After the Annual General Meeting, there are certain recommended areas of updates within StrataMax that can be carried out. The StrataMax Training Team have developed this checklist as a guide on what areas can be updated post an Annual General Meeting and to assist in creating consistency with the processes carried out.
Please note that this checklist does cover a generalised process and does not cover every scenario of a general meeting. Therefor it is encouraged that each Strata Manager develop this simple checklist further to suit their own workflows and processes.
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The blue heading of each section in this checklist is a link to the relevant Online Help article to assist with that particular menu in StrataMax.
| Building Information | Completed By |
| Last Annual General Meeting* this will assist when updating ‘Appointments’ in Office Bearers | |
| Next Annual General Meeting (can be reported on a monthly basis) | |
| Meeting Address | |
| Next AGM Time + State | |
| Last General Meeting | |
| Next General Meeting/ Next Committee Meeting | |
| AGM Minutes Sent | |
| Financial Year Audit (Required, Name, Done, Date) | |
| Add any applicable notes regarding last AGM that may be useful for staff to know | |
| Office Bearers | Completed By |
| Date of Resignation: Retire any members no longer forming the Committee with the date of the AGM. | |
| Appointments: Fill this in if blank. | |
| Add new Committee Members not already included. Can also be done in the Roll menu in the Owner Tab > Committee Member field. | |
| Insurance | Completed By |
| Add any new policy types, ensuring to add details to as many fields as possible. | |
| Remove any policies that have expired or are no longer covered. | |
| Add any insurance documents to DocMax and link to the relevant policy in the Insurance menu. | |
| Set up the premium accounts for the building's main policy. | |
| Pay the insurance company using the premium account as the expense code. | |
| Registers | Completed By |
| Update the Asset Register. | |
| Update the Common Property Register. | |
| Update the Contracts Register. | |
| Update the Inspections Register (Sinking Fund Reports, Lift, Fire Safety, Insurance Valuation, etc.) | |
| Update the Others Register. | |
| Budget Update | Completed By |
| Update the proposed Income and Expenses for the financial year. | |
| Copy last year budget to current year if there are no changes. | |
| Produce a Budget Report and check that entries are correct. | |
| Levy Management | Completed By |
| Perform a Levy Year End Rollover. | |
| Strike levies for reporting and certificate purposes. | |
| Open the Levy Register and check all details are correct. | |
| Management Fees Setup | Completed By |
| Update any standard management fees or fixed disbursements to be applied to the building. | |
| DocMax or Meeting Hub | Completed By |
| Distribute the meeting minutes by either uploading to the StrataMax Portal via DocMax, or by using the Distribution via Meeting Hub. |
