Quick answer
A strata committee meeting agenda template lists the scheme details, meeting logistics, apologies, previous minutes, correspondence, business items, motions to be voted on, and a closing section for the next meeting date. Send it to committee members with enough notice for them to prepare before the meeting starts.
Secretaries or chairpersons preparing for a regular committee meeting, and strata managers drafting agendas on a committee's behalf.
The template
Select the text below and copy it into your own document, or print this page.
STRATA COMMITTEE MEETING AGENDA Scheme / plan number: ____ Scheme name / address: ____ Meeting type: Committee meeting Date: ____ Time: ____ Location / video link: ____ Chairperson: ____ ATTENDANCE Committee members expected: ____ Strata manager attending: Yes / No Guests / contractors attending: ____ Apologies received: ____ 1. WELCOME AND OPENING Meeting opened at: ____ 2. PREVIOUS MINUTES Confirm minutes of the meeting held on ____ as a true record. 3. BUSINESS ARISING ____ 4. CORRESPONDENCE Received: ____ Sent: ____ 5. ACTION ITEMS UPDATE Outstanding item: ____ — Status: ____ Outstanding item: ____ — Status: ____ 6. REPORTS Maintenance and work order update: ____ Compliance register update: ____ Contractor quotes pending: ____ 7. NEW BUSINESS Item 1: ____ Motion (if any): ____ Item 2: ____ Motion (if any): ____ Item 3: ____ Motion (if any): ____ 8. GENERAL BUSINESS ____ 9. NEXT MEETING Date: ____ Time: ____ Location: ____ Meeting closed at: ____
How to fill it in
Meeting details
Record the scheme identifiers and logistics up front so the agenda can stand alone as a record, separate from the minutes.
- Scheme / plan number: ____
- Meeting type: Committee meeting
- Date: ____
- Time: ____
- Location / video link: ____
- Chairperson: ____
Attendance
List who is expected so apologies can be recorded accurately in the minutes afterwards.
- Committee members expected: ____
- Strata manager attending: Yes / No
- Guests / contractors attending: ____
- Apologies received: ____
Standing items
Most committee meetings open with routine items before moving to new business. Keep these brief unless something needs discussion.
- 1. Confirm previous meeting's minutes as a true record
- 2. Business arising from previous minutes
- 3. Correspondence received and sent
- 4. Outstanding action items update
Reports
List any standing reports the committee expects at each meeting, such as maintenance or compliance updates.
- Maintenance and work order update: ____
- Compliance register update: ____
- Contractor quotes pending: ____
New business and motions
Number each item so it's easy to reference in the minutes. Write the exact wording of any motion that will be put to a vote.
- Item 1: ____
- Motion: ____
- Item 2: ____
- Motion: ____
- Item 3: ____
- Motion: ____
General business and next meeting
Leave room for items raised on the day, and confirm the next meeting date before closing.
- General business: ____
- Next meeting date: ____
- Meeting closed at: ____
Why a consistent agenda format matters
A committee meeting agenda does more than list topics — it sets the order of business, gives members time to prepare, and becomes the backbone the minutes are built from. A consistent format, meeting after meeting, makes it much easier for anyone to follow what happened, including owners who weren't there and committee members who join later.
What belongs on every agenda
Most committee meetings follow a similar shape: confirm the previous minutes, deal with anything arising from them, work through correspondence, review outstanding action items, hear any standing reports, then move to new business and motions. Keeping this order consistent means nothing routine gets skipped because a big item dominated the discussion.
Numbering items and motions
Number each agenda item, and write out the exact wording of any motion before the meeting rather than during it. This does two things: it gives members a chance to think about the wording in advance, and it means the minutes can record precisely what was voted on rather than a rough paraphrase reconstructed afterwards.
Sending the agenda with enough notice
Check your state's rules and your by-laws for any minimum notice period that applies to committee meetings — these are often shorter than the notice period for a general meeting, but still worth confirming rather than assuming. Beyond the legal minimum, sending the agenda a few days ahead gives members a real chance to read supporting documents, such as contractor quotes, before the meeting.
Attaching supporting documents
An agenda item that says "consider quote for roof repairs" is far less useful than one with the quote attached. Where a decision depends on a document — a quote, a report, a proposed by-law — attach it to the agenda or reference where it can be found, so the discussion is grounded in the same information for everyone.
Keeping general business genuinely general
Every agenda benefits from a general business item near the end, for anything that didn't fit elsewhere. It shouldn't become a dumping ground for major decisions, though — if something needs a proper motion and vote, it belongs in new business with notice given in advance, not raised cold under general business.
From agenda to minutes
The agenda and the minutes should mirror each other. If an item was numbered "6.2" on the agenda, keeping that same reference in the minutes makes it far easier for anyone reviewing the record later to match a decision back to the discussion that led to it.
How Flex Strata helps
Flex Strata's meetings tool lets you build an agenda from a scheme's action items and recurring standing items, attach supporting documents directly to each item, and carry the same numbering through into the minutes once the meeting is recorded — so nothing needs to be retyped or reconstructed from notes afterwards.
Doing this in Flex Strata
In Flex Strata, agendas are built from the meetings module with standing items and outstanding action items pulled in automatically, and each item carries through into the minutes with the same numbering and attachments once the meeting is recorded.
Common follow-up questions
Related answers
Cite this page
Flex Strata (2026). Committee Meeting Agenda Template. Flex Strata by Strata Pages. https://app.flexstrata.com.au/templates/committee-meeting-agenda-template
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