Topics

Body Corporate Record Keeping

BCCM Act Requirements
he BCCM Act require the Body Corporate to keep information about the complex such as:

# owners’ names and addresses (co-owners can record only the one address)
# owners’ decisions and those of the committee recorded in Minutes
# budgets of expenditure, money spent, accounting books and statements
# records which are significant or of ongoing relevance
# plans and drawings of the complex
# insurance policies
# details of exclusive use rights

Statutory Registers

Statutory Registers must include Roll of lots and entitlements.
The Body Corporate must prepare and maintain a Roll of lots showing:
  • the details of the original owner
  • each current lot owner
  • any mortgagee in possession
  • the contribution and interest schedules of lot entitlements
Register and Roll Information
All owners are obliged to give their details to the Body Corporate for insertion on the Roll.
If the owner’s information is not on the Roll the person may not be regarded as a “voter” at a general meeting.
Register of assets
Containing details of body corporate assets more than $1000 in value.
Register of engagements
Showing details of any engagement of a body corporate manager (and any powers delegated), service contractor or authorization of a letting agent and any financier.
Register of authorizations
Containing details of any common property occupation authority given to a service contractor or letting agent, and improvements to the common property made by an owner.
Register of allocations
Property under exclusive use by-laws containing details of any common property either allocated or reallocated.

Contents

  1. BCCM Act Requirements
    1. Statutory Registers
  2. Register and Roll Information
    1. Register of assets
    2. Register of engagements
    3. Register of authorizations
    4. Register of allocations
  3. Body Corporate Seal
  4. Plans and Certificates
  5. Inspection of the Records
Body Corporate Seal
The body corporate must have a seal to be kept and used in the way prescribed in the regulation module.
The BCCMA states the following documents are to be stamped with the seal:
  • on a certificate stating that the body corporate approved a dealing in common property
  • filing a copy of the resolution about easements over the common property with the Titles Office
  • certifying a Body Corporate Information Certificate
  • issuing a by-law contravention notice
Plans and Certificates
At the First Annual General Meeting, or as soon as possible afterward, the original owner must give the body corporate for retention all:
  • plans
  • specifications
  • diagram drawings of the building
  • improvements of the complex,
  • the building classification
  • fire safety certificates
  • any and all service locations
  • diagrams showing the location of service easements

These documents are important for any future building or repair work on the complex and the custody of these documents should be closely monitored.

Inspection of the Records
Lot owners, buyers, mortgagees, adjudicators, committee members, other interested persons or their agents may inspect and receive a copy of a body corporate record, except for material which may be reasonably considered to be defamatory, Fees apply.

Queensland Community Living Handbook 

Steve Reynolds e: [email protected] PO Box 394 Surfers Paradise.4217