Practical guide
How to draft the minutes of an electronic meeting
The minutes of an electronic meeting have the same value as those drafted in person and must faithfully document how the remote session unfolded. The secretary drafts them and the chair signs them; in the case of videoconference they must then be transmitted to the manager and to all owners with the same formalities provided for the notice of call, as set out in Article 66 of the implementing provisions. Compared with in-person minutes, some elements typical of the electronic format must be added: the platform used, the verification of connected attendance, any connection problems and how each person's vote was collected.
The essential elements of the minutes
Like any meeting minutes, the electronic ones must indicate the date and time of opening and closing, the condominium, the agenda, the appointment of chair and secretary, the list of those present with their thousandths (millesimi), the discussion and the outcomes of the votes item by item.
Clarity is essential: the minutes are the document that proves what was decided and with which majorities. For each resolution you must report the votes in favor, against and abstentions, with the thousandths, and the conclusion on whether the deliberative quorum was reached.
- Date, opening and closing time, condominium
- Appointment of chair and secretary
- List of those connected with their thousandths (millesimi)
- Outcomes of the votes for each item
What to add for the electronic format
In the minutes of a videoconference meeting it is advisable to record that the session was held remotely and that consent to the electronic format had been obtained, or that the regulations provide for it. The platform used must be indicated.
You then note how the identity of those connected was verified, how the constitutive quorum was checked and by which method the votes were collected, by roll call or with an integrated voting tool. These details make the conduct of the session transparent.
Handling attendance, delays and disconnections
The composition of a remote meeting can vary: someone connects late, someone disconnects and rejoins. The minutes must reflect these changes with the time, because they affect the calculation of quorums at the moment of each vote.
If an owner loses the connection during a vote, what happened and how it was handled must be recorded. A precise record of these events protects the resolution from challenges based on alleged irregularities in how the session was run.
Signatures
The minutes are drafted by the secretary and signed by the chair. In an electronic meeting the signature may be affixed traditionally on the document or with an electronic signature, provided that attribution to the signer is guaranteed.
The chair's signature gives the minutes their evidentiary value. It is good practice for the secretary to sign too, although the chair is the figure the rule indicates as the signer for transmission to the owners.
Transmission and retention
Article 66 of the implementing provisions provides that, in the case of videoconference, the minutes are transmitted to the manager and to all owners with the same formalities as the notice of call. This way even those who did not take part become aware of them, and the deadlines for any challenge start to run.
The minutes must then be kept in the register of meeting minutes, which the manager holds under Article 1130 of the Italian Civil Code. Together with the minutes it is useful to file the proof of consent to the electronic format and the proxies presented.
Drafting minutes with AmministraPro
Drafting the minutes while running the meeting, with attendance, thousandths and outcomes already recorded, reduces errors and closing times. AmministraPro helps compose the minutes from the session data and transmit them to owners with the required formalities.
The features for minutes and meetings are described on the /funzioni page, while plans and prices are available on the /prezzi page.
Frequently asked questions
Do electronic minutes have the same value as in-person ones?
Yes. The minutes of a videoconference meeting have the same effect as those drafted in person. They must faithfully document how the remote session unfolded, be drafted by the secretary, signed by the chair and transmitted to all owners with the formalities of the notice.
Who signs the minutes of a videoconference meeting?
The minutes are drafted by the secretary and signed by the chair. The signature may be traditional or electronic, as long as it is attributable to the signer. The chair's signature is the one that Article 66 of the implementing provisions requires for transmitting the minutes to the owners.
How are the minutes transmitted to owners who did not take part?
The minutes must be transmitted to the manager and to all owners with the same formalities provided for the notice of call. This way even those absent become aware of them, and the deadlines start to run for any challenge to the resolutions before the judicial authority.
Must disconnections during the session be recorded in the minutes?
Yes. Delays, disconnections and rejoins must be recorded with the time, because they affect the calculation of quorums at the moment of the vote. Recording how each technical event was handled makes the conduct transparent and protects the resolution from challenges over the regularity of the session.
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