ECCLESIATE MANAGEMENT cc is our division which administers properties on behalf of :- 

  • RENTAL POOLS.
  • FRACTIONAL TITLE OWNED PROPERTIES.
  • SHARE BLOCK BUILDINGS
  • GROUP HOUSING SCHEMES

Our services include:-

FINANCIAL / ADMINISTRATION

  • Operation of a current and/or savings accounts with a Bank or Financial Institution              
  • Assisting the Board of Trustees in the determination of replacement values of improvements for insurance purposes and arranging for valuations where required.
  • Arranging for the insurance of buildings and improvements and any other insurance the Board of Trustees may require
  • Assist in the processing of insurance claims on behalf of the Board of Trustees in regard to the common property
  • Assisting and advising the Board of Trustees on the enforcement of the rules adopted by the Board of Trustees, on specific instruction from the Board of Trustees.
  • Assisting and advising the Board of Trustees on the maintenance of the common property.
  • Negotiating on behalf of the Board of Trustees with:
    • professional persons, firms or other organizations for the drawing up of specifications for maintenance work to be done on the common property excluding improvements and,
    • Outside contractors to do work or perform services excluding work on capital improvements.
  • The collection / receipt of levies and / or other income due to the Board of Trustees as advised by the Trustees. Including the collection of lights/water amounts from each unit for usage. Meter readings will be done by an independent meter reading company and accounts sent out by Ecclesiate. Issuing computer statements for levy, electricity and water and all other services on a monthly basis.
  • Verification and payment from available funds of all accounts payable by the Board of Trustees. Payment of salaries, wages, PAYE, Unemployment Insurance Fund, Workmen's Compensation and Regional  Services Levies on the dates and in the manner determined by the Managing Agent
  • Attending to the collection of arrears on instruction from the Board of Trustees.
  • Reviewing of arrear debtors on the 7th and the 14th of each month. Where payment is not received and on instruction from the Trustees/Owners, accounts are handed over for collection and exercising reasonable credit control, being the work involved in the collection of arrear levies up to the point of commencement of litigation
  • Preparation of monthly arrear reports and submission if required to the Board of Trustees.
  • Attending the Annual General Meeting of the Board of Trustees.
  • Additional assistance effecting recovery of arrears, following commencement of litigation
  • Arranging for annual inspection of fire equipment and servicing of the same.
  • With the support of the Trustees/Owners, ensure that the day to day operation of the building runs satisfactorily
  • Each complex is assigned a Portfolio Manager that will deal with problems or queries that arise. 

SECRETARIAL

  • Arranging and taking minutes of the Annual General Meeting by arrangement with the Board of Trustees.
  • Attending quarterly Trustee Meetings by arrangement, but not exceeding two hours in duration.
  • Storing the minute books, attendance registers, the register of sectional bondholders, sectional plans, rules, house rules, insurance policies and all other permanent records of the Board of Trustees
  • Assisting and advising the Board of Trustees on procedural matters such as general meetings, special general meetings, quorums, proxies, resolutions, voting rights, etc.
  • Attending to proxies, nominations, agendas, etc.
  • Preparing and dispatching notices.
  • Records shall be kept in accordance with generally accepted practice.
  • The preparation of annual estimate of income and expenditure for submission to the Board of Trustees for approval and the determination of monthly levies.
  • Periodic review of the estimate of expenditure.
  • Keeping full records of the administration including proper books of account in terms of normal accounting principles.
  • Preparation of monthly-un-audited income and expenditure accounts and balance sheets on a cash basis and submission if required to the Board of Trustees.
  • Arranging the annual audit with the auditor of the Board of Trustees and on completion, submission of the audited statements to the members of the Board of Trustees
  • To play a supportive role in all legal matters, or disputes involving the trustees/owners, Board of Trustees and the complex.
  • Undertake individual management and rental collection of units within the managed complex
    • Prepare leases (charged to tenants or owners)
    • Negotiate Clearance Certificates with attorneys.
    • Schedule Insurance Replacement Values
    • Prepare circulars, notices etc
    • Compile Certified Valuations

REMUNERATION OF SERVICES RENDERED.

This shall be paid by the Board of Trustees of the building or Share block Company building or Group Housing Scheme for the services listed under the requirements above, a minimum fee as  under mentioned (Subject to change and negotiation) :-

 

A basic minimum charge per building of R150.00 per month

plus a charge of :-

R50.00 per month per unit.(ex vat) i.e. A complex of 10 units Basic Charge R150.00 + 10 units @ R50.00 each = R 650.00 (ex vat) Which includes all the services listed above that are not specifically charged as optional services.

 

Charges for Lights & Water Meter Readings will be charged to the individual units as will the provision and posting of individual accounts to unit owners. 

 

OPTIONAL SERVICES

Ecclesiate shall be entitled but are not obliged; to make charges for the following additional service fees for optional services rendered as under mentioned. (Charges will be made by arrangement with the trustees.)

 

(A)           On a time and travelling basis as specified below:

  • Recruitment and dismissal of Staff       
  • Negotiations of contracts and quotations
  • Attendances of meetings with attorneys etc.
  • Set up of a new scheme

 

(B)        On a time basis as specified below

  • Drafting of circulars, newsletters, house rules, minutes, etc.
  • Drafting reports of a non-standard nature e.g. trustees report.
  • Preparation of adjustment account.
  • Perusal of rules by request
  • Typing

 

(C)        By negotiation:

  • Preparation of annual financial statements ready for audit
  • Preparation of budget variance analyses.

Time based fees shall be calculated as follows: -

  • Principal              R250.00 per hr or part thereof
  • Senior Official      R180.00 per hr or part thereof
  • Junior Official      R135.00 per hr or part thereof

Travelling shall be based on  AA Rates per kilometre.

 D.            MISCELLANEOUS FEES AND COMMISSIONS

Party Responsible for payment hereof in italics

  • Postage and Stationary.
    • Minimum of R25.00 per month - Board of Trustees
  • Photocopying (per copy)
    • R1. 05c - Requesting Party
  • Raising and collecting special levies
    • R18.50  - Individual Unit Owners
  • Preparation and issue of copies of rules
    • Minimum of R35.00 per copy - Individual Owners / Requesting Party
  • Preparation and issue of plans
    • Minimum of R75.00 per copy - Requesting Party
  • Attending to Insurance, Unemployment Insurance Fund and Workmen's compensation claims
    • On a Time Basis - Board of Trustees
  • Supervision
    • By negotiation - Board of Trustees
  • Registration with the Dept of Inland Revenue and application of exemption
    • R150.00. - Board of Trustees
  • Completion and submission of all income tax returns based on number of units in complex with a minimum charge of R450.00 Minimum - Board of Trustees
  • Splitting of Owner / Tenants Lights Water accounts R25.00p.m. - individual Unit Owner
  • Services not detailed above or in The Institute of Estate Agents of South Africa's recommended tariff

On a time and travelling basis. -Requesting Party

 

NOTE:

Any insurance claim processed - Individual Unit Owner will be required to pay the EXCESS as levied by the Insurance Company (where applicable).

NOTE:

Should you require a tenant for your property. Ecclesiate have a Established Rental Division specialising in Property Management for the past 20 years who will gladly assist you in finding a tenant and managing your unit for you'

NOTE

Any services regarding Fire and Evacuation or Security Drill are excluded and shall be charged for on a time and travelling basis

 

Prices are subject to change - Please confirm with us.