Residents' Meeting Attendance and Voting Record

Who this is for

Who was there and how each resolution went. The record lists every flat present or represented by proxy, the votes for, against and abstaining on each resolution, and the actions agreed, as a record for the association's or company's file.

Chairs and secretaries of residents' associations and residents' management companies running an AGM or general meeting who need a clear record of attendance and votes.

What this helps you track

• Every flat present, represented by proxy or sending apologies
• Whether the quorum set by your rules was reached
• The votes for, against and abstaining on each resolution
• The actions agreed, who owns them and when they are due

How to use it

1. Fill in the meeting, date, venue, chair and the quorum your constitution or articles set.
2. Have each attendee sign in on arrival, and record proxies with the name of the proxy holder.
3. Number each resolution, write it as it was put, and record the votes cast for, against and abstaining.
4. Tick carried where the resolution passed under the voting rules in your constitution or articles.
5. List the agreed actions, have the chair sign the record, and file it with the minutes.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How do we know if the meeting is quorate?

Your constitution, articles or rules set the quorum; this sheet does not. Write it in the header and compare it with the members present and represented before any vote is taken.

Do votes count per flat or per person?

That depends on your rules. Many residents' companies and associations give one vote per flat or per member, but check your own documents and record votes on that basis.

What should we do with proxy forms?

Keep the signed proxy forms with this record. Check each one against your rules on deadlines and form before the meeting starts, and note any that were not accepted.

Is this the same as the minutes?

No. The minutes record the discussion and decisions; this record is the evidence of who attended and how the votes fell. Keep them together in the file.