Spring is the main season for owners’ meetings in many condominium owners’ associations. The German Property Federation (IVD) has drawn attention to this. Owners who have considered possible motions since the last meeting should submit them now so that their topics can be added to the agenda in good time. The meeting is a central forum for deciding on finances, maintenance and the association’s rules, particularly the annual accounts, which according to common practice should be approved by June at the latest unless the management agreement provides otherwise.
Deadlines and opportunities for owners to participate
Owners should receive the invitation to the owners’ meeting at least three weeks before the date of the meeting. They can submit their own items for the agenda until that point, for example concerning building work, special assessments or house rules. Motions should be submitted in writing and at an early stage; fully drafted wording is not required. Depending on their scope and urgency, items submitted at short notice may still be dealt with at the meeting.
The chair of the administrative advisory board may likewise add to the agenda and inform the owners within the required period.
Resolutions and majorities
The annual accounts, budget and modernisation measures are regularly put to a vote. A simple majority of the owners present is generally sufficient, meaning more votes in favour than against; abstentions are not counted. Certain structural alterations require a double qualified majority, meaning at least 75 per cent of the owners present who together represent more than half of the co-ownership shares.
An owners’ meeting always has a quorum, even if only one owner is present or represented by proxy.
Important documents for informed decisions
Depending on the agenda, the following documents are useful for effective decision-making at the meeting: annual accounts, budgets and account summaries, as well as planning documents, quotations and financing summaries for building projects. Expert opinions or legal assessments may also be required. The documents must be available by the time of the meeting at the latest. Sending them in advance is not mandatory, but is often helpful.
“Those who attend the meeting well informed can make decisions with greater confidence and purpose,” says IVD Vice-President Markus Jugan.
Online and hybrid meetings: greater flexibility
More and more associations are using digital or hybrid meetings. Owners must have the same rights as they would at an in-person event. The access link must be personalised and only authorised persons may take part. It must therefore be ensured that participation is limited to the owners entered in the land register or their duly authorised representatives. The technology must comply with data protection law.
Why certified managers are particularly important now
The demands placed on management are increasing. Certified managers ensure legally compliant and transparent organisation, including in digital settings. Certification under DIN SPEC 91462 and the DIAZert equivalence seal stand for verified quality.
“Certified managers ensure that everything runs smoothly, from the invitation to chairing the meeting,” says Markus Jugan. “Owners benefit from greater transparency, security and preservation of value.
Well prepared for the owners’ meeting
IVD Vice-President Markus Jugan sums up: “Owners should know and actively exercise their rights. Those who are well prepared and rely on qualified management create the basis for sound decisions, whether the meeting is in person, hybrid or online.”