Question 1

What is Monthly Inspections & Detailed Reports and why is it important?

Accepted Answer

Monthly Inspections & Detailed Reports refer to a structured process where equipment, systems, or facilities are inspected every month, and a comprehensive report is prepared to document the findings.
Here’s a breakdown:
What it is
1. Monthly Inspections
    • A systematic check carried out once a month to assess the condition, performance, and safety of assets (e.g., machinery, vehicles, buildings, fire systems, IT systems, etc.).
    • The inspection may include visual checks, functionality tests, compliance checks, and measurements against set standards.

1. Detailed Reports
    • A written document that records inspection results, identifies potential issues, highlights risks, and recommends corrective actions.
    • Typically includes photographs, data readings, timelines, and maintenance history.

Question 2

What do my levies pay for?

Accepted Answer

Levies (sometimes called service charges, strata fees, or community fees) are regular payments made by property owners in a community, building, or development. They are pooled together to cover shared expenses.
Here’s what your levies usually pay for:
1. Maintenance & Repairs
 • Upkeep of common areas (hallways, lobbies, gardens, parking lots).
 • Repairs of shared facilities (lifts, gates, lighting, plumbing, roofing).
 • Preventive maintenance (painting, pest control, servicing equipment).
2. Utilities & Services
 • Shared electricity, water, or gas (for lighting, irrigation, pools, etc.).
 • Waste management and cleaning of common areas.
 • Security systems, CCTV, and security personnel.
3. Amenities
 • Gyms, swimming pools, playgrounds, clubhouses, or other shared facilities.
 • Landscaping and gardening.
4. Insurance
 • Building insurance for common property.
 • Public liability insurance to protect against accidents in shared spaces.
5. Administration & Management
 • Fees for property/strata managers.
 • Bookkeeping, auditing, and legal compliance costs.
 • Office expenses related to running the community/building.
6. Reserve or Sinking Fund
 • Money set aside for major future works (e.g., roof replacement, lift upgrades, repainting, large-scale renovations).

Question 3

What is the role of a Monthly Inspections & Detailed Reports?

Accepted Answer

The role of Monthly Inspections & Detailed Reports is to act as a structured system of oversight, accountability, and improvement for assets, buildings, or communities.
Here’s a clear breakdown:
Role of Monthly Inspections
1. Monitoring Condition – Regularly check the state of equipment, facilities, or property.
2. Early Detection – Identify issues before they turn into costly repairs or safety risks.
3. Compliance Check – Ensure safety, legal, and industry standards are being met.
4. Consistency – Provide a routine schedule so nothing is overlooked.
Role of Detailed Reports
1. Documentation – Provide a written record of inspections (with photos, notes, and data).
2. Transparency & Accountability – Show stakeholders (owners, managers, regulators) what has been checked and what action is needed.
3. Action Planning – Recommend corrective actions, timelines, and responsibilities.
4. Decision Support – Supply management with reliable information for budgeting, resource allocation, and long-term planning.
5. Performance Tracking – Compare results month-to-month to measure improvements or recurring issues.

Question 4

Who is responsible for maintenance?

Accepted Answer

The responsibility for maintenance usually depends on the type of property ownership and the agreement in place. Here’s the breakdown:
1. In a Strata/Community/Apartment Setting
 • Owners Corporation / Body Corporate / Strata Committee
    • Responsible for maintaining and repairing common property (hallways, lifts, gardens, roofs, car parks, pools, gyms, external walls, etc.).
    • They fund this through levies paid by all owners.

• Individual Lot Owners
    • Responsible for maintaining inside their unit/lot (internal walls, fixtures, flooring, appliances, plumbing within the lot, etc.).
    • Any damage or wear inside their property is their responsibility.

2. In a Rental Property
 • Landlord / Property Owner
    • Must maintain the property in a safe, habitable condition.
    • Responsible for major repairs, structural maintenance, and essential services (water, gas, electricity).

• Tenant
    • Responsible for day-to-day care (keeping the property clean, replacing light bulbs, minor upkeep).
    • Must report damage or issues promptly.

3. In a Standalone Home (not part of a community scheme)
 • The homeowner is fully responsible for all maintenance, inside and outside, including the structure, roof, garden, and services.

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