// Trusted Property Management Experts.

Empowering Thriving Community Schemes, Since 1968

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WE ARE EXPERTS IN SECTIONAL TITLE, HOA & POA MANAGEMENT BEING ONE OF THE OLDEST
MANAGEMENT AGENTS IN THE WESTERN CAPE AND HOLDING ONE OF THE BIGGEST PORTFOLIOS.

//WHY US

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Residentia Trust (Pty) Ltd was established in 1968 and have been managing property schemes in the Western Cape since the establishment of the Sectional Titles Act.

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We are big enough to provide economies of scale, bargaining power and influence on major stakeholders, but small enough to ensure a personal service experience. Our portfolio under management boasts more than 8000 properties, within 165 different property schemes.

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We pertain to daily bank recons, enabling a live reporting system, designed to provide our client with accurate and correct information for correct decision making.

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We are registered with the PPRA (Property Practitioners Regulatory Authority) as well as with NAMA (National Association of Managing Agents).

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Our technology partner of choice is WeConnectU, which has established a reputation as the most advanced and transparent end-to-end property management software for Body Corporate and Home Owners Associations. We are accredited as 3rd party bankers to ensure fast tracked financial and banking assistance.

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We hold Professional Indemnity cover. Our IT systems and equipment are geared to provide peace of mind, though effective firewalls, cloud backups, remote functionality and processing speed.

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Our sales and rental department, together with our portfolio that comprises of residential, industrial, commercial and retail property schemes, provide the perfect platform to learn from the various sectors and accumulate all the knowledge the industry has to offer.

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We value relationships and to provide our clients with the service they deserve.

//WHAT TO EXPECT FROM YOUR MANAGING AGENT

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ADMINISTRATION & ADVISORY

 
  • Opening and operation of a dedicated current and investment account at a financial institution on behalf of the Community Scheme in terms of section 54 of the PPA.
  • Maximising interest earned through utilising a combination of investment vehicles as provided to the Managing Agent as 3rd party banker.
  • Obtain Insurance Quotes for the assets of the Community scheme, which includes the buildings and improvements to the common property, fidelity insurance, public liability insurance and other Community Scheme assets and conclude the Insurance Policy.
  • Obtain valuations of the building and improvements to the common property.
  • Submission of common property insurance claims and assisting with Individual Owner claims.
  • Assisting and Advising the Trustees on the interpretation of the Sectional Titles Act, Constitution, Management and Conduct Rules adopted by the Community Scheme and advise procedures to effectively manage same.
  • Informing Trustees of the latest developments in legislation and other matters that may concern the Community Scheme.
  • Should the Scheme wish to draft, amend, update, or consolidate their conduct and management rules, Constitution, internal policies/procedures/documents, Memorandum of Incorporation, architectural guidelines, or builders code of conduct, the Managing Agent will assist through obtaining quotes from expert attorneys/professionals, provide input from a management perspective and submit to CSOS.
  • Explanation of Levy Invoices, Statements and charges which relate to administrative levies, reserve fund levies, CSOS charges, utility charges, interest and/or other income due to the Community Scheme and the calculations of such charges.
  • Explain and conclude debit order mandates to process & collect payments via debit order.
  • Advise on the correct process for raising special levies, draft the required resolution stipulating the reason for raising the special levy, the calculation payable by each owner and circulate the decision to all owners, pertain to any owner queries in respect of the special levy raised and update the individual levy Invoices to collect the special levies.
  • Prepare and distribute debt collection notices, facilitate concluding payment arrangements, handover history to debt collection attorneys and manage the attorneys through the legal process up to auction of the debtors property.
  • Preparation, distribution and explaining monthly debtor arrear reports and their status.
  • Uploading and recovery of utility charges. Request investigation and feedback from the utility management company to answer any queries or disputes and propose remedies.
  • Calculate, raise, and pay over CSOS Levies and prepare and submit CSOS forms which includes Submission of Annual Return, Amendment of Rules, Change of Address, Registration of Community Scheme, Application of Approval of a Special or Unanimous resolution.
  • When matters are referred to dispute for resolution the Managing Agent should assist/defend the Scheme with a dispute of resolution between an Owner/Occupier/Stakeholder of a unit and the Scheme via the Ombud or any other platform.
  • Explanation of the key benefits, assisting owners and trustees to navigate the Online Owner and Trustee Portals, which include uploading and sharing important documentation and information on such portals.
  • Assist with Municipal debt arrangements, obtaining sectional plans, building plans or other legal documents.
  • The Managing Agent will assist to ensure that new buildings, renovations, alterations, or additions complies with the Schemes Architectural Guidelines, Builders Code of Conduct, and regulations/legislation.
  • Assist with Incident reports and pet approval applications.
  • The Managing Agent will assist with the administration of access control, cell to gate, or biometrics.
  • To Act as Public Officer of the Community Scheme and manage SARS related issues / dispute and SARS compliance as well as manage Municipal issues in respect of account transfers, corrections, disputes, or logging maintenance items.
  • To Act as Information Officer of the Community Scheme and manage any Information Regulator (POPI) issue / dispute and Information Regulator compliance.
  • To Act as Human Resource Officer of the Community Scheme and manage employment agreements, disputes / disciplinary hearings as well as CCMA hearings.
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SECRETARIAL

  • The Portfolio Manager will arrange, attend, and facilitate the Annual General Meeting.
  • The Portfolio Manager will arrange, attend, and facilitate meetings of Trustees/Members.
  • Attending to meeting agendas, proxies, confirmation of quorum, voting slips, nominations, drafting, and typing of meeting minutes and circulation.
  • Assisting and advising the Board of Trustees on the procedural matters such as annual general meetings, special general meetings, quorums, proxies, resolutions, voting rights.
  • The Portfolio Manager will arrange, attend, facilitate online meetings and/or hybrid meetings, which include online voting polls.
  • Drafting and distribute Levy Increase resolutions, Levy Increase letters, with the approved levy schedules and/or approved budget.
  • Storing and Maintaining; Minutes of meetings, minute books, resolutions, attendance registers, register of members and tenants, Participation Quota’s, Conduct and Management Rules, Insurance policies, Employee records, Building Documents/Plans, and any other relevant records of the Community
  • Preparing and dispatching of circulars and or newsletters.
  • Preparing, dispatching, explaining of all warning and penalty letters. 
  • Providing Clearance Certificates, associated welcome letters, important documents on behalf of the Scheme including the onboarding of the new member.
  • Cloud storage and additional backups to safeguard all Electronic Community documents.
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ACCOUNTING & REPORTING

  • Preparation, distribution and explanation of Monthly Levy Invoices and Statements to recover administrative levies, reserve fund levies, CSOS charges, utility charges, interest and/or other income due to the Community Scheme.
  • Receive and validate Supplier Invoices, obtain approval for payment, verify Supplier bank account details and ensure dual payment authorization before effecting payment of amounts payable by the Community Scheme.
  • Calculation, submission and payment of salaries and wages on behalf of the Community Scheme, including the relevant taxes such as PAYE, UIF, WCA, Skills Development Levies and distribution of Pays slips.
  • The preparation and presentation of an annual Budget for approval and determination of levies for the ensuing year.
  • Preparation and allocation of monthly income and expenditure vs budget accounts and reports (invoice basis) and keeping detailed records of the Community Scheme accounting records in terms of normal accounting practice and principles.
  • Preparation, distribution and explanation of financial and compliance reports to the Trustees monthly, which includes but not limited to; Planner, Finance, Basic Cash Movement, Actual vs Budget, Balance Sheet, Debtor Age Analysis, reserve fund vs budget, Creditor Age Analysis, Cashbooks, Transfers, Warning & Penalties, Jobs, Payment Authorization, Levy Roll.
  • Arranging the annual audit with the independent auditor and on completion arranging for distribution of the audited statements to members of the Community Scheme.
  • Calculation and submission of VAT returns on behalf of the Community Scheme if applicable.
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OFF-SITE MAINTENANCE ASSISTANCE

  • To provide 24/7 maintenance emergency support via the Managing Agents Call Centre.
  • Source, vet and negotiate preferred rates with competent and professional suppliers.
  • Negotiate and maintain service level agreements with the suppliers.
  • Exercise service level agreement administration with regards to breach of contract through the issuing of penalties and/or terminating the contract.
  • Obtain Quotes and or reports in respect of common area repairs including capital improvements, present quotes to the Trustees for decision, communicate on behalf of the Trustees with stakeholders and effect payment to payment after quote/job card has been signed off.
  • Arrange that a professional draft a specification and conduct a tender process for major expenses.
  • Site Inspections and formal reporting on the findings, health & safety, regulatory compliance and building by-laws.
  • Storing and maintaining building and reticulation plans.
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ON-SITE ESTATE / FACILITY MANAGEMENT

  • Tailor a fit for purpose on-site Estate or Facility Management solution (part time or full time)
  • To provide 24/7 maintenance emergency support via the Managing Agents Call Centre.
  • Implement systems and procedures to manage risks, reduce costs and ensure quality.
  • Source, vet and negotiate preferred rates with competent and professional suppliers.
  • Compile, negotiate and maintain service level agreements with the suppliers.
  • Investigate supplier’s nonperformance and exercise service level agreement administration with regards to breach of contract though the issue of penalties and/or terminating the contract.
  • Obtain and sign off Quotes, Reports and Job Cards (as per the authorisation and approval framework) in respect of common area repairs and capital improvements and communicate on behalf of the Scheme.
  • Site Inspections and formal reporting on the findings, health & safety, regulatory compliance and building by-laws.
  • Ensure compliance with aesthetic and architectural guidelines (signage, facades, etc.)
  • Ensure top performance of soft service providers (security, cleaning, hygiene, landscaping, parking management, waste management, pest control, CCTV etc.)
  • General supervision and management of technical services (aircon and ventilation systems, lifts, generators, fire prevention and protection, etc.)
  • Ensure upkeep of hard surface areas (roads and pavements, manholes, streetlights, water pipes, parking areas).
  • Storing and maintaining building and reticulation plans.
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//WELCOME TO THE FUTURE OF TRANSPARENT
PROPERTY MANAGEMENT