Checklist / template
AGM pack checklist for community schemes
An AGM pack is the bundle of documents a body corporate or HOA must circulate before its annual general meeting so members can vote on an informed basis. This checklist helps managing agents and trustees assemble a complete, compliant pack — notice, agenda, financials, nominations, proxies and resolutions — without last-minute scrambles. Work through each section before you send the pack out.
For South African managing agents, trustees and HOA committee members preparing the annual general meeting pack for a community scheme.
Notice and timing
- Confirm the AGM date falls within the period required by the scheme rules and the Sectional Titles Schemes Management Act (STSMA) for body corporates, or the constitution for an HOA
- Count back the prescribed notice days (STSMA sets the minimum for sectional title schemes) and lock a send-by date that meets it
- Verify the meeting venue, virtual platform or hybrid arrangement is stated clearly in the notice
- Confirm delivery method against each member's elected address (email, physical or both) and record proof of delivery
- Include the quorum requirement and what happens if quorum is not met
- Diarise a reminder to members a few days before the meeting
Agenda
- List standard business: confirmation of the previous AGM minutes, chairperson and trustee reports, and financials
- Add adoption of the budget and approval of contributions (levies) for the coming financial year as explicit agenda items
- Flag any special or unanimous resolutions separately so members see the higher voting threshold in advance
- Include trustee election or appointment as a standing item
- Add an agenda slot for the appointment or reappointment of the managing agent where relevant
- Reserve a clearly marked item for general business and member questions
Financials and budget
- Attach the approved annual financial statements for the past year, audited or independently reviewed as the scheme's rules require
- Confirm the trust and investment account balances are reconciled to the cent and match the statements
- Include the proposed budget for the coming year with line-item income and expenditure
- Show the levy or contribution calculation, including any proposed increase and the participation-quota or constitution basis for apportionment
- State the reserve fund balance and the proposed reserve fund contribution in line with the STSMA reserve fund requirement
- List current arrears and the bad-debt provision so members see collection health
- Attach quotes or motivations for any major or special-levy expenditure proposed for a vote
Trustee nominations and elections
- Circulate a nomination form and the closing date for nominations ahead of the meeting
- Confirm each nominee is eligible under the scheme rules and has consented in writing to stand
- Disclose any nominee conflicts of interest (for example, a connection to a supplier or the managing agent)
- State the number of trustee or committee positions open and the term of office
- Prepare a ballot or show-of-hands process for contested positions
- Record the outgoing trustees and which positions are due for rotation
Proxies and voting
- Include a blank proxy form members can complete to appoint a representative
- State the deadline and delivery method for returning proxies before the meeting
- Explain how votes are counted for ordinary, special and unanimous resolutions, including the value and number voting basis where applicable
- Prepare an attendance and voting register that flags members in arrears whose voting rights may be restricted under the scheme rules
- Confirm whether non-member proxies are permitted under the scheme's rules
- Brief the chairperson on handling proxy disputes raised at the meeting
Resolutions and supporting documents
- Draft the exact wording of every resolution to be put to the vote and include it in the pack
- Attach supporting documents for each resolution — quotes, plans, rule amendments or insurance schedules — so the vote is informed
- Include the latest insurance replacement valuation and policy schedule for noting
- Attach any proposed conduct or management rule amendments with the change clearly marked
- Confirm you can lodge approved rule changes with the Community Schemes Ombud Service (CSOS) as required by the CSOS Act after the meeting
- Note how members' personal information in the pack is handled in line with POPIA, and avoid circulating more personal data than the meeting needs
- Prepare the minutes template and action register so resolutions are captured accurately on the day
Assemble the pack section by section and only send once every supporting document referenced in the agenda and resolutions is attached — an incomplete pack is the most common reason AGM votes are challenged.
A practical operational checklist, not legal, financial or tax advice — adapt it to your scheme/agency and seek professional advice where needed.