"Our strata manager never returns calls."
"We've been asking for the same repair for 18months."
"We have no idea what's in our maintenance fund."
If any of those sound familiar, you're not alone. We hear from committees every week who feel trapped with an underperforming manager — and assume it's harder to switch than it actually is.
The good news: changing strata managers in Victoria is a straight forward process. Here's exactly how it works.
In this guide
Step 1: Review Your Existing Management Agreement
Your first step is to locate and read your current management agreement. Look for three things:
- The expiry date of the agreement
- The notice period required to terminate (typically30–90 days)
- Any early termination clauses or fees
Under the Owners Corporations Act 2006, a management agreement cannot be for a term exceeding 3 years. If your agreement has rolled over without a formal vote, it may already be terminable on notice.
💡 Can't find your agreement?
Contact your current strata manager and request a copy of the management agreement under s.145 of the Owners Corporations Act 2006. They are legally required to provide owners access to Owners Corporation (OC) records.
Points to note about your existing agreement
Once you are in receipt of your contract, it is important to note there may be provisions on there that state the following;
- There may be a roll over clause in the agreement that states that the Owners Corporation must advise the Owners Corporation Manager of its intention to terminate the agreement at least 28 days’ prior (or any pre-defined time period) to the expiry date if the contract and if they don’t then the contract will roll over for another 12 months.
- The agreement may state that the decision to terminate a manager can only be determined at a General Meeting of the Owners Corporation
- That a special resolution of the Owners Corporation is required to remove the manager and or a provision providing the manager the right to renew their appointment by exercising a pre-existing option
If your manager tries to enforce any of the provisions listed above and or put in place any other steps to restrict your ability to terminate their appointment, they are in breach of the provisions set out in section 119 Aof the Owners Corporations Act. If a new contract isn’t entered into after the expiry date, then the contract is deemed to be on month-by-month basis with either party being able to terminate the contract by giving 28 days’ notice in writing.
Step 2: Pass an ordinary resolution at a committee meeting
If you have a functioning committee, you simply need to call a Committee Meeting in line with the owners Corporation Act sections 108 & 109. During this committee meeting you can resolve a motion to terminate the current management company. Ensure the motion and resolution is captured in the meeting minutes.
If you only have a chairperson, and it is you performing this role, as chairperson of the Owners Corporation and in absence of a committee you have the delegated authority to issue a termination letter to your manager. However, we strongly suggest that you consult with other members of the Owners Corporation before taking such action by calling a Special General Meeting to convey your concerns and obtain consensus from those in attendance to transfer management.
The resolution to terminate a management agreement is an ordinary resolution — meaning it requires more than 50% of votes cast by lot entitlement. You do not need a special resolution (75%) or unanimous resolution.
⚠️ Common mistake
Some committees try to terminate verbally or by email without a formal meeting resolution. This can expose the OC to a breach of contract claim from the outgoing manager. Always do it properly through a meeting.
Step 3: Serve Formal Written Notice
Once the resolution is passed, you can either provide written notice of termination to your current manager or simply provide our office with a copy of your minutes and/or instructions advising of our appointment and we will contact your manager on your behalf.
Step 4: Request a Full Records Handover
Our office will liaise with your manager to ensure all Owner Corporation documentation is handed over.
This is the step most committees underestimate. Your outgoing manager holds significant documentation that belongs to the OC — not to them. Under the Owners Corporations Act 2006, they are required to return all records promptly. This includes:
- Financial records, bank account details, and levy ledgers
- Insurance policies and certificates of currency
- Maintenance contracts and contractor agreements
- Meeting minutes and AGM resolutions
- The plan of subdivision and OC rules
- Lot owner contact details
- Any outstanding invoices or disputes
Step 5: Enter into new management agreement
You can appoint a new strata manager at the same general [ML1] meeting where you vote to terminate the old one — or at a separate meeting. The appointment also requires an ordinary resolution.
When evaluating a new manager, ask specifically:
- How do you handle the handover from a previous manager?
- What is your standard response time for maintenance requests?
- How do you communicate levy notices and financial reports?
- Are you a member of the Strata Community Association Victoria?
How long does the whole process take?
From the decision to switch to a fully completed handover typically takes 4 – 6 weeks, depending on the notice period in your agreement and how cooperative your outgoing manager is.