BC Strata AGM Notice Template

What a BC strata AGM notice is for

Every strata corporation in British Columbia has to hold an annual general meeting, and that meeting is only valid if owners are given proper written notice first. The notice does more than announce a date. It is the legal record of exactly what owners will decide. Owners can only approve a budget, a special levy or a contingency reserve fund expenditure if the notice told them it was coming and, for 3/4 votes, quoted the resolution word for word.

This template gives volunteer councils and self-managed stratas a notice that meets the Strata Property Act's requirements without starting from a blank page. Property managers get a consistent package they can reuse for every building. It covers everything in one file: the notice, the agenda in the Standard Bylaws order of business, the budget resolution, two 3/4 vote resolutions ready to adapt, the council election, an enclosures checklist, a proxy form, a proof of notice and a timing worksheet.

When to send it

Use this notice for your strata corporation's annual general meeting. The AGM must be held no later than two months after the end of your fiscal year, unless every eligible voter waives the meeting in writing. Work backwards from that deadline. The notice must be given at least two weeks before the meeting, and notice that isn't handed to someone in person is only deemed received four days after it's sent. That makes the real minimum about 18 to 20 days, which is why experienced councils send notices three weeks out.

If your agenda includes a resolution to wind up the strata corporation, the notice period becomes four weeks. For a special general meeting called on short notice, or one owners have demanded, you need an SGM notice instead. This template is built for the annual meeting, with its required budget and financial statements.

What's inside

The full list of sections and fields in this template, in the order they appear.

1. Notice of meeting

   • Strata plan number
   • Building or complex name
   • Address
   • Date notice is given
   • Delivery method
   • Meeting date
   • Registration time
   • Start time
   • Location

2. Attending by telephone or video

   Optional. Keep it only if your strata permits electronic attendance.

   • Meeting link
   • Meeting ID and passcode
   • Phone dial-in
   • How remote votes are counted
   • How to identify yourself
   • Technical help contact

3. Registration, quorum and voting

   • Registration deadline
   • Quorum rule and its source
   • What happens without quorum
   • Voting entitlement note
   • Arrears and voting note

4. Proxies

   • Who cannot be a proxy
   • Where to deliver proxies
   • Proxy deadline

5. Agenda

   16 items in the Standard Bylaws order of business.

   • Proxies and voting cards
   • Quorum
   • Chair
   • Proof of notice
   • Agenda approval
   • Previous minutes
   • Unfinished business
   • Council report
   • Rule ratification
   • Insurance report
   • Budget approval
   • Resolutions
   • Council election
   • New business
   • Termination

6. Resolutions

   • Majority vote budget approval with Contingency Reserve Fund contribution
   • 3/4 vote special levy with purpose
   • total
   • sharing method
   • schedule and due dates
   • 3/4 vote Contingency Reserve Fund expenditure
   • Space for 80% and unanimous vote resolutions

7. Election of council

   • Council size from your bylaws
   • Nomination contact
   • Nomination deadline

8. Enclosures checklist

   • Proposed budget
   • Financial statements
   • Contingency Reserve Fund balance
   • Special levy schedule
   • Insurance summary
   • Previous minutes
   • Rules to ratify
   • Depreciation report summary
   • Proxy form
   • Nomination form

9. Signature block

   • Signature
   • Name
   • Position
   • Contact

10. Proxy Appointment Form

    • Owner names
    • Strata lot and unit
    • Proxy's name
    • General or specific proxy
    • For
    • against or abstain on each resolution
    • Owner signatures and dates

11. Proof of Notice

    • Who gave notice
    • Recipients by delivery method
    • Date given
    • Date deemed received
    • Signature

12. Notice Timing Worksheet

    • Date given
    • Date deemed received
    • Two-week period
    • Earliest meeting date
    • Meeting date chosen
    • Worked example

Preview pages

How to fill in the notice

1. Pick the meeting date with the worksheet. Fill in the Notice Timing Worksheet on the last page first. Enter the date you will send the notice, add four days for deemed receipt (unless you hand-deliver every copy), count 14 full days after that, and choose a meeting date on or after the earliest valid date.
2. Fill in the strata details. Enter the strata plan number exactly as it appears on the registered plan (for example "EPS 4821"), the building name and the address.
3. Complete the meeting table. Add the date, registration time, start time and location. If owners can attend electronically, fill in the joining details. If they can't, delete that section.
4. Set the quorum and arrears notes from your bylaws. The template defaults to the Act's one-third quorum and half-hour adjournment rule. If your registered bylaws say something different, use your bylaws' wording and bylaw number.
5. Set the agenda. Keep all 16 items unless your bylaws use a different order. Name the rules to be ratified and the resolutions to be considered.
6. Write each resolution in full. For the budget, enter the fiscal year, the contingency reserve fund contribution and the effective date of the new fees. For a special levy, state the purpose, the total, how it is shared among strata lots, and when it is due, and attach a schedule of each lot's share. Delete any resolution you are not using.
7. Tick the enclosures. Attach the proposed budget and financial statements (both required for an AGM), plus anything else you've ticked.
8. Sign it on behalf of council, usually by the president, secretary or strata manager.
9. Deliver it and record how. Send it to every owner, to mortgagees who filed a Form C, and to tenants entitled to notice. Then complete the Proof of Notice page and file it with the strata's records.

Example: a completed notice excerpt

Here is how the opening and one resolution read when filled in for a fictional 42-unit building:

The Owners, Strata Plan EPS 4821 (Harbourview Gardens) 1180 Marine Way, Nanaimo, British Columbia V9R 0A1 Date this notice is given: Monday, March 2, 2026, by email and under the door.

TAKE NOTICE that the Annual General Meeting of The Owners, Strata Plan EPS 4821 will be held on Saturday, March 21, 2026. Registration opens at 9:30 a.m., and the meeting starts at 10:00 a.m. in the Amenity Room, 1180 Marine Way. Owners may also attend by video at the link below.

3/4 Vote Resolution A: Special levy for roof membrane replacement. BE IT RESOLVED by a 3/4 vote of The Owners, Strata Plan EPS 4821 that a special levy totalling $186,000 be raised to replace the roof membrane on Building B. The levy is shared among the strata lots in proportion to unit entitlement, as shown in the attached Special Levy Schedule, and is payable in two equal instalments due May 1, 2026 and August 1, 2026.

Notice how the dates line up. Notice given March 2 is deemed received March 6. The two weeks run March 7 to 20, so March 21 is the earliest valid meeting date. The resolution also states the purpose, the total, the sharing method and the due dates, which is everything owners need to vote on it.

British Columbia rules to know

These are the Strata Property Act provisions this template is built around. Always check your strata corporation's registered bylaws as well, because they can add requirements or change some defaults.

• Timing (sections 40 and 41). Hold the AGM within two months after the fiscal year ends. All eligible voters can waive it only by unanimous written agreement.
• Notice (section 45). Give at least two weeks' written notice, or four weeks if a wind-up resolution is on the agenda. Describe every matter to be voted on and include the exact wording of any 3/4, 80% or unanimous vote resolution.
• Owner agenda items (section 46). Owners holding at least 20% of the votes can demand in writing that a matter be put on the agenda.
• Delivery (section 61). Personal delivery counts immediately. Mail, email to an address provided for notices, under the door or through the mail slot are deemed received four days after giving.
• Budget and financial statements (section 103). For an AGM, both must go out with the notice.
• Contingency reserve fund (section 96). Spending from the fund generally needs a 3/4 vote resolution at a general meeting. Emergency and depreciation-report exceptions exist.
• Special levies (section 108). The resolution must set out the purpose, the total, how it's shared and when it's due, and the Act controls what happens to leftover money.
• Insurance (section 154). Council must report on insurance coverage at every AGM.
• Proxies (section 56). A proxy appointment must be in writing and signed. Employees of the strata corporation and its strata manager can't act as proxies.

Rules on depreciation reports and contingency reserve fund contributions changed recently. Before you finalize the enclosures, confirm the current requirements on the BC government's strata housing pages.

Mistakes that get AGM votes challenged

Most disputes over AGM decisions trace back to the notice. The most common problems are counting the two weeks from the day the notice was sent rather than four days later, and paraphrasing a 3/4 vote resolution instead of quoting it exactly. Others are forgetting to send the budget and financial statements, and leaving out mortgagees who filed a Form C. A special levy resolution that doesn't say how the cost is split, or when it's due, invites the same challenge. The checklist and worksheet in this template are designed to catch each of these before the notice goes out.