Quick answer
A strata committee annual calendar maps recurring jobs — insurance renewal, AGM preparation, compliance checks, seasonal maintenance and records review — against roughly the months they tend to fall in. It's a planning aid to adapt to your own scheme's dates and legislation, not a fixed legal schedule.
Key takeaways
- Anchor your calendar to your scheme's actual insurance renewal date, AGM month and compliance deadlines.
- Review the compliance register on a recurring basis rather than once a year.
- Start AGM preparation well before the formal notice period begins.
- Note budget-review timing on the calendar, but manage the budget itself outside Flex Strata.
- Treat this calendar as a template to adapt, not a legal schedule — check your state's legislation.
Why a calendar helps, even a rough one
Most of what causes strata committees stress isn't hard — it's forgotten until it's urgent. Insurance lapses because nobody diarised the renewal, the AGM gets rushed because notice wasn't planned early enough, and compliance certificates expire quietly. A simple annual calendar, reviewed and adjusted each year, turns these from surprises into routine.
This is a starting template. Every scheme's actual dates depend on its own AGM cycle, insurance renewal date, state legislation and by-laws — use this as a shape to build your own calendar around, not as a fixed schedule to follow blindly.
1. Anchor the calendar to your fixed dates first
Before anything else, mark the dates that are fixed for your scheme: your insurance renewal date, your usual AGM month, and any recurring compliance deadlines (fire safety statements, pool certificates, lift servicing, and similar — these vary by state and by what's on your compliance register). Everything else in the calendar gets planned backwards or forwards from those anchors.
2. Build in compliance review as a recurring habit, not an annual scramble
Rather than reviewing your compliance register once a year under pressure, build in a short recurring check — monthly or quarterly — to look at what's coming due in the next period and flag anything at risk of lapsing. This is far less work spread out than left to a single annual push.
3. Plan AGM preparation well ahead of the notice period
Work backwards from your usual AGM date. Draft the agenda structure, confirm what motions are likely to be needed, and start gathering reports (maintenance summary, compliance status, any matters carried over) well before the formal notice period begins. Notice periods and requirements vary by state, so check your own legislation for the minimum lead time and build extra buffer in on top of it.
4. Note budget-review timing, without managing the budget itself
Flex Strata doesn't handle levies, budgets or the cashbook, but the committee calendar should still note when budget discussions typically need to start ahead of the AGM, since the maintenance plan and work order pipeline you're tracking in Flex Strata will inform what the treasurer or manager needs for the budget. Keep this as a timing note on your calendar and manage the actual budget with your managing agent or treasurer's tools.
5. Match maintenance planning to the seasons
Some maintenance is genuinely seasonal — gutter clearing before storm season, air conditioning servicing before summer, checking drainage before wet months, and exterior work timed around better weather. Mapping these against the calendar means work orders go out with enough lead time rather than being raised reactively once something fails.
6. Schedule a records review separate from compliance
Compliance items have hard due dates; general records hygiene doesn't, which is exactly why it gets skipped. Put a recurring slot on the calendar — perhaps twice a year — to check that meeting minutes are filed and distributed, contractor records are current, and the document library doesn't have gaps.
7. Review the calendar itself once a year
Treat the calendar as a living document. After each AGM, spend ten minutes updating it: did compliance deadlines land where expected, did AGM prep start early enough, did any seasonal maintenance get missed. Adjust next year's calendar accordingly.
A starting template to adapt
Use the table below as a shape, not a rule — swap in your scheme's actual anchor dates and check your state's legislation for any binding deadlines.
Common mistakes to avoid
- Treating a generic calendar as if it matches your scheme's actual legal deadlines
- Leaving compliance register review to once a year
- Starting AGM preparation only when the notice period begins
- Ignoring seasonal maintenance until something fails
- Never updating the calendar after it's built
How Flex Strata helps
Flex Strata's compliance register tracks due dates and sends reminders as they approach, so the calendar isn't the only thing standing between the committee and a lapsed certificate. Meeting tools support AGM preparation with agendas and minutes history, and the maintenance and work order tools let the committee plan seasonal jobs ahead of time rather than reacting once something breaks. None of this replaces checking your own state's legislation for binding deadlines — it just makes the recurring rhythm easier to stay on top of.
Common follow-up questions
Cite this page
Flex Strata (2026). A Strata Committee Annual Calendar: What to Plan and When. Flex Strata by Strata Pages. https://flexstrata.com.au/blog/strata-committee-annual-calendar
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