Our Services Include -

The administration of Body Corporate’s, Homeowners Associations and Road Closure Associations

ACCOUNTING

We make use of BCMtrac as our accounting. This allows for the following services to be provide in terms of account

A. The issuing of monthly management accounts to the committees including balance sheets, income statements, budget comparisons, supplier and levy collection age analysis and recons. The collection of levies, as well as any arrears per the Associations collection policy and the follow up of any legal action

B. Management of the association’s bank account as we do not run consolidated Trust accounts. We will assist new clients in opening bank accounts which we will be co-signatories on which will allow us to administrate and facilitate payment of accounts. All payments are done electronically and these are performed by one of our senior staff with permissions or authorisations granted from the respective committees or finance Trustee/Director

C. Payment of all creditors and wages along with the preparation of payment requests to be signed off

D. Preparation and arrangement of all accounts to be submitted to the appointed Auditor of the committee’s choice and following up on queries related to such.

E. Preparation and presentation of payroll reports and payslips for the Association as required

F. Attending to and dispatching of all returns such as PAYE, UIF, and Workman’s Compensation and insuring timeous submission

INSURANCE

Attending to all matters relating to the Associations insurance policy

A. Facilitation of claims and Completion of claim forms

B. Liaising with the brokers and making sure that compulsory valuations per the Sectional Titles Act are adhered to every 3 years

C. Annual Renewal review and price comparisons sort for our clients

D. Insuring that the Associations has adequate cover in terms of Liability, Fidelity and any other Additional Cover as required by the Associations

SECRETARIAL

Arranging and attending to the Annual and Special General Meetings per the requirements of the Association.

A. Minute taking and the distribution of minutes for such meetings and voice recording when required.

B. Attendance of Association meetings, including preparation and dispatch of letters, agendas, notices and circulars for the Association

C. Preparing and issuing of clearance certificates

D. Sectional Title and Homeowners Association advise

E. Maintenance and storage of statutory and permanent records including all supplier invoices, bank statements and levy rolls

F. Preparing and dispatching notices as required under the various Acts, Regulations and Rules

ON-SITE MAINTENANCE AND ADMINISTRATION

Our Portfolio Managers are on-site to inspect your Associations premises and report weekly on any maintenance and administration issues that need to be attended to.

A. We have built up an excellent working relationship with various reliable and respectable contractors

B. We assist in the engagement of contractors when requested to do so and assist Associations in negotiating costs with contractors. We will provide 3 quotations for maintenance work upon request by the Committees

C. The day to day maintenance is to be reported to us in order to action the relevant maintenance contractors. (A list of contractors can be provided on request)

D. We provide meter reading services which include, readings, photos, the calculation thereof according council rates

E. We assist with Municipal issues such as reporting faults, estimation of billings and assisting with account queries and disputes with the council

F. Periodic review of estimates of expenditure and maintaining a 10 year schedule of maintenance and repairs

GENERAL

Our Company also keeps Minutes Books, Attendance registers, Registar of Section Bond Holders, Sectional Title Plans, and related documentation, Conduct Rules, MOI, Insurance Policies and all other permanent record of the Associations.

WE ARE A HANDS ON TEAM.
WE PRIDE OURSELVES IN VISITING OUR SITES REGULARLY AND DRAWING UP MAINTENANCE AND OPERATION REPORTS TO BEST SUITE THE ASSOCIATIONS NEEDS

IF YOUR ASSOCIATION IS NOT RECEIVING THE SERVICES YOU REQUIRE, WE ARE HERE TO HELP!