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 Accounting services

  • Establish and maintain the trust account
  • Issue levy notices
  • Monitor and arrange for recovery of levy arrears
  • Pay invoices on behalf of Owners Corporation (e.g. for water charges, council rates and maintenance)
  • Pay disbursements and expenses incurred in connection with Agent's management of Strata Scheme
  • Provide accounts paid summary
  • Provide statutory reconciled accounts including balance sheet, statement of income and expenditure and levy status report
  • Arrange for preparation and lodgement of annual tax return
  • Assist auditor in providing accounts and records for audit [if required]
  • Prepare administrative fund budget and arrange for sinking fund budget
  • Manage administrative fund and sinking fund

Insurance

  • Arrange insurance valuation as required
  • Obtain quotes for insurance renewal
  • Submit quotes to Executive Committee and renew insurances (according to instructions)

Secretarial

  • Maintain strata roll and minute book
  • Maintain correspondence file
  • Record and retain notices under sections 118, 119 and 120 of the Act
  • Issue minutes of delegated performance
  • Maintain common seal
  • Attend to routine written and oral communication

Meetings

  • Prepare and distribute notices of Annual General Meetings
  • Attend Annual General Meetings and concurrent executive committee meetings
  • Prepare and distribute minutes of Annual General Meetings
  • Arrange for venue for meetings if required

By-Laws

  • Answer queries from the executive committee about by-laws.

Executive Committee Meetings

  • Prepare and distribute notices of executive committee meetings
  • Attend executive committee meetings held during office hours
  • Attend executive committee meetings held outside office hours
  • Prepare and distribute minutes of meetings

Extraordinary General Meetings

  • Prepare and distribute notices of Extraordinary General Meetings
  • Attend Extraordinary General Meetings held during office hours
  • Attend Extraordinary General Meetings held outside office hours
  • Prepare and distribute minutes of Extraordinary General Meetings

Repairs and Maintenance

  • Arrange building inspections and reports
  • Arrange for appropriately qualified contractors to undertake routine repairs to and maintenance of the common property and/or specified owners corporation property provided that any expenditure incurred by the agent on such matters without obtaining the approval of the owners corporation does not exceed $1,000.00
  • Obtain quotations for repair, maintenance and replacement of common property or specified personal property vested in the owners corporation
  • Liaise with tradesmen about work to be carried out on the strata scheme
  • Arrange and execute contracts pursuant to the Home Building Act 1989 (NSW)

Insurance

  • Prepare and lodge non-routine insurance claims
  • Claims administration and other activities involved in minimisation of loss, liaison with loss adjustors and other related activities

Accounting

  • GST related activities (including checking tax invoices, supplying ABN details and BAS preparation and lodgement)
  • Additional financial reports or reports prepared to specific requirements

General

  • Serve notices to comply with by-laws
  • Prepare and issue notices under section 45 of the Act for breach of the by-laws
  • Represent the owners corporation in tribunal or court proceedings
  • Preparation and lodgement of applications for mediation, adjudication, tribunal orders, briefing lawyers and/or relevant attendances
  • Arranging drafting of by-laws, amendments to by-laws and/or by-law reviews

Extra services resulting from an on-site residential manager or caretaker ceasing to perform services

  • Arranging maintenance and repairs
  • Authorising invoices
  • Maintaining key register
  • Arranging security and concierge services
  • Arranging building services
  • Arranging access for contractors
  • Arranging building certifications
  • Managing a greater volume of inquiries from occupants

Other Services


Any other services (that are not agreed services) that can be provided by the agent including but not limited to:

  • Hiring and management (including payroll administration) of building employees
  • Review of essential services such as fire safety
  • Management of major refurbishment projects
  • Management of defect rectification in new buildings
  • Building condition surveys and scheduled maintenance programs