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A well-planned agenda is necessary for an effective meeting. It should include:
- Election of chair, attendances, apologies, proxies, quorum and entitlements to vote
- Confirmation of minutes of the previous meeting
- Report of the manager (if applicable)
- Report of the committee (if applicable)
- Reports on the implementation of the maintenance plan (if applicable)
- Acceptance of the financial statements
- Insurance
- Proposed budget for the next financial year
- Setting of fees
- Appointment of committee
- Appointment of manager
- Appointment of secretary
- Delegations and any proposed controls on expenditure by delegates
- Reports on the number of complaints and nature of complaints including
o The number of matters on which action was taken under dispute procedures in the Act
o The nature of matters in respect of which action was taken
o The number of applications to the Victorian Civil and Administrative Tribunal concerning the owners corporation
- The valuation report (for prescribed owners corporations only)
Before the annual general meeting, it is a good idea for the lot owners or the committee to contact each other, or the manager, to identify what needs to be discussed at the annual general meeting.
The manager, secretary or the committee should:
- Prepare the financial statement, reports and a proposed budget for the next financial year
- Identify and assemble the motions to include on the agenda
- Consider sending out a covering letter with the notice and agenda that sets out background to the issues, such as encouraging people to nominate to be on the committee, explaining any changes to fees, options for insurance and any necessary repairs and maintenance issues for the coming year.
