90 Days to Total Transparency and Technical Control
The first three months of management are the most critical for the long-term health of your scheme. At Clearview, we use a structured 90-day protocol to audit your building's history, secure its future, and establish a Single Source of Truth for the Committee.
This plan is not just a list of administrative tasks — it is a forensic deep dive into your building's physical and financial bones. By following this checklist, we ensure that every owner's investment is protected and that the Committee is empowered with the data they need to lead with confidence from day one.
Administrative and financial baseline established
Structural truth of the asset identified
12-month roadmap delivered to the Committee
Stage One
We complete the transfer of all scheme records, owners rolls, by-law registers, insurance certificates, maintenance histories, and meeting minutes from the previous manager. Every document is audited for completeness and accuracy — not simply accepted at face value.
We finalise the opening of your dedicated Sinking Fund and Administrative Fund trust accounts, verify the closing balances transferred from the previous manager, and position surplus reserves into high-yield treasury accounts — immediately.
Every service agreement — lifts, fire, cleaning, gardening, building management — is reviewed for QBCC licence compliance, current insurance certificates, performance standards, renewal dates, and termination provisions. Contracts that fail the compliance standard are flagged for renegotiation.
Every owner and tenant receives a welcome briefing document providing direct contact protocols, portal access credentials, the scheme's by-law summary, and the Clearview emergency response procedure. This removes ambiguity about who to call and when from day one.
Stage Two
We commission an independent professional engineering review of the building's structural integrity and major utility infrastructure — covering all 13 inspection streams of the Day-Zero Checklist. The resulting Remaining Useful Life schedule becomes the foundation of the Asset Preservation Plan.
The current insurance policy is reviewed against the building's actual replacement value, current material costs, and known risk factors identified in the engineering audit. Underinsurance is a common legacy of passive management — we identify the gap before a claim reveals it.
We analyse the building's electricity, water, and gas consumption data to identify immediate lazy capital in existing utility agreements. Most schemes are on auto-renewed rates that have not been benchmarked against the current commercial market in years. Quick wins identified here often offset management fees within the first quarter.
Any deferred maintenance items or safety hazards overlooked by previous management are identified and triaged by risk severity. Critical WH&S items are escalated immediately. Items requiring capital expenditure are assessed against the Sinking Fund balance and the RUL schedule.
Stage Three
We deliver the finalised Compliance Calendar — a 12-month statutory roadmap that ensures every fire safety inspection, tax deadline, AGM notice, and levy due date is scheduled and cannot be missed. The calendar is loaded into the Digital Vault and visible to the Committee in real time.
We present the results of the Stage Two audits and propose a forensic maintenance schedule based on actual engineering data — not generic contractor recommendations. Every major maintenance item is tied to the RUL schedule and the Sinking Fund forecast, ensuring the plan is financially executable.
We deliver the first "Clearview Standard" financial statement — a transparent, forensic view of every cent in the Administrative and Sinking Funds. This includes the opening audit trail, any discrepancies identified during migration, and the proposed levy strategy for Year 1.
We host a formal Day-90 meeting with the Committee to sign off on the first-year objectives, the Asset Enhancement Strategy, and the forward Sinking Fund forecast. This is the moment the transition protocol concludes and active stewardship begins.
The Precision Handover Strategy
Two methodologies that distinguish a forensic management transition from a standard administrative changeover.
The Error-Correction Protocol
Cleaning the data during migration — not inheriting another manager's mistakes
We achieve a high-performance transition by assuming that the previous records are incomplete. During the first 30 days, we don't just "accept" the old data — we audit it. This protects the Committee from legal and financial risks they may not even know exist.
Found in approximately 40% of incoming schemes. Unenforced by-laws or by-laws not updated following legislative amendments leave the Committee unable to enforce basic conduct standards.
Contractors still appearing on the approved list whose public liability or professional indemnity has lapsed — creating uninsured exposure for the Body Corporate from any incident they cause.
Incorrect contact details, missing lot entitlement figures, or absent records of lot ownership transfers — invalidating levy notices and preventing proper voting entitlement calculation at general meetings.
All identified discrepancies are corrected within Stage One and archived in the Digital Vault with a timestamp. The Committee receives a Migration Accuracy Report at Day 30 confirming the baseline is clean.
The Immediate Value Recovery
Finding savings in the first quarter — before the first full levy cycle
We protect the building's treasury by looking for "Quick Wins" during the 90-day on-boarding period. By conducting forensic audits of utility rates and contractor pricing in Stage Two, we often find enough savings to offset the cost of management fees within the first quarter.
This is the difference between a "Clerk" who just pays the bills and a "Steward" who optimises the building's financial health. Our goal is to ensure that by Day 90, the Committee has a more efficient, safer, and more financially transparent asset than they did on Day 1.
What the Committee Has on Day 90
All scheme records corrected, completed, and archived in the Digital Vault — owners roll, by-laws, insurance, and meeting history.
Independent engineering audit complete with RUL schedule, safety risk triage, and deferred maintenance register.
First Clearview Standard financial statement delivered — every cent in both funds accounted for, with the Year 1 levy strategy confirmed.
Every statutory deadline — fire safety, AGM, tax, levy — scheduled and visible to the Committee in real time via the Digital Vault.
Forensic maintenance schedule, Sinking Fund forecast aligned to engineering data, and a clear capital works priority order signed off by the Committee.
Utility rates benchmarked, contractor fees reviewed, and at least one material saving identified to offset the cost of transition within the first quarter.
Return to the On-Boarding Process Overview
Now that you have reviewed the technical 90-day checklist, return to the On-Boarding Process page to see how we manage the complete transition journey from your current manager to Clearview.