DO YOU WANT TO CHANGE ADMINISTRATOR?
Steps to change Property Administrator
We help you
Often, when a community of owners changes its Administrator, it does not know where to start. At TCO Fincas we help you and offer you several models of notice and minutes completely free of charge.
Would you like us to explain the steps and enjoy the benefits of working with us?
Step 1: Proposal and convening of the meeting
The change of Property Manager can be proposed by any owner of the Community. And in order to present the proposal, a General Meeting must be called.
The meeting to change the administrator is usually called by the president of the community, as he/she has the power to call the meeting without the need for a minimum number of participants. But it can also be called by 25% of the neighbours. If the meeting is called without the assistance of the president or the administrator, it must be taken into account that all the owners must be properly notified. Furthermore, it is not necessary for the outgoing administrator to be present.
The change can take place at an extraordinary meeting, called exclusively for this purpose, or at an ordinary meeting as an additional agenda.
TCO Fincas accompanies you throughout the entire process of the call for tenders and change of administration.
Step 2: Meeting and vote
A simple majority is required both in terms of number of owners (half plus one of the owners) as a percentage of shareholding (more than 50% of ownership of the property represented) so that the change is approved of administration.
With a view to the AGM, it is advisable to have alternative management proposals so that a management vacuum is not created and a new AGM has to be convened. Do not forget to include on the agenda the presentation of these proposals subject to the approval of the change of administration.
Once the decision to change has been taken, the outgoing director must be notified in writing. He/she will have up to 30 days to deliver the essential documentation and to carry out the change of administrator.
Step 3: Reasons for termination
You must adequately justify the reasons for the termination of the current administration.This is called "just cause", which does not include, for example, the fact of having a more advantageous economic offer, not convening meetings (this can always be done by the president), or demanding the collection from defaulters.
The loss of confidence can be considered a just cause. The justify it with the commitments made by the administrator at the beginning of his or her term of office is appropriate. A useful document is the code of ethics for property administrators of 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.
Just cause is, for example, the loss of trust resulting from a financial loss caused to the community, or failure to submit annual accounts in due time and form.
No forget to set a deadline for the transfer of the community's documentationThe "outgoing" administrator must provide the closing of the accounts up to the date of the changeover and the "incoming" administrator must review them.
In the event that the outgoing trustee claims compensation and the just cause could not be proven, you can try to negotiate with your trustee for such compensation.
What happens after changing Property Administrator?
Documentation and Replacement
At TCO Fincas, as the incoming administrator, we will request all the documentation relating to the Community from the Administrator who has been removed and review it, confirming that everything is in order.
What documentation must the incoming administrator hand over?
The outgoing trustee must submit the following documentation within 10 to 15 days:
- List of owners, coefficients, contact details and method of payment of the different community fees.
- Last ordinary receipts issued and outstanding contributions (if any).
- If there are any employees in the community, their pay slips and social security payments must be provided.
- The tax identification card of the property, which is necessary for the payment of taxes.
- Community current account contract and signatures authorised or required to operate with the entity.
- Contact of suppliers of past works and ongoing maintenance.
- Community insurance contract and contact in case of incidents.
- The minutes book of the community, including the latest minutes.
- The Statutes
- The deed of new construction and horizontal division.
In addition, within a recommended 30 days, the outgoing manager must also provide the following information: maintenance contracts, supply contracts, and rental contracts.
We include the documentation necessary for the operation of the installations with their corresponding revisions; the activity and operation licences of the installations, with indication of the installation and date; for lifts, the control body and inspection dates; employment contracts and Social Security (TC1 and TC2); material relating to occupational risk prevention; income tax and VAT settlements; legal proceedings, in force or completed; correspondence; and the accounts for the last 5 years.
In the event that the outgoing trustee fails or expressly refuses to hand over all requested documentation, this conduct is punishable.
TCO Farms makes the process easier for you
The change of administrator of a community of owners is a simpler process than it may seem. And if you are not satisfied with the service you are currently receiving, at TCO Fincas we propose a change, and we will accompany you throughout the process..
- According to the specific needs of your community
- We offer you our web app with which you will be able to make the change easily and quickly
- We carried out the process of change of administration free of charge.
Interested?
You can request a free and instant price for the administration of your Community. 
The peace of mind of working with a registered property manager
Chartered Administrator
TCO Administración de Fincas is a member of the Colegio de Administración de Fincas (Association of Property Administrators)
Why work with a registered administrator?
Chartered administrators are highly qualified professionals who take great care in the level of service they provide to their clients. They comply at all times with all matters relating to:
- Legality
- Transparency
- Quality of service
- Continuous training