Self-Management of a Small Condominium: Rules and Limits

In a small condominium, that is one with a limited number of owners, the proprietors may manage the common parts directly without appointing a manager, because appointment is mandatory only when the owners are more than eight. Self-management does not, however, mean deciding freely or individually: choices on the common parts must be taken collectively, with the majorities required by law for the meeting and, for matters not governed by condominium rules, with the rules of co-ownership of property.

When self-management is allowed

Direct management is possible as long as the condominium stays within the eight-owner threshold set by Article 1129 of the Italian Civil Code for the appointment obligation. In these cases the law does not require a manager, but the condominium's operating rules still apply: meeting, minutes, thousandths (millesimi) tables and allocation criteria remain the same. Self-management concerns the absence of a manager, not the absence of rules.

How decisions are made

Decisions on the common parts are taken in the meeting, with the majorities set by law depending on the matter. No owner may impose an expense on the others or carry out acts alone that bind the condominium, even if they are the most present or available. Self-management requires constant coordination: convening the other proprietors, discussing choices and recording in minutes what is decided, so as to have a record enforceable against everyone.

• Convene all co-owners for decisions on the common parts
• Respect the majorities required for the matter under discussion
• Draw up minutes of the decisions taken
• Allocate expenses according to thousandths (millesimi) or legal criteria
• Keep the supporting documents for common expenses

The allocation of expenses

Even in self-management, common expenses are allocated according to the rules of the Civil Code: Article 1123 for general expenses in proportion to thousandths (millesimi), Article 1124 for stairs and elevators, Article 1126 for roof terraces in exclusive use. Applying improvised criteria or dividing everything in equal parts without a legal basis can generate disputes. It is advisable to reconstruct or maintain the thousandths tables even in a small condominium.

The current account and transparency

The obligation to have a current account in the condominium's name is linked to the figure of the manager. In self-management the proprietors may still choose to open a common account for managing expenses, so as to separate the condominium's money from personal funds and make receipts and payments transparent. Keeping orderly accounts, even if not required in the form of a professional report, prevents suspicion and disputes between neighbors.

When a manager is still worthwhile

Self-management works well when relations are cooperative and expenses are modest. It becomes burdensome when there are extraordinary works, defaulters to recover from, tax obligations or persistent disagreements. In these cases even a small condominium may appoint a manager, although not obliged to, to have professional management and a person entitled to act. If the majority needed for essential decisions cannot be formed, each participant may apply to the court.

Tips for orderly self-management

• Always put common decisions in writing
• Open a dedicated account for condominium expenses
• Allocate expenses according to thousandths and legal criteria
• Keep invoices and receipts in a shared archive
• Consider a manager for complex works or litigation

Even without a manager, keeping accounts and decisions in order makes self-management simpler and more transparent. With AmministraPro the co-owners can record common expenses, allocate them according to thousandths (millesimi) and keep documents in a shared archive, reducing the occasions for conflict. The features are on the /funzioni page and the plans on the /prezzi page.