The general assembly is the most important decision-making moment in both a condominium (copropriété) and an HOA (Homeowners Association). It is the formal meeting where owners gather to approve budgets, decide on major works or maintenance, elect the board or property manager, and set the rules that shape community life. While extraordinary meetings can be called when needed, the annual general assembly remains the key event of the year.
Understanding how to vote — and making sure your vote counts — is essential. Here is a clear, practical guide inspired by best practices used in modern condominium and HOA management.
1. Preparation: The Foundation of a Successful Vote
A well-run general assembly starts long before the meeting day. The board or property manager must prepare a complete, clear and detailed agenda that includes all questions raised by owners. Supporting documents (financial reports, quotes for works, draft resolutions, etc.) must be ready so that everyone can vote with full knowledge of the facts.
2. Communication of Documents
All documents related to the general assembly should be sent to owners well in advance — ideally at least 21 days before the meeting. This package usually includes:
- The official agenda
- Draft resolutions
- Financial statements
- Any relevant reports or expert opinions
This advance notice gives every owner enough time to study the files, ask questions, and decide how they will vote.
3. Traditional Voting Methods
Owners can typically vote in three classic ways:
- In person – by attending the meeting and voting on the spot
- By proxy – by giving written authority to another owner or the board
- By correspondence – by sending a completed voting form by post before the meeting
These methods still work, but they often lead to lower participation.
4. The Advantage of Electronic Voting
More and more condominiums and HOAs now offer electronic voting. This modern option allows owners to cast their ballot online, from a computer or smartphone, without being physically present.
How electronic voting usually works:
- You receive a secure personal link or access code by email
- You log into a dedicated voting platform
- You review the agenda and documents online
- You vote on each resolution within the official time window
- The system records your vote securely and confirms receipt immediately
When the platform meets legal and security requirements, electronic voting has the same legal value as an in-person vote or a paper ballot. It significantly increases participation, especially for owners who live far away, travel frequently, or cannot attend the meeting in person.
5. On the Day of the Assembly
The meeting must follow the published agenda. Votes are taken resolution by resolution. Most decisions require a simple majority, while more important matters (changes to the bylaws, major works, etc.) may need a qualified or reinforced majority.Whether you vote in the room, by proxy, by post, or through electronic voting, the process must remain transparent and properly recorded.
6. After the Assembly: Minutes and Follow-Up
Once the meeting is over, the board or property manager drafts the official minutes. This document records the debates, the exact results of each vote, and the decisions taken. It is then distributed to all owners. The board is also responsible for implementing the approved decisions according to a clear schedule.
