OUR COMPAGNY

OUR TEAM

OUR SERVICES

OUR CLIENT

INTERNATIONAL PAGE

1.1. Accounting

• Payroll service (including T-4 and government declarations);
• Accounts receivables including notice to co-owners and tenants;
• Collections;
• Accounts payable and sending cheques;
• Quarterly or monthly reports: balance sheets, comparisons between budgeted expenses and actual expenses upon request;
• Contingency fund management;
• Annual financial reports (non-audited): balance-sheet, results statement, accounts payable, accounts receivable, individual statement of accounts, contingency fund statements, comparisons between budgeted expenses and actual expenses;

Notes :
For each building the funds are deposited in a personalized bank account in trust (in trust) with countable individualization of the writings. Of course, each building has its own cheque book, its own invoices and its deposit book.

1.2. Secretarial

• All correspondence along with office operations pertaining to each of the services;
• Stationary is at the expense of the manager, with the exception of documents related to the general meetings and general mailing (invitations, copies of proposals, minutes of meetings), income tax reports and mandatory declarations to the authorities ;

1.3. General management

• Application of the Civil code by-laws, regulations of the declaration of co-ownership, regulations and directives of the Council or representative of the owner(s) that is in force, as well as those that would be adopted in the future;
• Communication to co-owners of any text amendments, regulations or directives;
• Preparation and discussion of all the new amendments, regulations or directives that, from the managing company viewpoint, should be adopted so as to improve the management of the property and for the co-owners’ general well-being;
• Preparation and updating of the co-owners’ list, tenants and mortgage creditors along with their coordinates;
• Holding of the general annual meeting outside normal office hours, conducting meetings with administrators or representative of the owner(s);
• Supervision of janitors or superintendents, employees according to the requirements of the Council or representative of the owner(s);

1.4. Technical services

• On-going upkeep and repairs;
• Current purchases;
• Supervision with the Council or representative of the owner(s) contract proposals for current service. Submission requests;
• Monitoring of contract terms;
• Property visits;

1.5. Communications

• Reply to information requests and complaints from residents;
• Distribution of memos from the Board or company representative of the owner(s), relating to normal management activities;
  
• Frequent contacts with the administrators or representative of the owner(s) to maintain good communication and management.

1.6. Emergencies

• An answering service takes the relay after the closing of the offices and has the personal telephone numbers of our managers. One among us can in a few minutes intervene in the event of an emergency.

2.1. Material management

2.1.1. Solicitation, negotiation and signing, when needed and according to the authorisation of the Board or representative of the owner(s), of all sub-contracts for repairs, insurances, services or the purchase of required materials necessary for the management, the conservation and the maintenance of the property;

2.1.2. Application of the Civil Code by-laws, Declarations of co-ownership, building by-laws, rules and regulations of the Board that is currently in force or representative of the owner(s), as well as those to be adopted in the future;

2.1.3. Timely communication of all amendments, by-laws or directives;

2.1.4. When necessary, advise the Board or representative of the owner(s), of all new amendments, by-laws or directives that, to the belief of the management company, should be adopted to improve the management of the property for the general well being of the co-owners;

2.1.5. Preparation and daily register maintenance according to Law;

2.1.6. As authorised by the Board or representative of the owner(s), hiring of all professionals, entrepreneurs, subcontractors, workers, and in general all persons and businesses whose services are required for the management and the maintenance of the property, its equipments and accessories;

2.1.7. As authorised by the Board or representative of the owner(s), hiring of the necessary personnel to execute the required tasks, as well as to dismiss and/or replace them if necessary, as well as to maintain the pay roll. The expenses, salaries and other paid-up sums with respect to such personnel being paid by the syndicate;

2.1.8. To insure the maintenance of the property, the required repairs, the supply of electricity, water and other services, and for these purposes, to use employees of the property or entrepreneurs, according to what will be the most advantageous to efficiently and economically manage the property, its equipment and accessories, as well as to maintain them and to repair them in order that they at any time, conform to rules of the art and to the applicable regulations (provincial, federal, municipal or other). The responsibilities include the removal of snow and ice, the landscaping and its maintenance, the maintenance of the building and of the electrical circuits and lights in external and internal common areas, the surveillance and the cleaning of the common areas, the exterior paint and that in the common areas, the maintenance and the repair of heating equipment, ventilation or any other equipment that is the responsibility of the syndicate, as well as the maintenance of all other necessary services in order that common elements of the property are always clean, and working;

2.1.9. To purchase, as authorised by the Board or representative of the owner(s), such equipment, tools, machines, materials and supplies necessary to the proper functioning and maintenance of the property;

2.1.10. Verify that contracts and agreements between the syndicate and its suppliers are executed according to directives of the Board or representative of the owner(s);

2.1.11. When required, presence on the premises each time a contract is given or agreements concluded, so as to explain to suppliers the needs and specific expectations of their contract or agreement;

2.2. Financial responsibilities

2.2.1. Accounting records for the property;

2.2.2. Daily keeping and maintenance of the books and suitable registers connected with all financial transactions concerning the management of the property; establishment of a quarterly or monthly report: balance sheets, comparisons between budgeted expenses and actual expenses, list of condominium expenses to be paid; these documents will be available for examination by the Board or representative of the owner(s) and the syndicate’s auditors or other authorised representatives, during business hours;

2.2.3. Preparation and proposals to the Council or representative of the owner(s) before the general annual meeting, of the property management budget prepared from expected income assessments, expenditures, expenses and anticipated repairs during the period;

2.2.4. Collection and reception of all amounts due, preparation and mailing of cheques for the payment of all expenses;

2.2.5. Immediate notification to the Board or representative of the owner(s) of all defaults by a co-owner to its legal obligation to make a contribution to the common expenses, and, if required, recommendation of the collection procedures ( the recommendations will be given by a lawyer appointed by Propri-Gestion and will not be billed to the syndicate);

2.2.6. Preparation, upon written request of a co-owner with respect to its unit of condominium, of a statement of account of the condo fees to be paid and the running interest;

2.2.7. Payment from the bank account, of taxes, currents expenses, payment of capital and interest on the property claims and/or the equipment, costs of maintenance, employees salaries, accounts of public utilities, as well as all the other amounts due relatively to the management of the property;

2.3. Insurances

2.3.1. Submission of insurance proposals for the coverage defined by the Council or representative of the owner(s);

2.3.2. Payment of insurance premiums according to the policy terms and for the coverage decided by the Board or representative of the owner(s);

2.3.3. Treatment of insurance claims; registration of claim notices without however proceeding to the appraisals in case of disasters, except upon formal request of the Council or representative of the owner(s) and to expense of the condominium;

2.4. Meetings and communications

2.4.1. In general, outside the normal office hours, attend the Board of Directors’ meetings, according to agreement contract, and the co-owners’ general annual meeting;

2.4.2. At the request of the Board or representative of the owner(s), to establish the date and to organise the annual or special general meetings and to deliver all notices and required documents for the holding of such meetings, sending of the pertinent documentation to participants of such meetings;

2.4.3. At the request of the Board or representative of the owner(s), presence of their meetings and general annual meetings;

2.4.4. Preparation of all the communiqués’, correspondence, notices and all other relative documents to the syndicate, and delivery to the designated person following the approval, and manner established by the Board or representative of the owner(s);