MANAGERS MISSION

Other than maintaining communications between the Syndicate and the co-owners, managers shall support the directors in achieving their projects.

They must also :

Call for meetings and attend

We usually commit ourselves to arrange and attend annual and special meetings.  Documents required for these meetings are prepared by virtue of item 1087 of the Code civil du Québec, and each co-owner will receive a copy thereafter.  The responsibility of the expense to print this copy lies with the syndicate.  We also keep the records of meetings up to date and we note the co-owners signatures and number of votes in accordance with items 1090 and 1095 of the Code civil du Québec. As for the list and the co-ownership register, they will be preciously kept in virtue of item 1070 of the Code civil du Québec.

Fully enforce  the content of the declaration of co-ownerhip

We make sure to comply with the rules written in the building regulations and in the declaration of co-ownership. If necessary, our mandate is also to bring modifications to the said Declaration.

Keep the books up to date and secure smooth relations between co-owners

One of our managers' concerns is to ensure the comfort and security of our co-owners. Their requests will all be answered during office hours and an emergency telephone number is available 24 hours a day, 7 days a week.

Ensure the management of all insurance-related issues 

Apart from keeping contact with your insurer, we distribute insurance certificates to the co-owners.  Needless to say, in the event of a disaster, we would establish a  regular liaison between the insurer and the co-owners involved.

Ensure the management of all financial issues

The Board of Directors (BD) will receive a transparent report of the condominium assets giving them increased control of the expenses and thereby guaranteeing protection of the co-owners interests.

Submit a monthly financial report

The monthly report submitted to the Board of Directors (BD) will include the following:

▪   A monthly financial statement 

▪   A balance sheet

▪   A report on accounts receivable

Bookkeeping

Financial management of the syndicate is made simple and effective thanks to a valuable software program called « Crypto » which is in line with the requirements of the Code Civil du Québec.  Books and the declaration of co-ownership are kept up to date according to accepted practices.   Crypto can also be useful for updating the maintenance book of a building, and for following-up on maintenance and repairs.

Your records include :

▪   An information document prepared for the co-owner ;

▪   A document on the allowance given to employees doing the common tasks;

▪   A fund detailing revenues and expenses;

▪   A general ledger

Submit a budget

Each year, 60 days before the annual general meeting, we submit the budget to the Board of Directors (BD).  The budget is divided in two parts: 

▪   The  operation fund

▪   The contingency fund

Assume management of the cash balance

Cash balance is managed according to the following rules:

▪   Ensure the cash balance with a good in-house control;

▪   Pay the bills ;

▪   Prepare payment to suppliers and public services accounts; 

▪   Collect for common expenses;

▪   Send a reminder for outstanding accounts. Each co-owner having omitted to settle unpaid amounts, will receive a detailed statement listing the outstanding sums. 

▪   And if the amounts remain unpaid within 15 days of the reminder, he/she will receive notice by telephone.

▪   Send a formal notice on the 40th day of non-payment  which will be followed by a report to the administration on the 60th day;

▪   If need be, prepare a document for a legal mortgage;

▪   Pay the bills and have the cheques signed;

▪   Maximize the yield of the current account's balance;

Send out government forms

According to stipulated rules and regulations, we fill in and forward all reports and forms to the two levels of governments.

Assume stewardship and management of the building

Good maintenance of a building helps keeping its capital gain in good standing, and helps improving its quality as a whole. When we hand out mandates, we emphasize these qualities. 

Advocate  alertness at all times

To guarantee security, protection and good keeping of the building, we call for its regular appraisal and we propose solutions during the Board of Directors' meeting.

We are also responsible for examining and setting plans for safety measures that will be introduced by the staff in emergency situations.

Predict the unpredictable

The quality of life of the residents depends on proper maintenance emphasizing the preventive aspect of the maintenance program. Our services go from supervising the staff on site to keeping the maintenance book.  They also maintain the building equipment, negotiate contracts with different suppliers and follow-up on the work to be done.