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

Markus Engel manages nine associations, and between April and July he holds nine owners' assemblies. One is the association at Am Stadtpark 3 in Nuremberg: eighteen units, two owned by married couples, one by 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, votes counted on a notepad, minutes typed up at the weekend, the register of resolutions updated at some point. Afterwards the figures existed in four places, and none of them was guaranteed to match.

This article walks through the same assembly in Condomana. Where a step requires the AI features, it says so.

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 gets not only a title and a proposal but its voting rule:

Which rule applies to which item depends on national law and the community's own rules — in Germany one vote per head is the statutory default, and an agreement can provide otherwise. What matters is that the rule is fixed before the evening, not negotiated in the room.

With AI switched on, Suggest agenda proposes items 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 none reaches the agenda until Mr Engel picks it. Draft resolution text words a proposal for each item, which he edits and applies with Apply as proposal.

The invitation

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

Mr Engel reads it, 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 — in Germany at least three weeks under § 24 (4) WEG — also remains his responsibility. The drafts are wording templates, 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. 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; an abstention or a missing vote defeats it.
• Several owners of one unit — the married couple, the heirs — vote uniformly. A differing vote is refused, and an item holding a split vote cannot be closed. In Germany, § 25 (2) WEG requires this.

Close vote & record computes the result, writes it into the register of resolutions, and is final. Voting weights are stored with each vote; if someone edits them later, the result stays reproducible.

The next morning: the minutes

After Close assembly, Draft minutes produces a draft from what the assembly actually recorded: who attended and who was represented, each item's rule, the votes, 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 has two options:

• File as document — the minutes as a PDF with signature lines for signing on paper.
• Request signatures online — he signs first, 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 assigns the number, and nobody can overwrite an entry. What happens later — a challenge, a court ruling, 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; the assembly and the accounts mesh here 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. That is not worth a meeting. Mr Engel creates an assembly of type Circular. The majority defaults to Unanimous — in Germany, § 23 (3) WEG requires the consent of all owners in text form, unless the association has resolved that a majority suffices for this matter. In that case he sets the item to Simple.

After Open the circular vote, every eligible owner counts, not only those present. Consents arrive in text form, for instance by email to the organisation address, and Mr Engel records them. So owners do not vote in the portal; what is recorded is what arrives in text form. The resolution runs through the same count and lands in the same register as everything else.

What does not change

Condomana offers no online or hybrid assembly and no voting in the portal. The assembly takes place as before; Condomana is what 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, per agenda item, and the count follows it.
• Drafts are drafts: the AI proposes agenda, resolution texts, invitation and minutes; nothing 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 machinery and sits in the same register.