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Total OCS | AGM Agenda Builder

Free AGM Agenda Builder Owners Corporation Melbourne

Running an AGM agenda for your owners corporation Melbourne or anywhere across Victoria doesn’t have to be complicated. Our free AGM agenda builder is designed specifically for self-managed owners corporations in Victoria, giving you a professional, compliant agenda without the paperwork headache.
 
Simply fill in your meeting details, customise the pre-loaded agenda items to suit your owners corporation Melbourne committee, and copy the formatted agenda ready to distribute to lot owners.
 
What’s included:
All standard Victorian AGM agenda items pre-filled, based on the Owners Corporations Act 2006 (Vic)
Clearly labelled resolutions, discussion items and standard items
Your OC name, plan of subdivision, meeting date, time, location and chairperson
Fully editable — add, remove or reorder any item
Instant preview — no login, no subscription required
 
Whether you’re preparing for your first AGM or your tenth, this AGM agenda builder owners corporation committees across Victoria rely on takes the guesswork out of the process and ensures your meeting is properly structured from the start.

AGM Agenda Builder — User Guide

Fill in the fields at the top of the builder:
  • Building / development name — the name of your building or complex
  • Plan of subdivision — your PS number, found on your OC certificate or title documents
  • Property address — the full street address of the property
  • Financial year ending — the date your OC’s financial year ends (e.g. 30 June 2025)
  • Meeting date and time — when the AGM will be held
  • Meeting location — where the meeting will take place
  • Chairperson — the name of the person chairing the meeting
  • Number of OCs — defaults to 1. If your property has more than one owners corporation, update this first as it controls which OCs appear in the agenda item selectors
Step 2 — Build your agenda
Your agenda comes pre-filled with the standard items required or expected at a Victorian AGM under the Owners Corporations Act 2006, in the following order:
  1. Attendance
  2. Apologies
  3. Proxies
  4. Appointment of chairperson
  5. Confirmation of quorum
  6. Confirmation of previous AGM minutes
  7. Correspondence
  8. Financial statements — administrative fund
  9. Financial statements — maintenance fund
  10. Appointment of auditor
  11. Adoption of budget — administrative fund
  12. Setting of administrative fund levy
  13. Adoption of budget — maintenance fund
  14. Setting of maintenance fund levy
  15. Election of the committee
  16. Insurance
  17. Maintenance and common property matters
  18. Rules
  19. General business
To add a custom item click “+ Add item”. If you have removed items and want to restore any missing standard ones, click “Add missing standard items” — this will only append items not already in your agenda, leaving everything else untouched.
Use the arrows to reorder and the ✕ button to remove any item.
Each agenda item has an “Applies to” selector. All items default to All OCs, meaning they appear once and apply to the whole meeting.
If a particular item needs to be addressed separately for each OC — such as budget adoption, levy setting or financial statements — untick All OCs and select the specific OCs that apply. The preview will then automatically generate a separate sub-item for each selected OC, so the chairperson can move, second and vote on each motion individually.
 
Each OC is a separate legal entity, so financial motions such as budgets and levies require a separate motion per OC.
 
If your building only has one OC, leave everything set to All OCs.
Each agenda item has a type that describes what needs to happen at the meeting:
 
Standard – A procedural item that is noted or acknowledged but does not require a vote — for example, recording attendance or confirming quorum.
 
Resolution required – An item where lot owners must formally vote and the result must be recorded in the minutes. When selected, choose the resolution type:
  • Ordinary resolution — passed by a simple majority of votes cast. The most common type, applying to most AGM decisions including adopting the budget, setting levies and electing the committee.
  • Special resolution — requires at least 75% of lot owners by lot liability to vote in favour. Required for significant decisions such as changing OC rules, taking out a loan or spending from a special purpose fund.
  • Unanimous resolution — every lot owner must agree. Rare, and typically only required for decisions that fundamentally affect the rights of all lot owners.
If you are unsure which type applies, refer to the Owners Corporations Act 2006 (Vic) or seek advice from Consumer Affairs Victoria.
 
Discussion / Note only – An item raised for conversation or information only — no vote is taken. Examples include maintenance updates and general business.

Click “Preview agenda” to generate a formatted agenda below the builder. Click “Copy to clipboard” to copy the full text in one click, then paste it into Word, Google Docs, an email or your OC management system. From there you can add your own letterhead, logo and any final formatting before distributing to lot owners.

This tool is designed to assist self-managed owners corporations in Victoria. It does not constitute legal advice. For complex matters, consult a legal practitioner.

AGM Agenda Builder | Total OCS

Meeting details

Building / development name
Plan of subdivision
Property address
Financial year ending
Meeting date
Meeting time
Chairperson
Meeting location

Agenda items

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