How to prepare for and run a great General Meeting
Hosted by TVDM Consultants on 16 April 2026
For more information please contact us on 061 536 3138 or email us as info@tvdmconsultants.com.
Speaker Information:
Zerlinda van der Merwe | TVDM Consultants
Jannie van den Heever | NABA Infrastructure Consultants
Watch the webinar here:
A successful general meeting doesn’t happen by chance, it takes the right preparation, structure, and expert insight.
April’s webinar explored key challenges in sectional title and HOA meetings, including low attendance, quorum issues, notice compliance, and poor meeting management. Our expert ‘Let’s Get Physical panel’ also discussed legal risks, levy recovery misconceptions, and the importance of proper budgeting, governance, and professional oversight.
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External Resources:
Read this blog by Mike Addison from Addsure: Insurance and the managing agent: What insurance does a managing agent need?
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General meeting attendance challenges
The meeting focused on discussing general meetings and attendance challenges. Sarah, a Community Schemes Consultant at TVDM Consultants, shared her experience of attending a special general meeting for her family scheme regarding a waterproofing project, where only two people attended despite needing 125 for quorum. Zerlinda also mentioned attending an adjourned Annual General Meeting (AGM) that lacked participation, particularly when discussing important financial matters. The discussion was just beginning when the transcript ended, with Poena expected to share her extensive experience with meeting attendance in both sectional title and Homeowners' Associations (HOA).
Property scheme meeting attendance patterns
The panelists discussed attendance patterns at general meetings in property schemes. Willie suggested that well-managed schemes tend to have better attendance, while Mareliza shared her experience of disruptive meetings with ongoing disputes among owners. Glen and Willie emphasised the importance of professional management and structured meetings for efficient operation. The discussion highlighted the challenges in achieving quorum and effective decision-making in some schemes.
Legal compliance and trustee engagement
Willie shared his experience successfully implementing a legal requirement in 40 minutes, emphasising the importance of clear communication about consequences. Abrie Snyman noted challenges in meetings where trustees may discourage attendance to avoid compliance decisions, particularly when trustees would bear financial responsibility. Jannie highlighted that structured meetings with comprehensive information facilitate easier decision-making, comparing it to purchasing a car with complete details, and observed that trustee and owner engagement has declined due to poor management and lack of correct information.
Community meeting attendance challenges
The meeting participants discussed challenges with meeting attendance and quorum issues in community schemes. Poena highlighted the problem of misinformation spread by managing agents and trustees, which makes it difficult to convince residents of accurate information during meetings. Michael agreed that well-run meetings by professionals proceed more smoothly, but noted that biased chairpersons can create problems by pushing agendas rather than maintaining neutrality.
AGM chair and meeting management
Willie reported that he was asked to chair an AGM but the owners voted against using him as independent chairperson, allowing another panelists to take control of the meeting. Poena shared insights from managing meetings over the years, noting that some buildings consistently struggle with achieving quorum despite efforts, while HOA’s generally perform better with WhatsApp notifications sent 30 minutes before meetings. Zerlinda suggested holding information sessions before formal meetings to address owner concerns and help with technical matters, while Poena emphasised the importance of controlling when votes are opened to prevent premature "no" votes.
Trustee meeting and quorum challenges
The panelists discussed challenges with trustee meetings and quorum requirements. Willie explained that in a specific case, the managing agent incorrectly called an AGM, and Community Schemes Ombud Service will likely set aside that meeting. The discussion then shifted to handling unexpected financial demands, particularly regarding a R406 000 deposit increase required by Eskom, with participants sharing experiences about similar challenges with water charges in Cape Town. Willie concluded by announcing plans to call a special general meeting on short notice to address the Eskom deposit requirement, as managing agents cannot make decisions that trustees couldn't take.
Financial compliance and meeting participation
The panelists discussed handling financial compliance issues, with Willie proposing to allocate money from the maintenance reserve and implement a special levy to recoup funds. Nicole agreed this approach was reasonable, though Poena raised concerns about spreading the cost over two years to avoid breaching reserve fund thresholds. The discussion then shifted to challenges with meeting participation, where participants shared strategies for encouraging owner engagement and noted that chairpersons play a crucial role in ensuring participation. Willie also mentioned that according to common law, owners who abstain must leave the meeting and no longer form part of the quorum.
South African sectional title compliance
The panelists discussed challenges with legislation compliance in South African sectional title complexes. Willie highlighted issues with serving legal notices, explaining that while email notifications are sent, owners are encouraged to sign domicilium notices designating email addresses for service. Poena described their system for tracking read receipts to demonstrate delivery. Sandy expressed concerns about municipal authorities imposing changes without proper understanding of sectional title legislation, noting difficulties in balancing compliance requirements with following the Sectional Title Schemes Management Act. Abrie Snyman agreed, emphasising that council employees often lack understanding of sectional title laws and regulations, creating barriers when trying to obtain building plan copies or implement necessary changes.
Trustee compliance and professional guidance
Jannie advised trustees to consult professionals rather than attempting compliance tasks themselves, emphasising that proper expertise reduces the risk of mistakes and ensures correct decisions for everyone's investment. She highlighted challenges with compliance requirements, including increased costs due to more stringent regulations and difficulties in obtaining information from local authorities. Jannie stressed the importance of hiring professionals for tasks like building plans, electrical connections, and structural safety to avoid arguments and ensure compliance.
Contractor safety agreements at height
Glen discussed the importance of implementing mandatory health and safety agreements for contractors working at height in body corporates, particularly for projects lasting more than a day. He emphasised that this would transfer liability from the body corporate to the contractor, protecting all parties involved. Poena raised concerns about the additional costs, particularly for scaffolding, but Glen highlighted the potential legal and financial risks of not implementing safety measures. Abrie Snyman added that budget constraints due to zero increase levies contribute to maintenance issues, while Glen noted the challenge of balancing standards with budgetary limitations.
Body corporate compliance requirements
The meeting focused on compliance and insurance requirements for body corporates. Michael emphasised the importance of using professional contractors and maintaining compliance to ensure insurance coverage, noting that Occupational Health and Safety compliance is particularly crucial. Willie warned against misinterpreting recent court developments regarding legal fees and levy recoveries, stating that social media posts about this matter were misleading. The panelists discussed the need to budget for legal fees and professional services, with Zerlinda suggesting that peer pressure on defaulters at meetings could help address outstanding payments.