Owner Management Association

Home

Owners Association Management

Secretarial

  • Establish and maintain owners roll and minute book
  • Establish and maintain record system of all correspondence between owners, residents/occupiers and other relevant parties, and records to be kept pursuant to law (registration documents, etc.)
  • Establish and maintain a roll of assets and facilities within the Development as well warranties
  • Record and retain required notices under the Strata Legislation
  • Prepare, distribute and collect all correspondence and records related to the general assembly meeting, which includes but not limited to, items for discussion, nomination of board member, agenda, invitations, motions, minutes of meeting, etc.
  • Prepare, distribute and collect all correspondence and records for all other meetings which are required while the financial year by the board members
  • Maintain the scheduleof exclusive use parking allocations and storage areas
  • Attend and record all meetings
  • Issue minutes of meetings to all owners
  • Issue newsletter to all owners twice a year to inform about community news
  • Provide point of contact for owners as well occupants and attend routine written and oral communication
  • Advise and assist owners and residents/occupiers in relation to the Community Rules
  • Arrange Insurances and claims
  • Maintain register for supply agreements
  • Maintain full documentation for history of service providers (for example MEP replacements, major repairs, etc.)
  • Serve notices and keep the board membersinformedon relevant legal and regulatory issues
  • Provide monthly management reports to the HOA board including details of resident complaints, action and follow-up
  • Attend to the instructions of the Client and liaise with other parties including but not limited to the Facilities Manager in relation to the operation and maintenance of the Development

    • Owners Association Meetings

  • Prepare Association Meetings, including preparation of notices of General Meeting for the Owners Association, proxies , voting papers, budget information and reports
  • Prepare and distribute the General Meeting Agenda for the HOA
  • Prepare and accept the correspondence on behalf of the HOA
  • Convene and run the Association meeting (one per year)
  • Prepare, record and distribute Minutes of the General Meetings

    • Owners Association Board and Board Meetings

  • Assist the Board with understanding its responsibilities and restrictions and provide advice as requested.
  • Prepare and distribute notices of Board meetings
  • Convene and run Board meetings (ever quarter one meeting)
  • Prepare, record and distribute minutes of board meetings

    •

    Financial & Accounting Services

  • Set up, manage & maintain bank accounts(s) in the name of the HOA as required by RERA
  • Prepare the budget for the following financial year and provide general advice on General and Reserve Fund requirements to the HOA
  • Load financials Owner information onto the Manager’s software system with existing data from the existing OA Manager,
  • Issue Service Charge notices quarterly or as otherwise required
  • Prepare and distribute utility Invoices for chilled water
  • Received service charge & utility payments and issue receipts
  • Do debt collection and the recovery of outstanding Service and Utility Charges to assure sufficient cash flow of the building
  • Follow up on collections of arrears using instruments given under the law to the OA
  • Approve payment of invoices on a weekly basis and present to HOA for payment;
  • Approve payment of disbursements and expenses incurred in connection with management duties
  • Provide monthly income and expenditure reports, budget target reports arrears report to the HOA
  • Maintain books of accounts
  • Prepare reports as balance sheet, statement of income and expenditures and collection reports.
  • Assist the external auditor in providing accounts and records for the required audit(s) and reconciliation of funds
  • Advise and assist the HOA if legal action is needed to recover outstanding Service Charges

    • Insurance

  • Recommend insurances that may be appropriate for the building, board or owners association
  • Obtain quotes for insurance required under the law prior the date of renewal
  • Submit quotes to Owners association board, provide advice and renew insurances (according to instructions)
  • Prepare, lodge and follow up on insurance claims on behalf of the owners association
  • Arrange insurance valuations as and when required

    • Other general fees to be included are

  • Postal Charges
  • Printing Stationery , Cheques and Service Charge Invoices
  • Notices, Notices of Meetings, Minutes of Meeting
  • Telephone Banking and Telephone Charges