ADMINISTRATION SECRETARIAT COMMUNICATION

Services Administration Secretariat Communication

Organize the meetings of the Board including, among others, the preparation of the agenda and documentation. Execution of decisions made by the board. Although normally no more than twelve (12) meetings a year, Condovision is prepared to accommodate extraordinary meetings if the board deems it necessary.

ADMINISTRATION / SECRETARIAT / COMMUNICATION

  • Organize Board meetings including preparation of the agenda and documentation. The execution of decisions taken by the council. Although normally the number of Board meetings does not exceed twelve (12) per year, Condovision is prepared to accommodate extraordinary meetings if the Board deems it necessary.
  • Prepare and draft the minutes of the board meetings and ensure the conservation and classification.
  • Organize the general meetings of the co-owners, produce the necessary documentation required by the administrators and by the Civil Code of Québec and draft the minutes; see the execution of decisions taken by the general meeting of co-owners. Prepare and convene a special meeting, if necessary.
  • Submit a management report whenever the board requires it.
  • Ensure the service of correspondence and phone calls and a secretarial service to administrators and co-owners. Provide an emergency service 24 hours a day, 7 days a week throughout the year.
  • Ensure the management, conservation, updating of registers, archives and plans of the building.
  • Maintain a register of private portions including the names, addresses, telephone numbers of each co-owner, the number and name of the person to be contacted in case of emergency, the parking number, the number storage space, etc.
  • Keep a register of the private areas offered for rent by the co-owners as well as a rental register for common areas.
  • Maintain a list with each unit indicating the amount of common expenses, the amount for restricted common-purpose expenses, the amount for the contingency fund, the amount for the reserve fund (if budgeted) .
  • Manage insurance and service delivery contracts, as well as suppliers and maintenance staff (annual reviews, negotiations, periodic evaluations). Regarding the choice of the insurer of the building, Condovision has a selection policy based on the in-depth analysis of various submissions submitted to the Board by insurance brokers. In the event of a claim, maintain permanent contact with the insurer until the file is resolved.
  • Prepare and post bilingual notices to the co-owners for the different activities.
  • Ensure effective communication with administrators, residents and staff.
  • Maintain union registration with government institutions.
  • Assist and advise the Board in its efforts to amend the declaration of co-ownership.
  • Refer the CA, as needed and appropriately, to legal advisers. When required and in accordance with the directors' instructions, retain the necessary services. The preparation of the files, the communication and the follow-up will also be assured.