Owners Corporation Management Services
Owners Corporation Meeting Administration in Melbourne & Victoria
Properly conducted meetings are the foundation of effective owners corporation governance across Melbourne and Victoria. Under the Owners Corporation Act 2006, all owners corporations are required to hold meetings in accordance with strict legislative requirements — from notice periods and quorum rules to voting procedures and minute-keeping. OC Support manages every aspect of meeting administration on your behalf, ensuring full compliance while achieving productive, well-organised outcomes for your owners corporation committee and lot owners.
Why meeting compliance matters
Non-compliant meetings carry real consequences for Victorian owners corporations. Resolutions passed at an inquorate meeting may be invalid. Notices issued outside statutory timeframes can expose the owners corporation to challenge by lot owners. Minutes that fail to accurately record motions, votes, and decisions create governance gaps that become problematic during property sales, disputes, or VCAT proceedings.
At OC Support, we take meeting compliance seriously because the decisions made at AGMs and committee meetings have direct financial and legal implications for every lot owner. Our experienced team ensures your meetings are properly convened, professionally facilitated, and accurately documented — every time.
Annual General Meetings (AGMs)
Every owners corporation must hold an Annual General Meeting (AGM) at least once in each financial year under the Owners Corporation Act 2006. The AGM is where budgets are approved, levies are set, committee members are elected, and major decisions are made on behalf of all lot owners.
- Notice preparation and distribution within statutory timeframes (14 days minimum)
- Preparation of agenda, chairperson’s report, financial statements, and supporting documents
- Proxy form preparation and proxy vote management
- Meeting coordination, attendance, and professional minute-taking
- Distribution of minutes within 14 days of the meeting
- Implementation of resolutions and follow-up actions
Special General Meetings (SGMs)
A Special General Meeting (SGM) may be called when urgent or significant matters arise between AGMs that cannot wait for the next scheduled meeting. SGMs require the same notice and procedural compliance as AGMs and are often called to approve major capital works, rule amendments, or other matters requiring a special resolution.
- Calling of special meetings when required or requested by owners
- Preparation of focused agendas for specific matters requiring owner approval
- Urgent meeting coordination for time-sensitive decisions
- Special resolution and special majority vote management
Committee Meetings
The owners corporation committee is delegated authority to make day-to-day decisions on behalf of all lot owners between general meetings. Regular committee meetings ensure issues are addressed promptly, maintenance is coordinated efficiently, and the OC operates within its approved budget and rules.
- Regular committee meeting scheduling and coordination
- Preparation of agenda and supporting reports
- Professional minute-taking and action item tracking
- Provision of management reports and recommendations
- Implementation of committee decisions within delegated authority
Meeting Compliance
All owners corporation meetings in Victoria must comply with the requirements of the Owners Corporation Act 2006 and the Owners Corporation Regulations 2018. Key obligations include:
- Notice periods — A minimum of 14 days written notice is required before any general meeting, with the notice including the agenda, financial statements, and any proposed resolutions.
- Quorum requirements — A quorum must be present for resolutions to be validly passed. The quorum threshold varies depending on the type and tier of the owners corporation.
- Voting procedures — Ordinary resolutions require a simple majority of votes cast. Special resolutions require 75% approval and cannot pass if more than 25% of lot entitlements vote against. Unanimous resolutions require all lot owners to vote in favour.
- Proxy voting — Owners unable to attend may appoint a proxy to vote on their behalf. Proxy forms must be submitted before the meeting and managed in accordance with the Act.
- Minute-keeping — Minutes of every meeting must be prepared and distributed to all lot owners within 14 days of the meeting and retained as part of the OC’s permanent records.
Our experienced team facilitates productive meetings while maintaining proper governance standards, ensuring your owners corporation remains protected from procedural challenges.
Frequently asked questions
How much notice is required before an owners corporation AGM in Victoria? Under the Owners Corporation Act 2006, a minimum of 14 days written notice must be given to all lot owners before any Annual General Meeting. The notice must include the meeting agenda, a copy of the financial statements, and details of any proposed resolutions. Failure to provide adequate notice can invalidate resolutions passed at the meeting.
What happens if an owners corporation meeting doesn’t reach quorum? If a quorum is not reached at a general meeting, the meeting must be adjourned. The adjourned meeting can generally proceed with those present, subject to the rules of the owners corporation. OC Support takes proactive steps to maximise attendance and proxy collection to help ensure quorum is achieved at every meeting.
Can owners corporation meetings be held online or via Zoom? Yes. Amendments to the Owners Corporation Act 2006 permit owners corporations to hold meetings electronically, including via video conferencing platforms such as Zoom or Microsoft Teams, provided proper notice is given and all participants can hear and be heard. OC Support can coordinate and facilitate both in-person and online meetings across Melbourne and Victoria.
What is a special resolution in an owners corporation? A special resolution requires at least 75% of votes cast to be in favour, and no more than 25% of lot entitlements to vote against. Special resolutions are required for significant decisions such as amending OC rules, approving major capital works above certain thresholds, or making changes to common property. Our team ensures special resolutions are properly proposed, voted on, and recorded to withstand any future challenge.
Who can attend an owners corporation committee meeting? All lot owners have the right to attend committee meetings as observers, though they cannot vote unless they are an elected committee member. Tenants do not have an automatic right to attend. Our team manages attendance, maintains order, and ensures meetings remain productive and focused.
Whether your owners corporation needs a registered manager to run your next AGM, facilitate a Special General Meeting, or provide ongoing committee meeting support across Melbourne and Victoria, OC Support is ready to help. Contact our team today to discuss your meeting administration requirements.