BASIC CONTRACTED SERVICES
Exercise and support the functions of the Trustees in respect of the management and administration of the Scheme in terms of the requirements of the Sectional Title Act and other Statutory requirements.
LEVY ADMINISTRATION AND BASIC MANAGEMENT
- Keep full records of this administration.
- Collect all levy contributions
Verify all accounts, statements and invoices received for payment, and effect payment. - Payment in respect of building insurance, municipal accounts and all management fees.
- Manage the bank account for levies
Maintain proper accounting books and records. - Submit the necessary returns and payments to all statutory authorities,
prepare regular cash flow analyses, reports, and interim financial statements. - Assist with budgets, income and expenditure estimates.
- Arrange the annual audit.
- Pay the wages of all employees.
- When requested, obtain quotations for all repairs and maintenance to the Common Property.
- Advise on Sectional Title Management Rules and Conduct Rules.
- Attend to enquiries and complaints of Owners.
- Prepare and Convene the Annual General Meeting.
- Provide general secretarial services regarding Trustee meetings and the AGM.
- Facilitate attorney and other legal services
INSURANCE AND REPAIR SERVICES
(Included in Levy Admin & Basic Management Cost)
- Obtain valuations of the communal property for insurance purposes.
- Arrange for adequate insurances as may be required by the Act and Management Rules.
- Conduct all insurance claims on communal property in respect of such policies.
- Attend to repairs on the communal property for insurance.
ELECTRICITY ADMINISTRATION (CONVENTIONAL)
(At a minimal extra cost)
- Monthly Meter readings.
- Prepare and distribute electricity statements /invoices.
- Obtain deposits from each consumer.
- Administer the bank account.
- Collection of arrears from consumers.
- Terminate services to defaulters.
- Validating and Payment of the City Council account.
- Liaise with City Council re electrical supply.
PRE-PAID ELECTRICITY
(No cost to the Body Corporate)
- Provide conventional or prepaid metering equipment to users in a scheme or estate.
- Provide and maintain equipment and software to support the supply of Pre-Paid electricity.
CLIENT INFORMATION ON THE WEBSITE
Uploading and making available all relevant BC/HOA information and documents on secure private pages on Kibo website from the take-over date onwards.
EXTENDED SERVICES
MANAGEMENT POLICY DEVELOPMENT
Free Proforma Documents (Further Consultation Per Special Agreement)
- Provide a Proforma Management Policy framework.
- Advise on choice of management Model.
- Consult on or supervise the structuring of a Management Policy specific to client needs.
- Verify Policy against other legal constraints. Do final write up of Management Policy.
- Oversee and control the execution of instructions.
FINANCIAL POLICY DEVELOPMENT
Free Proforma Documents (Further Consultation Per Special Agreement)
- Provide a Proforma Financial Policy framework.
- Consult on or supervise the structuring of a Financial Policy specific to the client.
- Verify Policy against other legal constraints. Do final write up of Financial Policy.
- Formulate and describe specific instructions to administrators in terms of Financial Policy.
- Oversee and control the execution of instructions.
MAINTENANCE POLICY DEVELOPMENT
Free Proforma Documents (Further Consultation Per Special Agreement)
- Provide a proforma Maintenance Policy framework.
- Consult on or supervise the structuring of a Maintenance Policy specific to the client.
- Verify Policy against other engineering, guarantee or legal constraints.
- Do or supervise final write up of Maintenance Policy.
- Formulate and describe specific instructions in terms of Maintenance Policy.
- Oversee and control the execution of instructions
7-YEAR BUDGET AND MAINTENANCE PLAN
- Assist with the Drawing up of 7 yr maintenance and budget plan with monthly reviews.
- Establishing operational, planned maintenance and contingency budget with 7-year simulations.
MAINTENANCE PLANNING
- Consult on or supervise structuring of maintenance elements into maintenance tasks.
- Organise maintenance tasks in a timeline Maintenance plan.
- Add cost elements to maintenance tasks.
- Re-iterate Maintenance Plan against Financial Policy, Maintenance Policy and Configuration Plan and budget.
MAINTENANCE MANAGEMENT (Special Agreement)
- Provide managing, supervisory, executive services regarding the application of the Maintenance policy, Maintenance plan and updating of the Configuration plan.
CONFIGURATION LIFE CYCLE INFORMATION POOL (Special Agreement)
- Consult on Configuration Structures guidelines as per Maintenance Policy.
- Consult on or draw up Configuration Plan framework.
- Draw up, supervise or assist with compiling Configuration Structures.
- Formulate and describe specific maintenance instructions in terms of Configuration.
- Monitor Property configuration and maintain Configuration Information.
- Consult on or supervise consolidation of Configuration information into maintenance elements and plans.
CARETAKING SERVICES (Special Agreement)
- If applicable, Caretaking services run in conjunction with and is subject to the Maintenance policy, Configuration and Maintenance plans.
- Provide supervisory, inspection and handyman repair services.
OTHER SERVICES
LEGAL SERVICES AND CONSULTING
- Facilitate legal consulting services to help with Compilation and registration of Management Rules, Conduct Rules, Association’s Constitutions and Statutes, Title deed searches and advice on Exclusive Use Areas and registration.
RENTAL ADMINISTRATION
(Per Agreement With Individual Owners)
- Computerised administration of owner’s, units’ and tenant details and all repairs and maintenance records with total transparent web site reporting in conjunction with the Body Corporate’s maintenance plans.
PAYROLL AND LABOUR RELATIONS SERVICES
- All aspects of payroll administration and Statutory compliance.
- Employment contracts and Codes of Conduct.
- Disciplinary Procedures and hearings.
- Written warnings.
- Retrenchment processes