Practical guide
Managing security spending in a condominium
Security spending in a condominium, from entrance video surveillance to common area lighting and alarm systems, requires a properly worded assembly resolution, cost allocation that follows the ownership shares, and compliance with privacy rules. Common mistakes involve the required voting majority, how costs are split when a system serves only part of the building, and how camera data is managed. This guide explains how the property manager should set up the resolution, which majorities apply, how to record the costs in the financial statement and which privacy safeguards are mandatory, so as to avoid challenges and penalties.
The assembly resolution: majorities and required content
Installing a CCTV system, an alarm, or lighting for common areas falls under the innovations governed by article 1136 of the Italian Civil Code. These are generally improvements aimed at security, which require the majority of those attending representing at least half the value of the building, unless the work is simple maintenance or replacement of an existing system, which follows the ordinary majorities.
The resolution must precisely state the object of the work, the cost estimate, the allocation criterion among the owners and, where applicable, the name of the person responsible for processing the data collected by the cameras. A generic resolution lacking these elements is more exposed to challenge under article 1137 of the Civil Code.
Allocation criteria: when the ownership-share rule changes
The general rule for allocating condominium expenses is based on the general ownership shares, under article 1123 of the Civil Code. This criterion applies when the security system serves the whole building, for example CCTV covering the shared entrance hall or courtyard.
When a system is designed to serve only some parts of the building differently, for example cameras covering a single stairwell or lighting for a courtyard used by specific units only, the second paragraph of article 1123 applies instead, allocating the cost in proportion to the use each unit can make of the asset or service. Documenting in the resolution which criterion is applied and why avoids later disputes when the financial statement is presented.
CCTV and privacy: the obligations to respect
Installing cameras in common areas must comply with the General Data Protection Regulation (GDPR). The assembly typically designates the property manager, or someone appointed by them, as responsible for managing the system and defines how footage is stored.
Cameras must be signaled with visible signage and must exclusively frame common areas, avoiding capturing neighboring private property or public roadways beyond what is necessary. The UNI 10801 technical standard provides guidance on CCTV system requirements and service quality, a useful reference when drafting the specification for the supplier.
It is also worth assessing whether the system requires written notice posted in common areas and a log of access to recorded footage, elements that reduce the risk of disputes from owners or third parties captured on camera.
How to record security costs in the financial statement
In the condominium financial statement, security costs should be separated between initial installation costs, generally extraordinary and therefore allocated according to the criterion approved by the assembly, and recurring management costs, such as system maintenance, the service contract with the installer, electricity for lighting and any remote connection fee, which fall under annual ordinary expenses.
A digital financial statement, such as the one offered by AmministraPro, makes it possible to keep extraordinary and ordinary security-related expense items separate, automatically apply the correct allocation criterion based on the configured ownership shares, and store the supporting estimates and invoices behind the resolution, an element required if an owner requests access to the records.
Frequently asked questions
What majority is needed to install a CCTV system in common areas?
As this is an innovation aimed at improving building security, article 1136 of the Civil Code requires the majority of those attending the assembly representing at least half the value of the building. If instead it is the replacement or maintenance of an already existing system, the ordinary majorities for regular administration apply.
How are costs allocated if the cameras only serve part of the condominium?
When a system serves only certain units differently, for example cameras covering a single stairwell, the second paragraph of article 1123 of the Civil Code applies: the cost must be allocated in proportion to the actual use each unit can make of the system, not according to the general ownership shares. The resolution must clearly state this criterion.
Who is responsible for managing footage recorded by condominium cameras?
The assembly typically designates the property manager, or someone appointed by them, as responsible for managing the system under the GDPR. Visible signage indicating the presence of cameras must be posted, and filming must be limited to common areas only, avoiding capturing neighboring private property.
Are security lighting expenses ordinary or extraordinary?
It depends on the nature of the work. Installing a new lighting system is generally an extraordinary expense, allocated according to the criterion approved by the assembly. Energy consumption and ordinary maintenance of an already existing system fall instead under annual management expenses, to be recorded in the ordinary financial statement.
Can property management software help keep these costs under control?
Yes. Software such as AmministraPro makes it possible to separate extraordinary installation costs from ordinary maintenance and energy costs in the financial statement, apply the correct allocation criterion based on the ownership shares configured for each system, and keep estimates, invoices and assembly minutes organized in support of the decisions made.
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