Drafting the meeting minutes with the software

The elements the minutes must contain

Complete minutes report the place, date and time of the session, the appointment of the chair and the secretary, the list of those present and the represented owners with their thousandths, the verification of the constitutive quorum, a concise account of the discussion for each item and the outcome of every vote with those in favour, against and abstained. These are the elements examined closely when a resolution is challenged.

The Italian Civil Code also requires the minutes register to note any failures to constitute the meeting and the brief statements that owners expressly ask to have minuted. Software that structures these fields guides the manager not to forget any of them.

• Place, date, time and type of call, first or second
• Chair, secretary and verification of the constitutive quorum
• List of those present and represented owners with thousandths
• Outcome of each vote in heads and thousandths
• Statements owners request to have minuted

Generating the minutes from session data

The advantage of the software is that the minutes are not written from scratch: attendance, proxies, quorum and voting outcomes have already been recorded during the meeting, and the document is composed by assembling this data under the agenda structure. This eliminates the gap between what happened in session and what is documented.

Only the narrative parts, such as the summary of contributions, remain to be entered manually, while the figures, sensitive to transcription errors, arrive already calculated. The automatically generated minutes can be reviewed and supplemented by the secretary before closing, without having to reconstruct the entire session by hand.

Summarising discussions without overloading

The minutes need not report contributions word for word, but must faithfully summarise their content. Room should be given to the positions expressed, especially when an owner expressly asks that a statement be minuted, because this may be relevant in subsequent litigation.

A good balance avoids two opposite errors: minutes too sparse that do not document the reasons for decisions, and minutes so verbose they become hard to consult. The software can offer dedicated fields for the summary of each item, so the structure remains orderly and readable.

Signing, closing and the minutes register

The minutes must be signed by the chair and the secretary and kept in the register of meeting minutes, which the manager holds under Article 1130 of the Italian Civil Code and which may also be managed in digital form. The signature can be applied traditionally or with an electronic signature, provided it is suitable to guarantee the integrity and attributability of the document.

Software that keeps the signed minutes in the digital register, linked to the condominium register and the meeting case file, allows them to be retrieved in seconds even years later and maintains the chronological order required by law.

After the minutes: sending and retention

Once closed, the minutes must be communicated to the owners, including absentees, so that the term for any challenge under Article 1137 begins to run. Having them already in the software makes it immediate to send them to all recipients and to keep proof of transmission.

AmministraPro generates the minutes from the data collected in session, with all the mandatory elements, keeps them in the minutes register in chronological order and eases their delivery to owners. The features for meeting management are described at /funzioni, while the plans with their costs are indicated at /prezzi.

Frequently asked questions