Governance & Elections Guide

Overview

• AGM Management - Schedule, publish notices, track RSVP and quorum
• Digital Voting - Secure voting on motions and resolutions
• Elections - Committee elections with nomination workflow
• Audit Access - Financial document access for owners

Owner vs Tenant Access

AGM Management

Creating an AGM (Secretary)

Only users with the AGM Manage capability (Secretary and above) can create AGMs. Navigate to Governance → AGMs → New AGM and fill in the meeting details: title, date, time, venue, agenda items, quorum percentage, and RSVP deadline.

Publishing AGM Notice

Once created, publish the AGM notice to notify all owners. Open the AGM detail page and click Publish Notice. All eligible owners will receive a push notification and email with the full meeting details.

Owner RSVP

Owners can RSVP for the AGM from the Governance section in the app. They can mark themselves as attending or assign a proxy to vote on their behalf before the RSVP deadline.

Tracking Quorum

The admin dashboard shows a live RSVP count against the configured quorum percentage. If quorum is not met before the deadline, the admin is alerted and can send reminder notifications to non-responding owners from the AGM detail page.

Digital Voting

GateFlux supports secure digital voting on AGM motions and resolutions. Votes are recorded with a timestamp and are immutable once submitted.

For Admins — Creating a Motion

1. Open the AGM from Governance → AGMs
2. Click Add Motion
3. Enter the motion title and description
4. Set the voting type — Simple Majority (more than 50%) or Special Resolution (typically 75%+)
5. Set the voting window (start and end date/time)
6. Click Save — owners are notified when voting opens

For Owners — Casting a Vote

1. Go to Governance in the app
2. Open the active AGM and tap the motion you want to vote on
3. Read the motion description carefully
4. Tap For, Against, or Abstain
5. Confirm your vote — it cannot be changed once submitted

Viewing Results

Once the voting window closes, results are published automatically on the AGM page. The results show:

• Total eligible voters and votes cast
• For / Against / Abstain counts and percentages
• Whether the motion passed or failed based on the required threshold

Elections

Committee elections are held through GateFlux to elect society office bearers — President, Secretary, Treasurer, and committee members.

For Admins — Setting Up an Election

1. Go to Governance → Elections → New Election
2. Enter the election title, description, and the positions being contested
3. Set the nomination window (when owners can file their candidacy)
4. Set the voting window (when owners cast their votes)
5. Configure the eligibility rules (e.g., owner must have no overdue dues to vote)
6. Click Publish — all owners are notified about the upcoming election

For Owners — Filing a Nomination

1. Go to Governance → Elections
2. Open the active election and tap File Nomination
3. Select the position you are contesting
4. Enter a brief candidate statement (optional)
5. Submit — your candidacy is visible to all eligible voters once the nomination window closes

For Owners — Voting in an Election

1. Go to Governance → Elections when the voting window is open
2. Open the election and review the candidate list for each position
3. Tap your preferred candidate for each position
4. Review your selections and tap Submit Votes
5. Your votes are recorded — you cannot vote again once submitted

Audit Access for Owners

Owners have read-only access to key financial documents for transparency. From Governance → Audit Documents, owners can view:

• Monthly income and expense statements
• Annual financial reports
• AGM meeting minutes and resolutions
• Approved expense records

Documents can be downloaded as PDF directly from the audit document list.