Definition : Documents relating to the immovable and the syndicate

Collection of printed paper or digital documents that are produced or received by the syndicate of co-owners. These are deposited in the register of co-ownership and can be consulted by all co-owners who request it. These mainly include the immovable’s maintenance and repair plans (e.g. asset management plan), as well as preventive maintenance plans (e.g. maintenance logbook). The same applies to estimates of the costs of rehabilitation work (e.g. the contingency fund survey), budgets prepared for implementation, tender documents and bids received.

 WHAT YOU SHOULD KNOW!  The co-ownership's accounting books are management tools made available to the Board of Directors. These are not "documents relating to the immovable". As a result, they cannot, in principle, be made accessible to co-owners.

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The law provides that a syndicate must keep a register at the disposal of the co-owners. In most cases the declarations of co-ownership list the items it contains. This register is the memory of the syndicate, and consequently, its archives. In is thus invaluable. Much more than a mere witness of the sound management of an immovable, it is its prime instrument. Therefore, preservation and access are the hallmarks of this register.
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The intervention of the notary is very important when purchasing an apartment in a divided co-ownership. A professional, member of the “Chambre des notaires du Québec” (Québec Chamber of Notaries), he is also a public officer. As such, the notary has without limitation the mission of executing deeds to which the parties wish or are required to endow with authenticity (such as  a declaration of co-ownership). Even though it is preferable that he should get involved at the outset of a transaction, this legal adviser usually gets involved  after the signing of the offer to purchase or of the preliminary contract. The notary, in his capacity of public officer: Warrants the validity of the deed of sale; Is bound to act objectively and to give legal advice to all the parties (equally to the purchaser and the vendor); Is bound to a duty of information to the parties, which means he should give the parties relevant advice and information in relation with the deeds signed before him.
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