What this covers
You go into the next AGM with a budget owners can trace line by line, resolutions that read cleanly out loud, and contractor decisions recorded in a way that is hard to challenge later.
We’ll gather what exists, rebuild the numbers and options on one set of notes, then run the meeting work so votes land cleanly. You’ll end up with charges owners can follow and decisions you can defend. If you want to move ahead, the next step is a handover request to your current syndic.
We start by pulling your last accounts, calls for funds, contracts, and the last AGM file, then we walk the common areas and write dated notes. From there we build a charges forecast with the call schedule that matches it, draft resolutions with clear voting wording, and present contractor quotes in one comparison pack so people argue the choices, not the paperwork.
About us
We manage co-ownerships where the hard part is not collecting signatures, it is keeping decisions valid when the room gets tense. We built Cour du Rhône around meeting mechanics. We write agendas, resolutions, and minutes as a single chain, so the wording at the vote matches the register after the vote and the call schedule that follows.
We get picked when a council wants fewer surprises. We keep one working file per building, and every change has a date, a source, and a reason, so you can answer the two questions that stop fights. What changed, and where did it come from. When contractor choices are on the table, we standardise what gets compared so owners can see price, scope, and exclusions on one page.
Who you will work with
You’ll have one lead for decisions and one lead for numbers, with the tender work handled by a dedicated coordinator.
Team
Camille Roux, HOA manager. Camille runs the day-to-day HOA management, keeps the decision list current, and makes sure council questions get answered with a dated note and a next step.
Julien Blanc, Meeting and minutes lead. Julien leads the AGM agenda, resolutions, and minutes, and writes the wording so it can be read aloud without reopening the argument.
Sophie Martin, Budgets and charges analyst. Sophie builds the copropriété budget and charges forecast from your prior years and current contracts, then ties it to a call schedule owners can follow.
Nicolas Girard, Supplier tender coordinator. Nicolas coordinates supplier tenders, checks quotes against the same scope, and writes the comparison note that shows the trade-offs in plain numbers.
Selected work
A few recent HOA management jobs that show how we handle budgets, meetings, and contractor decisions when scrutiny is high.
Portfolio
Post-AGM clean rebuild. After an AGM ended without valid decisions, we rebuilt the agenda and resolution wording, reissued the call schedule, and ran the second vote with a single decision register that matched the minutes.
Roof tender comparison pack. We took five roof quotes that couldn’t be compared, issued one scope, re-ran pricing on the same assumptions, and presented a side-by-side pack that made the award decision straightforward.
Stone façade works planning. We built a maintenance plan and reserve fund schedule that separated urgent works from planned phases, so owners could vote the first phase without committing to the full programme in one go.
“The meeting stayed on track, and the vote passed without anyone disputing the paperwork.”
Syndic council member, a mid-size co-ownership
The service schedule hoa
A management runs on a steady monthly cycle, with meeting work and tenders added where your building needs them. Between cycles, you reach us by email and you’ll get a dated reply with the next action attached.
1. Handover intake Once, at the start We request your last two years of charges, the current contract list, the last AGM pack, and the decision register from the current syndic. We log what arrives, flag gaps the same week, and confirm what we will rebuild from source documents versus what we will carry forward. 2. Monthly close Each month We reconcile charges lines against invoices and contracts, update the forecast with any new supplier terms, and note variances that change the year-end position. You get a short monthly note that shows the lines that moved and the reason each one moved. 3. Meeting preparation Before each AGM We draft the agenda and resolutions as a set, with voting options that match the decision register entries they will create. We send the pack to the council for comments, then freeze a final version with a version date so the room is discussing one text. 4. Tender and award As needed We write a scope that makes quotes comparable, collect responses, and build a comparison table that keeps price and exclusions on the same page. We then draft an award recommendation note that matches the resolution wording owners will vote on.
Budget and charges forecast
Updated monthly from invoices, contracts, and prior-year actuals, with a year-end view that shows which lines moved and why.
CALL SCHEDULE FOR CHARGES
Built alongside the forecast and updated when the forecast changes, so the amounts called match the budget logic owners see in the pack.
AG AGENDA AND RESOLUTIONS
Prepared for each AGM, with voting wording that matches the decision register entries it creates and the supporting attachments referenced by name.
Minutes and decision register
Minutes drafted after each meeting and the decision register updated the same week, so follow-on actions and contractor starts have a clear trigger.
SUPPLIER TENDER PACK
Issued whenever works need pricing, with one written scope and a response deadline so each contractor prices the same items.
SUPPLIER COMPARISON AND AWARD NOTE
Prepared for each tender round, showing price, scope differences, and exclusions side by side, and a written recommendation you can read in the room.
What it costs
Pick the level that matches how much your next AGM needs carrying, then we’ll scale tender work up or down as contractor decisions come up. Prices are per month.
Priced items
Getting started
If you want us to take over HOA management, you can lock the start date in a couple of signatures and a clean handover request.
1. Sign the agreement beside this page. 2. Forward our handover request to the current syndic. 3. Send the latest AGM pack and current contract list so we can begin the intake.
Signature
Fee summary
What do you need from our current syndic and when?
We ask for the last two years of accounts and calls, the current contract list, the last AGM pack, the decision register, and any open supplier files. We request this on day one, then send you a gaps list within a week so nothing drifts.
CAN YOU MAKE THE RESOLUTIONS SO THE VOTE CAN’T BE PICKED APART LATER?
Yes. We draft resolutions with one decision per line, clear voting options, and wording that matches what will be recorded afterwards. We keep the agenda, resolutions, minutes, and decision register aligned so the same decision is not described three different ways.
How do you present contractor quotes so owners stop arguing?
We standardise the scope first, then compare quotes on one table that keeps price, inclusions, exclusions, and timing on the same rows. When owners disagree, they are disagreeing about one visible difference, not about missing pages or mismatched assumptions.
ARE YOU ACCOUNTING FOR ARLES ISSUES LIKE MISTRAL DAMAGE AND STONEWORK?
Yes. In Arles we separate weather-driven repairs from planned works, and we write scope notes that call out stonework methods and access constraints so the quote covers the real job. The tender pack keeps those assumptions written down so they do not change mid-decision.
Invoices
Each month of HOA management is invoiced at the start of that month. We do not take any payment in advance beyond that period. Every invoice is payable within 7 days of its date.
Handover. On day one we request the last two years of accounts and calls, the current contract list, the last AGM pack, the decision register, and any open supplier files. Within a week we send a gaps list.
Access. For walkthrough notes and tender scoping, we need access to the common areas and any plant rooms that relate to the works. If access is refused or delayed, we pause that part and reset dates together.
Meeting pack sign off. Before an AGM, we send the agenda, resolutions, and budget lines as a pack. We ask the council to confirm names, lots, and voting rules used for notices, so the wording matches what gets recorded.
Tender decisions
Our tender comparison uses the scope we standardise and the quotes you provide or we collect. If owners want a change in scope during review, we document the change and re-compare, so the table stays consistent.
What is not covered. HOA management covers the budget and charges forecast, call schedule, AGM agenda and resolutions, minutes and decision register, and tender comparison and award note when needed. Site supervision and legal work are separate.
Ending the plan. If you want to end HOA management, or if we need to step away, we use a notice period that we confirm in writing at the point you start. We then hand over the current pack and latest registers in the same format.
Logins and keys. We never ask you to write access codes, bank details, or login credentials into a proposal or email. We use a handover call and a secure channel agreed with the council, then we confirm what we received as a checklist.
