Scheme Executives, together with an appointed Managing Agent, are essentially charged with managing the day-today running of the Sectional Title Scheme, or complex. If you own a unit or units within a complex you automatically become a member of the body corporate which makes you eligible to become a Scheme Executive.
That being said, anyone who is legally nominated and elected can be a Scheme Executive – it can be a registered owner, a relative or spouse of an owner or a tenant – as long as the majority of the Scheme Executives in the scheme are owners or spouses of owners, there is a valid board of Scheme Executives.
Becoming a Scheme Executive
Scheme Executives must be nominated in writing by a fellow (owner) 48 hours before the Annual General Meeting (AGM). Following the election of the Scheme Executives at the AGM, a chairperson must be elected by the Scheme Executives. Each Scheme Executive should then be assigned to oversee a specific ‘portfolio’ relating to the gardens or maintenance and the like.
Roles and Responsibilities of a Scheme Executive
In addition to their portfolio duties, Scheme Executives must:
- Be familiar with the Sectional Title Schemes Management Act.
- Enforce Conduct Rules.
- Carefully vet and work with the Managing Agent.
- Meet regularly to carry out duties.
- Ensure that the complex is adequately insured.
- Maintain the common property (cleaning, general staff management and security typically fall under this banner).
- Manage the day to day budget, ensuring that levies are collected, and monies are allocated correctly.
- Work with the Managing Agent to ensure arrears levies are collected.
- Prepare and present financial statements and reports at the AGM.
Details which need to be outlined in such documents include an itemised estimate of the anticipated income and expenses for the year ahead, an audited financial statement of the period under review and the Scheme Executive’s report on matters attended to during the period under review.
It is thus clear that being a Scheme Executive takes up a lot of time and one needs to be knowledgeable and up to date with current legislation. Although issues and disputes within complexes may be off putting, being a Scheme Executive can be quite fulfilling. You are actively protecting your investment when your part of the Body Corporate and taking positive steps to improve the daily lives of the occupiers of a complex.
It is therefore important for newly appointed Scheme Executives to invest in Scheme Executive training. Comprehensive training will ensure that you are able to fulfill your duties and responsibilities as expected and make a success of it!