It is often the case that when Homeowners’ Association decides to change its Administrator, it doesn’t really know where to begin. Therefore, Supervecina explains the simple steps of changing Property Administrator, and we provide templates for the announcements and minutes for these meetings, completely free of charge, making the process easier and faster!
Steps to Change Property Administrator
Step 1: Proposal and call to the board
A change in Property administrator can be proposed by any member of a homeowners’ association. To present the proposal, a board meeting must be convened.
The meeting to change administrator is, usually, called by the president of the association, as they have the power to convene a meeting without the need for a minimum number of supporters. However, it can also be called by 25% of the residents. If a board is convened without the assistance of the president, it should be noted that all owners in the association must be properly notified. Furthermore, it is not necessary for the outgoing administrator to be present.
The change can be discussed in an extraordinary meeting, called exclusively for this purpose, or in an ordinary meeting as an additional agenda.
Supervecina can accompany you throughout the convening process and in the change of administration, making it easier for you to manage.
You can also use our online voting service which is available on this website. For the call and vote visit vota.supervecina.com
In addition, to make the process easier, here is a template for a call of an extraordinary board meeting to change an administrator. You can fill in the details for your homeowners’ community.
Step 2: Board Meeting and Vote
Se To approce the change of Administration a simple majority is required both in number of owners (half plus one of the owners) and in terms of the percentage of shareholding (more than 50% of ownership of the properties in the association represented).
For the board, it is advisable to have alternative management proposals so that a management vacuum isnt created, where a new board has to be convened. Don’t forget to include in the agenda that the presentation of these proposals is subject to the approval of the change in administration.
Once the decision to change has been made, the outgoing administrator must be notified in writing. They will have up to 30 days to produce the essential documentation to carry out the change in administrator.
For when the meeting takes place, here is a template for recording the minutes from the Extraordinary General Meeting. You can download it and fill in the details of your meeting, its as simple as that!
Step 3: Reasons for Dismissal
You must adequately justify the reasons for the dismissal of the current management, which is called “just cause”, which does not include, for example: having a more advantageous economic offer, not convening meetings (this can always be done by the president) or demanding the collection of arrears.
Loss of trust can be considered a just cause. Justifying it with the commitments made by the administrator at the beginning of their term in office is appropriate. A useful document is el código deontológico del administrador de fincas (Code of Ethics for property administrators) by the Consejo General de Colegios de Administradores de Fincas de España, which sets out the obligations, good practices, and relations with owners that are to be expected in the exercise of the profession.
Causa Just cause is, for example, the loss of trust resulting from a financial loss caused to the members of the association, or failure to submit the annual accounts in due time and form.
Do not forget to set a deadline for the transfer of association documentation, the “outgoing” administrator must provide the account’s closing statement up to the date of the change and the “incoming” administrator must review them.
In the event that the outgoing administrator claims compensation and the just cause could not be proven, you can try to negotiate with your administrator for such compensation.
What happens after a change in Property Administration? How does Supervecina proceed?
Documentation and Replacement
As the incoming administrator Supervecina will request all the documentation relating to the homeowners’ association from the former administrator and check it, confirming everything is in order.
What documentation must the incoming administrator receive?
The outgoing administrator must hand over the following documentation within 10-15 days:
- List of owners, coefficients, contact details and methods of payments of the different communal bills.
- Last ordinary bills issued and pending payments (if any).
- If there are employees in the association, their payslips and social security payments must be provided.
- The tax identification card of the property, necessary for the payment of taxes.
- Housing Association (communal) current account contract and authorised or necessary signatures to operate with the entity.
- Contacts of the suppliers of past works and ongoing maintenance
- Community insurance contract and contact in case of incidents
- The minutes book of the association, including the most recent meeting minutes
- The Statutes of the Association
- The deed of new construction and horizontal division
Además, Additionally, within a recommended period of 30 days, the outgoing administrator must also provide the following information: maintenance contracts, supply contracts, and rental contracts.
Incluimos We include the necessary documentation for any installations with their corresponding revisions: the activity and operation licence of installers, with indication of the installation date; for lifts, the control body and inspection dates; employment contracts and Social Security (TC1 and TC2); material relating to occupational disk prevention; personal income tac and VAT settlements; legal proceedings, in force or completed; correspondence; and accounts for the last 5 years.
Supervecina.com makes the process easier for you
Changing administrator of a homeowners’ Association is a simpler process than it may seem. And if you are not satisfied with the service that you are currently recieving, we at Supervecina recommend a change, and we will accompany you throughout the process.
Desde At Supervecina, we offer you a 100% online personal solution:
- Tailored to the specific needs of your property
- Our web app is at your disposal, making the change quick and easy
- We carry out the administration change process for free
Are you interested?
We will call you and tell you more 😉