Services We Provide

We take pride in the Bodies Corporate we manage, and you can be assured we will manage your complex the same way we manage the rest, some of which we have managed for over 38 years!

COMMUNITY SCHEME MANAGEMENT & ADVISORY SERVICES

  • As we understand the requirement to build reserves we offer all our new developments the first 3 months management free of charge. We also work with Estate Agents and Developers for free prior to the Scheme being registered. Estimated Levy Budget, arranging Insurance and payment of Municipal Account.
  • Inaugural AGM to be held within 60 days of the first unit being Registered. The establishment of the Body Corporate to address election of committee / chairperson, budget, insurance and general business and procedures.
  • Arranging, and attendance at, all General Meetings, which includes - preparing and distributing notices and agendas, providing proxy forms, nominations forms and where necessary voting ballots, recording attendees and proxy holders, preparing and distributing meeting minutes.
  • Arranging and attending (by invitation) four Scheme Executive meetings per annum (includes Trustees Meeting after AGM).
  • Attending to all Special & Unanimous Resolutions as instructed by the Scheme Executives.
  • Preparation and distribution of business correspondence (incl. written warnings), notices and newsletters.
  • Attending to all enquiries and queries from Scheme Executives, Estate Agents, Attorneys and owners – we respond within 48 hours.
  • Where requested, assisting to obtain quotations and prior written approval for repairs and maintenance of Common Property as well as liaison with building contractors, including projects noted in the 10 Year Maintenance Plan.
  • Consulting and providing advice on Sectional Title and HOA matters, when required.
  • Monitoring and advising Scheme Executives regarding whether or not their actions or intentions are within existing legislation.
  • Updating Scheme Executives in respect what is new in the world of Community Housing Schemes (new Community Scheme Ombud Services and Sectional Title Schemes Management Acts).
  • Specialised Sectional Title Software. Owners can access their statements, scheme rules and various other documents from the client portal login.

ADMINISTRATION, SECRETARIAL AND RECORD KEEPING

  • Sending introductory letters to new owners.
  • Maintaining a current list of all Scheme Executives, owners and tenants as per information provided.
  • Preparation and issuing of clearance certificates.
  • Maintaining complete payroll details of all employees on record.
  • Completion and submission of statutory returns (SARS, CSOS, UIF and WCC).
  • Safekeeping of the minute books in perpetuity.
  • Archiving of statutory and permanent records for 6 years.
  • Collections and payment of Community Schemes Ombud Services (CSOS) levies.
  • CSOS Authorised Representative – registrations and submission of annual CS2 forms.
  • Public officer - preparing and submitting the community scheme's annual income tax return.

FINANCIAL MANAGEMENT

  • Maintenance of separate trust accounts in the name of each Scheme including separate Admin and Reserve Fund bank accounts in terms of legislation.
  • Raising and assisting in the collection, via pre-authorised debit order services, of all normal and special levies payable by the owners.
  • Payment of all municipal accounts, contracted suppliers, and any other creditor accounts as approved by the Scheme Executives.
  • Payment of approved invoices, employee payroll and contractual obligations.
  • Payment of salaries and wages of staff employed by the Scheme / Home Owners' Association.
  • Investing and managing surplus funds as required and attending to monthly transfers to Reserve Fund account.
  • Preparation and presentation of draft annual operating and reserve fund budgets (based on the 10 year maintenance plan), itemising projected expenditures, for approval by Scheme Executives.
  • Keep full records of accounts in terms of standard accounting principles.
  • Preparation and submission of monthly financial reports, including customer age analysis, and credit control reports, bank reconciliations and statements, cashflow analysis, performance to budget, balance sheet, investment accounts, attorney legal arrear accounts and municipal consumption analysis and operating and Reserve Fund analysis reports.
  • Preparation of and arranging the annual audit with the auditors.

COLLECTIONS

  • Distribution of owner levy statements on a quarterly basis.
  • Monitoring that all levies and other miscellaneous charges are paid on time and implementation of the approved debt collection resolution for non-payment of levies and monthly charges (water/sewerage when individual meters are installed).
  • Liaising with the Scheme Executives and, if instructed to do so, obtaining mandates for the handover of arrears to the appointed Attorneys.
  • Reporting to the Scheme Executives in respect of legal handovers.

INSURANCE

  • Arranging insurance cover for common property and improvements and liaison with insurance brokers regarding annual replacement value and renewals.
  • Arranging building valuations with a Professional Valuator every three years – per legislation.
  • Submission and processing of common property insurance claims.
  • Obtain Fidelity Cover as agreed to by the community scheme as per new legislation.
  • Obtaining and submitting of insurance certificates for Mortgage Banks which they require before creating a bond.

About Us

Reynard Agencies started as Managing Agents in 1984 when the founder, Les Reynard, took over the management of the complex he was living in- we are still managing this complex today.

This year, the company, with 15 employees, are managing 80+ Bodies Corporate.

Website Links

Contact Info

041 365 2529
hilda@reynardagencies.com

Address

73 Worraker
St Newton Park
Port Elizabeth
6055