Sectional Title Management Duties

Earth Zone Properties has extensive experience in managing new schemes from developers. We have extensive knowledge on procedures of forming a body corporate, setting up service providers, snag lists, guarantees from developer and compiling of budgets.

DUTIES

• Attending to any emergency maintenance i.e.: burst geyser, plumbing, fence, gate &electrical.
• Obtaining of quotes requested by the Trustees
• Payments of monthly accounts i.e.: gardens, security, COJ, readings.
• Daily payments of invoices submitted, 2x approvals required.
• Request & follow-up on readings to prepare for levy run.
• Capturing of levies + any additional charges i.e.: insurance excess, maintenance, legal fees, warning letters & reminder fees.
• Sending out of levies by not later than the 25th
• Attending to e-mails on any queries on the levies.
• Reminder letters sent out on the 8th of the month to all owners in arrears.
• Follow up on the 13th on arrears payments.
• Preparing of the financial pack for the Trustees:
  • Monthly trial balance
  • Cash book
  • Age Analysis
  • Budget versus actual
• Update on units handed over for legal action.
• Hand-over of arrears to attorneys
• Submitting of insurance claims.
• Advising trustees & owners on what is covered by insurance, what maintenance is for owner’s account.
• Submit the financial documents to the Auditors at year end for them to prepare the audited Financial statements.
• Once we receive the draft financials, our Director prepares a proposed budget for the trustees’ perusal.
• Assist the Chairman with the trustees report.
• Compile all documents for the AGM.
• Send notice of AGM to all owners.
• Ensure we have a quorum for the AGM.
• Facilitate the AGM.
• Minutes of meeting distributed after the AGM.
• Arranging and attending Trustees meetings.
• Minutes of Trustees meeting to be typed and kept on record.
• New complex: Assist the developer with budget and documents needed when complex is registered.
• Arranging refuse bins before occupation.
• Attend the handover to owners from developer, giving owners a welcome pack which includes the basic conduct rules which is binding until the owners/trustees compile specific rules for the complex.
• Arranging the Inaugural meeting.
• Facilitate the Trustees meeting.
• Assist with the common area snag list.
• Appoint consultant to open the COJ water, electricity & sewerage bill.
• Opening of a bank account in the name of the BC.