Our promise to you is the following: The Tribe team strives to build positive long-term relationships with Board/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. 

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 managers’ workloads are carefully monitored, and our leadership team regularly contacts Council and Board 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 because those buildings will have more Council Meetings than smaller buildings. Our managers have between 60 and 70 night meetings annually. 

In the case of absences such as vacations (we do promote a healthy work-life balance), we ensure your backup manager will provide emergency assistance as needed. Your backup manager consistently ensures continuity even if your manager is away.   

Our manager’s workload is carefully monitored and our Managing Brokers regularly contact Council/Board 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.

As we promote a healthy work-life balance, in the case of absences such as vacations, we ensure your backup manager will provide assistance as needed. Both your backup manager and Managing Broker have visibility of your Community Manager’s tasks and timelines via our task tracking tool.  Your backup manager consistently ensures continuity even if your manager is away.

Tribe has been in a period of growth, and as such, we continue to hire and develop new managers who work with Regional and Managing Directors. The managers that decide to leave Tribe usually are leaving the strata management industry. Our goal is to create a stable portfolio for both our Strata Corporations and our managers, and our goal is to limit transitions.

This is the main reason we work so hard to ensure our managers have a work-life balance – a happy manager with a balanced portfolio is less likely to leave.

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 that we need to dig into what your strata need, and we will go to our managers to identify who may be a good fit. The manager will be available to speak with the Council, and once the Council approves the proposed manager, we will 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.   

This is the main reason we work so hard to ensure our managers have a work-life balance – a happy manager with a balanced portfolio is less likely to leave.

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 property management companies.

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 the Board or Council coming from our Transition Coordinator. This process includes communication with owners, setting up the accounting system and moving over the files of the corporation.   

The transition process is very regulated, and we work closely with the outgoing management company to ensure compliance with the process.

Should there be any concerns during the process, a managing broker from Tribe will work with the outgoing company to assist with a smooth transition. The Owners must sign the PAD forms, and we can hold a signing event and a meeting with them.

We are also always happy to discuss questions Owners have when asked for information.

Absolutely, we meet with the Board or 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.

Dependent 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.

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. 

Yes, the client is provided with a schedule of maintenance and directs the manager to the items that need to be added. This schedule is reviewed at each council meeting. 

On-site inspections are carried out regularly and are tailored to the needs of the building. This is especially important as your manager needs to know your  building to effectively manage it. 

Emergency service includes a screening service to ensure the issue is urgent and to assist owners with important issues that do not pose a threat to safety or the risk of property damage.

Our screening service is Seamless Bridge, and they provide only that service and have no conflicts of interest. Items of a more urgent nature are always escalated to the Community Manager for a resolution. We believe the manager who works with your strata and knows your building  is the best person to assist. 

Our managers have a range of experiences, many with projects of significant scope.

Managers are always involved in training to ensure they can smoothly assist with any project that arises.  

The manager is in charge of facilitating building maintenance and is the main contact in that respect.

Your Community Manager knows your building and is responsible for being the Council or Board’s conduit for information.  

Our accountants are either CPA accredited or working towards that designation. Many of our accounting staff have professional credentials from another country, and that is why they are in the process of getting their academic credentials authenticated according to Canadian standards.

We have an amazing and very experienced group of accountants who make our team a pleasure to deal with. Each Strata Corporation has an assigned accountant who knows your needs and is available to assist. 

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.  

Our process with arrears includes monthly notices, reviews with Council at each meeting to get instructions on follow-up actions if needed, and collections actions to collect. We know a Strata Corporation can’t operate without maintenance fees but want to work with Council in a manner that is appropriate for  your community.

All invoices are approved by the Community Manager, and the Council can certainly approve invoices. Utilities are typically processed directly by AP as they are time-sensitive, and we want to avoid penalties.