Financial / Bookkeeping Services

  • Preparation and distribution of monthly levy statements to all owners.
  • Ensuring that legal fees for recovery are debited to owners and interest is charged on arrears owing.
  • Receipting of and allocating of monthly payments, per the bank statement.
  • Verifying and determining the amounts payable by the Body Corporate to fixed monthly creditors; such as Ekurhuleni, garden / security services etc.
  • Prompt payment of all monthly and ad hoc invoices by means of EFT’s, after authorization has been received from the designated Trustees.
  • Issuing of levy clearance figures and certificates on payment of figures.
  • Year-end preparation for audit purposes.
  • Following up with the auditors ensuring that the provisional tax returns are submitted as required by SARS.
  • Liaising with the Body Corporate auditors / accounting officers and assisting with the issuing of the Annual Financial Statements soon after the year-end.
  • Liaising with meter readers where applicable in order to obtain water and electricity debits to be included on the monthly levy statement, striving to get a full recovery between electricity and water expenditures and usages by the owners.
  • Preparation of a monthly financial report for the Trustees; this report includes the following: Balance sheet, trial balance year to date, income statement, reflecting the budget versus actual expenditure, bank reconciliations, full bank statement for the month under review, age analysis, levy roll, customer sales analysis.

Arrear Levy CollectionsEagle Blue are registered with the Debt Collectors Council of South Africa.

  • From the 10th of the month, contacting owners who have not paid their levy and/or other contributions.
  • Following the arrear policy and procedure set out by the Body Corporate.
  • Sending out of payment reminders, contacting owners telephonically and issuing of final demand letters, which are all done from our offices.
  • Handing over of defaulters to relevant attorneys, in order to proceed with the issuing of summons.
  • Liaising with the appointed attorneys and tracking of the accounts once handed over, until the account has been settled or the unit sold in a sale of execution.
  • We deal with Bennett McNaughton Attorneys in Edenvale for debt collection. Our clients have had good results from them. We will however deal with and work with any attorney of choice.

Meetings & AGMs

  • Preparation of the Annual General Meeting including the preparation of the agenda in terms of the Management Rules, preparing nominations and proxies and collation of the AGM Pack, adding the Trustees report, budget, levy schedules, replacement value schedules and audited financial statements. Dispatching of notices within the required time frame per the Act.
  • Attendance of the Annual General Meeting and taking minutes thereof.
  • Preparation of Special General Meetings: preparation of the agenda in terms of the Management Rules, preparing proxies and dispatching notices within the required time frame per the Act.
  • Attendance of the Special General Meetings of the Body Corporate and taking minutes thereof.
  • Storing electronic copies of all agendas, notices, proxies, nominations, attendance registers, etc.
  • Sending Domicilium updates to the Deeds Office after each AGM, as legally required.

General Administration

  • Sending out of bulk SMS’s and emails to all members as and when required or requested.
  • Distribution of notices, AGM packs, newsletters, to all members.
  • Drafting and distribution of letters to owners regarding Conduct Rule breaches and the relevant enforcement thereof.
  • Liaising with the attorneys in respect of units that have been handed over for continual breaches of the rules.
  • Keeping of permanent records for the Body Corporate.
  • Giving the Trustees advice per the rules and regulations of the Sectional Titles Act as and when required.

Insurance

  • Liaising with the nominated insurance broker regarding the Scheme’s insurance requirements.
  • Ensuring that all the insurance requirements per the Management Rules are insured under the policy.
  • Obtaining of annual insurance quotations in order to obtain price comparisons.
  • Preparation of the replacement value schedule for review and approval at the AGM.
  • Administration of insurance claims and following of the internal insurance procedure to conclude the claim; including the debiting of insurance excesses where applicable and liaising with the unit owner and contractor where applicable.

Staff Requirement

  • Processing of the monthly payroll. Updating of sick leave, annual leave onto the payroll system.
  • Payment of UIF and submission of monthly UIF returns using UFILING.
  • Payments of PAYE where applicable.
  • Annual payment of Workman’s Compensation.
  • Keeping of staff records; including contracts, copies of pay slips, leave records etc.
  • Liaising with a Labour Consultant regarding disciplinary action required, where applicable and under the direct instructions from the Trustees.

NB:  It must be noted that Eagle Blue does not supervise staff