Once a year the owners meet to approve the accounts, decide what to do with what is left in the funds, agree the next budget and the fees. The AGM pack collects all of that from what you already have in flatnumber, tells you what is missing, and turns it into a document the owners can read before the meeting.
The pack is for administrators only, and it never applies anything on its own. It gathers, warns and proposes. The decisions are recorded afterwards, once the meeting has been held.
Before you start
- The meeting must exist. flatnumber creates next year's annual meeting for you; give it a real date and place first.
- The pack is about two years: the one that is ending, whose accounts are presented, and the next one, whose budget is proposed. Set next year's budget before you build the pack, or do it from the checklist.
Steps
- Open Decisions. In the Next meeting card, press Prepare AGM pack. It takes a few seconds; afterwards the button says Open AGM pack.
- Go through the Checklist. Fix first items are things the owners will notice: a meeting still without a date, allocation keys not confirmed, units without an owner. Review items are worth a look. Each line has a button that opens the right screen.
- Read the Sections: last year's accounts against its budget, the funds and what to do with their balance at year end, unpaid fees by age, next year's budget and the fees each unit would pay. For each fund, choose what you will propose: settle the difference per unit, give the surplus back, charge the deficit or keep it in the fund.
- Freeze next year's budget. While the pack is open, the Approve button on Decisions says Freeze proposal: the frozen figures are what the owners decide on. If something changes before the meeting, freeze it again as proposal 2.
- Add a short explanation for the owners to each section. You can write it yourself or ask flatnumber to draft it from the figures, then edit, shorten or approve it. The Questions tab lists what owners are likely to ask and the figures do not explain; answer there, attaching a quote or a certificate if useful.
- In Document, press Create document and then Finalize. Share it with the members, or download it as Word or PDF to send with the invitation.
What happens next
- The document is filed under the association's Documents, so the owners find it in the app once you share it.
- The pack stays as presented. If figures change before the meeting, Rebuild updates the sections; a finalized pack has to be reopened first.
- After the meeting, the After the meeting card at the bottom of the Document tab is where you record the decisions:
- Mark the meeting as held. From then on the pack cannot be reopened.
- Approve as decided at the AGM records the budget with this meeting. If the owners changed a figure, edit it on Decisions first, then approve.
- Apply the year-end of each fund with the option proposed, or another one if the owners chose differently.
- Attach the minutes: pick a document already filed, or upload the signed file. It stays visible to administrators only until you share it.
Good to know
Nothing is decided in the pack. Proposals are proposals. The budget is approved, the funds are closed and the fees are issued with the same actions as always, now with the meeting on record.
Fees per unit appear in the pack once the budget is frozen or approved. If the fees have not been issued yet, the pack shows the preview; the figures are the same ones Issue fees would charge.
Owners' names never appear in the pack. Units are named as in their sheet ("Flat 1"). Unpaid fees are shown by age, not by person.
A pack is kept for 90 days after its meeting, together with its drafts and questions. The document, the minutes and what was decided stay with the association.
Undoing "held". You can take the mark off a meeting only while nothing has been recorded with it. Once the budget was approved or a year-end applied with that meeting, undo those first.
Common questions
The checklist says "Fix first" but I want the document anyway. You can create it. Fix first does not block anything; it tells you what the owners will ask about.
Can I change the budget after the meeting?
Yes. Edit the lines on Decisions and approve the changes, as during any other part of the year. Decisions will show that the budget changed since the approval at the meeting.
We held an extraordinary meeting about a repair. The pack is for the yearly meeting. For a one-off decision, note it in the meeting's minutes and record the expense or the fee as usual.
Who sees the pack?
Administrators only. Owners see the document you share and, later, the minutes.