Practical guide
How to call and run the supercondominium owners' meeting
Calling the meeting of a supercondominium follows the general condominium rules, extended by Article 1117 bis of the Italian Civil Code, but with a decisive peculiarity: when the participants exceed sixty, Article 67 of the implementing provisions provides that for ordinary management and the appointment of the manager each condominium takes part through its own representative. This changes who must be called, how quorums are calculated and how the minutes are drafted. This guide explains step by step how to prepare the notice, build the agenda, run the meeting and record the minutes, distinguishing ordinary management from decisions that require the participation of all owners.
Step 1: understand who must be called
The first issue is establishing who has the right to attend. For the ordinary management of common assets and services and for the appointment of the supercondominium manager, if the total participants exceed sixty, Article 67 of the implementing provisions provides that each condominium takes part in the meeting through a single representative, appointed by each building's own meeting.
For decisions beyond ordinary management, such as improvements, changes of use or works affecting individual rights, participation through a representative is not enough: all owners of all buildings must be called directly. Distinguishing the nature of the items from the outset is therefore decisive to avoid vitiating the resolution.
Step 2: prepare the notice of meeting
The notice of meeting must meet the requirements of Article 66 of the implementing provisions: it must be communicated at least five days before the date set for the first call, must state the place, date, time and a specific agenda, and must be sent by means that prove receipt, such as registered mail, certified email, fax or hand delivery.
- Respect the minimum five-day notice before the first call
- State precisely the place, date, time and a detailed agenda, avoiding generic items such as any other business for significant decisions
- Send the notice to each entitled party, whether the building representatives or all owners depending on the items, by a means suitable to prove receipt
- As a rule, provide for both the first and second call, held at an adequate interval
Step 3: build a clear agenda
The agenda must specifically list the items to be resolved, because the meeting cannot validly decide on matters not listed. In a supercondominium it helps to group items by common service and clearly distinguish what falls within ordinary management from what requires the direct participation of all owners.
A well-built agenda shortens the meeting and prevents challenges: if an owner was not put in a position to know a significant item in advance, the related resolution is voidable under Article 1137 of the Italian Civil Code.
Step 4: verify the quorum and run the meeting
The constitutive and deliberative quorums follow Article 1136 of the Italian Civil Code. When the meeting is held among the building representatives, each representative casts the vote for the overall thousandths share of their building on the common assets and services, according to the mandate received from their condominium's meeting. It is essential that the representative attends with a clear mandate, to avoid voting beyond the limits set by their building.
During the meeting the manager or chair verifies proper constitution, gives the floor according to the agenda, puts each item to a vote and records outcomes and thousandths. Orderly management of the discussion is part of the validity of the resolution.
Step 5: draft and keep the minutes
The minutes must record the date, those present with their thousandths, the items discussed, the resolutions adopted with the indication of those in favour, against and abstaining and the corresponding thousandths. They must be signed by the chair and the secretary and kept in the minutes register required by Article 1130 of the Italian Civil Code.
Handling all this on paper, with several buildings and representatives, is complex. With AmministraPro you can prepare notices of meeting, keep a register of representatives per building, record minutes and archive resolutions in an orderly way: the features dedicated to meetings are described on the /funzioni page, while the plans are listed on /prezzi.
Frequently asked questions
Who must be called to a supercondominium meeting?
It depends on the items. For the ordinary management of common assets and services and for the appointment of the manager, if the total participants exceed sixty, Article 67 of the implementing provisions provides that each condominium takes part through a single representative appointed by its own meeting. For decisions beyond ordinary management, such as improvements or changes of use, all owners of all buildings must instead be called directly.
How many days in advance must the notice of meeting be sent?
Article 66 of the implementing provisions requires the notice to be communicated at least five days before the date set for the first call. It must state the place, date, time and a specific agenda, and must be sent by a means suitable to prove receipt, such as registered mail, certified email, fax or hand delivery. Failure to respect the notice period or to call an entitled party makes the resolution voidable.
How does a building representative vote in the supercondominium meeting?
The representative appointed by their building's meeting casts the vote for the overall thousandths share that building has on the common assets and services, according to the mandate received. It is essential to attend with clear voting instructions, because the representative cannot validly vote beyond the limits set by their condominium. This mechanism applies only to ordinary management and the appointment of the manager, not to decisions requiring the direct participation of all owners.
Can a supercondominium resolution be challenged?
Yes. As for an ordinary condominium, Article 1137 of the Italian Civil Code applies: resolutions contrary to the law or the regulations may be challenged by owners who were absent, dissenting or abstaining within thirty days of the communication or the resolution. Common grounds for annulment are failure to call an entitled party, a generic agenda on significant items, or a representative voting beyond the limits of the mandate received from their building.
How can supercondominium meetings be made easier to manage?
With several buildings, representatives and mandates to track, manual management becomes complex. Management software such as AmministraPro lets you prepare notices in compliance with Article 66, keep a register of representatives per building, record resolutions with the indication of thousandths and archive them in the minutes register. The features dedicated to meetings are described on the /funzioni page and the available plans on /prezzi.
Try AmministraPro
Accounting, thousandths-based cost splitting, meetings, communications and artificial intelligence in a single Italian software, compliant with UNI 10801 and GDPR.