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Total OCS | OC FAQs

About Total OCS – Independent Owners Corporation Managers in Victoria

Total OCS is an independent Victorian Owners Corporation (strata) management business. We provide professional management, financial administration, governance support, and practical guidance to Owners Corporations of all sizes across Victoria.
Our focus is on transparency, compliance, and calm, well‑informed decision‑making.

We work with:
  • Small, medium and large residential Owners Corporations
  • Multi‑OC developments
  • Mixed‑use and complex buildings
  • New developments transitioning from developer control
Our approach is tailored to the needs and risk profile of each building.

Yes. Each Owners Corporation has a dedicated manager who understands the building, its history, and committee expectations. This ensures consistency and accountability.

Owners and committee members can contact us by phone or email during business hours.
We aim to respond promptly and clearly, with an emphasis on practical outcomes and respectful communication.

Fees, Contracts & Independence from Developers and Contractors

Yes. Total OCS is fully independent.
We do not receive commissions, or incentives from contractors, suppliers, or developers. This ensures advice provided to committees and lot owners is objective and in the best interests of the Owners Corporation.

Our standard management service includes:
  • Day‑to‑day Owners Corporation administration
  • Financial management and trust accounting
  • Meeting preparation and support (committee meetings and AGMs)
  • Compliance guidance under the Owners Corporations Act 2006 (Vic)
  • Contractor engagement and oversight
  • Owner and committee communications
  • Records management and reporting
We aim to provide premium service as standard, without unnecessary add‑ons.

Contract terms are agreed upfront and clearly documented.
We believe good service, not lock‑in clauses, should be the reason a building stays with its manager.

Our fees are typically structured on a per‑lot basis so Owners Corporations know what to expect.
We provide clear, no‑obligation quotes with no hidden commissions.

Yes. We are happy to provide a free, no‑obligation quote and talk committees through what management with Total OCS would look like for their building.

Yes. We regularly assist Owners Corporations through transitions, including:
  • Reviewing existing contracts
  • Advising on notice periods
  • Preparing AGM motions and notices
  • Coordinating records handover
Our aim is to make the transition orderly and low‑stress.

Technology, Owner Portals & Online Access (Urbanise & MyCommunity)

Total OCS uses Urbanise for Owners Corporation administration and financial management.
For many buildings, the MyCommunity by Urbanise owner portal is used to give lot owners secure online access to key information.
The exact features available may vary depending on how the Owners Corporation is set up.
Urbanise is a specialist platform used by Owners Corporation managers across Australia.
At Total OCS, Urbanise is used to manage:
  • Owners Corporation records
  • Financials and trust accounting
  • Levies and contributions
  • Work orders and invoices
  • Meeting and document records
It supports structured reporting and transparency for committees and lot owners.

MyCommunity is the owner portal linked to Urbanise.
It allows lot owners to securely access Owners Corporation information online, without needing to contact the manager for routine requests.

Depending on the Owners Corporation, MyCommunity may allow lot owners to:
  • View levy notices and account balances
  • Access meeting notices and minutes
  • Download financial reports and budgets
  • View key Owners Corporation documents
  • Lodge maintenance requests
Access is role‑based, meaning owners only see information relevant to their own lot and the common property.

No. MyCommunity is provided as a convenience, but owners can still receive information and communicate with Total OCS by email or phone if they prefer.

Yes. Committee members can be granted additional access to reports and records to support governance and decision‑making.
We are always happy to walk committees through the system so they understand what information is available and how to use it effectively
Not necessarily.
Each Owners Corporation may have:
  • Different reporting preferences
  • Different portal access levels
  • Different approval workflows
We tailor the setup to suit the building, the committee, and the level of involvement owners prefer.
Yes.
We routinely assist owners and committees with:
  • Getting portal access set up
  • Understanding where to find documents
  • Explaining financial reports and statements
Our aim is to make the system helpful, not intimidating.

Yes. Urbanise and MyCommunity use secure access controls.
Total OCS also handles personal information responsibly and limits access to authorised users only.

Levies, Budgets & Owners Corporation Financial Management

Yes. Financial transparency is central to our service.

Committees and lot owners receive clear, structured financial reports and access to owner portal information, including budgets, levies, and expenditure. We are happy to walk committees through reports in plain English.

Levies are contributions paid by lot owners to cover:
  • Day‑to‑day operating costs (administrative fund)
  • Long‑term maintenance and major works (maintenance or capital fund)
Levies are determined through a formal decision of the Owners Corporation, usually at an AGM.
Levies are typically calculated based on:
  • The approved budget
  • Lot liability or lot entitlement
  • The number of lots in the Owners Corporation
We assist committees in preparing balanced, realistic budgets that reflect the building’s needs.
Yes, but only through a valid Owners Corporation decision (for example, at an SGM or committee meeting where permitted).
Levy changes should not occur without formal approval and clear communication to owners.
We encourage open communication and clear explanations of:
  • What the levies cover
  • Why expenditure is necessary
  • How decisions were made
Transparency helps reduce disputes and builds trust between committees and owners.
If levies are not paid by the due date:
  • The account is recorded as being in arrears
  • Reminder notices are issued
  • Further recovery steps may follow if required
Our approach is firm, fair, and consistent.
Voting rights for owners in arrears depend on:
  • The type of meeting
  • The type of resolution
  • The Owners Corporation rules
We help committees apply the rules correctly and avoid invalid decisions.

Only where necessary.
Our preference is always to resolve arrears early through clear communication and reasonable payment arrangements where appropriate.

Committees, Governance & Owners Corporation Compliance

Yes. We provide practical guidance aligned with:
  • The Owners Corporations Act 2006 (Vic)
  • Model Rules and registered OC Rules
  • Consumer Affairs Victoria guidance
We assist committees to understand their obligations and make legally compliant decisions, without providing legal advice.

We maintain clear conflict‑of‑interest disclosures and do not promote preferred contractors.
Committees are supported to make independent, well‑documented decisions with appropriate records and resolutions.

Yes. We assist with:
  • AGM and committee meeting notices
  • Proxy handling within legislative limits
  • Electronic and paper voting processes
  • Clear recording of resolutions and outcomes
Our approach prioritises accuracy, fairness, and compliance.
The committee acts on behalf of the Owners Corporation between general meetings.
Its role includes:
  • Making decisions within its delegated authority
  • Engaging contractors
  • Providing oversight of management
Committee members are usually elected from the lot owners at an AGM.
Eligibility can depend on:
  • Whether levies are paid
  • The Owners Corporation rules
  • The type of Owners Corporation
Committee appointments usually last until the next AGM, unless:
  • A member resigns
  • The Owners Corporation removes a member
  • The rules provide otherwise
Yes. Committee members can be removed or replaced through proper Owners Corporation processes.
We ensure committee changes are handled correctly and properly recorded.
Yes. We attend committee meetings as part of our management service and provide:
  • Agenda preparation
  • Meeting guidance
  • Accurate minutes and records
Our role is to support good governance, not take over decision‑making.

Insurance, Risk Management & Maintenance Planning

Yes. We actively support:
  • Maintenance Plans and Capital Works planning
  • Lift lifecycle and major asset planning
  • Staged and priority‑based expenditure decisions
Our focus is helping committees plan ahead proactively rather than reacting to urgent issues.
A Maintenance Plan (sometimes called a Capital Works or Long‑Term Maintenance Plan) is a forward plan that helps an Owners Corporation identify common property items that will require repair, replacement, or major expenditure over time.
The purpose is to avoid unexpected special levies and allow owners to plan ahead financially.
Not every Owners Corporation is legally required to have one, but many are.
Even where not strictly required, a Maintenance Plan is considered best practice and provides committees with:
  • Better financial forecasting
  • Clear asset priorities
  • Evidence of proactive governance
We help by:
  • Reviewing existing maintenance or capital plans
  • Advising when updates may be required
  • Working with specialist consultants where technical reports are needed
  • Helping committees translate plans into practical budgets and levy decisions
Our focus is on plans that are useful — not documents that sit unread.
Yes. Owners Corporations are generally required to maintain certain insurance policies covering common property and shared risks.
This commonly includes building insurance and public liability insurance.
Depending on the policy, insurance may cover:
  • Building structures and common property
  • Shared fixtures and services
  • Public liability risks
  • Office bearers’ liability (where applicable)
Individual lot owner contents and improvements are typically not covered.
The Owners Corporation is responsible for arranging insurance.
Total OCS assists by:
  • Coordinating renewals
  • Providing clear summaries to committees
  • Ensuring policies are in place and documented

If your question isn’t covered above, please contact us below.
We’re always happy to have an open conversation and help committees and lot owners understand their options.