A full-service appointment will commonly include:
FINANCIAL MANAGEMENT
- Levy billing and payment allocation
- Arrears monitoring and authorised collection processes
- Supplier payments and accounting records
- Budgets, financial reporting and audit preparation
- Reserve-fund oversight
TRUSTEE AND GOVERNANCE SUPPORT
- Preparing and recording trustee resolutions
- Supporting compliant decision-making
- Maintaining governance records
- Tracking approved actions
- Assisting with the application of scheme rules
MEETINGS AND RECORDS
- Preparing notices, agendas and meeting packs
- Coordinating annual and special general meetings
- Taking minutes and recording resolutions
- Maintaining meeting and body corporate records
MAINTENANCE AND INSURANCE
- Logging and tracking maintenance matters
- Obtaining quotations and coordinating contractors
- Assisting with planned maintenance
- Supporting insurance renewals and claims administration
OWNER COMMUNICATION
- Issuing statements, notices and updates
- Responding to routine owner queries
- Communicating trustee decisions clearly
- Keeping owners appropriately informed
STATUTORY ADMINISTRATION
The managing agent may also assist with administrative requirements involving the Community Schemes Ombud Service, annual financial statements, audits, SARS, insurance and other scheme records.
The regulations broadly describe scheme management services as financial, secretarial, administrative or other services relating to the administration of a scheme.
WHAT SHOULD TRUSTEES EXPECT?
A good managing agent should provide:
- Clear financial reporting
- Responsive communication
- Proper record-keeping
- Practical trustee support
- Defined responsibilities
- Consistent follow-through
- Respect for trustee authority
The aim is not to remove trustees from the process, but to give them better information and more time to focus on oversight and decision-making.
WHY THE MANAGEMENT AGREEMENT MATTERS
The management agreement should clearly define:
- The services included
- Additional fees
- The managing agent’s authority
- Reporting and meeting responsibilities
- Maintenance and payment procedures
- The duration and termination of the appointment
- The handover process
A clear agreement helps both parties understand what is expected and provides a basis for assessing whether the service is being delivered.
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