Over the past few months, we’ve had the privilege of speaking with numerous Committees across Victoria. One recurring question we hear is:
“What should the Committee be doing, and what should be handled by the Owners Corporation Manager (OCM)?”
While the full answer is complex, one thing is clear: there are certain responsibilities that Committee members, as volunteers, shouldn’t be expected to shoulder.
Key Takeaways:
- Committees are meant to represent owners and guide decisions, not manage daily operations. Taking on admin tasks only creates stress and risk.
- Trades, budgets, insurance and compliance are the OCM’s responsibility. Committees simply review and approve, not carry out the work.
- A good OCM handles compliance and finances so Committees can lead. If members are doing the manager’s job, it’s time to reconsider.
Owners corporation Committee vs owners corporation manager: what’s the difference?
Committees are elected to represent owners, provide leadership, and make key decisions that shape the community. Their role is governance: setting direction, approving budgets, and ensuring the Owners Corporation is acting in the best interests of all owners.
Day-to-day operations and administration, on the other hand, are management functions. In many Owners Corporations this work is delegated to a professional Owners Corporation Manager (OCM), whose job is to carry out the decisions of the Committee and ensure compliance with legal and financial obligations.
7 responsibilities that belong to the owners corporation manager
Here are seven key tasks that typically fall to an Owners Corporation Manager, rather than the Committee.
1. Preparing and finalising AGM minutes
Owners corporations typically hold just one Annual General Meeting (AGM) per year. It’s a vital forum where:
- foundation decisions are made
- budgets are approved
- Committee members are elected.
Because of its importance, the records must be accurate and reliable.
Minute-taking and documentation are the responsibility of the OCM. Committee members should not be burdened with proofreading or correcting these records, but still essential to review them.
2. Coordinating trades and maintenance contractors
Organising maintenance and repairs is a manager’s job, not the Committee’s. This includes:
- coordinating with trades and service providers
- sourcing and comparing quotes
- ensuring works are completed on time and to standard
Committee members are volunteers, not project managers. Their role is to review options and approve decisions, not to chase phone calls or follow up on unfinished jobs.
3. Interpreting Victorian strata legislation and compliance
The Owners Corporations Act 2006 (VIC) and other regulations are complex and ever-changing. Understanding and giving education and guidance on these rules is part of the role of a competent OC manager.
The OCM should:
- stay across legislative and compliance requirements
- provide clear, practical guidance to the Committee
- ensure the Owners Corporation meets its legal obligations
Committee members should not be expected to interpret legal jargon or second-guess compliance requirements.
4. Preparing budgets and managing financial reporting
Financial management is a core function of the OCM. It’s what ensures stability, transparency, and proper use of funds across the building. This covers:
- preparing accurate budgets that reflect the building’s needs
- reconciling accounts and keeping records up to date
- issuing levy notices and following up on arrears
The Committee’s role is to review and approve these documents, not prepare them.
5. Managing owners corporation insurance claims
Insurance is vital for protecting the building, but the process can be technical and time-consuming. It involves tasks such as:
- lodging and tracking claims
- communicating with insurers
- managing disputes or clarifications
An experienced OCM can manage these processes efficiently, keeping the Committee updated on progress without involving them in the paperwork.
6. Handling owner disputes and breach processes
Disagreements between lot owners, whether about noise, parking, pets, or other issues, are inevitable in shared living. Resolving these disputes requires neutrality and process.
The OCM is best placed to:
- receive and document complaints
- manage communication between parties
- ensure fair and consistent handling of disputes
Committee members should not be placed in the uncomfortable role of mediator, where bias or even the perception of it can quickly escalate tensions.
7. Maintaining the owners corporation register and records
Accurate records are vital for the smooth and compliant operation of an Owners Corporation. This includes documentation such as:
- building registers and maintenance logs
- compliance certificates
- other key operational records
These documents need to be properly maintained and easily accessible. A reliable OCM keeps everything up to date so the Committee can make informed decisions without chasing paperwork.
Why these responsibilities matter
Together, these tasks highlight a simple truth: Committees are meant to lead, not manage. When the OCM takes ownership of these responsibilities, Committees can focus on guiding decisions, representing owners, and protecting the community’s long-term interests.
If your Committee finds itself spending time on these jobs, it may be a sign your manager isn’t carrying out their role as they should.
Committee members shouldn’t be stretched thin doing work that sits outside their role.
If this list feels familiar, having a conversation with a strata professional can help you understand whether your current management support is really doing what it should.
Time to employ an OCM who does their job?
A professional, proactive, and dedicated Owners Corporation Management company is vital to the smooth running of your building. If your current strata company isn’t meeting expectations, it may be time to consider a change.
At Strata Management Consultants, we specialise in helping Committees navigate the process of switching Owners Corporation Managers. We’ve seen firsthand the risks of leaving your building in the wrong hands, from poor compliance to financial mismanagement.
Don’t trust a one-person operation with your money or your Owners Corporation. Call us on 03 9007 2618 or get in touch via our website to learn more.
