Preside at all meetings of the Trustee Committee and all general meetings of Members
Compile newsletters to update Members
Chair, arrange and record the minutes of Trustee Committee meetings
Arrange Trustee Committee meetings
Arrange quarterly meeting with the Managing Agent
Develop and maintain a working relationship with the appointed Managing Agent
Ensure all contractors and Managing Agent delivers according to their SLA
Finance
Authorise payments and allocations with chairman and/or relevant trustee
Review accounts and financial reports, monitor cash flows, working capital items and reserve compliance
Review/follow up with and debt collections
Advise the trustees on financial issues like setting aside sufficient funds to cover the cost of major renovations/repairs; monitor the reserve fund
Ensure that financial management is maintained at a level of professional standard and transparency that enables all authorised stakeholders to obtain all relevant facts upon request
Manage the petty cash box
Prepare annual budgets and cash flow projections with Managing Agent
Propose annual levy to the Members at general meetings
Ensure annual audit is carried out and present final accounts to the Members at general meetings
Review the Estate insurance costs annually
Review the Estate annual tax return (if applicable)
Security
Review security reports from security manager
Check offence book and guard house fortnightly
Maintain boom, remotes, security upgrades, etc
Ensure communication channels are open to security manager
Ensure that existing security measures are fully operational at all times. Where they are not, to take measures to ensure that they are
Ensure that residents, their visitors and contractors abide by the relevant rules relating to access
Ensure that the organisation tasked with guard duties carries out those duties according to contract and provides value for money
Oversee the work of the Estate Manager where it relates to security matters
Keep the Board informed about security incidents as well as measures taken to avoid future security incidents
Propose an annual review of the budget relating to security
Authorise security expenditure
Present to the Members at general meetings a review of security and proposals for future strategy
Governance (Legal, Compliance, Ethics)
Ensure compliance with the Section Title Act and MPOA Constitution
Ensure that the legal and regulatory risks that the body corporate is exposed to, is adequately managed
Assist trustees to be able to perform their duties with due skill, care and diligence
Facilitate insurance claims
taking account of the legal implications that may be encountered in the fulfilment of their portfolio duties
Refer questions of law to external advisers for guidance when the need arises and to liaise with such legal advisers as may be required
Manage processes that are aimed at ensuring that the Compliance Policy of body corporate is adhered to
Review and maintain all SLAs
Site signage is according to standard
Maintenance
Conduct site walks with estate manager fortnightly to ensure everything on the common area is in good order
Maintenance and budgeting of major capital expense items like roof, boundary wall, painting, etc
Authorise maintenance expenditure
Review 10 year maintenance plan annually
To oversee the work of the Estate Manager where it relates to maintenance
