Becoming a trustee of a sectional title scheme is both an honour and a significant responsibility. Whether you've volunteered to serve your community or have been elected by fellow owners, your role extends far beyond attending meetings and approving maintenance quotes. Trustees are entrusted with protecting one of the most valuable assets owners have — their property investment.
At Maxprop, we understand that many trustees step into the role with enthusiasm but little formal training. Understanding your responsibilities from the outset can help you make informed decisions, build trust within your community, and contribute to the long-term success of your scheme.
Understanding the Role of a Trustee
A trustee's primary responsibility is to act in the best interests of the Body Corporate as a whole, rather than representing the interests of individual owners or pursuing personal agendas. Trustees must carry out their duties in accordance with the Sectional Titles Schemes Management Act (STSMA), the scheme's Management and Conduct Rules, and any resolutions adopted by the Body Corporate.
This responsibility includes overseeing the maintenance of common property, managing the scheme's finances, ensuring compliance with legislation, enforcing the rules fairly, and making decisions that protect both the scheme and the investments of its owners. It requires integrity, transparency, and a willingness to think beyond today's challenges in favour of long-term sustainability.
Know the Rules Before Making Decisions
One of the most important steps for any new trustee is becoming familiar with the documents that govern the scheme.
Every decision made by trustees should be guided by:
· The Sectional Titles Schemes Management Act
· The scheme's Management Rules
· The Conduct Rules
· Resolutions passed by the Body Corporate
Understanding these documents provides confidence when making decisions and helps ensure that actions taken are legally compliant and consistent. It also reduces the likelihood of disputes arising from misunderstandings or incorrect interpretations of the rules.
Financial Oversight Is One of Your Most Important Responsibilities
Successful community schemes don't happen by accident — they are built on sound financial management.
Trustees should have a clear understanding of:
· The annual operating budget
· Levy income and arrears
· The reserve fund
· Insurance cover
· Monthly financial reports
· Planned maintenance expenditure
Strong financial oversight ensures the Body Corporate remains financially healthy, is prepared for future maintenance projects, and avoids unnecessary special levies wherever possible.
While trustees are not expected to be accountants, they should understand the financial position of the scheme well enough to make informed decisions and ask the right questions.
Preparation Leads to Better Decisions
Effective trustees don't simply attend meetings — they arrive prepared.
Reviewing agendas beforehand, reading supporting documentation, and understanding the matters to be discussed allows trustees to contribute meaningfully and make informed decisions.
Well-prepared meetings are generally more productive, lead to better governance, and demonstrate respect for fellow trustees, owners, and managing agents alike.
Remember Who You Represent
One of the biggest adjustments for many new trustees is recognising that they are no longer acting solely as individual owners.
Every decision must benefit the scheme collectively.
There will inevitably be occasions where personal preferences differ from what is best for the Body Corporate. Good trustees recognise this distinction and always place the interests of the community above individual concerns.
Trustees Work as a Team
A common misconception is that individual trustees can make decisions independently.
In reality, trustees generally have no authority to act alone. Decisions should be made collectively at properly constituted trustee meetings or by written resolution where permitted.
This collaborative approach provides accountability, encourages diverse viewpoints, and ensures decisions are balanced and transparent.
Transparency Builds Trust
Trustees are expected to declare any conflicts of interest whenever a matter could benefit them personally or financially.
Whether the issue involves awarding a contract or making decisions that affect personal property, transparency is essential. Declaring conflicts protects both the individual trustee and the integrity of the Body Corporate's decision-making process.
Similarly, communication should always remain professional, objective, and respectful.
Clear communication with owners, residents, contractors, and the managing agent helps minimise misunderstandings and fosters a positive community environment.
Maintenance Is an Investment — Not an Expense
Deferred maintenance often costs far more than preventative maintenance.
Regular inspections, planned maintenance programmes, and timely repairs protect property values while reducing the likelihood of expensive emergency work.
Well-maintained schemes also tend to attract quality buyers and tenants, improving demand and supporting long-term capital growth.
For trustees, taking a proactive rather than reactive approach to maintenance is one of the most valuable contributions they can make.
Fairness Creates Strong Communities
Every resident wants to know that the rules apply equally.
Whether dealing with parking issues, noise complaints, architectural approvals, or levy collections, trustees must remain impartial and consistent.
Applying rules fairly builds confidence in the governance of the scheme and helps reduce conflict between owners and residents.
Never Stop Learning
Property legislation continues to evolve, and best practice in community schemes is constantly improving.
Successful trustees understand that learning doesn't stop after election. Attending trustee workshops, asking questions, seeking professional advice, and working closely with an experienced managing agent all contribute to better decision-making and stronger governance.
The Value of an Experienced Managing Agent
Even the most dedicated trustees benefit from professional guidance.
An experienced community schemes management company provides expertise in legislation, financial management, maintenance planning, governance, and day-to-day administration, allowing trustees to focus on strategic decision-making rather than operational detail.
At Maxprop, our Community Schemes Division, works alongside trustees to provide practical advice, transparent financial reporting, compliance support, contractor management, and clear communication. Our goal is to help trustees fulfill their responsibilities confidently while protecting the long-term interests of every owner.
Good property management is a partnership. When trustees and managing agents work together with mutual trust and a shared vision, schemes are better positioned to remain financially sound, legally compliant, and attractive places to live.
Final Thoughts
Being a trustee is one of the most important leadership roles within a sectional title scheme. It requires commitment, integrity, sound judgement, and a genuine desire to serve the broader community.
By understanding your responsibilities, preparing thoroughly, acting collectively, managing finances responsibly, and maintaining open communication, you help create a community that is well governed, financially sustainable, and positioned for long-term success.
As trustees continue to develop their knowledge and work alongside experienced professionals, they don't just manage buildings — they help protect property values, strengthen communities, and create places that owners are proud to call home.
