Assembly season: from the agenda to the entry in the resolutions register

Markus Engel manages nine associations, and between April and July he has nine owners' assemblies to hold. One is for the association at Am Stadtpark 3 in Nuremberg, which has eighteen units; two belong to married couples and one to a community of heirs. On the agenda are the economic plan, a special levy for the gutters, and a new rule for the bicycle cellar.

That used to mean an invitation in Word, an attendance list on paper and votes counted on a notepad. The minutes were typed up at the weekend and the register of resolutions updated at some point. In the end the figures existed in four places, and nothing guaranteed they were the same in all of them.

What follows is the same assembly in Condomana. Where a step requires the AI features, that is noted.

Three weeks ahead: the agenda as rules

Under Assemblies Mr Engel creates a new assembly, type In person, with its convening date. Condomana takes the voting weights from the co-ownership shares.

Each agenda item has a title and a proposal, and Mr Engel also sets a voting rule for each one:

Which rule applies to which item depends on national law and on the community's own rules. In Germany one vote per head is the statutory default, though an agreement can provide otherwise. The rule should be fixed before the evening, so that nobody has to negotiate it in the room.

With AI switched on, Suggest agenda proposes items drawn from what is open in the building: running defects, maintenance falling due in the coming months, and earlier resolutions that were time-limited. Every suggestion names its source, and it only reaches the agenda once Mr Engel picks it. Draft resolution text words a proposal for each item. Mr Engel edits it and applies it with Apply as proposal.

The invitation

Draft invitation is also an AI feature, and turns the agenda into a written invitation. The fixed frame comes from the data, not from the model: the date, the numbered agenda items and, for a German property, the statutory notes. The model only fills in the prose between them.

Mr Engel reads the draft, changes two sentences, and hands the text to the announcement form with Publish as announcement, where he checks the audience. Drafting never sends anything. The notice period also remains his responsibility; in Germany it is at least three weeks under § 24 (4) WEG. The drafts are wording templates and not legal advice.

The evening

Start assembly freezes the agenda and opens attendance and voting. Mr Engel records each owner as Present, Represented (by proxy to another owner) or Absent. Only present and represented owners can vote.

For each item he enters Yes, No or Abstain, and Condomana counts by the item's rule:

• Simple majority: yes must outweigh no; abstentions count for neither side.
• Unanimous: every eligible owner must vote yes with their full weight. A single abstention or missing vote defeats it.
• Several owners of one unit, here the married couple and the heirs, vote uniformly. Condomana refuses a differing vote, and an item holding a split vote cannot be closed. In Germany, § 25 (2) WEG requires this.

Close vote & record computes the result and writes it into the register of resolutions, and that step is final. Voting weights are stored with each vote. If someone edits them later, the result can still be reproduced.

The next morning: the minutes

Once the assembly is ended with Close assembly, Draft minutes produces a draft from what was actually recorded there: who attended and who was represented, each item's rule, the votes and the result. The figures are taken over verbatim. The model only writes the prose around them and may not restate counts. Votes by name are off by default.

Mr Engel edits the draft and then has two options:

• File as document: the minutes are filed as a PDF with signature lines and signed on paper.
• Request signatures online: Mr Engel signs first, then up to three further signatories receive a link and sign in the browser. In Germany, under § 24 (6) WEG, these are the chair of the meeting, one owner and, where there is one, the chair of the advisory board. After the last signature, the signed PDF is hashed, filed and shared like any other document.

Drafting the minutes and signing them online require the AI features. Without them you write the minutes as before and file them as a document; voting and the register work exactly the same.

The register writes itself

Every closed item appears under Resolutions, numbered continuously, with date, wording, rule and votes. Nobody has to assign the number, and nobody can overwrite an entry either. Anything that happens later, such as a challenge, a court ruling or a correction, is added as an annotation. Owners see their association's register in the portal. For a handover it exports as PDF, CSV and JSON, regardless of subscription status.

Why that matters beyond convenience is in Keeping the register of resolutions right.

Mr Engel then approves the economic plan in the accounting section, citing the resolution's register number. The approval writes the year's advance payment schedule. This is where the assembly and the accounts mesh, without anyone retyping a figure.

In September: the circular resolution

In autumn the association has to decide on a new maintenance contract for the garage gate, and that is not worth a meeting. Mr Engel creates an assembly of type Circular. The majority defaults to Unanimous, because in Germany § 23 (3) WEG requires the consent of all owners in text form. If the association has resolved that a majority suffices for this matter, he sets the item to Simple.

After Open the circular vote, every eligible owner counts; the limit to present and represented owners does not apply here. Owners with portal access are notified and answer in the portal under Votes, item by item, until the deadline; an answer given there is final. Owners without access answer in text form, for instance by email to the organisation address, and Mr Engel records the answer. The resolution then runs through the same count as everything else and lands in the same register.

What does not change

Condomana carries no picture and no sound. Once the community has resolved online participation, the video call carries on in Zoom, Teams or Jitsi, and Condomana counts the votes from the room as well as those from the portal. How that works is described in Online and hybrid assemblies: when owners vote in the portal. Without that resolution the assembly takes place as before, and Condomana is the tool you prepare it with, count it with and document it with. Whether a resolution is valid is not something the software judges.

The essentials

• The rule is fixed before the evening, for every agenda item, and the count follows it.
• Drafts are drafts: the AI proposes agenda, resolution texts, invitation and minutes, and none of it is sent on its own.
• Figures are never retyped: from the vote to the minutes to the register it is the same number.
• The circular resolution runs through the same count and sits in the same register.