Body corporate AGM minutes
template and generator
Paste your notes from the AGM or the trustee meeting and get a properly structured set of body corporate minutes: attendance and proxies, quorum, the wording of each resolution and the vote on every motion. Free, and no account.
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For trustee meetings and AGMs of a sectional title scheme.
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What body corporate minutes are
Almost all minute-taking advice is convention. For a sectional title scheme, four of the requirements are written into the regulation.
A body corporate comes into existence under section 2 of the Sectional Titles Schemes Management Act 8 of 2011 as soon as someone other than the developer owns a unit in the scheme. Every owner is a member of it, the trustees run it between general meetings, and the prescribed management rules in Annexure 1 to the 2016 regulations set out how it meets and what it records.
That last part is what makes these minutes unusual. Most organisations keep minutes because it is good practice and because their own constitution asks for them. A body corporate has a regulation that lists the contents. PMR 27(2)(a) requires minutes of general and trustee meetings to include the date, time and place; the names and role of the persons present, including details of the authorisation of proxies or other representatives; the text of all resolutions; and the results of the voting on all motions. PMR 20(8) repeats the last of those from the other direction, requiring the chairperson to announce the number of votes for and against and requiring that number to be recorded. A set of minutes that says a motion was carried, without the numbers, is missing something the rules name.
There is also a clock on it. PMR 9(e) gives the trustees seven days from the date of the meeting to compile the minutes and get them to everyone entitled to notice, and any member or registered bondholder can ask to inspect or copy them later, which the body corporate must answer within ten days (PMR 27(4) and (5)). These documents get read by people who were not in the room: an auditor, an incoming managing agent, an attorney, or an adjudicator at the Community Schemes Ombud Service, where extracts from the minutes are ordinary evidence. Minutes that record what was resolved, in the words the meeting used, and how the vote fell, are the ones that hold up.
Read the prescribed rules alongside any valid amendments for your scheme. Changes to management rules must meet the requirements in section 10 of the Act. Follow the Act, regulations and your scheme’s valid rules together; this guide does not determine whether a rule or meeting is valid.
What belongs in them
10Ten things a set of body corporate minutes should carry
The order follows PMR 17(6), which sets the order of business at a general meeting, so it doubles as an agenda. The body corporate format in the tool above is built around it.
The tool structures your notes and highlights missing details for you to check. AI can still make mistakes, so review the draft against your source before circulation.
The date, the time and the place
PMR 27(2)(a) (i) names these three specifically, so they are not housekeeping. Record the closing time as well. Where the meeting was held matters more than it looks: PMR 15(4) requires a general meeting to be held in the local municipal area where the scheme is situated unless the members have decided otherwise by special resolution.
Who was there, and in what role
PMR 27(2)(a) (ii) asks for the names and the role of the persons present, which is a higher bar than a list of names. Owner, trustee, chairperson, managing agent and proxy are different roles with different rights, and the same person often holds two of them. Registered bondholders, holders of future development rights and the managing agent may attend and speak, but they cannot propose a motion or vote in those capacities.
Proxies, and the authority behind each one
The same subrule asks for details of the authorisation of proxies or other representatives, so the minutes should say who held a proxy and for whom. Two rules shape this. A proxy must be delivered to the body corporate 48 hours before the meeting or handed to the chairperson before or at the start (PMR 20(5)), and a proxy need not be a member but must not be the managing agent or an employee of the managing agent or the body corporate (PMR 20(6)).
Proof of notice, or the waivers
PMR 17(6)(d) puts proof of notice on the order of business, near the top, and it is the item most often left out of the minutes entirely. PMR 15 generally requires 14 days written notice with the agenda, supporting material and a proxy form. Special or unanimous resolutions generally require 30 days under section 6 (2) of the Act. Check the applicable exceptions and your scheme rules. Record that proof was presented, or record the waivers that stood in for it.
Quorum, and what happened if there was not one
Record the quorum basis and any adjournment. For general meetings, PMR 19 covers voting value, small schemes, attendance and excluded votes. At an adjourned meeting, the reduced quorum applies only after a further 30-minute wait. Trustee meetings follow PMR 13 instead. Check the applicable rule rather than applying an AGM threshold to a trustee meeting.
Approval of the previous minutes
PMR 17(6)(f) puts the previous general meeting’s minutes on the order of business for approval. Record corrections specifically rather than writing that the minutes were approved as read when they were not. Annexure 1 does not prescribe who signs them; the settled convention is that the chairperson signs the set once the meeting has approved it, and that signed version becomes the record.
The text of every resolution, not a summary of it
PMR 27(2)(a) (iii) asks for the text of all resolutions. Not the gist, not a paraphrase, the text. This is the single most common gap in body corporate minutes and the one that causes the most trouble later, because a levy, a special contribution or a maintenance decision is relied on by an auditor, an attorney or an adjudicator who was not in the room. Keep the figures exactly as they were stated.
The vote result on every motion
Two rules say this, which is unusual. PMR 27(2)(a) (iv) asks for the results of the voting on all motions, and PMR 20(8) requires the outcome of each vote, including the number of votes for and against, to be announced by the chairperson and recorded in the minutes. So "the motion was carried" is not a complete record. Note also that a motion at a general meeting does not need to be seconded (PMR 20(1)(a)), so do not invent a seconder.
The AGM’s own items of business
An annual general meeting carries eight items an ordinary meeting does not, set out in PMR 17(6)(j): reports of the trustees and committees, the schedules of insurance replacement values, the extent of insurance cover, the budgets for the administrative and reserve funds, the annual financial statements, the appointment of an auditor, the number of trustees for the next financial year, and the election of the trustees. Record each applicable item and its actual outcome: a report considered is not automatically a resolution passed.
Action items, and the closing detail
Every action needs a person and a date. Where the meeting named nobody, record it as unassigned rather than quietly attributing it to whoever raised it. Close with the date of the next meeting where one was set and the time this one ended.
Body corporate AGM minutes example
See how attendance, resolutions and voting results fit into a body corporate AGM minutes template.
An extract from a fictional annual general meeting. The attendance register is referenced, voting figures accompany the motions shown, and obtaining quotations is kept distinct from approving a contractor or levy.
Acacia Grove Body Corporate
Annual General Meeting Minutes
14 November 2026, 18:00, clubhouse. Closed 19:35.
Attendance
Present in person: 14 members holding 41.6 per cent of the total value of votes. Represented by proxy: 6 members holding 17.2 per cent.
Chairperson: Mr D van Wyk (trustee). Minutes: Ms K Naidoo (managing agent, Grove Property Management), in attendance and holding no proxy.
The signed attendance register and six proxy forms are attached as Annexure A, recording each name, role, section and representative authority. All proxy forms were delivered more than 48 hours before the meeting.
Notice and quorum
Proof of notice dated 20 October 2026, with the agenda, budgets, insurance schedule, annual financial statements and proxy form attached, was presented to the meeting. No waivers were tabled.
Members entitled to vote and holding 58.8 per cent of the total value were present or represented, above the one third required for this scheme. The chairperson declared the meeting quorate at 18:07.
Previous minutes
The minutes of the annual general meeting of 9 October 2025 were tabled. One correction was recorded: the approved gate motor quotation was R19,850, not R18,400 as recorded in the draft. The minutes were approved as corrected and signed by the chairperson.
Financials
The audited annual financial statements for the year ended 30 September 2026 were considered. The administrative fund closed at R412,338 and the reserve fund at R1,046,920. Arrear contributions stood at R83,510. The detailed arrears schedule was tabled separately.
The schedule of insurance replacement values was approved without amendment at R74,300,000. For: all 20 members represented, holding 100 per cent of the value represented and voting. Against: none. Carried.
Resolutions
Resolved that the budget for the administrative fund for the year ending 30 September 2027 be approved at R3,184,000. The trustees were directed to issue the contribution notices based on the approved budget. For: 17 of the 20 members represented, holding 84.6 per cent of the value represented and voting. Against: 3 members holding 15.4 per cent. Carried.
Motion proposed: that the trustees obtain two further quotations for waterproofing the block A and block B roof slabs and report back at a special general meeting before a contractor is selected. For: 17 of the 20 members represented, holding 84.6 per cent of the value represented and voting. Against: 3 members holding 15.4 per cent. Carried.
No contractor appointment or special contribution was approved at this meeting.
Trustees
Resolved that five trustees serve during the next financial year. For: all 20 members represented, holding 100 per cent of the value represented and voting. Against: none. Carried.
Elected unopposed: Mr D van Wyk, Mrs T Mabaso, Mr J Adams, Ms P Reddy and Mr S Coetzee.
Action items
Obtain two further waterproofing quotations for the special general meeting. Mr J Adams. By 14 December 2026.
Issue the special general meeting notice once the quotations are received. Ms K Naidoo. Within 14 days of receipt.
Circulate the minutes to everyone entitled to notice. Ms K Naidoo, on behalf of the trustees. By 21 November 2026.
Obtain a revised reserve fund projection for the roof slabs. Unassigned.
Common mistakes
6Six things that go wrong, and what to do instead
Most people who take minutes for a scheme were never trained to, and four of these six are traceable to a specific rule rather than to taste.
Summarising a resolution instead of recording its text
Writing "the meeting approved the roof repairs" where the resolution named a contractor, a quotation number, an amount and a payment schedule. PMR 27(2)(a) (iii) asks for the text of the resolution, and the reason is practical rather than formal: the summary is the version that goes to the auditor and to the attorney, and it is the version that turns out to be missing the one term the dispute is about.
Leaving the vote out of the record
Recording that a motion was carried without the numbers for and against. PMR 20(8) requires them to be announced and recorded, and they carry information the outcome does not. A budget passed narrowly and a budget passed unopposed are the same line in bad minutes and very different facts in a scheme where the same item comes back next year.
Recording names without roles or proxy authority
A list of surnames satisfies nobody. PMR 27(2)(a) (ii) asks for the role as well, and for the authorisation behind any proxy or representative. Attendance is what shows the meeting was properly constituted and that the votes counted were votes the people casting them were entitled to cast, so it is worth the extra few minutes.
Accepting a proxy the rules do not allow
The managing agent collecting proxies from absent owners is common and is not permitted: PMR 20(6) says a proxy must not be the managing agent or an employee of the managing agent or the body corporate. A proxy handed in after the meeting has started is a second version of the same problem, since PMR 20(5) requires delivery 48 hours ahead or into the chairperson’s hand before or at the start. If it happened, minute it accurately rather than tidily.
Sitting on the draft past the seventh day
PMR 9(e) gives the trustees seven days from the date of the meeting to compile the minutes and distribute them to everyone entitled to notice, and it says as soon as reasonably possible on top of that. Seven days is not a target for the version everyone has forgotten about, it is the deadline for the version people will act on.
Minuting a body corporate meeting as though it were an HOA
They are different instruments. A body corporate exists under the Sectional Titles Schemes Management Act and is bound by the prescribed management rules. A homeowners association is usually a non-profit company or a voluntary association governed by its own memorandum of incorporation or constitution. Do not assume the same meeting rules apply to both. Borrowing the vocabulary of one for the other produces a document that cites rules the body does not answer to.
Body corporate minutes,
answered plainly
What the prescribed management rules actually require, when the minutes are due, and what this tool will not pretend to know.
NoteWave helps you write minutes. It does not give legal advice, and the person who signs the minutes remains responsible for their accuracy.
Sources: 2016 regulations, Annexure 1 and the Sectional Titles Schemes Management Act. Read them together with your scheme’s valid rules. A preset does not certify quorum, notice, approval or legal compliance.
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