Condo general meeting: the complete guide to organizing it well
From the notice to the minutes, discover every step to prepare and run a successful general meeting for your property.
The general meeting is the essential gathering of the property: it's where the budget, works, and major decisions are voted on. A well-prepared meeting runs smoothly and avoids disputes. Here is the complete guide to organizing it by the book.
What is a condo association general meeting?
The general meeting brings together all co-owners at least once a year. It makes decisions related to managing the building: approving accounts, voting on the projected budget, works, electing the board and the property manager. Each co-owner has a number of votes proportional to their share.
The notice: deadlines and content
The notice is sent by the property manager at least 21 days before the meeting date (unless a longer period is set by the regulations). It must contain several mandatory elements.
- The date, time, and location of the meeting.
- The detailed agenda, item by item.
- The documents needed for the vote (quotes, contracts, budgets).
- The terms for postal voting and proxy representation.
Building a clear agenda
Every decision put to a vote must appear on the agenda: an item not listed cannot result in a valid resolution. The board plays a central role in helping prepare a complete agenda that is understandable to all co-owners.
Understanding majority rules
Not all decisions are voted on the same way. Property law provides for several types of majorities depending on the importance of the decision:
- Simple majority: routine management decisions.
- Absolute majority: major works, appointing the property manager.
- Double majority: significant changes to the regulations.
- Unanimity: decisions affecting co-owners' rights.
Writing and distributing the minutes
At the end of the meeting, minutes record all decisions and vote results. They must be sent to co-owners within one month. The minutes serve as proof: it is essential to archive them carefully, year after year, to keep a history of the property's decisions.
Well-written, easily accessible minutes protect the property in case of a dispute and make it easier to track decisions.
Simplify your general meetings with a dedicated tool
With CoproHarmony, prepare the agenda, attach documents, inform co-owners, and archive your minutes all in one place. The board keeps a clear view from one meeting to the next, and co-owners easily access decisions. Try it for free, no credit card required.
Two points often neglected beforehand: getting your items onto the agenda and examining the draft budget before the vote.
Two things to plan beyond the statute: collecting proxies before the meeting and running the meeting by video.
Notices are going digital: see what electronic notification changes.
Three points deserve their own read: the meeting bureau, postal voting and reviewing the minutes.
When a resolution narrowly fails, not all is lost: see the second vote and majority fallbacks.
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