The general meeting agenda template
Eight sections, one resolution per item, worded so they can be put to the vote as they stand. This is the document the condo board reviews — or proposes — before the agent sends out the notice.
Why the agenda decides everything
A general meeting may only vote on items entered on its agenda. Anything outside it is out of scope, and a decision taken on an unlisted point can be annulled — the most ordinary dispute in condo law.
Each item must also be drafted so it can be put to the vote as it stands. “Any other business” can therefore never be voted on: it is a slot for discussion, not a resolution.
What a valid agenda contains
- One item per resolution, worded affirmatively.
- The amount and the contractor for every quote put to the vote.
- The applicable majority stated next to each resolution.
- The required documents attached to the notice, not handed out on the night.
A co-owner may have an item added at any time, provided the request reaches the agent before the notice goes out. After that day it is carried over to the following meeting (article 10 of the decree of 17 March 1967).
Word template
Agenda of the general meeting of [date]
Co-ownership [name] — [address] — meeting of [date], at [time], at [place]
Replace the items in brackets and delete the resolutions that do not apply. One rule holds the whole document together: one decision = one resolution, worded so it can be voted as it stands.
1. Appointing the officers
Chair of the meeting, secretary and tellers. This is the first resolution of any meeting: with no officers appointed, nothing that follows is valid.
Resolution 1 — article 24 majority
2. Approval of the closed year’s accounts
The vote covers the accounts as they appear in the accounting annexes attached to the notice. A refusal must be reasoned in the minutes, otherwise it protects no one.
Resolution 2 — article 24 majority
3. Discharge of the managing agent
Discharge is a vote separate from approval of the accounts. It is not compulsory: the board may recommend withholding it, setting out its reasons.
Resolution 3 — article 24 majority
4. Vote on the annual budget
Budget for the coming year, with the due dates of the quarterly instalments.
Resolution 4 — article 24 majority
5. Contribution to the works fund
Annual amount voted, at least equal to the higher of 5 % of the annual budget and 2.5 % of the works in the adopted multi-year plan.
Resolution 5 — article 25 majority
6. Works and quotes put to the vote
One resolution per quote, with the contractor’s name, the gross amount and the cost-sharing key applied. Competing quotes go with the notice, not onto the table on the night.
Resolutions 6 onwards — majority according to the type of works
7. The managing agent’s contract
Renewal or appointment: term, annual flat fee, effective date. Competing contracts are attached to the notice.
Resolution — article 25 majority
8. The condo board
Election or renewal of members and, where applicable, a delegation of powers with the spending cap attached to it.
Resolution — article 25 majority
“Any other business” cannot be put to the vote: keep it to information only. Every decision must have a resolution of its own.
Get the template by email
One email address and the document is yours. The download opens right below.
The agenda is prepared all year round
A meeting’s resolutions are the sum of what happened since the last one: the quote received in March, the incident reported in June, the contract coming up for renewal. CoproHarmony keeps that thread and hands it back when the notice has to be prepared.
Record as you go
Incidents, quotes, exchanges with the agent: each item is dated and findable.
Prepare the notice
The board turns up with its items in writing, before the notice goes out.
Follow the vote
Resolutions, majorities and outcomes filed alongside everything else.
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