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One of the most common frustrations expressed by residents in body corporate communities is a perceived lack of communication from committee members. Whether it’s an unanswered question or a missed response, this silence often leads to dissatisfaction and misunderstanding.
It’s essential to understand the boundaries and responsibilities of communication within a body corporate framework, as outlined by body corporate legislation. While committees can, and often do, acknowledge resident correspondence, they are not legally required to respond to every question or comment.
Understanding the legal framework for communication
Under current body corporate legislation, committees are not obligated to respond to correspondence or questions from residents. Their primary role is to manage the day-to-day operations of the scheme, making decisions that support the community’s overall needs and interests. While committee members might choose to respond as time permits, they are not expected to engage in extensive correspondence, especially considering that most committee positions are volunteer based.
It can be helpful for committee members to acknowledge receipt of resident correspondence, as this small gesture can reduce unnecessary follow-ups and disputes – but due to limited time and resources, it may not always be possible. Body corporate committees must act reasonably in managing their workload, which sometimes means prioritising certain tasks over responding to general queries.
Misconceptions about committee roles
A misconception among residents is that committee members are there to act as a ‘body corporate police squad.’ While they have a duty to manage the community’s affairs, this responsibility does not extend to intervening in every personal dispute or enforcing every by-law to the extreme. The role of a committee is about achieving a balanced, well-functioning community rather than overseeing individual residents’ lives.
Professional and courteous communication from committee members helps maintain a positive community atmosphere and prevents conflicts. However, in certain instances where issues escalate, committees may need to take a firmer stance to uphold standards and enforce community by-laws appropriately.
What improvements can be made in communication?
Since committee members are often volunteers, residents can improve communication by managing their expectations and avoiding an overload of correspondence.
Streamlining requests helps committees allocate their time and resources more effectively, enabling them to focus on essential matters. For issues that genuinely require committee attention, residents have the option to submit a formal motion either directly to the committee or to a general meeting, allowing owners to highlight important matters in a structured manner.
Submitting a motion
For residents who wish to raise an issue formally, submitting a motion is the most effective route. This process allows the committee to consider the matter and make a decision within a defined timeframe. A motion must specify the action the resident is requesting from the committee, helping clarify the issue and direct a potential solution.
According to body corporate regulations, committees have up to six weeks to decide on a motion, with a possible extension to twelve weeks if more time is needed. If no decision is made within this ‘decision period,’ the motion is considered defeated. This structured approach ensures transparency and efficiency, allowing residents to present concerns in a formal manner.
In summary
Effective communication between residents and the committee is about respecting the roles, limitations, and time commitments involved. Committees should remain open, professional, and reasonable in their communications, while residents should recognise the legal requirements of the role as well as its voluntary nature.
Learn more about the role of the body corporate committee here.
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