Guide
AGM checklist for Queensland body corporate committees
A Queensland body corporate AGM must be held within 3 months of the end of the financial year, with at least 21 days’ written notice. Owners are invited to submit motions and committee nominations 3 to 6 weeks before year end. Use this checklist to keep the timetable on track.
Before the end of the financial year
- Confirm your scheme’s financial year end date and regulation module.
- Send every owner the invitation to submit motions and committee nominations, 3 to 6 weeks before year end.
- Arrange the common property inspection, and collect quotes for anything owners will need to vote on.
- Check the insurance renewal date, and whether a valuation is due (at least every 5 years).
Preparing the meeting
- The committee prepares the proposed administrative fund and sinking fund budgets.
- Check that the sinking fund budget reserves for likely spending over at least the next nine years.
- Draft the agenda, including a motion to confirm the minutes of the last general meeting, and all motions received.
- Prepare the insurance information for owners: policies, sums insured and the date and amount of the latest valuation.
- Prepare the voting papers and proxy forms.
Giving notice
- Send the notice, agenda, budgets and voting papers to every owner.
- Make sure the meeting is at least 21 days after the notice is given, and within 3 months of year end.
At the meeting
- Bring the roll, the list of eligible voters, and all proxies and voting papers.
- Confirm the quorum: generally 25% of voters (not lots), with at least 2 present in person where there are 3 or more voters. If there is no quorum after 30 minutes, the meeting adjourns to the same time and place a week later.
- Deal with the budgets, levies, insurance and the election of the committee.
- The chair declares each result, with the votes for, against and abstaining.
After the meeting
- Send the minutes to every owner within 21 days.
- Issue levy notices at least 30 days before the first due date.
- Act on the resolutions: work orders, insurance and any contracts approved.
Your module may differ
These timeframes come from the Queensland Government’s guidance for schemes under the BCCM Act. Corresponding rules exist in the other regulation modules, but not in the Specified Two-lot Schemes Module. Check your community management statement.
Frequently asked questions
What is the quorum for a body corporate AGM in Queensland?
Generally 25% of voters (not lots), present in person, by proxy or by voting paper, with at least 2 present in person where there are 3 or more voters. By special resolution, a body corporate can set the percentage anywhere from 10% to 25%.
How soon must AGM minutes be sent?
Within 21 days of the meeting, to each lot owner.
Sources
- Holding an annual general meeting (Queensland Government)
- Running an annual general meeting (Queensland Government)
- Body corporate budgets (Queensland Government)
- Sinking fund (Queensland Government)
- Building insurance and valuation (Queensland Government)
- Owner's contributions (Queensland Government)
Checked 22 October 2026. The law and official guidance change, so check the current source before relying on it. This page is general information about Queensland body corporate law, not legal advice. For advice about your situation, speak with a lawyer.