With any Strata Scheme over 5 lots it is not always possible for each owner to get involved in every matter that arises. Some important issues may require all owners to be involved and there are some minor issues, which won’t require every owner’s participation and authorization. So, to avoid over complicating situation Owner Corporation elects Executive committee at general meeting.
Executive committee manages day-to-day administrative issues and running of strata scheme. This committee can have 9-11 members. Once Executive committee (EC) is elected, and; then, committee members will choose the office-holder. This office-holder includes a chairperson, secretary, and treasurer. Certain functions of these office-bearers are described as below:
Chairperson must preside at all meeting to ensure the successful and lawful functioning of the meeting .If chairperson is away then there should be another member of EC who can lead the chair for that particular meeting. Chairperson decides on issue relating to voting and procedure. The chair person does not have a casting vote.
Secretary of an owner corporation is the chief-administrative officer. usually they arrange the meetings and assign minutes for all meetings. They maintains administrative and secretarial records of Owner Corporation such as Tax Returns, Insurances, quotes for works, resident By-Law breaches and ensuring trade people to do their tasks properly and also keeping the strata roll.
Treasurer must notify owner about levy payment,and Prepares financial statements and keeps all records for accounting. They prepare any certificates under section 109.
Many of the above functions of the office-bearer can be delegated to a professional strata manager also. So, the secretary and treasurer have more time to focus on the running of the strata scheme rather than worry about logistical, accounting, compliance, legislative, and legal side of things.
An executive committee of a strata scheme must notify all owners about meeting at least 72 hours before the meeting to be conducted. They can give by written notice to each owner and executive committee member. Notices may be given to a person by an email .If the Owners Corporation is required to maintain a notice board; then, notice must be displayed on that notice board. The notice must contain a detailed information about the meeting is to be held.
An executive meeting may be adjourned for any basis if an action is passed at the meeting for the adjournment.A notice of adjourned meeting must be displayed at notice board or given in writing to each owner at least 1 day prior to the meeting.
Restriction on delegation of some function
•Arranging for inspection for the purpose of fire safety.
•Ensuring that the owners corporation must have all relevant requirements.
•Consider about contracts relating to the maintenance of common property.
•Arranging for inspections of records and other documents.
•Giving certificates under section 109 of the Act.
Having deal with the large number of conflicting interests and personal agendas of the owners is a main cause why now-these-days most people prefer to choose the services of professional strata manager. Generally they have a good structure and experienced people to manage such issues.
Christopher Whelan is a Licensed Professional strata manager at Whelan Property Group Pvt. Ltd. focused on providing prompt and proactive professional Strata management throughout Sydney.