Wednesday July 22, 2026
What is a strata council meeting?
A strata council meeting is where elected owners gather to manage day-to-day operations of a strata corporation. This may include things like finances, strata maintenance, bylaw enforcement, owner requests, projects, and vendor work.Types of strata council meetings
If you're new to your strata council, it's important to know the different types of strata council meetings that can take place in a year:Annual general meeting
The annual general meeting, more commonly referred to as the AGM, is held on an annual basis and it must take place no later than two months after the strata corporation’s fiscal year-end. The AGM allows for owners to come together with the strata council and discuss major decisions affecting the strata corporation. This is also when new council members are elected.Notice of the AGM must be provided two weeks ahead to all strata lot owners, mortgagees who have filed a Form C: Mortgagee’s Request for Notification, and tenants who have been assigned a right to vote or have a lease of three or more years, if the strata corporation has received notice of the assignment.
To conduct business at an AGM, you must meet quorum. In other words, you must have a set number of people present at the meeting. The specifics of what is required to meet quorum are set by the strata’s bylaws and must comply with strata legislation. Typically, eligible voters holding 1/3 of the strata corporation’s votes must be present in person or participating electronically or by proxy.
Special general meeting
Special general meetings (SGM) are meetings outside of an AGM where owners or the strata council discuss important issues or resolve matters. These can be held as needed by the strata council and owners. An SGM can be called by the strata council or by persons holding at least 20% of the strata corporation’s votes.Like an AGM, notice of an SGM is required to be sent two weeks ahead of time to all who are entitled to receive it.
Council meeting
To discuss the day-to-day management of the strata corporation, councils must come together at regularly held council meetings. The requirements for these meetings are set out by the Strata Property Act or your corporation’s bylaws.Unlike an AGM or SGM, giving notice to owners is not required. Owners are to be informed of a strata council meeting taking place and this can be done through sharing the next meeting date in meeting minutes or posting the information on a bulletin board within the community.
Owners can attend a council meeting as observers; however, they cannot be present for bylaw enforcement proceedings, rental restriction bylaw exemption hearings, or any discussion where a person’s privacy would be interfered with.
The required quorum for a council meeting is set by your strata corporation’s bylaws and is determined by the number of members on your strata council.
The importance of meeting minutes
The task of taking minutes at meetings falls to the council secretary. When it comes to meeting minutes, there is a common misconception that the council believes they must be very detailed, and that everything said in the meeting needs to be transcribed. This is not the case. The meeting minutes simply need to be a generic overview of decisions made by the strata council including spending and approval.Owners must be informed of the minutes of all strata council meetings within two weeks of the meeting taking place.
Tips for making the most of your meeting
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Prepare your materials early
Successful meetings start with good preparation. Review the agenda, recent minutes, financials, and any reports a few days in advance so you can focus on discussion rather than catching up. When council members arrive prepared, meetings move faster and decisions are easier to make.
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Keep meetings short
Attention drops quickly in long evening meetings, especially after a full workday. Aim for about 60 minutes so the council can stay engaged and make steady progress. Monthly meetings usually make this timeframe realistic. If discussions regularly run long, consider meeting a little more often so tasks stay manageable and decisions stay timely.
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Stick to the agenda
It is easy for meetings to drift into side topics. Stick to the agenda so the council can cover the items that matter most. If a new issue comes up, note it for a future meeting rather than trying to solve everything in one session.
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Use meeting time for decisions, not discovery
Council meetings work best when they focus on choosing a direction, not gathering basic information. This can often be handled before the meeting through your strata manager. This keeps meeting time efficient and respectful of everyone’s schedule.
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Keep discussions professional and grounded in the bylaws
Council work is easier when conversations stay tied to the bylaws, the Strata Property Act, and the community’s long-term goals. This keeps decisions consistent, reduces conflict, and helps the council stay on solid footing if questions arise later.
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Capture decisions accurately in the minutes
Clear minutes help future councils, owners, and managers understand what was decided and why. Focus the minutes on motions, votes, and key outcomes rather than trying to recreate every conversation. Good documentation prevents confusion and strengthens transparency.
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Work closely with your strata manager
Your strata manager can prepare background information, bring forward recommendations, and follow up on action items after the meeting. Treat the meeting as a chance to align on priorities so the manager can move projects forward smoothly between sessions.
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End with clear next steps
Before adjourning, confirm who is responsible for each action item and when updates will come back to the council. This keeps momentum going after the meeting and prevents tasks from slipping through the cracks.
About FirstService Residential
FirstService Residential is British Columbia’s leading management company, serving strata corporations, rental properties, and residential communities across the province. Our local teams handle maintenance, inspections, financial management, and communication to keep properties secure and well cared for. With 24/7 customer care, expert guidance, and access to trusted local vendors, we make it easier to protect property values and simplify community operations.Contact FirstService Residential today to learn more.
This information is provided for general informational purposes only and is not intended to constitute, and should not be relied upon as, legal, regulatory, financial, or operational advice, or as a representation or guarantee of any specific services, capabilities, or outcomes. Property management needs, regulatory requirements, market conditions, and available services vary by jurisdiction, property type, and community. FirstService Residential provides services through locally based affiliates and associates, and services and results may vary by community, region, contractual terms, and applicable law.