\r\n
\r\n On appointment of company as managing agent, we perform a take-on audit which entails:\r\n
\r\n
\r\n • Deeds search to confirm that correct owners and their details are loaded for levy\r\n billing and communication purposes.\r\n
\r\n
• Validation of sectional tile plans, PQ and levy schedule.
\r\n
\r\n • Levy Budget review, identification of risks and formulation of recommendations.\r\n
\r\n
• Accounting quality assessment from last financial statements to date.
\r\n
\r\n • Confirmation that the adjusting journals and opening balance adjustments agree to\r\n the auditor’s report.\r\n
\r\n
• Assessment of 10 MAP Plan and CSOS compliance.
\r\n
• Assessment of insurance cover.
\r\n
• Assessment of firefighting equipment.
\r\n
• Confirmation of conduct rules lodged with CSOS.
\r\n
\r\n • Assessment of owner arrear levies, credit control procedures, and legal report.\r\n
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• Assessment of compliance to relevant legislation.
\r\n
• Compilation of a report and action log to address identified gaps
\r\n
\r\n • Compilation of a property management control schedule demonstrating required\r\n monthly operational activities to be managed.\r\n
\r\n
\r\n
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• Distribution of monthly levy statements to owners by email
\r\n
• Collection of monthly levies and charges due to CSOS
\r\n
• Credit Control of outstanding levies
\r\n
• Billing of interest on arrears
\r\n
• Soft Collections
\r\n
• Attorney Collections liaison
\r\n
• Liaison with metering companies
\r\n
• Issuing of levy clearance certificates
\r\n
\r\n
\r\n
\r\n • Payment of approved operational and capital expenditure as per the approved budget\r\n and on sign-off in accordance with scheme executive instructions.\r\n
\r\n
\r\n • To open and / or operate a bank account in the name of the community scheme or a\r\n trust account which include current, savings and investment accounts in the name of\r\n the Scheme.\r\n
\r\n
\r\n • To keep books of account and records in accordance with standard accounting\r\n principles.\r\n
\r\n
• Preparing the annual audit file for the appointed auditors.
\r\n
\r\n • Preparing the annual budget and levy schedule for approval by the members at the\r\n AGM.\r\n
\r\n
\r\n • To compile and distribute a monthly management report to scheme executives which\r\n will include an income and expenditure statement detailing actual expenses versus\r\n budgeted expenses, a balance sheet, a debtor and supplier age analysis and any such\r\n supplementary information as the scheme executives may require.\r\n
\r\n
• Invest surplus funds after payment of creditors.
\r\n
\r\n
\r\n
• Managing the owners’ register
\r\n
\r\n • Consulting and providing advice on risk, compliance and governance matters where\r\n required.\r\n
\r\n
\r\n • Preparation and distribution of notices of meetings, agendas and minutes in\r\n respect of executives and owners’ meetings\r\n
\r\n
\r\n • Attending limited scheme executive meetings and the annual Annual General Meeting.\r\n
\r\n
• Attending Special General Meetings on request.
\r\n
• Arrange property valuation in terms of PMR 23(3).
\r\n
• Arrange competitive comprehensive property and fidelity insurance cover.
\r\n
• Submission and management of all insurance claims.
\r\n
\r\n • Maintenance management for common property to arrange quotes, booking contractors\r\n and facilitating approval and payment.\r\n
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• Maintenance of statutory records.
\r\n
• Assisting with queries from management and owners.
\r\n
• Assisting executives with CSOS disputes.
\r\n
\r\n
\r\n
• Managing the owners’ register.
\r\n
• Safekeeping of the governance documents such as the conduct rules.
\r\n
• Issuing clearance and insurance certificates as and when required.
\r\n
• Performing general secretarial duties.
\r\n
\r\n • Recording, preparing and circulating the minutes of the trustee meetings and the\r\n AGM’s.\r\n
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• The preparing and circulation of all correspondence to owners and residents
\r\n
• Safekeeping of the minute books in perpetuity.
\r\n
\r\n • Provision of a legal address domicilium citandi et executandi for the body\r\n corporate.\r\n
\r\n
\r\n • Archiving and safekeeping of all body corporate records, as required by current\r\n legislation.\r\n
\r\n
\r\n
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