Not sure how anyone could have had 12 -13 votes each on a complex of 26 dwellings, as it it one vote / dwelling
To answer your questions
1) Not to my knowledge
2) Max of their own vote + 2 proxies - the main criteria is that no one person can hold more than 1/3 of the vote
3) On a site of 36 we have a manager, treasurer + site inspector
Cannot comment on 4)
As for not being able to get 80% of the owner vote, if the AGM is called & you don't have the required attendance, the meeting should be reconvened (& noted as such in the decision book) At the reconvened meeting, it is a simple majority of who turns up + the proxy votes available that carry the decision.
BTW it is for the committe to call the AGM, not the maintenance company. Our maintenance co do not attend the AGM or have any vote (though they could hold proxies if requested by specific owners & vote that way), as they do not own any of the properties. Have you made the maintenance co your site manager, otherwise, how could they notarise the decision book? Our committe have to present themselves to the notary office
Also, every owner should have a copy of the MP & one should be available in the decision book, we have never lodged a copy with the tapu office.