OSBB general meeting minutes: structure, contents, storage

What the minutes must contain

The law describes the contents of the minutes for founding meetings, and general meetings are held under the corresponding procedure. Use the following list of details as a guide and check it against the charter.

1. the meeting initiator;
2. the date, time and place, and the means of communication if anyone took part remotely;
3. the total number of co-owners of the building;
4. the total area of apartments and non-residential premises;
5. each co-owner or representative who took part in the meeting or written survey: full name, premises number, its area and the document confirming the representative’s authority;
6. the elected meeting chair;
7. the agenda;
8. the voting results on each item.

Minutes structure as an outline

We do not offer a ready-made template to download, because the form must match the charter. Here is the logic of the sections, which is convenient to carry over into your document.

1. Header. Name of the OSBB, type of meeting, date, place, initiator, manner of participation.
2. Information about the building. Number of co-owners and the total area from which votes are counted.
3. Attendees and representatives. An annex register with areas and representatives’ documents.
4. Agenda. The items worded as they were in the notice.
5. Decision on each item. The text of the decision, votes “for” and “against” in area and percentage.
6. Written survey. If one was held, the start date, the end date and the total of the additional votes.
7. Signatures. The meeting chair or another authorized person signs the document; for founding documents the law expressly specifies such a signature.

Storage, notice, access

Paper survey sheets are numbered and bound with string, and are kept by the board or another person authorized by the co-owners. A notice of the decisions adopted, with the results on each item, is given to each co-owner in writing against signature or sent by registered mail no later than fifteen calendar days after the meeting or the end of the written survey; the meeting may also set a different notification procedure.

Co-owners have the right to review the decisions and minutes of meetings and the documents approved by them, and to make copies. A meeting decision adopted in accordance with the charter is binding on all co-owners, but it can be challenged in court.

What to do with the minutes next

How to record the voting result

The weakest point of typical minutes is the result. Record it for each item in the same form: the text of the decision, the area of votes “for”, the area of votes “against”, the area of those who did not vote, the share of the total area of the building, and the conclusion on whether it was adopted or not. A conclusion without figures does not allow the count to be verified.

What others need from the minutes

A bank, contractor or program operator usually asks not for the whole register but for an extract. So prepare two levels: the full minutes with annexes for the OSBB archive, and an extract without personal data. For the platform, the important documents are those on the OSBB’s registration and confirmation of authority, namely the decision on the project and the cost estimate.

Electronic documents and signatures

The law permits survey sheets in electronic form signed with a qualified electronic signature. Electronic documents are created in compliance with the laws on electronic documents and electronic trust services. In practice this means three things: the signature must be qualified, the file must be stored so that its integrity can be verified, and the list of such sheets should be added to the voting register.

If some co-owners vote on paper and some electronically, the total in the minutes must combine both sets of votes. Record the number of paper and electronic sheets separately so that the audit commission can quickly reconcile the figures.

Archive and retention periods

The board or another authorized person is responsible for keeping the minutes and survey sheets. Define in an internal procedure where the original is kept, who has access and how copies are issued to co-owners. Retention periods for individual documents are set by legislation and the charter, so confirm them with a lawyer; without such confirmation, do not destroy any sheets until the possible periods for challenging the decision have passed.

Next steps

Add the minutes to the OSBB registration

Sources

• Law of Ukraine “On Associations of Co-owners of a Multi-apartment Building” (No. 2866-III, current version), Verkhovna Rada of Ukraine (official source), accessed 2026-10-23
• Law of Ukraine “On Amendments to Certain Laws of Ukraine Regarding the Simplification of Management of Multi-apartment Buildings” (No. 3270-IX), Verkhovna Rada of Ukraine (official source), accessed 2026-10-23