You don’t say how many lots there are in your scheme, so it’s not clear whether or not you might have had a quorum.
The Strata Manager should have declared the proxies that she held – that is standard procedure, and it needs to be stated so it can be recorded in the minutes.
In terms of adjournment – where a meeting is adjourned, it must be adjourned for at least 7 days. If on the date for the reconvened meeting you still don’t have a quorum, the meeting can proceed – this is set out in Schedule 1 of the Act – so it doesn’t matter whether or not you could get a quorum in December.
So now an EGM is being called – essentially there is no difference – if you can hold an EGM, you can hold an AGM, can’t you – they are both general meetings? The same considerations regarding proxies apply, however if there is no quorum at the EGM then you can’t proceed (because it is a different meeting), whereas if you held the adjourned AGM, you could (hope that makes sense).
There are no minutes of the adjourned AGM, because it has not been completed yet – however, you are within your rights to ask for details of the proxies held by the manager. The manager should have prepared draft minutes which would not yet be finalised, because the meeting has not been completed.
In relation to your comments regarding proxies controlled by the Committee – you are aware that there are limits to how many proxies can be held?
Your manager sounds like a crock.