AGM & General Meeting Management
AGM & General Meeting Management
BlockMan enables property management agents to plan, conduct, and document Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs) for each Owners' Management Company (OMC) on the platform. All workflows are aligned with the Companies Act 2014 and standard OMC constitutional requirements.
Overview
Every OMC registered on the platform can have one or more general meetings recorded. Each meeting record captures the full lifecycle:
- Planning — set the meeting date, type, and agenda
- Notice — generate and issue the statutory advance notice
- Attendance & Voting — record attendees, proxies, and quorum status
- Resolutions — log motions proposed and outcomes
- Minutes & Documents — store signed minutes and linked documents
Meeting Types
| Type | Description |
|---|---|
| AGM | Annual General Meeting — must be held once per year per OMC |
| EGM | Extraordinary General Meeting — called outside the annual cycle for specific matters |
Statutory AGM Notice
Under the Companies Act 2014 and most OMC constitutions, members must receive at least 21 days' written notice before an AGM.
BlockMan can generate a compliant statutory AGM notice document for each meeting. The notice includes:
- Date, time, and location of the meeting
- The full agenda
- Proxy appointment information
- Any special resolutions proposed
Important: Ensure the notice is issued at least 21 days before the meeting date to satisfy the statutory requirement. The platform will warn you if the scheduled notice date falls within this window.
Agendas
Agenda items can be created and ordered for each meeting before it takes place. Typical AGM agenda items include:
- Approval of previous minutes
- Directors' report
- Financial statements and service charge accounts
- Appointment of auditors
- Director elections
- Any special resolutions
- Any other business (AOB)
Agenda items can be marked as resolved or carried over after the meeting.
Attendance Records & Quorum
For each meeting, you can record:
- Members present in person — linked to owner records in the OMC
- Members present by proxy — with the proxy holder identified
- Apologies received
The platform validates quorum based on attendance data. Quorum requirements vary by OMC constitution; the system checks whether the minimum number of members required to conduct business has been reached before the meeting can be formally opened.
Proxy Voting
Owners who cannot attend in person may appoint a proxy to vote on their behalf. Proxy records capture:
- The appointing member (owner unit)
- The proxy holder
- The scope of the proxy (general or specific resolutions)
- The date of appointment
Proxy votes are counted alongside in-person votes when determining outcomes of resolutions.
Resolutions
Resolutions passed at the meeting are recorded against the meeting record. Each resolution includes:
- Resolution text / motion
- Type (ordinary or special resolution)
- Vote outcome (passed / defeated / withdrawn)
- Vote tally (for, against, abstentions) where applicable
Signed resolutions can be uploaded and stored as documents linked to the meeting.
Director Election Tracking
For AGMs that include director elections, the platform supports:
- Recording nominations received before the meeting
- Listing candidates standing for election
- Capturing election outcomes (elected, not elected, co-opted)
- Updating the OMC's director register automatically upon election
Minutes & Document Storage
After the meeting, formal minutes can be drafted and, once approved, stored as a signed document against the meeting record. Supported documents include:
- Draft minutes — working copy before approval
- Signed minutes — final version, approved at the subsequent meeting or circulated
- Signed resolutions — standalone resolution documents
- AGM notice — the statutory notice issued to members
- Proxy forms — copies of proxy appointments received
All documents are associated with the relevant OMC and the specific meeting, making retrieval straightforward for audit or legal purposes.
Compliance Reference
| Requirement | Legislative Basis |
|---|---|
| 21-day notice for AGM | Companies Act 2014, s.181 |
| Annual AGM obligation | Companies Act 2014, s.175 |
| Quorum requirements | OMC Constitution (model constitution or bespoke) |
| Special resolution threshold | Companies Act 2014, s.191 |
| Director election procedure | Companies Act 2014, Part 4 |
Note: Always verify the specific quorum and notice requirements in each OMC's own constitution, which may impose stricter rules than the statutory minimum.