Annual General Meetings (AGMs) remain a cornerstone of good governance for Resident Management Companies (RMCs) and Right to Manage (RTM) companies. They provide a formal opportunity to review how the building is being managed, confirm key decisions and maintain transparency with leaseholders.
For volunteer directors, however, AGMs can feel disproportionately demanding. Preparing documentation, ensuring compliance with company articles, responding to financial questions and managing the dynamics of a meeting all require time, confidence and experience.
When JMJ Asset Management runs an AGM on behalf of a resident-led board, this burden is removed. Directors retain full control over decisions and governance, while the structure, administration and delivery of the meeting are handled professionally.
This article explains what directors can expect when JMJ manages the AGM process, and how this support strengthens governance, reduces risk and leads to better outcomes for everyone involved.
Why running an AGM matters for RMC and RTM Directors
AGMs are not simply a procedural exercise. For most RMCs and RTMs, they play a vital role in demonstrating that the company is being run responsibly and in line with its articles and lease obligations. They provide leaseholders with clarity on how service charges have been spent, what works are planned and how decisions are being made.
A well-run AGM creates a formal record of approvals and resolutions, reinforces accountability and supports transparency between the board and residents. Over time, this consistency helps build confidence in the company’s management and contributes to long-term stability within the building.
How JMJ reduces the burden of running an AGM for RMC and RTM Directors
When JMJ runs an AGM, directors are no longer responsible for the mechanics of the process. Instead, we manage the preparation, structure and delivery of the meeting, allowing directors to focus on their governance role rather than administration.
Our involvement typically begins well in advance of the meeting. We plan the AGM timetable, ensure key milestones are met and prepare and issue formal notices in line with the company’s articles and any relevant lease requirements. AGM packs are compiled carefully, bringing together accounts and supporting documentation in a clear and accessible format. Attendance, voting procedures and minutes are managed in a structured and compliant way, removing uncertainty and reducing pressure on volunteer boards.
This approach provides reassurance that obligations are being met while significantly reducing the time and emotional load placed on directors.
What RMC and RTM Directors need before running an AGM
Preparation is often the deciding factor in whether an AGM runs smoothly. When JMJ manages the process, directors can expect a clear plan and open communication throughout.
We work closely with the board to agree the meeting date and format, whether in person, virtual or hybrid. Agenda items are confirmed in advance, and any resolutions requiring approval are identified early. This clarity allows documentation to be issued correctly and ensures leaseholders receive sufficient notice.
AGM packs are prepared with the audience firmly in mind. Financial information is presented clearly, supported by explanations that help leaseholders understand how figures have been reached and what they relate to. This typically includes the annual accounts, financial summaries and, where relevant, budget proposals, alongside explanatory notes that support informed discussion. Clear presentation at this stage significantly reduces confusion and challenge during the meeting itself.
Running an AGM: What RMC and RTM Directors can expect on the day
When JMJ runs the AGM, the meeting itself is structured, focused and professionally facilitated.
We support the Chair in keeping the meeting on track, ensuring the agenda is followed and that contributions remain relevant and respectful. If required, we can Chair the meeting. Leaseholders are given the opportunity to be heard, while the meeting is managed in a way that prevents discussions from becoming circular or unproductive. This neutral facilitation helps maintain order while encouraging constructive engagement.
One of the most common concerns for directors is explaining financial and management matters. JMJ presents service charge accounts and budgets in a clear, factual manner and responds to questions with consistency and clarity. This reduces pressure on directors, avoids misinterpretation and reinforces transparency. Directors remain involved in the discussion but are not placed in the position of having to defend technical detail on the spot.
Voting procedures are handled in line with the company’s articles and statutory requirements, and decisions are recorded accurately. This creates a reliable record of outcomes and protects both the company and individual directors.
What RMC and RTM Directors should do after running an AGM
Support does not end when the meeting closes. Post-AGM actions are a critical part of good governance, and this is where meetings often lose momentum when managed informally.
JMJ ensures that minutes are prepared and issued promptly, providing a clear and accurate record of discussions and decisions. Actions arising from the meeting are logged and tracked, and any changes to directors or company details are progressed as required. This continuity ensures that AGMs lead to meaningful outcomes rather than unresolved discussion.
Supporting good governance
Running an AGM effectively is an important demonstration of good governance. When JMJ manages the process, directors benefit from clear documentation, consistent and compliant procedures and professional handling of challenging discussions. This reduces personal risk and allows boards to demonstrate that decisions are being made reasonably and responsibly.
For directors seeking a broader understanding of their role, our earlier insight “The Role of a Resident Management Company Director” provides helpful context on governance responsibilities and decision-making.
Building confidence with Leaseholders
Leaseholders are far more likely to engage positively when AGMs are well-organised and clearly communicated. Professional management signals that the board takes its responsibilities seriously and values transparency. Over time, this builds trust, reduces friction and supports smoother decision-making across the building.
When RMC and RTM Directors benefit most from support with running an AGM
While some smaller companies choose to manage AGMs independently, professional support is particularly valuable where buildings are larger or more complex, financial matters are sensitive, previous meetings have been challenging, or directors are new or limited in time. In these situations, structured AGM management provides reassurance to both directors and leaseholders and helps prevent issues from escalating.
What Directors can expect when JMJ runs your AGM
When JMJ manages your AGM, directors can expect a structured and compliant process, clear communication and documentation, professional facilitation of the meeting, a significantly reduced administrative burden and ongoing support after the meeting concludes.
At JMJ Asset Management, we work alongside RMC and RTM directors to ensure AGMs are effective, compliant and constructive. By taking responsibility for the process, we allow boards to focus on governance, decision-making and the long-term care of their buildings.
