What is the best time for an apartment meeting?

The best time for a meeting is on weekends or evenings when the majority of unit owners can attend. According to KMK Article 29, the ordinary meeting is held in January-February.

How should the meeting invitation be made?

The meeting invitation must be served against signature to all unit owners at least 15 days in advance. The invitation must clearly state the meeting date, time, venue, and agenda items.

How are decisions made at the meeting?

In the first meeting, number and land share majority is required. If the quorum is not met, decisions are taken by absolute majority of those attending at the second meeting held 15 days later. For special matters such as manager election, the double majority requirement applies.

Is attendance of all residents mandatory at the meeting?

Attendance is not mandatory, but decisions taken are binding even for those who did not attend. Unit owners may attend in person or through a proxy.

Guide to Holding Meetings with Apartment Residents

Guide to Holding Meetings with Apartment Residents — A comprehensive guide for apartment managers and unit owners on organizing effective meetings, preparing agendas, and making decisions. Pursuant to KMK Articles 29-31, meetings must be conducted in accordance with proper procedures.

1. Pre-Meeting Preparation

The foundation of a successful apartment meeting lies in good preparation. A signed invitation must be sent to all unit owners at least 15 days before the meeting. The invitation must clearly state the date, time, venue, and agenda items of the meeting.

The meeting venue can be the apartment's common area, a vacant unit, or a suitable hall. To increase participation, weekends or evening hours should be preferred.

2. Agenda Preparation

Agenda items should be determined in advance and communicated to unit owners along with the invitation. Essential items that should be included in the agenda:

Roll call and opening
Reading of previous meeting decisions
Manager election or discharge
Determination of dues
Budget approval
Maintenance and repair requests
Wishes and suggestions

3. Invitation Procedure (KMK Article 29)

According to Condominium Law Article 29, the unit owners' board holds an ordinary meeting at least once a year in January-February. The meeting invitation is served against signature at least 15 days in advance. The invitation specifies the meeting venue, date, time, and agenda.

KMK Article 29 — General Assembly: The unit owners' board holds an ordinary meeting at least once a year, in January-February. The meeting invitation is served against signature at least 15 days in advance. If the quorum is not met at the first call, a second meeting is held 15 days later.

4. Points to Consider During the Meeting

The meeting should begin with the election of a chairperson and secretary. Throughout the meeting, residents' right to speak should be respected, and discussions should be kept constructive. Every decision taken must be put to a vote, and the results recorded in the minutes.

Unit owners may attend the meeting in person or through a proxy. According to KMK Article 31, a person may not act as proxy for more than 5% of the number of unit owners.

KMK Article 30 — Meeting and Decision Quorum: In the first meeting, number and land share majority is required. If the quorum is not met, decisions in the second meeting are taken by absolute majority of those attending. However, for matters requiring special quorum such as manager election, the double majority requirement also applies in the second meeting.

5. Decision-Making Process

All decisions taken must be recorded in the notarized decision book and signed by the participants. Unsigned decisions may be considered legally invalid. Decisions are binding even for unit owners who did not attend.

Warning: Decisions taken without a duly made invitation may be annulled by the court. Unit owners have the right to file an annulment action within 1 month following the meeting.

6. Post-Meeting Actions

After the meeting minutes are signed by all participants, a copy should be posted on the apartment entrance board. A follow-up mechanism should be established by the manager to implement the decisions taken. Decisions should be served in writing to owners who did not attend.

7. Effective Communication Strategies

Establishing healthy communication with apartment residents increases meeting efficiency. WhatsApp groups, email lists, and apartment notice boards are effective communication tools. Transparent and regular information sharing increases unit owners' motivation to pay dues and their trust in management.

İmer Yönetim: We manage your entire apartment meeting process — from invitation to minutes, from decision book to notification — with our professional team. We ensure your meetings are legally compliant and productive.

💬

Get Free Consultation

Message us on WhatsApp now, our expert team will provide you with a personalized solution.

📱 Message on WhatsApp