Advance Strata Consulting

ASCG Portal

Owners corporation management

Advance Strata Consulting

ASCG Portal

New document

Enter the matter, attach the registered rules, and generate. You review every draft before downloading it.

Document type

A final notice can only be issued once the first notice's 28 days have fully expired. If the first notice was posted, allow for delivery time.

Reason the repairs/maintenance are required (your determination, marked X on the form)
Owners corporation & property
Addressee
Copy to lot owner required

When a breach notice is addressed to an occupier, a copy must also be given to the lot owner. The portal prepares a covering letter to the owner.

Matter
Date(s) of breach (one date, or a first and last day; add more if needed)
Rules of the owners corporation Does this document need to refer to any of the owners corporation's rules? For example, a circular reminding residents of the visitor parking or waste disposal rules, or a letter explaining which rule a request falls under.
Rules of the owners corporation

Upload the registered rules (PDF, Word or text). The drafter reads them in full, finds the relevant rules and quotes them. Model Rules are used only for matters the registered rules don't cover (s 139(3)).

Or paste the rules as text
Photographs (optional)

Signed / served by
Your document is being drafted This usually takes 30 to 90 seconds, so please hang tight. You can carry on in another tab or window; we'll send you a pop-up notification as soon as it's ready. Keep this portal tab open until then.

The draft appears here Circulars, notices and letters are set on the Advance Strata Consulting letterhead. Breach notices and notices to repair use the prescribed Consumer Affairs Victoria forms, unaltered, with only their blank boxes completed.

Prescribed form · wording fixed

Review and edit the drafted entries below. Only these boxes, plus the details you entered, are written into the form. The form's own wording and pages are not changed.

Sign the signature box before serving.
On letterhead, setting out the s 48 remedies.
Required for an occupier notice

Covering letter

Drafts are for the managing agent to review before issue. They are written in a legal register but are not legal advice.

AGM Notice & Document Pack

Enter the meeting details, answer the questions and upload the documents once. The portal builds the AGM Notice (Word, from the firm's template) and the AGM Document Pack (PDF, with cover, contents, section dividers, the Manager's Report and your documents).

Owners corporation Leave these blank to use the details exactly as they appear on last year's notice.
Will the meetings for the owners corporations be held contemporaneously (at the same time)?

Meeting
Questions
Is the owners corporation receiving insurance commissions?
Is there a current contract signed with Advance Strata Consulting?
Is the contract expiring within the next 10 months, so it needs to be renewed at this AGM?
General business
Dispute Resolution Report (Manager's Report)
Were there any complaints on which action was taken under Division 10 during the reporting period?
Were there any matters in which an application was made to VCAT?
Documents

Everything that goes into the Document Pack must be a PDF. Required items are marked.

Last year's AGM Notice Required
PDF or Word. Its layout, wording nuances and property photo are carried over; last year's one-off resolutions are not.

Minutes of the last AGM Required
PDF. Used for the date of the last AGM (item 9) and placed in the Document Pack under Previous Minutes of Meeting.

Committee report (optional)
PDF. Only if the committee has prepared one; it goes in the pack after the Manager's Report.

Insurance certificate of currency Required
PDF. Goes in the pack under Insurance; the renewal date in the Manager's Report is read from it.

Insurance quotes (optional)
PDF. You can select several files.

Most recent insurance invoice (paid) (optional)
The excesses listed on it become the table of insurance excesses in item 14.3 of the notice. Upload one per policy if there are several. Not added to the pack.

Insurance valuation report (optional)
PDF. Its date decides whether item 14.6 proposes a new valuation; it also goes in the pack.

AESMR (optional)
PDF. Helps decide the essential services item; it also goes in the pack.

Property photo (optional)
Shown on the covers of the notice and the pack. If you don't upload one, the photo from last year's notice is used. JPEG or PNG; a landscape photo works best.

Your last five AGM submissions are kept in this browser on this computer, with their uploaded documents, so you can generate them again.

Please wait whilst we generate the AGM Notice and Document Pack for you This usually takes two to four minutes. You can carry on in another tab or window; we'll send you a pop-up notification as soon as they're ready for your review. Keep this portal tab open until then.

Ready for review

Download AGM Notice (Word) Download AGM Document Pack (PDF)
When Word opens the notice, choose Yes to update the fields so the contents page numbers are correct. Downloads are kept for two hours.

Cashflow Forecast

Enter the owners corporation, upload the statements and budget, and generate. The portal reads the documents, classifies every expense line into recurring obligations and incidental spend, projects levies by instalment date (95% collection), insurance on its renewal date and the maintenance plan, and forecasts month by month to the end of the financial year. If funds of $50,000 or more could be placed on term deposit, it then asks for the bank's rate card and prepares a Term Deposit Investment Review.

Owners corporation

Each owners corporation needs its own statements and budget. Owners Corporation 1 carries the building insurance; the others are forecast without an insurance premium.

Forecast settings

Your last five submissions are kept in this browser on this computer, with their uploaded documents, so you can reload and regenerate them.

Please wait whilst the statements are read and the forecast is built This usually takes two to four minutes per owners corporation (the detailed expenditure breakdown is read line by line). You can carry on in another tab; we'll send a pop-up when it's ready. Keep this portal tab open until then.

Forecast

Download Excel workbook

Term deposit potential

Bank term deposit rate card (% p.a.) — enter today's rates from the bank
Terms with a blank rate are ignored. Saving keeps the card on this computer for next time.
Preparing the Term Deposit Investment Review

The forecast is a model of the documents supplied and the assumptions shown. It is prepared for the Accounts team's review and is not financial advice. Confirm the bank's current term deposit rates on the day of investment.

Budget & Financial Review

For the Accounts team, at any time — no AGM window and no PropertyIQ needed. Choose the task, upload the statements and generate. The owners corporation's details and the financial year are read from the documents themselves, so there is nothing else to key in. You review the result, then download the Excel workbook. Nothing is changed in PropertyIQ or any ledger.

Task

Documents for the proposed budget

Last financial year's financial statements Required
Must include the balance sheet, the income & expenditure statement and the Expenses & Other Income detailed breakdown (the general ledger). If they are separate files, add them all — each appears below with a remove button in case the wrong file is attached.

Year-to-date financial statements Required
Must include the YTD balance sheet, the income & expenditure statement and the Expenses & Other Income detailed breakdown (the general ledger).

Required

Owners corporations to review

One statement set per owners corporation — each gets its own review and its own workbook. Figures are never combined, even for owners corporations at the same address.

Comments / special requests (optional)

Budget instructions are folded into the proposed budget as their own labelled lines, flagged so a reviewer can tell a requested figure from a derived one. Anything else is noted for the reviewer.

Please wait whilst the statements are read and the analysis is built This usually takes one to three minutes per owners corporation. You can carry on in another tab; we'll send a pop-up when it's ready. Keep this portal tab open until then.

Download Excel workbook

Prepared from the documents supplied, for the Accounts team's review — the figures are a starting point, not a decision. Nothing has been changed in PropertyIQ or any ledger, and no budget has been entered anywhere. Where a proposed budget is adopted it still needs keying into PropertyIQ.

Precedent library

Upload your past circulars, notices, breach notices, notices to repair and letters. You can select many files at once. Each file is sorted into a category automatically, and you can change it below. For every new document, the drafter is given the three precedents of the same type that are most similar to the matter, so the more good examples here, the better the drafts. Scanned PDFs without a text layer can't be read. Re-save them as searchable PDFs or Word files first.

No precedents yet. Upload your best past documents. The generator works without them, but it matches your house style much better with them.

Firm details

Used in signature blocks and in the "This notice is served by" section of the prescribed forms.

Professional indemnity insurance

The Manager's professional indemnity policy, shown in the Manager's Report of every AGM Document Pack. Update it when the policy renews; the pack warns you if the policy expires before the AGM date.

Statutory provisions for notices to repair

Notice-to-repair covering letters quote these sections word for word, set out with their subsections. Section 48 is pre-loaded. If the Act is amended, paste the current text from the authorised version at legislation.vic.gov.au. Amendment notes and database headings in pasted text are removed automatically. Section 49 is optional.

House style

The drafting standard every document follows: tone, structure, numbering and wording, modelled on law-firm correspondence. Edit it to change how all future drafts read. Clear the box and save to restore the default.

Document templates

These are the Word templates the portal fills in. To change one, such as next year's letterhead or a revised CAV form, upload a replacement. Forms are checked first: if any expected field is missing, the upload is rejected.

Model Rules

Schedule 2 of the Owners Corporations Regulations 2018 (Vic). Upload once, and every manager drafting for an owners corporation on Model Rules uses this copy to identify and quote the rules breached. They also fill gaps in special rules (s 139(3)). Upload a Word file or a text-based PDF of the current authorised version.

Team logins

Create a login for each person, choose their team and the modules they can use, then give them their password. Disable a login as soon as someone leaves.

Module access
NameEmailTeamModulesStatus

Activity

Every document generated through the portal, most recent first.

WhenByDocumentPlanLotSubjectReferencePhotos

Nothing yet.

No modules assigned yet

Your login is active, but it doesn't have access to any module that's available yet. Ask your administrator to grant access.

Documents are drafted under the Owners Corporations Act 2006 (Vic) and the scheme's registered rules. The issuing manager should check statutory references and rule extracts before service.