Notice of Extraordinary General Meeting (EGM)

By Steven Purnell on May 4, 2026 at 3:07 pm
Type: News Category: Handover
Tags: Announcements

We want to let all Members of the Dovecote (Drayton) Management Company Limited (ManCo) (company number 11103835) know that a Notice of Extraordinary General Meeting (EGM) will be delivered by hand to your letterbox on Monday 4th May 2026.

The same EGM Notice and Covering Letter can be found at the bottom of this news item.

Why this Matters

The EGM is an important opportunity for Members to formally vote on key matters affecting the ManCo and the future management of the estate.

Under the Company’s Articles of Association, decisions at General Meetings are made by Members, with each Member having voting rights in accordance with the Register of Members.

In most cases, homeowners will be entitled to be Members of the ManCo, although there can be delays in some homeowners being formally registered after they have moved in.

This means your participation directly influences the outcome of decisions that will shape how the estate is managed going forward.

Your Voice Counts

Whether you attend in person or vote by proxy, this is your opportunity to:

• Have a direct say in how the ManCo is run.
• Influence decisions that affect the estate and all residents.
• Ensure your views are formally recorded.

If you do nothing, decisions will still be made — just without your input.

Voting for Resident Directors

In 2024, we held a vote of residents to secure support for our nominee Resident Directors being appointed at an EGM. At that stage, we thought it might be closer than it turned out to be!

We have updated the post Introducing our Resident Director Nominees to include our most recent recruit: Ben Carpenter, who is our resident expert on ecology!

The voting page from 2024 can be found here, just in case anyone wants to check the results of the vote.

The Resident Directors have been working together over the last 12-18 months to make sure we are ready to take on the management of our ManCo. At the EGM, Members have to vote to appoint each Resident Director individually. We hope that you will feel confident in voting for all of the Resident Directors, so the team can continue their work as members of the new ManCo Board of Directors.

What You Need to Do

1. Look out for the EGM Notice arriving on Monday 4th May.
2. Read it carefully (or view it online via the link above).
3. Decide how you want to vote.
4. Attend the meeting and/or submit your Proxy Appointment Form.

Submitting a Proxy Appointment Form

A Proxy Appointment Form allows a Member to appoint another person to attend the meeting and vote on their behalf.

This is particularly important if you are unable to attend the EGM, as it ensures your vote is still counted.

Members may also submit a Proxy Appointment Form even if they plan to attend the EGM. Doing so can help ensure that voting instructions are clearly recorded in advance.

If you wish to participate, submitting your Proxy Appointment Form as early as possible is strongly encouraged.

A Collective Moment

This is one of the few formal mechanisms available for Members to shape the direction of the estate.

A strong level of participation will ensure that the outcome properly reflects the views of the community as a whole.

If you have any questions, please get in touch through our Contact page.

EGM Covering Letter

The Covering Letter issued to all Members on the Register of Members can be found below:

Notice of EGM

The Notice of EGM issued to all Members on the Register of Members can be found below:

EGM Proxy Voting Form

The EGM Proxy Voting Form issued to all Members on the Register of Members can be found below. This can be printed out and completed by following the instructions provided in the EGM Notice. Alternatively, Members can complete the EGM Proxy Voting Form online.