Knowledge base for property management companies for when someone asks about the 2019 resolution.

You can ask what the minutes say: who was present, how the shares were distributed, how the vote went and when the resolution was posted in the building; the answer shows the source each time. The legal assessment stays with you. In practice the posting date is particularly valuable: the one-month period under § 24(6) WEG 2002 (the Austrian Condominium Act) runs from the posting in the building, not from the day of the meeting, and for resolutions on extraordinary management measures the separate period under § 29 WEG 2002 also applies. The documents often mention this date only in passing; whether it shows up in the answers depends on whether the proof of posting is in the collection – a good thing to check in the first weeks after go-live.

The whole handover can go in as it is: minutes, contracts, statements of account, correspondence – including scanned and unsorted documents. The system suggests the property, unit number and date; someone from your company confirms the document type, because that determines who sees the document later. Afterwards it’s worth asking what is missing: which resolution has no proof of posting, which maintenance contract exists only as invoices. If the system finds nothing, it tells you so – and in a takeover, that is the start of the list you have to draw up anyway. In the first weeks after go-live, try it on one property to see how well it copes with an unsorted handover.

For the forward plan under § 20(2) WEG 2002 it can gather what is documented for a property about upcoming maintenance and improvement works, quotations and resolutions, and turn it into a draft in Word or Excel for you to work on. For the statement of account, which must be presented to the owners within six months of the end of the accounting period, you can ask for the receipts behind an item, the resolution authorising the expenditure and the quotation it was based on – each with its source. The figures themselves still come from your accounts; nothing is calculated here.

In that first hour, people typically ask for the building insurance policy for that property, including the excess, the caretaking or maintenance contract with the agreed response time, earlier burst pipes on the same riser, and any resolution ever passed on that pipe. If these documents are in the collection, the answer gives the source for each; if the system can’t find something, it tells you so. Whether the costs fall on the reserve fund or the insurer is not for the system to decide. The best test of whether it helps on the phone is a claim from last year, in the first weeks after go-live.