In the monthly fee.
The whole job, written down. If it isn’t on this page, nobody gets surprised by it later.
Money in, money out
- Your scheme’s own bank account and internet banking, once the trustees pass the resolutions
- Savings, current or investment accounts opened when the scheme needs them
- Every account and expense checked and paid, monthly
- Salaries, wages, PAYE, UIF and Workmen’s Compensation paid, when we’re appointed public officer
- Monthly levy and utility statements to every owner
- Interest on arrears, under the trustees’ credit policy
- Arrears collected, with costs recovered from the owner in arrears once the scheme is paid
- Specialist attorneys through Zenteq when a matter turns legal
- Debit order collections, VAT returns and the scheme’s tax returns
- Surplus funds invested, cashflow managed
Budget and books
- The annual estimate of income and expenditure, and levies set with the trustees
- Budget against actual, reported every quarter
- Proper books, kept to generally accepted accounting principles
- The annual audit arranged, and audited statements sent to every member
- Clearance figures to the conveyancer and the levy clearance certificate on every transfer, paid by the seller
Insurance
- Buildings insured, with replacement values set alongside the trustees
- Valuations arranged each year, when the trustees ask
- Premiums paid, by debit order if you prefer
- Every claim processed and submitted to your broker
Meetings
- One AGM a year, attended and minuted
- Three trustee meetings a year, up to two hours each, in person or on Zoom, Teams or a call
- Notices, agendas, proxies and nomination forms drafted with the trustees and sent out
- Venues arranged when you need one
- Minutes kept and sent to everyone entitled to them
Records and rules
- Minute books, registers, sectional plans, rules, policies and every permanent record
- Guidance on the Sectional Titles Act or your constitution: quorums, proxies, resolutions and voting
- Conduct and management rules enforced when the trustees ask
- Letters to owners on applications and complaints
- Every owner told who the new trustees are after the AGM
- Staff contracts in line with labour law
- Rules and audited financials for owners and buyers who ask
Repairs and the estate
- Contractor quotes for work on common property, for the trustees to decide
- Caretakers and estate managers guided on maintenance under the Act
- Service providers managed, from security and electrical to water, refuse and sewage
- Contractors held to the environmental standards and rules the trustees set
- Consents to transfer and occupation procedures handled
Charged separately
R350 an hour, ex VAT, or part of an hour. Travel and staff registrations are passed on as they’re charged.
- Meetings beyond the one AGM and three trustee meetings a year, including special general meetings
- Disputes taken to the Community Schemes Ombud Service
- Meeting land surveyors on sectional plan irregularities
- Meeting insurance assessors on an extraordinary claim
- Staff disciplinary hearings and dealings with the bargaining council, with a qualified professional
- Travel, when the scheme is outside our local municipal area
- Registering staff with UIF, the bargaining council and similar bodies, through an independent bookkeeping firm