We have extensive experience managing all types of community schemes, including Sectional Title, Shareblock and Home Owner Associations. The strength of our organization and the large size of our client base make it possible for us to obtain the very best from a variety of service providers at competitive prices.
Operation of a current bank account and savings accounts on behalf of the Body Corporate/HOA.
Collection of normal and CSOS levies and any other income due to the Body Corporate. Monthly statements are presented.
Verification and payment of all accounts payable by the Body Corporate/HOA including Unemployment Insurance Fund, Workmen’s Compensation and Regional Services levies, Municipal accounts, insurance premiums and maintenance and repairs.
Preparation of clearance certificates.
Capturing of the books to trial balance and the liaison with auditors to prepare annual financial statements
Keeping records of the administration including proper books of account (computerized).
Keeping complete records of levy statements of each owner.
Preparation of an annual estimate of income and expenditure for submission to the Board of Trustees and the Body Corporate/HOA for approval and the determination of monthly levies.
Periodic review of the estimate of expenditure.
Arranging the annual audit with the auditor of the Body Corporate/HOA and on completion, submission of the audited statements to the members of the Body Corporate/HOA.
Attending to all correspondence on behalf of the Body Corporate/HOA including letters and notices to occupants.
Storing the minute books, attendance registers, the register of sectional bondholders, sectional plans, rules, insurance policies and all other permanent records of the Body Corporate/HOA.
Assisting and advising the Board of Trustees on the enforcement of the rules adopted by the Body Corporate/HOA, on specific instructions from the Body Corporate/HOA.
Registration with the Community Schemes Ombud Service (CSOS)
Ensuring that the schemes are registered with SARS
Arranging the Annual General Meeting (one per year) and by arrangement, quarterly meetings of the Board of Trustees.
Attending quarterly Trustee meetings by agreement, but not exceeding two hours in duration.
Keeping and submitting minutes of all meetings to the Trustees and the members of the Body Corporate/HOA.
Assisting and advising the Board of Trustees on procedural matters such as general meetings, special general meetings, quorums, proxies, resolutions, voting rights, etc
Attending to proxies, nominations, agendas, etc.
Quality control is one of the primary areas that contractors are evaluated on. Quality control inspectors can be appointed for all projects as requested by the board of trustees.
Weekly quality control reports can be presented to the board of trustees during major projects.
Three different caretaker or maintenance manager options are available.
Daily:
Management of a maintenance manager appointed by the trustees and who’s duties will entail the supervision of contractors, garden services, maintenance workers and security guards for a couple of hours each day. The flexi maintenance manager will also perform regular site inspections and report any defaults to the managing agent. He will operate on a flexi-time basis and it is ideal for developments with a tight budget.
Weekly:
Management of a weekly part-time maintenance manager for smaller developments with regular maintenance, security, cleaning and pool care responsibilities and where a full time manager would not be cost effective.
Monthly:
Management of a dedicated maintenance manager who performs monthly site visits for standard maintenance issues like lights, drains, gutters and downpipe cleaning.
Liaison with maintenance and building contractors.
Prepare a 10 year maintenance programs based on Trustees requirements.
Maintaining a panel of qualified contractors in all sectors and levels of maintenance and painting.
We regularly have to deal with conflict between owners, lessees, residents and their guests. The experience we have gained in dealing with such situations now enables us to resolve conflicts quickly and efficiently.
Sectional Title and Home Owners Association disputes by nature are disputes between owners of communally owned property. Rule 71 of the prescribed Management Rules prescribes that these disputes, including disputes related to outstanding levies, should be resolved by way of private arbitration, and affordable, cost effective and quick dispute resolution process.
We have succeeded in resolving several serious and long standing disputes by introducing a managed mediator and arbitration process developed by Equillor, with the support and advice of NAMA.
This process encourages early settlement through the use of a two phased and very cost- and time effective arbitration process.
With this process expensive and long drawn out court proceedings can be successfully avoided and a further benefit is the fact that the relationship between the opposing parties can often be restored.