Definition : Meeting of co-owners - Secretary of the meeting

Meeting officer, generally elected by the general meeting of the co-owners, having the task of drafting and keeping the minutes, take notes of the proposals, summarise the deliberations and register the votes.


   WARNING! One must not confuse the office of secretary of the meeting with the office of secretary the Board of Directors. They are two different offices.

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The appointment of general meeting officers is a necessity for holding any general meeting of co-owners. The range of titles and offices of general meeting officers is diversified: president, vice-president, meeting secretary, and possibly scrutineer. Like any other person, general meeting officers may engage their personal liability if they do not observe a duty of care and diligence in the performance of their duties. They are - whether remunerated or not- therefore exposed to legal proceedings in the event of a breach of their obligations. Depending on the circumstances, this could be the case, for example, if the president of the meeting takes a wrongful decision during the course of the meeting, and that his decision causes a prejudice to one or more co-owners.  
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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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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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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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