Exception Register — Maintenance reserve
Primary official evidence
Record unresolved items that can change the reserve position or a unit owner’s obligation, such as an extraordinary collection without clear approval, a disputed allocation, an unexplained bank/ledger difference, overdue supplier liability or a changed work scope. Record each unresolved deviation with the affected fact, supporting evidence, consequence and required closure; listing an exception does not cure it.
Key verification points
Compare the current management plan, owners’ decisions or approved budget, unit allocation basis, reserve ledger and available bank/account records. A manager’s verbal figure is not enough to establish the unit’s obligation.
Document and identity reconciliation
Close it only after the governing decision or budget basis, amount, unit allocation and payment/accounting evidence are reconciled and the effect on the relevant unit is clear. Keep the resolution evidence with the exception history.
Timing and change risk
For Exception Register — Maintenance reserve, a maintenance reserve should be reviewed as part of the building-management system: management plan, owners’ resolutions, operating budget, approved projects, bank balance, receivables and supplier obligations. A reserve figure alone does not prove adequacy. Confirm each party’s identity, capacity and the account or authority issuing or receiving the relevant record. Any mismatch between the lease, bank record, management statement or tax file needs documented explanation before reliance.
Decision standard
For Exception Register — Maintenance reserve, a maintenance reserve in a condominium should be tied to a decision, operating budget and identifiable purpose, not presented as an unexplained number in a management spreadsheet. Condominium Law No. 634 regulates owners’ participation in common expenses and advances and links management activity to the management plan, owners’ decisions and operating project. On a unit purchase or management change, the counterparty should therefore confirm not only the claimed reserve balance but also how the amount arose, how much was actually collected and what commitments already attach to it. Record each unresolved deviation with the affected fact, supporting evidence, consequence and required closure; listing an exception does not cure it.
Additional source-grounded detail
For Exception Register — Maintenance reserve, An exception register for the reserve should identify a shortfall, unreconciled collection, unfunded approved project or disputed allocation separately. State the amount or item that is actually evidenced, the source and date, who is responsible for clarification and what document would close the exception. Do not hide a reserve deficit inside a general “site fees” note or net it against unrelated balances without a documented basis. Record each unresolved deviation with the affected fact, supporting evidence, consequence and required closure; listing an exception does not cure it.
Additional source-grounded detail
For Exception Register — Maintenance reserve, The reserve position should be reconstructed from the management plan, owners’ decisions and current budget together with the unit ledger and bank/account evidence. A quoted “reserve amount” is not enough if it cannot be connected to the specific independent unit, the approved purpose and the date of the balance. Separate money already collected from future calls, overdue contributions and planned expenditure that has not yet been paid.