Duties and responsibilities undertaken as Body Corporate Managers.

With the appointment of Archers Body Corporate Management our role will be to affect the smooth administration of your Body Corporate, with our services falling within three distinct categories.

Rolls & Registers

• Maintain the Rolls and Registers of the Body Corporate. These documents will contain all information pertaining to owners, mortgagees, lot entitlements, assets, occupation authorities, engagements and authorizations. These will be accurate and kept up to date at all times;
• Ensure the Roll is available for inspection, supervising those inspections, and ensuring that Body Corporate Information Certificates are delivered promptly to those requesting them (within 24 hours if required);

Meetings

• Call nominations for the positions of executive and ordinary members of the Body Corporate Committee;
• Convene and attend the Annual General Meeting, Committee Meetings;
• Prepare and distribute meeting notices and minutes thereof;
• Provide boardroom facilities at our offices for required meetings;

General

• Answer communications and correspondence on behalf of the Body Corporate;
• Possess and care for the records and documents of the Body Corporate;
• Maintain custody over the common seal; and attest its affixation.

FINANCIAL

• Prepare draft annual administrative and sinking fund budgets;
• Prepare quarterly financial accounts on a cash basis to be presented to meeting of the Committee; All accounts are prepared locally.
• Prepare the Annual Statement of Accounts to be presented to an auditor where an audit is requested;
• Open, maintain and operate a bank account for the administration and sinking funds;
• Maintain computerized ledgers including monthly postings and bank reconciliation;
• Issue levy and other contribution notices as well as receipt and banking levies and issue Notices of Overdue Levies where levies remain unpaid;
• Undertake the weekly payment of accounts, as authorized by a nominated representative of the Body Corporate.

All cheques are prepared locally - urgent cheques can be prepared on the same day if required.

ADMINISTRATION

• Obtain quotations and ensure proper and adequate insurances are effected, including:
  • Building
  • Contents
  • Public Liability
  • Office bearers
  • Fidelity Guarantee
  • Machinery Breakdown
• Lodge insurance claims promptly;
• Implement all the decisions of the Body Corporate and the Committee;
• Assist with the implementation of the By-laws;
• Provide advice in relation to the building's maintenance and other general matters.
• Facilitate the required quotations for:
• Sinking Fund Forecasts
• Insurance Valuations
• Workplace Health and Safety Audits;
• Provide advice to the committee, if required, where disputes arise between owners, resident managers, contractors etc.

All cheques are prepared locally - urgent cheques can be prepared on the same day if required.

Archers Body Corporate Management will provide professional guidance with preregistration consultancy, information on the establishment of the Body Corporate and other documents and procedures in order for the project to proceed smoothly to the completion of sale.

We will provide all practical solutions, individually tailored to suit the unique requirements of any development. The fees usually associated with the preregistration and establishment of the Body Corporate are waived in the event that our firm is retained by the Body Corporate, on a three-year administration contract.

Prior to registration of the Scheme we will:

• Prepare initial budget
• Advise in relation to resident manager's salary and responsibilities
• Provide advice in respect of maximizing lot values by use of Exclusive Use areas
• Advise on content of the Community Management Statement including the
appropriate Regulation Module, by-laws and Lot Entitlements.

Following registration we will:

• Arrange Building and Public Liability Insurance
• Convene and attend the Inaugural General Meeting in order to establish the Body Corporate and arrange for the initiation of any service contracts.
• Establish the books and records by the Body Corporate
• Lodge application for Tax File Number, register for ABN and GST where applicable) and establish the bank accounts of the Body Corporate.

ADDITIONAL SERVICES

• Prepare and lodge of the Business Activity Statement to encompass all requirements under the Goods & Services Tax system effective from 1st July 2000;
• Issue and process electricity and other utility invoices;
• Provide support to the Body Corporate in regards to any legal action as either plaintiff or defendant;
• Because of our association with Archer Gowland, Chartered Accountants we are able to keep the preparation and lodgement of the Income Tax return to their cost;
• Extraordinary General Meetings as required;
• Keep all records of Wages, Superannuation, Group Tax, Group Certificates
• Assist with applications to the Commissioner for Body Corporate and Community Management for dispute resolution;
• Assist with Sinking Fund Forecast analysis;
• Levy recovery action;
• Assistance with Building Services Authority applications;
• Provide boardroom facilities at our office if required;
• Assist with Audit preparation.