Switching management companies is a board decision that can be completed in 60 to 90 days when it is planned in order: review the current contract, compare proposals, vote at a properly noticed meeting, send written notice, and manage the records handoff, which Florida law requires within 20 business days.
Most Tampa Bay, Sarasota and Pasco County boards that call Condominium Associates about a change are not dealing with a single bad week. The concerns build over months: calls that go unreturned, financial reports that arrive late or cannot be explained, vendors who are not supervised, or a manager who changes every year. The steps below explain how a change is usually made without disrupting the community.
1. Read the current management agreement
The contract controls how and when it can be ended. Before anything else is decided, the board should confirm the term and renewal date, the notice period (often 30, 60 or 90 days), whether termination is allowed without cause, any termination fees, and how notice must be delivered. Under section 468.4334, Florida Statutes, notice of termination must be sent by certified mail, return receipt requested, or in the manner the contract requires.
2. Write down what needs to change
A short list of the problems the board wants solved makes proposals easier to compare. Common items include response times, the quality and timing of monthly financials, collections, vendor oversight, meeting preparation, and how owners are kept informed.
3. Request and compare proposals
Florida's competitive bidding rules do not apply to community association manager contracts (sections 718.3026 and 720.3055), but most boards still invite two or three firms to propose. Proposals should be compared on the assigned manager's experience and workload, the accounting and reporting process, the technology owners will use, references from similar communities, and the full fee schedule, including charges billed outside the base fee.
4. Vote at a properly noticed board meeting
Ending one contract and approving another are board actions that must be taken at an open, properly noticed meeting. For condominiums, notice must be posted at least 48 continuous hours in advance, and when a contract will be approved, a copy must be provided with the notice or made available to owners. The vote and the effective dates should be recorded in the minutes.
5. Send notice and set the transition date
Once the vote is taken, written notice is sent to the current firm as the contract requires. The incoming company then builds a transition calendar covering bank signature changes, owner payment instructions, vendor notices, insurance contacts and the first board meeting.
6. Get the records back
Section 468.4334 requires the outgoing manager or firm to return all official records within 20 business days after the contract ends or a written request is received, whichever comes first. Records needed to finish an ending financial statement may be kept for up to 20 business days. A checklist of what is expected, including bank statements, owner ledgers, contracts, minutes, insurance policies and inspection reports, helps confirm nothing is missing.
7. Watch the first 90 days
The first quarter shows whether the change is working. Boards should expect an onboarding meeting, a review of open violations and work orders, a first full month of financials, and a clear point of contact. Florida law also requires the manager to attend at least one member or board meeting in person each year and to give owners the assigned manager's contact information.
Frequently asked questions
Can a board end a management contract early?
It depends on the contract. Many agreements allow termination without cause on 30 to 90 days' written notice, while others allow early termination only for cause. The agreement should be reviewed with the association's attorney before notice is sent.
Do owners have to vote to change management companies?
Usually not. Hiring and ending a management contract is normally a board decision made at a noticed board meeting, unless the governing documents say otherwise.
How long does the transition take?
Most transitions are completed within 60 to 90 days of the board's vote, depending on the notice period in the old contract.
Condominium Associates has managed Florida associations for more than four decades. Boards considering a change can request a management proposal or call 727-573-9300.
