The managing agent prepares and maintains the financial information, while trustees use it to guide the scheme’s decisions.
MAKING AND RECORDING DECISIONS
Trustees remain responsible for considering matters placed before them and making properly authorised decisions.
These may relate to:
- Maintenance and contractors
- Insurance
- Levy collection
- Rule enforcement
- Owner communications
- Professional appointments
- Contracts and expenditure
Decisions should be clearly recorded through trustee resolutions or meeting minutes.
MONITORING MAINTENANCE
A managing agent can log problems, obtain quotations and coordinate approved work. Trustees still determine priorities, consider available funds and authorise work in accordance with the scheme’s requirements.
Long-term maintenance and reserve-fund planning should also remain under regular trustee review.
OVERSEEING THE MANAGING AGENT
Trustees should monitor whether the agreed service is being delivered.
This includes reviewing:
- Reporting and response times
- Progress on approved actions
- Accuracy and availability of records
- Maintenance follow-through
- Owner communication
- Compliance with the management agreement
Concerns should be addressed early and recorded clearly.
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