Meetings — General Assembly, Attendance, and Power of Attorney

The Meetings module is used to keep your complex's general assemblies, extraordinary meetings, and their agenda + minutes + attendance information digitally. It creates evidence documents for compliance with the articles of the Condominium Law (KMK) requiring annual meetings.

Where to open?

From the left menu, Management → Meetings. At the top, you see 4 small summary cards (KPI bar):

• Total — total number of meetings recorded in the system.
• Published — meetings with status = published (excluding drafts).
• Draft — recorded but not yet completed meetings.
• This Year — meetings of the current year.

Below, the meeting list appears as a table: No / Type / Date / Location / Attendance (e.g., 24/40) / Status / Action.

1. Create a new meeting

Press the New Meeting button at the upper right. The modal opens:

Basic information

• Meeting Type — from the dropdown list: Regular General Assembly (annual per KMK) or Extraordinary General Assembly (urgent meeting within the year).
• Meeting Date — date and time (e.g., 15.03.2027 — 14:00).
• Meeting Location — address or place description (e.g., "Complex Meeting Hall" or "Online — Zoom").

Notice information

• Notice Method — How did you invite residents? E.g., "By post" / "Notice + SMS" / "Email + Delivery."
• Notice Date — the date the invitation was announced (evidence for the KMK requirement of at least 15 days before the meeting).

Agenda

List of topics to be discussed at the meeting. It is a plain text field — write in items (e.g., "1. Reading the financial report · 2. New elevator bids · 3. Dues increase discussion · 4. Manager election"). This agenda is used when announcing to residents.

Total Owner count

The total number of Owners in the complex (reference for quorum calculation). The system does not automatically suggest; enter it manually.

2. Save

Press Save in the modal. The meeting automatically gets a number (e.g., MTG-2027-001) and appears in the list in draft status.

3. Open the meeting detail

Press the Detail button on the right of the table row. The detail page opens — meeting information + agenda + minutes in the left column; the Attendance List card in the right column.

4. After the meeting — writing minutes

After the meeting is over, write the deliberation results in the Minutes area on the detail page. It is a rich text editor (TinyMCE — you can format with bold/italic/list/table/link).

Attendance count + Quorum

The Attendance List card in the right column shows the following:

• Total Owners: total in the complex (value you entered).
• Attendance: N persons (%Y) — number and percentage of those attending the meeting.
• Share Total: total land share of attendees (critical for KMK Art. 30 quorum).
• At the top, a green "Quorum met" or yellow "Quorum not met" warning band.

5. Meeting status — Draft → Published

After the minutes are written, from the status badge at the upper right of the detail page or from the action menu, transition the meeting to Published status. The published meeting becomes part of the digital archive and is considered unchangeable (KMK audit preparation).

6. Related Decisions

For each decision taken at the meeting, also create a record from the Decision Book module (see the next article). When creating a decision, you can select which meeting it is related to. On the detail page, under the "Related Decisions" heading, all decisions linked to this meeting are listed.

Power of attorney management

If an Owner cannot attend the meeting, they can give a power of attorney to someone else. Power of attorney management is not currently included as a separate area on the detail page — you can write powers of attorney under the "Proxies" heading in the minutes and keep the original documents in the digital archive by uploading them as PDF attachments (Card management for powers of attorney will be added in the next update).

Practical suggestions

• Plan your annual regular meeting as much as possible in the same month each year (e.g., every March). Refer to the previous year's meeting date and give notice 15 days in advance.
• If the quorum is not met at the regular meeting, create a new meeting record on the same page and write the second meeting date (KMK Art. 30 second meeting practice).
• Writing the notice date to the system is proof of the 15-day notice rule. If there is a later objection, you have the record in hand.

Next step

You need to write the decisions taken at the meeting to the Decision Book pursuant to KMK Art. 32. The next article explains this module.