Community: meetings and resolutions

What is the “Community” area for?

If you are an owner in a community of apartment owners (Wohnungseigentümergemeinschaft), you will find under Community:

• under Upcoming meetings, the planned owners' meetings with date, venue and agenda,
• current written procedures (resolutions without a meeting) and
• your community's Collection of resolutions with the current status of each resolution.

The menu item appears as soon as your property manager provides something for it. The information comes from your property manager's system and is updated whenever it changes.

Meeting and agenda

For each planned meeting you can see the date, venue and format – for example on site, online participation also possible. The status in preparation means that the agenda is still being drawn up; Invitation sent means that the invitation is on its way.

The Agenda lists all items in their order. For items marked Resolution, the draft resolution and the required majority are shown; items marked Information are for information only. You will find the complete invitation documents under Documents.

If your property manager offers participation on your own device, the Attend and vote online section appears at the top of the page – during the meeting The meeting is in progress – join now – with the Join the meeting button. It opens your personal participation and voting page at your property manager in a new window. The link to it is only created when you tap, is valid for only a few minutes and only once; if necessary, simply tap Join the meeting again. The personal link from your invitation also continues to work.

Granting a proxy

If you cannot attend a meeting, you can authorise another person – for example a family member, a co-owner or the property manager. On the meeting page under Grant a proxy:

1. Under Name of the authorised person, enter the name (for example “the property manager”).
2. If you wish, under Instructions (optional), choose an instruction for each agenda item with a resolution: Yes, No or Abstention. Without an instruction, the authorised person decides for themselves.
3. Optionally, add a note under Note for your property manager.
4. Send proxy. Your property manager records the proxy in text form (§ 25 Abs. 3 WEG); in the attendance list you are then shown as represented.

Below this you can see the status: being sent, accepted or not accepted with a reason (for example if the meeting has already been opened). A new proxy replaces the previous one – this is how you change your representative or instructions until the meeting is opened.

Requesting an item for the agenda

As long as the agenda is open, you can request an item on the meeting page under Request an item for the agenda. If your property manager has set a deadline, it is shown there (“until …”).

1. Enter a short Title, for example “Bicycle stands in the courtyard”.
2. Word the Draft resolution (“The apartment owners resolve …”).
3. If you wish, add a Justification.
4. Send motion.

Your property manager receives the motion as a case and decides whether to include it. Your motions are listed above with their status: being sent, received as case … with the case number you can quote when asking about it, or not accepted with a reason.

Written resolution procedure

In the written resolution procedure (Umlaufverfahren), the community passes resolutions without a meeting: all owners declare in text form whether they agree to the motion. You can see the draft resolution with its justification, the Deadline, which majority is required, and Your declaration.

As long as the procedure is running and there is no declaration from you yet, you submit it with Agree, Reject or Abstain. The declaration is binding and applies to your group of owners (for example also to your co-owners); it cannot be withdrawn or changed – which is why the portal asks you again to confirm. After sending, it says “Your declaration is on its way” until your property manager has recorded it. If your property manager offers it, you can also submit the declaration on your personal page at your property manager: Open personal page below the motion opens it in a new window. After the deadline has passed, your property manager determines the result; it remains visible for a few weeks.

Collection of resolutions

The collection of resolutions (Beschlusssammlung, § 24 Abs. 7 WEG) contains all of your community's resolutions – from meetings, from written resolution procedures and court decisions – with a consecutive number, date, wording and outcome (passed, rejected). The Legal status shows whether a resolution can still be contested:

Annotations record later events, for example implementation.

Search finds resolutions by keywords in the subject or wording; Year shows the resolutions of one year.