The need for documentary confirmation of decisions taken is needed in situations when they are taken collectively. The most common way to record the course of an event is to use a type of data record, such as a protocol.
The word "protocol" has several meanings - it can be both the established procedure for actions in a certain situation, and a duly formalized official document containing data on the consistent progress of the discussion, debates and decision-making at meetings and meetings, conferences and meetings. It should be taken into account that it has several forms, different in their purpose. The record of the meeting of tenants is a document of a slightly different category than, for example, the protocol of investigative bodies or of another supervisory authority.
Meetings of permanent / temporary collegial communities (committees, shareholders' meetings, residents, board of directors) are subject to mandatory documentation. Depending on the decision taken by the chairman of the organization or group, the minutes of the meeting can be kept in full (a thorough record of speeches, debates, questions and answers) or a shortened form. As a rule, during the meeting, the secretary or other responsible person keeps a record of all that is happening, collects related materials provided by the participants, and then brings them together into a single document.
As for the requirements for this official paper, they are indicated in the state standard regulating the correct procedure for registration. So, in the minutes of the meeting of the owners of tenants or representatives of other groups and organizations, in addition to the name of the document and organization, the date of the event and the agenda, the data on the chairman, secretary and the participants are necessarily indicated.
Briefly the outline of the information is as follows: listened - acted (and) - decided / decided. The authenticity of the data stated is signed by the chairman and secretary. If necessary, the meeting participants can receive both a full copy of the minutes of the meeting and an extract from any part thereof.
Some nuances on information data carry a document reflecting the course of collective meetings of the population living in multi-unit buildings. In this case, the data on the form of the event (actually the collection of people or absentee voting on the agenda items), the actual address and the area of the said detached facility, the number of voices present and their votes, are necessarily included in the protocol of the meeting of homeowners.
In addition, a mandatory annex to the document is a surname list of participants (or their representatives) indicating the number of the apartment in possession. If the opinion of the tenants was received in absentia, then the additional list should indicate not only the data on the person, but also his decisions on all issues on the agenda. It should also include information about a document confirming the ownership or possession of a particular premise in the house, as well as the will of each citizen on the items indicated in the agenda in understandable and accepted forms (agree, disagree, abstain). Only with this condition the protocol of the meeting of tenants will have legal force.