Hold your general meeting in Kohabit, in the room, remotely, or both.
A room rented for one evening, a quorum counted by hand, proxies on paper, and minutes written at midnight on the corner of a table. The annual meeting is the heaviest evening of a board's year. It does not have to be.
Read the transcript
Once a year, the board holds its general meeting. A room rented for the evening, proxies on paper, a quorum counted by hand, and minutes written weeks later, from notes that leave out half the evening.
In Kohabit, you build the agenda item by item. The notice of meeting goes out to every co-owner, fifteen days ahead, and stays archived exactly as sent.
Everyone answers from their email, no account needed. They say they're coming, give a proxy to a neighbour, or vote ahead of time. And reminders go out on their own, only to the people they concern.
On the night, you open the session. Each co-owner checks in from the link they received by email, on their phone, in the room or from home, and the quorum updates with every arrival.
Resolutions are voted on one at a time. The room and those following from home answer the same ballot. Votes are weighted by voting share, proxies included, and the applicable majority is worked out for you.
When the session closes, the minutes are already drafted: attendance, decisions, the result of every vote. You read them, you correct them, and they go out to every co-owner, with the attendance sheet attached.
Your next general meeting, in the room, remotely, or both, can be held in Kohabit. Try it free for sixty days.
How it runs
Six steps, from the notice to the minutes.
Send the notice
The agenda is built item by item, the notice goes out to the whole condo with the legal notice period, and the document sent stays archived exactly as it was.
Everyone answers from their email
The link in the notice opens a page where things get done, with no account and no password: say you are coming, give a proxy, propose an item for the agenda, cast a ballot ahead of time.
Kohabit checks along the way what usually surfaces on the night: it offers only the building's enrolled co-owners as proxy holders, refuses a proxy given to oneself, and reminds you on screen that a ballot cast ahead of time will only count if its author is present or represented.
Kohabit follows up for you
Three reminders go out on their own, and only to those they concern: seven days before to those who have not answered, the day before to the whole condo, an hour before to those who said they were coming. Nobody has to keep the list of who replied.
Open the session
You open, and an email goes to the whole condo, including those who never activated their account. Each person marks themselves present from their link, in the room or from home, and the quorum is calculated before your eyes instead of being ticked line by line.
Vote item by item
Each resolution opens, is voted on and closes separately. The room and those following from home vote on the same ballot, board elections included. Votes are weighted by voting share, proxies counted with the votes of the person who granted them, and the applicable majority is worked out for you.
Close and publish
Once the session is closed, the minutes are already written: agenda, attendance, results of every vote. You read them over, correct them, and send them.
What the law requires
What the Civil Code asks for, and what Kohabit does.
The rules below are the ones the product already applies, written into its code and checked at every meeting. The Civil Code articles behind them are cited in our guide to the general meeting.
see also the Bill 16 obligations (maintenance log and contingency fund)
- Notice and deadlines
- The Civil Code says what goes with the notice of meeting, and sets the notice period at ten days minimum, forty-five maximum. Kohabit uses fifteen days, more than the minimum, because many declarations of co-ownership ask for it. The meeting refuses to go out while the date does not leave the notice period, and the notice sent stays archived: it is the very record an application to annul comes asking for.
- Quorum
- Quorum is established at opening, and it is counted in votes, never in heads. It is calculated live as you check in those present and the proxies. If it is not reached, the meeting can be adjourned and called again for the same financial year.
- Majorities by type of decision
- The denominator changes with the decision: the votes present or represented for ordinary decisions and for work on the common portions, all the votes of the condo for the rare decisions that change the destination of the building. You pick the type of decision, and the applicable majority is calculated with the right denominator. An abstention then weighs exactly what the Code makes it weigh, which often comes as a surprise.
- Proxies
- A proxy is given in writing. Quebec law sets no cap on how many proxies one person may hold, and a declaration of co-ownership cannot set one. Proxies are received before the session, appear in the attendance sheet and count with the votes of the person who granted them, with nothing to retype. Kohabit therefore caps nothing: it tells the chair how many proxies each person holds, and it is for the chair to judge. A principal who shows up in person takes their votes back.
- Remote participation
- Holding a meeting remotely has been a permanent right since 9 December 2021: no condition to check, no prior resolution. The video link lives in the meeting, and a co-owner attending remotely votes exactly like the one sitting in the room.
- Minutes
- The minutes are sent within thirty days of the meeting. They are pre-drafted at closing from what actually happened in the room, and the thirty-day deadline is tracked for you.
Frequently asked questions
Do co-owners need an account to vote?
What happens if the quorum is not reached?
Can you mix the room and remote participation?
Are the minutes produced valid?
How much does it cost?
Try it with your condo.
60 days free, no credit card. And if the decision is made at a board meeting, the one-page kit helps you present it.