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The administration of a condominium owners' association (WEG) is a task that entails numerous legal and organizational duties. One of the central tasks of COA administration is the proper management of the collection of resolutions. In this article, you will learn what a collection of resolutions is, why it is so important for owners, what content it must have, how you can optimally manage such a collection and which samples and templates can help you.
What is a collection of resolutions?
The collection of resolutions is a central document in every condominium administration. It serves to systematically document all resolutions passed by the community of owners. The collection of resolutions is mandatory under Section 24 (7) of the German Condominium Act (WEG) and must be kept by the administrator.
The purpose of the resolution collection:
- Transparent traceability of all decisions made by the community of owners
- Legal certainty for owners and their legal successors
- Basis for the management and use of the property
- Evidence for courts in the event of disputes or legal proceedings
Legal basis and obligations
§ Section 24 (7) WEG - The legal requirements
According to the Condominium Act (Section 24 (7) WEG), it is mandatory to keep a collection of resolutions. The administrator must immediately enter and number the resolutions passed in the collection of resolutions.
Important legal requirements are
- Entry of each resolution with the wording, place and date of the meeting
- Numbering of resolutions in consecutive order
- Indication of the majority of votes in the resolution
- Documentation of judgments on contested decisions
- Obligation to inspect the collection of resolutions for all condominium owners
Other relevant regulations:
- § Section 43 WEG: regulates the contestation of resolutions and judicial review
- Declaration of division and agreements: Can place additional requirements on the collection of resolutions
Contents of an optimal resolution collection
A professional resolution contains all the essential information that is important for the owners' meetings, the condominium administrators and the owners. The following contents are mandatory:
Mandatory information in the collection of resolutions
- Sequence number of the decision
- Wording of the resolution adopted
- Place and date of the condominium owners' meeting or date of the circular resolution
- Specification of the majority of votes (e.g. simple majority, qualified majority)
- Date of entry in the resolution collection
- Name of the chairperson of the owners' meeting
- Reference to possible challenges or judgments
- Note on whether the decision is final
Supplementary information
- Reference to the convening of the owners' meeting
- Reference to the declaration of division or agreements
- Specification of the affected common property or special property
- Reference to relevant documents or transcripts
Sample for a collection of resolutions
To give you an insight into the collection of resolutions, you will find a sample here that meets all legal requirements and has proven itself in practice:
The role of the WEG administrator
Maintaining the collection of resolutions is a central task of property management. The property manager is responsible for the proper documentation of all decisions made by the community of owners.
Tasks of the condominium administrator:
- Careful and prompt registration of all resolutions
- Ensuring access to the collection of resolutions for all condominium owners
- Storage and protection of documents against loss or manipulation
- Informing the owners about the status of the resolution collection
- Implementation of judgments and their documentation in the collection
The change to Ralph is uncomplicated.
The role of the WEG administrator
Maintaining the collection of resolutions is a central task of property management. The property manager is responsible for the proper documentation of all decisions made by the community of owners.
Tasks of the condominium administrator:
- Careful and prompt registration of all resolutions
- Ensuring access to the collection of resolutions for all condominium owners
- Storage and protection of documents against loss or manipulation
- Informing the owners about the status of the resolution collection
- Implementation of judgments and their documentation in the collection
Inspection of the collection of resolutions
Every condominium owner has the right to inspect the collection of resolutions. The condominium administrator must grant access upon request - also to legal successors and authorized representatives.
Important notes:
- They can be inspected at the offices of the administration.
- Copies can be made on request against reimbursement of costs.
- The inspection serves the transparency and control of the administration.
Importance of the collection of resolutions for condominium owners
The collection of resolutions is not only an administrative instrument, but also an important information and control tool for the owners. It provides information about
- The current status of the resolutions
- Rights and obligations arising from Community decisions
- The use and management of the common property
- The implementation and effectiveness of resolutions
- Possible challenges and their outcome
Typical mistakes and how to avoid them
Common errors in the management of the resolution collection are:
- Incomplete or late registration of resolutions
- Missing information on place, date or majority of votes
- Non-documentation of judgments
- Confusion between minutes and resolution collection
- No consecutive numbering of the resolutions
How to avoid decision-making errors:
- Use a standardized pattern or a digital template
- Check the entries after every owners' meeting
- Train the administrator and the management advisory board regularly
- Carry out regular reviews of the resolution collection
The collection of resolutions in the digital age
Just like Ralph, more and more condominium administrators are turning to digital solutions to manage the collection of resolutions. This brings numerous advantages:
- Fast and secure decision documentation
- Easy access for apartment owners via online portals
- Automatic numbering and archiving
- Secure storage and protection against data loss
Digital collections of resolutions facilitate administration and offer greater transparency for all parties involved.
Would you like to find out more about digital property management like Ralph? You can find many more articles about us as a property management company and how we work in our advice blog.
Court rulings and their impact on the collection of resolutions
Court decisions can influence the effectiveness of resolutions. It is therefore important to document relevant rulings in the collection of resolutions.
What needs to be considered?
- If a resolution is declared invalid by a court, this must be noted in the collection.
- Pending proceedings should also be documented with file number and status.
- The apartment owners must be informed of the outcome.
The collection of resolutions as a source of evidence and information
In the event of a dispute, the collection of resolutions serves as evidence in court. It documents which decisions were made when and by which majority. For potential buyers of a condominium, viewing the collection of resolutions is also an important part of the purchase decision.
Tips for optimal management of the resolution collection
- Always keep the collection up to date and complete
- Use samples and templates for standardized documentation
- Pay attention to the legal requirements (e.g. Section 24 (7) WEG)
- Ensure access for all apartment owners
- Also document circular resolutions and judgments
- Work closely with the management advisory board
- Rely on digital solutions for greater efficiency
Conclusion: The collection of resolutions as the heart of property management
The collection of resolutions is the central document of every homeowners' association. It ensures transparency, legal certainty and efficient management of the property. By keeping a careful and legally compliant collection of resolutions, you not only fulfill your duty as an administrator, but also create trust and clarity for all owners.
Use templates and digital tools to optimize the collection of resolutions. This will ensure that all resolutions passed are documented in a comprehensible manner and that the community of owners is managed on a solid legal basis. The collection of resolutions is much more than an administrative act - it is the memory of your community and a guarantee for orderly conditions in the condominium.
Do you already know Ralph?
A complete, well-managed collection of resolutions is the key to transparency, legal certainty and efficient management of your property. At Ralph, this central document is the focus of our work - because only those who keep track of all resolutions can manage a community of owners well in the long term.
Would you like to know how your resolution collection is currently set up or would you like a reliable administration that takes this essential task seriously? Simply send us a short message - we will get back to you immediately to plan the next step together.
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