The body corporate AGM, from notice to minutes

A body corporate's general meetings are meetings of its members, the owners of its units (section 2). The annual general meeting, held within four months of year end (rule 17(1)), is where the members receive the trustees' report, approve the insurance replacement values, decide the cover, approve the administrative and reserve fund budgets, consider the financial statements, appoint an auditor and elect the trustees (rule 17(6)).

At least 14 days' written notice of the place, date and time (rule 15(1)), or 30 days' written notice specifying a special or unanimous resolution, unless the scheme's rules provide for shorter notice (section 6(2)). A missed notice does not invalidate a vote if the body corporate made a reasonable attempt to give it (rule 15(8)).

Rule 15(7) allows 7 days when the trustees resolve that urgency requires it, except for a meeting under rule 29(2) or (4), or less than 14 days when everyone entitled to attend agrees in writing. Whether that shortens the 30 days for a special resolution is for the scheme's attorney to say. Until then, give 30 days.

Yes, within four months of the end of each financial year (rule 17(1)). A body corporate may skip it only if every member waives it in writing, before or within a month of year end, and consents in writing to motions covering all its business (rule 17(2)).

A special general meeting, often called an extraordinary general meeting, is any general meeting other than the AGM. The trustees may call one whenever they see fit, and must when members entitled to 25 per cent of the total quotas, or the holder of bonds over not less than 25 per cent in number of the primary sections, deliver a written and signed request, with the motions going on the agenda unchanged. If the trustees do not act within 14 days, those who asked may call it (rule 17(3) to (5)).

The members, in person or by proxy. Registered bondholders, holders of future development rights and the managing agent may attend and speak, but may not propose motions or vote in that capacity (rule 15(5)). A tenant can take part as a member's proxy, because a proxy need not be a member (rule 20(6)).

Yes, in hybrid form. Members may attend by telephone or another method that everyone entitled to attend can use, that lets all participants communicate and that lets the chair confirm identities, and they count as present in person (rule 17(10) and (11)). For a virtual AGM with no venue, ask the scheme's attorney, since the notice states a place (rule 15(1)). The call runs on your own video service, and owners check in and vote in Estate Manager, the AGM voting software beside it.