Running a Small Strata | AGM and Meetings
AGMs and Meetings in a Small Strata
A BC strata must hold its annual general meeting within 2 months after its fiscal year ends, on at least 2 weeks' written notice, unless every eligible voter agrees in writing to skip it. In a strata of 2 to 6 lots, the meeting can be held around a kitchen table or on a video call, but the notice, the quorum and the written record still apply. This page covers timing, notice, quorum at each size, the written waiver, online attendance, proxies, special general meetings, minutes and the first AGM.
The short answer
- 01A BC strata must hold its annual general meeting (AGM) no later than 2 months after its fiscal year ends (Strata Property Act s.40).
- 02It can skip the AGM only if every eligible voter waives it in writing before that deadline and consents in writing to the budget, the council and any other business (s.41).
- 03Notice is at least 2 weeks, in writing, and must include the wording of any 3/4, 80% or unanimous resolution, plus the budget and financial statement for an AGM (s.45, s.103).
- 04Quorum is 2/3 of the votes when the strata has fewer than 4 lots or fewer than 4 owners, and 1/3 of the votes otherwise, unless the bylaws set another number (s.48).
- 05Owners can attend and vote by phone or video with no special bylaw, if the notice gives instructions (s.49). They can also vote by proxy (s.56).
- 06Owners holding 20% of the votes can demand a special general meeting, which must be held within 4 weeks (s.43).
When the AGM must happen
The strata must hold an AGM every year, no later than 2 months after its fiscal year end (s.40). The fiscal year can be changed by a 3/4 vote after the first AGM (s.102). At the AGM the owners pass the budget (s.103), hear the insurance report (s.154) and elect the council (s.25).
One owner's letter to a BC strata advice column, from August 2022, described a 12-unit self-managed strata where the owner who held the bank account and records skipped the AGM, saying small stratas do not need one. The Act has one way to skip it: the written waiver in s.41, signed by every eligible voter.
Skipping the AGM by written agreement
The strata does not have to hold an AGM if, before the deadline, all eligible voters waive it in writing and consent in writing to resolutions that approve the budget for the coming year, elect a council by acclamation, and deal with any other business (s.41). If 2 or more people share one lot's vote, such as spouses on title, every one of them must sign. A special general meeting can be skipped the same way, with every eligible voter consenting in writing to the resolution (s.44).
This suits a duplex or triplex where the owners agree. One owner who will not sign means the meeting goes ahead. The strata must keep the signed waivers and consents for at least 6 years (s.35(2)(f); Regulation s.4.1(3)).
Notice: who gets it and what it holds
| Item | Rule | Source |
|---|---|---|
| Who gets it | Every owner; every mortgage lender that filed a Mortgagee's Request for Notification (Form C); every tenant given the landlord's right to vote, if the strata knows of it. | s.45(1) |
| How far ahead | At least 2 weeks. At least 4 weeks if a winding-up resolution will be considered. | s.45(1), (1.1) |
| Matters to be voted on | A description of each one, with the proposed wording of any resolution needing a 3/4, 80% or unanimous vote. | s.45(3)(a) |
| Date, time and place | Place only if there is one. | s.45(3)(b) |
| Electronic attendance | Instructions, if owners may attend by phone or video. | s.45(3)(c), s.49(2)(a) |
| Budget and financial statement | Required with the notice of an AGM. | s.45(4), s.103(2) |
Count the days with care. Notice left with an adult occupant, put under the door, mailed, put in the mailbox, faxed or emailed is treated as given 4 days later (s.61(3)). The Province's worked example: mail the notice on day 1 and the AGM can be held on day 20 or later; hand it to the owner on day 1 and the AGM can be on day 16 or later.
Anyone entitled to notice can waive it in writing (s.45(2)). A failure to give proper notice does not cancel a vote if the strata made a reasonable attempt to give it (s.47). Owners holding 20% of the votes can make a written demand to have a resolution put in the notice and on the agenda of the next meeting (s.46).
The budget sent with an AGM notice must show each fund's opening and closing balance, spending by category and each lot's monthly contribution (Regulation s.6.6), and the financial statement must be as of a day within the 2 months before the meeting (Regulation s.6.7). The budget page has the full list.
Quorum at each size
Business can go ahead only with a quorum present, in person or by proxy (s.48(1)). The default is eligible voters holding 1/3 of the votes, or 2/3 if the strata has fewer than 4 lots or fewer than 4 owners (s.48(2)). The vote counts below are our arithmetic, one vote per lot.
| Strata | Rule | Votes needed present |
|---|---|---|
| 2 lots, 2 owners | 2/3 of 2 votes | 2 votes: both lots |
| 3 lots, 3 owners | 2/3 of 3 votes | 2 votes |
| 4 lots, 3 owners (one owns 2) | 2/3 of 4 votes | 3 votes |
| 4 lots, 4 owners | 1/3 of 4 votes | 2 votes |
| 5 lots | 1/3 of 5 votes | 2 votes |
| 6 lots | 1/3 of 6 votes | 2 votes |
Unless the bylaws say otherwise, if there is no quorum within half an hour, the meeting moves to the same day and time the next week. If there is still no quorum after half an hour that day, the eligible voters present form the quorum (s.48(3)). A bylaw can also stop a lot from voting while the strata could register a lien against it, and that lot then does not count toward quorum (s.53(2), (3)).
Attending online and by proxy
A strata can allow attendance and voting by phone or other electronic means at any general meeting, with no bylaw needed, if three things are true: the notice includes instructions, everyone attending can communicate with each other, and the chair can tell whether a person attending is an eligible voter (s.49). An owner attending this way counts as present in person. No voting card is needed, and that owner cannot vote by secret ballot.
Anyone who may vote can also vote by proxy. The appointment must be in writing and signed. It can cover all meetings for a period, one meeting, or one resolution, and it can be revoked at any time. A proxy can do anything the voter could do, including vote, move and second motions, and speak, unless the appointment limits it (s.56). Form A in the Regulation is an optional proxy form. Strata employees and strata managers can act as proxies only if the Regulation allows it (s.56(3)).
Running the meeting
Under the Standard Bylaws the president chairs, then the vice president, and if neither does, the voters present elect a chair (Standard Bylaw 25). Tenants and occupants may attend, and may speak if the chair allows (Standard Bylaw 26). Votes are by show of voting cards unless someone asks for a precise count, and any eligible voter can ask for a secret ballot (Standard Bylaw 27). The order of business is set by Standard Bylaw 28:
- Certify proxies and corporate representatives, and issue voting cards
- Confirm there is a quorum
- Elect a chair, if the president and vice president are not chairing
- Present proof of notice, or the written waivers of notice
- Approve the agenda
- Approve the minutes of the last general meeting
- Deal with unfinished business
- Receive council's report on its activities and decisions since the last AGM
- Ratify any new rules council made
- Report on insurance coverage
- Approve the budget for the coming year
- Deal with new business, including matters in the notice
- Elect a council
- End the meeting
Most matters pass by majority vote (s.50). On a tie, the president may cast a deciding vote, except in a strata with only 2 lots (Standard Bylaw 27(5), (6)). Bylaw changes and special levies split by unit entitlement need a 3/4 vote (s.128, s.108). The vote calculator shows what passes at your size.
Special general meetings
The strata can call a special general meeting at any time with the same 2 weeks' notice (s.42). Owners holding at least 20% of the votes can demand one in writing, signed by each of them, to deal with a resolution or matter they name. The strata must hold it within 4 weeks (8 weeks for a winding-up resolution), with that item first on the agenda. The president can call it without a council meeting. If it is not held in time, the owners who made the demand can hold it themselves (s.43). In a strata of 5 lots or fewer, one lot holds 20% or more of the votes, so one owner can make this demand alone (our arithmetic).
Minutes
The strata must prepare minutes of every annual and special general meeting, including the results of every vote, and keep them for at least 6 years (s.35(1)(a); Regulation s.4.1(3)). The chair must announce each result and have it recorded (Standard Bylaw 27(4)). An owner can inspect the minutes for free or get copies within 2 weeks at up to 25 cents a page (s.36; Regulation s.4.2). The forms and records page lists every record and how long to keep it.
The first AGM
The owner developer must hold the first AGM in the 6 weeks that start on the earlier of two dates: when half the lots plus one have been sold, or 9 months after the first sale (s.16). Notice follows s.45 and includes the first budget and financial statement. If the owner developer does not hold it, an owner may call it with the same notice, and the owner developer must pay the strata a penalty of $1,000 for up to 30 days late, plus $1,000 for each further 7 days (s.17; Regulation s.3.1(2)). At that meeting the owner developer hands over the plans, contracts, warranties and records. The owner developer page and the first year checklist cover that handover.
Best For
- ✓ A 2 or 3 owner strata that agrees on everything and uses the written waiver in s.41 to skip the meeting.
- ✓ Owners who live apart or travel, who can attend by phone or video under s.49.
- ✓ A council that sends the notice early enough to count the 4 days the Act adds for mail and email.
Usually Fails When
- ✕ The AGM is skipped without a signed waiver and consent from every eligible voter.
- ✕ The notice describes a levy or bylaw change but leaves out the exact wording of the resolution.
- ✕ Nobody keeps minutes, so there is no record of what was decided or how anyone voted.
What To Verify Before Spending Money
- → Your strata's fiscal year end, which sets the AGM deadline.
- → Your filed bylaws, which can change quorum and some meeting rules.
- → Whether any mortgage lender filed a Form C and must get notice.
Common questions
When should a strata AGM be held? +
No later than 2 months after the end of the strata corporation's fiscal year (Strata Property Act s.40). The first AGM has its own window, set by s.16, in the 6 weeks after half the lots plus one are sold or 9 months after the first sale, whichever is earlier.
How much notice is required for a strata AGM? +
At least 2 weeks' written notice, or 4 weeks if a winding-up resolution will be considered (s.45). Notice that is mailed, emailed or put under the door counts as given 4 days later (s.61(3)). The Province's example: mail the notice on day 1 and the AGM can be held on day 20 or later; hand it to the owner on day 1 and the AGM can be on day 16 or later.
How much notice for a strata AGM in BC? +
Two weeks in writing, to every owner, to mortgage lenders that filed a Form C, and to tenants who hold the landlord's vote (s.45). Anyone entitled to notice can waive it in writing, and a vote can go ahead without proper notice if everyone entitled to it waives in writing (s.45(2), (5)).
What must a strata AGM notice include? +
A description of the matters to be voted on, including the proposed wording of any resolution needing a 3/4, 80% or unanimous vote; the date, time and place; instructions for electronic attendance if allowed; and for an AGM, the proposed budget and a financial statement (s.45(3), (4), s.103).
Can a small strata skip the AGM? +
Yes, if before the deadline all eligible voters waive the meeting in writing and consent in writing to resolutions that approve the budget, elect a council by acclamation and deal with any other business (s.41). If co-owners share one lot's vote, all of them must sign. Without that, the AGM must be held.
What is quorum at a strata AGM? +
Eligible voters holding 1/3 of the votes, present in person or by proxy; or 2/3 if the strata has fewer than 4 lots or fewer than 4 owners (s.48(2)). Bylaws can change it. If there is no quorum after half an hour, the meeting moves to the same time one week later, and then the voters present form the quorum, unless the bylaws say otherwise (s.48(3)).
Can owners attend a strata AGM online? +
Yes. Since November 24, 2022 a strata can allow attendance and voting by phone or other electronic means without a bylaw, if the notice gives instructions, everyone can communicate with each other, and the chair can check who is an eligible voter. Owners attending this way count as present in person (s.49).
How do proxies work at a strata meeting? +
Anyone who may vote can vote in person or by proxy. The proxy appointment must be in writing and signed, can be general or for one meeting or one resolution, and can be revoked at any time. The proxy can do anything the voter could, unless the appointment limits it (s.56). Form A in the Regulation is an optional proxy form.
Who can vote at a strata AGM? +
Each lot has one vote. The owner votes, unless a tenant has been assigned the landlord's right to vote, or a mortgage lender has the right under its mortgage on insurance, maintenance or finance matters and gave 3 days' written notice (s.53, s.54). If co-owners of one lot disagree on a vote, it is not counted (s.57).
How do owners call a special general meeting? +
Owners holding at least 20% of the votes give the strata a written demand, signed by each of them, naming the resolution or matter. The strata must hold the meeting within 4 weeks, with that item first on the agenda. If it does not, the owners who made the demand can hold the meeting themselves (s.43).
Who can attend a strata AGM? +
Eligible voters and proxies, and under the Standard Bylaws tenants and occupants too, whether or not they can vote. People who cannot vote may speak only if the chair allows, and must leave if a majority vote asks them to (Standard Bylaw 26).
Does the president break a tie at a strata AGM? +
Under the Standard Bylaws, the president (or the vice president) may cast a second, deciding vote on a tie, except in a strata with only 2 lots (Standard Bylaw 27(5), (6)).
Do AGM minutes have to be kept? +
Yes. The strata must prepare minutes of every general meeting, including the results of votes, and keep them for at least 6 years (s.35(1)(a); Regulation s.4.1(3)). An owner can ask for a copy, which the strata must provide within 2 weeks for at most 25 cents a page (s.36; Regulation s.4.2).
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