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The manager’s report to the committee is an important part of the committee meeting. As the resident manager is both the eyes and the ears of the body corporate on-site, it is essential for the committee to be brought up to speed with cleaning, maintenance and by-law issues. This is done most effectively with a written report that is prepared by the resident manager before the meeting and circulated with the notice of the meeting to committee members, and with the minutes to all owners.
REPORTING TO THE BODY CORPORATE
Building managers have a responsibility to be fully accountable to the body corporate for all actions and duties as performed at a building or complex that they manage. This not only covers their individual responsibilities but also includes their staff, contractors and service company personnel.
In order to keep an accurate record of all happenings at a building or complex it is recommended that the building manager maintains a series of logbooks in the office in which all daily incidents and/or service procedures are noted.
It is further recommended that building managers provide to the committee, a monthly or quarterly report covering details of the following matters:
- Building statistics and incidents;
- Building staff activities;
- Building and/or equipment problems;
- Building security; and
- Building repair and maintenance requirements.
Information for these reports is obtained by reference to the building logbooks. It is therefore important to carefully and accurately record all such information in a permanent logbook rather than rely on memory or scant office notes that have been scribbled on scraps of paper and can be very easily misplaced or lost.
Individual subject logbooks are sometimes more helpful than by trying to record all details of a building or complex into one logbook.
