Frequently Asked Questions (FAQs)
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LMM Solutions
Does LMM get any kickbacks from preferred contractors?
Absolutely not. Whilst others in the strata industry seek to employ the services of contractors who give them kickback payments to be on their "preferred list", we only recommend contractors who have an excellent track record of delivering professional service. We organise quotes for you using contractors who have an outstanding reputation and who are licensed to perform work. You can also use your own preferred contractors if you wish. At no time do we receive payment from any contractors.
Do we have to pay insurance commissions or fees to LMM in addition to our insurance premiums?
Simply put – no. Unlike many Managing Agents who organise insurance for their customers and charge commission on top of the premium, LMM does not charge you any commission or fee.
Our partnership with CRM brokers mean that we are able to seek competitive insurance proposals for you to choose from. LMM receives a commission from the Insurance company (not the Owners Corporation) if you choose to take up their insurance.
Can you provide a 12-month rather than the usual 3-year contract?
Absolutely. To ensure that the Owners Corporation are confident with the services LMM Solutions provide, we only require a 12-month contract to be signed. This allows both parties to be confident with the relationship moving forward. When you're comfortable, we can establish longer contracts at the discretion of the Owners Corporation. We are proud to announce that all our clients have re-signed contracts with us to date.
What qualifications do LMM Strata Managers have?
Although there are no requirements in the ACT to be qualified or certified, all our Strata Managers hold qualifications in Cert IV Property Services (Operations) which is unusual in the industry in the ACT.
How do LMM keep my private information secure?
LMM Solutions operates in accordance with the Privacy Act and the Australian Privacy Principles. We take reasonable steps to protect personal information that we hold from misuse, interference and loss and from unauthorised access, modification or disclosure.
We undertake steps to secure personal information we hold by way of security (such as encryption, firewalls, anti-virus software and login and password protection), restricted office access, training and workplace policies. We also destroy information that is no longer needed.
Meetings, Executive Committee and Voting
What is an Executive Committee?
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As the corporation directs by resolution at a general meeting; -
or In the absence of a resolution – as the committee considers appropriate (by majority decision);
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Developing matters in relation to the common property and the strategic affairs of the Owners Corporation. -
Submitting matters to the Owners Corporation for consideration where required. -
Monitoring financial performance of the Owners Corporation funds. -
Approving the annual financial statements and budget for presentation to the Owners Corporation at the Annual General meeting. -
Carrying out the decisions of the Owners Corporation made at general meetings.
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Similar to the Board of Directors of a company. -
Elected to represent the best interest of the Owners Corporation. -
Made up of a diverse group of people with a broad range of personalities.
What are the roles and responsibilities of the Executive Committee?
Chairperson – (UTMA s.41)
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The Chairperson’s primary duty is to preside at meetings to ensure the successful and lawful running of the meeting.
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The Secretary’s primary duty is to prepare and circulate agenda in accordance with the prescribed time frame. The duty may be delegated to the Managing Agent.
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The Secretary takes minutes which are a concise and accurate recording of resolutions from the motions on the agenda. Movers and seconders of motions do not have to be recorded unless there is a contentious point or an owner requests it.
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Minutes do not have to record the general conversations at meetings – only the resolutions. However minutes should also accurately record general discussions as they are an excellent record of the history of the Owners Corporation.
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If the Owners Corporation has appointed a Managing Agent, the Treasurer generally works in conjunction with the Managing Agent to produce the required financial reports and Annual Budget for the Executive and General meetings, and to ensure the cash flow is in line with the agreed budget.
How should an Executive Committee hold meetings?
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The Executive Committee can hold as many meetings as it chooses.
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Under the Unit Titles (Management) Act 2011 (s.40), the office holders are elected at the first meeting after the Annual General Meeting.
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The Chairperson of the Executive Committee is generally expected to also chair all other meetings of the Owners Corporation.
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When making decisions as a member of the Executive Committee you have an obligation to work in the best interests of the entire development regardless of how the decision may affect you personally. Set your own needs aside and think of the needs of the Owners Corporation.
Can anyone attend an Executive Committee meeting?
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There is nothing in legislation that disallows others from attending an Executive Committee meeting however this must be first agreed to by the Executive Committee.
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The non-committee member can be invited to attend to discuss particular business and then they may be asked to leave once the discussion has ended.
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If an Executive Committee finds it disruptive to have non-Committee members present at their meetings, they may employ Sch.2, Part 2.2, s.2.8 of the UTMA which reads:
Who has voting rights on an Executive Committee?
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Only elected members of the Executive Committee may vote on a decision.
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If a non-Committee member attends an Executive Committee meeting they do not have voting right.
Can a proxy attend an Executive Committee meeting?
Who can be elected to stand on the Executive Committee?
How much notice do you have to give for a meeting?
When should minutes be given to the Managing Agent?
What tips can you give us to run the EC Meetings?
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Plan meetings in advance. -
Prepare a detailed agenda. -
Pre-notify attendees. -
Control the discussion - keep on topic. -
Summarise and record Executive Committee decisions. -
Meeting management - keep the meeting running as per the agenda. -
Time management - watch time spent on discussions.
What tips do you have for being on the EC?
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Executive Committee sets policy and makes policy/future direction decisions.
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Managing Agent implements the directives of the Executive Committee/Owners Corporation and takes care of administration and operations.

Where would LMM hold meetings for our development?
LMM is perfectly happy in meeting with you wherever is most convenient for the Owners or EC such as a Community Centre, local club or EC member’s home.
What does an Executive Committee do?
The Executive Committee is elected at each Annual General Meeting and acts on behalf of the Owners Corporation. They make decisions pertaining to the ongoing maintenance and repairs of the development as well as approvals for requests such as a pet or alteration.
I am a tenant in a unit plan development. Can I be voted onto the Executive Committee?
In the ACT, you must be an Owner to be elected onto the Executive Committee.
What are the differences between GM, AGM, EC and other meetings?
A General Meeting (GM) is a meeting of all Owners and is in addition to the AGM.
The Annual General Meeting (AGM) is very important as this meeting makes decisions for the coming year on behalf of all Owners. Also, there are a number of regular items to be addressed by the Owners Corporation such as the Administrative and Sinking Budgets, election of the Executive Committee just to name a few.
An EC Meeting is a meeting of the Executive Committee and can be convened by the EC as required. Owners do not attend these meetings unless invited.
Can meetings for our development be held out of business hours? and will we have to pay extra for this?
What is a Quorum?
For general meetings (Annual General Meeting or General Meeting) a standard quorum is made up by half of the owners of the Owners Corporation that are entitled to vote. This is counted by adding the owners in attendance plus Proxy votes but does not include Absentee votes.
For Executive Committee meetings, a quorum is made up by the attendance of half the members plus 1. For example, a Committee consisting of 7 members would require the attendance of a minimum of 4 members otherwise the meeting cannot be held.
What is a Proxy vote?
When an Owner is unable to attend a meeting they are able to appoint another person to vote on their behalf.
What is an Absentee Vote?
This is when an Owner casts a vote on a motion by recording the vote on an absentee voting paper and providing it to the Owners Corporation and/or Managing Agent prior to the commencement of the meeting.
Insurance
What is a building generally covered for under a Strata Insurance Policy?
Are contents usually covered under a Strata Insurance policy?
Do I need a valuation on my building?
Is flood covered under a Strata Insurance policy?
How do I make a claim?
Who makes the final decision in relation to a claim?
What types of things are typically covered by Strata Insurance?
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Building replacement and reinstatement - Provides cover for the building structure and any fixtures and fittings in Common Property areas.
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Common contents - Cover appliances, equipment, furniture, fittings and works of art in any common area for which the Owners Corporation is responsible.
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Personal accident for voluntary workers - Provides compensation to any person who voluntarily works on behalf of the Owners Corporation. A voluntary worker means a person engaged solely in work or duties on behalf of the Owners Corporation without promise or reward or remuneration. Voluntary work does not mean employees, contractors or any person who receives a payment.
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Loss of rent and/or alternative accommodation - If a unit becomes uninhabitable as a result of an insured peril, the unit owner can claim for loss of rent or alternative accommodation during the period that the premises are unfit for occupancy, based on the rental value of the unit.
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Public liability - Covers the legal liability of the Owners Corporation.
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Fidelity guarantee - Protection for the Owners Corporation against fraudulent embezzlement or fraudulent misappropriation of the Owners Corporation funds and tangible assets.
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Office bearers - Protects the members of the Executive Committee where liability has arisen from an alleged or wrongful act, omission or breach of duty. Covers the liability and legal costs up to the sum insured.
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Machinery breakdown - Provides cover for sudden or unforeseen physical destruction or damage to machinery.
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Catastrophe - Provides an additional sum insured where the building is considered a total loss or partial loss due to catastrophe where a statement of emergency is declared such as an earthquake, bushfire, tsunami or cyclone.
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Workers Compensation - Under the Workers Compensation Act 1951, an Owners Corporation would be classified as a “non-business employer” as they employ workers under a 'contract of service', or in certain circumstances a 'contract for service'. A contract can be express or implied, made either orally or in writing and applies to full time, part time and casual workers. A 'contract of service' exists where there is an employer/worker relationship. In a contract of service, the employer directly engages a worker in employment.
Strata Management
What is Strata Management?
How does an Owners Corporation make decisions?
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At a meeting of all the owners (an Annual General Meeting); -
At a meeting of the Executive Committee (see “What is an Executive Committee”).
What is an Executive Committee and what are their functions?
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As the corporation directs by resolution at a general meeting; or -
In the absence of a resolution – as the committee considers appropriate (by majority decision);
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Developing matters in relation to the common property and the strategic affairs of the Owners Corporation. -
Submitting matters to the Owners Corporation for consideration where required. -
Monitoring financial performance of the Owners Corporation funds. -
Approving the annual financial statements and budget for presentation to the Owners -
Corporation at the Annual General meeting. -
Carrying out the decisions of the Owners Corporation made at general meetings.
How can I make a difference in my Owner's Corporation?
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By attending meetings and putting forward your point of view on any of the motions under consideration at that time;
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Being actively involved in the decision-making process by voting on the motions and returning your voting papers by the due date.
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By reading the Minutes of your meetings.
How is a strata development financed?
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Contributions to the Administrative Fund – which provides for the day-to-day running of the common property and may include insurance, gardening, maintenance, cleaning to name a few.
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Contributions to the Sinking Fund - which provides for the maintenance of the common property and may include painting of buildings, the renewal, replacement or repair of common property fixtures, and other capital expenses for which the corporation is responsible.

How are levy contributions calculated?
What does a Strata Manager do?
What is the difference between a Strata Manager and Building Manager?
Strata Management, sometimes known as "body corporate management", is a specialist area of property management involving the day-to-day operation, administration and management of a property that is jointly owned and comprises multiple units, common areas and common facilities.
A Building Manager is also contracted by the Owners Corporation to take on more hands duties for the Owners such as hopper movement, sign installation, equipment checks just to name a few.
What is the Owner's Corporation?
An Owners Corporation is a legal entity created when land is subdivided and registered to establish a Units Plan or Community Title Scheme. It exists to manage the mutual interest of all owners as well as deal with any issues that may fall into these two categories:
1. Physical property issues including gardens, common property, building structures and other shared assets such as pools, lifts and tennis courts.
What is the difference between Strata Title and Community Title?
A development can be registered as either a Strata Title or Community Title. The result of this registration impacts the responsibilities of the Owners. LMM Solutions is able to provide management for both types of development.
Common Property
What is Common Property?
What is the difference between Common Property in A or B Class developments?
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The boundary of an A Class unit is midway between the walls, floors and ceilings.
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The boundary of a B Class unit has boundaries unlimited by height unless there is an encroachment above or below ground level by another part of the parcel. (This means that the B Class unit is a piece of land identified in the Units Plan upon which buildings - townhouse/garage/carports - have been erected).
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The boundary of a unit subsidiary lies along the centre of the wall. Everything outside that central line is common property.
Who is responsible for Repair and Maintenance of Common Property ?
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The Owners Corporation is also responsible for repair and maintenance of load bearing structures and balconies in A Class developments.
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Unit owners are responsible for repair and maintenance of their unit.
Do I have to pay towards maintenance of common property?
Strata levy contributions are for this exact purpose. What you contribute in this capacity is agreed upon at each Annual General Meeting and is for the running, repairs as well as maintenance of the common property power, cleaning, gardening, insurance and the like.
Is my roof common property?
Finances and Levies
What is a Sinking Fund Forecast?
Why is a Sinking Fund Forecast required?
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approve a plan for the Sinking Fund for the 10-year period beginning on the first day of the financial year following the approval (s.82);
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have this plan approved by either the Owners Corporation or Executive Committee (if agreed) within 12 months (s.84);
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review the plan not later than 4 years after the plan is first approved and not later than the end of each 5 year period after the first review (s.85).
What items are typically covered by a Sinking Fund Forecast? (A-Class Development)
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Garage doors;
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Lifts;
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Driveways;
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Fencing;
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Painting;
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Garbage enclosures/rooms;
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Letterboxes and letterbox banks;
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Pool, gym and recreational facilities;
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Roof maintenance;
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Plant and equipment – such as pool pumps, airconditioning, garage door motors;
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Fire services – such as fire hydrants and sprinkler systems;
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Plumbing – such as sump pumps, sewer and stormwater pipes, downpipes, gutters.
What items are typically covered by a Sinking Fund Forecast? (B-Class Development)
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Driveways;
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Fencing (50/50 Owners Corporation and unit owner unless otherwise resolved);
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Painting (unless otherwise resolved);
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Garbage enclosures/rooms;
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Letterboxes and letterbox banks;
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Pool, gym and recreational facilities;
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Plant and equipment such as pool pumps;
What is the difference between the Admin fund and the Sinking Fund?
The Administrative Fund provide for the day-to-day running of the common property and may include insurance, gardening, maintenance and cleaning, to name a few.
The Sinking Fund provides for capital maintenance of the common property and may include painting of buildings, the renewal, replacement or repair of common property fixtures, and other capital expenses for which the Corporation is responsible.
Who decides how much and how often we have to pay levies?
The amounts and frequency of payments is decided upon at the Annual General Meeting by all Owners who are entitled to vote and is outlined in the meeting Minutes.
Who do I pay my levies to?
The levy contributions made by each owner are deposited into a fund for the Owners Corporation. The monies are expended in accordance with the approved budget or remain in the account as surplus.
I am concerned our development will not have the cashflow to cover insurance later in the year when it lapses. How can you help?
LMM Solutions have created a unique means of providing this information to Owners which we call a Cashflow Forecast Report. This clearly demonstrates to the Executive Committee or Owners the funds required to maintain the development over a budgeted year. For insurance, we are able to source 6 monthly cover to ensure that funds are available for future expenditure.
What methods are available for me to pay my levies?
Your levies are paid directly into the Owners Corporation Bank Account are able to be made via credit card, BPay, direct debit, direct deposit or even at the Post Office,
Should you be experiencing financial difficulties, please contact us so we can discuss and make arrangements which will suit both you and the Owners Corporation.
Using StrataMax
What is StrataMax™?
StrataMax™ is the industry leading Community Management System that allows LMM Solutions to manage most aspects of administrating your building or plan in an efficient and secure manner. It consists of specialised features that enable them to service your needs to the highest standards based on best practice. Visit http://www.stratamax.com to learn more.
What is The MaxSoft Group?
The MaxSoft Group (the company that produces StrataMax™) is an industry-leading producer of strata management, financial and related products and services. Visit www.maxsoft.com.au to learn more.
What is StrataPay™?
StrataPay™ is an advanced payment solution provided by The MaxSoft Group and is used by StrataMax™ to offer online payment capabilities. Visit www.stratapay.com to learn more.
What is Quick Pay?
Quick Pay is an easy way to pay your levies online without having to fully log into the website. All you need to do is to enter your StrataPay™ reference number.
Are my detailed kept private in StrataMax?
The MaxSoft Group is firmly committed to protecting your privacy while interacting with content, products and services via the StrataMax™ web site. Please refer to MaxSoft’s Privacy Policy for full details: http://www.stratamax.com/privacy
Why does it say "No Report Available at this Time" when I try to download a report?
This usually indicates that while this type of report has been made available, there is currently insufficient data to generate the report. If this is a new report, we recommend that you try again the following day. Please contact LMM Solutions if you require additional assistance.
When I try to log on to approve invoices, I am getting a message that reads “Your account is pending. Please activate account before attempting to reset password”?
What is a StrataMax ID?
A StrataMax ID is an 8 character number that you use to sign into the StrataMax Portal. This is issued by LMM Solutions in your Welcome Letter.
How do I get my StrataMax ID?
If you did not receive a welcome letter, please follow the below link to the "Forgotten StrataMax ID" page and enter the email address that would be on file with LMM Solutions. If this does not return a StrataMax ID, please contact LMM Solutions.
What is a StrataMax Portal Account?
A StrataMax Portal Account is the method of logging into the Portal. You can now manage all of your properties from one account. StrataMax Portal accounts are based off your email address, so you'll never have to remember your StrataMax ID again!
How do I get a StrataMax Portal Account?
Using your “StrataMax ID & Password”, click the "Create" button on the login screen. When you sign in you will be prompted to enter an email address and security information. You will require a valid email address to finalise your account. Once completed, you can log in using the email address entered for your StrataMax Portal Account.
I’ve used the StrataMax Portal before. Why do I now need to create a new account?
StrataMax™ is dedicated to ensuring the security around your strata documents and information is the best in the industry. This change reflects many security improvements, and opens the door for improvements in the future.
I co-own my property. Can my co-owner have their own account?
Yes co-owners can now be granted an individual login. To start this process, log into your account and navigate to "My Properties" under the “Manage Account” button (next to the "Logout" button). Select the "Add Co-Owner" button for the property you wish to share access for and follow the prompts.
How can I get help with the StrataMax Portal?
Download a copy of the StrataMax Portal User Guide. Alternatively you can also access this information from the “General Info, FAQ and Help” documents area.
Why can't I log in?
Are you logging in with your 8 digit StrataMax ID? If so, you need to follow the below link to the page and create a StrataMax Portal Account. Follow the prompts to activate your account. https://stratamax.com.au/Portal/UserSecurity/CreateUserAccount.aspx
Help! I can't remember my password?
You can reset your own password - follow the below link and follow the steps to reset your password.
https://stratamax.com.au/Portal/UserSecurity/RequestPasswordReset.aspx
Help! My StrataMax Passport isn’t working?
If you haven't upgraded your “StrataMax Passport” to a “StrataMax Portal Account”, follow the link below to the page and create a “StrataMax Portal Account”. Simply follow the prompts to activate your account.
https://stratamax.com.au/Portal/UserSecurity/CreateUserAccount.aspx
Help! I can't remember my StrataMax ID
We can try and help you recover this information. Click on the link below, and enter your email address. If this email address is held on record your StrataMax ID(s) will be emailed to you.
https://stratamax.com.au/Portal/UserSecurity/LocateStrataMaxId.aspx
Help! I can't remember the password for my StrataMax ID
If you've forgotten the password for your StrataMax ID, click on the link below and follow the instructions to reset your StrataMax ID Password.
https://stratamax.com.au/Portal/UserSecurity/ForgottenStrataMaxIdPassword.aspx
Who do I contact if I have forgotten my User Account Details?
Click on the link below and follow the prompts to request a password reset using your email address. Refer to “Request Password Reset” above.
https://www.stratamax.com.au/Portal/UserSecurity/RequestPasswordReset.aspx
I did not activate my User Account in time, what do I do now?
When you attempt to log in click on the link to send a new activation email.
Who do I contact if someone has shared access to my property however I want their access removed?
Any queries about shared accounts should be directed to LMM Solutions who will then forward any requests to StrataMax for removal of shared access. Shared Access will only be removed based on requests from managing agents.
I am a Committee Member, why do I not have access to Committee Reports?
Committee access to reports and documents will automatically be granted if the email address of your User Account matches the email address recorded in the Committee records of the roll. If the email address does not match, a committee member can request “Committee Access” to allow additional reports and documents.
The report is not appearing when I click on the report name?
It is possible you have an issue with Popup Blockers within your internet browser. Please note the only browsers supported for the Invoice Hub or Owners Portal are Internet Explorer, Chrome, Firefox and Safari. Please view this link for more information: http://www.stratamax.com/PopUpHelp.aspx
I own additional lots and the manager may use StrataMax as their software provider; how do I find out what the StrataMax ID is?
- Log onto your “User Account” and go to “My Properties”.
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Click on “Forgot StrataMax ID”. -
Enter your email address and click on submit. -
An email will be sent to you detailing StrataMax ID’s that are assigned to lots that have your email address recorded within the roll.
How do I log into the Owner's Portal?
The Owners Portal is a great tool and an easy place to find documents relating to your development. Your password is provided to you when your development first comes onboard with LMM Solutions in the welcome pack of information. If you’ve misplaced or forgotten your password, please get in contact with us and we can arrange provide it to you.
What sort of documents will I find on the Owner's Portal?
There is a variety of documents on the portal ranging from meeting Minutes, development sit plans, House Rules and building reports such as your Sinking Fund Forecast Report.
How is my personal information kept secure on the portal?
Living in a Strata Development
I have just moved into a unit plan and have never lived in a Strata development before. How will this be different?
Handling Problems and Disputes
My neighbour has a dog that won't stop barking and I work nightshift. What can I do?
Someone has dumped a vehicle in the visitor spot. How do we get rid of it?
How do LMM handle disputes between owners?
All Owners have the right to raise their concerns with the Managing Agent. We will assist in facilitating resolution between Owners and the Executive Committee through open and honest communication and thorough knowledge of the strata management legislation. We treat all owners with respect.
How do we resolve noise problems?
Ongoing disturbances should be reported to us. Unfortunately we’re unable to take action without such details as the unit number causing the disturbance, the type of disturbance, the frequency, time and date/s. Your Manager will then contact the offending unit in an attempt to resolve the matter. Should the disturbances continue – allowing time to rectify if required - the matter will be escalated and steps will be undertaken to resolve the issue.
Legislation and Regulations
Which Legislation and Regulations apply to my development in the ACT?
Depending on your development’s registration, you’ll find the main Acts governing community living are the Unit Titles Act 2001, the Unit Titles (Management) Act 2011, the Community Title Act 2001. See the resources section of this website.
Does our unit plan need to be registered for GST?
If the Owners Corporation annual earnings are less than $150,000 then there is no requirement to register for GST.
Rights and Obligations
I have just become an member of the Executive Committee. What are my rights and obligations now?
There are a number of sections and code of conduct outlined in the Unit Titles (Management) Act 2011 that apply to Executive Committee members. If you’re unsure we’re happy to provide you with a quick fact sheet for role information and tips. See the resources section of this website.
Is there a code of conduct that applies to EC members?
Yes – as outlined in the Unit Titles (Management) Act 2011. See the resources section of this website.
Is there a code of conduct that applies to the Strata Manager?
Yes – as outlined in the Unit Titles (Management) Act 2011. See the resources section of this website.
Are EC members protected against legal action?
If the Owners Corporation insurance has Office Bearers cover selected then the Executive Committee members are covered up to that sum for decisions they have made in good faith to the Owners Corporation. Also, Owners Corporation insurance covers legal expenses up to a certain level. Please check the Certificate of Currency (insurance policy) for your development.
Repairs and Maintenance
How do LMM arrange regular maintenance activities?
All maintenance works are undertaken in consultation with the Executive Committee.
Who is responsible for repairs and maintenance?