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Changing

strata managers

Experienced strata managers and development consultants servicing Queensland.

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Learn about BCsystems

Having the right manager in place is critical to the functioning and well-being of any body corporate community yet changing can feel like an exhaustive and often overwhelming task.

To remove the uncertainty from this process, we’ve put together a suggested how-to guide on changing strata managers, complete with tips on finding the right one to work with the needs of your committee and scheme.

Receive an
obligation-free proposal

We offer an obligation-free quote.

The first step is a short phone or in-person meeting to better understand the needs of your committee and scheme. This will only take around 10 minutes.

From there, we’ll put together a tailored proposal, including our easy-to-understand fee package.

Submit our proposal form, including the best contact time, and we’ll be in touch.
Changing strata managers e-book

Receive an obligation
free proposal

We'll need to get some details about your building. Let us know the best time to contact you.

Please contact us here if you are seeking a proposal for a building we don’t currently manage. If you are an existing BCsystems customer please email us at info@bcsystem.it2k.com

Receive an obligation-free proposal

We offer an obligation-free quote.

The first step is a short phone or in-person meeting to better understand the needs of your committee and scheme. This will only take around 10 minutes.

From there, we’ll put together a tailored proposal, including our easy-to-understand fee package.

Submit our proposal form, including the best contact time, and we’ll be in touch.

Receive an obligation
free proposal

We'll need to get some details about your building. Let us know the best time to contact you.
Request a proposal

How to change your strata manager

Paperwork

Check your current agreement

The best place to start is with your current strata management agreement. This will help you establish where you stand contractually before deciding to move for with a new supplier.
more ...
Paperwork
Meeting

Find a new strata manager

It's important to find a strata manager that suits the needs of your building and committee.
more ...
Meeting
Vote

vote for change

You've found a new strata manager that is a better fit for your scheme. The next step is for the body corporate to vote through the change.
more ...
Vote
Sign the paperwork

sign the paperwork

All you need to do is sign the contract, giving us the authority to begin the handover process.
more ...
Sign the paperwork
Shaking hands

onboard your new manager

The onboarding process should be simple and streamlined for both your and your committee
more ...
Shaking hands

Paperwork

The best place to start is with your current strata management agreement. This will help you establish where you stand contractually before deciding to move for with a new supplier. The agreement will cover:

  • the duration of the contract and the expiry date
  • the terms of the agreement and if it can be terminated early with notice

If you don’t have a copy of the agreement, often it can be located on the portal of your current body corporate managers, or by checking the minutes of the AGM when it was last approved.

Body corporate management agreements are limited by law to a maximum of 3 years, and do not roll over automatically. Typically, you won’t be able to terminate the agreement before its expiry date, unless your body corporate manager has breached any of the terms outlined in their contract.

At each renewal, your committee can assess your current agreement, and choose to stay with the existing body corporate manager, or find a new one.

Meeting
It’s important to find a body corporate manager that suits the needs of your building and committee, so this may require some time and investigation on your part.

While every building and committee is unique, here are a few considerations to help you find the right fit for your particular situation.

Look at the reviews and retention rate

Online reviews provide honest insights into the quality and efficiency of potential managers. To get an even clearer picture, try speaking directly with current clients to hear about their experience firsthand.

Compare apples with apples on fees

When evaluating fees, ensure you are making an ‘apples with apples’ comparison. Look beyond the base rate and check what’s included. Are there additional charges for emails, phone calls, or copying? Some proposals may offer low initial rates but add up with ancillary costs.

DISCUSS THEIR ONBOARDING PROCESS

Clarify what is required to switch managers. For instance, at BCsystems, once approval is obtained, the transition is straightforward and handled mostly by our team. An experienced body corporate manager will have a streamlined process for handling documents, lot owners, and financials. If the process seems overly complex, it likely will be.

know if they attend meetings

We’re often asked by prospective clients if we attend AGM or EGM meetings, as many body corporate managers don’t.

Of course we do, whether that’s in person or via teams. Meeting and getting to know our committees is an important part of the BCsystems’ difference. The more we understand your needs, the better we can assist.

check how your body corporate manager is supported

Is your dedicated body corporate manager flying solo, or do they have a team to support them? This will impact not only their efficiency in managing issues and enquiries, but also their ability to understand the nuances of your scheme.

At BCsystems no person is an island. Our strata managers are supported by dedicated strata and administrative assistants, plus our experienced finance team. We’re all based in Morningside, just outside of the Brisbane CBD, with no tasks outsourced offshore.

ensure they offer online voting, forms and meeting options

We live in an online world and not providing the option for lot owners to vote, manage payments, submit applications, and conduct meetings is a red flag to the effectiveness of any potential body corporate manager.

will you be just another building in their portfolio

What are the unique needs of your building and committee? Are there any challenges or obstacles that should be considered?

While it is essential a body corporate manager provide sound and accurate advice, we also believe it is just as important to show empathy and compassion and be flexible to the nuances of each scheme and committee.

After 28 years in the business, we’ve found this to be the best approach. Every property is as different as every individual, and we respect that.

do they respond to enquiries

Hard to fathom, but some body corporate managers pick and choose who and what they respond to.

Our Service Level Agreement, not to mention our commitment to our clients, is responding to every enquiry.

You’ve found a new strata manager that is a better fit for your scheme. The next step is for the body corporate vote through the change.

If you have an Annual General Meeting (AGM) coming up, the vote can take place at that meeting. You will need to submit a motion usually up to 3 months prior to the meeting.

If your AGM is not on the horizon, you can hold an Extraordinary General Meeting (EGM) at any time throughout the year. Often this is a way for committees to take back control.

Whether it be with submitting motions or running an EGM, BCsystems is here to help.
Sign the paperwork

Once the AGM or EGM formalities are complete, all you need to do is sign the contract, giving us the authority to begin the handover process. 

Shaking hands

The onboarding phase at BCsystems is simple and streamlined for both you and your committee. Believe it or not, there won’t be a lot for you to do, as we manage most of the process for you.

Once you’ve signed the contract, it usually takes around a week to hand over from your old body corporate manager to your new one. This includes

  • Receiving and checking your body corporate’s accounts and funds
  • Notifying owners of the change
  • Processing incoming records

The hard work is done. Now it’s time for your committee and lot owners to enjoy working with your new body corporate manager.

If we’re lucky enough for this to be BCsystems, you’ll be introduced to your new body corporate team, including your body corporate manager and support staff, and our finance team.

We believe the proactive approach is the best one, so we’ll offer any suggested improvements identified during the handover.

BCsystems offers an easy-to-understand fee structure that INCLUDES the day-to-day operating costs required to manage your body corporate. This covers expenses like printing, postage, mobile calls and emails.

It is extremely important to make an apples-with-apples comparison on strata management packages.

If the fees DO NOT include operational costs like those highlighted in the table below, what may seem like a low rate can, and will, easily blow out when every email, phone call and printout is itemised and charged additionally.

BCsystems

management fees
support

Others

management fees
support
other fees

What’s included

  • BCsystems
  • Other
  • Other
  • Other
BCsystemsOtherOtherOther
All inclusive
Essentials package
$3999
/year
$3999
/year
Printing
Postage
Local calls
Mobile calls
Long distance calls
Emails
Issuing documents by email
EFT payments
Letterhead
Some companies charge an additional $2 for printing on company letterhead
Internet access
Some companies charge a blanket fee for internet access
Special levies
Office stationery
Some companies charge a blanket fee for office stationery
Electronic voting fees
Some companies charge additional for online voting
–––
Video conferencing–––
Levies arrears management–––
Insurance management–––
No-cost levy payments–––
Online invoice approval–––
Online portal–––
GET A QUOTE

Receive an
obligation-free proposal

We offer an obligation-free quote.

The first step is a short phone or in-person meeting to better understand the needs of your committee and scheme. This will only take around 10 minutes.

From there, we’ll put together a tailored proposal, including our easy-to-understand fee package.

Submit our proposal form, including the best contact time, and we’ll be in touch.
Changing strata managers e-book

Receive an obligation
free proposal

We'll need to get some details about your building. Let us know the best time to contact you.

Please contact us here if you are seeking a proposal for a building we don’t currently manage. If you are an existing BCsystems customer please email us at info@bcsystem.it2k.com

Receive an obligation-free proposal

We offer an obligation-free quote.

The first step is a short phone or in-person meeting to better understand the needs of your committee and scheme. This will only take around 10 minutes.

From there, we’ll put together a tailored proposal, including our easy-to-understand fee package.

Submit our proposal form, including the best contact time, and we’ll be in touch.

Receive an obligation
free proposal

We'll need to get some details about your building. Let us know the best time to contact you.

What’s the difference between lot entitlements and contributions, and why might they be different for two units in a scheme? BCsystems’ Strata Operations Manager, Matthew Savage goes in depth on the CMS (Community Management Statement) to explain these two charges.

Many lot owners incorrectly believe all levies go to the body corporate manager. In this video, Strata Operations Manager Matthew Savage explains how the levies are managed and contractors like BCsystems and the on-site manager are paid.

We are often asked why levies keep increasing and who decides how much they will increase each year? Strata Operations Manager, Matthew Savage discusses why both sinking and administrative fund increase each year, in line with inflation.

In this ‘Understanding Body Corporate’ video, BCsystems’ Strata Manager Matthew Savage explains the difference between sinking fund and administrative funds, how these are calculated, and how they determine what levies lot owners pay.
Every committee has a dedicated strata manager, plus an assistant to back them up. Your team will be your go-to contact for most strata-related enquiries.

The specialist areas of our work like accounting, tax, levies, insurance and disclosures are handled by professionals in each area. You may, from time to time, deal directly with these teams.

Meet the BCsystems' team here.

We believe in finding the right way to communicate depending on the task.

 

For some issues email is great, but sometimes we just need to pick up the phone or arrange a quick chat with your committee on teams to reach a consensus.

 

We know your time is valuable so we work hard to get you the right answer at the right time, in the right way. Each committee is different, so we are also happy to adjust this approach to suit yours.

Yes, we run meetings on Microsoft Teams and it works very well. Most of our clients now prefer this option, but we also are happy to meet on-site or at our office depending on the people, and the subject being discussed.

Yes, we run all AGM, EGM and committee voting online using StrataVote. Unlike other companies, this cost is part of our package and we don’t charge extra for your body corporate to vote electronically. 

Learn more about body corporate levies, how they're calculated, what they're for, and common misconceptions in our complete guide to body corporate levies.

Learn more

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