How to write meeting minutes?
The meeting minutes are an essential document for the administration of the condominium, as they record the main events, deliberations and decisions taken by the condominium owners at each meeting.
In this article, we address the main requirements for preparing effective and accurate minutes.
Find the key ideas from this article here
Basic requirements
A well-structured minutes maintained by the condominium administrator must follow certain formalities. Firstly, it must contain basic information about the meeting, namely the date, place and time of the meeting, as well as a list of condominium owners present and absent at the meeting.
The various points discussed and the decisions taken at the meeting must be included in the minutes in a clear and concise manner, indicating the result of the respective votes.
Finally, it must also mention the existence of possible documents attached to these minutes, such as budgets or minutes of past meetings and must inform the date, place and time of the next meeting.
📝 Condoroo Tip: Minutes should focus on decisions and actions rather than word-for-word dialogue. An effective minute-taker captures the “who, what, and when” to ensure every owner understands the meeting’s outcome, even if they weren’t present.
Clear and objective language
The minutes of the meeting must be available to all condominium owners. As such, it must have clear and objective language, so that there are no different interpretations of the events that occurred.
All condominium owners must be able to read and understand the decisions made without the need for additional clarification.
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Votes and results
Not only should the minutes include the points discussed and decided at the meeting, but also their voting, that is, votes for, against and abstentions. In addition, the justifications given by the different condominium owners for their vote, should it be negative, must also be included.
⚖️ Legal Reminder: For condominium meetings, never forget to record the exact quorum (percentage of ownership present). Without confirming that the required legal minimum was met, any decisions or votes taken could be challenged or deemed invalid later.
Who must sign the minutes?
This is one of the crucial points that raises the most doubts among condominium owners, since this is a procedure that ensures the validity of the document and confirmation of the decisions taken at the meeting.
Although it is not necessary for all condominium owners to sign the minutes, the condominium administrator must ask all condominium owners participating in the meeting to sign the document, which can be handwritten or via an electronic signature.
Storage and access
After the minutes have been written and signed by all condominiums present at the meeting, it must be properly stored, physically or digitally, and made accessible to all condominium owners.
This is an essential aspect for the administration of a condominium, as it promotes transparency and allows the various condominium owners to monitor the decisions taken at the assembly.
💻 Final Step: Distribute the minutes within 48 to 72 hours while the discussion is still fresh. Once approved, archive a signed digital copy in a shared folder accessible to all owners to promote transparency and trust within the building.
Conclusion
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