 2026 will limit each proxy to voting for one lot owner. It isn't in force yet, and starts by 1 December 2027 at the latest.
Manager decisions. A proxy who isn't a lot owner can't vote on appointing, paying or removing the manager if the matter affects them (s 89C).
Revoking. An owner can revoke a proxy in writing at any time and vote themselves (s 89E).

Voting

One vote per lot (s 87). An ordinary resolution passes by a simple majority of votes cast (s 89).
A poll. On an ordinary resolution, an owner can demand a poll counted by lot entitlement (s 89(3)).
Special resolution. Needs 75% of the total votes of all lots (s 96). An interim special resolution needs at least 50% for and no more than 25% against, then waits 29 days (s 97).
Owners in arrears. They can't vote on ordinary resolutions, but can vote on special and unanimous ones (s 89B).

A notice you can adapt

Owners Corporation [number], Plan of Subdivision [number] [Street address]

Notice of annual general meeting

Date: [day, date] Time: [time] Place: [address, or how to join online]

Proxies

You may appoint an individual as your proxy using the prescribed proxy form, which is attached. Give it to the secretary before the meeting. A proxy who isn't a lot owner can't vote on appointing, paying or removing the manager if the matter affects them.

Voting

If your fees are overdue at the time of the meeting, you can't vote on ordinary resolutions.

Agenda

Confirm a quorum is present.
Table and consider the minutes of the previous AGM.
Financial statements for the year ended [date].
Proposed annual budget and annual fees for [year].
Insurance: details of current policies [and the valuer's report].
Fees fixed during the year, and any interest waived.
Committee report.
Manager's report, including commissions. [Delete if no manager.]
Maintenance plan report. [Delete if no plan.]
Complaints report.
Delegations.
[Special resolution: full text.]
Election of committee.
General business, for discussion only.

Attached: minutes of the previous AGM; financial statements; proposed budget; reports; proxy form.

Issued by: [secretary name] for the owners corporation, [date]

Adapt the agenda to your owners corporation. The checklists above are the legal minimum.

For owners: checking a notice you've received

Did it arrive at least 14 days before the meeting?
Are the financial statements and proposed budget attached?
Is the full text of every special resolution included?
Are last year's AGM minutes included?

If something is missing, write to the secretary before the meeting. Disputes about meetings can go to Consumer Affairs Victoria for conciliation, or to VCAT.

Common questions

Do small owners corporations need an AGM?

Only if the owners corporation receives or pays out money during the financial year (s 69). Owners corporations with fewer than 10 lots don't have to elect a committee, but they can (s 100).

Can the notice be emailed?

Yes. The notice must be in writing, and it can be given electronically (s 72).

What if the quorum isn't reached?

The meeting can go ahead, but its resolutions are interim (s 78). They take effect after 29 days unless owners ask for a special general meeting.

Where UnitBuddy fits

UnitBuddy sends AGM notices and papers to every lot, with read receipts, and keeps the budget, reports and minutes together on the owners corporation's record from year to year.