renjay58 – so far as the Notice of Meeting (i.e. the agenda) is concerned, if it and a copy of the Minutes of the last General Meeting were provided to all Owners at least 14 days before the Meeting date, then that’s in compliance with the provisions of the NSW Strata Schemes Management Act (SCMA).
With regard to the Proxies, provided the correct FORM was used and the person granting their proxy has signed it and in this instance there’s a preference clearly shown at Item 3, then that too is in compliance with the SCMA, as even though that form has been “modified” in the manner you describe it could be argued that the person granting it was in agreement with the extent of that pre-completion.
So whilst all the above may be contrived, and even if Notice was provided less than 14 days beforehand and had been without the previous Minutes, an EGM provides some “wiggle-room” in those respects, and if challenged, the process would be likely considered legal unless it could be proven that the Resolutions taken would have been different had total compliance with the SCMA occurred; that would be for you to judge after the Meeting.
Similarly, a vote by simple majority of those present at the Meeting both personally and by proxy to terminate the services of the current Strata Manager (SM) would be legal, provided that’s also in accordance with the procedures given in their Agency Agreement with your Owners Corporation, where a minimum period of 3 months written notice to the SM generally applies.
Legal compliance is one thing, but making a sound decision is another in this instance, where if it’s not careful the O/C could deprive itself of a smooth hand-over of records and management continuity from one SM to another, or worse still find itself for some period with no Strata Manager at all.
So as Peter suggested, do some lobbying with other Owners to gauge support for a more measured process of changing SM (or not), and if you don’t get the numbers perhaps look at those in the context of you calling for a “poll vote” at the Meeting on the Motion about the SM, where the outcome is determined on the basis of Owners’ units-of-entitlement as opposed to a simple majority vote.