Clause-Mapped Handover & Training Agenda
(Mapped to Management Engagement & Letting Authorisation Agreement – Schedule 2: Manager’s Duties)

A. Common Property Maintenance & Infrastructure

Agreement Reference:

• Schedule 2 – Manager’s Duties
• Clauses covering supervision, inspection, maintenance, reporting of Common Property

A1. Mechanical, Electrical & Building Services
Relevant Duties:
Maintain, inspect, and ensure efficient working order of Common Property plant and equipment; arrange contractors where required.
Handover Training Covers:

• Hot water system
  • System type, location, contractor & service frequency
• Water towers
  • Inspection cycle & compliance requirements
• Lift motor rooms
  • Contractor, logbooks, emergency procedures
• Hi-rise / pressure pumps
  • Operation, alarms, fault escalation
• Standby operator
  • After-hours response procedure
• Electrical boards
  • Locations & thermoscan schedule
• Car park exhaust systems
  • Operation & service intervals
• Sump pumps
  • Locations, alarms, contractor frequency

A2. Fire, Safety & Compliance Systems
​Relevant Duties:
Ensure safety systems are operational, compliant, tested, and reported to the Body Corporate.
Handover Training Covers:

• Fire panel monitoring & service frequency
• Fire reels & extinguishers – inspection regime
• Fire hydrants – compliance testing
• Smoke detectors
  • BC areas vs individual lots
• Sprinkler systems
  • BC systems and unit systems
• Security lighting – coverage & servicing
• Test & tag
  • BC cords and anchor points
• Pool compliance certificate & renewal timing

A3. Pools, Gym & Recreational Facilities
Relevant Duties:
Clean, maintain, supervise and ensure safe operation of recreational facilities.
Handover Training Covers:

• Pool pumps & filtration – daily/weekly checks
• Pool heating – operation & servicing
• Pool chemical testing procedure
• Pool cleaning equipment inventory
• Pool history – known faults/issues
• Spa operation & compliance
• Sauna operation & service
• Gym equipment – servicing & safety checks

B. Grounds, Waste & Common Property Areas
Agreement Reference:

• Schedule 2 – cleaning, grounds, waste management, and presentation duties

Handover Training Covers:

• Common property boundaries (BC vs Lot Owner)
• Rubbish collection schedule
• Manager vs contractor rubbish responsibilities
• Review of all on-site contractor logbooks
• Obtain & hand over all contractor audit reports

C. Administrative & Governance Obligations
Agreement Reference:

• Schedule 2 – reporting, records, cooperation with Body Corporate & BCM

C1. Body Corporate Records

• Caretaking Agreement & CMS / Bylaws
• Minutes from previous BC meetings
• Outstanding quotes submitted to BC
• Reports to BC:
  • Inventory
  • Risks & hazards
• Body Corporate Manager details

C2. Security, Access & Emergency Management
Relevant Duties:
Protect Common Property, control access, manage keys, respond to incidents.
Handover Training Covers:

• Key register & master keys
• Key / fob coding system
• Security system & patrols
• Visitor sign-in/out book
• Emergency contacts (police/fire/medical)
• Emergency management plans
• Evacuation signage & procedures
• Safe Work Method Statements (SWMS)

D. Letting & Office Operations
Agreement Reference:

• Letting Authorisation clauses
• Trust accounting, systems, staff supervision

D1. Systems & Compliance

• Trust account procedures & training
• Computer systems & backups
• Virus / surge protection
• PABX / phone system manuals
• EFTPOS & fixed lines
• Technical support contacts

D2. Office & Staff Management

• Opening & closing procedures
• After-hours & lock-out policy
• Licences on display
• Innkeepers insurance
• Complaints handling procedure
• Staff list, wages, awards & rosters
• Service contracts & leased items
• Office security systems

D3. Tenant/Guest & Letting Procedures

• Tenant/Guest information packs
• Hire items (cots, beds, services)
• Linen ordering & reconciliation 
• Lost property policy
• Departure procedures
  • Key return
  • Departure letters
• Master key boards

E. Inventory & Asset Management
Agreement Reference:

• Manager responsible for BC tools, consumables, reporting losses or issues

E1. Consumables & Equipment

• Stock on hand (SOH) – consumables
• Cleaning products
• Spare appliances
• Gas bottles / fuel
• Office emergency equipment
• First aid kits
• Hire cots / beds

E2. Linen & Assets

• Linen debit / credit system
• BC asset register & stocktake
• Unit vs BC stock responsibility
• Purchase vs hire strategy review

F. Reporting, Marketing & Relationships
Agreement Reference:

• Cooperation, reporting, and performance obligations
• Booking source & marketing performance reports
• Brochures & business cards
• Website access, hosting & credentials
• Local building networks
• Preferred trades list
• Key suppliers & partners

G. Leave, Fees & Transitional Matters
​Agreement Reference:

• Replacement arrangements and continuity of services
• Fees & charges for relief managers
  • Including 4 weeks annual leave
• Outstanding matters register
• Transitional risks & known issues
• Final Q&A and confirmation of handover

Handover Certification (Critical for Settlement)
This handover confirms the Manager has been trained in all duties required under the Agreement.

Incoming Manager: __________________ Date: _____
​
Outgoing Manager: _________________ Date: _____