giving rise to communities
elevated
property management
Administration Services
❖ Managing a scheme’s administration well is essential. We work with you to ensure the day-to-day financial tasks, like payroll and levy collection, are executed efficiently. We ensure your scheme is financially sound, compliant with legal requirements, and fully accountable for every transaction. Here is what you can expect from our service:
- Independent Bank Accounts: Every scheme runs its own secure bank account, fully protected by our Fidelity Fund Insurance—eliminating the risks of combined accounts.
- Clear Financial Insights: Receive monthly levy statements covering the last three months, giving you a clear, real-time view of your scheme’s financial health.
- Transparent Levy Collection: Levy income is collected, allocated, and used for expenses monthly. Any special payments require trustee or director approval to keep every transaction transparent and authorised.
- Complete Payroll Management: We handle payroll, including statutory deductions and payslips, ensuring compliance with labour laws and keeping your staff well-managed.
- Real-Time Financial Tracking: Our system tracks every transaction, with monthly reports sent to Trustees or Directors to keep leadership fully informed.
- Annual Budgeting & Auditing: We prepare your annual budget and assist auditors to ensure financial accuracy and proper auditing, so your scheme stays on track.
- Professional Arrears Collection: We work directly with attorneys or the Community Schemes Ombud Services to recover overdue levies and maintain healthy cash flow.
- Efficient Document Management: We maintain all important records—minutes, rules, insurance—so you have easy access to critical documents for informed decision-making.
- Strict Enforcement of Conduct Rules: From warning letters to legal escalation, we enforce Conduct Rules to keep your community in harmony.
- Future-Proofing Your Scheme: We help establish reserve funds and assist with utility collections (though meter reading isn’t offered, we’ll connect you with reliable providers).
administration
Maintenance.services
● Maintenance services
Maintaining your scheme’s property is crucial for its longevity and value. We partner with boards to develop and execute comprehensive maintenance strategies, helping you avoid costly repairs and ensuring your property remains in excellent condition.
- Independent Bank Accounts: Every scheme runs its own secure bank account, fully protected by our Fidelity Fund Insurance—eliminating the risks of combined accounts.
- Clear Financial Insights: Receive monthly levy statements covering the last three months, giving you a clear, real-time view of your scheme’s financial health.
- Transparent Levy Collection: Levy income is collected, allocated, and used for expenses monthly. Any special payments require trustee or director approval to keep every transaction transparent and authorised.
- Complete Payroll Management: We handle payroll, including statutory deductions and payslips, ensuring compliance with labour laws and keeping your staff well-managed.
- Real-Time Financial Tracking: Our system tracks every transaction, with monthly reports sent to Trustees or Directors to keep leadership fully informed.
- Annual Budgeting & Auditing: We prepare your annual budget and assist auditors to ensure financial accuracy and proper auditing, so your scheme stays on track.
- Professional Arrears Collection: We work directly with attorneys or the Community Schemes Ombud Services to recover overdue levies and maintain healthy cash flow.
- Efficient Document Management: We maintain all important records—minutes, rules, insurance—so you have easy access to critical documents for informed decision-making.
- Strict Enforcement of Conduct Rules: From warning letters to legal escalation, we enforce Conduct Rules to keep your community in harmony.
- Future-Proofing Your Scheme: We help establish reserve funds and assist with utility collections (though meter reading isn’t offered, we’ll connect you with reliable providers).
Meeting Services
❖ Effective meetings are essential for making informed decisions in any scheme. We handle all meeting logistics, ensuring they’re well-organized, legally valid, and productive so trustees can focus on what matters—driving your scheme forward.
- Legal & Procedural Guidance: We assist the Board with legal and procedural matters, ensuring every decision complies with the law and avoids potential legal issues.
- Comprehensive Meeting Management: We arrange and schedule Board Meetings, Annual General Meetings, and General Meetings, ensuring every key discussion happens on time and with the right participants.
- Accurate Minute-Taking & Follow-Up: We attend up to four meetings per year (in-person or virtually) and provide professional minute-taking to ensure accurate records and timely follow-up on all action items.
- Post-Meeting Compliance: After each meeting, we ensure all necessary legal updates are handled, such as renewing insurance or appointing auditors to keep your scheme fully compliant.
- Clear Communication: We manage all notices, minutes, and circulars via email, ensuring clear, consistent communication with all stakeholders.
- Seamless Virtual Meetings: Our virtual meetings run on specialist meeting platforms, offering online registration, back-office management, and high-quality audio to make participation convenient for everyone.
- Custom Meeting Agendas: We help create custom agendas tailored to your scheme's needs, ensuring that meetings are focused, efficient, and productive.
- Actionable Outcomes: We ensure every meeting ends with clear, actionable next steps, helping trustees and board members follow through on important decisions.
- Voting & Proxy Management: We assist with organizing voting procedures and managing proxies to ensure fair and accurate decision-making.
- Real-Time Updates: We provide real-time updates to participants in virtual or hybrid meetings so that they can keep up with critical discussions or decisions.
- Time Management Support: Our team helps manage the time spent on each agenda item, ensuring meetings stay on track and don't run over.
meeting.services
debt.collection
● Debt Collection services
A scheme’s financial health relies on timely levy payments. We take a strict but fair approach to debt collection, ensuring that all owners contribute to the scheme's upkeep while offering support to those facing financial hardship.
- Essential Levy Payments: Timely payments are critical to maintaining services, ensuring the scheme operates smoothly, and remaining financially healthy.
- Clear Payment Schedule: We issue levy statements between the 20th-23rd of each month, giving owners ample time to prepare for the next month’s payment. Levies are due on the 1st, with a grace period until the 6th.
- Structured Collection Process: Our step-by-step process ensures prompt payment enforcement:
○ 8th of the Month: A reminder letter is sent to owners who have missed payments.
○ 16th of the Month: A second letter is sent, giving another chance to settle outstanding debts.
○ 7th of the Following Month: A final reminder is issued before further action.
○ 16th of the Following Month: A final demand is sent, and the case is escalated to our internal debt collection department for legal steps.
- Legal Escalation When Necessary: If no payment arrangement is made, we escalate the case to attorneys, enforcing payment through legal channels to safeguard the scheme’s financial stability.
- Support for Struggling Owners: While we strictly enforce levy payments, we also offer assistance to owners who may be facing financial difficulties, helping them explore reasonable payment solutions.
- Automated Payment Reminders: We use automated systems to send reminders via email or SMS, ensuring timely communication and reducing missed payments.
- Penalty Enforcement: We enforce penalty fees for late payments as per your scheme's rules, discouraging delays and ensuring compliance with payment deadlines.
- Real-Time Payment Tracking: Our online portal lets trustees and owners track payment statuses in real-time, providing full transparency on outstanding levies and recovery progress.
- Real-Time Payment Tracking: Our online portal lets trustees and owners track payment statuses in real-time, providing full transparency on outstanding levies and recovery progress.
giving rise to communities
elevated
property management