How to vote on internet at an SVJ meeting: a guide for the board

The decision on internet for the whole building is made at the SVJ meeting, but the success of the vote is determined earlier, during preparation. A clearly worded invitation, clear supporting documents and pre-thought-out answers to neighbours' questions will decide whether the item passes first time or the vote is postponed to another assembly. This text follows our detailed A guide to securing internet for the building's owners' association and focuses specifically on how to manage the meeting organisationally.

What to write in an invitation to a meeting

The agenda item concerning the internet must be formulated specifically, not generally as "various". Owners who do not attend the meeting in person decide, based on the wording of the agenda item, whether to grant a power of attorney and how they should vote. The invitation must therefore include:

• Exact wording of the point - for example, "Approval of a collective internet contract for the building with [provider]", not a generic "internet in the building".
• Link to view supporting documents - notice board in the building, a shared folder or the property manager's office, ideally at least one week before the meeting.
• Notice on the possibility of voting by proxy - those unable to attend may grant full power of attorney to a neighbour.
• Advance deadline for inquiries - gives the committee time to prepare responses, rather than improvising directly at the meeting

Documents to prepare in advance

The more specific documentation the committee brings, the less room there is for speculation and the faster the vote can take place. It has proven useful to prepare:

• Quotes from two to three suppliers with comparable parameters to allow for a side-by-side assessment of price and conditions
• Result of the technical inspection of the building - what needs to be installed and where (suppliers usually do this free of charge)
• Cost comparison - how much neighbours currently pay on average for internet (a short survey suffices) versus the estimated price after moving in-house
• Allocation proposal between flats: equally or according to floor area
• Draft contract available for inspection - contract duration, termination conditions, and what happens after it ends

Common objections from neighbours and how to respond to them

I'm satisfied with my operator, why change?

No one is forced to switch on the very first day. Most suppliers allow running alongside the existing contract until the notice period expires. The decisive factor, however, is showing concrete figures, savings compared to an individual tariff are usually significant and speak for themselves.

I'm worried about drilling and work inside my flat.

The vast majority of work takes place in the building's common areas, risers, corridors and utility rooms. Access to an apartment is only required if the owner specifically requests it for immediate connection. We describe this in detail in our article about... how fibre optic installation in a house is carried out.

What if someone doesn't want the internet and refuses to pay for it?

It depends on the model chosen by the building. In some cases, connection is part of the building's common costs and paid for equally by all residents, just like the lift or cleaning; elsewhere it is an optional supplementary service. Both models have their pros and cons. It is worth discussing them at a meeting before the vote so that the rules are clear for everyone.

Is a lack of long-term commitment disadvantageous?

A longer commitment usually means a lower monthly price and, with some suppliers, free installation of the distribution system. However, the committee should carefully read the termination conditions and what happens to the infrastructure in the building after the contract ends before signing.

What if the provider raises prices or ceases operations in the future?

A good contract has a price fixed for the entire duration of the commitment. Ask the supplier about guaranteed response times, repair completion times and how long they have been operating on the market, references from other buildings are a better indicator than promises in a presentation.

How the vote will take place in practice

Always verify the required quorum and majority of votes for approving this type of contract in your building's owners' association statutes, or with the committee chair or property manager, requirements vary from building to building. At the meeting itself, an attendance list is usually kept, voting takes place by show of hands or ballot paper, and the result is recorded in the minutes of the assembly together with the exact wording of the approved resolution.

After approval: what follows

After the vote is held, it is time to sign the contract, possibly carry out an additional technical inspection, and schedule the installation date. What you can expect at this stage is described in the following article on the installation process.