The secretary or SM has to give 7 days notice of the AGM, and a copy of the agenda with the motions to be voted.
Most reasonable SM will send out a notice approx 2 months before the AGM with a request for motions to be submitted at the AGM to be returned no later than 1 month before the AGM date.
If yours dosn’t do this just send in a request to have these motions added to the AGM agenda. Make sure you do this at least 1 month before AGM due.
As for proxies if YOU go around after the proxy collector has obtained his proxies and get the lot owners to name you as the new proxy for their vote, the newest proxy form by date is the valid one, and so you would trump any earlier dated proxy.