Deed of division and regulations
The splitsingsakte, the modelreglement it refers to and the house rules are kept as versions. Only an adopted version binds owners; a draft amendment is shown as a draft.
VvE management · the Netherlands
VvE management for Dutch associations, from deed to decision.
Owners and shares, the MJOP and reserve fund, contributions, the ALV and the repairs that follow — on one record per building, read the way Book 5 of the Dutch Civil Code, your deed of division and your model regulations expect.
For VvE boards, professional VvE managers and the owners they serve — from a small association to a portfolio of managed associations.
Built on how a Dutch VvE actually works.
Six things every Dutch association runs on. Each is held once, on the building, and every screen reads it from there.
Shares (breukdelen)
Each apartment right carries the share recorded in the deed. Contributions, the annual settlement and — where the deed says so — votes are calculated from that share, never re-typed.
Reserve fund — art. 5:126 BW
The reserve is read against both statutory bases: the amount following from a maintenance plan of at least ten years, or 0.5% of the rebuild value. Meeting one basis is never shown as meeting the other.
General meeting (ALV)
At least one meeting a year. Notice, authorisations, quorum and majority are checked separately, against the rules your deed sets.
Building insurance
The building policy, its rebuild value and its renewal date sit on the building. A rebuild value that is not recorded is shown as unknown — and so is the reserve basis that depends on it.
Accounts and audit committee
Budget, ledger, annual accounts and the audit committee’s review per financial year. A computed figure is never shown as adopted until the ALV adopts it.
Rule packs are a reading aid, never legal advice. Where your deed of division or regulations say something different, your deed wins.
Workflow 1 · MJOP and reserve fund
From condition survey to a reserve the owners can defend.
The long-term maintenance plan and the reserve fund are one conversation. Residention keeps both on the same building elements, so every euro in the plan points to an element, a year and the basis behind it.
- Elements recorded. Roof, façade, window frames, lifts and installations: each common element is recorded with its condition on the 1–6 scale of NEN 2767, photos and the date of the observation.
- Plan built. Each measure gets a year, a quantity, a unit price and its price basis. A plan of at least ten years shows the effect on the reserve fund year by year.
- Both bases checked. The reserve is compared with the plan-based reservation and with 0.5% of the rebuild value — two separate checks, each showing what it is based on.
- Proposal to the ALV. Contribution scenarios go to the general meeting side by side. A modelled contribution is not a decision until the owners adopt it.
The owners decide the plan and the contribution. A computed condition score is shown as computed, never as a certified inspection.
Workflow 2 · General meeting
An ALV where every decision can be traced.
From the notice to the minutes, each step is a recorded fact. Quorum and majority are separate tests, and the minutes say exactly what was adopted.
- Called in time. The notice, agenda and meeting documents go out; the notice period is checked against your deed and model regulations.
- Authorisations checked. Written proxies are recorded, and the number one person may hold is checked against the deed.
- Quorum, then majority. Shares present or represented are counted first; votes for, against and abstaining second. No quorum is not a rejection — a second meeting may follow.
- Minutes and actions. Minutes are versioned until adopted, decisions are recorded as taken, and every action point gets an owner and a date.
The chair and the owners run the meeting. smartAI may draft an agenda or a summary; it never records a vote or a decision.
Workflow 3 · Contributions and arrears
Contributions collected, settled and chased with care.
The budget sets the advance contribution per share. Collections, receipts, the annual settlement and any arrears are kept apart, so prepared, collected and booked never blur.
- Budget to contribution. The adopted budget sets each owner’s monthly advance, calculated from the share in the deed.
- Direct debit prepared. A SEPA direct-debit file is prepared from signed mandates for the board to submit to the bank. Prepared is not collected.
- Receipts matched. Bank statements are read back and receipts matched to owners. An unmatched receipt waits for a person to place it.
- Settled or chased. The annual settlement divides the difference between budget and actual by share. Overdue amounts follow a ladder — reminder, notice of default, collection — and every step is a person’s decision.
Residention does not move money on its own. Collection costs are only charged after a notice with a payment term has been recorded.
Workflow 4 · Repairs to common parts
From an owner’s report to evidence on the element.
A leak in the stairwell or a broken entrance door lands on the right building element — with its plan line, its insurance policy and the limit up to which the manager may order work.
- Reported by an owner. An owner reports a defect by portal or email. It lands on the common element it concerns.
- In context. The manager sees the element’s condition, its MJOP line, earlier repairs and whether the building insurance may cover the damage.
- Within authority. Work up to the recorded authority limit can be ordered by the manager; above it, the board or the ALV decides first.
- Closed with evidence. The supplier accepts by link and reports back with photos. The evidence lands on the element, and the plan can be updated from it.
Spending above the limit, insurance claims and complaints always go to a person.
A sale and a renewal, handled on the record.
Sale of an apartment
When an apartment changes hands, the notary asks the association what the seller still owes. The answer is read from the owner’s ledger, and the transfer is recorded with its date, the notary and the settlement that followed.
Sustainability on natural moments
The plan shows where an energy measure can ride along with work that is already due — insulating while the roof is renewed, for example. A natural moment is a candidate, not an approved measure, and a possible subsidy is never shown as granted.
smartAI prepares. The board and the owners decide.
smartAI reads the association’s own records and shows where each answer comes from. It works inside the same permissions as the person using it.
What smartAI does
- Explains the plan and the reserve fund in plain language
- Drafts the agenda, owner letters and meeting summaries
- Flags what is missing: an unrecorded rebuild value, a policy near renewal, a step without evidence
- Answers owners’ questions with the source of each answer
Always a person
- Adopting the budget, the plan or a contribution
- Recording votes and decisions
- Sending letters and collection notices
- Ordering work above the authority limit
- Insurance claims, complaints and legal steps
Where Dutch associations start.
Most begin with the owners and shares, then the plan and the reserve, then the meeting.
- Owners, apartment rights and shares from the deed
- Building elements, condition and the MJOP
- Reserve fund against both statutory bases
- Contributions, direct debit and the annual settlement
- The ALV with authorisations, voting by share and minutes
VvE and homeowners associations in other countries · Planned preventive maintenance · Service charge management
Not claimed: legal advice, certified NEN 2767 inspections, automatic submission to the bank, or decisions on behalf of the board or the ALV.
See it with your own association.
Book a demo and we will walk through these workflows with your deed, your plan and your owners in mind.