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Community assembly minutes

For residents’ meetings, community councils, cooperatives and associations: attendance, quorum, votes and agreements.

Download in Word (.docx)

Free, no sign-up. Opens in Word, Google Docs or LibreOffice.

What must not be left out

What anyone reading or signing the minutes will check.

  • Whether it was a regular or an extraordinary assembly, and who called it.
  • The quorum: attendees, the minimum required and the signed list as an annex.
  • The result of each vote, in numbers.
  • The committees, with their members and deadline.
  • The signatures your organization’s bylaws require.

Filled-in example

Fictional data, so you can see how each section turns out.

MINUTES OF THE GENERAL ASSEMBLY

Organization
Villa Nueva Residents’ Association
Type of assembly (regular or extraordinary)
Regular
Date and time
October 11, 2026, 10:00
Place
Community hall
Chair
Rosa Jiménez
Secretary
Manuel Torres

1. Attendance and quorum

87 of 210 members attend; the quorum is 70. The signed attendance list is attached.

2. Agenda

  1. Quorum check
  2. Board report
  3. Special levy to repair the main street
  4. Election of the safety committee
  5. Any other business

3. Proceedings

Board report. Rosa Jiménez presented the year’s work: clean-up of the stream, new lighting on 3rd Street and the account balance.

Special levy. The board proposed a $20 levy per household to finish repairing the main street. Several members asked to pay it in two instalments.

4. Votes and agreements

AgreementForAgainstAbstentions
Approve the board report8025
Special levy of $20, payable in two instalments61188

5. Committees and tasks

Committee or taskMembersDue
Safety committeeAna Ríos, Carlos Ruiz and Elsa NúñezFirst report in December

6. Close

The assembly closes at 12:30.

ChairSecretary

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