How to Change Your Owners Corporation Manager Smoothly in Victoria

Guy Bowell
Sep 4
2 min read

Changing your Owners Corporation (OC) manager might sound daunting, but with the right steps and a clear plan, it can be a smooth and empowering process for your committee and residents. Whether you're seeking better service, clearer communication, or more value for your fees, here’s how to make the transition seamless.

Step 1: Understand Why You’re Changing Managers

Before initiating the change, clarify your reasons. Common motivations include:

Poor communication or responsiveness
Lack of transparency in financial reporting
Inadequate maintenance or contractor management
High fees with little value

Document specific issues—this will help you justify the change and ensure your next manager addresses these concerns.

Step 2: Review Your Current Contract

Most OC management agreements in Victoria have:

A fixed term (usually 1–3 years)
Termination clauses (notice periods, exit fees, etc.)

Check:

The contract’s expiry date
Required notice period (typically 1–3 months)
Any conditions for early termination

If you're unsure, seek legal advice or consult Consumer Affairs Victoria for guidance.

Step 3: Call a Special General Meeting (SGM)

To formally change managers, your OC must pass a resolution at a general meeting. Here’s how:

Notify all lot owners with proper notice (minimum 14 days)
Include the agenda: Termination of current manager and appointment of a new one
Ensure quorum: At least 50% of lot entitlements represented

A majority vote (over 50% of lot entitlements) is required to proceed. TIP: If the committee has been delegated the necessary powers to effectively perform its duties without restriction, it may manage and administer the Owners Corporation in accordance with the Owners Corporation Act and the rules of the Owners Corporation. The committee may pass a resolution at a committee meeting to terminate a manager and appoint a new one, meaning a general meeting of the Owners Corporation is not required

Step 4: Select a New Manager Carefully

Don’t rush into a new contract. Vet potential managers by:

Requesting references from other OCs
Reviewing their service offerings and fee structures
Asking about their tech platforms, communication style, and compliance expertise

TIP: Choose a manager who understands the nuances of Victorian strata law and has experience with buildings similar to yours.

Step 5: Ensure a Smooth Handover

Once the new manager is appointed:

Notify the outgoing manager in writing
Request all records, keys, financials, and access credentials
Confirm the transfer timeline and responsibilities

A professional outgoing manager will cooperate, but if issues arise, your new manager can assist with retrieval and compliance.

Step 6: Communicate with Residents

Transparency builds trust. Let residents know:

Why the change was made
Who the new manager is and how to contact them
What improvements they can expect

Consider a welcome letter or a short Q&A session with the new manager to ease the transition.

Final Thoughts

Changing your OC manager is a strategic decision that can dramatically improve the quality of life in your building. With proper planning, clear communication, and a focus on long-term value, your committee can lead the way to a more responsive and effective management experience.