Associations have a responsibility to keep records on behalf of their community. This page provides an overview of what records need to be kept.
On this page:
What records need to be kept?
The association must keep the following information, except if it relates to a secret ballot, for at least 7 years:
- notice and minutes of meetings of the association and committee
- financial statements and accounting records
- authorisation for proxies delivered to the association
- voting papers for motions put forward for consideration
- signed agreements with a managing agent or building manager, and records provided to them (typically those provided by the original owner/developer before the first annual general meeting (AGM))
- notices specifying an address for service
- details of motions passed.
If the above items include voting papers or records that relate to a secret ballot, the association is only required to keep them for 13 months.
Association roll
All associations must prepare and keep an association roll, either electronically or in writing. The roll must have separate entries for:
- each lot
- each subsidiary scheme – for community and precinct associations
- general association and scheme information – defined below.
What information is required for each lot?
The following information is required for each lot recorded in the association roll:
- the owner's name and Australian postal address for service of notices
- an Australian postal address, and an email address if the holder has one
- the managing agent’s name and Australian address for service of notices, if appointed in accordance with the Act
- information provided under a tenancy notice
- information provided under an association interest notice
- information given to or obtained from NSW Land Registry Services.
What other information is required for each scheme on the association roll?
The following further information must also be recorded on the association roll:
- the community, precinct or neighbourhood plan number
- the name of the original proprietor and an Australian address (an email address can be noted if it has been provided) for notices
- the name of the managing agent (if there is one) and an Australian address for service of notices
- the number of the precinct plan, neighbourhood plan or strata plan for each subsidiary scheme
- the total unit entitlement for the scheme
- the unit entitlement for each development lot and former development lot
- insurance details
- information given to or obtained from NSW Land Registry Services
- an up-to-date copy of each management statement for the association and any subsidiary body of the association.
Financial records
Accounting records and financial statements that need to be kept include:
- receipts consecutively numbered
- a statement of deposits and withdrawals for the administrative and capital works funds of the association
- a levy register.
Request to inspect records
An owner or mortgagee (or their authorised person) can request to inspect the records of the association.
The request must be accompanied by the prescribed fee which is currently $31 for the first hour of work. In addition, for every half hour after the first hour, the fee is $16.
Both parties can agree on a time for the inspection. If there is no agreement within three days of the application being received, the association can respond in writing with the time and date when the inspection can take place.
The inspection date cannot be later than 10 days from the date the association received the initial request.
Documents can be inspected in person, through electronic access to the documents, or by other agreed means. The person inspecting the documents can make copies but must not remove any documents from the premises without permission.