An active CoE important for maintenance and management

An apartment is part of a larger building that requires regular maintenance. When you purchase an apartment, you automatically become a member of the Owner's Association (VvE). The VvE represents the interests of the residents and takes care of the maintenance of the property. Unfortunately, the VvE does not always function properly, which can have adverse consequences.

An active CoE has a board responsible for managing and maintaining the common parts of the complex. This includes tasks such as taking out building insurance and performing maintenance on the elevator, roof, stairwell and facades. In addition, the board is responsible for managing the financial resources needed for maintenance.

VvE's mandatory reserve pot

Each homeowner within a complex contributes monthly to the VvE through service charges. These fees are intended for property maintenance. Since 2018, it has been mandatory for every VvE to build up a reserve fund. This fund serves to pay for unexpected major damages to the building. When the reserve fund is in danger of running out, the VvE can ask all members for an additional contribution to increase the buffer.

The importance of attendance at VvE meetings

An active Owners' Association (VvE) is required to hold a General Assembly (ALV) at least once a year. During this meeting, the board accounts for the choices made and the financial management. In addition, all members are given the opportunity to raise other issues related to the VvE.

Unfortunately, it is often the case that many members skip the General Assembly, even though this is actually the most important function within an association. At the meeting, members have the opportunity to help decide on issues such as maintenance, the budget and the financial statements. In addition, members can also monitor the board and make their voices heard.

Steps to address board negligence

If you notice that the VvE board is not performing its duties properly, as a member you must take action. Going to court is a last resort. First, you can try to discuss the issue within the membership meeting. Here are some steps you can take within the meeting if the VvE is negligent or not performing its duties properly:

1. Make it an agenda item at the ALV: Any member can submit agenda items for the ALV, making it a topic to be discussed and giving the board a chance to put things in order.
2. Document complaints: Make deficiencies concrete by documenting and substantiating complaints. Also document how the board handles these complaints.
3. Create support within the CoE: Investigate if there are more people who believe the board is not functioning properly. Together you are stronger. If you want to dismiss the board, you need a majority at the meeting.
4. Come up with an alternative: It makes little sense to just criticize the board if you have no idea how to improve it. Research for yourself what can be improved and what is needed to do so. Make sure your alternative plans have sufficient support.

Managing an association involves more responsibilities than you might expect. Outsourcing the management to an administrative office can provide the desired security. Of course, this comes at a cost. However, it is important to note that after outsourcing the management, responsibilities still remain. The decisions of the administration office must also be monitored, and an ALV is still required for an active VvE.