Definition : Meeting Officers - President of the meeting

La webradio du mercredi 26 avril 2023 a porté la présidence d’une assemblée de copropriétaires. Il est connu de tous que l’assemblée des copropriétaires est un événement majeur dans la vie d’une copropriété. À la tête de l’assemblée se trouve son président, qui ouvre la séance, dirige les débats, fait respecter la procédure et l’ordre du jour, annonce les résultats des votes de chaque résolution, en plus de s’assurer du déroulement harmonieux et efficace de l’assemblée. Véritable animateur des débats, son rôle consiste à assurer le respect de l’ordre du jour. Le président d’assemblée doit être neutre et impartial. Or quelles sont les qualités, aptitudes et compétences requises pour être président d’assemblée?

La webradio du mercredi 26 avril 2023 a porté la présidence d’une assemblée de copropriétaires. Il est connu de tous que l’assemblée des copropriétaires est un événement majeur dans la vie d’une copropriété. À la tête de l’assemblée se trouve son président, qui ouvre la séance, dirige les débats, fait respecter la procédure et l’ordre du jour, annonce les résultats des votes de chaque résolution, en plus de s’assurer du déroulement harmonieux et efficace de l’assemblée. Véritable animateur des débats, son rôle consiste à assurer le respect de l’ordre du jour. Le président d’assemblée doit être neutre et impartial. Or quelles sont les qualités, aptitudes et compétences requises pour être président d’assemblée?

L’ordre du jour énumère les questions devant faire l’objet d’un vote et les points d'information et de consultation qui seront traités lors de l’assemblée des copropriétaires. Le pouvoir décisionnel de l’assemblée des copropriétaires est défini par le Code civil du Québec et la déclaration de copropriété (Acte constitutif de copropriété). Le président de l’assemblée des copropriétaires veille à son bon déroulement, soumet aux copropriétaires les propositions sur lesquelles un vote doit être pris. Il doit ainsi déterminer à l’égard sur chaque point de l’ordre du jour qui a l’autorité de décider. Ses pouvoirs sont déterminés dans le règlement d’immeuble.

Je suis membre d’un syndicat de copropriétaires dans l’Outaouais comptant 80 copropriétaires dont 65% sont anglophones. Les rencontres de l’assemblée des copropriétaires et celles du conseil d’administration sont toujours en anglais. Lorsqu’une question est posée en français on y fait généralement abstraction et on la passe sous silence. Question : Au Québec les rencontres d’assemblée des copropriétaires ne doivent-elles pas être tenues en français en vertu de la Charte de la langue française? Quel est mon recours pour que les réunions soient tenues en français, à la limite bilingues?

The appointment of  meeting officers remains a must for the holding of any meeting of co-owners. The range of titles and offices attributed to them is varied: president, vice-president, secretary and scrutineer. Although the functions of each of these speakers are distinct, their purpose is to ensure the proper conduct of the proceedings and their transcription in the minutes in order to record the decisions taken.  It is  the By-laws of the immovable (second part of the declaration of co-ownership) that provide the rules in this matter. However, the civil liability of an officer of an assembly with regard to the tasks incumbent on him is largely unknown. Yet many Quebecers accept this office, while ignoring this reality.  

The minutes of the meeting are a document of paramount importance to ensure the execution of the decisions of the meeting. Therefore, the 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.

The meeting of co-owners is the gathering of all the co-owners, to make the decisions necessary for the sustainability of the building and the proper functioning of the co-ownership. It is one of the two decision-making bodies of the syndicate. This should be held at least once a year, but it can take place as often as necessary. 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 must be done at meetings of co-owners, where the members of the syndicate can make their voice heard by exercising their right to vote. Their conduct obeys certain rules of form and substance. An overview of the various specific aspects of meetings of co-owners.  

The declaration of co-ownership generally contains the terms and conditions concerning the conduct of the meeting of co-owners by defining rules of procedure and the role of the meeting officers. Key figures of the assembly of co-owners, they ensure the smooth running of it. Their appointment is therefore necessary for the holding of any meeting of co-owners. These are generally elected at the start of the meeting, in a separate vote taken by an absolute majority of the votes of the co-owners present or represented (50% of the votes plus one). This is an obligation that cannot be waived, because any decisions taken before their election has no legal value.

  Co-owners must make decisions that are essential for the life of their co-ownership, which cannot be adopted by the board of directors without their consent. To this end, the meeting of co-owners brings together the co-owners or their representatives, at least once a year. In this context, the taking of these decisions is subject to a strict framework. Meetings of co-owners make decisions by taking a vote. Any proposal submitted for adoption must be voted on to become a resolution. Without being exhaustive, two voting procedures are set out in article 351 of the Civil Code of Quebec: a show of hands or, upon request, a  secret ballot. The choice is predicated upon competing objectives of simplicity or confidentiality in the decision making process.  

  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.

One of the essential moments of the co-ownership is undoubtedly that of the meeting of the co-owners. It is during this meeting that major decisions of the co-ownership are voted, such as the realization of certain works, the sale of a common portion and the modification of the declaration of co-ownership. The co-owners will also be able to debate and reflect on the orientations to be given to their co-ownership.  

The rules for voting in meeting of co-owners vary depending on the importance of the decision to be made. They require a complex calculations in order to determine whether a the required majority has been reached. To do so, you must make sure that the register of co-owners is up to date, and that the compilation of votes is done according to the relative value specific to each fraction. This reduces the risk of contestation of an adopted resolution. That said, some decisions have extremely important consequences for all co-owners so the requirements in terms of majorities are then higher. For this reason, the law essentially imposes four levels of majority: absolute, enhanced, double.  

  Question: One of the co-owners disturbs the  co-owners' meetings  with his endless questions and his incessant insults towards the members of the board of directors. He is always in dispute over everything, either on principle or just to be in contradiction. What can be done?

  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?