Circulating AGM minutes: when they go out, how, and in what form
Owners leave an AGM having voted on the budget, the fees and sometimes a levy. The minutes are how the rest of the building finds out what was decided, and how a buyer finds out years later.
Last reviewed November 13, 2026, against the current Strata Property Act, Strata Property Regulation and Standard Bylaws on BC Laws.
The short answer
The Strata Property Act requires minutes of every AGM and SGM, including the results of all votes (section 35), but sets no fixed deadline for circulating them. They are approved at the next general meeting. Any owner can still request them, and the strata must provide copies within 2 weeks (section 36). Separately, owners must be told of any change to their strata fees within 2 weeks of the meeting that passed the budget (section 106). Good practice is to circulate draft AGM minutes within two to four weeks, clearly marked as a draft. Check your filed bylaws, which may set a firmer deadline.
What the law actually requires
Three provisions shape AGM minute circulation in BC:
| Requirement | Deadline | Source |
|---|---|---|
| Prepare minutes of the AGM, including the results of any votes | No fixed date | Section 35(1)(a) |
| Inform owners of any change to strata fees from a new budget | Within 2 weeks after the meeting | Section 106 |
| Provide copies of minutes to an owner who asks | Within 2 weeks of the request | Section 36(3) |
| Keep the minutes | At least 6 years | Regulation 4.1(3) |
| Approve the minutes | At the next general meeting | Standard Bylaw 28 (order of business) |
Standard Bylaw 19, the two-week rule people often quote, applies only to council meeting minutes. Many stratas have filed their own bylaws that do set a deadline for general meeting minutes, often "within two weeks" or "within one month," so the first step is always to read your strata's registered bylaws. Our minutes distribution guide covers every deadline side by side.
When to circulate: the practical standard
"No fixed deadline" does not mean "whenever." Consider what owners need from the AGM minutes:
- Fee changes. Section 106 requires owners to be told of new fees within two weeks. Sending the minutes, with the approved budget, inside that window handles both at once.
- Special levies. Owners have payment dates to meet. The minutes record the resolution under section 108, including each lot's share and the due dates.
- Bylaw amendments. Section 128(4) requires owners and tenants to be informed as soon as feasible after an amendment is approved. The minutes are the natural vehicle.
- Sales. Buyers' agents and lawyers ask for recent general meeting minutes. A strata that cannot produce last month's AGM minutes looks disorganised.
- Council changes. Owners need to know who is on the new council and how to reach them.
For these reasons most well-run stratas circulate AGM minutes within two to four weeks. Two weeks is the safer target, because it matches the fee notice under section 106 and the response time owners can demand under section 36.
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How to deliver AGM minutes
Use a method you can prove later. Section 61 sets out how notices and documents may be given to owners, including email to an address the owner has provided for receiving notices, mail to the owner's address, or leaving it at the strata lot or in the owner's mailbox, as the section allows. Practical options:
- Email to every owner who has provided an address for strata documents, with the minutes attached as a PDF. Keep the sent message.
- Mail or hand delivery for owners without an email address. Mailed documents are treated as received four days after mailing (section 61(3)).
- An owners' portal, but only alongside an email or notice telling owners the minutes are posted.
- Posting in a common area, as a supplement and never as the only method.
Write one line in the next council minutes recording the date and method, for example: "Draft minutes of the November 18 AGM were emailed to all owners on November 28 and mailed to owners without email on the same date."
Circulating a draft, not waiting for approval
AGM minutes are approved at the next general meeting, which is usually a year away. Waiting for approval before circulating them is a common mistake. Circulate the draft and mark it clearly:
DRAFT: These minutes have not yet been approved. They will be presented for adoption at the next general meeting of The Owners, Strata Plan [number].
At the next AGM, the motion to adopt them comes early in the order of business. If corrections are made, record them in the new meeting's minutes, for example: "The minutes of the November 18, 2026 AGM were adopted as circulated, with the correction that Resolution 3 passed 41 in favour and 6 opposed." Do not quietly replace the version owners already received. Our guide to approving strata minutes has more wording.
What should be in the minutes you circulate
Before anything goes out, check that the AGM minutes will survive a buyer's lawyer or a tribunal member reading them:
- The number of eligible voters present in person and by proxy, so quorum under section 48 can be checked from the page.
- Confirmation that notice was given under section 45.
- Every resolution quoted exactly as it appeared in the notice, with any amendment made at the meeting.
- The type of vote required (majority, 3/4, unanimous) and the result, with counts for anything above a majority.
- The approved budget, or a note that it is attached.
- The council election results and the size of the new council.
- What was not decided: motions that failed, and items deferred.
See AGM minutes: what to record and a complete AGM minutes sample.
Questions councils and owners ask
How long after an AGM must the minutes be sent out in BC?
The Strata Property Act sets no fixed deadline for AGM minutes. Owners can request them and must receive them within two weeks. Good practice is to circulate a draft within two to four weeks, and some stratas' bylaws set a firm deadline.
Do AGM minutes have to be approved before they are circulated?
No. They are approved at the next general meeting. Circulate them as a draft, clearly marked, so owners are not left waiting a year.
Can AGM minutes be sent by email?
Yes, to owners who have provided an email address for receiving strata notices. Section 61 sets out the permitted methods. Use mail or hand delivery for owners who have not.
What if the strata will not give me the AGM minutes?
Make a written request under section 36. The strata must make them available and provide copies within two weeks, and may charge no more than 25 cents a page.
Do the minutes have to show how many people voted?
Section 35 requires the results of every vote. Recording the counts for and against is the safest practice, and it is essential for 3/4 and unanimous votes.
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This page is general information for BC strata corporations, not legal advice. Your strata's own filed bylaws may differ from the Standard Bylaws. See the current text of the Strata Property Act and the Strata Property Regulation on BC Laws.
Related guides
AGM Minutes
When Minutes Must Go Out
AGM Minutes Sample
Approving Minutes
Giving Notice to Owners
SGM Minutes