Meeting Mandate Form

Part A — Client (Community Scheme)

Part B — Managing Agent (complete only if a managing agent acts for the Scheme)

Part C — Trustees or directors confirming the appointment

At least two trustees or directors must be listed and must sign Part I. They sign for the Scheme only and take on no personal liability (clause 15C.3).

Part D — Authorised people

Part E — Billing

Where a Managing Agent acts, it and the Community Scheme are jointly and severally liable for payment. The outgoing Managing Agent stays liable for invoices for work done before any change of managing agent (clause 15C).

Part F — Meeting details

Members vote only on their own phones, tablets or computers; MeetingPal supplies no voting devices (clause 3.7). The Client provides the venue, power, internet and all audio-visual equipment (clauses 4.8 and 8.2).

Part G — Data to supply for loading by MeetingPal

Supply each item that applies by the date below. MeetingPal loads it and sends a Loaded Data Verification Report before invitations go out (clause 6A). Tick each item as it is sent.

• Final notice, agenda, resolution wording and supporting documents
• Full Governance Documents, with amendments identified
• Record date and the legally responsible decision-maker
• Voting Roll, preferably in MeetingPal's template, with a unique identifier per unit, erf, stand or member (other usable formats are accepted, clause 6A.2)
• Primary duly authorised representative for each interest, with secondary Participants clearly labelled
• Validated email address and mobile number for each intended recipient
• Ownership or member status, and grouping of multiple interests
• Owners of more than one unit: one consistently spelled name (preferably as registered in the deeds registry, e.g. per Windeed) and the same email and mobile across all their units. These must be the owner's or duly authorised representative's, not a rental agent's, tenant's or other levy payer's (clause 5.8)
• Participation quotas, weighted votes, developer or founder votes and class rights
• Good-standing, arrears, default and suspension status, with the exact consequence of each
• Validated representatives for companies, close corporations, trusts, estates and co-owners
• Validated proxies, substitutions, limits and directed voting instructions
• Resolution-by-resolution eligibility, exclusions and voting thresholds
• Quorum formula and how proxies count towards quorum
• Candidate list, nomination status and eligibility
• Who may attend, speak and observe
• Approved member communications, and support and escalation contacts
• Privacy, recording and disclosure instructions
• Manual votes or imported results, only if separately approved

Do not send copies of identity documents, passports or other special personal information unless MeetingPal asks for them through its secure channel (clause 11.8).

Part H — Client confirmations

Tick each confirmation. Each one restates a term of the Agreement and does not replace it.

• We have read and accept the Agreement, version 2.
• MeetingPal loads all data. We supply source data only and will not load data into the Platform ourselves (clause 6A).
• We remain responsible for the legal accuracy of the data, including ownership, representatives, proxies, arrears and suspensions (clauses 4 and 5).
• Names and contact details of owners of more than one unit are consistent and belong to the owner or duly authorised representative (clause 5.8).
• We will review the Loaded Data Verification Report promptly and sign the data certification before voting opens (clauses 6.4 and 6A.4).
• We provide all audio-visual equipment, the venue, power and internet (clauses 4.8 and 8.2).
• Members vote on their own devices; MeetingPal supplies no voting devices (clause 3.7).
• Required POPIA notices, consents and lawful bases are in place, including for recording (clauses 8.4 and 12.2).
• Where a Managing Agent signs, it holds the Scheme's written mandate and is jointly and severally liable for payment, including after any change of managing agent (clause 15C).

Part I — Acceptance and signatures

By signing below, or by clicking "I accept" when submitting this mandate online, each signatory:

1. accepts the MeetingPal Independent Meeting Services Agreement, version 2, available at www.meetingpal.co.za/terms-and-conditions/, for the party named next to their signature;
2. confirms that the information in this mandate is complete and accurate; and
3. warrants that they have authority to bind that party.

An electronic signature or online acceptance is intended to bind the party as a handwritten signature would, as permitted by the Electronic Communications and Transactions Act 25 of 2002.

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