Body corporate documents, in one place.

Under the prescribed management rules, a body corporate keeps minutes of its general and trustee meetings and a complete, indexed set of its rules (rule 27). It keeps lists of its trustees, members, tenants, sections and registered bondholders (rule 27(2)). It keeps its books of account and financial records for six years after the transactions they record are completed (rule 26(3)). KuduDoc keeps all of it in the scheme’s own account, sealed and searchable.

Ask in writing. An owner, a registered bondholder, or someone an owner or bondholder has authorised in writing may inspect the records and get copies (rule 27(4)). The body corporate has 10 days to comply, or five days for the rules (rule 27(5)). It may charge for copies of records other than the rules, at no more than the reasonable cost of making them (rule 27(6)). Where the scheme runs on KuduDoc, you send the request from its request link and see the date it is due.

A trustee resolution decided without a meeting. The prescribed management rules let trustees vote by a notice sent to each trustee with the text of the resolution (rule 14(4)(b)). Each trustee shows agreement by signature, and the signatures must reach the body corporate before the closing date in the notice. Trustees decide by majority vote (rule 14(4)). KuduDoc sends the notice, reminds whoever has not replied before the closing date, counts the replies and keeps the signed resolution with the minute book.

The body corporate’s certificate that everything the seller owes it for the unit has been paid, or provided for to its satisfaction. The registrar of deeds registers a unit’s transfer only on a conveyancer’s certificate confirming it (Sectional Titles Act s15B(3)(a)(i)(aa)). Two trustees or the managing agent sign it, on the authority of a trustee resolution (rule 10(1)(a)). KuduDoc seals each certificate, and the conveyancer checks it free: unchanged since sealing, and which scheme’s account sealed it.

The minutes of every general and trustee meeting record the date, time and place; the names and roles of the people present, with details of any proxies; the text of every resolution; and the result of every vote (rule 27(2)(a)). The trustees send them to everyone entitled to notice of the meeting within 7 days (rule 9(e)). KuduDoc’s AGM minutes template asks for each of these.

Within four months after the end of each financial year (rule 17(1)), unless every member waives the meeting in writing and consents in writing to the motions it would decide (rule 17(2)). The notice goes out at least 14 days before, with the agenda, the documents to be considered and a proxy form (rule 15). A meeting that takes a special or unanimous resolution needs 30 days’ written notice of the proposed resolution, unless the rules allow shorter notice (STSMA s6(2)).

Ask the body corporate. It gives every new owner and occupier a copy of the rules, and any owner a copy on request (STSMA s10(6)), and answers a request for the rules within five days (rule 27(5)). Management rules change by unanimous resolution and conduct rules by special resolution (STSMA s10(2)). A change takes effect only once the chief ombud certifies it (STSMA s10(5)(d)). In KuduDoc, the scheme’s current rules are one link, with every earlier version beside them.

When the body corporate ends a managing agent’s contract, the agent must deliver the scheme’s records in their possession or control within 10 days (rule 27(7)). In KuduDoc, the records sit in the scheme’s own account, not the agent’s. The trustees remove the outgoing agent’s access, add the new agent, and download an index of everything handed over.

Yes. The prescribed management rules ask each trustee to show agreement by signature (rule 14(4)(b)). In KuduDoc, trustees sign on their phones, and KuduDoc signatures are ordinary electronic signatures under the ECT Act, recognised for ordinary documents (s13(2)).