New Management Company - Transferring records

Started by BrianM18 • 7 replies • 905 views

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BrianM18 (California)
Posts: 11

Posted:

We are switching management companies and current mgmt has become very hostile and uncooperative. Where can I find exactly what records we are entitled too? We feel in addition to the minutes, past invoices, check copies, tax filings, owner ARC approvals, and all electronic files of payments and owner data should be released. Thank you in advance for your help.
Brian

BillH10 (Texas)
Posts: 1,217

Posted:

In a quick, short answer, I cannot think of thing which pertains to your association you should not be given other than perhaps copies of e-mail between the property manager or others in the management company and your association. Even so, you could reasonably ask for those as well, in electronic format.

In other words, everything they inherited when they were first engaged and every record, file, transaction, etc. since.

BrianM18 (California)
Posts: 11

Posted:

Thank you for the quick response. My concern is we will get a box of stuff and they will simply say, this is all we have. Something like just the minutes and corporation stamp. What records are they required to maintain?

RichardP13 (California)
Posts: 3,868

Posted:

Brian

Your association is entitled to all the records that were given to the current MC (either paper or electronic), all the records since you have been with the current MC. No ifs and or buts.

I am going through the same mess with a former MC. I have a court date (small claims) with the company and its owner, who is an "attorney".

No one likes losing an account(s) but you are never supposed to bring the homeowners at risk.

Here is a link to the CAI Manager Code of Ethics, which most of us take seriously.

https://www.caionline.org/LearningCenter/credentials/Documents/ethics_code.pdf

RichardP13 (California)
Posts: 3,868

Posted:

Quote:

Posted By BrianM18 on 02/09/2018 2:19 PM
Thank you for the quick response. My concern is we will get a box of stuff and they will simply say, this is all we have. Something like just the minutes and corporation stamp. What records are they required to maintain?

When I take on an association, every document I get during a transition is scanned and the Board is given a copy via a DVD disk. If I ever lose an account, all records would be provided on a disk. We would keep the files for a period of time, archived.

RichardP13 (California)
Posts: 3,868

Posted:

This is a link to a checklist of records that should be transferred.

https://www.davis-stirling.com/HOME/Records-transfer

KerryL1 (California)
Posts: 14,550

Posted:

Good info & resources from Richard, Brian. Yu might also want to read your contract to see what it says. Like ours with our MC, there's probably a lot of language about when the relationship ends.

BrianM18 (California)
Posts: 11

Posted:

Good stuff. Very much appreciate everyone's help.

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