Problem page
How to switch condo management companies in Massachusetts: a board's checklist
A condo board switches management companies by voting to terminate under the current agreement's notice clause, giving written notice signed by a trustee, selecting the new manager, and moving the association's bank accounts, records, vendor contracts and owner communication on a set date. The association's money and records belong to the association, not the manager. Here is the checklist we give boards.
- 1. Check the agreement and the condo documents
The management agreement's term, notice period and any fee; the trust or bylaws for who can vote to change managers and whether owners must be told.
- 2. Vote and record it
A board vote in a meeting with minutes. Most agreements only need the trustees' decision, but the minutes protect the board.
- 3. Interview and choose the new manager
Ask for a sample financial package, the per-door fee and every other charge, who the account manager will be, and how 6(d) requests are handled. Our twelve questions work for boards too.
- 4. Give written notice
Signed by a trustee, dated, stating the end date under the clause. Email and mail, with proof.
- 5. Move the money
Operating and reserve accounts stay in the association's name. Signers change to the new trustees and manager; the old manager is removed as signer on the end date. Get a final reconciliation.
- 6. Collect the records
Owner ledgers and contact list, budget and financial history, bank statements, tax returns, insurance policies, vendor contracts, master deed and trust, rules, meeting minutes, unit files, keys and codes, and any open 6(d) requests.
- 7. Tell owners and vendors
Owners get a letter with the new portal, where to pay dues and whom to call. Vendors get a notice about who approves and pays from the switch date.
- 8. The first 30 days
The new manager reconciles every account, walks the building, reviews the budget and the insurance, and tells the board in writing what was missing or neglected.
Questions boards ask
Do the unit owners have to vote to change management companies?
Usually the trustees decide, but the trust or bylaws control. Check them, and tell owners anyway; a surprise change creates more calls than a letter does.
Can the old manager keep our records or our money?
No. The association's funds and records belong to the association. A written demand with a deadline usually resolves it; the association's attorney is the next step if not.
What does Copper Bottom charge an association?
From $50 per unit per month, onboarding equal to one month's fee, and every other charge on the pricing page. Agreements renew yearly and either side can end with 30 days' written notice.
How long does the switch take?
The old agreement's notice period, then we aim to be fully running within 30 days, with dues collection live on day one.
General information, not legal advice. Your agreement, your condo documents and Massachusetts law control.