Our Professional Services

Secretarial

• Attend to all correspondence from proprietors, contractors, council representatives and others who may have dealings with the Strata Company, in a timely manner.
• Maintain the strata roll.
• Have custody of and administer common deal duties.
• Keep keys and security devices in safe custody.
• Maintain, have custody of and securely keep all records which are required by law to be kept by the strata company.
• Preparation and distribution of all meeting agendas and minutes.
• Attend and chair the annual general meeting.
• Prepare and distribute minutes to all meetings.
• Assisting with queries from lot owners regarding by-laws.
• Preparation and implementation of policies and procedures in respect to compliance with by-laws, management and control of common property.
• Give general advice on dispute resolution and compliance with the Act.
• Referral to experienced lawyers, accountants, consultants, valuers, surveyors and other professional expertise as requested.
• All postage, petties (mail, telephone calls, emails, stationary, archive storage).

Accounting services

• Establish and manage trust accounts and financial affairs in the name of the strata company.
• Requesting and receipting levy payments.
• Pay contractors invoices.
• Provide financial reports and cash flow advice as requested.
• Prepare annual statements for AGM.
• Prepare annual draft budget for AGM.
• Make proposals for investment of any surplus funds.
• Co-operate with any appointed auditor.

Insurance

• Renewing insurance policies and/or obtaining new quotes.
• Lodging insurance claims and liaise with insurance company assessors and contractors until claims/repairs are finalised.
• Obtain quotes for insurance repairs and arrange access.
• Arrange insurance valuation if required.

Maintenance

• Advise, where possible, on best course of action to fix maintenance item.
• Obtain quotes for the repair or upgrade of the common property – please note: where multiple quotations are required Scarborough Strata will obtain two quotations and the council of owners will need to obtain any other quotations.
• Administer tradespeople for the common property.
• After hours emergency telephone service.

Additional Optional Services

• Implement collection of unpaid levies or recoverable debts from proprietors in accordance with strata company approved policy.
• Applying and making submissions to government and judicial authorities on behalf of and on instruction from the strata company for consents, authorizations, licenses, approvals, exemptions and other decisions and attending related hearing and meetings.
• Liaise with/instruct lawyers/solicitors on behalf of and on instruction from the strata company.
• Attendance at council of owner’s meetings (not to be confused with the AGM), apart from first meeting following AGM.
• Attendance of extraordinary general meetings (not to be confused with the AGM). During office hours.
• Project managing a large scale project including arranging, meeting tradesman on site, inspecting work done and ensuring the project is finished right through until completion: The fee for this service, if requested, will be charged at 5% of the cost of the job.