Useful Tips

How to hold a general meeting of owners


By occupation, I had to deal with dozens of different companies. And most of them are united by one management problem - the inability to effectively conduct staff meetings. The significance of rallies in a modern company is difficult to overestimate. If an ordinary employee usually participates only in a weekly meeting, which takes a maximum of 3-5% of his working time, then the work of a senior manager consists of fifty percent total meetings. So the quality of these events is by no means an idle question. What needs to be done to make the meetings as effective as possible? I offer 12 proven practice steps:

  1. Organize meetings in your organization. Determine which meetings will be held regularly and prepare for each of its own rules. In the regulations, describe the frequency (day of the week, time) and venue, the range of issues to be solved, the list of participants in the meeting, the preparation process and the format of the final document. Coordinate the regulations with the leaders. Familiarize the participants with the relevant regulations. Minimize the number of sudden meetings. Frequent emergency meetings seriously interfere with current work, create nervousness and blur the importance of common events.
  2. Develop a report form by which participants will prepare and report. Do everything so that the printed report can fit on an A4 sheet. It is not necessary to include all available data in the report. Be brief. Designate only really useful data types.
  3. The meeting must have a purpose. And it is better that this goal was a decision. Simple communication is easier and smarter than emailing.
  4. Prepare participants for the meeting. You should not invite managers who do not have the information necessary for making a decision. Send the necessary materials to the meeting participants with an assessment of the situation, preliminary findings and proposed solutions in advance. Then, at a general meeting, you will go much faster to making decisions (which is the goal of any high-quality meeting).
  5. Provided that the purpose of the meeting is to develop decisions (and this should be so in 95% of cases), do not invite more than 10 participants to it (maximum 15). The fact is that any group can make effective decisions only if the members of this group are involved in the process and feel a certain involvement. If a participant in the meeting does not see an opportunity to influence decision-making, participate in discussions, express his position, then he will behave indifferently, with his whole appearance, breaking apart the constructive tone of the general meeting. Therefore, the desire of managers to invite as many people as possible to a meeting instead of benefit will be harmful. The task is to correctly and quickly make a decision, and then bring this decision down (possibly with a separate meeting of managers and managers at the minus 1 level). Invite only those who can influence the improvement of the quality of decisions.
  6. The meeting should be led by a moderator. They can be a leader or an experienced facilitator. The main task of the moderator is to monitor compliance with the regulations, the quality of the discussion and compliance with the constructiveness of the dialogue. If the meeting is in the nature of a brainstorming session, it is better that the moderator was not the boss, since in his presence people will be afraid to show themselves.
  7. Reduce the length of the meeting as much as possible. Compliance with the regulations (moderator!) Will help you in this matter. I am in favor of keeping the weekly meeting at 1 o’clock. At the same time, I everywhere observe how, instead of 1 hour, 3-4 or more hours are spent every week on it! An unjustified waste of time for the most valuable employees! The meeting should begin and end on time.
  8. Share responsibility. It is impossible for the leader (leader) to make an introductory speech himself, and talk about the results of work, and approve decisions, and manage the discussion. What then is the point in other people at the meeting? Assign a responsible moderator who is familiar with the meeting participants and is well versed in the company’s business. This may be the head of the HR department (it is better to avoid moderators from marketing or sales). Let the leader make an introductory speech, outline the regulations, the main issues for this meeting and give the participants an opportunity to take turns to speak out about the meeting. It is not advisable that the leader express his opinion first. This demotivates the other participants. But at the same time, he must necessarily indicate his position on the issue under discussion.
  9. Avoid public condemnation or punishment of employees in general meetings. Allow time for these tasks for a personal meeting.
  10. Fix the principle agreement. Begin the next meeting to verify that the arrangements of the previous meeting are complied with. And only after that proceed to the current work on the format.
  11. Assign the moderator to prepare a report on the meeting and send it to all participants the next morning (as the latest deadline).
  12. Be persistent! Setting up any process takes time. From experience, I can say that the development and implementation of a system of effective group processes is very difficult. It may take you six months or even a year. Managers will sabotage the process. Many times there will be a desire to give up, but do not give up! The path to an excellent result passes only through an effective process!

1. Who and when can convene a general meeting of owners?

The annual general meeting of owners of premises in an apartment building is held in the second quarter, unless the meeting of owners has previously established a different procedure. An extraordinary general meeting of owners can be held at any time. The initiator may be:

  • any owner of the premises in the house,
  • GKU "Engineering services of districts" (if there is urban property in the house),
  • local government body
  • managing organization (or HOA, LCD, ZhSK).

2. What questions can be put to the vote of the owners of an apartment building?

The general meeting of owners may decide on:

  • reconstruction of the house, overhaul of the common property in an apartment building, on the use of funds from the overhaul fund, the reconstruction and (or) redevelopment of the premises that make up the common property in the apartment building,
  • choosing a method of forming a capital repair fund, increasing the size of contributions for major repairs, choosing a person authorized to open a special account at home and performing operations with funds on the special account,
  • obtaining by a partnership of homeowners (housing cooperative, residential complex, managing organization) a loan or loan for overhaul,
  • the limits of use of the land on which the apartment building is located, improvement of this land, installation of a barrier in the courtyard,
  • conclusion of contracts for the installation and operation of advertising structures, if it is intended to use the common property of owners in an apartment building,
  • choosing a way to manage your home,
  • exit from the renovation program,
  • ongoing repair of common property in an apartment building,
  • conclusion by owners acting on their behalf of agreements with resource-supplying organizations and a regional operator for the treatment of municipal solid waste,
  • consent to the transfer of residential premises to non-residential,
  • other issues.

3. In what forms can a meeting be held?

The general meeting of owners can be held:

Depending on the form of the meeting, the contents of the notice of the meeting to be sent out to the owners and the voting procedure will vary.

In the face-to-face vote, the owners are personally present at the meeting. When conducting in absentia, the owners have the right both to attend the meeting in person and to vote, having read the meeting agenda in absentia. In absentee voting, the owners transmit their decisions to the address indicated in the notice of the meeting.

An absentee meeting is held if the in-person meeting did not have a quorum.

4. What documents need to be prepared before the general meeting of owners?

In preparation for the general meeting of property owners, you need to:

  1. Define the agenda of the general meeting.
  2. Compose a message to notify owners.
  3. Prepare a register of owners of premises in an apartment building, as well as forms of forms and information materials (a message form about the meeting, a decision form for the owner of the premises, a protocol form, and so on).
  4. Determine how you will notify the owners of the meeting.

5. How to notify the owners of the meeting?

If earlier at the general meeting, the owners have already determined that announcements of new meetings can be placed in the stairwell, you can do so. But if such a decision was not made, notifications will need to be sent by registered mail or handed in personally for signature.

Owners must be notified no later than 10 days before the date of the meeting. Please note: it will be necessary to notify the owners of the meeting both the managing organization (HOA, LCD, housing cooperative), and your civil registration committee if there is state property in the house.

It will also be necessary to keep a register of notifications, indicating in it the data of the owners and the dates of their notification. If you send a notification by registered mail, then the date of notification is the date the letter was sent. In the future, postal receipts will need to be attached to the minutes of the meeting of owners.

If you are holding a meeting in absentia or in absentia, you will need to attach voting forms for each of the issues to the notification and indicate the end date for the adoption of decisions, as well as the place or address where you need to transfer them.

6. How to vote?

On full-time meeting the owners get acquainted with the materials on the issues submitted to the agenda, discuss these issues and vote on each of them. Voting on issues not previously included in the agenda will not be effective.

To participate in the discussion in person and vote, the owners of the premises must have a passport and a copy of a document confirming the ownership of the premises, and representatives of the owners of the premises must also have documents confirming the authority to represent the interests of the owner at the general meeting. If the representative of the owner votes, a notarized power of attorney is subsequently attached to the minutes of the meeting.

Voting can be carried out both in writing and filling out the forms, and, for example, by raising hands with documentary evidence of the decisions of the owners. The rules and methods by which voting is carried out may be approved by the general meeting.

Voting in correspondence form held at the time you set only with the help of forms sent to the owners along with messages about the meeting.

Part time the form implies the opportunity to vote both in absentia and personally attending the meeting.

In the voting forms opposite each issue, a decision on which is required from the owners, there should be columns “for”, “against” and “abstained”. The owner must put a mark in front of one of the answer options. The form and, accordingly, the owner’s vote will be considered invalid if several answers to the same question are noted at once, if answers to the questions are not put down, if information about the owner (representative of the owner) is not indicated, if the form does not contain the signature of the owner (representative) .

7. How to count the votes of the owners?

Decisions on issues put to a vote are taken by a majority of the total votes of the owners participating in the meeting. The exception is cases when, for example, the meeting decides on the choice of the method of forming a capital repair fund, creating an HOA and approving its charter (a decision is made by more than 50% of the total number of votes of the owners of premises in an apartment building). In a number of other cases, a decision will require at least two-thirds of the total votes of the owners of premises in an apartment building.

The vote counting is carried out by the counting commission, the protocol is drawn up by the secretary of the general meeting of owners. The minutes must be drawn up no later than 10 days after the general meeting. The minutes of the meeting must contain:

  • date and registration number of the protocol,
  • date, place and form of the general meeting,
  • information about the initiators of the meeting,
  • issues on the agenda of the meeting,
  • information on persons invited and participating in the meeting,
  • place (address) of storage of the minutes of general meetings and decisions of the owners of premises in an apartment building on issues put to a vote,
  • annexes to the minutes of the general meeting.

More details about the requirements for drawing up the minutes of the general meeting of owners can be found in the order of the Ministry of Construction of Russia.

8. What to do after the meeting?

Not later than 10 days after the general meeting of owners, the originals of the decisions and minutes of the general meeting of owners must be submitted to the managing organization, the board of the partnership of homeowners, housing or housing cooperative, another specialized consumer cooperative, which then send these documents to the Moscow Housing Inspectorate. In addition, within 10 days they must be placed for familiarization of the owners in a room accessible to all owners and determined by the general meeting. Original documents are kept at the address that also defines the general meeting of owners.

The decision of the general meeting of owners is mandatory for all owners of premises in the house, regardless of whether they participated in the meeting or not.

If you do not agree with the decision made by the general meeting of owners in violation of the procedure established by the Housing Code of the Russian Federation (if you did not participate in such a meeting or voted against this decision), and if this decision violates your rights and legitimate interests, You can appeal it.

An appeal can be filed with the court within six months from the day you found out or should have known about the decision. The court, taking into account all the circumstances of the case, has the right to uphold the appealed decision if your vote could not affect the voting results, the violations committed are not significant and the decision did not entail any loss.

You can also contact the State Housing Inspectorate of Moscow, which in turn has the right to apply to the court with a statement declaring the decision adopted by the general meeting of owners invalid.