Member consent is not a single event. It is a moving record of meetings, explanations, draft terms, signed letters, objections and follow-ups. A society that tracks consent properly can answer members, developers and regulators with confidence.
Why this matters
Consent disputes usually arise when the committee cannot show which draft was shared, which member signed which version or when an objection was recorded. A consent register protects both the society and the members by preserving context.
What to organize
- Current member register with unit numbers and ownership status
- Consent letter format approved by the society's legal advisor
- Signed consents grouped by member and unit
- Objection letters, conditional consents and member queries
- Meeting notices, attendance sheets and resolution copies
- Version history for every consent format and draft term sheet
A practical workflow
- Give every member a profile with unit, contact and document status.
- Mark each consent as missing, shared, signed, conditional or objected.
- Store the signed copy against the member and unit, not in a general folder.
- Use reminders for follow-ups instead of informal phone-call tracking.
- Review the consent summary before every developer or committee meeting.
How DigiProVault helps
DigiProVault links people, units and documents, so a member's consent letter sits beside their flat and stakeholder record. The missing-document tracker makes unsigned consents visible without preparing a fresh spreadsheet each week.
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