MANAGEMENT SERVICES PROVIDED BY:

1 . FINANCIAL / ADMINISTRATION

1.1       Operation of a current and/or savings accounts with a Bank or Financial Institution on behalf of the Body Corporate.
Bank accounts will be opened in the names of the Body Corporate.

• 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 Body Corporate may require
• Assist in the processing of insurance claims on behalf of the Body Corporate in regard to the common property
• Assisting and advising the Board of Trustees on the enforcement of the rules adopted by the Body Corporate, on specific instruction from the Body Corporate.
• 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 Body Corporate 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 Body Corporate.
  • 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 Body Corporate.
  • Additional assistance effecting recovery of arrears, following commencement of litigation at the rate as set out under Section H (8)
  • 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 Body Corporate
• 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 as required by the Act and the Schedule 1 Rules.
• 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 and the Body Corporate 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 Body Corporate and on completion, submission of the audited statements to the members of the Body Corporate
• To play a supportive role in all legal matters, or disputes involving the trustees/owners, Body Corporate and the complex.
• Undertake individual management and rental collection of Sectional Title 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 Body Corporate of a Sectional Title 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.)

• On a time and travelling basis as specified below:
• Recruitment and dismissal of Staff   
• Negotiations of contracts and quotations
• Attendance’s of meetings with attorney’s 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.

MISCELLANEOUS FEES AND COMMISSIONS

Party Responsible for payment hereof in italics

• Preparation of a certificate in terms of Section 15(4)(b) of the Sectional Title Act.
  • Minimum of R450.00 - Requesting Party
• Preparation of a certificate extending the validity of a certificate issued in terms of Section 15(4)(b) of the Sectional Titles Act.
  • Minimum of R450.00 - Requesting Party
• Postage and Stationary.
  • Minimum of R25.00 per month - Body Corporate
• Photocopying (per copy)
  • R1. 05c - Requesting Party
• raising and collecting special levies
  • R18.50  - Individual Unit Owners
• Preparation and issue of copies of Sectional Title rules
  • Minimum of R35.00 per copy - Individual Owners / Requesting Party
• Preparation and issue of Sectional Title plans
  • Minimum of R75.00 per copy - Requesting Party
• Attending to Insurance, Unemployment Insurance Fund and Workmen's compensation claims
  • On a Time Basis - Body Corporate 
• Supervision
  • By negotiation - Body Corporate 
•  Registration with the Dept of Inland Revenue and application of exemption
  • R150.00. - Body Corporate
• Completion and submission of all income tax returns based on number of units in complex
  • a minimum charge of R450.00 Minimum - Body Corporate
• Splitting of Owner / Tenants Levy / 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.

 OUR SERVICES  TO  DEVELOPERS:

ECCLESIATE SECTIONAL TITLE WAS BORN OUT OF THIS NEED for developers to put management processes in place prior to the handover and registration of a complex. Focusing on the pre handover phase has resulted in Ecclesiate Sectional Title gathering a wide range of experience in the specific and highly specialized niche sector of complex management.

PRE-HANDOVER 

When entering into an agreement with the developer, Ecclesiate Sectional Title undertakes to perform the services on behalf of the developer until registration after which we will tender for the continuation of the contract at the inaugural meeting of the Body Corporate / Home Owners Association.

Ideally Ecclesiate Sectional Title would prefer to get involved with a developer at the inception of a project as it's here where advise regarding the common property is most beneficial, but we will take on a project at any time during the pre-handover phase when we will advise on:

SECURITY:

• Guarding companies
• Guard Housing
• External Security (doors and bars)

• COMMON PROPERTY STORAGE FACILITIES
• AVALIABLE ENTRANCE AND EXIT POINTS FOR LARGE VEHICLES
• REFUSE REMOVAL AND FACILITIES
• WASHING AND PET POLICIES
• DRAWING UP OF COMPLEX RULES
• POOL CARE AND MAINTENANCE
• PRE-PAID ELECTRICITY / WATER METERS  

ECCLESIATE SECTIONAL TITLE offers its services in three main areas namely:-

1. STANDARD MANAGEMENT :
2. COLLECTION OF OCCUPATIONAL INTEREST / RENT  
3. GENERAL MANAGEMENT

Payment for STANDARD MANAGEMENT  is equal to the charge to a Body Corporate for the services and is based on an amount per unit with a minimum charge if the complex consists of less than 30 units.

COLLECTION OF OCCUPATIONAL RENTAL :
Over the period of occupation prior to registration, the purchaser is obliged to pay occupational rent. Ecclesiate Sectional Title is uniquely placed to offer a comprehensive infrastructure in this regard including a recourse and arrear collections facilities, collection and computation of services accounts where pre-paid meters are not installed  -  where these are installed we can supply or supply and install.

GENERAL ADMINISTRATION :
 

• Sectional Title
•  Appoint on behalf of THE CLIENT and with THE CLIENTS prior approval,
  • a   Security Company
  • a  Cleaning and Maintenance Company
  • order  the required refuse bins
  • arrange for supply and installation of an intercom or like facility
  • arrange for supply and installation of pre-paid meters
  • attend the project launch and assist the sales team with quotations pertaining to levies, management and conduct rules
  • arrange for Ecclesiate Letting Division to attend the launch to assist the sales team in providing future investor purchases in the complex with rent projections for units to be purchased as an investments and to  offer the investors a full specialized rental management service, making for a full in-house, one stop service available on your site - enhancing sales prospects in the complex.
• Prior to handover, provide THE CLIENT with details of service providers including security, garden maintenance, pool maintenance and refuse removals
• Assist THE CLIENT with the preparation and checking of hand over packs and ensure that all relevant information and guarantees required by purchasers, details and instructions on how to use pre-paid meters etc, are either included in such packs or are provided prior to occupation
• Open relevant bank accounts in the name of THE BODY CORPORATE TO BE FORMED in respect of the administration of levies, rates and the like
• Assist THE CLIENT to obtain refunds of water and electricity deposits
• Set-up, the reporting system to be used for the payment of levies, occupational interest, water and electricity deposits.
• Prepare invoices for all units in respect of levies, rates, and water and electricity deposits 14 days prior to handover of such units.
• Be present at handover to collect outstanding amounts and assist THE CLIENT with answers to management and conduct related questions.
• Arrange the handover final inspection and the completing of snag lists and arranging with THE CLIENT for attention to the same and for signing of completed snag lists with purchasers.
• Arrange the first meeting of the body corporate association in accordance with THE SECTIONAL TITLE ACT 95 OF 1986
• Arrange for an attorney who is fluent in the details of THE SECTIONAL TITLE ACT to chair the Inaugural Meeting. THE AGENT currently uses the services of Dykes Van Heerden Attorneys and Robert Klinkenberg Inc.
• Taking minutes at the meeting and ensuring that they are sent to all new owners.
• Preparation, in consultation with THE CLIENT, of the annual budget, insurance replacement schedule and revised levy schedule for presentation at the First General Meeting - The inaugural Meeting
• Arranging for quotes in respect of general maintenance work (excluding work of a capital nature) required on common property areas of the building
• Attendance at the special meeting if required, taking minutes and circulating said minutes
• Any other duties that may be added,  in writing, from time to time.
   

 HOME OWNERS ASSOICIATION:
Where setting-up a scheme as a HomeOwners Association and the developer has a phased handover.

• Appoint on behalf of THE CLIENT and with THE CLIENTS prior approval,
  • a Security Company 
  • a Cleaning and Maintenance Company
  • order  the required refuse bins
  • arrange for supply and installation of an intercom or like facility
  • arrange for supply and installation of pre-paid meters
  • attend the project launch and assist the sales team with quotations pertaining to levies, management and conduct rules
  • arrange for Ecclesiate Letting Division to attend the launch to assist the sales team in providing future investor purchases in the complex with rent projections for units to be purchased as an investments and to  offer the investors a full specialized rental management service, making for a full in-house, one stop service available on your site - enhancing sales prospects in the complex.

• Prior to handover, provide THE CLIENT with details of service providers including security, garden maintenance, pool maintenance and refuse removals
• Assist THE CLIENT with the preparation and checking of hand over packs and ensure that all relevant information and guarantees required by purchasers, details and instructions on how to use pre-paid meters etc, are either included in such packs or are provided prior to occupation
• Open relevant bank accounts in the name of THE HOME OWNERS ASSOCIATION  in respect of the administration of levies, rates and the like
• Assist THE CLIENT to obtain refunds of water and electricity deposits
• Set-up, the reporting system to be used for the payment of levies, occupational interest, water and electricity deposits.
• Prepare invoices for all units in respect of levies, rates, and water and electricity deposits 14 days prior to handover of such units.
• Be present at handover to collect outstanding amounts and assist THE CLIENT with answers to management and conduct related questions.
• Arrange the handover final inspection and the completing of snag lists and arranging with THE CLIENT for attention to the same and for signing of completed snag lists with purchasers.
• Arrange the first meeting of the body corporate association in accordance with THE MEMORANDUM AND ARTICLES OF ASSOCIATION.
• Arrange for an attorney who is fluent in the details of  THE MEMORANDUM AND ARTICLES OF ASSOCIATION to chair the Inaugural Meeting. THE AGENT currently uses the services of Dykes Van Heerden Attorneys and Robert Klinkenberg Inc.
  Taking minutes at the meeting and ensuring that they are sent to all new owners
• Preparation, in consultation with THE CLIENT,  of the annual budget,  insurance replacement schedule and revised levy schedule for presentation at the First General Meeting - The inaugural Meeting
• Arranging for quotes in respect of general maintenance work (excluding work of a capital nature) required on common property areas of the building.
• Attendance at the special meeting if required, taking minutes and circulating said minutes
• Any other duties that may be added,  in writing, from time to time.

 A  FULL  COSTING  OF  SERVICES  CAN  BE  NEGOTIATED  ON  EACH  PROJECT  AND  YOU  ARE  INVITED  TO  DISCUSS THIS WITH US.