Definition : Meeting of co-owners - Attendance Sheet (attendance record)

Document to be signed by the co-owners or their proxy, indicating the relative value of their fraction, to confirm their attendance or that they are represented at the general meeting of the co-owners. The attendance sheet also allows the determination of whether the required number of votes has been reached to have a quorum.

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The General Meeting of the co-owners is one of the two decision-making bodies of the syndicate.  You should be aware that co-ownership life implies that the co-owners or their representatives meet, occasionally, to discuss and vote upon important decisions. This occurs at General Meetings of the co-owners, which is the prime democratic body in the co-ownership. Their conduct obeys certain rules of form and content. An overview of the various specific aspects of  General Meetings of the co-owners.    
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Calling a meeting of co-owners to order requires the prior preparation of an attendance sheet. It allows calculating quorum, establishing material evidence confirming the presence of co-owners or their representative (proxy), and controlling the legality of the vote.
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Decisions taken by co-owners in a general meeting must be recorded and entered in the minutes. This document is essential for a co-ownership because it ensures the written preservation of the deliberations or consultation of the general meeting, as well as the result of each vote so that any co-owner and director can refer to it in due course. It also allows to ascertain that the general meeting was conducted in accordance with the rules. Given its importance, this document must respect a certain formalism.
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General meetings are crucial for co-owners, as they are the occasion to debate and reflect on the directions to give their co-ownership. If general meetings are prepared carefully and methodically, the co-owners will be motivated and willing to attend. Their participation is essential, because general meetings are the exercise of democracy within a co-ownership. They follow specific rules that must be followed rigorously, otherwise the decisions taken may be invalidated.
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Our last annual general meeting of the co-owners was opened and held by our directors. The trouble is that we do not know how to conduct an assembly. Question: Is a President of the meeting required? Do non-directors have to make notes? And who draws up the minutes?
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The appointment of meeting officers is necessary for holding any co-owners meeting. The latter are usually elected at the outset of the meeting, by a separate vote taken by the majority of the votes of the owners present or represented.
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