Practical guide
How to open the meeting and verify its constitution
Opening the meeting does not simply mean starting to talk: it means ascertaining, before any discussion, that the meeting is validly constituted. This opening phase is the legal foundation of everything that follows, because a resolution taken by a meeting that is not properly constituted is voidable. The chair, once appointed, must call the roll of those present, check the proxies, add up the thousandths (millesimi) represented and compare them with the constitutive quorums set by Article 1136 of the Italian Civil Code. Only when the quorum is reached and recorded in the minutes can the meeting move on to the substance of the agenda items. This guide explains how to carry out each step precisely, avoiding the errors that make decisions open to challenge.
The steps to open the meeting correctly
- Check the time and the notice (first or second call).
- Appoint the chair and the secretary.
- Take the roll call of owners present in person.
- Collect and check proxies, verifying the limits of Article 67 of the implementing provisions.
- Add up the thousandths represented by those present and by proxy holders.
- Count the heads, that is the number of condominium participants represented.
- Compare the figures with the constitutive quorums of Article 1136.
- Record in the minutes that the quorum is reached and declare the session open.
First or second call: which quorum applies
The first check concerns which call is being held, because the constitutive quorums differ. On first call the meeting is validly constituted with the presence of owners representing two thirds of the value of the whole building and a majority of the condominium participants. These are high requirements, which are often not met.
On second call, held on a different day, the requirements are lower: the meeting is valid with the attendance of owners representing at least one third of the building's value and one third of the participants. The chair must be clear from the opening which threshold applies, because all subsequent calculations depend on this distinction.
The roll call of those present
After appointing the officers, the chair proceeds to the roll call, recording the owners present in person. It helps to have an up-to-date list with names, units and each owner's thousandths, so as to tick off those present as you go and immediately have the figure for thousandths directly represented.
The roll call is not a formality: it serves to capture exactly who is taking part at every moment. Since owners may arrive late or leave before the end, the chair must keep the count updated, because the quorum must be verified not only at the opening but also at the moment of each vote.
Checking the proxies
Proxies must be collected and checked before adding up the thousandths. Each proxy must be in writing and refer to an identifiable delegating owner. The chair verifies that the holder is genuinely authorised and that the proxy is valid for that specific meeting.
The limit of Article 67 of the implementing provisions of the Italian Civil Code must be respected: in condominiums with more than twenty owners a single holder cannot represent more than one fifth of the owners and of the proportional value. Exceeding this limit means the excess thousandths cannot be counted, with the risk of distorting the quorum. Checking proxies is therefore an integral part of verifying the constitution.
Calculating thousandths and heads
The constitutive quorum is measured on two quantities: the thousandths represented and the number of participants. The chair adds up the thousandths of those present in person and those of owners represented by proxy, then counts how many heads are represented. Both figures must be compared with the thresholds of Article 1136.
The most common error is to consider only the thousandths and neglect the number of heads, or vice versa. On first call, two thirds of the value and a majority of participants are needed: failing one of the two requirements means the meeting is not constituted. A precise, verifiable count recorded in the minutes is what protects resolutions from future challenges.
Recording the constitution in the minutes
Once the quorum is reached, the chair declares it and records it in the minutes, stating the total thousandths represented and the number of participants. This formal declaration marks the effective opening of proceedings: from that moment the meeting may discuss and resolve on the agenda items.
If instead the quorum is not reached, the chair takes note, declares the meeting inquorate and adjourns to the next call, again recording this. Even an inquorate meeting must be documented, because its minuting serves to justify holding the second call with reduced quorums.
Verifying the constitution with software
Keeping attendance, proxies and thousandths under control during the opening is easier with a tool that updates the counts in real time. A condominium management software such as AmministraPro lets you tick off those present, register proxies respecting the limits of Article 67 and immediately see whether the constitutive quorum is reached, without error-prone manual sums.
Since the quorum must be re-checked at each vote, having the figure always up to date avoids resolving by mistake without the necessary majorities. The features for managing meetings are described on the features page, while the available plans are set out on the pricing page.
Frequently asked questions
What quorums are needed to constitute the meeting on first call?
On first call the meeting is validly constituted with the presence of owners representing two thirds of the value of the whole building and a majority of the condominium participants, under Article 1136 of the Italian Civil Code. Both requirements, thousandths and number of heads, must be met: if even one is missing, the meeting is not constituted and cannot resolve validly.
What must the chair verify about proxies at the opening?
The chair must check that each proxy is in writing, refers to an identifiable principal and is valid for that meeting. They must also respect the limit of Article 67 of the implementing provisions: in condominiums with more than twenty owners a holder cannot represent more than one fifth of the owners and of the proportional value. Thousandths exceeding that limit are not counted towards the quorum.
Is the quorum verified only at the start?
No. The constitutive quorum is ascertained at the opening, but since owners may arrive or leave during the meeting, the chair must re-verify attendance and thousandths at the moment of each vote. A resolution approved when the meeting no longer has the required majorities is open to challenge. That is why it is important to keep the count of those present updated throughout the session.
What happens if the quorum is not reached at the opening?
If on first call the quorum is not reached, the chair takes note, declares the meeting inquorate and adjourns to the second call, minuting what happened. Minuting an inquorate meeting is important because it justifies holding the second call, which takes place with the lower constitutive quorums set by Article 1136 of the Italian Civil Code.
Does software help verify the constitution of the meeting?
Yes. A tool that updates the counts in real time lets you tick off those present, register proxies within the limits of Article 67 and see at once whether the quorum is reached. AmministraPro, for example, automatically calculates thousandths and heads represented, so the chair avoids error-prone manual sums and easily re-verifies the quorum at each vote. Details on the features and pricing pages.
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