Management Corporation Meetings
After the 1st annual general meeting (AGM), subsequent AGMs must be held in each calendar year. It should not be more than 15 months after the date of the last AGM
AGM Agenda
1. Election of council members
2. Confirmation and updating of minutes of the last general meeting
3. Other motions submitted by the council or subsidiary proprietors (SPs) for consideration.
Extraordinary General Meetings
Any general meeting of the Management Corporation (MC) that is not an AGM is considered as extraordinary general meeting (EOGM). An EOGM can be convened at any time.
The MC appoints a council which is a representative body of members elected from among SPs or their nominees. The council administers day-to-day running of the strata scheme and is elected at each annual general meeting (AGM). The council can have up to 14 members, which includes representative members of an executive committee of a sub-MC.
3 important post of council members:
1. The Chairmen
2. The Secretary
3. The Treasurer
Chairman
The chairman’s primary function is to preside over all meetings of the council. The MC function is ensure that the meeting is properly conducted. In addition, the chairman may rule whether a particular motion is in order. No person can hold the post of treasurer for more than two consecutive terms
Secretary
1. Preparing and distributing minutes of meetings
2. Giving notices for the MC and the council as per BMSMA rules
3. Maintaining the strata roll
4. Facilitating the inspection of MC’s documents
5. Answering correspondences addressed to the MC and other correspondence
6. Convening any meetings of the MC and the council if any
7. Carrying out all administrative and secretarial duties for the MC and the council if any
Treasurer
1. Give SPs notice of any levies under the BMSMA rules and regulations
2. Give receipts, do banking errands and accounting for any money paid to the MC
3. Preparing any financial requirements under the BMSMA requirements
4. Keeping all accounting records and preparing financial statements and liaison with any independent accounting service provider other than MA.
Disclosure of interests
In order to avoid conflict of interests, council member directly or indirectly, interested in entering a contract or proposed contract with the MC, must immediately declare their position at council meeting. This is to avoid any conflict of interests in securing services for the estate. Council member involved must not take part in any discussion or vote on any matter related to the contract. Involved council member may also be asked to withdraw from the meeting when the matter is being discussed, unless the council requires council member to be present to provide information or otherwise
Minutes of Council Meetings
After a council meeting, a copy of the minutes of a council meeting, including any resolutions passed, must be displayed on the notice board. It has to be within seven days after the meeting and continue to be displayed for not fewer than 14 days. If there is no notice board, each SP must be given a copy of the minutes.
Appointment of the Managing Agent
A management corporation (MC) may employ the services of a managing agent (MA) to help the MC in the day-to-day running of the strata scheme or through the council members run the estate themselves. An MA can be appointed up to three years and the MA’s performance must be reviewed at every annual general meeting (AGM). An MA may be appointed or terminated by one of the following ways:
Duties and Liabilities of the Managing Agent
An MC may delegate to an MA part or all of its powers, duties and functions. Such decision can be done by an ordinary resolution passed at a general meeting. These duties may include performing the functions of the chairman, secretary or treasurer or the whole council. The MA can be held liable for any contravention of the Building Maintenance and Strata Management Act as if it had been committed by the MC.
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