Strata GovernanceJuly 9, 2026 · 7 min read

The BC Strata AGM Prep Guide: Notice, Quorum & Timeline

A practical guide to running a compliant BC strata AGM: the two-month deadline, two-week notice, quorum rules, the budget vote, proxies, and a ready-to-use countdown.

A BC strata must hold its annual general meeting (AGM) within two months of its fiscal year-end, give every owner at least two weeks' written notice with the proposed budget and full agenda, and reach quorum — one-third of the eligible voters, in person or by proxy — unless your bylaws set a higher number. Get those three things right and the rest of the meeting runs smoothly.

The AGM timeline at a glance

Three deadlines anchor every AGM (section 40 and section 45):

Hold it within 2 months of the strata's fiscal year-end.
Give at least 2 weeks' written notice before the meeting date.
Deliver the notice package with the agenda, the proposed budget, the financial statement, and the full text of any 3/4 or unanimous resolutions.

Because notice is counted from when owners receive it (not when you send it), and the method of delivery matters, most councils start preparing four to six weeks out.

Notice: at least two weeks, and what must be in it

The two-week minimum is a floor — your bylaws can require more, so check them. "Two weeks" is calculated from the date notice is given, and there are rules about deemed delivery depending on how you send it (mail, email if the owner consented, or hand delivery). When in doubt, build in extra days.

The notice package must include:

The date, time, and place of the meeting
The agenda, listing each item to be voted on
The proposed budget for the coming fiscal year
The financial statement for the current year
The exact wording of any resolution requiring a 3/4 vote or unanimous vote (for example, a special levy, a bylaw amendment, or a significant alteration to common property)

A resolution that requires a 3/4 vote can't be sprung on owners at the meeting — if the full wording wasn't in the notice, it can't be validly passed.

Quorum: one-third, and what if you miss it

Under the Act, the default quorum is eligible voters holding one-third of the strata's votes, present in person or by proxy (section 48). Your bylaws can raise that threshold but can't drop it below one-third. Very small stratas — those with fewer than four lots — need two-thirds.

If quorum isn't reached within 30 minutes of the start time, the meeting is adjourned for one week, to the same time and place. At the reconvened meeting, the owners who show up are the quorum — so business can proceed even with a small turnout. Councils that struggle with attendance should push proxies hard (see below) rather than relying on the adjournment rule.

Who can vote

Each strata lot generally carries one vote. The person entitled to vote is the owner (or their proxy). Two common wrinkles:

Good standing. Your bylaws may remove an owner's right to vote (except on unanimous matters) while they're in arrears on fees or fines.
Multiple owners. If a lot has more than one owner, only one of them votes it.

The agenda and the budget

The centrepiece of most AGMs is approving next year's budget, which sets strata fees. The budget passes by a majority vote. Owners can propose amendments from the floor, so present a clear, well-explained budget and be ready to walk through the contingency reserve fund contribution and any big-ticket items.

Standard AGM agenda items include: certifying proxies and quorum, approving the previous AGM's minutes, the council report, the financial statement, approving the budget, any special resolutions (3/4 votes), and electing the new council.

Types of votes

Know which threshold each item needs — getting this wrong invalidates the decision:

Majority vote — more than half of those voting. Used for the budget and most routine business.
3/4 vote — at least three-quarters. Needed for bylaw changes, most special levies, and significant common-property alterations.
Unanimous vote — every eligible vote. Rare; reserved for a few major matters.

Proxies

An owner who can't attend can appoint a proxy in writing to attend and vote for them. Proxies count toward quorum, which is why they're the practical answer to poor turnout. Set a clear proxy form, tell owners the deadline, and have someone certify proxies before the meeting starts.

A simple AGM countdown

6 weeks out: confirm the fiscal year-end and target date; draft the budget; gather any 3/4 resolutions in final wording.
4 weeks out: finalize the notice package (agenda, budget, financials, resolutions, proxy form) and confirm the venue or video platform.
2+ weeks out: send the notice so owners receive it at least two full weeks before the meeting (add buffer days for mail).
1 week out: collect proxies and questions; brief the chair; print sign-in sheets and ballots.
Meeting day: certify proxies and quorum, work the agenda in order, record every vote and its result.
After: prepare and distribute minutes, then act on what the owners decided.

After the meeting

Minutes must record the decisions made and the results of votes, and be provided to owners on request as part of the strata's records. Distribute them promptly — they're the official record of what the owners approved, and they head off "that's not what we decided" disputes later.

Frequently asked questions

How much notice is required for a strata AGM in BC? At least two weeks' written notice, and possibly more if your bylaws require it. Notice is counted from when owners receive it, so allow extra time for delivery.

What is quorum for a BC strata AGM? The default is one-third of the eligible votes, present in person or by proxy. If quorum isn't met within 30 minutes, the meeting is adjourned one week, and whoever attends then forms the quorum.

When must a strata hold its AGM? Within two months after the strata corporation's fiscal year-end.

Can we vote on a special levy at the AGM? Yes, but a special levy usually needs a 3/4 vote, and the full wording of the resolution must be included in the notice package sent at least two weeks before the meeting.