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Clear records help answer questions about past decisions, payments and repairs. They also help the committee see what has been agreed and what still needs attention.
Malta's Condominium Act (Cap. 398) requires the administrator to keep a register of condomini and records of meetings and notices. The administrator must render accounts at intervals set by the meeting or the condominium rules. The meeting, held at least once a year, approves expenditure estimates and the administrator's accounts. The remaining sections offer ways to organise records and explain BLOKKA report tools. Refer to the official text of the Condominium Act (Cap. 398) and the Condominium Regulations for the applicable legal text.
The Register of Condomini
The Condominium Act (Cap. 398) requires the administrator to list each condominus (unit owner) and the postal address they provide. Unit references and millesimal values can help organise the register, but the Act specifically names the postal address. Accurate contact details help notices reach the right people.
An up-to-date register also makes it easier to correct a returned notice and contact the right person next time.
Meeting Minutes
Article 16(2) of the Condominium Act (Cap. 398) requires the administrator to keep meeting minutes, a record of notices sent, and copies of notices, decisions and directives displayed on the condominium noticeboard. BLOKKA has Meeting Minutes and Attendance Register templates to help prepare these documents. The templates are BLOKKA tools, not forms prescribed by the Act.
Clear minutes help residents understand what was discussed, what was agreed and whether later action matches the decision.
Financial Records
In BLOKKA, an administrator can generate a Block Financials PDF for a selected condominium at any time. It summarises paid income and spending, along with outstanding amounts owed to or by the condominium, using transactions entered in the portal. It does not reconcile the bank account or include bank statements and invoices.
The Condominium Act (Cap. 398) requires the meeting, held at least once a year, to approve expenditure estimates and the administrator's accounts. The committee can generate the BLOKKA report between meetings to review recorded spending and amounts owed. To compare spending with the approved estimates or explain upcoming costs, the committee needs to add that context separately; the report does not do it. Keep each condominium's transactions in its own records to avoid mixing accounts between buildings.
Contracts and Correspondence
Keep service agreements, works contracts, insurance documents and important correspondence together so the committee can see what is in place. Record renewal dates, quotes, approvals and completion notes to make service reviews easier.
For a useful renewal review, the record should show the supplier, service covered, renewal date and relevant contact details. This helps the committee compare the current service with the terms being considered.
Inspection Records
Inspection duties depend on the equipment and the rules that apply to it. Keep inspection reports with the service agreement and repair records so the committee can see which recommendations were addressed.
If a report identifies a defect, add a photo where useful and link the report to the related repair record. This gives the contractor context and helps the committee check what has been done.
Handover of Records
BLOKKA's Reports area includes a printable Handover Intake for the outgoing administrator to complete. This BLOKKA template provides a starting point for reviewing the condominium's suppliers and agreements, open issues, and approved work that remains unfinished.
Supporting records may need to be transferred separately. A simple checklist helps the committee confirm what has been received and what is still outstanding.