Strata AGM minutes template: a complete sample for BC
A full set of annual general meeting minutes for a fictional 24-lot strata, written the way BC law expects, followed by notes on what each section must record and why.
Last reviewed November 5, 2026, against the current Strata Property Act, Strata Property Regulation and Standard Bylaws on BC Laws.
The short answer
BC strata AGM minutes must record the business of the meeting and the results of every vote (section 35), and the chair must announce each outcome, with the numbers for and against when a precise count is requested (Standard Bylaw 27(4)). Most stratas follow the order of business in Standard Bylaw 28: proxies and voting cards, quorum, chair, proof of notice, agenda, last minutes, unfinished business, reports, rules, insurance, budget, new business, council election, and termination.
The sample AGM minutes
Fictional strata. Names, numbers and amounts are illustrative only.
MINUTES OF THE ANNUAL GENERAL MEETING
THE OWNERS, STRATA PLAN ABC 1234
Held Tuesday, March 17, at 7:00 p.m. in the amenity room, 100 Example Street, and by video conference
1. Call to order and certification of proxies. The President, J. Singh, called the meeting to order at 7:02 p.m. Proxies and corporate representatives were certified and voting cards issued. Eligible voters present: 13 in person (including 2 by video conference) and 4 by proxy, for 17 of the strata corporation's 24 votes.
2. Quorum. Quorum under section 48 is eligible voters holding one third of the 24 votes, or 8 votes. With 17 votes present, the Chair declared a quorum.
3. Chair. The President chaired the meeting under Standard Bylaw 25.
4. Proof of notice. The Chair confirmed that notice of the meeting, with the proposed budget and financial statement, was emailed to owners who have provided an email address for that purpose and mailed to all other owners on February 24, at least two weeks before the meeting as required by section 45.
5. Approval of the agenda. MOVED (SL 4) and SECONDED (SL 19) that the agenda be approved as circulated. CARRIED.
6. Approval of the minutes of the last general meeting. MOVED (SL 11) and SECONDED (SL 2) that the minutes of the annual general meeting of March 18 of last year be approved as circulated. CARRIED.
7. Unfinished business. None.
8. Reports. The President presented the President's Report summarizing council's activities and decisions since the last AGM, including completion of the depreciation report in June. The Treasurer presented the Treasurer's Report. Owners asked about the timing of the roof replacement; the President noted it is addressed under item 12. Both reports are filed with these minutes.
9. Ratification of rules. MOVED (SL 7) and SECONDED (SL 15) to ratify the rule made by council on September 9 governing use of the bicycle room, under section 125(6). CARRIED by majority vote.
10. Report on insurance. The Chair reported on the strata corporation's insurance as required by section 154: insurer, policy period, replacement value and deductibles were reviewed as set out in the summary attached to the notice. The water damage deductible increased from $25,000 to $50,000 at renewal; owners were informed of this change in October. Owners were reminded to review their own insurance for deductible coverage.
11. Approval of the budget. MOVED (SL 3) and SECONDED (SL 22) that the proposed budget for the fiscal year beginning April 1, including a contingency reserve fund contribution of $18,000 (12% of the operating fund contribution), be approved. A precise count was requested. In favour 14, opposed 2, abstaining 1. CARRIED by majority vote.
12. New business: Resolution A, special levy for roof replacement. MOVED (SL 9) and SECONDED (SL 17) that the strata corporation approve Resolution A as set out in the notice: a special levy of $240,000, apportioned by unit entitlement, due June 1, for replacement of the roof as recommended in the depreciation report. Discussion followed on contractor selection and the payment date. A precise count was requested. In favour 13, opposed 3, abstaining 1. With 13 of the 16 votes cast in favour (81%), Resolution A was CARRIED by a 3/4 vote.
13. Election of council. The Chair called for nominations. Nominated and accepting: J. Singh, M. Laurent, D. Okafor, R. Chen, K. Ramos. There being five nominees for up to seven positions, the five were declared elected by acclamation. Officers will be elected at the first council meeting under Standard Bylaw 13.
14. Termination. There being no further business, the meeting was terminated at 8:41 p.m.
Recorded by D. Okafor, Secretary. These minutes are subject to approval at the next general meeting.
What each section must record
| Item | What to record | Why |
|---|---|---|
| Proxies and voting cards | Votes present in person, electronically and by proxy | Standard Bylaw 28(a); proves who could vote |
| Quorum | The quorum figure and the votes present | Section 48: no business without quorum |
| Chair | Who chaired, and the election of a chair if the president and vice president did not | Standard Bylaw 25 |
| Proof of notice | Date and method of notice, and that the budget and financial statement were included | Sections 45 and 103(2) |
| Agenda and last minutes | Motions and results | Standard Bylaw 28(e) and (f) |
| Reports | That reports were presented and filed, and owner questions in summary | Standard Bylaw 28(h) |
| Rules | Ratification votes for any new rules | Section 125(6): unratified rules lapse at the AGM |
| Insurance | That the insurance report was given, and material changes | Section 154 |
| Budget | Any amendments, then the budget vote and result | Sections 103 and 104 |
| Resolutions | Full wording or reference to the notice, the vote type, counts and result | Sections 35 and 45(3); Standard Bylaw 27(4) |
| Election | Nominees and those elected | Section 25; Standard Bylaw 28(m) |
| Termination | Time the meeting ended | Standard Bylaw 28(n) |
Recording votes correctly
- Every vote's outcome must be announced by the chair and recorded (Standard Bylaw 27(4)).
- Counts for and against must be recorded when any eligible voter requests a precise count. Recording counts for every 3/4 and 80% vote is good practice even without a request, because those results are the ones most often challenged.
- Abstentions do not count toward a majority or 3/4 vote: both are measured against votes cast by eligible voters present who have not abstained (section 1). In the sample, 13 of 16 votes cast is 81%, which passes 3/4.
- A 3/4 resolution passed by owners holding less than half of all the strata's votes cannot be implemented for one week, during which 25% of the votes can demand a reconsideration meeting (section 51). Note it in the minutes when it applies.
- Secret ballots must be used for any vote if an eligible voter asks (Standard Bylaw 27(7)). Record that a secret ballot was held and the totals.
Our free vote calculator checks majority, 3/4, 80% and unanimous results, and the voting rules guide explains each threshold.
Adapting it for a special general meeting
An SGM uses the same opening items (proxies, quorum, chair, notice, agenda, last minutes) but skips the AGM-only items: reports of council activities, the insurance report, the budget and the council election (Standard Bylaw 28(h), (j), (k) and (m)). If owners holding 20% of the votes demanded the meeting, their resolution must be the first item of business (section 43(5)). See our SGM minutes guide.
Common mistakes
- Writing "carried" on a 3/4 resolution without the counts, then facing a challenge nobody can answer.
- Recording debate word for word. Minutes record what was decided and the substance of questions, not a transcript.
- Naming owners in arrears or in bylaw disputes. Use strata lot numbers only where needed (see privacy).
- Forgetting the insurance report or rule ratification, both required at every AGM.
- Leaving the minutes unsent until next year. Send them within a few weeks; see when minutes must go out.
Questions councils and owners ask
What must strata AGM minutes include in BC?
The business of the meeting and the results of all votes (section 35), with the outcome of each vote announced by the chair and recorded, including the numbers for and against when a precise count is requested (Standard Bylaw 27(4)). In practice that means proxies, quorum, notice, reports, insurance, the budget, resolutions, the election and termination.
Do I have to include the breakdown of votes in strata AGM minutes?
The outcome of every vote must be recorded. The numbers for and against must be recorded whenever an eligible voter requests a precise count (Standard Bylaw 27(4)). Recording counts for every 3/4 vote is wise even without a request.
Should AGM minutes record every issue owners raised?
No. Minutes record decisions and the substance of questions and answers, not every comment. Record enough that someone who was not there understands what was decided and why.
Do you have to approve the last AGM minutes at the next AGM?
Under the Standard Bylaws' order of business, approving the minutes of the last annual or special general meeting is an item at each general meeting (Standard Bylaw 28(f)). Corrections are made by motion and recorded.
Is this sample a legal template I can use as is?
It is a fictional example to adapt. Use your own strata's numbers, follow your filed bylaws if they change the order of business, and check vote thresholds for each resolution.
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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 and SGM Minutes: What to Record
The AGM Checklist
Sample Council Meeting Minutes
Strata Minutes Template (Word + PDF)
Voting Rules
President's Report Template