Changing a condo management company requires careful consideration and collective action from the board and residents alike. Management transitions can disrupt community operations temporarily, but may become necessary when specific persistent issues arise. Residents of communities like Skye At Holland may evaluate whether their current management partner still meets their needs as their property ages or community priorities evolve.

Warning signs

Several indicators suggest it might be time to explore alternative management options:

• Consistent communication breakdowns between management and residents
• Financial mismanagement or unexplained budget variances
• Recurring maintenance issues that remain unresolved despite multiple reports
• High staff turnover within the management team
• Lack of transparency regarding decision-making processes
• Failure to enforce association rules consistently

A change may benefit the community’s long-term health when these issues persist despite attempts to address them directly with the management company.

Contract review

Most management agreements contain specific termination clauses and renewal terms. Before initiating any change, board members should thoroughly review these contractual obligations to avoid potential legal complications or financial penalties. The board should examine notice periods required for termination, automatic renewal provisions, and any early termination fees. Timing the transition between management companies around natural contract end dates can minimise disruption and potential additional costs. Additionally, understanding which services are covered under the current agreement helps establish a baseline for evaluating alternative providers.

Resident feedback

Gathering input from community members provides a valuable perspective on management performance. Through surveys, town hall meetings, or dedicated feedback sessions, boards can collect specific examples of management successes and failures.

1. Create anonymous feedback mechanisms to encourage honest assessments
2. Request concrete examples rather than general complaints
3. Ask residents to rank priorities for management improvement
4. Document patterns of concerns rather than isolated incidents

This methodical approach ensures decisions are based on community-wide concerns rather than individual grievances and helps identify specific requirements for a potential new management partner.

Selection process

Finding the right replacement management company requires thorough vetting and clear criteria. Experience with similar properties should rank high on the priority list, as management companies familiar with buildings of comparable size, age, and amenities will navigate common challenges more effectively. Request detailed references from current clients and arrange site visits to properties under their management.

Interview multiple candidates and compare their approaches to common challenges your community faces. Please pay particular attention to their communication systems, emergency response protocols, and financial reporting practices. The most suitable candidate will demonstrate technical competence and alignment with your community’s values and expectations.

Transition planning

Creating a comprehensive transition plan becomes essential once a new management company is selected. Management transitions typically require 60-90 days to complete correctly. Essential transition elements include transferring all financial records, maintenance histories, resident information, vendor contracts, and community documents. Schedule joint inspections of all common areas and facilities with outgoing and incoming management representatives to document current conditions and outstanding issues. Clear communication with residents throughout the process helps manage expectations and minimise confusion. Provide specific information about how the change will affect day-to-day operations, including any new contacts, procedures, or temporary disruptions to service.

While changing management companies requires substantial effort, communities that approach the process strategically often find that new management perspectives can revitalise community engagement, improve property maintenance, and enhance overall quality of life for residents.