Changing managers is routine, and a well-run handoff is invisible to residents. Most transitions take 60 to 90 days from the board's decision to a fully settled new manager, depending on the notice period in your current contract.

Step 1: Review your current contract

• Find the termination clause: the required notice period (often 30 to 90 days), how notice must be given, and any fees.
• Note what the current manager must hand over when the contract ends, such as records, files and passwords.
• Ask district counsel to confirm the steps before the board acts.

Step 2: Choose a new manager

• Decide what the district needs: administration, accounting, elections, operations, covenant enforcement and resident communications.
• Request proposals from two or three firms and compare scope, staffing, response times and cost.
• Interview the finalists at a board meeting or work session.

Step 3: Approve the change at a public meeting

The board approves the new management agreement and authorizes notice to the current manager by vote at a properly noticed public meeting. Counsel typically reviews the new agreement first.

Step 4: Give notice and set the transition date

Send written notice as the contract requires. When possible, choose a transition date that avoids the busiest times of year, such as budget adoption in the fall and the audit in the spring.

Step 5: Hand over records and accounts

The outgoing and incoming managers work through this checklist together:

• Financial records: general ledger, bank statements, budgets, audits, payables and receivables
• Bank accounts: authorized signers and online access updated
• Billing records and payment history, if the district bills fees
• Contracts with vendors, landscapers, snow removal and other providers
• Insurance policies and claims history
• Board minutes, resolutions and official records
• Bond documents, continuing disclosure filings and developer reimbursement records
• State and county filings, with their upcoming due dates
• Election records and the calendar for the next election
• District website, domain and email logins, transferred to the district
• Resident contact lists and communication templates
• Keys, access codes and fobs for district facilities

Step 6: Tell residents and vendors

Update the district website with the new manager's contact information, and send a short notice to residents and vendors with the new phone number, email and where to send payments.

How we make it easy

When a board chooses Metro District Management, we coordinate directly with your outgoing manager, work through this checklist with you and keep the board updated until every item is complete. Request a proposal to get started.

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This guide is general information, not legal or financial advice. For questions about a specific district, contact that district’s manager or attorney. Board members can find training and resources through the Special District Association of Colorado.