The attendance sheet template
It is the least glamorous document of the meeting, and the first one produced when anything is challenged: it proves who was voting, with how many votes, and whether the proxy ceilings were respected.
What the attendance sheet is really for
Signed at the start of the session and annexed to the minutes, it establishes the composition of the meeting. Without it no vote count is verifiable, and therefore no majority can be demonstrated.
It also serves to check the delegation ceilings: three proxies at most per holder, more only if the total votes they hold — their own included — stay under 10 % of the association’s votes.
What each line must carry
- Owner’s name, lot number and ownership shares.
- Present, represented or voting by post.
- For someone represented: the name of the proxy holder.
- The signature, given at the start of the session.
The attendance sheet is certified accurate by the chair and annexed to the minutes. A sheet that is unsigned or not annexed weakens every resolution voted that day.
Word template
Attendance sheet — general meeting of [date]
Co-ownership [name] — total votes in the association: [shares]
Fill this in before the session opens, not during. The totals calculated here are used for the count on every resolution: an error here spreads to all the votes.
1. Header
Identity of the association, date and place of the meeting, total votes making up the association.
Co-ownership [name] — [date] — Total votes: [shares]
2. Owners present
One line per person physically present: name, lot, shares, signature.
[Name] — Lot [no.] — [shares] — Signature:
3. Owners represented
The principal, their shares, and the name of the holder voting for them.
[Principal] — Lot [no.] — [shares] — Represented by [holder]
4. Postal votes
Owners who returned their form before the meeting, with their shares.
[Name] — Lot [no.] — [shares] — Form received on [date]
5. Proxy check
For each holder: the number of delegations received and the total votes held, own votes included.
[Holder] — [n] proxies — [votes held] — that is [%] of the association
6. Totals
The summary that will be used for the count on each resolution.
Present: [votes] — Represented: [votes] — Postal: [votes] — Total voting: [votes]
7. Certification
The chair’s signature attesting the sheet is accurate, and mention of its annexation to the minutes.
Certified accurate on [date] by [chair] — Annexed to the minutes
Certified accurate by the chair of the meeting, and annexed to the minutes.
Get the template by email
One email address and the document is yours. The download opens right below.
This year’s attendance sheet. And the one from three years ago.
When something is challenged, it is the first document asked for — sometimes two years later. A paper sheet in a folder that has changed hands does not turn up. CoproHarmony keeps the meeting documents in one place, term after term.
Prepare the list
Owners and ownership shares are up to date before the session.
Check the ceilings
The proxy count is verified at sign-in, not at the count.
Archive with the minutes
The sheet stays attached to the minutes it belongs to.
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