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Sectional Title and HOA Property Management
One-stop property solutions
0861 664 444
www.trafalgar.co.za [email protected]
One-stop property solutions
CONTENTS Page
• About Trafalgar 1
• Services 1
i) Billing,collectionsanddebtcollection 2
ii) Financialmanagementandreporting 3
iii) Administration,secretarialandadvisoryservices 3
iv) InsuranceBrokingServices 3
v) Propertywebsites 4
vi) Annualmaintenanceinspectionsandmaintenanceplandevelopment 4
vii) Take-onhealthcheck 4
• Additional services 5
i) Caretakerservice 5
ii) Bodycorporate,homeownersassociationandshareblockloans 5
iii) Levysolutions 5
iv) Trusteetrainingandadvisoryservice 6
v) Estatemanagementservice 6
vi) Financialmanagement 6
• Sample management reports 6
• Registration certificates 7
• Reference buildings 7
• Why Trafalgar is a preferred managing agent 8
About Trafalgar
Trafalgar’s core business is property management services for sectional title schemes and home owners associationsacross South Africa.Trafalgar has a successful 50-year property management track record, dating back to the openingofthefirstsectionaltitleregistersinSouthAfrica.Trafalgarholdscurrentregistration certificateswithalltheregulatorybodiesrelevanttomanagingagentsinSouthAfrica:theEstateAgencyAffairsBoard(“EAAB”),theNationalAssociationofManagingAgents(“NAMA”)andtheCouncilforDebtCollectors.
Trafalgarcombinesspecialistskills,customisedcomputerinformationsystems,anationalinfrastructureandeconomiesofscaletoprovideacomprehensivepropertymanagementservicewithclientserviceexcellenceanoverridingobjective.Trafalgar’s current portfolio under management covers approximately 65 000 residential units in over 1 200 buildingsnationally,managedbysevenregionalbranchesandover350staff.
Sectional Title and Home Owners Association Management Services
Trafalgarprovidescomprehensivesectionaltitleandhomeownersassociationmanagementserviceswhicharedescribedin more detail below. A designated portfolio manager, supported by a portfolio administrator, serves as a single pointof entry for all trustee and owner service requests. Specialised support teams, comprising accountants, maintenanceadministrators,debtcollectors,municipalaccount,creditor’spaymentandclearancecertificateadministrators,aswellasbuildinginspectors,closelysupporttheportfoliomanagerteams.Considerableemphasishasbeenplacedononlineandelectronicreportingtoprovidefastandefficientmanagementinformation;managementreportsandapropertylibraryaredirectlyavailablethroughanonlinepropertyportal.World-class,samedayservicedeliveryistheservicedeliveryobjectiveforallTrafalgarportfoliomanagementteams.
Trafalgar’spropertymanagementapproachiscentredonaccuratebudgetinginadvanceoftheproperty’syearend(ideallythetenthmonthofthefinancialyear),includingadetailedmaintenanceplanandassociatedmaintenancecosts.Inthisway,thelevyincomerequiredtocoverallnecessaryandforecastexpensesisaccuratelyquantified.Anallowanceisalsomadeforbuildingreserveswhichareimportanttoachieve.
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One-stop property solutions
Stableandconsistentcashflowtogetherwiththeabilitytomeetconsistentmaintenanceexpensesareachievedinthiswayandarecriticalsuccessfactorsforawell-managedproperty.Best-practicegovernancewithcreditorpaymentapprov-als, prompt annual audits, annual general meetings and statutory returns are also closely managed. Detailed financialmanagementreportsarepreparedandcirculatedonamonthlybasistocloselymanageexpensesandvariances.Significantattentionisplacedonservicedeliveryaroundday-to-dayservicerequirementssuchasobtainingquotes,correspondencetoownersandcirculatingmeetingminutestogetherwithactioningthemattersarisingfromtheminutes.Regularcommonpropertyinspections,togetherwithmaintaininghighfacilitymanagementstandards,areextremelyimportantandshouldbeoverseenbyresidenttrusteesoraTrafalgarcaretakerservice.
Trafalgar’ssectionaltitleandhomeownersmanagementservicecoversthefollowingservicescopewhichcanbetailoredtospecificbuildingcircumstancesandrequirements:
i) Billing, collections and debt collection:
• Monthlybillinganddistributionofownerlevystatementsbye-mail,postordeliverytotheproperty • Collectionofleviesandmonthlyserviceschargesthroughavarietyofpaymentchannels • Debtcollectionofarrearlevies,utilisingaspecialiseddebtcollectioncomputerinformationsystem • Liaisingwithattorneysappointedtomanagelegalcollections.
ii) Financial management and reporting:
• Preparationoftheannualbudgetofincomeandexpenditureincludingthelevyschedule • Paymentofandaccountingforapprovedexpenses,includingmunicipalaccounts,salariesandwages • Monthlymanagementreportingonlineandbye-mail.Managementreporting packsincludeincomestatementand performancetobudgetreports,balancesheet,levyroll,unitarrears,surplusreportandinvestmentaccountbank statement(s).
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One-stop property solutions
ii) Financial management and reporting: (continued)
• Annualauditfilepreparation • Completionandsubmissionofstatutoryreturns • Surplusfundsinvestedincallaccountstomaximiseinterestearnings • Payrolladministration.
iii) Administration, Secretarial and Advisory Services:
• PreparationandcirculationofnoticesforAnnualGeneralMeetings • Arranging,attendingandtakingminutesfortrusteemeetings • Preparationandmailingofownerandserviceprovidercorrespondence • Preparationandissuingofclearancecertificates • SectionalTitle,propertyandfacilitymanagementadvice • Sourcingofbuildingmaintenancequotes • Liaisonwithmaintenanceandbuildingcontractors • Archivingofstatutoryandpermanentbodycorporaterecords,utilisinganelectronicdocumentmanagement systemforsecurityandconvenientdocumentaccess.
iv) Insurance Broking Services:
• Legislation,setoutinorcontemplatedbyRule29oftheprescribedManagementRulessetoutinAnnexure8totheRegulations promulgated under the Act, requires that bodies corporate have in force insurance cover; HOA’s andShareblockcompanies,whilenotlegallyobligedtohaveinsurancecover,wouldbeprudenttohaveattheveryleastpublicliability,directors’liabilityandarguablycommonpropertycover.TrafalgarFinancialServices(TFS),inconjunc-tionwithleadingunderwriters,hasdevelopedaspecialistsectionaltitleproduct,tailor-madeforbodiescorporateandinlinewithlegislativerequirements
• TFSoffershighlycompetitivepremiumswithoptionalextrassuchasexcesswaiversandshortfallcover.Ourprofes-sionalstaffandspecialistinfrastructureensurefast,effectiveandconvenientclaimsmanagement.
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One-stop property solutions
v) Property Websites
Each Trafalgar-managed property will have access to a building website linked to Trafalgar’s Property Portal,providingaccesstousefulinformationsuchascontactdetails,plans,rules,financialreports,frequentlyaskedquestions,applicablelegislationandaphotogallery.
Avotingfunctiontotestowneropinion,abulletinboardforsharingcommentsandmessagingoptionstosendownerse-mailortextmessagesarealsoavailable.
vi) Annual Maintenance Inspections and Maintenance Plan Development
Routineandreactionarymaintenancefacilitationishandledbyadedicatedmaintenancedepartmentviainplaceandforceservicelevelagreementcontractorrelationships.
SectionalTitleBodiesCorporatemaintenancerequirementsasdirectedbythenewlegislation(PMR22oftheSTSMA),
canbefacilitatedwithprofessional,external,maintenanceexpertswithwhomTrafalgarhaslongstandingrelation-shipsor,detailedfinancialinformationcanbeprovidedtothetrusteestoenablethemtocompiletheirownplansandprograms.Incertaincases,buildinginspectionscanalsobearrangedtoassistthetrustees.
Trafalgarcanassistwithfacilitatingthedocumentationof10yearmaintenanceplansrequiredforsectionaltitlebuild-
ings(specifiedintheSTSMAct)eitherbyrecommendingapanelofmaintenancespecialistswhoofferthisasaservice,oralternativelybyprovidingabuildinginspectionreportandscheduleofhistoricmaintenancecoststotheTrusteestocompilethenecessaryplan.
vii) Take-on Health Check
AllnewpropertiestakenonbyTrafalgararecarefullyscreened,utilisinga legalcompliance ‘health-checkchecklist’.This isa freeservicetopromotegovernanceexcellenceand longtermpropertymanagementsuccess.A reportandactionlogarecompiledforthetrusteestoaddressanyidentifiedlegalcompliancegaps.
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One-stop property solutions
Additional Services
Optionaladditionalservicestocomplementthestandardmanagementservicescoveredaboveandforspecificbuildingcircumstancesandrequirementsare:
i) Caretaker Service
Trafalgar’scaretakerservicewillmanagecontractors,gardeners,cleaners,securityguardsandmaintenanceworkersatthepropertyonapart-timebasisasrequired,tosupportandachievefacilitymanagementexcellenceattheproperty.Caretakerswouldalsobeavailabletopurchaseanddeliverconsumablessuchaspetrolandcleaningmaterialsaswellastochangecommonarealightbulbswhenrequired.Thisserviceelementwouldsuitbuildingswherelimitedtrusteecapacitycreatesgapsandchallengeswithonsitefacilitymanagement.
ii) Body Corporate, Home Owners Association and Share Block Loans
Routine maintenance and improvement projects such as painting, waterproofing and security installations arevitalforpreservingandenhancingthevalueofapropertyandthelifestylesofresidents.TrafalgarFinancialServicesprovidesloanswithflexibletermsandcompetitiveratesspecificallyforrefurbishmentprojectsortosettlemunicipalarrears.Aloanofthisnatureoftenallowsonerousspecialleviestobeavoidedaswellasinflationaryescalationsthatarisewhenmaintenancerequirementsarepostponed.
iii) Levy Solutions
Eliminatethepressuresoflatelevypaymentsandarrearswithaproductthatsettlesthefulllevyincome,lessacosteffec-tivefinancecharge,onthe1stworkingdayofeachmonth.Levysolutionsachievesaconsistentandpredictablecashflowforapropertyandsupportsaccuratebudgeting,maintenanceplanningandefficientcreditorpayments.At inception,TrafalgarFinancialServicespaysacrossthefulldebtor’sbooktounlockthevalueembeddedinarrearleviesandsoallowtheimmediatesettlementofarrearcreditors(municipalarrears)andtoaddressmaintenancebacklogs.Legalcosts,alltoooftenasignificantcashflowimpedimentforthebuilding,forcollectingthelevyarrearsarefinancedbyTrafalgarFinancialServicesensuringuninterruptedlegalrecoveryandprocessdirectlyoverseenandmanagedbyanin-houseattorney.Levysolutionsmaybeofinterestforsmalltomedium-sizedbuildingsthatareexperiencingcashflowchallengesarisingfromafewownersfallingintolevyarrears.Thisproductisflexibleandcanbecancelledwith30-days’noticewhenthearrearlevieshavebeencollected.
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One-stop property solutions
iv) Trustee Training and Advisory Service
Interestedtrusteescanobtainfurther informationbye-mailingtraining@trafalgar.co.za.Trafalgaralsooffersafreeadvisoryserviceforallclientsaswellasexternalbuildings;telephonicoronlinesupport.
v) Estate Management Service
Trafalgaroffersanestatemanagementservice,includingfullfacilitymanagement,withanonsitemanagement capability,including: •Contractormanagement(includingregistrations,adherenceandcompliancetocontractoragreements) •Pavementdepositmanagement •Penaltymanagementandcollections •Buildingsiteinspections • Disputeresolution •Enforcementofrules • Architecturalguideliness •Managementofestatestaff.
vi) Financial Management
Trafalgarisalsoabletoprovideafinancialmanagementserviceexcludingmaintenanceadministrationandtrusteemeetingattendance.Theservicescopeforfinancialmanagementincludesbilling,collections,debtcollection,approvedcreditorspayments,monthlyreportingandannualauditfilepreparation.Apropertywebsitewithonlinereportingisalsoincluded.Thisservice,atreducedcosttoafullmanagementservice,suitsbuildingswithveryhands-ontrusteeswhoarecomfortabletocoverbuildingmaintenanceandmeetings.
vii) Executive Managing Agent Trafalgarisequippedtoprovideanexecutivemanagingagentserviceasenvisagedinthelegislativeclausecopiedbe-
low,promulgatedonthe7thOctober2016.ThisservicecoverstheroleofTrusteeswheretime,capacityandlocationfortraditionalTrusteeinvolvementatthebodycorporate,arechallenges.Asstipulated,TrafalgarwillcoverboththeroleofmanagingagentandtheboardofTrustees,circulatingtoallownersonaquarterlybasis,afullmanagementreportandnewsletter,explainingthefinancialandfacilitymanagementperformanceofthebuildingtogetherwithrelevantplanningahead.Theoverridingobjectivesfortheexecutivemanagingagentservicewillbegoodgovernance,legisla-tivecompliance,facilitymanagementeffectivenessandsoundmaintenanceplanningtoaddvaluetothebuildingandindividualsectionsoverthe longterm.Forafulldescriptionofthe legislativeprovisionsforanexecutivemanagingagent,pleaseseehttps://www.trafalgar.co.za/executive-managing-agent.
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One-stop property solutions
Sample Management Reports
EffectivefinancialmanagementandreportingarecriticalpropertymanagementsuccessfactorsandarecompetitiveadvantagesofTrafalgar’spropertymanagementservice.Detailedmanagementreportsarecirculatedtotrusteesonamonthlybasisbye-mail;theycanalsobeaccessedonlineinrealtimefromTrafalgar’sProperty Portalandthebuilding’swebsite.Thereportformatanddetailcanbecustomisedtomeettrustees’preferencesandcoverallthe importantfinancialmanagementtransactionsforthebuilding’spriormonthoperations.
Themonthlymanagementreportsarepreparedandreviewedbyanaccountantonamonthlybasistogetherwithamunicipalpaymentreconciliation,notingthatmunicipalexpensesgenerallyrepresentcloseto50%ofaresidentialproperty’sexpensesandarethereforeveryimportanttomanageclosely.Utilityrecoveriesaremeasuredandreportedtofocusoneffectiverecoveries,animportantfinancialmanagementobjective.
Theaccountantsaddnotestoexplainmaterialvariancestobecloselyinvestigatedandmanagedahead.Asample managementreportingpackcanbeviewedonline.
Themonthlyaccountingandreportingapproachfacilitatesatime-efficientauditfilebeingproducedfortheappointedauditors,therebyreducingauditcostsandanydelaystoachievetheauditedfinancialstatementsandAnnualGeneralMeeting.Trafalgarutilisesaworld-classdocumentmanagementandworkflowsolutionforsecuredocumentarchivingandcreditorinvoiceprocessing.Theannualauditfilecanbeelectronicallygeneratedwithinafewminutesandmadeavailabletotheappointedauditorsonlinetofurtheracceleratetimelinesandreduceauditcosts.
Registration Certificates
All Trafalgar’s current registration certificates are available online. It is important that a managing agent is fullyregisteredwithalltherelevantindustrybodiesandcompliantwiththeapplicablelegislationandcodesofconduct.
Reference Buildings
WrittenreferencesareavailableonrequestfromneighbouringorcomparablepropertiesmanagedbyTrafalgar.
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One-stop property solutions
Why Trafalgar is a preferred managing agent
• Trafalgarisawell-establishednationalbrandwitha50yeartrackrecord,existingnationalfootprintandspecialisedstaffandcomputersystems.
• Allnecessaryregulatorybodyregistrationsareinplaceandingoodstanding:EAAB,NAMAandCouncilforDebtCollectors.
• Free online property portal with real-time and convenient access to your property’s documents, financial reports,buildinginformation,contactdetailsandownermessagingfunctionality.
• Dedicatedportfoliomanagerteamcreatingasinglepointofcontact,communication,servicedeliveryandaccountability.
•All portfolio managers have completed a UCT Sectional Title Management course and have many years of propertymanagementexperience.
• Comprehensivefinancialmanagementreportscirculatedmonthlybye-mailandavailableonlinetoeffectivelymanageexpensesandvariances.
• Electronic document management system to secure and archive all property documentation, reports and records.Alsosupportselectronicauditfilecollationtoachieveatime-andcost-effectiveaudit.
• Real-timetextmessagesconfirmingallbuildingpaymentsforaddedsecurity.
• In-housefinancialservicesproducts:refurbishmentloans,levyfinancing&insurancebroking.
• Efficientfacilitationofyear-endaudit,budgetpreparationandmonthlymunicipalaccountreconciliationsbyadedicatedTrafalgaraccountingteam.Publicofficerrole,CIPCsubmissionsandtaxreturnscoveredwhererequired.
• Annualmaintenanceinspectionsconductedtocompileamaintenanceplanandbudget.
• Take-onhealthcheckattheinceptionofmanagingaproperty,applyingadetailedlegalcompliancechecklist.Ahealth-checkreportandactionlogarerecordedforthetrusteestoaddressidentifiedcompliancegaps.
• In-houseattorneywhooverseeslegallevycollectionfilemanagement.
• TrusteeanddirectortrainingprogramsavailabledirectlyandonlineviaPaddocksatdiscountedrates.
Please contact [email protected] for any questions, advice, or support you may require or [email protected] for a proposal.
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One-stop property solutions
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One-stop property solutions
One-stop property solutions
Cape Town (021) 410 5500
Durban (031) 301 7017
East London (043) 726 6066
Inner City (011) 544 3900
Johannesburg (011) 214 5200
Knysna (044) 382 6230
Port Elizabeth (041) 365 6840
Pretoria (012) 326 5963
Table View (021) 556 2780
Winelands (021) 882 8686
•PropertyManagers•ResidentialLetting
•PropertyFinancialServices•CommercialBrokers
0861 664 444
www.trafalgar.co.za [email protected]