WHO GETS MY BODY CORPORATE MAINTENANCE QUOTES?

When maintenance is required on common property—whether it’s repainting the building, repairing the roof, or servicing the pool—the question often arises: Who should get the quotes for the work? The answer lies in understanding the role of the Body Corporate Committee, Strata Manager, and sometimes even the Building Manager (Caretaker).

The Basics: Who Organises and Receives the Body Corporate Maintenance Quotes?

In Queensland strata schemes:

• The Body Corporate (via its Committee) is responsible for maintaining common property.
• The Strata Manager acts as an administrative facilitator, not a decision-maker.
• The Building Manager or Caretaker (if you have one) may have duties under a management agreement to arrange and oversee certain maintenance.

Depending on the nature and urgency of the maintenance, quotes may be obtained by different parties, but they should ultimately be reviewed and considered by the Committee, who will make the decision on which contractor to engage.

Common Scenarios for Body Corporate Maintenance Quotes

1. Committee-Initiated Quotes

If the Committee identifies the need for maintenance:

• They may seek quotes from the supplier direct which can easily be accessed from online platforms such as smartstrata.com.
• They may request the Strata Manager obtain quotes, who then distributes them to the Committee for review.

2. Owner-Initiated Quotes

Lot owners are welcome to suggest service providers or submit quotes if they believe certain maintenance is required.

• However, owners cannot authorise work themselves unless it’s an emergency and meets specific legislative thresholds.
• These quotes should be submitted to the Strata Manager or Committee Secretary for inclusion in the Committee’s decision-making process.

3. Caretaker-Initiated Quotes

Where the caretaker has contractual responsibility for maintaining certain elements (e.g., pools, gardens, lifts), they may:

• Obtain quotes directly.
• Provide them to the Committee direct or via the Strata Manager for approval.

It is good practice for these quotes to be accompanied by a recommendation or reasoning.

Transparency and Record-Keeping

It’s important that all maintenance quotes—regardless of who receives or submits them—are:

• Tabled for consideration by the Committee, either at a meeting or by vote outside of committee (VOC).
• Included in meeting records to ensure transparency.
• Stored in the body corporate’s official records, accessible to lot owners on request.

Can Owners Access the Quotes?

Yes. Under the Body Corporate and Community Management Act 1997 (QLD), lot owners are entitled to access the body corporate’s records, which include quotes and maintenance correspondence. This ensures accountability and helps maintain trust in the decision-making process.

The Role of the Strata Manager

A professional strata manager:

• Assists in sourcing reputable contractors.
• Ensures compliance with body corporate legislation and contractor insurance/licensing requirements.
• Keeps records of all quotes and correspondence.
• Distributes quotes to the Committee for review and approval.

Importantly, the strata manager does not choose the contractor—that’s a decision for the Committee or body corporate via an appropriate resolution.

Summary: Key Takeaways

• Quotes should go to the Committee, often via the Strata Manager.
• Owners can submit quotes, but the Committee must make the final decision.
• All quotes and related correspondence must be kept on record and made available to owners.
• Transparency and proper process ensure maintenance is handled efficiently and fairly.

Stayed tuned for part 2 – Owner Initiated Quotes: Who Pays — the Owner or the Body Corporate?

Article Contributed by Imogen Turner, Strata Manager – Archers the Strata Professionals