2011-04-11-What Should A Community Expect From Its Administrator?

21 - 27 April 2011--www.euroweeklynews.com-advertising feature by Jackson's Community Administrators, Chartered

Accountants and Surveyors. Contact f.parkinson@jackson-group.com - Telephone 966 424 380 Head Office. Calle Explanade

Cervantes 4, Denia, 03700 - we also have offices in Alicante and Murcia www.jacksons-group.com

What should a community expect from its administrator?

THIS a popular question asked by many community presidents and their property-owning members.

The recurring reason for this is mainly due to a lack of transparency in the administrator's operation or simply down to

them not providing the service expected of them by the community.

There is also a difference of opinion in interpretation as to what is the extent of the administrator's role; between

basic accounting including service charge invoicing and collection, with lawyers instructed with regard to non-payers for

some administrators, to a hands-on role which is the style for similar appointments in North European practices regulated

by their own professional bodies.


The president should insist on a detailed appointment/ engagement letter listing the administrator's services to be

provided along with the fees and disbursements prior to seeking the approval of the members to make the

administrator/secretary appointment for the community.

The type of service I expect to offer and the reason for the same should include: full accounts procedures (service

charge invoicing and collection in the most cost-effective manner; monthly debtors and creditors update; quarterly

accounts with annual audited accounts); monthly visit to the community to inspect and prepare maintenance schedules with

budget costings, and the financial timing projections for the works; availability once a month at the community for the

members to discuss in private with the community board their questions; monthly meeting with the community board to

discuss all matters arising from the community with regard to both financial and operating issues.
Finally, a community website with access for all community members which will act as a multilingual information centre

providing the members with a immediate source of historical data with regard to minutes, orders of the day along with

forthcoming meeting dates and agendas. In addition, up-to-date financial information with updates in a  news section of

current matters displayed. The positive effect of a website can be seen quickly with members who do not live full-time in

the community being able to establish the facts first-hand while at their other home and also being aware of forthcoming

official meetings which gives them the opportunity to vote by proxy.

Full-time members benefit from the same transparency and all members are able to communicate quickly with their board.
The site also serves as a medium to bring members together which in turn leads to less disputes and a better payment

record with both online Visa/Mastercard and Paypal facilities.