SVJ and housing cooperatives - Decide remotely

How to hold a remote SVJ meeting, per rollam voting and other opportunities

The current situation has also affected unit owners' associations (UOAs), which are finding it difficult to fulfil their obligation to hold meetings. Fortunately, digitalisation of processes and electronic signing can help them too.

In today's COVID era, how can you organise an HOA meeting remotely?

According to the statutes of most SVJs in the Czech Republic, meetings are held once a year. However, in the COVID era, it is somewhat difficult to ensure this obligation of the SVJ committee. Yes, we can all convene for Teams, Zoom or Meet. But how do we secure the necessary signatures on the attendance sheet, and moreover, how do we ensure that they are as legally verifiable as possible? After all, assemblies often decide on large sums of money for repairs or upgrades, the size of the repair fund, monthly deposits that add up to millions. Similarly, this applies, for example, to per rollam voting and other situations in the life of an HOA.

Fortunately, there is an elegant way: the EU eIDAS directive

The EU eIDAS regulation allows many different data to be used as an electronic signature on an electronic document. No certificates are needed for this, the prevalence of which is scarce in the general population. According to this EU directive, courts must also treat documents in paper, paper and electronic form in the same way.

How to use this path?

Simply use the service for electronic signing according to eIDAS, which in the so-called "controlled environment" attaches not only graphic signatures to the electronic document, but also a large amount of other data about the signing process, e.g. two-factor verification of e-mail and phone of the signatory, time of signature, data about the device, IP address, etc. This creates a document with signatures with a high degree of legal conclusiveness.

Next steps 

• Create a free account on SIGNI, remembering to select that you are creating a workspace for a legal entity when you register.
• Read our step-by-step guide- Electronic Signature of Assembly Documents .
• Try signing your attendance sheet in PDF format in Signi - either use your own list or download our attendance sheet template for Google Sheets and Excel.

Then all you have to do is:

1. Organize the meeting remotely as a video conference via Zoom, Meet, Teams, etc.
2. During the meeting, update the attendance list and inform the owners that the attendance list, along with the minutes and other documents, will come to them for electronic signature.
3. After the meeting, have the attendance sheet and other documents signed by the owner via SIGNI. They can do this anywhere, such as on vacation or on a business trip. They can also sign all at once.

Good luck in managing the SVJ even remotely like this.

What next? Let's do it!

Get started now - Create an account in Signi and start sending your first documents for signature. For detailed instructions on how to get started, see Getting Started with Signi. The first three signatures are free, so you can try the app without obligation.    
Contact us now at sales@signi.com.
Let's schedule a video call together - We'd be happy to demonstrate Signi and how to manage and sign business documents. Choose the date that works best for you.