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FeaturesBlockManOSUpdated March 11, 2026

AGM & Formal Meeting Management

AGM & Formal Meeting Management

Overview

Under the Multi-Unit Developments (MUD) Act 2011 and the Companies Act 2014, every Owners' Management Company (OMC) in Ireland is legally required to hold an Annual General Meeting (AGM). The platform provides a complete workflow for scheduling, running, and documenting formal OMC meetings — from initial notice through to signed minutes distribution.

Key Concepts

TermDescription
AGMAnnual General Meeting — a mandatory yearly meeting of OMC members (unit owners)
QuorumThe minimum number of members required to be present (in person or by proxy) for a meeting to be valid
ProxyA written authorisation by a unit owner allowing another person to attend and vote on their behalf
MinutesThe formal written record of proceedings, decisions, and resolutions passed at a meeting

Features

AGM Scheduling

Create a new AGM or extraordinary general meeting (EGM) against a specific OMC in your portfolio.

  • Set the meeting date, time, and venue
  • Associate the meeting with the correct OMC entity
  • Issue statutory notice periods to unit owners
  • View all upcoming and historical meetings from the OMC record

Agenda Creation

Build a structured agenda before the meeting.

  • Add, reorder, and remove agenda items
  • Include standard AGM items (approval of accounts, election of directors, service charge review) or custom items
  • Attach supporting documents to individual agenda items
  • Distribute the final agenda to unit owners as part of the meeting notice

Proxy Voting

Manage proxy appointments in line with OMC governance requirements.

  • Record proxy forms submitted by unit owners prior to the meeting
  • Designate the proxy holder for each appointment
  • Include proxy holders in quorum and vote count calculations
  • Maintain an auditable log of all proxy submissions per meeting

Quorum Tracking

Determine whether a meeting has the legal standing to proceed.

  • Configure quorum thresholds per OMC (e.g. percentage of unit owners or a fixed member count)
  • Record attendees as they arrive — in person and by proxy
  • Automatic quorum status indicator: Met / Not Met
  • If quorum is not reached, the platform flags the meeting accordingly for adjourned meeting handling

Minutes Drafting

Draft and finalise the formal record of each meeting.

  • Minutes are pre-structured against the meeting agenda
  • Record decisions, resolutions passed (with vote counts), and action items for each agenda item
  • Collaborative draft editing before finalisation
  • Mark minutes as Draft, Under Review, or Finalised
  • Finalised minutes are locked against further edits and stored on the OMC record

Distribution to Unit Owners

Send meeting-related communications directly from the platform.

  • Pre-meeting: Distribute meeting notice and agenda to all unit owners of the development
  • Post-meeting: Distribute finalised minutes to all unit owners
  • Distribution is logged per recipient for compliance records
  • Communications are sent via the platform's owner notification system

Compliance Reference

MUD Act 2011

  • Section 14 requires the OMC to hold an AGM each year and provide unit owners with adequate notice
  • Owners are entitled to receive the agenda in advance and receive a copy of the minutes after the meeting

Companies Act 2014

  • Governs the conduct of general meetings for OMCs incorporated as companies limited by guarantee or by shares
  • Sets out rules for proxy appointments, quorum thresholds, and the passing of ordinary and special resolutions

Workflow Summary

1. Schedule AGM → Set date, time, venue, associated OMC
2. Build Agenda  → Add items, attach documents
3. Issue Notice  → Distribute notice + agenda to unit owners
4. Record Proxies → Log proxy forms as they are received
5. Run Meeting   → Track attendance, confirm quorum
6. Draft Minutes → Record decisions against each agenda item
7. Finalise & Distribute → Lock minutes, send to all unit owners

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