Definition : Meeting Officers - Scrutineers

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 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.  

  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?