You are the secretary, chair or property manager of an owners' association, and after every general assembly meeting you want to know: was the quorum actually reached? What was the outcome of each decision, counted by owners' shares rather than a show of hands? And what did the owners decide that has not been carried out yet, and who is responsible? The free owners association meetings and decisions tracker answers these from four records you keep: owners, meetings, attendance and decisions.
The problem it solves
In many associations shares are worked out on a scrap of paper, the minutes live in a file that gets lost, and two months later nobody can say what happened to the decision to fix the lift. With proxy attendance it is hard to compute attendance by shares precisely, and you may learn too late that quorum was never reached. Decisions stay hanging because nobody is assigned and there is no date.
How it works
In "الإعدادات" (Settings) you enter the quorum percentage and the required approval percentage as your association's own rules state them. The numbers in the sheet are examples for trying it out, not a legal reference, so check your rules and enter your own. Then you record units, owners and shares in "الملاك" (Owners), each meeting in "الاجتماعات" (Meetings), and each owner's status per meeting in "الحضور" (Attendance): in person, proxy or absent. In "القرارات" (Decisions) you record the text, the shares for, against and abstaining, the person responsible and the deadline. The sheet calculates attendance by shares, quorum, each decision's outcome and follow-up; "غير المنفذة" (Not carried out) lists accepted decisions still open, nearest deadline first, and "الملخص" (Summary) counts meetings and decisions by status.
A walk-through with the sample numbers
The names and figures below are fictional sample data inside the sheet. The example has ten owners with 1,230 shares in total, a quorum of 50% and a required approval of 60% (two values for trying it out).
- First meeting (annual budget): four attended in person and one by proxy, holding 670 shares, 54.5% of the total, so quorum is "complete".
- Second meeting (service contracts): attending shares are 450, or 36.6%, so quorum is "incomplete" and its decision shows "not counted".
- Third meeting (lift and security): attending shares are 1,050, or 85.4%, so quorum is "complete".
- Fourth meeting (20 November): no attendance recorded yet, so it shows "no attendance recorded".
Among decisions: the budget received 500 for, 100 against and 70 abstaining, which is 74.6% approval, so it is "accepted" and marked implemented. The maintenance-fee decision reached only 59.7% and is "rejected". The lift repair reached 85.7% and is accepted, but it is "in progress" and its 25 October deadline has passed, so it shows "overdue". Renewing the security contract is accepted at 71.4% with a 15 December deadline and has not started, and the cleaning committee is accepted unanimously with no deadline. The "Not carried out" sheet therefore lists three decisions in that order. Of five accepted decisions one is implemented, so the rate is 20% (the fifth was cancelled).
Features and why they matter
- Quorum by shares, not heads: it counts proxy attendees, leaves out absentees and compares the result with your own percentage.
- Each outcome calculated from the votes and the quorum together, so a decision from a meeting without quorum is not adopted.
- Works in Excel 2016 and later, Google Sheets and LibreOffice; free, no sign-up. It holds 200 owners, 200 meetings, 2,000 attendance rows and 500 decisions.
Using the online version
The template page opens directly on this example. Type in the white (input) cells right on the page and the grey (calculated) cells update immediately; you can also add an owner, a meeting or a decision with a form instead of typing into the table. You can import your own .xlsx made from this template, export your work to .xlsx, or download the original Excel file. Your data stays in your browser and is not sent to the server. Open the template page or the template list.
Who it suits, and common mistakes
It suits the secretary, chair or property manager of a building or compound. Typical mistakes: not recording absentees (an owner with no row isn't counted as present), entering votes on a different basis from the owners' shares, and leaving the two percentages at the example values. Alongside the minutes you may also follow supplier contracts with the service contracts tracker. For a program several people can use at once, contact Softwiro.
FAQ
Where does the quorum percentage come from? You enter it in Settings as your association's rules state it; the number in the sample is only an example.
How is attendance calculated? The shares of those present in person or by proxy divided by the total shares.
What happens to a decision from a meeting without quorum? Its outcome shows "not counted" and it does not appear in the not-carried-out list.