Handing over as chair: how to pass on the role without leaving a hole

In September many buildings change chair. And in too many of them, the handover consists of a box of papers and a "this is what there is".

First things first: the role is compulsory, but not for life

The chair is chosen from among the owners and, unless the by-laws say otherwise, serves for one year. Accepting is compulsory if it falls to you — with the option of applying to a judge to be relieved for good cause — but it is not a life sentence.

What has to be handed over

A proper handover includes, as a minimum:

• The minute book, up to date, and the minutes of recent years.
• The accounts: balances, who is up to date and who is not, the position of every owner.
• Access to the bank accounts, with the change of signatories already under way.
• Current contracts and their renewal and notice dates: lift, cleaning, insurance, maintenance.
• Technical documentation: insurance, building inspection, certificates, guarantees on completed works.
• Open matters: works in progress, claims, debtors, files open with the council.
• Contacts: regular suppliers and owner details.

What gets forgotten most and costs most

The notice deadlines on contracts. A contract that renews itself because nobody knew you had to give two months notice is the most common welcome gift for a new chair.

And half-finished matters: a claim started and not followed through is lost by default.

If you are the one taking over

Ask for all of the above in writing and dated. It is not distrust: it is normal. And spend the first week reading the last two sets of minutes and the current budget. That alone puts you ahead of most chairs in their first month.

What makes the next handover easy

Information not living in anybody head. If everything important is recorded somewhere the community can reach, the handover stops being a trauma and becomes an afternoon of paperwork.

That is, in the end, the only goal: that chairing should not depend on the memory of whoever chaired before.