Running a legally sound digital AGM in Cyprus

Mixed-nationality resorts in Cyprus rarely get all owners in the same room. A digital or hybrid AGM is now the norm — but the minutes still need to hold up in front of an owner who disagrees with the outcome. Here is the shape of an AGM that survives scrutiny.

Before the meeting

• Notice period. Follow whichever is stricter — the regulations of the building or Cap. 224. Send the notice to every registered owner on the channel you have recorded (email + in-app is our default). Keep the send timestamp.
• Agenda. Circulate the full agenda, prior minutes, treasurer's report and any resolutions to be voted on. No last-minute surprise items.
• Proxies. Publish a proxy form. Set a deadline for proxies to arrive before the meeting starts. Store them.

During the meeting

• Roll call. Record who is present in person, who is joining remotely and who is represented by proxy. That list is the basis for every vote count.
• Quorum. Check quorum against the share percentages, not head count. Digital tools should surface both live.
• Voting. One vote per share as defined in the deeds. Show the tally publicly. Give abstentions a clear option — silence is not consent.
• Recording. Recording the video is optional; recording the decisions is not. The written minutes are the primary evidence.

After the meeting

1. Draft the minutes within seven days. Circulate to all owners for review.
2. Adopt the minutes at the next committee meeting. Sign — a typed name plus a timestamped digital signature is fine when the process is auditable end-to-end.
3. Archive the meeting pack: notice, attendance, proxies, resolutions, tallies, minutes. One folder per meeting.

How IRES AI helps

IRIS drafts the invitation from the previous meeting's action items, tracks acceptances and proxies, runs the live tally against share percentages during the meeting, and produces adopt-ready minutes in the committee's language. The committee reviews and confirms — the archive builds itself.