Community Scheme Management
WE OFFER BESPOKE MANAGEMENT SOLUTIONS FOR
SECTIONAL TITLE (BC) AND FREEHOLD (HOA) COMMUNITY SCHEMES
TO SUIT YOUR MANAGEMENT REQUIREMENTS
SILVER
Financial
Management
GOLD
Financial and Operational Management with Exemptions
PLATINUM
Financial and Operational Management
DIAMOND
Executive
Management
Our CSM administrators: Roles and Responsibilities
Options are subject to the above mentioned chosen packages.
FINANCIAL MANAGEMENT
Levies Collections
- Billing
- Collections
- Debt Collections
- Daily Recon
- Debit Orders
- Clearance Transfers
- Arrears Handover
- Meter Reading (Third Party)
Accounting Management
- Yearly Budget (Including 1 Budget Meeting)
- Debtor Management
- Creditor Payments and Management
- Monthly Financial Reporting
- Audit File Preparation
- Managing of Trust Account
- Managing of Municipal Accounts
- Cash Management
Systems
- Trustee Portal
- Owners Portal
- Client Hub
- Training
- Website for Scheme
ADMINISTRATIVE MANAGEMENT
Meetings
- Trustee Meeting
- Annual General Meeting with Minutes
- Special General Meeting with Minutes
- Distribution of Minutes and Agendas
General
- Sending Owner Correspondence
- Sending Welcome Packs
- Sending Fines and Warnings
- Planner for Scheme
- Managing of Rules
- CSOS Registrations
- Managing Owner Information
Human Resources
- Payroll
- Statutory Returns
- Contracts
- CCMA
- Hearings
- Leave and Overtime Forms
- Information Officer
- Distribution of Pay Slips
- Statutory Registration
PHYSICAL MANAGEMENT
Maintenance
- Quotes form Service Providers
- Manage Bookings
- Job Card Sign Offs
- Draw-up Scope of Work
- Site Inspections on Request
- Arranging Gate Access
Insurance and Compliance
- Submitting Claims
- Claim Management
- Annual Renewals
- Replacement Valuations
- Arranging of Fire Certificate
- Risk Assessments
- COC's
General
- Diagrams and Plans
- Managing Service Level Agreements
Advice
- Advice regarding STSM Act
- Advice regarding CSOS Cases
- CSOS Disputes
Transparency through monthly reporting
At RE/MAX Town and Country we pride ourselves on complete transparency. Therefore, the scheme executives receive a holistic business report by the 15th day of every month. An example of our standard monthly business report is attached to this proposal for your reference.
The below list of information is what the detailed business report may include.
- Planner and Compliance of Scheme
- Finances
- Cash Movement
- Actual vs Budget (Current and Reserve Fund)
- Balance Sheet
- Outstanding Debtors
- Outstanding Creditors
- Utility Recoveries
- Cashbook Allocations
- Transfers Currently in Progress
- Warning and Penalties Sent
- Jobs Completed and Jobs Status on pending Jobs
- Payments Authorizations and Checks done
- Levy Roll
- Trail Balance
ARREARS AND INTEREST
As RE/MAX Town and Country is a registered Debt Collector, the following process will be followed
- Levy invoices and statements are sent out on the 23rd day of each month.
- All owners should ensure that their levies are paid on time, before the 1st day of the month.
- If a owner’s payment does not reflect in the bank account of the Community Scheme before the 7th day of the month, the owner is deemed in arrears, and 2% compounded interest will be charged monthly onto the owner account as a penalty for late or non-payment in terms of PMR 21(3)(c) of the STSMA.
- If a owner s payment does not reflect in the bank account of the community scheme before the 8th day of the month the owner will be handed over to the debt collection department whereby all fees applicable will be charged to the owner account as a penalty for non-and late payment in terms of PMR 21(3)(c) of the STSMA.
- If owner's payment does not reflect in the bank account of the community scheme on the 14th day of the month the owner will receive a letter of demand as a final notice and warning in terms of PMR 25(2) of the STSMA. The cost of the drafting and delivery of the letter of demand will be for the owner's account charged in accordance with the debt collections board.
- All debt collection fees and services will be charged to the owner’s account until the 3rd day of the following month (account being 30 days in arrears), whereby if no payment arrangement or final settlement of the account is received the owner will be handed over to the appointed attorney firm. All necessary legal action will be implemented to obtain all current and total outstanding funds.
- All legal costs (including attorney handover fee, interest, and penalties) will be for the account of the owner and must be paid in full by the owner as set out in PMR 25(4) of the STSMA. These legal costs, interest and penalties will be added to the owner’s account and will be recovered by the community scheme through a payment arrangement or on full and final settlement of the outstanding account.
- If an owner is unable to honor payment for whatever reason, such reason should be communicated to the Accounts Assistant of the scheme. This email is then sent to the scheme executive for their review and further instruction.
PMR = Prescribed Management Rule STSMA = Sectional Titles Schemes Management Act 8 of 2011
How does the Community Scheme benefit from this service?
- All interest on debt collection fees is paid to the Scheme
- The Scheme enjoys the benefit of interest accrued, and the owner is held responsible for non-payment
- A responsible mindset is created amongst owners, in the sense of paying owners seeing results as action is taken against non-paying owners
All Debt collection Fees and services are charged to the levy account of the responsible owner and will remain in place until the 3rd of the following month (30 days in arrears) Should no resolution have been forthcoming by the 3rd of the following month (30 days in arrears) the owner will be handed over for litigation as set out in the arrears and interest process.
Insurance
Our highly efficient insurance administration department ensures timeous claims submission, also managing communication between the insured, the broker, and the service provider.
We also assist with annual renewals of insurance policies and comparative market-related quotations.
Banking
Each community has it’s own trust account which is created in the name of the scheme managed by RE/MAX Town and Country. All income and expenses are linked to the relevant subject scheme.
The main benefit of this account is that no administration is required from the scheme executives to open the account.
This trust account is opened in accordance with Section 32(2) of the Property Practitioners Act.
OUR SYSTEM
We have market leading and advanced property management software. This system was developed as an intelligent property managing ecosystem that enables us and the scheme executives to work transparently and efficiently through cutting-edge technology.
Complete Transparency – scheme executives and owners have direct access to their own portal.
Ultimate Convenience – WeconnectU’s cloud-based portal gives scheme executives real-time, fingertip access to everything relevant to their community, anywhere, anytime.
Complete Piece-of-Mind – scheme executives and owners can experience the peace-of-mind that their property managers are using the most advance and transparent platform available to successfully manage their community. We help ensure greater compliance.
Overview document of our system is attached to the quote.
ADDITIONAL BENEFITS
Digital Documentation
Video
Consultations
Tech Savvy
Property Health Check
Webinars and E-Learning
Market
Knowledge
Global Strength
Quality
Assurance
Hands-On
Attention
Commitment and
Accountability
I’m Interested In:
Please feel free to contact us:
010 010 0056
info@remax-townandcountry.co.za
REQUEST A QUOTE
BACK TO MENU
Each Office Independently Owned and Operated