The general assembly is the highest decision-making body of an apartment building. It elects the manager, approves major expenses and resolves disagreements. A well-organised assembly is shorter, makes valid decisions and leaves no room for challenges.
When it is called
- Ordinary: usually once a year, for the annual accounts, budget and election of the manager.
- Extraordinary: when an urgent matter arises, such as a major breakdown, contracting works or accumulated arrears.
Who can call it, and with how much notice, is set by the building regulations. It is usually called by the manager or by owners representing a certain percentage of per-mille shares.
The notice
A proper notice includes:
- Date, time and place (or a link, if the regulations allow online participation).
- A detailed agenda, as decisions outside the agenda may be challenged.
- The date of a repeat meeting if there is no quorum.
- Attachments: quotes, accounts or other documents to be discussed.
Send the notice to all owners, not only to residents, and keep proof of sending.
Quorum and majorities
The quorum and majorities required for each decision are set by the regulations. In most buildings they are calculated on the per-mille shares of the owners present or represented. Routine matters are often decided by simple majority, while significant changes require increased majorities or even unanimity.
Tip: before the assembly, prepare a list of owners with their per-mille shares. Calculating quorum and votes then takes seconds.
Proxies
An owner who cannot attend can usually be represented by written proxy. Collect proxies before the meeting starts and attach them to the minutes.
The minutes
The minutes are the proof that a decision was made validly. They should include:
- Owners present and represented, with their per-mille shares.
- Confirmation of quorum.
- Each agenda item, a short summary of the discussion and the voting result.
- Signatures, as required by the regulations.
Share the minutes with all owners, especially those who were absent.
Checklist for the manager
- I checked the regulations for notice periods, quorum and majorities.
- I sent a notice with the agenda to all owners.
- I prepared the accounts, budget and statement of arrears.
- I collected quotes for the works to be discussed.
- I have the per-mille list and a proxy form.
- I will share the minutes after the meeting.
Better prepared with BeeManager
With BeeManager all of the building’s statements and expenses are organised in one place, so you arrive at the assembly with all the figures. See also what to do about unpaid common expenses.