Services

Financial Duties

Operation of a Trust account with First National Bank Ltd on behalf of the Body Corporate / H.O.A . (or BC / H.O.A own account).
Investment of surplus funds in an interest bearing bank account in a manner and with an Institution approved by the Trustees / Directors.
Receipting and recording of levies & electricity (including any other charges or income due to the Body Corporate / H.O.A ).
Payment of all accounts payable by the Body Corporate / H.O.A via internet banking, or cheque (on request by prior arrangement). Payment of accounts is subject to sufficient funds being available. Payment of salaries, wages, PAYE, UIF & Workman’s Compensation.
Ensuring that the Body Corporate / H.O.A complies with the applicable Taxation and Labor laws pertaining to staff.

Should the Managing Agent deem it necessary to employ a Labor Consultant, the Trustees / Directors will be advised and on approval from the Trustees / Directors, the costs will be for the account of the Body Corporate / H.O.A .
Assisting Trustees / Directors with the annual estimated Budget prior to the Annual General Meeting in order to determine the monthly levies payable to ensure sufficient income for the Body Corporate / H.O.A .
Keeping full records of the administration including proper books of account in line with normal accounting principles.
Arranging the annual audit of the Body Corporate / H.O.A timeously.
Preparation of monthly income & expenditure.

Attending quarterly Trustees / Directors Meetings on Mondays to Thursdays as agreed in advance, which meetings should start no later than 18h30 and end no later than 2 hours thereafter. Special General Meetings, Extra Trustee / Director meetings, or meetings to be held on Weekends, Public Holidays or evenings before Public Holidays will be charged for at the fee set out in Annexure B. (Contact us for more information regarding Annexure B).
Arranging and attending the Annual General Meeting. Preparing and dispatching the notices as required by the Act and Management Rules.
Advising the Trustees/Directors on procedural matters such as quorums, voting etc. Attending to the proxies, nominations etc.

Dispatching of correspondence to owners or other parties as instructed by the Trustees Directors.
Storing the minute books (Minutes must be provided by the Trustees / Directors to the Managing Agent as per the Act), attendance registers, Conduct Rules, Insurance Policies & all other permanent records of the Body Corporate / H.O.A as prescribed in the Sectional Title Act of 1986 (Amended).
Liaising with Attorneys regarding Clearance Certificates and Registrations.

Assisting and advising Trustees and Members on fair and just “Conduct Rules”.
Ensuring adopted Conduct Rules are registered.
Assisting and advising Trustees and Members in the enforcement of the registered conduct rules of the Body Corporate.

Assisting the Body Corporate / H.O.A in determining replacement values of improvements for insurance purposes and arranging for valuations where necessary, together with the appointed Insurance Broker of the Body Corporate / H.O.A.
Arranging for the adequate insurance of buildings and improvements and any other Insurance the Body Corporate / H.O.A may require in consultation with the appointed Broker of the Body Corporate or H.O.A.

Ensuring Trustees and Members comply with the regulations laid down in the Sectional Titles Act.
Advising owners of their rights and obligations in the concept of co-ownership.
To make available to owners and other interested parties, e.g. prospective purchasers or investors, all records, rules etc, as and when required, which is charged for as set out in the Fee Structure.
We take swift action in respect of arrear levies and enforcement of the rules of the Body Corporate and accurate forecasts are given to the trustees to assist with the budgeting of the levy fund.

Assisting and advising the Trustees / Directors on the maintenance of the Common Property.
Advising the Body Corporate / H.O.A of: Professional persons, firms or other organizations for the drawing up of specifications for maintenance work to be done on the common Property.
Outside contractors to do work or perform services.

Electricity, water and rates and taxes queries with council.
Registration of Conduct rules and Articles.
Levy funding.
Meeting and liaising with Reliable and registered contractors on site if required.
Trustee / Director Training.