Ordinary condominium meetings
Ordinary condominium assemblies represent a fundamental aspect of condominium life and are sometimes marked by heated debates. However, it is important to remember that these regular meetings bring together condominium owners with the purpose of discussing and deliberating on issues of management and operation of the condominium. For these meetings to be effective, it is essential that participants are well informed and aware of critical issues related to community life.
In this article, we will explore some of the most important issues surrounding condominium meetings.
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Convocation and regularity
The first essential question concerns the calling of meetings and their frequency.
Assemblies must be called in accordance with the rules stipulated in the condominium regulations and legislation. The legislation provides for the ordinary meeting to be held in the first fortnight of January, unless the condominium owners decide differently. This is why meetings are typically held in the first quarter of the year. It is important that owners are aware of the deadlines and procedures for calling meetings, as well as the frequency with which meetings must occur.
Active participation
The active participation of condominium owners is crucial to the success of the assemblies. All condominium owners have the right and responsibility to take part in meetings, express their opinions and vote on decisions. It is important that owners are willing to get involved in discussions and contribute to making decisions that affect the condominium.
Assembly format
The format of the meeting is a relevant issue in condominium management, and the choice between an in-person, online or mixed meeting must be considered. Traditional face-to-face assemblies provide direct interaction between condominium owners, promoting face-to-face discussions and debates. However, with technological advances, online assemblies have gained popularity, offering convenience and accessibility to participants.
Mixed assemblies, which combine in-person and virtual elements, appear as an option that balances in-person participation with the convenience of remote participation. The choice of format must take into account the needs and preferences of condominium owners, as well as the nature of the issues to be discussed, in order to guarantee the effectiveness and inclusion of all involved.
Agenda
A successful assembly begins with a clear and comprehensive agenda. The items to be debated must cover financial, administrative and coexistence issues, such as the budget, election of the administrator, works and improvements, coexistence problems and other decisions relevant to condominium owners. The following agenda must be the one sent in the call for proposals.
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The rules of coexistence are essential to guarantee a harmonious environment in the condominium. These rules may address issues such as the use of common areas, coexistence with pets, prohibition of noisy activities in certain hours, among others. It is important that condominium owners know and respect these rules, and assemblies can be the appropriate place to debate and update these rules. The condominium must have internal regulations so that all the condominium’s particular rules are defined and are known to all condominium owners.
Find out more about condominium coexistence rules in our article on condominium regulations.
Quorum and voting
For decisions taken at the assembly to be valid, it is necessary to reach a minimum participation quorum, in accordance with what is defined in the legislation. The issue of insufficient quorum in meetings is a common challenge that can affect decision-making. Ensuring the necessary presence of condominium owners to reach the quorum is crucial, and online meetings can be an effective solution, allowing owners to participate remotely, thus increasing the probability of reaching the necessary quorum.
Furthermore, it is important to understand how voting procedures work, such as simple majority, absolute majority or unanimity, depending on the subject under discussion.
Want to know more about majorities in assemblies? See our article on this topic here.
Administrator election
The election of the administrator is one of the mandatory moments of the meetings. Condominium owners must know the requirements and procedures for applying for and electing these positions, as well as the responsibilities associated with them. Choosing a committed administrator with an active participation in the life of the condominium is essential for good management of the condominium.
Budget and accounts
Approval of the annual budget and annual accounts are highly important financial matters. Owners must understand expected expenses, revenue sources and how decisions will affect their monthly expenses. Transparency and financial responsibility are crucial in this context.
Maintenance and conservation
The maintenance and conservation of common areas and condominium structures are ongoing tasks. Condo owners must be aware of the policies and plans related to these issues, as well as the financial implications involved. The discussion of projects
Maintenance and eventual works must be transparent and involve the active participation of owners.
Minutes
The minutes of the meetings are essential documents that summarize the events and decisions of the condominium meetings. They must include information such as date, place, presence, topics discussed and deliberations. Although condominium owners’ signatures are not mandatory, approval of the minutes is necessary for decisions to take effect. The condominium administrator is responsible for maintaining and making minutes available to condominium owners as necessary.
Coexistence rules: condominium regulations
The rules of coexistence are essential to guarantee a harmonious environment in the condominium. These rules may address issues such as the use of common areas, coexistence with pets, prohibition of noisy activities in certain hours, among others. It is important that condominium owners know and respect these rules, and assemblies can be the appropriate place to debate and update these rules. The condominium must have internal regulations so that all the condominium’s particular rules are defined and are known to all condominium owners.
Find out more about condominium coexistence rules in our condominium regulation article.
Conclusion
Ordinary condominium assemblies play a crucial role in the quality of life of residents. For these meetings to be effective, it is vital that condominium owners are aware of the essential issues related to condominium life and actively participate in discussions and decision-making. Well-informed and committed condominium owners tend to have a more harmonious and successful condominium. Therefore, pay attention to your condominium assemblies and do your part to contribute to a positive environment.
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