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Holding an annual general meeting

Your body corporate must hold an annual general meeting (AGM) each year.

The information on this page only applies if your body corporate has a community titles scheme (CTS) number and CMS registered with Titles Queensland. This means it falls under the Body Corporate and Community Management Act 1997 (the BCCM Act).

This applies to most bodies corporate, but there are other Acts that apply to some bodies corporate instead.

To find out which Act and regulation your body corporate is registered under, contact Titles Queensland. If you don’t have a CMS registered, the scanned survey plan may tell you which Act applies to your body corporate.

Learn more about the different legislation that applies to bodies corporate.

To learn more about which information applies to your body corporate, you can ask a body corporate question or phone our information service on 1800 060 119.

If your body corporate does not have a CMS registered, you read about holding an AGM in that case.

At an AGM, your body corporate will decide matters such as:

  • annual budgets
  • annual contributions
  • insurance
  • the election of the committee.

Timing

The AGM must take place:

  • within 3 months of the end of the body corporate’s financial year
  • at least 21 days after the notice of the meeting is given to lot owners.

The secretary must send a letter to all lot owners 3 to 6 weeks before the end of the body corporate’s financial year, inviting lot owners to submit motions for the AGM and asking for committee nominations.

The financial year

The financial year for a body corporate is not always the same as the tax year (1 July to 30 June). The financial year for your body corporate is determined by either the:

  • year the body corporate was set up
  • date of the first AGM.

Bodies corporate can now only approve changes to their financial year by ordinary resolution at a general meeting once every five years. The change no longer requires an adjudicator’s declaratory order.

Schemes established before 1997

Before the start of the Body Corporate and Community Management Act 1997 (BCCM Act), the Building Units and Group Titles Act 1980 (BUGT Act) applied. Building unit plans and group title plans established under BUGT Act are called ‘existing plans’.

For an existing plan, the financial year ends on the last day of the month that the first AGM was held (e.g. if the first AGM was held on 10 May 1993, the financial year will be 1 June to 31 May).

Schemes established after 1997

For schemes established under the BCCM Act, the financial year ends on the last day of the month that is immediately before the month the community titles scheme was established (e.g. if the scheme was established on 10 May 1998, the last day of the financial year is 30 April. The financial year will be 1 May to 30 April).

First AGM

The original owner (i.e. the developer) must hold the first AGM. The meeting must be called and held within 2 months after either:

  • more than 50% of the lots in the community titles scheme are sold
  • 6 months has passed since the scheme was established.

The agenda at the first AGM must include specific motions. Refer to section 94(3) of the Standard Module. There are corresponding sections in all other regulation modules except the Specified Two-lot Schemes Module.

The original owner must hand over certain documents to the body corporate at the first AGM. Read more about the documents to be handed over.

Second AGM

The body corporate must include a motion to decide to engage a suitably qualified person to provide a defect assessment report on the agenda of the second AGM.

Last updated:
30 April 2024
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