Quorum, Proxy, and Voting Rules for Leaseholders Meetings

A procedurally flawed vote means a challengeable decision

Every decision your association makes — approving the annual accounts, authorising major works, electing committee members — depends on a properly conducted vote. If the procedure is wrong, the decision can be challenged, leaving your association exposed to disputes, delays, and unnecessary legal costs.

The rules vary depending on your constitution, but the core concepts are consistent across almost every leaseholder association. Here is what you need to know.

Quorum: the minimum number that makes a meeting valid

A quorum is the minimum number of members who must be present (in person or by proxy) for a meeting to be valid. Without a quorum, any decisions made are void.

Typical quorum requirements:

• AGM: Usually 10–25% of all members, or a fixed number (e.g. 5), whichever is greater
• EGM: Usually the same as or slightly higher than the AGM quorum
• Committee meeting: Usually a majority of committee members (e.g. 3 out of 5)

If the meeting is not quorate after 30 minutes, it is typically adjourned. Some constitutions allow the adjourned meeting to proceed with whatever members are present — others do not. Check yours.

Show of hands vs poll vote: using the right method matters

Show of hands

The default method for most meetings. Each member present has one vote, regardless of how many units they own. The chair calls for a show and declares the result by visual count.

Quick and effective for uncontested resolutions. But it does not create a permanent record of how each individual voted, and the result is hard to verify if challenged.

Poll vote

A poll records each member's vote individually. It can be demanded by the chair or by a minimum number of members (often 3–5). Use a poll for:

• Contested elections with multiple candidates
• Contentious resolutions where the show-of-hands result is disputed
• Weighted voting where votes are allocated per unit

In a weighted system, voting power may be tied to the number of units a member owns or the size of their lease. Check your constitution and lease terms.

Proxy voting

Allows a member who cannot attend to appoint someone else to vote on their behalf:

• Proxy appointments must usually be made in writing before the meeting
• Proxies count toward quorum in most associations
• Some constitutions limit the number of proxies one person can hold
• Proxy votes are counted in a poll but not usually in a show of hands

Majority requirements

• Simple majority (ordinary resolution): More than 50% of votes cast. Used for routine decisions — minutes approval, report acceptance, routine spending.
• Two-thirds majority (special resolution): At least two-thirds of votes cast. Required for constitution changes, major commitments, or decisions affecting members' rights.
• Unanimous: All votes in favour. Rarely required, but some constitutions require it for specific matters.

Five common voting pitfalls

• Not checking quorum at the start. A meeting that begins inquorate cannot become quorate later — unless the constitution says otherwise. Always announce the quorum status.
• Using the wrong voting method. On a show of hands, one member = one vote. On a poll, votes may be weighted by unit. Using the wrong method invalidates the result.
• Failing to record proxies. Unrecorded proxies lead to disputes about whether a member was properly represented. Keep a register.
• Passing resolutions under AOB. Binding decisions should never be made under "Any Other Business." If it needs a vote, it needs to be on the agenda.
• Ignoring abstentions. Abstentions are not votes for or against, but they must be recorded. Some decisions require a majority of those present and voting; others require a majority of those present.

Run verifiable votes with LeaseholdConnect

LeaseholdConnect's voting engine is built for leaseholder associations. Create voting topics, set visibility controls, allow proxy votes where your constitution permits, and capture permanent result snapshots that cannot be altered.

Every vote is timestamped and recorded in the audit trail. No more counting slips of paper or arguing about what the result was.

Create your free workspace and run your next vote on the record.