Virtual Homeowners' Meetings: Legally Compliant and Efficient Implementation

Introduction

Digitalization has also reached the homeowners' meeting (Eigentuemerversammlung). Virtual and hybrid formats enable more flexible participation and can facilitate decision-making. A professional HOA management partner can guide the implementation. But what legal requirements apply and how can practical implementation succeed? This article provides an overview.

Legal Framework

WEMoG and Subsequent Legislation

The WEG reform of 2020 (WEMoG -- Wohnungseigentumsmodernisierungsgesetz) created the first legal basis for online participation in homeowners' meetings. Since then, the community can resolve to allow owners to participate electronically.

The further development of the legal framework now permits, under certain conditions, fully virtual meetings -- that is, without a physical meeting location.

Resolution Requirements

A resolution by the owners is required to conduct a virtual meeting. The necessary majorities and procedures vary depending on the format:

Hybrid meeting:: A resolution by simple majority enables additional online participation.

Fully virtual meeting:: Generally requires the consent of all owners or a corresponding agreement.

Technical Requirements

Platform

The technology used must enable equal participation. Owners must be able to:

Follow the meeting in real time

Request to speak

Exercise their voting rights

Common video conferencing platforms with voting functionality generally meet these requirements.

Identification

The identity of participants must be verified. This can be done through personal login with authentication, access codes, or other appropriate measures.

Documentation

The meeting must be recorded in minutes. For virtual formats, the technical implementation should also be documented -- such as participant lists and voting results.

Practical Implementation

Preparation

Timely invitation specifying the virtual format and access details

Providing instructions for owners who are less technically proficient

Technical test run before the meeting

Clarification of proxy options in case of technical problems

Conducting the Meeting

Welcome and confirmation of quorum

Explanation of the voting procedures

Structured discussion management with clear allocation of speaking rights

Clear announcement of votes and results

Opportunity for questions and objections

Follow-Up

Preparation and distribution of the minutes

Documentation of the technical implementation

Evaluation of feedback for future meetings

Advantages and Disadvantages

Advantages

Higher participation rates, particularly among owners living far away

Time savings by eliminating travel

Flexibility in scheduling

Cost savings on meeting venues

Disadvantages

Technical barriers for some participants

Limited personal communication

Effort required for technical support

Legal uncertainties with new formats

Tips for Property Managers

Start with hybrid formats to gain experience.

Invest in reliable technology and train your staff.

Offer technical support for owners.

Document carefully and transparently.

Seek legal advice for novel situations.

Conclusion

Virtual homeowners' meetings offer real advantages but require careful preparation and legally compliant implementation. The technical and legal possibilities continue to evolve. As a property management company, we increasingly use these formats and support our clients in their implementation.

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*This article is for general information purposes and does not replace individual legal advice.*