The Register of Meeting Minutes: Duties and Upkeep

The register of meeting minutes is one of the mandatory registers the condominium manager must keep under Article 1130 no. 7 of the Italian Civil Code. It records the resolutions passed by the owners' meeting, any occasions when the meeting failed to reach quorum and the short statements that owners expressly ask to have entered. It is the historical and administrative memory of the condominium, and keeping it correctly is essential to reconstruct decisions and responsibilities over time.

What Article 1130 no. 7 requires

Article 1130 lists the manager's duties. Number 7 requires keeping four registers: the register of meeting minutes, the register of appointment and removal of the manager, the accounting register and the condominium roll. For minutes, the rule specifies that the register also records failures to constitute the meeting and the statements made by owners who requested them. The condominium regulation, where adopted, is attached to the same register.

The obligation applies to every condominium that has a manager, regardless of the number of units. Even in small buildings the register is not a pointless formality, because it is the source that proves which decisions were taken, with which majorities and on which dates.

What each set of minutes must contain

Each set of minutes recorded in the register must allow the full course of the meeting to be reconstructed. In short, the minutes must show:

• date, time and place of the meeting and whether it is a first or second call
• list of owners present in person or by proxy, with their thousandths (millesimi)
• verification of the attendance quorum and, for each item, of the voting quorum
• the agenda items actually discussed
• the outcome of votes with those in favour, against and abstaining and the corresponding thousandths
• the short statements of owners who ask to have them recorded
• the signatures of the chair and the secretary of the meeting

How long it must be kept

The register must be kept with care and constantly updated. Practice and case law treat the minutes as a long-term document, because they prove resolutions that may have effects for many years, such as the approval of thousandths tables, extraordinary works or amendments to the regulation. Even after the mandate ends, the outgoing manager must hand over all documentation, including the register of minutes, to the new manager or the condominium, without withholding it as a bargaining tool.

Owners' right to consult

Every owner has the right to inspect the register of minutes and to obtain copies at their own expense. The manager cannot raise a generic refusal: the register concerns documents belonging to the condominium community. The right must be exercised in ways that do not disrupt management, for example by written request and appointment, but it cannot be emptied of content. Denying access or keeping the register incomplete exposes the manager to challenges and may amount to a serious irregularity.

Consequences of failing to keep it properly

Keeping the register of minutes, or the register of appointment and removal, in an incomplete or disorderly way is considered a serious irregularity in management. Any owner may request that it be put in order and, if the manager persists in inaction, ask the court to remove the manager for serious irregularity under Article 1129 of the Civil Code. A poorly kept register also weakens the condominium's position in any litigation, because it makes it hard to prove what was actually resolved.

Paper register and digital register

The law does not require a specific medium. The register may be on paper or kept electronically, provided it stays intact, chronologically ordered and available for consultation. The digital form offers concrete advantages: fast searching by date or building, no risk of losing pages, immediate copies for owners and secure storage. What matters is that each set of minutes relates to a specific meeting and cannot be secretly altered after signing.

With AmministraPro the register of minutes is compiled and archived automatically at the end of each meeting, with attachments and statements linked to the session and made available to owners in their private area. To see how document management is organised you can visit the /funzioni page, while the plans and their limits are described in /prezzi.