Owners corporations and executive committees can now meet and vote electronically on ordinary or special resolutions. Previously, such decisions could only be made at formally convened meetings.
Meeting agenda guidelines have been developed to ensure important matters are addressed at every owners corporation meeting. The guidelines outline matters such as building defects, maintenance and delegations etc. which must be included as standard items on the meeting agenda for a general or annual general meeting.
Owners corporations should consider each of the agenda items at the meeting, even if they don't make a decision or record an action against each one.
Owners corporations' executive committees can form subcommittees to manage specific issues within units plans. Subcommittees are useful for progressing tasks and managing workloads, particularly within large, mixed-used developments.
Existing owners corporations need to prepare a maintenance schedule to identify any regular maintenance or servicing required for common property and buildings, such as lifts, swimming pools, air-conditioning/heating systems, window washing etc. The schedule ensures these assets stay in good working order for longer and help with planning for the required sinking funds.
For units plans of a certain size or nature, owners corporations need to undertake an annual audit of the funds, accounts and financial statements of unit plans. This ensures funds and financial matters are managed in accordance with the legislation and any decisions of the owners corporation. The audit must be prepared by a qualified auditor who is independent of the units plan.
If an insurance claim needs to be made against an insurance policy held by the owners corporation, the owners corporation is responsible for lodging all claims with the insurance provider and paying any excess on the claim. This helps streamline the claims process and ensures owners corporations promptly deal with insurance matters.
