AGM & meeting software for SA body corporates
STSMA-grade AGMs, without the spreadsheets.
A full meeting workflow built around the South African STSMA — Ordinary, Special and Unanimous voting thresholds with participation-quota-weighted dual-gate enforcement, owner self-RSVP from the portal, pre-filled proxy form PDFs per owner, Round-Robin Resolutions under section 6(8), and minutes that are ratified and retained in the scheme's statutory document record. Structured to help you assemble a CSOS-ready evidence pack.
- STSMA s.1 thresholds
- PQ-weighted dual-gate
- Round-Robin per s.6(8)
- Owner self-RSVP
- CSOS-ready
Ordinary > 50%, Special >= 75% by number AND value (PQ-weighted dual gate), Unanimous 100% — enforced live as ballots are cast.
Round-Robin Resolutions as a first-class meeting type — written assent between meetings against the right threshold.
Proxy form PDFs pre-filled per owner with STSMA Regulation 20-compliant witness blocks. Sign, witness, upload.
Most platforms treat AGM voting as a head-count. STSMA does not.
The Sectional Titles Schemes Management Act distinguishes between three resolution types in section 1 — Ordinary, Special and Unanimous — and the difference is not just the percentage threshold. A Special resolution requires both 75% by number of members AND 75% by VALUE, where value means the participation quota of those voting in favour. That dual-gate participation-quota weighting is the part legacy platforms either ignore entirely or implement incorrectly.
Get the threshold wrong and the resolution is technically invalid — and at the next CSOS dispute or auditor review, the body corporate has a problem. Some platforms record votes as a simple head-count and let the trustees manually compute the PQ-weighting afterwards in Excel. Others approximate by counting owners but not by-PQ-value. The result is a generation of resolutions whose validity depends on a spreadsheet nobody can find when it is needed.
Regalis applies the dual-gate automatically as votes are cast. Every ballot is recorded with the unit's participation quota, the live standing shows both percentages simultaneously, and the resolution is only marked as passed when both gates clear. The full vote record — who voted, for what, with what participation-quota weight — is captured against the meeting and retained to support your statutory record-keeping. The result is a clean, structured trail you can present at a CSOS review.
How AGM time runs on legacy stacks
- Notice goes out via mail merge from a desktop email client; some bounces go unnoticed and quorum is at risk before the meeting starts.
- RSVPs land in an inbox; the secretary tries to keep a spreadsheet up to date but the version on the day of the meeting is missing entries.
- Proxy forms are emailed as blank PDFs; owners fill them inconsistently, witnessing is hit-or-miss, and proxies get rejected on technicalities.
- Special resolutions get voted on by head-count; the PQ-weighting is calculated in Excel by the treasurer the day after the meeting.
- Round-Robin Resolutions are handled via email threads — assent is captured in screenshots and forwarded around the trustee committee.
- Minutes are typed up days later from rough notes; action items get lost; the minutes document lives in someone's Dropbox.
How Regalis runs it
- Notice goes out through the same notification engine that handles rent reminders — WhatsApp, SMS, email, with delivery receipts captured per owner.
- Owners self-RSVP from their portal; the attendance roster updates live; the secretary opens the meeting with the right tally already on the screen.
- Pre-filled proxy form PDFs per owner, with the meeting and owner details already populated and STSMA Reg. 20 witness blocks built in.
- Special resolutions use the participation-quota dual-gate, calculated automatically as votes are cast — both percentages shown live, resolution passes only when both clear.
- Round-Robin Resolutions as a first-class meeting type; written assent captured per owner with the same threshold the equivalent resolution would carry.
- Minutes drafted in the meeting record as you go; once approved, stored in the scheme's statutory document record with retention controls; action items push into the task tracker with owners and due dates.
From notice to ratified minutes, in one record.
Schedule the meeting
Pick the meeting type (AGM, Special, Trustee, Round-Robin), set the date and venue (or "virtual"), and draft the agenda — motions, discussions and information items. The platform applies the right notice period and quorum rule for the meeting type automatically. The notice goes out through the same notification engine that handles rent reminders.
- AGM / Special / Trustee / Round-Robin
- Type-specific notice period + quorum
- Multi-channel notice (WhatsApp / SMS / email)
- Delivery receipts captured per owner
Owners RSVP + proxies
Owners receive the notice with a portal link and self-RSVP from any device. They can also generate their pre-filled proxy form PDF, sign it (witnessed per STSMA Reg. 20), and upload it back. The attendance roster updates live with RSVPs and recorded proxies. The trustees see the live tally before opening the meeting.
- Owner self-RSVP from any device
- Pre-filled proxy PDF per owner
- STSMA Reg. 20 witness blocks
- Live attendance roster for trustees
Run the meeting + cast votes
On meeting day, mark attendees (or import from RSVPs and proxies), open the meeting, and walk through the agenda. For each motion, the platform records votes against the owner record with the right participation-quota weight. Ordinary, Special (dual-gate) and Unanimous thresholds are applied automatically as votes are cast — the live standing shows both percentages where relevant.
- Live vote tally per motion
- PQ-weighted dual-gate on Special
- Real-time threshold standing
- Action items captured per agenda item
Ratify + retain minutes
Minutes are drafted in the meeting record as the meeting runs. On ratification (next meeting or by trustee sign-off), the minutes are frozen, stored in the scheme's statutory document record with retention controls, and made available through the document register. Action items push into the task tracker with owners and due dates. The full meeting record stays available to help you prepare for a CSOS referral or auditor handover.
- Minutes drafted live, ratified once
- Stored in the statutory document record
- Action items into task tracker
- CSOS evidence pack one-click
The complete meeting workflow, built around STSMA.
Meeting types
AGM, Special General Meeting, Trustee Meeting, Round-Robin Resolution. Each carries the right notice period, quorum rule and threshold defaults out of the box.
STSMA s.1 thresholds
Ordinary > 50%, Special >= 75% by number and by value (participation-quota dual-gate), Unanimous 100%. Calculated automatically as votes are cast, not in spreadsheets.
Round-Robin per s.6(8)
STSMA section 6(8) Round-Robin Resolutions as a first-class meeting type. Written assent between meetings against the appropriate threshold rule.
Multi-channel notice
Meeting notice goes out via WhatsApp, SMS and email through the same notification engine that handles rent and levy reminders. Delivery receipts captured per owner.
Owner self-RSVP
Owners RSVP from the portal on any device. RSVPs surface on the trustees' attendance roster live and count towards quorum once the meeting opens.
Pre-filled proxy PDFs
A proxy form PDF generated per owner per meeting, pre-filled with owner / unit / scheme / meeting / dates, including STSMA Regulation 20-compliant witness blocks.
Live vote tally
Per-motion vote standing in real time. For Special resolutions, both gates (by number, by value) display simultaneously. The threshold rule is shown alongside the live percentages.
PQ-weighted voting
Each unit's participation quota drives its vote value on Special and Unanimous resolutions. The participation quota comes from the same unit details the levy roll uses — one source of truth.
Quorum tracking
Quorum requirements per meeting type. Attendance roster (RSVPs + proxies + walk-ins) is checked against quorum before the meeting opens. Quorum failures recorded with the right audit trail.
Action items
Each agenda item can spawn action items with owners and due dates. Action items push into the platform task tracker. Trustees see open actions on the trustee dashboard.
Minutes ratification
Minutes drafted live as the meeting runs. Ratification (next meeting or trustee sign-off) freezes the minutes into the scheme's statutory document record with the appropriate retention controls.
CSOS evidence pack
Full meeting record exports as a CSOS evidence pack — notice + delivery receipts + RSVPs + attendance + proxies + motions + vote record + minutes — for dispute or oversight referral.
Mobile-friendly
Owners and trustees access the meeting record from any device. The proxy upload, RSVP, vote-casting flows all work on mobile.
Meeting reminders
Templated reminders go out on the cadence the trustees set — T-7, T-3, T-1 day. Owners who have not RSVPed get prompted; trustees see the response curve.
Audit-grade retention
Meeting records are retained to support your statutory record-keeping, and AGM minutes carry their own retention rule. Designed to support POPIA-aligned retention while keeping ratified minutes intact.
Per-trustee sign-off
For trustee meetings and Round-Robin Resolutions, per-trustee assent is captured with timestamp and reason. The decision trail is part of the meeting record.
Between-meeting resolutions, done in writing, properly recorded.
Section 6(8) of the Sectional Titles Schemes Management Act provides for body corporates to pass resolutions in writing between scheduled meetings. The mechanism is sensible — not every decision warrants calling a Special General Meeting — but it has historically been handled by email threads and screenshots of WhatsApp messages, with no consistent record of who agreed to what.
Regalis treats Round-Robin Resolutions as a first-class meeting type. The trustees draft the resolution in the platform, set the audience (trustees only, all owners, or a defined subset), and the platform circulates it through the same notification engine the AGM notices go through. Owners and trustees register their assent (or dissent) from the portal. The platform applies the same threshold rule the equivalent in-meeting resolution would carry — Ordinary by majority, Special by the PQ-weighted dual-gate, Unanimous by 100%.
When the threshold is met, the resolution is marked as passed and recorded in the meeting register with the full vote record. The minute extract is stored in the scheme's statutory document record. The next AGM's minutes ratify the Round-Robin record without needing to re-run the vote. The result is a clean, auditable trail of every between-meetings decision that you can present at a CSOS review.
Continue exploring how Regalis handles the rest of the rental operation.
Sectional title & body corporate
STSMA-aligned body corporate management with participation quotas, reserve fund segregation and trustee multi-sig.
Read moreScheme health scorecard
Composite 0-100 score per scheme across 6 components — AGM cadence is one of them, scored against the statutory minimum.
Read moreCommunity schemes overview
The integrated community-schemes mode covering HOA, body corporate, sectional title and share block on one platform.
Read moreCommon questions about AGM and meeting management.
Does Regalis enforce STSMA voting thresholds?+
Yes. The platform implements the three STSMA s.1 thresholds natively: Ordinary resolutions pass with more than 50% of votes cast; Special resolutions pass only when they achieve at least 75% by NUMBER of members AND at least 75% by VALUE (participation quota) — the dual-gate Section 1 specifically calls out; Unanimous resolutions require 100%. The vote tally is computed live as ballots are cast, with the threshold rule and current standing displayed.
Can owners RSVP from their phone?+
Yes. Owners receive the meeting notice with a portal link; they self-RSVP from any device. The platform records the RSVP, surfaces it on the trustees' attendance roster, and counts towards quorum once the meeting opens. No paper register, no manual data entry. Owners who do not RSVP get a templated reminder on the cadence the trustees set.
How do you handle proxy forms?+
For each scheduled meeting, the platform generates a pre-filled proxy form PDF per owner — owner name, unit, scheme name, meeting agenda, dates already populated. The proxy template includes STSMA Regulation 20-compliant witness blocks. Owners download, sign, witness and upload back via the portal (or submit a printed copy). Recorded proxies fold into the live attendance and vote-weight calculations automatically.
What about Round-Robin Resolutions?+
Round-Robin Resolutions per STSMA section 6(8) — the mechanism for body corporates to pass resolutions in writing between meetings — are supported as a first-class meeting type. Trustees draft the resolution, the platform circulates it to owners with the same threshold rule the equivalent meeting resolution would carry, and counts written assent against the threshold. When the threshold is met, the resolution is recorded with the same audit trail an in-person AGM resolution gets.
Is this CSOS-ready?+
The platform is structured to help you prepare for CSOS. The full meeting record — notice issued, RSVPs received, attendance captured, proxies recorded, motions tabled, votes cast (with participation-quota weighting), resolutions passed or defeated, and minutes ratified — is captured against the property. Once the AGM minutes are approved, they are stored in the scheme's statutory document record with the appropriate retention controls. If the body corporate is referred to CSOS, an evidence pack can be assembled from the same record.
What meeting types are supported?+
AGM (Annual General Meeting), Special General Meeting, Trustee Meeting, and Round-Robin Resolution. Each type carries its own quorum rule, notice period, threshold defaults and minutes template. Trustees can also schedule recurring routine meetings (monthly trustee, quarterly maintenance review), and Regalis creates each occurrence automatically on the chosen cadence.
How are minutes captured?+
Minutes are drafted in the meeting record as the meeting runs — agenda item by agenda item, with discussion, decisions and action items captured against each. On ratification (next meeting or by trustee sign-off), the minutes are frozen, stored in the scheme's statutory document record and made available through the document register with the appropriate retention controls. Action items roll into the task tracker with owners and due dates.
Can trustees vote on a Round-Robin Resolution remotely?+
Yes. Round-Robin Resolutions explicitly run between meetings — trustees and (where the resolution requires owner participation) owners cast their assent from the portal. The platform respects the same threshold the resolution would carry if tabled at a Special or AGM, and surfaces standing live as votes come in. No physical gathering required.
See everything built for you — explore the estates hub
Run AGMs the way STSMA expects.
Capture the evidence as you go.
Walk through the meeting workflow, the PQ-weighted dual-gate, the proxy form generation and the minutes ratification with someone from the team.