Most manager switches don’t go wrong during the handover itself. The real slip-ups happen earlier, at the notice stage. A missed renewal window or a vague motion can stall everything. A strata manager runs a building’s finances, repairs and records. That role includes bank accounts, keys and contractor relationships. Pull those threads carelessly and fobs stop working. Owners can change strata management without a single missed service. Contracts, tenders, motions, money and records each play a part. Residents should barely notice the switch.
Check the Contract for Rollover Traps
Look for a rollover clause in the current agreement. It renews the contract automatically unless someone objects. That window often sits 30 to 90 days before expiry. Miss it, and the building’s locked in for another term. Legislation caps most terms at three years anyway. Early exits without a proven breach can trigger fees.
What Should the Tender Process Compare?
A tender is simply a formal request for quotes. Two or three members can run it. A strong proposal confirms that:
- Extra fees for notices, AGMs and after-hours calls are listed.
- The agency discloses its insurance commission percentage.
- The assigned manager handles fewer than 20 buildings.
- Its portal imports existing records without losing history.
Get the General Meeting Motions Right
A committee can’t fire a manager by email. The decision belongs to owners at a general meeting. It passes by ordinary resolution, meaning a simple majority. Separate motions end one deal and start another. Committees that change strata management cleanly name an exact end date. Vague wording creates gaps or overlapping contracts.
Who Tells Contractors About the Switch?
Cleaners, lift technicians and fire safety crews don’t read meeting minutes. Someone has to tell them directly. A short notice covers the new contact and invoicing email. Two members should hold emergency spending power near cutover. Burst pipes won’t wait for a frozen trust account.
How Do Money and Records Move Across?
A trust account keeps owners’ levies apart from agency funds. Transfers happen in stages, with clear checks:
- A preliminary balance arrives in 14 days.
- Final reconciled funds follow by day 45.
- Records return in 14 to 28 days.
- Committee members witness the key handover.
- New levy notices wait for audited ledgers.
A Thirty-Day Audit Catches Quiet Errors
Handover day feels like the finish line, but it isn’t. The riskiest mistakes surface a month later. Picture an owner who paid on time getting a penalty. That happens when old and new ledgers don’t match. A 30-day reconciliation catches it. Insurance policies deserve the same check. The bigger point is easy to miss. A switch succeeds when owners notice nothing. Quiet inboxes, not a smooth meeting, measure success.
Frequently Asked Questions
How long does a strata manager handover take?
Most transitions run somewhere between 30 and 90 days. The first fortnight covers notice and record requests, while contractor briefings follow, with the money transfer landing last.
What if the old manager won’t hand over records?
Send a formal demand letter quoting the legal deadline first. If that’s ignored, the state fair trading office can issue penalties, and a tribunal can order the files released.
Can owners with unpaid levies vote on the change?
In many jurisdictions, they can’t, because owners need to be “financial,” which means fully paid up. It’s worth chasing arrears before the meeting notice goes out.
Should the new manager issue levy notices straight away?
It’s smarter to wait for an imported, checked ledger. Wrong arrears figures confuse owners and stall payments, and that’s the last thing a fresh agency needs.