In many cases, the relationship between the VvE (Association of Homeowners) & the board and the external manager is good. However, disagreements can occur between the manager and the VvE. What should you do in such cases? This article outlines the steps you can take as a VvE to improve the relationship between the VvE and the manager.

Inventory of Tasks

First, you need to make an inventory of the current tasks and the associated expectations that the VvE has of the manager. Does the manager handle only the financial aspects of management, or do they have more tasks? How many hours does the manager spend on these tasks? By having a conversation with all VvE members, it becomes easier to create such an inventory and a wish list. By writing a short summary behind each point, it becomes clear what exactly is being discussed.

Compare the Wishes with the Management Agreement

Now you have an overview of the VvE's wishes. It is also clear what efforts the manager is supposed to make based on the agreement. Compare this with the current management agreement and see where expectations and delivered services do not match. Some expected tasks may not fall under the management agreement. Other tasks are in the management agreement but may not be desired by the VvE members. It can also happen that the manager's delivered efforts do not meet the VvE's expectations. By comparing the wish list with the management agreement, this becomes clear and a dialogue with the manager can be initiated.

Have a Conversation with the Manager

With the overview you now have, it's time to schedule a meeting with the manager. Share the analysis with the manager before the meeting. This gives them a chance to read through the results of the investigation. Engage in a dialogue and discuss the VvE's current expectations. Give the manager room to respond to the differences between what was agreed and the new wishes. Then, the new agreements can be documented to ensure the quality of service improves.

Draft a New Agreement

Now that the new tasks and agreements the manager will carry out are clear, it is important to document these in a new agreement. Was a previous board responsible for the old contract, and has the VvE's needs changed due to turnover of owners? Use the overview you have created to indicate which tasks fall under the old management form and supplement which tasks will be billed based on a final calculation.

What If You Can't Resolve It?

As unfortunate as it may be, sometimes it is better to part ways. With the insight you now have, you can use it to have discussions with other managers. With the new wish list you have gathered, you can clearly indicate what you are now looking for. Or perhaps the conclusion is that outsourcing the management is not necessary at all, and it turns out that all matters can be well managed by the VvE and the board itself.

For more information about management? HouseScout has over 15 years of experience in management. A non-binding appointment is easily arranged.