Strata Documents And Forms
Looking for a specific condo or conveyancing documents for your property? Here you’ll find pre-authorized payment forms, owner forms and more.
Conveyance Documents + Forms
To order conveyance forms or other conveyancing documents such as a Form B, Form F, etc., you can do this easily through the online portal at EStrataHub.
Other Condo & Strata
Documents + Forms
Do you need to sign up for Pre-Authorized Debit (PAD), update your owner or tenant information or register your pet? You can find these and other forms you below!
Why choose Tribe?
Communities receiving management with heart across the Lower Mainland.
Access to information about your unit and community.
The number of dogs that frequently occupy our workspace.
What Our Communities Are Saying
"I worked with Pamela from Tribe and her professionalism, attention to detail and management of our 170 unit building was excellent..."
"David Locke response fast, professional, and kind. Very lucky to have him and Tribe management helping our building!..."
What is a Strata Management company, and how can one help my community or building?
A strata management company works with the Strata Council or Board of Directors as an advisor on the daily management of a building or community.
The Strata Manager (or what we refer to as Community Manager) works on behalf of the owners to protect their collective investment (ie. an entire housing corporation or strata building), made up of a bunch of individually owned units. We have a great visual infographic that explains what a Strata Manager does here: https://tribemgmt.com/blog/property-management-what-is-it.
The strata management company provides services that include financial management, building maintenance through selected third-party vendors, community management and communication. You can learn more about the services we provide to our communities on https://tribemgmt.com/strata-management.
Why is Tribe any different from other property management companies?
Our team strives to build positive long-term relationships with council members and owners. This means transparency in all our dealings with community, by ensuring easy access to information about their property. We manage your assets and care for your home like it’s our own.
We take a people-forward + tech-forward approach to strata management. This means that service, communication and technology work hand-in-hand to provide the best management experience.
We have an in-house product team dedicated to developing cutting-edge software that makes it easy for residents, council and managers to communicate with each other and look after client buildings.
What processes do you employ during the transition from the incumbent property manager to you?
The transition process is very regimented and follows strict checklists and guidelines under the watchful eye of our Transition Coordinator.
Once we receive a signed agency agreement and the council instructs the outgoing manager to provide us with information we take over and manage the entire process, with weekly updates to council coming from the Transition Coordinator.
This process includes communication with owners, setting up the accounting system and moving over the files of the strata corporation.
What kinds of projects have your managers been involved with?
Our managers have a range of experiences and we been involved in many significant projects. We currently have a complex window replacement project, several pipe replacement projects, roof replacements and numerous envelope replacements underway. Managers are always involved in education to ensure they are able to smoothly assist with any project that arises.
Does the designated Strata Manager work with Strata Council to create an annual schedule of events?
Yes, the Strata Council is provided with a schedule of maintenance and directs the manager about items that need to be added. This schedule is reviewed at each council meeting.
How many strata council meetings will the Strata Manager attend, and what are his/her responsibilities?
Meeting numbers are included in the proposal and are dependent on how many a strata council feels are appropriate. The strata manager is responsible for the minutes (to be delivered to Council within 72 hours of the meeting) and following up on the directives as identified by Council.
Are there charges if meetings go over-time?
In some instances, extra charges apply if the meetings go over time. However, only if overtime is regular and once a conversation has occurred to try to address the need for extra time.
Do you schedule a 'learning/understanding' meeting with Council at the start of your engagement?
We absolutely meet with Council to establish processes and ensure we understand your needs.
An owners’ meeting at the start of the relationship is also important, so that the owners know who they are speaking with and understand our working relationship is different from many in the industry.
What financial statements and budgets are prepared? And by whom?
Cheque runs are done weekly with invoice submission deadlines the Thursday the prior week. Each community accountant reviews each invoice before the cheques are processed and each cheque is signed by a managing broker.
What kind of support is provided to your Community Managers?
Community Managers (CMs) receive support from Community Coordinators (CCs) who help with day-to-day responsibilities. The role of the CC is to help ensure a high quality of admin work and get Meeting Minutes sent out on time. In addition to the assigned CC, we operate as a big team here at Tribe. We have various departments – such as our own Accounting Department, ready to support CMs in ensuring that we provide customers the service they need.
Can You Provide References?
Absolutely. We have many references from buildings we have managed for many years along with clients who have recently gone through our transition process.
We do wait until we have met with Council and feel the strata corporation would be a good fit. This is because of the number of requests we get for proposals and wanting to respect our existing clients and not ask for references too often.
What is the Strata Property Act?
In BC, the Strata Property Act (SPA) provides the legal framework under which all strata corporations and strata owners must operate in the province. Your Community Manager is knowledgeable on the workings of the Act and can advise your Council or Board on it accordingly. You can find more about the BC Strata Property Act here: https://www.choa.bc.ca/resources/strata-property-act/strata-property/.
What is a Strata Council or Board of Directors?
The Strata Council (as it is referred to in BC) or Board of Directors (rest of Canada) is a body elected by the owners in the building or community. It is the Council/Board’s role to manage the strata corporation or community and represent the homeowners.
How would you describe your working philosophy with your Strata customers?
Our promise to you is the following:
The Tribe team strives to build positive long-term relationships with council members and owners. This means transparency in all our dealings with the community by ensuring easy access to information about their property. We manage your assets and care for your home like it’s our own. We call it…Community Management with Heart.
My community has a contract with a property management company, but we’re thinking of changing. What should I do?
It is important to determine whether this relationship can still be salvaged or whether it is well and truly time to part ways. Is your community facing challenges due to a lack of communication, follow-through, or perhaps a personal issue with your current property manager?
Make a list of your current concerns and ask your current property management company for a schedule of improvement. If this doesn’t work, it is a good idea to start looking for options.
Check out our complete checklist on how to change strata management companies here: https://tribemgmt.com/blog/how-to-change-property-management-companies
Which property manager will be assigned to the strata? What is their experience and workload, and if the property manager is absent for an extended period, what is your backup plan?
We suggest introducing Council to at least two community managers to ensure the fit is right for everyone. Once the manager is in place, we communicate and introduce them to owners through a photo and bio to help your community get to know and identify them.
Our manager’s workload is carefully monitored and our Managing Brokers regularly contact Council members to ensure our service delivery is consistent. When we look at portfolio size we look at both the number of buildings and night meetings. Managers with larger buildings typically carry fewer buildings but those buildings will have more council meetings than smaller and less complicated buildings. Our managers have between 60 and 70-night meetings annually.
In the case of absence such as vacations (we do promote a healthy work-life balance), we ensure your back-up manager will provide assistance as needed. Both your back-up manager and Managing Broker have visibility of your Community Manager’s tasks and timelines via our task tracking tool. Your back-up manager is consistent to ensure continuity even if your manager is away.
What is the process if Council requests a change of Community Manager?
We believe that if we make a good initial assignment the likelihood of a requested change is lessened. However, we understand that sometimes relationships don’t work.
A change request will indicate to us that we need to dig into what your strata need and we go to our managers to identify who may be a good fit. The manager will be available to speak with Council and, once Council approves the proposed manager we start the process. Ideally, we make the transition over several weeks to allow the new manager to assume management without disruption to the strata corporation.
What are your key performance indicators that you use with your strata corporations?
We review the timeliness of the minutes distribution, site visits and maintenance schedules along with periodic checks with the Council President by a managing broker to ensure service delivery satisfaction.
When are the month-end financial statements delivered? What financial reports are included in the month-end package? Are the monthly financial statements prepared on a fully accrued basis?
Financial statements are delivered by the 20th of the month following. Yes, our statements are based on accrual accounting. We also include copies of your invoices and bank reconciliations with your statement.
Is the Strata Council provided with copies of paid invoices? How often?
Yes, we provide Strata Councils with copies of paid invoices in the monthly financial statements.
What are the costs of your services?
They depend on many factors, including the complexity of the strata corporation (do you have sections, types or airspace parcels?), the number of council meetings your strata corporation chooses and whether there are complicated projects on the horizon and more.
Once we have that information we put together a proposal. We prefer to do a site walk-through prior to submitting a proposal so that we get you more accurate estimates.
How can we help you?
Looking for more information or an info package? We want to hear from you. Let us take your community into the future of property management.