Maintenance and repairs
- Meeting coordination and minute-taking
- Insurance management and assistance with insurance matters
- Contractor management, Coordination of maintenance and repairs
- Efficient communication with owners and trustees
- Streamlined record-keeping and document management.
We have a network of reliable contractors to handle repairs and maintenance requests promptly and efficiently – for communal property but available for individual owners as well.
- 10-Year Maintenance and Replacement Plan -compiling
- Vendor selection and oversight
- Maintenance scheduling and coordination
No need for insurance headaches. We work with various insurance brokers who are well yacquainted with Sectional Title Act prescriptions and requirements.
Work methodology:
- Accounting models and reporting models were developed for keeping record of transactions and easy and accurate reporting to trustees and at year-end to the owners. Accounting records are kept on the accrual-based method.
- Input is given on a continual basis to and used by SAICA for the development of standard requirements for the Annual Financial Statements.
- Standard spreadsheets were developed for drafting accurate annual budgets and 10-Year-Maintenance -and-Replacement-Plans as prescribed by the Act and regulations. These spreadsheets are regularly improved as they are used and the need arises. The budget makes use of various sources of information, for example historic information, national trends, where possible expectations are calculated, or based on information from suppliers and quotations as well as contracts with suppliers and the ultimate: input of the trustees.
- Note: we prefer to CALCULATE rather than GUESS.
- The predicted results from the budget is fed into the accounting program and a report compare the actual results with the predicted figures and calculates deviations from the budget. A short monthly report from the managing agent highlighting the major reasons for the main differences and suggestions to rectify any problem, if possible.
- The Maintenance-Plan not only calculates the total provision to be made for each of the next 10 years, but also gives answers to all the requirements of the act under the Management Rules (#22) to the owner on the various major maintenance items. This plan is annually updated and improved. Here track is kept of al the provisions and expenditure on the various major maintenance or replacement items on the one hand and on the other hand to balance it with an investment account for cash reserves. (Each body corporate has its own current bank and investment account. These accounts are never intermingled with the bank accounts of the agency). The Trustees may have viewing rights and have full control over the finances of the body corporate and must pre-authorize all expenses and payments.
Secretarial:
- Attend to owner and trustee enquiries
- See to rule changes and registration
- Keep register of rule violations as per owner
- Take minutes and report to owners/trustees
- Compile notice and agendas for meetings and distribute
Safe keeping:
- Minute books
- Building and complex plans
- Register of owners
- Expense vouchers, bank statements, etc.
- Insurance policy, contracts with suppliers, etc.
Meetings & Recordkeeping:
- Attend and organize four (4) trustees’ meetings per year and the Annual General Meeting
- Preparation and distribution of notices of meetings, with agendas and previous meeting minutes.
Buildings:
- Liaise with trustees and/or caretaker on Maintenance Plan
- Enforce rules regarding maintenance and changes to complex. See to the issuance of “hot-work” permits by the caretaker and signing off of projects according to approved plans.
- Assisting with the procurement process for maintaining the buildings.
- Assisting with the drafting and implementation of the service level agreements with the caretaker and/or contractors.
Rules:
- Sectional Title and Homeowners’ Association management – interpretation and advise on rules. (Registered rules and/or Rule and Regulations from the Act.)
Communication:
- Attend to matters raised by owners and trustees and communicate
- Attend to enquiries from attorneys, banks and other
- Communicate with owners and tenants via circulars, notices or Newsletters after meetings and other important matters
Legal Support
Staying compliant with complex regulations can be a challenge. We take care of the legalities, giving you peace of mind. This is necessary for supplying CSOS with the quarterly and annual returns but also for complaints about residents of handling complaints from residents.
- Adherence to sectional title regulations
- Compliance with governing laws and regulations