Conducting an Annual or Special General Meeting in a Strata

Conducting an efficient and effective general meeting will help the strata corporation fulfill its responsibilities.

Strata council members should adequately prepare and follow the rules for holding meetings and voting.

Learn more on this page:
Taking Minutes
Determining if There is a Quorum
Order of Business and Rules of Order
How to Decide Matters on the Agenda
Changing Bylaws

Taking Minutes

Throughout the AGM or SGM, someone must:

  • take minutes
  • record the results of all votes in the minutes

Determining if There is a Quorum    

Business must not be conducted at an annual or special general meeting unless a quorum is present. 

Subject to the strata (or section's) bylaws, a quorum for an annual or special general meeting is:

  • eligible voters holding 1/3 of the strata corporation’s votes present in person or by proxy
  • if there are fewer than 4 strata lots, or fewer than 4 owners, then eligible voters holding 2/3 of the strata corporation’s votes present in person or by proxy

Unless otherwise provided by the bylaws, the Strata Property Act stipulates if – within 1/2 hour from the scheduled start of the annual or general meeting – a quorum is not present, the meeting stands adjourned to the same day in the next week at the same place and time.  However if within 1/2 hour of the start of this subsequent meeting, a quorum is not present, quorum is deemed to be achieved with the eligible voters present in person or by proxy.

Attending  the General Meeting

Strata owners should always attend general meetings.

In addition, under the Standard Bylaws (which can be amended):

  • tenants or occupants, regardless whether they are eligible to vote, can attend the AGM or SGM
  • persons not eligible to vote can participate in discussions if permitted by the chair
  • persons who are not eligible to vote may be required to leave the meeting if a resolution is passed by majority vote to exclude them

Note: By bylaw, a strata corporation may provide for attendance at an annual or special meeting by telephone or any other method, if the method permits all persons participating in the meeting to communicate with each other during the meeting.

Order  of Business

Under the Standard Bylaws (which can be amended) business at the AGM or SGM shall be conducted in the following order:

  • certify proxies and corporate representatives and issue voting cards
  • determine whether there is a quorum
  • if necessary, elect a person to chair the meeting. Meetings are chaired by the president of the strata council. If the president is unwilling or unable, then the vice-president of the strata council acts as chair. If neither president nor vice-president are willing or able to act as chair, then the eligible voters should elect a chair from among the persons present at the meeting.
  • present to the meeting proof of the Notice of Meeting or the Waiver of Notice. (A vote at an annual or special general meeting may proceed despite the lack of notice as if all persons entitled to receive notice waive, in writing, their right to notice).
  • approve the agenda
  • approve the minutes of the last annual or special general meeting
  • deal with unfinished business
  • receive reports of council activities and decisions since the previous annual general meeting, including reports of committees
  • ratify any new rules made by the strata corporation
  • report on insurance coverage (if the meeting is an AGM)
  • approve the budget for the coming year (if the meeting is an AGM)
  • deal with new business
  • elect a strata council (if the meeting is an AGM)
  • terminate the meeting

Rules of Order

Strata corporations who wish to use parliamentary rules of order to govern the conduct of general meetings may want to seek advice on how to incorporate rules of order with the bylaws, in compliance with the Strata Property Act.

Rules of order include: Robert’s Rules of Order, Bourinot’s Rules of Order and Merriam-Webster’s Rules of Order.

How to Decide Matters on the Agenda

Matters on the agenda are decided by a majority vote, unless the Strata Property Act or Regulations require otherwise. For a list of matters which require votes—as well as the special rules that apply if a resolution is brought forward, please see the Voting Process and Types of Votes (3/4, 80%, unanimous, majority).

The wording of a resolution requiring a 3/4 vote as circulated with the Notice of Meeting can be amended only if such changes are not substantial and the changes are approved by a 3/4 vote prior to the resolution being voted on.

Changing  Bylaws 

For an all residential strata or bare land strata (bare land "strata subdivision"), no amendment may be made to the bylaws before the second annual general meeting without unanimous consent at an annual or special general meeting. 

At the second AGM and subsequently, bylaws may be changed by the usual 3/4 vote.  Please see Strata Bylaws and Rules for more information.

References:  
Strata Property Act: Sections 35, 48-51, 128, 154  
Standard Bylaws (which can be amended): 25, 26, 28

The information on this website about strata housing is provided for the user’s convenience as a basic starting point; it is not a substitute for getting legal advice. Learn more about the site’s purpose and limits. The content on this website is periodically reviewed and updated by the Province of British Columbia as per the date noted on each page: February 2015.