The adoption of various decisions regarding the property of one apartment building is taken jointly by all apartment owners in this building. For this, a vote is being taken. It can be presented in various forms. Often it is not possible to gather all the tenants in one place to solve important issues, so the chairman decides to use the absentee voting method. It involves the use of two steps to make a decision. Residents of the building must understand how the absentee ballot is held by the homeowners, how all citizens are notified about it, and how the notice and protocol are correctly drawn up.
What forms of assembly are held?
The law clearly indicates in what forms meetings of residents of one house can be held. You can use a specific form depending on the situation, which can greatly simplify the voting process. By law, the following forms are used:
- Full-time. It involves gathering citizens in one place where all important issues are discussed. The main problem with such a vote is the difficulty of obtaining the optimal quorum, as many residents cannot or do not want to attend the meeting. But with direct communication of citizens there is the opportunity to well understand all important issues. Each citizen can propose their own questions.
- Correspondence. Residents do not meet together, so each citizen expresses his will only through a ballot received from the chairman of the house. Completed documents are submitted by the due date. With the help of such a vote, it is possible to get votes from a large number of residents. Saves time citizens, but there is no opportunity to carefully discuss all issues. For such voting, various electronic services are often often used, which greatly simplifies the process.
- The absentee voting form of homeowners. The procedure involves combining some of the features of the two above schemes. An in-person meeting is initially held, at which all residents who are interested in a personal discussion of important issues are present. Other citizens are given absentee ballots. Due to this method, it is possible to achieve the desired quorum, but at the same time a lot of time is spent on the procedure.
The specific form is indicated in the announcement of the meeting. If it suddenly changes, the decisions made at such an event are easily recognized as invalid. An assembly shall be considered competent if it collects the required number of votes, called a quorum. Additionally, numerous formalities must be followed. The chairman should be well versed in how absentee ballots are held if this particular decision-making method is chosen.
How is a meeting convened?
The discussion may be regular or extraordinary. In the first case, a meeting of owners is usually held annually. Such meetings are required by law. On them, the council of a specific multi-apartment building sends a special report to the residents. It contains information about all completed work for the home. Provides information on the financial condition of the fund.
Extraordinary meetings may be held if necessary. They discuss current and important issues.They are appointed by direct residents or council members. Usually held once every six months or a quarter.
To conduct a meeting of owners of an apartment building, it is important to correctly notify all tenants of the planned event. To do this, a written document is compiled, which is fixed on the information boards available at each entrance of the building. In addition, such notifications can be transmitted to each tenant personally or can be sent to mailboxes.
Features of the absentee voting
This method of holding the meeting is becoming increasingly popular due to the presence of numerous advantages. Its parameters include:
- the procedure is performed in two stages;
- the first part is represented by a general meeting of residents, at which all problems are announced and various issues are proposed for discussion, after which all residents who attended this event vote in a standard way;
- the vote does not end there, so the presence of a quorum is not considered an important point;
- the second part consists in conducting electronic voting, since all other residents make a decision in absentia;
- the initiators of the meeting indicate the time during which the remaining residents are required to vote;
- they are notified on which electronic site this process should be carried out, and paper ballots can also be transmitted to them;
- after the vote, the vote is counted and a quorum is determined.
After carrying out all these stages, the process of making different decisions ends. Usually an optimal quorum is achieved, therefore, it is not required to hold a general meeting several times.
Legislative regulation
To understand how absentee ballots are held, it is necessary to take into account the requirements of the law. Basic information is contained in Art. 44.1 LCD It gives all possible forms in which a meeting of tenants can be held. Among them there is a part-time correspondence scheme.
Although this procedure takes a lot of time, but it is considered the most effective, since the voice of almost every tenant of the building is accepted. For people who could not or did not want to attend the meeting in person, a voting ballot is prepared. It can be presented in paper form, but electronic platforms for making decisions are increasingly being used.
Advantages and disadvantages
Members of a homeowners' partnership often choose an in absentia ballot form. This is due to the many advantages of such a scheme. These include:
- it is possible to get votes from almost all residents of the same building;
- You can get votes in two different ways, so each apartment owner decides which method is considered the most convenient and acceptable for him;
- optimal quorum is achieved;
- this method is considered especially convenient if it is necessary to obtain at least 2/3 of the votes of the total number of residents in the building;
- the second stage can often be carried out using the Internet, for which the GIS housing and communal services portal is used, which greatly simplifies the procedure for counting votes.
But such a scheme has some disadvantages. These include the fact that the procedure takes a lot of time, as it is implemented in two stages. Additionally, representatives of the council have to do the counting twice.
Preparation for the procedure
Before voting begins, it is important to properly prepare for this process. Initially, council members must figure out how absentee ballots are held by homeowners, which allows them to study the features of this process. To do this, it is advisable to study federal and local regulations.
Next, direct preparation begins, consisting in the following actions:
- identifies all issues that will be discussed at the meeting;
- a notice is drawn up based on which all tenants are notified of the meeting;
- a bulletin of the absentee ballot of homeowners is prepared, containing all the issues that will have to be addressed during the event;
- tenants are informed about the event 10 days before the appointed date, for which registered letters are usually used, but you can also use other methods, for example, by personally delivering a notice by signature or by posting announcements on information boards.
After that, on the appointed day, the immediate procedure begins. Sample voting ballots can be found below.
Notification Rules
When generating a notification, the following information must be entered:
- Selected meeting form
- immediate date for the implementation of this event;
- address of the meeting;
- F. I. O. initiator of the procedure;
- list of issues that will be discussed at the meeting;
- the period during which absentee voting is carried out;
- Information about the electronic resource through which the process will be performed.
A sample notice can be found below.
Event holding
On the appointed day, a meeting is held, represented by the first stage of voting. To do this, the following actions are performed:
- all citizens attending the meeting are registered;
- the secretary and members of the commission, as well as the chairman of the event, are selected;
- all issues discussed are announced;
- direct discussion takes place;
- questionnaires are given at the end of the event;
- the results are summarized after receiving the ballots, for which the protocol of the OSS MKD is drawn up.
Then, an absentee ballot is held within 10 days. All citizens who were unable to attend the meeting vote on the selected electronic site. After that, a protocol is compiled, listing all the decisions made.
A sample protocol for a meeting of apartment building owners can be found below.
How are the results summed up?
To summarize, the votes of all residents who voted in person or in absentia are added up.
The results are entered into the protocol, and after that they are published on the official website of a particular house. For the proper preparation of the document, it is recommended to use the sample protocol of the meeting of the owners of the dwelling of an apartment building.
Who is the organizer?
If the next meeting is held, then it is usually organized by the chairman of a particular apartment building. But often an extraordinary event is required. In this case, the initiator can be any owner of the apartment in the house, a member of the council of the house or the chairman.
Each person can present their requirements or put forward for discussion issues of relevance to any tenant of the building.
Conclusion
An absentee ballot is considered an interesting way of making decisions by the tenants of one apartment building. The procedure consists in using two stages of voting at once. Due to this, you can achieve the optimal quorum, although the event takes too much time.
Organizers must understand the rules for notifying residents of a building and compiling a meeting minutes.