Among the documents to be concerned for a facility manager which are always in force, the following can be mentioned;
Regulation of co-ownership
Complete relationship of the owner(s) occupants of the building
Internal regulation
Archive of letters, circulars, memorandums, citations to assemblies, etc.
File of minutes of ordinary and extraordinary meetings
Staff file containing updated contracts, personal files, impositions, etc.
The receipts of charges of common expenses
Archive of the monthly income and expenses and monthly statements
The book of news from concierges
The book of suggestions and complaints
Archive of the safety and evacuation plans
General and specific building plan file
Program of the apportionment of common expenses for each unit
Folder of the files received and sent
Insurance policies of each independent unit and the common spaces of the building
Staff attendance check book
The legal and technical books on the condominium administration and the co-ownership law
Archive with legal accounting documents such as the following;
Initiation of community activities
Appointment of the administrator
Checking account
Community RUT
Annual reports
Common expenses
Inventory book of furniture, tools and implements of the community
Technical data sheets of each and every one of the building’s equipment
Contracts for the maintenance of equipment such as boilers, elevators, etc.
Certificate of the final reception of the building
Technical specifications of the building
Budget file
Report of periodic inspections of indoor gas installations and elevators
Depending on the complexity of the community, some of these documents may be omitted and in other cases they may increase according to the characteristics of the managed unit.
The whole building is administered with the powers that the respective co-ownership regulations have by the neutral or legal person designated by the co-owners, and in the absence of such designation, the Chairman of the Administration Committee, by what the references in the law are made to the administrator, and will only be for the case in which it exists. The appointment of the facility manager, where appropriate, will be recorded in the respective minutes of the meeting in which the relevant agreement was adopted, reduced to a public deed by the person expressly authorized to do so in the same act or, if not expressed, by any person of the members of the Management Committee. Authorized copy of this deed must be kept in the condominium file of the documents.
The facility manager, if any, may not form part of the Management Committee and shall remain in office as long as he has the confidence of the committee, and may be removed at any time by agreement of the same.
