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Total OCS | AGM Minutes Builder

Free AGM Minutes Builder for Victorian Owners Corporations

Accurate minutes are a legal requirement for every Owners Corporation AGM under the Owners Corporations Act 2006 (Vic). Our free AGM Minutes Builder takes the hard work out of the process, giving self-managed owners corporations a structured, compliant set of minutes without needing a professional manager or legal background.
 
All standard Victorian AGM items come pre-loaded in the correct order. Simply work through each item, record the outcome, and copy the finished minutes into your own document to add your letterhead and distribute to lot owners.
 
What’s included:
  • All standard Victorian AGM agenda items pre-filled in the correct order
  • One-click outcome recording — Carried, Not Carried, Adjourned, Quorum confirmed or No quorum
  • Optional Moved by and Seconded by fields for resolutions
  • Notes field for additional detail on any item
  • Multi-OC support — record separate outcomes per OC where required
  • Confirmation and signature block included
  • Instant preview with copy to clipboard — no login, no subscription required

AGM Minutes 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 was held
  • Meeting location — where the meeting took place
  • Chairperson — the name of the person who chaired the meeting
  • Minutes prepared by — the name of the person recording the minutes
  • Number of OCs — defaults to 1. If your property has more than one owners corporation, update this first
Your minutes come pre-filled with all standard Victorian AGM items in the correct order. Work through each item and record what happened at the meeting:
  • Click the outcome pill that matches the result
  • For resolutions, click “+ Add moved & seconded” if you wish to record who moved and seconded the motion
  • Use the Notes field to record any discussion, amendments or additional detail
  • If an item doesn’t apply to your meeting, use the ✕ button to remove it
  • To restore any removed standard items click “+ Restore missing items”
  • To add a custom item click “+ Add item”
Standard — procedural items noted by the chairperson without a vote, such as attendance, apologies and proxies. 
Outcome options: Noted.
 
Confirmation of quorum — a special standard item with two outcome options:
Quorum confirmed — sufficient lot owners are present to conduct business.
No quorum — insufficient lot owners present.
 
Resolution required — items where lot owners formally voted. Choose the resolution type and record the outcome:
Ordinary resolution — simple majority. Used for most AGM decisions
Special resolution — 75% majority required. Used for rule changes, loans and special purpose spending
Unanimous resolution — all lot owners must agree
 
Outcomes for resolutions:
Carried — the motion passed
Not Carried — the motion did not pass
Adjourned — the matter was deferred to a later meeting
 
Discussion / Note only — items raised for conversation or information only. 
Outcome options: Noted or Adjourned.
If your building has more than one owners corporation, set the number of OCs at the top of the builder. Each agenda item has an Applies to selector. Leave items set to All OCs for items that apply to the whole meeting.  For items requiring a separate outcome per OC — such as budget adoption or levy setting — select the specific OCs. The builder will generate a separate outcome block for each OC so you can record results individually.
Click “Preview minutes” to generate a formatted document below the builder, including a confirmation and signature block. Click “Copy to clipboard” to copy the full text, then paste into or your OC management system. Add your own letterhead and distribute 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 licensed legal practitioner. 
AGM Minutes Builder | Total OCS

Meeting details

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

Minutes

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