People should know all year that the next AGM is likely to be close to 12 months after the previous one. When I was on our committee, we had various criteria:
-A date we could book our usual local venue.
-A date that suited the chair, secretary and treasurer.
-A date when the managing agent was available.
-We avoided Fridays, not just for the managing agent or religious sensibilities but also because people often socialise then or leave town or want to pack if going away for a weekend.
-We avoided school holiday periods when owners with children were more likely to go away or have visitors.
-We needed to leave enough time after the end of financial year to have the numbers finalised and decide on the proposed budget for the coming year, get meeting papers together and checked thoroughly with further time factored in for corrective action when the managing agent leaves something out in spite of our careful checking.
-We needed to stay before the last date after the end of the financial year when the meeting could be held (3 months, in the ACT).
-We always tried to get meeting papers out with substantially more notice than the statutory minimum (14 calendar days in the ACT) taking into account of when notices are deemed to arrive (7 working days) when sent by ordinary mail and the above-mentioned stuff-ups. We also needed to comply with a general meeting resolution from years earlier that the EC gives 4 weeks notice, rather than the 2 or 3 weeks minimum notice (in the ACT, depending on the class of resolutions). In practice, we aimed to get papers sent just over 4 weeks before the meeting date.
By the time we worked through those constraints, we would usually be down to only one or two days when we could have the meeting.