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Why hold a Meeting of Owners?

5 October 2020

In the previous article It has also been explained that the VvE exists to ensure the maintenance of matters that do not belong to one specific owner but are used by multiple owners. The meeting is a particularly important part of this.

But how does that work then?

Since the association deals with shared ownership by several owners, it is also important to allow the different owners to have a say in this maintenance. Here are some key pillars around which the meeting revolves. These are:

  • A decision must be made regarding the maintenance
  • The owners must have a say
  • There must be control

The natural question here is why the agenda is so long if only these 3 pillars need to be addressed. For this, we will review our standard agenda, which will also clarify the connection between the different agenda items.

  • Opening; the opening is important to indicate that everything decided from that point on counts as a meeting decision.
  • Quorum; determining the quorum serves to ascertain whether there are sufficient owners present to be able to make a decision, see the 2e
  • Announcements; again intended to give owners a say and to briefly inform people.
  • Minutes; this item serves primarily for control, as decisions must be made jointly, it is also important to properly record these decisions, so that no discussion arises afterwards.
  • Annual report; this point also serves for verification, but specifically regarding finances. The annual report contains all payments and receipts from the past year.
  • Maintenance; a logically important point, it is precisely because of this that the owners come together once a year to decide on it.
  • Insurance; it's important to check every year that everything is properly insured. This agenda item is for that purpose.
  • Budget; in addition to maintenance and inspection, a decision must also be made on how everything will be financed, for which the budget serves.
  • Pre-submitted questions; this agenda item is to give owners the opportunity to ask questions that may require preparation, so that an answer can be given during the meeting.
  • Question; this agenda item also mainly relates to the 2e pillar to give owners as much opportunity as possible to have their say and ask questions.
  • Closure; the closure is used to indicate that no further meeting resolutions can be made.

Perhaps this brief explanation will make it a little easier to put the calendar in context, but this does not preclude you from perhaps requiring further explanation. For this, you can contact your administrator at any time for further explanation.