Guide for presidents and secretaries
Owners' meeting minutes template for Spain: mandatory contents
What each set of minutes must record under article 19 of the Ley de Propiedad Horizontal (LPH, Spain's Horizontal Property Act), with a downloadable Word template to fill in.
By the Vecinar team · Updated on
Minimum contents of the minutes
- The date and place of the meeting (art. 19.2.a).
- Who called the meeting and, if applicable, the owners who promoted it (art. 19.2.b).
- Whether it was ordinary or extraordinary, and whether it was held at the first or second call (art. 19.2.c).
- The list of those attending with their positions, and of the represented owners, with their shares (art. 19.2.d).
- The agenda (art. 19.2.e).
- The agreements adopted, with the names of those who voted for and against and their shares when relevant to the agreement's validity (art. 19.2.f).
Closing, enforcement and sending
The minutes are closed with the signatures of the president and the secretary at the end of the meeting or within the following ten calendar days. From that moment the agreements are enforceable, unless the law provides otherwise. They are sent to the owners by the procedure in art. 9 (art. 19.3).
Errors in the minutes
Defects or errors in the minutes can be corrected if they unequivocally state the date and place, the owners attending, present or represented, and the agreements with the votes for and against and their shares, and are signed by the president and the secretary. The correction is made before the next meeting, which must ratify it (art. 19.3).
Minutes book and safekeeping
Agreements are recorded in a minutes book (libro de actas) certified by the Land Registrar (Registrador de la Propiedad) (art. 19.1), which the secretary keeps (art. 19.4). The steps to have it certified are in the guide on the minutes book.
Downloadable templates
For guidance only: adapt them to your community's bylaws. Fields in square brackets are filled in by hand.
Owners' meeting minutes template
Content required by art. 19.2 and 19.3 of the Ley de Propiedad Horizontal.
MINUTES OF THE [ORDINARY / EXTRAORDINARY] OWNERS' MEETING
Community of owners: [BUILDING NAME AND ADDRESS]
Date and place: [DAY, TIME] at [PLACE].
Called by: [PRESIDENT / REQUESTING OWNERS, with their names].
Type: [ORDINARY / EXTRAORDINARY]. Held on [FIRST / SECOND] call.
Attendees and officers
[NAME — UNIT — ROLE (president, secretary, committee member...) — OWNERSHIP SHARE]
Owners represented by proxy
[OWNER — UNIT — SHARE — REPRESENTATIVE]
Owners without the right to vote (art. 15.2)
[OWNER — UNIT — SHARE]. (If there are none: “None”.)
Agenda
1. [ITEM]
2. [ITEM]
Resolutions adopted
1. [TEXT OF THE RESOLUTION]. Votes in favour: [NAMES AND SHARES]. Votes against: [NAMES AND SHARES]. Abstentions: [NAMES AND SHARES].
2. [TEXT OF THE RESOLUTION]. Votes in favour: [NAMES AND SHARES]. Votes against: [NAMES AND SHARES]. Abstentions: [NAMES AND SHARES].
There being no further business, the meeting closes at [TIME].
The minutes are closed with the signatures of the president and the secretary at the end of the meeting or within the following ten calendar days (art. 19.3).
Approved by the President: [NAME AND SIGNATURE]
The Secretary: [NAME AND SIGNATURE]
Get started today
Vecinar keeps the minutes where every resident can read them.
- Minutes and bylaws in folders, visible to the whole community or only to admins.
- Tags and search to find the agreement from three years ago.
- Everything stays with the community, even if the property manager changes.
Frequently asked questions
What must the minutes of an owners' meeting include?
Date and place, who called the meeting, whether it was ordinary or extraordinary and at the first or second call, those attending and represented with their shares, the agenda and the agreements with the votes for and against when relevant (art. 19.2).
Who signs the minutes?
The president and the secretary sign them, at the end of the meeting or within the following ten calendar days (art. 19.3).
Can minutes with errors be corrected?
Yes, if the minutes unequivocally state the date and place, those attending and the agreements with the votes, and are signed. The next meeting must ratify the correction (art. 19.3).
Does Vecinar generate the official minutes?
No. Vecinar stores minutes as community documents, but it does not generate the official minutes of the owners' meeting: the minutes book is certified by the Land Registrar (art. 19.1).
Sources
This guide is for information only and is not legal advice. Check your community's bylaws too. The Ley de Propiedad Horizontal (LPH, Spain's Horizontal Property Act) is national law: in Catalonia, Book Five of the Civil Code of Catalonia applies instead.