GUIDELINES TO BE OBSERVED DURING MEETINGS
1. General:
In order that meetings achieve objectives with the adoption of formalities of
resolutions required annually, the following guidelines should be adhered to. The aim
is to avoid any unnecessarily lengthy personal and emotional issues outside of the
characteristics of the formalities of agreement as established by current legislations
and their interpretation by jurisprudence. Owners and their representatives are kindly
requested to observe the guidelines below:
2. Pre-Meeting Information:
Upon convocation of the meeting, the administration is bound to exhibit any specific
documentation or address any more intense enquiries with regards to the accounts by
any owner. Owners with queries should therefore table these in writing to both the
president and the administration so that these queries might be answered in a formal
manner prior to or during the meeting.
3. Meeting Start Time:
Meetings are called on the first call under current legislation at a specific hour but
actually normally commence 30 minutes after the initial summons, as per law. This
applies unless there is a quorum of more than 50% of proprietors or their
representatives at the first call. In reality this rarely occurs as owners are signing in at
this point in time.
4. Owners Signing in & Proxies:
All owners or their representatives will be asked to sign in formally on a document
provided by the acting secretary/administrator prior to the start of the meeting. The
proxies received with the latest date will be counted as valid proxies in the event that
there are duplicates.
5. Voting Rights:
The law states that only owners whose community fees are 100% up to date will have
the right to vote. Owners must understand that their obligations to pay in full include
all penalties if these have been approved at previous meetings and all legal and
administrative costs and any applicable bank charges if these have also been approved
in the resolutions of previous meetings. The law allows an owner who disputes any
charges the ability to consign in the local courts the amounts claimed and on that basis
the owner has full voting rights.
6. Agenda:
Under each item on the agenda, matters will only be dealt with that relate to the same.
Any question or point not contained the agenda can be raised under the item “Any
other business”. Under that said item, however, owners should bear in mind that it is
not possible to adopt any kind of resolution. The meeting will not proceed to the next
item on the agenda until the preceding one is completed. Likewise, once an agenda
item is completed, the meeting will not return to any discussions of the same even
though additional persons may have arrived during the course of the meeting.
7. Interventions:
At any point in the meeting only one person has the right to speak. The order in which
people speak will be co-coordinated from the presidential table who will determine
whose turn it is based on the order of requests made by the people who wish to speak.
Personal matters and confrontations should be avoided and also any repeated
interventions regarding the same matter. Each owner should explain their point of
view, proposal or comment as clearly and concisely as possible. Each owner has the
right not to be interrupted except by the presidential table in its role as meeting cocoordinator.
Once the presidency considers that the different opinions have been
clearly defined, the meeting will proceed with the pertinent ballot should it be
required. Subsequent to this moment, it is not possible for the item voted upon to be
revisited.
8. Resolutions:
As stipulated in article 19 of the Horizontal Property Law, the resolutions adopted are
recorded in the Minutes Book. Should any owner or their representative wish to have
their specific comments recorded in the minutes, they must indicate their name, the
property they represent and expressly state their wish to be recorded in the minutes.
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