we agree at the AGM for another 3 years yet it’s really 3 years and 3 months?
You need to check renewal terms in the SM’s contract.
IME what usually happens is that the OC’s decision to renew the SM’s contract is a decision to renew from when the current contract actually ends, not from the date that the OC voted.
Also be sure that the OC gives the required advance termination notice.