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Glossary

The words that get thrown around in notices, minutes and meetings, defined once.

Definitions use Queensland terms where states differ. For what the entity itself is called in each state, and which Act applies, see strata by state.

Adjudication: A formal dispute process run through the Commissioner's Office. An adjudicator investigates and makes a binding order. Usually only available after self-resolution and, for most disputes, conciliation have been attempted.
Administrative fund: The fund that pays for the scheme's recurring, day-to-day costs: insurance, cleaning, management fees, electricity for common areas, minor repairs. Levied each year on the annual budget.
Annual general meeting (AGM): The general meeting the body corporate must hold every year. It adopts the budgets, sets the levies, elects the committee and deals with any motions owners have submitted.
BCCM Act: The Body Corporate and Community Management Act 1997 (Qld). The primary legislation for most Queensland body corporates, read together with the scheme's regulation module.
Body corporate: The legal entity created when a community titles scheme is registered. Every lot owner is a member automatically. It owns and maintains the common property and administers the by-laws.
Body corporate manager: A person or company engaged by the body corporate to carry out administrative functions: notices, levies, accounts, meetings and records. Often called a strata manager. Works for the body corporate, not the committee.
By-laws: The rules of the scheme. They bind owners, occupiers and the body corporate itself, and are recorded in the community management statement. They cannot conflict with the Act.
Caretaking service contractor: A contractor engaged to maintain the common property under a caretaking agreement, often combined with a letting authorisation. Common in accommodation module schemes.
Commissioner's Office: The Office of the Commissioner for Body Corporate and Community Management. It provides information, conciliation and adjudication services for scheme disputes in Queensland.
Committee: The group of owners (or their nominees) elected at the AGM to make decisions on behalf of the body corporate between general meetings. Has a chairperson, secretary and treasurer plus ordinary members.
Committee resolution: A decision of the committee, made at a committee meeting or by a vote outside a committee meeting. Some matters are restricted and cannot be decided by the committee at all.
Common property: Everything in the scheme that is not part of a lot: structure, roof, lifts, foyers, driveways, gardens, pools and the services running through them. The body corporate must maintain it.
Community management statement (CMS): The registered document that defines the scheme: the lots, the entitlements, the regulation module, the by-laws and any exclusive use areas. Amended only by the body corporate and registered with Titles Queensland.
Conciliation: A facilitated meeting run by the Commissioner's Office where the parties try to reach an agreement. Usually required before an adjudication application will be accepted.
Contribution schedule lot entitlement: The number, set in the CMS, that decides each lot's share of the scheme's costs and therefore its levies. Distinct from the interest schedule lot entitlement.
Exclusive use: A by-law that gives a particular lot the right to use part of the common property, such as a courtyard or car space, usually with responsibility for maintaining it.
Extraordinary general meeting (EGM): Any general meeting other than the AGM. Called when a decision that only owners can make cannot wait for the next AGM.
Interest schedule lot entitlement: The number, set in the CMS, that decides each lot's share of the scheme's assets on termination and some rates and insurance apportionments. Distinct from the contribution schedule lot entitlement.
Lot: The individually owned part of a scheme: an apartment, townhouse, shop, car space or storage area with its own title.
Regulation module: The regulation that fills in the detail for a scheme: how meetings run, spending limits, committee rules, levies. The common ones are the Standard Module and the Accommodation Module. Which one applies is recorded in the CMS.
Sinking fund: The fund that pays for capital and one-off costs: painting, roof replacement, lift upgrades, major plant. Levied according to a forecast that must look at least ten years ahead.
Sinking fund forecast: A written projection of the capital expenditure the scheme expects over the coming years, used to set sinking fund levies so the money is there when the work falls due.
Vote outside a committee meeting (VOCM): A committee decision made in writing, often by email, without convening a meeting. Sometimes called a flying minute. Subject to the same restrictions as any committee decision.