Managing a homeowners' association (WEG) is a task that entails numerous legal and organizational obligations. One of the key tasks of WEG management is the proper maintenance of the resolution collection. In this article, you'll learn what a resolution collection is, why it's so important for owners, what it must contain, how to optimally manage such a collection, and which templates and examples can help you.
What is a collection of resolutions?Link to this section
The resolution collection is a central document in every condominium association administration. It serves to systematically document all resolutions passed by the owners' association. The resolution collection is mandatory according to Section 24 Paragraph 7 of the German Condominium Act (WEG) and must be maintained by the administrator.
The purpose of the resolution collection:
Transparent traceability of all decisions of the Homeowners association Legal certainty for owners and their legal successorsBasis for the management and use of the propertyEvidence for courts in disputes or legal proceedings
Legal basis and obligationsLink to this section
Section 24 para. 7 WEG – The legal requirements
After Condominium Act (Section 24 (7) of the German Condominium Act (WEG)) requires the maintenance of a record of resolutions. The administrator must promptly enter the passed resolutions into the record of resolutions and number them.
Important legal requirements are:
Registration of each resolution with wording, place and date of the meetingNumbering of resolutions in consecutive orderIndication of the majority of votes when passing a resolutionDocumentation of judgments on contested decisionsObligation to inspect the collection of resolutions for all apartment owners
Other relevant regulations:
§ 43 WEG:Regulates the challenge of decisions and judicial review Declaration of division and agreements:Can impose additional requirements on the resolution collection
Contents of an optimal resolution collectionLink to this section
A professional resolution contains all the essential information necessary for the Owners' meetings , the condominium administrators, and the owners. The following content is mandatory:
Mandatory information in the collection of resolutionsLink to this section
Consecutive number of the resolutionText of the decision takenPlace and date of the condominium owners' meeting or date of the circular resolutionIndication of the majority of votes (e.g. simple majority, qualified majority)Date of entry in the resolution collectionName of the chairman of the owners' meetingReference to possible challenges or judgmentsNote whether the decision is final
Supplementary informationLink to this section
Notice of convening the owners' meetingReference to the declaration of division or agreementsIndication of the affected common property or private propertyReference to relevant documents or records
Sample resolution collectionLink to this section
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 administratorLink to this section
Maintaining the resolution collection is a central task of the property management. The manager is responsible for the proper documentation of all decisions made by the homeowners' association.
Duties of the WEG administrator:
Careful and timely registration of all resolutionsEnsuring access to the collection of resolutions for all apartment ownersStorage and protection of documents against loss or manipulationInforming owners about the status of the resolution collectionImplementation of judgments and their documentation in the collection
The role of the WEG administratorLink to this section
Maintaining the resolution collection is a central task of the property management. The manager is responsible for the proper documentation of all decisions made by the homeowners' association.
Duties of the WEG administrator:
Careful and timely registration of all resolutionsEnsuring access to the collection of resolutions for all apartment ownersStorage and protection of documents against loss or manipulationInforming owners about the status of the resolution collectionImplementation of judgments and their documentation in the collection
Inspection of the collection of resolutionsLink to this section
Every condominium owner has the right to inspect the collection of resolutions. The condominium administrator must grant access upon request – including to legal successors and authorized representatives.
Important instructions:
Inspection can take place in the administration’s offices.Copies can be made upon request for a fee.The insight serves to ensure transparency and control of the administration.
Significance of the collection of resolutions for apartment ownersLink to this section
The collection of resolutions is not only an administrative tool, but also an important information and control tool for owners. It provides information on:
The current status of the decisionsRights and obligations arising from Community decisionsThe use and management of the common propertyThe implementation and effectiveness of decisionsPossible challenges and their outcome
Typical mistakes and how to avoid themLink to this section
Common mistakes in maintaining the resolution collection are:
Incomplete or late registration of resolutionsMissing information on location, date or majority of votesNon-documentation of judgmentsConfusion between minutes and resolutionsNo consecutive numbering of resolutions
How to avoid decision-making errors:
Use a standardized pattern or digital templateCheck the entries after each owners’ meetingTrain the administrator and the administrative board regularlyConduct regular reviews of the resolution collection
The collection of resolutions in the digital ageLink to this section
Like Ralph, more and more condominium administrators are turning to digital solutions to manage their resolution collections. This offers numerous advantages:
Fast and secure decision documentationEasy access for homeowners via online portalsAutomatic numbering and archivingSecure storage and protection against data loss
Digital resolution collections simplify administration and provide greater transparency for all involved.
Would you like to learn more about a digital property management service like Ralph? Visit our Advice blog You will find many more articles about us as property management and how we work.
Court rulings and their impact on the collection of decisionsLink to this section
Court decisions can influence the validity of resolutions. Therefore, it is important to document relevant judgments in the resolution collection.
What should be considered?
If a court declares a decision invalid, this must be noted in the collection.Pending proceedings should also be documented with file number and status.The property owners must be informed of the outcome.
The collection of resolutions as a source of evidence and informationLink to this section
In the event of a dispute, the collection of resolutions serves as evidence in court. It documents which decisions were made, when, and by what majority. For potential buyers of a condominium, reviewing the collection of resolutions is also an important part of the purchase decision.
Tips for optimal management of the resolution collectionLink to this section
Keep the collection up to date and completeUse samples and templates for consistent documentationPay attention to the legal requirements (e.g. Section 24 para. 7 WEG)Ensure access for all property ownersAlso document circular resolutions and judgmentsWork closely with the Administrative BoardRely on digital solutions for greater efficiency
Conclusion: The collection of resolutions as the heart of property managementLink to this section
The resolution collection is the central document of every condominium association. It ensures transparency, legal certainty, and efficient property management. By carefully and legally maintaining the resolution collection, you not only fulfill your duty as a manager but also create trust and clarity for all owners.
Use templates and digital tools to optimize your resolution collection. This ensures that all passed resolutions are clearly documented and that the homeowners' association is managed on a solid legal basis. The resolution collection is far more than an administrative act—it is the memory of your community and a guarantee of orderly conditions in the condominium.
Do you already know Ralph?
A complete, well-maintained collection of resolutions is the key to transparency, legal certainty, and efficient management of your property. At Ralph, this central document is at the heart of our work – because only by maintaining an overview of all resolutions can a homeowners association be effectively managed in the long term.
Would you like to know the current status of your resolution collection, or are you looking for a reliable administration that takes this essential task seriously? Simply send us a short message – we'll get back to you promptly to plan the next steps together.
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