- Introduction
It’s beginning to feel a lot like Christmas! This time of year, brings a few additional considerations for members of the body corporate. Here are some things to take stock of over this period of year if you live in a community scheme.
- Available and contactable trustee or managing agent over the holidays
Many people make use of the public holidays to take extended leave ang go away. The trustees should ensure that there is at least one trustee or managing agent that is available and contactable for the members of the body corporate over the festive period.
- Trustees’ year-end communication
Regardless of the scheme’s financial year end or when the scheme has held their annual general meeting we recommend that the trustees deliver the members a year-end report that sums up pertinent management and financial matters as well as projects undertaken and completed. Wishing the members a safe and happy festive period fosters a heathy community.
- Finalise projects
The trustee in charge of physical management should push for any projects that can be completed before the builder’s holidays commence.
- Check budget and pay invoices
The trustees and managing agent should check the current status of the financial position of the body corporate to ensure that spending is still in line with the approved budget. The trustee in charge of financial management should ensure that all invoices are paid before the end of the year.
- Co-ordination of employees and payment of bonuses
The trustees are responsible for supervising all employees of the body corporate. The trustees should ensure that all body corporate employee’s responsibilities, leave, salaries and bonuses are dealt with during the festive period. It is standard practice to pay staff bonuses at this time of year. The trustees should have budgeted for this additional expense and should therefore ensure that body corporate employees be paid their bonus.
- Deliveries
This time of year brings with it increased online Black Friday and Christmas shopping. There is, as a result, increased amounts of deliveries. I suggest that the trustees ensure that the delivery policies are known and adhered to.
- Access control and security
Many members travel more at this time of year. There is also increased numbers of short-term tenants and/or visitors. The trustees should ensure that access control and security measures are operating efficiently.
- Alarm, electric fence and security cameras
It is always wise to keep the alarm system, electric fences and security cameras serviced such that all the beams and sensors are in working order. This is a good time to schedule such a service. That way the body corporate can ensure that the alarms, electric fences and security cameras are in optimum working order while you are on vacation.
- Short-term tenants
The body corporate must deliver a copy of the rules to the short-term tenants. The rules could be left on a public notice board at the scheme, or the rules could be left within the section that is let. The trustees are then tasked with the duty to control, manage, and administer the common property, and do all things reasonably necessary for the enforcement of the rules of the scheme. The trustees must enforce the rules against the owner of the unit on the basis of the owner being a member of the body corporate. The owner of the unit will then need to ensure the tenant’s compliance with the rules on the basis of their rental lease agreement (contractual relationship).
Also read: Enforcing rules on short-term holiday tenants over the holidays
Also read: Holiday checklist – What to remember before going away
2. Visitors and parking
Festive periods bring increased visitors to sectional title schemes. I recommend reading my article on the enforcement of rules on tenants an visitors to ensure that owners and occupiers are not subjected to undue noise or nuisance.
The visitor parking bays may be put under pressure. I recommend reading my article on parking in sectional title schemes to deal with parking problems.
3. Garden, irrigation system and swimming pool
The garden service company or gardener may go on leave. I therefore suggest that the trustees schedule a last mow of the lawn before that time.
In circumstances where owners leave their own front garden lawns unkept (when it is usually neat) it may signal that you are away which could be a safety issue. Furthermore, it could be that your scheme gives fines for gardens that are unkept. We usually cancel our garden service while we are away, but that can carry the risk that you are publishing the house being vacant. I only recommend this if you trust your garden service or gardener.
I usually move all pot plants to one spot that is sheltered and gets watered by the irrigation system. Alternatively, you may want to place them in an area that a neighbour has easy access to them.
It may be that the body corporate has an irrigation system made up of sprinklers that operate on a timer. This is useful to ensure that the garden is regularly watered. We have struggled loadshedding disrupting our timer. That is something to take into consideration when setting your timer before you go away. I recommend checking the weather such that you can gage how much watering the garden needs.
During the festive period the pool will be used more regularly. I recommend that the owners and occupiers be reminded of the pool use rules, and that trustees read my article on pool safety. The person responsible for maintaining the pool may be on leave. I therefore recommend that it would be wise to give the pool a proper clean. It may be that there will be loads of rain during the period such that it should be backwashed to lower the water level to accommodate the additional rainwater. Alternatively, high temperatures may require the pool to be topped up to compensate for the evaporation of the pool water.
4. Geysers, freezers, plugs and lights
We always switch our geyser off when we go away – that is unless we have a house sitter watching our pets and home. Geysers use up a lot of electricity and we also obviously want to avoid the risk of it bursting and causing water damage while we are not home to mitigate any damage.
An important task before going away for an extended period is purging all perishable goods. We generally eat, pack, freeze or throw away all items in the fridge that can go off. Then we consolidate our freezer items and switch off the garage freezer to further conserve electricity.
It is wise to switch off all unused plugs while you are away. This is especially the case when it comes to television plugs. It avoids any possible damage due to power surges from loadshedding and conserves electricity.
The switching off of lights is a personal preference. Obviously is conserves electricity. However, leaving a light or two on may avoid sending the message that the house is vacant. Security lights outside should obviously also be left on. Having one or two lights on a timer may avoid the necessity for the lights to be on all the time.
5. Pets
We choose to make use of a pet sitter while we are on holiday. We feel our doggies are more comfortable at home in their usual routine. It serves to further ensure the safety of our house by having our guard dogs protecting our home even we are not present. Other options obviously include sending your dogs to overnight doggy daycare facilities or to kennels.
Read more on pets: Pets in Sectional Title Complexes – the big decision
6. Neighbours and House-sitters
I suggest you tell a trusted neighbour that you will be away. That way they can be on the lookout to see the comings and goings at your home to maximise security.
House sitters can be used to water your plants; feed and walks your pets for you; take delivery of parcels and generally take care of the home while you are away. It ensures extra security in that our house stays looking lived in.
We also give our trusted house sitter and neighbour our itinerary, contact details and emergency contact person while we are away such that in the case of an emergency someone is aware of where we are supposed to be, and the details on how to get in touch with us.
It goes without saying that you do not want stinky trash rotting in your home while you are away. It is also important to plan for you bins to be taken out on trash day by a neighbour or your house sitter.
7. Keys, alarms and armed response
We always leave a spare key with our house sitter and our parents that live locally. A neighbour could just as easily keep a spare set of keys to have access to your home in an emergency. The same persons who have a set of spare keys may need to have alarm codes and passwords for security company calls.
Before you leave on holiday lock up your home. Make sure all windows, doors and security gates are properly closed and locked before you leave your home. We also lock all internal doors that we can to add additional security within the house.
It is always wise to keep your alarm system serviced such that all the beams and sensors are in working order. A good time to schedule such a service is just before you go away. That way you can be sure that your alarm is in optimum working order while you are on vacation.
Some people inform their armed response security companies that they will be away from the home. Others feel that they would rather not publicize the fact that the house will be vacant. This is personal preference, and you should do what gives you the most peace.
8. Festive decorations and street parties
For a detailed discussion on festive decorations I suggest that you read my article on this topic.
A year-end street party is a lovely way to close off and celebrate the year. This fosters a close community and gives the opportunity to give and receive any information on the holiday checklist.
I hope this article helps your body corporate prepare for the festive holiday period. Travel safe wherever you may go. I wish you a lovely holiday and a very Merry Christmas and Happy New Year.
Also read: What are the rules for short-term holiday tenants over the holidays? – Stratafin
WRITTEN BY DR CARRYN MELISSA DURHAM
