Managing repainting of common areas

Quotes: how many are needed and what they must contain

For an ordinary maintenance expense such as repainting, established practice and most building bylaws require the administrator to collect at least three quotes from different contractors, so the assembly can choose with full information rather than simply ratifying a single proposal. A quote useful for the resolution is not just a total figure: it must state the surface area to be treated, the planned painting cycle (number of coats, any surface preparation or anti mold treatment), the execution timeline, warranties on the work performed and the contractor's insurance references.

It is also useful to attach a photographic survey of the current condition of the facades or stairwells to the quotes, especially if there are infiltrations or plaster detachment that require preliminary repair work before the actual repainting: distinguishing these two interventions in the resolution avoids ambiguity about whether the expense is ordinary or extraordinary.

The assembly resolution: majority and content

Repainting facades and common areas generally falls under ordinary building maintenance under article 1123 of the Italian Civil Code, so the resolution is approved with the majority of those present representing at least one third of the building's value, reduced on second call to the majority of those present representing at least one third of the shares. However, if the work also involves structural plaster reconstruction or a change of color relative to the existing architectural appearance, article 1120 on innovations may come into play, with higher majorities required when the architectural character of the building is affected.

The resolution must clearly state the contractor chosen, the amount, the planned execution timeline, the payment terms (often tied to progress of works) and the criterion for allocating the expense among residents, so that it is self contained and not open to challenge for vagueness.

Allocating the cost among residents

The general rule under article 1123 of the Civil Code provides that expenses for the preservation and enjoyment of common areas are allocated in proportion to each owner's property value, that is according to the general ownership shares. Exceptions apply when the contractual bylaws set different criteria, or when the building has specific facade share tables for work affecting only certain portions of the property.

If the repainting concerns only one stairwell or an independent building section within a complex made up of several stairwells, the principle in the third paragraph of article 1123 applies: the expense falls only on the residents who use that part, with a dedicated share table where one exists, or otherwise reconstructed in proportion to the general shares of only the residents concerned.

Facade incentives and other tax benefits

Where available for the relevant period, facade incentive schemes allow a tax deduction on expenses incurred for redoing a building's external facade, including repainting, cleaning or work limited to opaque surfaces. The assembly resolution approving the expense should explicitly mention the intention to make use of the incentive, because this affects payment methods, often a traceable bank transfer with specific wording, and the documentation to be kept in support of the deduction.

The administrator must verify, case by case and with the help of a tax professional where needed, the eligibility requirements in force at the time of the resolution, since the conditions for building tax incentives are subject to periodic regulatory changes and should never be assumed to carry over unchanged from previous years.

Communicating with residents and managing the site

Timely communication about start and end dates, working hours, and any need for access to balconies or private units for scaffolding significantly reduces complaints during the work. Good practice includes posting a notice on the building noticeboard and sending a written communication to all residents, with contact details for both the contractor and the administrator for issues arising during the work.

Digital tools that centralize documents, communications and progress updates, such as those offered by AmministraPro, help the administrator keep track of the quotes collected, the approved resolution and the communications sent, also making the final reporting to residents easier once the work is completed.

Frequently asked questions