CoCollab

Condominium FAQ

Straight answers to the questions condo managers, boards and owners actually ask — from quorum thresholds to reserve funds. Grounded in how condominium law works across the UK, Ireland, Portugal, France, Belgium and Switzerland.

Voting & quorum

What is quorum in a condominium meeting?
Quorum is the minimum share of the building that must be present or represented for a vote to be legally binding. It is expressed as a fraction of total permillage — not a headcount. Common thresholds are half of permillages on first call and a quarter on second call, but local law and by-laws vary.
How is a weighted vote counted?
Each owner's vote is multiplied by their permillage (thousandth share of the building) and the totals are added. A 24/1000 unit voting yes contributes 24 to the yes column. This matches how the resulting costs will be split, which is why almost every condominium law defaults to weighted voting for money decisions.
Can we vote by proxy?
Yes in almost every jurisdiction, but proxies usually have to be signed and delivered before the meeting opens, and one person can typically hold only a limited number of proxies (often three). Verbal proxies rarely count. Digital tools let owners delegate their vote in a click and produce a signed audit trail.
Is an online-only AGM legally valid?
In the UK, Portugal, France, Belgium, Switzerland and most US states since 2020, yes — provided the notice, agenda and voting method comply with the by-laws and every owner had access. Record the meeting, keep a signed vote log per resolution, and publish the minutes within the statutory window.
What majority do we need for a special assessment?
Routine maintenance usually needs a simple majority of permillage present. A special assessment for larger works often needs a majority of total permillage (all owners, present or not). Alterations to common parts or by-laws typically need a reinforced majority or unanimity. Check your building's constitutive act.

Finance & fees

How much should a condo reserve fund hold?
A common rule of thumb is 10% of the annual operating budget as a minimum, and enough to cover the next scheduled major work (roof, facade, lifts) as a target. Buildings older than 30 years should aim higher. Underfunded reserves are the single biggest cause of surprise special assessments.
Are condo fees tax-deductible?
For an owner-occupied primary residence, no in almost every country. For a rented-out unit, the fees are typically deductible as an operating expense against rental income. In some jurisdictions, the portion attributable to major works or reserves can be capitalised rather than expensed — consult a local accountant.
What happens if an owner does not pay their fees?
The building can issue a formal payment demand and, after a statutory delay, register a lien on the unit and pursue collection through the courts. Interest accrues from the due date. In France and Portugal the syndic can also seek accelerated recovery via a fast-track procedure — do not let arrears drift.
How are common expenses split?
By permillage, by default. Lift costs are usually split only among floors served by the lift; heating is split by consumption or radiator size. The rules live in the constitutive act — read it carefully because a wrong split invalidates the whole budget vote.

Meetings & minutes

How much notice do we need to give for an AGM?
Two to four weeks in most jurisdictions. France requires 21 days, Portugal 10 to 20 days depending on the by-laws, England & Wales at least 14 days. The notice must include the full agenda; owners cannot vote on items not on the notice, and a missing notice can invalidate the whole meeting.
Can owners add items to the agenda after the notice is sent?
No. Only items on the notice can be voted on. Owners can request in advance that items be added to the next meeting's notice — usually in writing, within a set window before the notice is sent. Miscellaneous discussion is allowed but produces no binding decision.
How quickly must minutes be published?
France: within two months. Portugal: within 15 days. UK: no strict statutory deadline but industry standard is 14 days. Publishing quickly starts the challenge window running and shortens disputes. Digital tools can auto-generate minutes from the vote log.
Can we record the meeting?
Yes, with owner consent disclosed in the meeting notice. The recording is not the minutes — the signed written minutes remain the legal document — but the recording protects the chair against disputes about what was said or how a vote was declared.

Maintenance & works

How do we decide between routine maintenance and major works?
Routine maintenance keeps the building at its current standard (repainting corridors, replacing bulbs, servicing lifts). Major works change or upgrade it (new roof, facade insulation, lift replacement). Routine maintenance is voted at simple majority; major works usually require a higher threshold and a dedicated budget.
Do we need three quotes for every job?
For anything above the by-law's threshold (often €1,000–€5,000), yes — and they must be comparable in scope. The manager is expected to present them at the AGM with a clear recommendation. Single-quote decisions above the threshold can be challenged and the manager held personally liable.
Who chooses the contractor?
The owners' meeting selects the contractor from the presented quotes, unless the by-laws delegate that authority to the manager or the board within a spending cap. Document the vote with the exact company name and quoted amount — a vague resolution ('proceed with the roof') is legally weak.
Can one owner block a repair the majority wants?
No, if the vote passed at the correct majority. A single owner can challenge the resolution in court within the statutory window, but the works can proceed unless a court orders otherwise. Persistent obstruction can be treated as abuse of right and expose the owner to damages.

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