Emergency repair

It ever so often happens that something will break or burst after hours.As inconvenient as this might be, the reality is that you will sometimes struggle to find a contractor who will have the necessary replacement parts outside of regular hours.

If you do find one, the cost will likely be astronomical. It is therefore advisable to limit the damages (i.e. closing off the water or switching off the electricity) before calling a contractor the next day. Emergency repairs are classified as follows:

In case of an emergency, you are welcome to contact one of our recommended contractors to repair the problem. Please remember to inform your Portfolio Manager the following business day.  Download our list of recommended for emergency assistance.

Every scheme has different ways of dealing with emergencies depending on their choice of insurance provider or instructions from their controlling authority. 

Please see the rules of your Scheme for more details.

repair

Often, owners will be unsure of just who is responsible for maintenance of properties. The Act states that the owner is responsible for his section, whilst the Body Corporate is responsible for Common Property.

But what exactly does this mean?

Your section starts in the middle of the wall inwards, the middle of the floor upwards and the middle of the ceiling downwards. The only exclusion to this rule is the hot water system (geyser), which is always the responsibility of the owner, irrespective of where it is situated.

Should you have a maintenance query, you are welcome to contact your portfolio manager on +27 (0) 87-805-5051 or e-mail management@propmansa.co.za If your property has a Caretaker, you could always contact him/her who will be in contact with us should he/she require assistance.

To further explain, we have chosen a few example that occur quite regularly.
  1. If your toilet is leaking, it is your responsibility to fix it;
  2. If the main sewer line is blocked, it is most likely the Body Corporate’s responsibility to fix;
  3. Should your geyser be leaking, it is your responsibility to repair. Keep in mind that in most instances, the Body Corporate insurance will cover the geyser. Depending on who the insurer is, they will send out their contractors to assist. Please contact your Portfolio Manager or visit your MyCommunity page before contracting a service provider. The only exclusion to this rule is the hot water system (geyser), which is always the responsibility of the owner, irrespective of where it is situated. Depending on who the insurer is, they will send out their contractors to assist. Please contact your Portfolio Manager or visit your MyCommunity page before contracting a service provider.
  1. Where there is a leak underneath the bath, you will have to repair the leak as it is inside your section. Leaks often causes damage to the unit below and it is in your best interest to repair the leak as soon as possible, as you will be held liable for any damages caused to the unit below. Where the insurance will cover the damage, you will still be liable for the excess.
  2. Another exception to the middle of the wall system is the supply of water to a unit. It becomes a units problems as soon as its utilisation is for a specific unit alone, i.e. where it splits from the common usage pipes. In loose standing units this is very often the pressure valve.

Above is an illustration of a BC unit. The blue area indicates the interior of the unit which the unit owner is responsible for, the grey area indicates common property.

administrator

Each scheme operates on its own individual bank account which is fully covered by our Fidelity Fund Insurance. Despite what our competitors say: it has never really made much sense to deposit your funds into a trust account with all the other schemes.

Levy statements are issued on a monthly basis showing all the transactions for the last three months. Statements are emailed or sent via post.

All levy payments are collected and receipted. Monthly expenses are paid whilst any ad hoc payments will first have to be approved by the Board.

Administration of all salaries and wages, including statutory deductions and payments. All staff will receive monthly payslips in line with current legislation.

The keeping of proper and full books of account showing all revenue, expenditure, transactions and proceedings.

Preparation of the annual budget for the consideration and approval by the Board.

Arranging for and assisting the appointed auditor with the preparation of the audited annual financial statements.

Dealing with all government departments and local authorities in connection with the management of your scheme.

Collection of arrear levies, including dealing directly with attorneys and /or the Community Schemes Ombud Services.

Updating and retaining of minute books, attendance registers, plans, rules, insurance policies and all other permanent records.

Strict enforcement of the Conduct Rules. The Rules are there for a reason and we have a no-nonsense approach to the enforcement thereof, whether we need to write a warning letter or brief an attorney so that they may address repeat offenders.

insurance

Legislation prohibits our portfolio managers from supplying you with any insurance advice. As such we will supply fully accredited brokers to discuss ALL available options with you, and once you have made your choice of insurer, we will assist with the submission and follow through of all claims on behalf of the Body Corporate or the Owner concerned.

Excesses will be dealt with as prescribed in the Scheme’s rules.

  • Arranging annual renewals whilst obtaining comparative quotes.
  • Assistance with arranging professional valuations in order to determine replacement values.
  • Submission and follow through to completion any insurance claim on behalf of the scheme or the relevant owner.
  • Recovery of any excess payable by an owner where applicable. In addition owners will be informed of any excess amounts in advance.

Maintenance

Ongoing maintenance is a given in any scheme. The key to keeping maintenance costs as low as possible is to properly plan for the future. After all – prevention is better than cure.

  • The key to a successful Scheme is ongoing maintenance. Due to many Schemes not fulfilling their duties in this regard the Sectional Title’s Schemes Management Act as well as the CSOS legislation has become prescriptive in this regard.
  • This is a minefield and should be treated with utmost caution, as this is the most likely area where Trustees and/or Directors may become personally liable for damages to the Scheme, intentional or not.
  • In certain instances we are in a position to assist with meter readings and billing through our metering department.
  • Negotiating with project managers, engineers and quality controllers to ensure quality work and protection to the Scheme.

meetings

The key to a successful meeting is to ensure that you are both decisive and fully prepared. Nothing can be quite as demotivating convening a meeting for no other reason than to discuss previous meetings

  • The key to a successful meeting is to ensure that you are both decisive and fully prepared. Nothing can be quite as demotivating convening a meeting for no other reason than to discuss previous meetings.
  • Using latest technology we offer electronic meetings for trustees- and other meetings.
  • We will assist and advise the Board on all legal and procedural matters relating to meetings.
  • Arranging meetings on behalf of the Board, including Board meeting, Annual General Meetings and General Meetings.
  • Taking and distributing minutes of all meetings.
  • Following through on all statutory requirements following any meeting, including but not limited to: updating the Domicile address with CSOS, insurance details and appointment of auditors.
  • Emailing and posting of all notices, minutes and circulars.

debt collection

Ensuring a healthy cash flow is central to the wellbeing of any scheme. We are not passionate about the collection of levies without reason – cash is king after all, and it always will be.

To us, timely payment of levies due is non-negotiable. Yes, we really are strict when it comes to payments, and that may have earned us a few enemies along the way, but it allows our investors to rest assured that their property is well looked after, and in a healthy financial position.

We understand that sometimes life gets in the way of things. Should an owner find themselves in a position where they are unable to pay their levies on time, we urge them to contact us prior to the payment deadline. Once we have started the debt collection process, we will seldom accept payment arrangements on arrears.

We would also like to clarify that Owners who get paid on the 15th of the month are being paid in advance, and should settle their levies for the next month upon receipts of payment on the 15th.

We strictly follow the subsequent process with regards to the collection of arrears levies:

  • Levy statements are issued on the 20th of the month for the following month;
  • Levies are due and payable by the 1st of the month in advance;
  • Should the payment not reflect in our nominated bank account by the 7th, a friendly reminder will be sent on behalf of the Body Corporate;
  • From the 8th all provisions of the Debt Collectors Act will be enacted as we are registered Debt Collectors as defined in the Act.