Ask any strata manager what they dread most, and the answer is often “AGM Season.” The sheer volume of documentation required to legally convene a meeting in 2026 is staggering: agendas, financials, insurance certificates, valuation reports, proxy forms, and nomination papers.

In legacy systems, compiling an AGM pack is a partial — if not fully — manual assembly job. In StrataPort it is a “Zero-Touch” computation.

Phase 1: The Automated Assembly

When you initiate an AGM in StrataPort, you aren’t just opening a template. You are triggering a logic engine.

What the AGM Engine Generates Automatically

FINANCIALS
The proposed new Budget applying building-specific uplift rules — complete with a graphic year-on-year budget vs actual expenditure comparison. The Balance Sheet as at the end of the previous financial year, including end-of-year bank account balances. A comprehensive Income/Expense report.
COMPLIANCE
Checks multiple building metrics: Is an Insurance Valuation due or was a new valuation completed? Is a BHS audit required or was a new BHS audit completed?
THE “PACK”
Pulls the Insurance Certificate, FSG, Model Rules, and previous Minutes, generates a dynamic Index, applies page numbering, and merges it all into a single, branded PDF.

Phase 2: The Meeting (Smart Data Capture)

During the meeting, StrataPort doesn’t just record text; it captures data. When you record a vote or a decision, you are updating the system’s “truth.”

Attendance — Quorum is calculated instantly based on lot entitlement liabilities including lot owner financial status.

Voting — Electronic proxies lodged pre-meeting are automatically tallied.

Financials — Adopting the budget automatically updates the levy schedule for the next year.

Phase 3: The “Post-Meeting” Cascade

This is where the magic happens. When the meeting is finalised, StrataPort executes the Post-Meeting Automation workflow.

Post-Meeting Automation Workflow

STEP 1
Minutes Distribution: Minutes are generated and sent to all owners via their preferred method (email/post).
STEP 2
Work Order Triggers: Maintenance, Valuations, BHS Audits, and Insurance Quotes, Endorsements and Renewals are automatically issued. All resolved meeting item values — such as the members elected to the committee and the scheme penalty interest parameters — are automatically updated.
STEP 3
Levy Generation: The new levy contributions are struck including pre-issues through to the next AGM, with fully automated management of adjustments for year-on-year budget fluctuations.
STEP 4
Management Fee Adjustments: Any variation in management fees due to year-on-year budget fluctuations are automatically calculated and resulting invoices issued.

“Zero-Touch” AGM Setup doesn’t mean the manager isn’t involved — it means the manager is involved in the meeting, not the paperwork. By automating the assembly and the follow-up, StrataPort frees the manager to focus on what matters: guiding the owners corporation through complex decisions.

StrataPort v3.0 delivers every workflow and automation capability outlined above.