Practical guide
Managing condominium green maintenance
Condominium green areas, lawns, hedges, trees and flower beds, are common property under article 1117 of the Italian Civil Code and deserve the same organized attention as stairwells or shared systems. The key difference is that trees grow, age and can become a hazard to people and property if left unchecked. A well run approach relies on an annual contract with a qualified company, a pruning calendar matched to the species present, periodic stability checks on older specimens, and a clear cost allocation among owners. This guide walks through each step and the disputes it typically prevents at assembly meetings.
The annual contract with a gardening company
The assembly approves green maintenance as an ordinary expense when it is included in the annual budget, with the majorities set out in article 1136 of the Civil Code for ordinary management decisions. An annual contract is generally preferable to one off jobs because it fixes a price in advance, spreads the cost across the year, and puts a single provider in charge of continuous care.
A well drafted scope of work lists the recurring tasks: seasonal lawn mowing, hedge and shrub pruning, flower bed upkeep, and phytosanitary treatments when needed, and keeps these ordinary items separate from extraordinary work such as tree removal, new planting or restorative pruning, which should be quoted and approved separately.
The property manager should collect at least two or three comparable quotes for each line item, confirm that the company is qualified for work on tall trees when aerial operations are required, and keep the supporting documents for the financial statement.
Pruning calendar and seasonality
Every species has a correct pruning window: cutting outside that window weakens the plant, exposes it to disease, or compromises next year's flowering. The calendar should be built together with the contracted company, which knows the specific plants in the shared garden.
- Containment pruning of hedges and shrubs, typically two or three passes a year during the growing season
- Pruning of flowering or fruit trees during dormancy
- Prompt removal of dead or hazardous branches regardless of the calendar, whenever reported by an owner or found during an inspection
- Advance notice to residents when work requires access to private courtyards or temporary closure of shared passageways
Tree safety and the manager's liability
Under articles 2051 and 2043 of the Italian Civil Code, the property manager is liable for damage caused by things under custody, and a falling tree or branch that damages a car or injures someone falls squarely within that liability if maintenance has been neglected. For older or larger specimens, a stability assessment carried out by an arborist or a qualified technician, following the criteria of standard UNI 10801 on public and private green areas, is advisable and can be adapted to a condominium context.
This assessment should be repeated periodically on older trees or ones already flagged as suspect, with a written report kept on file: in the event of an incident, this documentation is the proof that the manager acted with due diligence. Software such as AmministraPro helps track inspection deadlines, contracts and interventions in a single history that stays accessible at any time.
Allocating costs among owners
Ordinary maintenance costs for green areas shared by the whole building are allocated according to the general ownership shares under article 1123 of the Italian Civil Code. If the garden serves only some owners, for example an inner courtyard reachable from a limited number of units, allocation follows actual use, based on a dedicated shares table approved by the assembly.
Extraordinary work, such as removing a hazardous tree or fully replacing a flower bed, should be quoted separately and approved by a specific resolution stating whether it falls within ordinary green management or requires a distinct extraordinary budget line.
Documentation and reporting
Every intervention, from the annual contract to extraordinary pruning, should be attached to the condominium financial statement together with invoices, inspection reports and, for trees that were assessed, the technical report. This traceability reduces disputes at assembly meetings and protects the manager against requests for clarification from owners or, in more serious cases, in court.
Frequently asked questions
Who pays for tree pruning in a condominium?
Ordinary pruning costs are allocated among all owners according to their general ownership shares, under article 1123 of the Italian Civil Code, when the green area is common to the whole building. If the green area serves only some units, for instance a private courtyard shared by a few owners, allocation follows a dedicated shares table based on actual use, approved by the assembly. Extraordinary work, such as removing a tree, requires a specific resolution defining both the quote and the cost allocation.
Is the property manager liable if a tree falls and causes damage?
Yes, the manager is liable as custodian of common property under article 2051 of the Italian Civil Code if the necessary periodic checks on tree stability were not carried out. To limit this risk, it is advisable to have a qualified technician assess stability on older or previously flagged trees, documenting the outcome in a report kept on file. Without prior warning signs and with regular maintenance in place, liability is assessed case by case based on the diligence actually demonstrated.
How often should the green maintenance contract be renewed?
An annual contract is the most common solution because it allows seasonal work, mowing, containment pruning, treatments, to be planned in advance and the cost to be spread predictably across the annual budget. At expiry, the assembly can renew it with the same provider or request new comparable quotes, checking that the scope of work still covers every necessary item and that prices remain in line with the local market.
Do you need a specialist to assess tree safety?
For large or older trees, a stability assessment carried out by an arborist or a qualified technician, following the reference criteria of standard UNI 10801 on public and private green areas, is recommended. This check is not always a strict legal requirement in a condominium setting, but it is the most prudent practice for a manager who wants to document due diligence, especially when a tree stands near roads, parking areas or frequently used walkways.
How do you keep track of green maintenance deadlines?
It helps to record the annual contract, the seasonal pruning calendar, tree stability assessments and any resident reports in a single history, so evidence of completed work is always available. A management platform such as AmministraPro allows contracts, invoices and inspection reports to be stored in one accessible place, making both the annual financial statement and any clarification requests at assembly meetings easier to handle.
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