How to Record Block Decisions Properly (So They Hold Up Later)

A leaseholder challenges a £6,000 expenditure. You remember everyone agreeing in the WhatsApp group, but the messages have been deleted and two of the people who voted have sold their flats. Without a proper record, you are exposed.

What counts as a proper record

• The exact question that was put to residents.
• The date the vote opened and closed.
• The result: number of yes votes, number of no votes.
• Supporting documents: quotes, reports, agent recommendations.
• Minutes of any director meeting where the vote was authorised.

Where blocks go wrong

• Decisions made verbally at the AGM with no written record.
• Email threads where it is unclear who agreed to what.
• WhatsApp messages that get deleted or lost when someone leaves the group.
• Votes with no closing date, so the result is ambiguous.

Build the habit now

Every significant decision gets a recorded vote with a closing date and a stored result. It takes two minutes and saves weeks of dispute later. CommonCouncil creates the record automatically — question, deadline, tally and timestamp — so you never have to reconstruct what happened from memory.