Living in a community titles scheme means that questions, concerns and requests will naturally arise from time to time. The way an issue is raised can make a real difference to how quickly and effectively it can be addressed.
As a general rule, the body corporate manager is a good place to start. We can clarify the issue, explain the relevant process, provide information and help identify whether the matter needs to be referred to the committee or considered by all owners at a general meeting.
It is also important to remember that a body corporate manager does not make decisions on behalf of the body corporate or committee. Our role is to provide advice, administration and support and to facilitate decisions made by the appropriate decision-making body.
Where a matter requires a committee decision, providing a clear explanation of the issue, why it needs attention and what outcome you are seeking will assist the committee in considering the request. Committee members are required to consider matters in the interests of the body corporate as a whole, taking into account legislation, budgets, existing commitments and competing priorities.
For example, a request such as “The gardens look terrible. The committee needs to fix this immediately” does not provide much information for the committee to act on.
A more effective request might be: “The garden bed outside the western entrance appears to have several dead plants and the irrigation does not appear to be working. I have attached photographs. Could the committee please consider having the gardener inspect the area and provide a recommendation or quotation for any necessary works?”
The second request clearly identifies the issue, provides useful information and asks for a specific action without assuming the outcome.
Some matters can only be decided by owners at a general meeting. If you believe an issue should be considered at a general meeting, speak with your body corporate manager about the appropriate process. A motion should clearly explain what decision owners are being asked to make and, where appropriate, include relevant information such as costs, quotations or supporting reports.
Good communication is not about creating barriers to raising concerns. It is about ensuring the issue reaches the right person, through the right process, with enough information to make an informed decision.
Before sending an email or raising a concern, ask yourself: Who needs to make this decision, and have I provided enough information for them to consider it? Starting there can often make the process simpler and more effective for everyone.