General Operations Detailed Assessment General Operations Note to the user This assessment is intended to assist existing and prospective Trustees/Directors/Estate Management/Office bearers/Third Party Managers of Body Corporates/Home Owners Associations/Retirement Villages or Shareblock Schemes (Community Schemes) to identify the existing level of governance, areas of weakness/vulnerability and the risks in these bodies and to offer advice on how to better manage these risks and improve overall governance. This assessment will also assist in helping Trustees/Directors/Estate Management/Office bearers/Third Party Managers in carrying out their fiduciary roles and responsibilities. General Operations Body Corporate/Complex/Property Name/Home Owners Association Name of Responsible Party/Trustee/Director/Estate Manager: Does the Community Scheme have pre-paid meters in place for electricity and/or water? * Yes - water and electricity and both formally improved in terms of the act Yes - electricity only Yes - water only No, not at all Yes - but approvals did not follow requirements of the act Does the Community Scheme have contingency plans for water and/or power outages e.g. back-up generator, inverter, solar, borehole, water harvesting etc. * Yes, comprehensive - large generator/extensive solar infrastructure and borehole/water tanks Yes - limited solar for common area/borehole/water tanks Yes to a limited degree - basic solar for access and core lighting/basic water tanks Yes to a very small degree - basic generator for common area/water tanks No, not at all - no contingencies in place, totally reliant on local/municipal authorities and national grid supply Do the Trustees/Directors/Community Scheme/Estate Management/Developer/Operator/Managing Agents have robust policies and procedures in place for all the key functions for the effective management, operation and running of the Community Scheme e.g. regulatory compliance, enforcement of conduct/house rules, general administration and operations, accounting, levy collections, payment processes, contracting/procurement, HR management, use of information, security/access control, maintenance/repair routines? * Yes - comprehensive processes are in place for all key functional areas and these are strictly enforced and followed. Yes to a large degree - most key areas are covered but there are gaps. Yes to a lesser degree - these are largely in place but not always enforced and/or often bypassed. No, not really. Very few formalised processes or procedures are in place for key functions. No, nothing is in place. Where the Community Scheme and/or Managing Agents or Third Parties make use of a portal application for the reporting and management of owner queries/problems/applications or approvals and approval of expense payments, is this system operational, effective and being widely used by owners/Trustees/Directors/Managing Agents/Third Parties? * Yes - the portal being used is highly effective and efficient and enjoys high adoption/usage by all parties Yes to a large degree - the system is working fairly well and enjoys wide usage. Yes to a lesser degree - the tools/system is working but problems are experienced and adoption by owners/Trustees/Directors has been mixed. No, not really. Lots of problems are experienced/uptake has been very poor/we have had to revert to old processes and systems. No, nothing is in place/no systems are in place or planned/we rely entirely on our old processes and procedures. Is the Community Scheme vulnerable to the cancellation, termination of service agreements or contracts and/or the suspension or failure of key service providers e.g. security, gardening, maintenance, management/managing agents? * Yes – we are highly vulnerable in this area. Yes to a fair degree – we are fairly vulnerable to some service agreements. Yes to a small degree – we are not overly exposed in this area. No, not at all. We have comprehensive back up plans/alternate arrangements in place for all these eventualities. Do the Trustees/Directors/Community Scheme/Estate Management/Operator/Managing Agents follow a disciplined due diligence and formal procurement process before contracting or purchasing items or engaging service providers e.g. minimum of three quotes, value for money, formal tender process, transparent procurement policies, know your customer (KYC), provider in good standing and reference checks? * Yes – very strict procurement and contracting processes and policies are in place Yes to a large degree – we follow strict rules and guidelines but these are sometimes bypassed/ignored/not followed Yes to some degree – these are largely only applied to larger items of expenditure/new contracts/are applied selectively No, not really -ad-hoc approach to issues/go mainly with existing service providers or known parties/procedures largely ignored No, not at all. No guidelines/policies or procurement processes are in place or followed Does the Community Scheme hold appropriate and adequate insurance in respect of its assets/losses/claims and potential liabilities? * Yes - insurance is comprehensively reviewed annually. Yes to a large extent. Yes but possibly inadequate. No, not really. Insured amounts are out of date. No, not at all. Do the Trustees/Directors/Office Bearers know what excesses apply to the insurance policy? * Yes Yes to some extent/not totally clear No, not at all. Don't know/Can't establish How well do the Trustees/Directors/Estate Management/Developers/Operators and/or Managing Agents and/or third parties communicate with the owners/residents of the Community Scheme? * Yes - this is done in a very focused way on an on-going basis Yes to a degree - communications are not consistent and can improve Not really very well at all Very mixed/inconsistent/very badly Communication is non existent Does the Community Scheme have a pest problem e.g. ants, rats, mosquitos, mice, geckos, birds, bats, flies? * Yes - persistent recurring problems Yes - but we are dealing with it/managing it/make use of pest controls and other physical deterrents Yes to some degree - sporadic problems/have hopefully been dealt with successfully Doesn't appear to be a problem No, not at all Don't know/Can't establish Submit If you are human, leave this field blank. Δ Navigation Return to Dashboard Return to Output View Return to Members Tools
