{"id":50,"date":"2018-08-12T19:23:26","date_gmt":"2018-08-12T19:23:26","guid":{"rendered":"http:\/\/site.oceanbreeze.org.za\/?page_id=50"},"modified":"2021-01-22T15:28:10","modified_gmt":"2021-01-22T15:28:10","slug":"trustee-portfolio","status":"publish","type":"page","link":"https:\/\/site.oceanbreeze.org.za\/index.php\/trustee-portfolio\/","title":{"rendered":"Trustee Portfolio"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\"><strong>Chairman<\/strong><\/h2>\n\n\n\n<ul><li>Preside at all meetings of the Trustee Committee and all general meetings of Members<\/li><li>Compile newsletters to update Members<\/li><li>Chair, arrange and record the minutes of\u00a0Trustee Committee meetings<\/li><li>Arrange Trustee Committee meetings<\/li><li>Arrange quarterly meeting with the Managing Agent<\/li><li>Develop and maintain a working relationship with the appointed Managing Agent<\/li><li>Ensure all contractors and Managing Agent delivers according to their SLA<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Finance<\/strong><\/h2>\n\n\n\n<ul><li><span style=\"font-size: 1rem;\">Authorise payments and allocations with chairman and\/or relevant trustee<\/span><\/li><li>Review accounts and financial reports, monitor cash flows, working capital items and reserve compliance<\/li><li>Review\/follow up with and debt collections<\/li><li>Advise the trustees on financial issues like setting aside sufficient funds to cover the cost of major renovations\/repairs; monitor the reserve fund<\/li><li>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<\/li><li>Manage the petty cash box<\/li><li>Prepare annual budgets and cash flow projections with Managing Agent<\/li><li>Propose annual levy to the Members at general meetings<\/li><li>Ensure annual audit is carried out and present final accounts to the Members at general meetings<\/li><li>Review the Estate insurance costs annually<\/li><li>Review the Estate annual tax return (if applicable)<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Security<\/strong><\/h2>\n\n\n\n<ul><li>Review security reports from security manager<\/li><li>Check offence book and guard house fortnightly<\/li><li>Maintain boom, remotes, security upgrades, etc<\/li><li>Ensure communication channels are open to security manager<\/li><li>Ensure that existing security measures are fully operational at all times. Where they are not, to take measures to ensure that they are<\/li><li>Ensure that residents, their visitors and contractors abide by the relevant rules relating to access<\/li><li>Ensure that the organisation tasked with guard duties carries out those duties according to contract and provides value for money<\/li><li>Oversee the work of the Estate Manager where it relates to security matters<\/li><li>Keep the Board informed about security incidents as well as measures taken to avoid future security incidents<\/li><li>Propose an annual review of the budget relating to security<\/li><li>Authorise security expenditure<\/li><li>Present to the Members at general meetings a review of security and proposals for future strategy<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Governance <\/strong>(Legal, Compliance, Ethics)<\/h2>\n\n\n\n<ul><li>Ensure compliance with the Section Title Act and MPOA Constitution<\/li><li>Ensure that the legal and regulatory risks that the body corporate is exposed to, is adequately managed<\/li><li>Assist trustees to be able to perform their duties with due skill, care and diligence<\/li><li>Facilitate insurance claims<\/li><li>taking account of the legal implications that may be encountered in the fulfilment of their portfolio duties<\/li><li>Refer questions of law to external advisers for guidance when the need arises and to liaise with such legal advisers as may be required<\/li><li>Manage processes that are aimed at ensuring that the Compliance Policy of body corporate is adhered to<\/li><li>Review and maintain all SLAs<\/li><li>Site signage is according to standard<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Maintenance<\/strong><\/h2>\n\n\n\n<ul><li>Conduct site walks with estate manager fortnightly to ensure everything on the common area is in good order<\/li><li>Maintenance and budgeting of major capital expense items like roof, boundary wall, painting, etc<\/li><li>Authorise maintenance expenditure<\/li><li>Review 10 year maintenance plan annually<\/li><li>To oversee the work of the Estate Manager where it relates to maintenance<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Utilities<\/strong> (Electricity, Refuse, Water, Sewerage, Recycling)<\/h2>\n\n\n\n<ul><li>Ensure utility expenses are paid<\/li><li>Ensure utility recoveries are collected<\/li><li>Maintain recycling initiative<\/li><li>Review electricity and water meter readings<\/li><li>Oversee the maintenance of utilities<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Facilities<\/strong> (Clubhouse, Pool, Braai area, Laundry, Drying yards)<\/h2>\n\n\n\n<ul><li>Ensure the facilities are kept clean and maintained<\/li><li>Ensure residents follow the rules around the usage of facilities<\/li><li>Manage the booking of facilities<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Landscaping &amp; Gardening<\/strong><\/h2>\n\n\n\n<ul><li>Conduct site walks with estate manager to ensure everything on the common area is in good order<\/li><li>Ensure the landscape and gardening is to standard<\/li><li>Ensure the common ground is clean and presentable<\/li><li>Authorise landscaping and gardening expenditure<\/li><li>To oversee the work of the Estate Manager where it relates to landscaping and gardening<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Communication<\/strong><\/h2>\n\n\n\n<ul><li>Owner and tenant details are collected and maintained <\/li><li>Email communications to board <\/li><li>Conduct communications on WhatsApp<\/li><li>Ensure the physical mailbox is checked weekly<\/li><li>Maintenance and budget of website\/WhatsApp\/etc<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Telecoms<\/strong><\/h2>\n\n\n\n<ul><li>Operation, budgeting the maintenance of:<ul><li>DSTV<\/li><li>CCTV<\/li><li>Intercom <\/li><li>Internet, perform a review of the internet pricing annually<\/li><\/ul><\/li><\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Chairman 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\u00a0Trustee 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 &hellip; <\/p>\n<p class=\"link-more\"><a href=\"https:\/\/site.oceanbreeze.org.za\/index.php\/trustee-portfolio\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Trustee Portfolio&#8221;<\/span><\/a><\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"_links":{"self":[{"href":"https:\/\/site.oceanbreeze.org.za\/index.php\/wp-json\/wp\/v2\/pages\/50"}],"collection":[{"href":"https:\/\/site.oceanbreeze.org.za\/index.php\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/site.oceanbreeze.org.za\/index.php\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/site.oceanbreeze.org.za\/index.php\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/site.oceanbreeze.org.za\/index.php\/wp-json\/wp\/v2\/comments?post=50"}],"version-history":[{"count":26,"href":"https:\/\/site.oceanbreeze.org.za\/index.php\/wp-json\/wp\/v2\/pages\/50\/revisions"}],"predecessor-version":[{"id":533,"href":"https:\/\/site.oceanbreeze.org.za\/index.php\/wp-json\/wp\/v2\/pages\/50\/revisions\/533"}],"wp:attachment":[{"href":"https:\/\/site.oceanbreeze.org.za\/index.php\/wp-json\/wp\/v2\/media?parent=50"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}