What legal/ownership structure does the Community Scheme comprise of? *

Where is the Community Scheme situated? *

If situated at the Coast, how far is the Community Scheme from the sea front? *

What terrain is the Community Scheme situated on? *

How many dwelling units does the Community Scheme currently comprise? *

How many years has the Community Scheme been in existence/since first registered? *

What is the total asset value of the Community Scheme (cost/latest insurance valuation)? *

What is the nature of the Community Scheme's core/main buildings structure? *

What are the Community Scheme structures largely constructed/comprised of? *

What is the physical extent of the Community Scheme e.g. size of the property, length of boundaries/boundary walls/fenced area, multiple exit/entry points, extent of developed areas versus un-developed areas, complicated nature of perimeter/bordering properties (highways/major roadways/sea frontage/river frontage/coastal forest/open bushveld)? *

What does the common area of the Community Scheme comprise of i.e. common use areas/gardens, shared structures, shared infrastructure (parking areas/lifts), shared facilities? *

What level of accountability, responsibility, ownership, interest, involvement and influence does the Developer still have in respect of the Community Scheme as a result of e.g. current/arrear/outstanding levy contributions, unpaid/outstanding/arrears rates and taxes/council utility bills, outstanding compliance issues (CIPC/CSOS), planning approval issues, maintenance of infrastructure e.g. (roads, water treatment, power provision, security/access systems), majority shareholding, appointment of directors, unsold units/interests, influence over Trustees/Directors, funding, amendment of rules, budget etc.? *

What facilities and/or services are currently provided by the Community Scheme? *

Does the Community Scheme currently experience major problems which are impacting the Community Scheme, including the values of the individual properties e.g. financial pressures, compliance issues, trustee/director challenges, owner/tenant mix, management oversight, maintenance issues, levy collection, visitor controls, abuse of facilities, residents conduct, rules breaches, security/crime challenges etc.? *

How complicated and difficult is it to run and manage the Community Scheme? *

Does the Community Scheme currently employ the services of a Managing Agent/Executive Managing Agent/Estate Manager/Contracted third parties for the management of the Scheme? *

Does the Community Scheme have "problem owners" who are either absent owners/landlords or consistently obstructive, always difficult, resistive to change and unwilling to support resolutions/Trustee or Director decisions? *

Does the Scheme have abandoned, irregularly or illegally occupied (hi-jacked) units, properties or interests in the Community Scheme? *

Does the Community Scheme experience parking problems for residents and/or visitors vehicles which is causing friction, conflict and problems e.g. inadequate bays, owners parking bays being abused, irregular use of parking, theft of bays, unauthorised vehicles, blocking of garages/other vehicles, parking in common road/access ways or gardens etc.? *

What is the turnover of owners/lessees and/or tenants in the Community Scheme e.g sale of units/properties, change in lessees/tenants? *

Does the Community Scheme allow domestic pets and/or animals? *

What is the general level of Compliance by the Community Scheme with the following legislation where applicable i.e. CSOS - Registration and Act Compliance, Sectional Title Schemes Management Act, Companies Act, Share Block Control Act, SA Co Op Act, Taxation, Labour, Health and Safety, Disaster Management, Environmental, Estate Agents Affairs, POPI Acts, PRECCA, Bye laws etc? *

Has the Community Scheme held its Annual General Meeting (AGM) within the last year? *

Is a current formal insurance valuation held for the buildings of the Community Scheme? *

Does the Community Scheme have any Reserves whether required by the regulations or not? *

Are the Trustees/Directors/Estate Management/the Managing Agents/Accountants collecting regulated levies/contributions and paying these over to the regulated bodies as required in terms of the various Acts/Constitution e.g. CSOS? *

Has the Community Scheme finalised a 10 year maintenance, repair and replacement plan (“MR&R plan”) as required in terms of the Sectional Title Management Act and does this planned expenditure align with the balance in the required separate bank account for reserves? *

Does the Community Scheme have good documentation, record keeping and general administration and contractual controls in place e.g. archiving, filing, continuity of documentary records/agreements/ contracts/ financials/ meetings/minutes/house and conduct rules/detailed plans including electrical wiring and plumbing connections/technical specifications/warranties and guarantees/guides? *

Are the Trustees/Directors/Estate Management/Managing Agents and/or Developers/Operators managing the level of legal and contractual risk in the Community Scheme including the potential impact of regulatory changes, legal liability and legal action? *

Does the Community Scheme currently have formally elected Trustees/Directors in place? *

Does the Community Scheme have a formalised Code of Conduct and/or House/Management Rules? *

What is the current level of governance, effective control and risk management in the Community Scheme e.g. code of good governance, risk culture, Trustee oversight, minutes and resolutions, controls and disciplines, code of conduct, ethics/values, accountability, risk champion? *

Is there clear responsibility and accountability for the governance, compliance and management of the Community Scheme? *

Do the Trustees/Directors/Estate Management/Office Bearers exercise the required governance, diligence and over-sight required of them as well as uphold their legal and fiduciary duties/responsibilities? *

Do the Trustees/Directors/Office Bearers have the required experience and skill set for their roles and/or are they fit for purpose? *

Do the Trustees/Directors/Estate Management/Office Bearers have regular structured meetings (in tandem with their Professional Manager/Managing Agents where applicable), which are well attended, structured, chaired by a chairperson, and minuted? *

Are the House Rules and/or Code of Conduct strictly enforced and applied by the Estate Manager, Security personnel, Trustees/Directors as soon as complaints are received or as soon as transgressions are observed/reported – e.g. intervention by Trustees/Directors, formal letters of contravention, calling of police or authorities for incidents of violence or public noise, clamping of wheels for illegal parking etc? *

Do the Trustees/Directors/Office Bearers/Estate Management/Developers/Operators respond to and resolve owner/member/lessee issues and requests and those facing the Community Scheme, diligently, quickly, transparently, fairly and objectively e.g. electrical/plumbing problems, levy/charges queries, claims, neighbour disputes/complaints, reported violations, alteration/improvement approvals, pet applications etc.? *

Have the Trustees/Directors/Office Bearers/Estate Management/Managing Agents/Developers/Third Parties/Operators undertaken a risk review of the Community Scheme every three years over and above the insurance review, as required in terms of the STMS Act e.g. state of buildings, stormwater drainage, railings, boundary walls, gates/motors, rooves, gutters, paving, swimming pool/motor, access control mechanism, CCTV/Cameras, roads, parking structures, geysers/overflows, clubhouse/external structures, essential maintenance equipment? *

Is there strict control around the issuing of levy clearance certificates by the Trustees/Directors/Community Scheme/Estate Management/Managing Agents? *

Are the Conduct/House/Management rules, latest audited financial statements, budgets, minutes and records, approval processes and other pertinent documentation readily accessible to and available for examination/inspection, where applicable, by owners/lessees/shareholders/prospective owners/tenants/key service providers etc? *

Is the Facebook page/web-site/social media and/or the messaging group for the Community Scheme well managed, controlled and subject to strict conduct and use conditions? *

Is the Community Scheme adequately insured, including public liability, fidelity, cybercrime and officers' liability and indemnity insurance to cover trustees/directors/office bearers? *

Is the Community Scheme and its facilities currently well managed and are standards upheld - whether by Trustees/Directors and/or Estate Management and/or Third Parties/Managing Agents? *

What is the current opinion of the management of the Community Scheme i.e. of the Trustees/Directors and/or Estate Management and/or Professional Managers/Designated Third Parties/Managing Agents? *

Does the Community Scheme have a dedicated Estate Manager/Complex Manager? *

Has there been a clear and formalised delegation of authority and/or responsibility to the Estate Manager/Developer/Operator/designated Third party, a specific Trustee or Director, by the Trustees/Directors of the Community Scheme? *

Are all the operational work processes e.g. procurement/buying/contracting, facilities management (plumbing/electrical/pool), project management, owner/tenant complaints/issues/incidents, general maintenance/cleaning routines, gutter/drain/sewerage cleaning, security and access controls/procedures, disaster management/evacuation routines, HR processes, recycling/waste removal, gardening routines etc. in place, adequately documented (Operations Manual), are they robust, repeatable and standardised? *

Does the Community Scheme have an on-going comprehensive maintenance program/plan in place that is strictly adhered to e.g. equipment maintenance, painting, proactive utility usage management, leak monitoring? *

Does the Community Scheme have business continuity and disaster recovery plans in place for emergencies or unexpected events e.g. natural disaster, water crisis, strike action, black-outs/extended power failures, systems outages, failures of service providers or major mechanical breakdown? *

Is the Community Scheme heavily reliant on third parties to deliver key services e.g. security, gardening, maintenance, management etc. ? *

What is the total current annual levy and related income of the Community Scheme? *

What is the current level of arrears levies/contributions? *

What is the current state/trend of default/non-payment of levies/contributions/dues? *

Are the levies/required contributions well spread among owners/residents/lessees/members i.e. no concentration risk? *

Is there heavy reliance on the developer and/or speculative buyers/investors who have multiple dwelling/unsold units or are required to cover the major share of apportioned/quota expenses, levies or overheads? *

Is there clear accountability for the collection of outstanding levies/contributions/dues/amounts and arrears/bad debts? *

What is being done, if anything, by the Trustees/Directors/Estate Management/Office Bearers/Managing Agents/Professional Managers/Developers/Operators to deal with arrears levies/contributions and outstanding amounts due? *

Does the Community Scheme have recently audited, reviewed or compiled financial statements? *

Is there any form of day to day financial oversight/involvement by Trustees/Directors/Estate Management/designated third party? *

How would you describe the financial discipline in the Community Scheme (e.g. oversight, segregation of duties, budgeting, monitoring financial performance, monitoring bank accounts, cash management, financial controls (e.g. levy collection and payment controls))? *

Does the Community Scheme have a comprehensive budgetary process and related disciplines in place e.g. per line-item budgeting, zero based budgeting? *

Does the Community Scheme have comprehensive expenditure and revenue control processes in place? *

Are management accounts of the Community Scheme readily available, accurate and up to date? *

How strong is the cash flow of the Community Scheme? *

How strong is the Community Scheme financially e.g. capital, reserves and cash resources? *

Are the assets of the Community Scheme fairly valued, adequately secured, protected and insured? *

Has the Community Scheme made any use of Credit or Loan facilities or entered into material rental/lease arrangements, which bear interest and/or fixed terms of repayment e.g. Levy/debtor finance/funding arrangements, sale of debtor's book, use of loans to fund capital expenditure/infrastructure/major maintenance/outstanding levies and/or operational cash shortfalls? *

How many months expense cover does the Community Scheme hold in reserve? *

Is the expenditure of the Community Scheme well managed and under control? *

Has there been a reliance on Special Levies (levied in terms of Community Schemes Ombud Service Act 9 of 2011) in the past to fund deficits, operational shortfalls or essential expenditure? *

What impact will environmental change have, if any, on the Community Scheme e.g. from climate change, extreme weather, availability of drinkable/uncontaminated water resources? *

Have the potential risks to the Community Scheme resulting from fire, floods, high winds, cyclones, storm surges, landslides, mudslides, rockfalls, earthquakes, subsidence, sewerage spills, alien plant invasion, oil/chemical spills etc. been considered and assessed? *

What if anything, is done to manage, mitigate or deal with the natural/physical threats to the Community Scheme as a result of flooding/fire/dam wall breaks or breeches/pipe bursts/roadway collapse/rockfalls/tree falls/subsidence/landslides etc.) e.g. use of fire breaks, fire hydrants, water tanks, fire sirens, formalised assembly areas, gullies, storm water drains/increased drainage, barriers, retaining walls etc.? *

How dependent upon/important is technology to the Community Scheme/Trustees/Directors/Developer/Operator/Estate Management/Managing Agent (e.g. IT/Billing and Invoicing Systems, maintenance management/fault reporting portal, access control system, security/surveillance systems, solar energy system, utility usage management, accounting/management reporting application, virtual meeting tools and web-site/social media/messaging/telecoms platforms)? *

How vulnerable is the Community Scheme/Trustees/Directors/Estate Management/Developer/Operator to the collapse, failure or unavailability of IT/systems, access control systems, security cameras/beams, management and/or operational/portals/billing systems or meeting/messaging/telecom systems due to e.g. extended power outages, insufficient bandwidth, the theft of computers, loss of data/fibre/power lines, network/system failure, website/hosting service failure, cybercrime, lack of IT skills or to the loss/theft or corruption of data? *

Are the required IT and technology system controls and disciplines strictly enforced by the Community Scheme/Trustees/Directors/Estate Management/Managing Agents/Third Parties? *

What is the reputation of the Community Scheme? *

How important are the employees of the Community Scheme and the people contracted through services providers working in the Community Scheme e.g. garden and pool services, security, maintenance personnel? *

Is the safety and well-being of owners/lessees/tenants/employees/contractors and visitors important to the Community Scheme? *

Is the Community Scheme safety "prepared" for fires, floods, high winds, mudslides, major criminal events, other eventualities) i.e. fire safety compliant, fire protection plan in place, fire breaks, bush clearing, working and tested fire hydrants/hoses/extinguishers, sprinkler systems, smoke detectors, fire siren/fire alarms, fire exits, fire wardens, fire drills, panic buttons, emergency assembly areas? *

Before the Trustees/Directors enter into any projects, initiatives, contracts or supply/service/finance agreements do they assess the potential impact on the Community Scheme e.g. compliance with owner approvals, funding and resourcing requirements, risks involved, the ability of service providers/contractors to perform as required, cash flow implications, timing, regulatory approvals? *

How safe and secure is the Community Scheme? *

Does the Community Scheme/Trustees/Directors/Estate Management/Developer/Operator have a zero tolerance to fraud, theft, criminal activity and corruption? *

Is crime impacting the owners/tenants/lessees/residents and operations of the Community Scheme? *

How vulnerable is the Community Scheme (finances/ability to manage/provision of services and availability of facilities/retention of values of properties/reputation/occupancy/sustainability etc.) to the broader impact of the prevailing socio-economic environment (i.e. geo-political risks, level of economic growth, availability of flights, fuel availability, the level of unemployment, immediate local economy, volatility in interest and exchange rates, tourism, volatility in commodity prices, travel restrictions, pandemic outbreaks, emigration, single major employer in the area, inflation, disposable income levels, aging owner base, affordability of levies/rentals/charges and services, the rule of law, civil unrest, war, political risk)? *

How vulnerable is the Community Scheme (including residents/employees/visitors/contractors/service providers) to the stability of, and the provision of key services by the local/municipal/government authorities i.e. drinkable/uncontaminated water, electricity, sewerage, waste removal and public transport? *