Changing strata managers
A guide to how and when to change strata managers.
CHANGING STRATA MANAGERS
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.
REQUEST AN OBLIGATION FREE PROPOSAL FOR YOUR BODY CORPORATE
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@bcsystems.com.au
STEP BY STEP PROCESS
Switching strata managers can seem like a big step, but with the right approach it can lead to better outcomes for your scheme. This section will guide you through when and how a change can be made.
Check your current agreement
Find a new strata manager
vote for change
sign the paperwork
onboard your new manager
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.
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
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
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
will you be just another building in their portfolio
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
Our Service Level Agreement, not to mention our commitment to our clients, is responding to every enquiry.
VOTE FOR A CHANGE
You’ve identified a new strata manager who better aligns with the needs of your scheme. The next step is for the body corporate to formally vote on the proposed change.
If your Annual General Meeting (AGM) is approaching, the motion to appoint the new manager can be included in the agenda. Keep in mind that motions typically need to be submitted up to three months prior to the meeting date, so planning ahead is essential.
If the AGM is not imminent, the body corporate has the option to call an Extraordinary General Meeting (EGM) at any time during the year. This is often an effective way for committees to regain control and act promptly when a change is needed.
Whether you need assistance with drafting and submitting motions or coordinating an EGM, BCsystems is here to support you throughout the process.
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.
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.
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
Others
What’s included
faq
Who owns BCsystems?
BCsystems or Kerri Anthon do not own, operate, or hold any interest – partially or fully, in subsidiary companies or related businesses.
As an independent, locally owned operation, we take pride in our autonomy and strong community ties. This independence is a key reason why many clients choose us over large corporate or private-equity-owned alternatives.
One of BCsystems’ key points of difference is our transparent and straightforward pricing. Unlike some firms that generate revenue by adding hidden markups to expenses like printing, postage, and internet usage, we do not. Our charges reflect the actual cost of the item or offer a clear and competitive price for work performed by one of our skilled and experienced team members.
What resources and training does BCsystems provide?
We are passionate about making the strata industry more accessible and understandable, believing that education empowers communities. This is why we provide free, easy-to-understand resources to help committees, lot owners, and onsite managers navigate the complexities of a body corporate.
Content Library
Our commitment to delivering accurate, up-to-date information is demonstrated through our comprehensive online content library. Whether you’re a committee member, lot owner, or onsite manager, you’ll find valuable articles on a wide range of topics, including by-laws, legislation, pets, parking, boundary fences, levies, budgets, and much more.
Webinars
BCsystems regularly hosts free webinars, tailored to different segments within our industry – property managers, body corporate committees, lot owners, and onsite managers.
These live sessions address topical and complex issues like changes to pet and smoking legislation, the installation of solar panels, and our popular open Q & A forums.
e-Newsletter & Social Media
Each month, we distribute our StrataNews e-newsletter, keeping our community informed with articles, videos, and important updates.
BCsystems also maintains an active social media presence on LinkedIn, Facebook, and Instagram, sharing content and announcements.
E-books and Guides
BCsystems also publishes e-books and guides on essential topics like pets, levies, and owning in a body corporate.
What is BCsystems' approach to management
We understand that success depends on more than just ticking boxes – that’s why we go above and beyond.
Here are just a few ways BCsystems provides a proactive approach to what we do.
Regular Communication
A key part of our approach is maintaining regular contact with committees and onsite managers. We tailor this communication to suit the individuals involved, whether through scheduled phone calls, onsite catch-ups, or more informal check-ins. We understand that every scheme, and every person, is different.
Body Corporate Records Audit
When taking on new buildings, we conduct an informal ‘audit’ to identify any areas requiring obvious attention – whether through cost savings, improved maintenance processes, streamlined administration, or more efficient account management, we perform a general health check, ensuring all key operating records are up to date.
Responsiveness and Accessibility
Most importantly, we are responsive and accessible. We pride ourselves on answering emails and returning phone calls promptly, ensuring our schemes always feel supported and heard.
Empowerment through Education
From our Learning Hub filled with practical articles and FAQs, to our e-books and webinars covering everything from legislation to maintenance, we provide the knowledge to support committees in making informed decisions.
Keeping Current
All our body corporate managers are required to achieve the continuing professional development qualification points each year, as set out by the Strata Community Association Queensland, to maintain certification as a community manager.
This commitment to professional development ensures we’re equipped to give your committee accurate and timely advice, ensuring your scheme remains compliant, efficient, and well-positioned for long-term success.
Independant and Unbiased
BCsystems is committed to providing advice in the best interest of your scheme. Because we have no kickbacks or affiliations with external contractors, suppliers, or service providers our recommendations are who and what will deliver the best outcomes for your community.
Independence allows us to maintain integrity, transparency, and your trust.
Do you have electronic voting?
Unlike other companies, this cost is part of our package and we don’t charge extra for your body corporate to vote electronically.
Who would our committee be working with?
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.
How will BCsystems communicate with our committee?
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.
Do you have video or phone attendance options for meetings?
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.
Are you independant?
Yes. BCsystems is owned by Kerri Anthon, who founded the company in Bulimba in 1994. She continues to lead as its sole owner and managing director.
BCsystems or Kerri Anthon do not own, operate, or hold any interest – partially or fully, in subsidiary companies or related businesses.
We are committed to providing advice in the best interest of your scheme. Because we have no kickbacks or affiliations with external contractors, suppliers, or service providers our recommendations are who and what will deliver the best outcomes for your community.
Independence allows us to maintain integrity, transparency, and your trust.
