Question: How can an owner access body corporate financial records and challenge shared cost allocations in a small self managed scheme?
I’ve been an owner in a small self managed Queensland scheme of four lots for two years. I have found issues with governance and record keeping. The treasurer, who is the longest serving owner, holds the historical financial records and does not live on site. I have been unable to access the records, and the treasurer refuses to investigate my concerns.
Two neighbouring complexes were created from an original six lot subdivision in 1986 and have shared some costs on a 60/40 basis since then. Recently, after changes involving the neighbouring complex, costs and payment demands have shifted towards a 50/50 split. We only share a driveway, a few lights, and a central water outlet. After a previous drainage repair, the 50/50 approach was applied, but my investigation suggests our scheme was actually 100% responsible.
How can I access the financial records and clarify what the correct cost sharing arrangements should be? Should the body corporate arrange an audit to identify when the allocation changed and how to establish ground rules?
Answer: You need to have a valid committee – not just one owner running everything.
Even for small schemes, owners are still bound by the legislative requirements of the Act and the module you operate under.
So, as a starting point, you need to have a valid committee – not just one owner running everything. You must hold meetings and provide relevant documentation. Access to the documentation must be granted in accordance with the legislation. If that’s not happening, it is reasonable that you take action to protect your home and investment.
As this is a small complex, start by trying to talk and negotiate with the owner who holds the documentation. This might not be an easy conversation, but consider that they may be unsure what to do or fearful of change. They may be the default’ records keeper’ because no one else would do it. Tell them that you are willing to help and want to improve the property for all owners. Advise that you all carry a legal responsibility to ensure the body corporate functions within the boundaries of the law.
If that doesn’t work, try speaking to other owners about the situation. Do you have a copy of the roll, or can you get one?
If you can’t get documents by asking for them, escalate by making official submissions. Submit a BCCM form 12 for access to records. Submit an owner’s motion to the committee or body corporate to force a vote: Submitting motions. Start creating a record of any failure to comply with the legislation and then take the matter to conciliation if needs be: Disputes in a body corporate.
In taking actions like this, you are reframing the conversation so that any resolution can be formal in structure.
The other alternative would be to seek to appoint a professional managing agent to assist with the running of the scheme. You could submit a motion to do this at the next AGM, or maybe you can force a vote if you have 25 per cent of owners in agreement to the proposal, as one owner out of four, you may be able to do by yourself: Calling an extraordinary general meeting.
Appointing a manager would be more expensive on an immediate basis, but you need to ask how much the current bad management is going to cost you in the long run.
This post appears in the April 2026 edition of The QLD Strata Magazine.
William Marquand
Tower Body Corporate
E: willmarquand@towerbodycorporate.com.au
P: 07 5609 4924
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