Sample Block Representative Election Record for Complexes

How Is a Complex Managed?

In complexes made up of several blocks, management operates on two levels. Each block holds its own general assembly and elects its own block manager. The block managers, together with representatives of structures that are not blocks, form the complex representatives' board.

The representatives' board decides matters affecting the whole complex and elects the complex manager. Matters internal to a block are dealt with by the block assembly; matters concerning shared areas go to the representatives' board.

Division of Powers

• Block general assembly: electing the block manager, maintaining the block's common areas, the block budget
• Representatives' board: electing the complex manager, social facilities, landscaping, security, the general common area budget

This division must be clearly set out in the management plan. Confusion over powers can lead to resolutions being annulled.

Preparing for the Election

• A list of owners and a schedule of land shares are prepared for each block
• Notice is served at least fifteen days in advance against signature or by registered mail
• The agenda expressly includes "election of the block manager"
• A proxy form is circulated in advance for those unable to attend

Copyable Block Election Record

……………………… ESTATE

BLOCK …… GENERAL ASSEMBLY MEETING AND ELECTION RECORD

Meeting date: …/…/20…   Time: ……:……   Place: ………………

Meeting type: Ordinary / Extraordinary    Sitting: First / Second

ATTENDANCE
Total units in the block: ……
Attending in person: ……   Represented by proxy: ……   Total: ……
Land share represented: …… / ……
Quorum: met / not met

CHAIR
Chair: ………………………    Secretary: ………………………

AGENDA
1. Constitution of the chair
2. Review of the previous period's activities and accounts
3. Election of the block manager (representative)
4. The block budget
5. Any other business

PROCEEDINGS AND RESOLUTIONS

Item 3 — Election of Block Manager:
The candidates nominated were ……………………… (Full Name, Unit No) and ……………………… (Full Name, Unit No).

The result of the vote was:
……………………… (Full Name, Unit No) — …… votes
……………………… (Full Name, Unit No) — …… votes

RESOLVED: ……………………… (Full Name), owner of unit no. ……, is elected manager (representative) of block …… for a term of …… years. The person elected is authorised to represent our block on the complex representatives' board.

Item 4 — Block Budget:
The block expenditure for the period ……………………… is approved at ………… TRY, being ………… TRY per unit per month.

The meeting closed at ……:…….

Chair ……………… Signature    Secretary ……………… Signature

Owners attending (name — unit no — signature):
……………… — …… — ………
……………… — …… — ………

ANNEX: List of proxies

Copyable Representatives' Board Record

……………………… ESTATE

COMPLEX REPRESENTATIVES' BOARD MEETING RECORD

Meeting date: …/…/20…   Time: ……:……   Place: ………………

ATTENDANCE
Total blocks/representatives: ……
Representatives attending: ……

Representatives present:
Block …… — ……………………… (Full Name) — Elected: …/…/20…
Block …… — ……………………… (Full Name) — Elected: …/…/20…
Block …… — ……………………… (Full Name) — Elected: …/…/20…

AGENDA
1. Constitution of the chair
2. Election of the complex manager
3. The common area and social facility budget
4. Security and landscaping services
5. Any other business

RESOLUTIONS

Item 2 — Election of Complex Manager:
Following the vote, ……………………… (Full Name / company name) is elected complex manager for a term of …… years.

Item 3 — Common Area Budget:
General common area expenditure for the period ……………………… is approved at ………… TRY. Allocation shall follow clause …… of the management plan.

Item 4 — Service Contracts:
It is resolved that ……………………… (security / landscaping / cleaning) services be procured from ……………… at a cost of ………… TRY.

The meeting closed at ……:…….

Chair ……………… Signature    Secretary ……………… Signature

Representatives (block — name — signature):
…… — ……………… — ………
…… — ……………… — ………

Filling Guide

Record attendance and land share separately in the block record. Quorum calculations at block level are frequently done incorrectly in complexes.

State expressly in the record that the elected representative is authorised to represent the block on the representatives' board. Without this wording, disputes over authority arise.

State the term of office. Elections without a stated term create uncertainty about who holds authority in the following period.

After the Election

Block records are added both to the block resolution book and to the representatives' board file. The list of representatives should be kept current and updated immediately when a block changes its representative.

Once the complex manager is elected, bank accounts, contracts and authority documents are transferred under a handover record.

Common Mistakes

• Confusing block and complex powers: a resolution passed by the wrong body can be annulled.
• Miscalculating block quorum: both number and land share are required.
• Omitting the authority to represent: leads to disputes on the board.
• Not stating the term: creates uncertainty in the following period.
• Not attaching the proxy list: makes proof difficult if quorum is challenged.

This content and these templates are for information only and are examples. The management plan governs in complex management; adapt them to your situation.