Frequently Asked Questions

The real estate trustee represents the association of co-owners (ACO) and is responsible for the management of the communal parts (lift, façade, roofing, garden, other collective installations, …) of the building.

The real estate trustee gives execution to the decisions taken during the meetings of the General Assembly. He takes care of the administrative, technical management and the accounting.

They both manage property, but there’s a big difference. Both deal with the financial, technical and administrative tasks involved in managing property. But a property administrator manages the common parts of the apartment block and is the point of contact for the co-owners. He or she is also elected by all of the co-owners at the AGM. On the other hand, the steward manages the private parts, such as an apartment and is appointed by an individual owner.

The real estate trustee of a co-ownership may be a co-owner, but the number of voluntary trustees is falling. A real estate trustee must keep track of the ever-changing legislation and the most recent developments regarding the administrative, technical and financial management of a building.

In addition, he must have the appropriate social skills to act as a mediator between co-owners if necessary. For these reasons, associations of co-ownership often call upon professional, external real estate trustees, certified by the BIV/IPI (Institute of Professional Real Estate Agents).

Yes, if a building contains two or more plots (apartments, offices, garage, shops) owned by different people and therefore co-ownership exists, the appointment of a real estate trustee is required. The association of co-owners needs to appoint the real estate trustee.

In the case of a smaller building, which requires a simpler management and limited maintenance, owners may decide to not appoint a real estate trustee. Each owner reserves the right to propose the appointment of a real estate trustee.

In most cases the trustee is appointed by the general assembly, for a term limited to 3 years. The general assembly may renew his term but can also dismiss the real estate trustee at any time.

The real estate trustee may also be appointed through a stipulation in the Internal Rules of procedure. This will mainly happen in the case of newly constructed buildings. The real estate trustee is than chosen by the promotor or project developer of the new apartment building.

In this way, the real estate trustee relieves the property developer of all possible worries associated with the start-up of a project and is responsible for the organization of the first meeting of the General Assembly. He also advices and supports the co-owners at the start of the co-ownership. The mandate of the trustee ends at the first meeting of the General Assembly. The association of co-owners may reappoint the trustee during this meeting.

When the general meeting approves a decision with the required majority, all co-owners must pay their share — even if they voted against it. In case of non-payment, the syndic must take the necessary steps to recover the outstanding amounts.

No. Any intervention that affects the common parts must first be approved by the general meeting.

The distribution keys are defined in the basic deed. It specifies how many shares each private lot (apartment, garage, etc.) holds, and thus your portion of the common expenses.

Any co-owner can request an agenda item by sending it in writing (registered letter or email with acknowledgment) to the syndic at least three weeks before the meeting. If not received on time, it will be placed on the next meeting's agenda.

Through the client portal, co-owners have access to documents, annual accounts, meeting minutes, maintenance plans, and quotes — anytime, anywhere.

It’s an advance paid at purchase to cover ongoing building expenses (cleaning, electricity, insurance, etc.). This is a recurring contribution, often quarterly.

Yes. Valid decisions can still be made without your presence if the quorum is reached.

They are held in case of urgent matters (e.g. storm damage, legal action, emergency repairs) or at the request of one or more co-owners who jointly hold at least one-fifth of the shares.

Such decisions are taken at the general meeting, with a simple or qualified majority depending on the investment. The syndic may propose actions, but the co-owners decide.

The syndic takes immediate action, such as contacting a contractor or insurer. Costs are shared according to the basic deed unless negligence or force majeure is involved.

No, unless explicitly approved by the general meeting or allowed by the internal regulations. Common areas are meant for shared use.

Each co-owner has the right to inspect the accounting, invoices, and contracts before the general meeting. Syncura provides these documents digitally via the client portal.

Provisions are advance payments based on the estimated annual costs. They are reconciled at year-end based on actual expenses. You may owe more or receive a refund.

The owner at the time of the capital call remains liable, regardless of when the decision was made. The syndic does not consider private agreements between buyer and seller.

The syndic usually takes out a block policy for the building. It covers the common areas and sometimes private ones (structure only). You remain responsible for your contents insurance.

At Syncura, this is easy via the client portal. Otherwise, the contact details are listed in the meeting invitation.

Without renewal, the mandate expires and no valid management can occur. A co-owner can ask the justice of the peace to appoint a provisional syndic.