AGM Participation Guide — Your Voice Matters
AGM Participation Guide
The Annual General Meeting (AGM) is the most important event in the building’s calendar. This is where major decisions are made — and where your voice matters most.
What Is an AGM?
Once a year, all unit owners are invited to:
- Review the past year’s financial report
- Approve the next year’s budget
- Elect JMB committee members
- Vote on proposals and motions
- Ask questions about building management
AGM Agenda (Typical)
1. Call to order
2. Verification of quorum (minimum number of owners required)
3. Minutes of previous AGM
4. JMB Chairman's report
5. Financial report (audited accounts)
6. Proposed budget for next year
7. Election of JMB committee
8. Proposals and motions from owners
9. Q&A session
10. AdjournmentBefore the AGM
Read the Documents
The MO should send you:
- AGM notice — date, time, venue, agenda
- Minutes from last AGM — what was decided, what’s been done
- Audited financial statement — full breakdown of income and expenses
- Proposed budget — what’s planned for next year
- JMB election candidates — who’s standing
Prepare Your Questions
| Category | Questions |
|---|---|
| Finances | What’s the current sinking fund balance? What’s the collection rate? |
| Maintenance | How many lift breakdowns this year? Was the fire system inspected? |
| Projects | What was completed this year? What’s planned? What was shelved? |
| Governance | How many JMB meetings were held? Who attended? What decisions were made? |
Submit Proposals in Advance
If you want to propose something:
- Write it down — clearly, with reasoning
- Submit to the JMB before the AGM (deadline in the notice)
- Request it be added to the agenda
Tip: A written proposal with cost estimates is more likely to get approved than a verbal suggestion.
During the AGM
Voting Rights
- 1 unit = 1 vote (regardless of size)
- Tenants do not vote — only registered owners
- Proxy voting is allowed if you can’t attend
How to Vote (Simple Majority)
| Motion type | Vote required |
|---|---|
| Ordinary resolution | Simple majority (more than 50%) |
| Special resolution | 75% majority (for major decisions) |
| Election | Highest votes win |
What to Listen For
- The audited financials — check if numbers match what was budgeted
- The sinking fund balance — is it growing or shrinking?
- The maintenance fee collection rate — if under 80%, the building is in trouble
- The JMB election — who’s running, their experience, their priorities
After the AGM
- Minutes should be circulated within 30 days
- Action items should be tracked at the next meeting
- If you didn’t attend, read the minutes to stay informed
Proxy Voting (If You Can’t Attend)
- Download the proxy form (from MO or notice)
- Fill in your details and appoint a proxy
- Indicate your voting preference for agenda items
- Submit to MO before the deadline
Tip: You can appoint the JMB Chairman as your proxy with instructions on how to vote.
Red Flags to Watch For
| Red Flag | Risk |
|---|---|
| No audited financial statement provided | Financial mismanagement possible |
| Quorum not reached (AGM cancelled) | Building cannot pass budgets or elect JMB — deadlock |
| No election held (current JMB extends term) | Governance stagnation |
| Budget not approved | MO operates without a clear budget |
| No Q&A time allocated | JMB avoiding accountability |
Your Rights Under the Strata Management Act
- Right to attend the AGM
- Right to vote (or appoint a proxy)
- Right to propose motions
- Right to inspect the financial records (with reasonable notice)
- Right to request a special general meeting (with 25% of owners’ support)