Sample Board of Unit Owners Meeting Call

Why Is the Call So Important?

The validity of the board of unit owners' meeting depends on a correctly made call. Under the Condominium Ownership Law (KMK), the call must reach all unit owners in writing (by registered mail or notification against signature) at least fifteen days before the meeting day. If this procedure is skipped, the decisions taken at the meeting may be defective in form and may become the subject of a cancellation lawsuit.

Elements of the Call

• Date, time and place of the meeting
• If a majority is not reached in the first meeting, the date/time/place of the second meeting
• Agenda items (the topics to be discussed clearly and completely)
• The caller (the manager or the unit owners requesting the meeting)
• Information that representation by proxy is possible

Copyable Meeting Call Sample (Full Text)

……………………… APARTMENT / RESIDENTIAL COMPLEX
BOARD OF UNIT OWNERS MEETING CALL

Dear Unit Owner,

The ordinary / extraordinary meeting of the board of unit owners of ……………………… Apartment/Complex will be held to discuss the agenda items listed below. We kindly request your participation.

1st Meeting: …/…/20… , time …:… , Place: ………………
2nd Meeting (if sufficient majority is not reached in the 1st meeting): …/…/20… , time …:… , Place: ………………

AGENDA:

1. Opening, roll call and establishment of the presidency
2. ……………… (discussion of the previous period operating account / activity report and discharge of management)
3. ……………… (discussion and decision on the new period operating budget – estimated budget – and the dues amount)
4. ……………… (election of manager and auditor)
5. ……………… (special agenda if any: repair, fixtures, etc.)
6. Wishes, best regards and closing

Unit owners who cannot attend the meeting in person may be represented through a representative with a written power of attorney.

Respectfully announced for your information. …/…/20…

Caller (Manager / Requesting Unit Owners):
Name Surname – Signature

Filling Guide

Deliver the call at least 15 days before the meeting and document the service (list against signature or registered mail). Definitely write the date of the second meeting; if there is no majority in the first meeting, decisions may be taken with a lower quorum in the second. Avoid making decisions on substantive matters not on the agenda; such decisions become controversial.

After the Call

After a call in accordance with procedure, the meeting is held and the decisions are recorded in the resolution book. We covered the practical management of the meeting in our apartment meeting article, the decision quorums in our assembly meeting article, and the power of attorney for those who cannot attend in our power of attorney sample article.

Common Mistakes

• Skipping the 15-day period: An early/incomplete call makes the decisions defective.
• Not writing the agenda: A call without an agenda makes substantive decisions controversial.
• Not specifying the second meeting: The second meeting should be written in case the majority is not reached.

This content and template are for information purposes only, as examples. Adapt to your specific situation and management plan; when in doubt, consult a legal advisor.