Summary of Body Corporate Management Responsibilities
Secretarial Items
- Convene and attend the annual general meeting
- Convene and attend all necessary committee meetings
- Call nominations for the position of executive and ordinary members of the committee
- Prepare and distribute meeting notices
- Record and distribute minutes
- Promptly dealing with communication and correspondence
- Preparation of Body Corporate Information Certificates
Maintenance Items
- Arrange an annual building inspection (where appropriate) to monitor Work Place Health and Safety Issues as well as a general maintenance condition report
- Organise small repairs (where appropriate in consultation with the Committee and using body corporate preferred contractors)
- Organise emergency repair work
- Liaise with maintenance contractors generally (including “hiring” and “firing” when required)
Administrative Items
- Effect and renew insurances
- Lodge insurance claims
- Establish and maintain the roll and other statutory registers
- Maintain and keep the records
- Implement the decisions of the body corporate and its committee
- Make available the records for inspection
- Preparation of Workcover Queensland annual return form (if the body corporate employs workers)
- Establish a Workplace Health and Safety procedure
- Preparatory work re the preparation of the income tax return
Financial items
- Open and maintain a bank account for the administrative and sinking fund
- Levies can be paid at any Heritage Bank Ltd Branch or via BPay (inc Credit Cards)
- Prepare annual Financial Reports
- Prepare interim Financial Reports when necessary
- Prepare administrative and sinking fund budgets (based on the sinking fund report)
- Co-ordinate the preparation of a sinking fund report
- Issue levy and other contribution notices
- Receipt and bank levies
- Process and pay accounts
Other
- Use of a fully computerised Matter and Activity Tracking system to track each outstanding matter for a body corporate (eg maintenance etc)
- Review Body Corporate & Community Management Act 1997 and Regulation Modules to ensure compliance
- Maintain membership of the Unit Owners Association of Queensland
- Maintain full practitioner membership of Strata Community Australia (Qld).
Summary of Committee Responsibilities
Committee
- Providing a clear vision for the future of the body corporate (for example, forward planning of major works etc)
- Supervising contractors including approving accounts prior to payment (for example the gardener, etc)
- Arranging and/or supervising small repairs
- Keeping the community generally informed (eg where parking is allowed, bin nights etc)
- Regularly inspecting the building and common areas to ensure maintenance is kept up to date
- Generally being the “eyes and ears” of the body corporate on-site
On-Site Management (Or Caretakers) Responsibilities
Some developments (generally larger developments) may choose to appoint an on-site building manager to arrange and supervise maintenance works etc.
Please remember that Toowoomba Strata Pty Ltd is not appointed to be an on-site building manager. Accordingly, we rely on the Committee to advise us when a maintenance issue arises or to provide any pro-active supervision of contractors etc if needed.