Sectional Title Management

What Is Sectional Title Management?

A sectional title scheme refers to a property where individual owners hold title to specific units (such as apartments or townhouses) while sharing ownership of common areas like gardens, driveways, and recreational facilities. Managing these shared spaces requires professional coordination, financial control, and compliance with legislation such as the Sectional Titles Schemes Management Act and the Community Schemes Ombud Service (CSOS) Act.

Trafalgar’s sectional title management services ensure the smooth daily operation, long-term sustainability, and financial integrity of these schemes — allowing trustees and owners to focus on community living while Trafalgar handles the rest.

Comprehensive Sectional Title Management Services

1. Dedicated Portfolio Management Team

Each property managed by Trafalgar is assigned a dedicated sectional title portfolio manager — your single point of contact. The manager is supported by a portfolio administrator, debt collector and accountant, ensuring that every aspect of your scheme is expertly handled. All team members receive ongoing community scheme management training, guaranteeing up-to-date knowledge and compliance.

2. Financial Management and Reporting

Effective financial management is at the heart of Trafalgar’s service. We provide:

• Detailed monthly management reports, including income statements, levy rolls, variance reports, and credit control summaries
• Annual budgets, audit file preparation, and performance-to-budget reviews
• Levy roll packs issued on the 1st working day of each month and income statements by the 15th
• Multiple payment channels, including debit order, EFT, and branch deposit options
• Real-time access to levy balances and financial reports via the Property Portal

Trafalgar’s systems ensure complete transparency and time-efficient auditing for all bodies corporate.

3. Billing, Collections and Credit Control

Trafalgar manages the full billing process, including:

• Monthly levy statements distributed via email or post
• Collection of levies and utilities through debit orders or electronic banking
• Billing of interest on arrears and liaison with attorneys for escalated collections
• Debt collection conducted under the Debt Collectors Act, allowing regulated fees to be charged directly to defaulting owners
• Levy clearance certificates and meter reading coordination

Being a registered Debt Collector also allows Trafalgar to blacklist chronic defaulters, protecting the scheme’s financial stability.

4. Disbursements and Payments

• Payment of approved creditors and municipal accounts
• Dual-trustee electronic approvals before any payment is released
• Instant SMS and email notifications to trustees for all disbursements
• Netcash verification to confirm creditor details before payment
• Maintenance of electronic voucher files for full audit trails

5. Maintenance Administration

A dedicated maintenance administrator coordinates quotes, bookings, and contractor approvals. Trafalgar works with vetted maintenance partners whose workmanship, insurance, and compliance are verified. Our preventive maintenance programs ensure that potential issues are identified before they become major expenses, preserving property value and safety.

6. Insurance and Property Financial Services

Trafalgar provides:
• Insurance broking services to secure comprehensive cover at competitive rates
• Claims administration and disbursement
• Annual claims history reporting
• Refurbishment loans and levy factoring to assist with cash-flow management

7. Legal and Compliance Management

Trafalgar ensures that every scheme remains compliant with all relevant legislation. Services include:
• Maintaining statutory records (plans, registers, books of account, minutes)
• CSOS and SARS returns
• Advisory services on legislative changes and governance issues
• Assistance with conduct rules, dispute resolution, and mediation
• Coordination with attorneys for rule updates or legal opinions

8. Meeting Attendance and Secretarial Support

We assist trustees with the smooth running of meetings through:
• Attendance at four trustee meetings per year and the Annual General Meeting (AGM)
• Preparation and distribution of notices, agendas, and minutes
• Support for Special General Meetings and owner communications

9. Personnel and Payroll Management

Trafalgar manages employment administration for scheme staff, including:
• Salary and wage payments
• UIF and PAYE submissions
• Payslips, leave records and annual bonus tracking
• Labour law advisory support

10. Technology and Property Portal

Trafalgar uses real-time property management software integrated with an online Property Portal, providing trustees and owners with 24/7 access to:
• Financial reports and levy accounts
• Rules, plans, and meeting minutes
• Maintenance updates and communication channels

All documentation is stored securely through an advanced document management and workflow system for fast, paperless processing.

11. Take-On Assessment (“Health Check”)

When Trafalgar takes over a complex, a specialist take-on team performs a full audit to ensure a seamless transition and legal compliance. This includes:
• Deeds search and verification of owner details
• Validation of sectional plans, PQ schedules, and budgets
• Insurance and maintenance assessments
• Review of arrear levies and credit control
• Compilation of a detailed report and action log to address any gaps

A strong take-on process sets the foundation for long-term management success.

Why Choose Trafalgar for Sectional Title Management

• Over 50 years of experience managing community schemes across South Africa
• Comprehensive, end-to-end services covering financial, legal, maintenance and administrative functions
• Transparent communication through detailed reporting and digital access
• Proactive management approach, addressing issues before they escalate
• Fully compliant and accredited, ensuring trustees’ peace of mind

Conclusion

Effective sectional title management safeguards the comfort, safety and investment of every owner within a community scheme. With Trafalgar’s proven systems, professional staff and nationwide support, your property is managed with expert care, financial integrity and legal compliance every step of the way. For more information on how Trafalgar’s sectional title management agents can assist with your sectional title management, Contact us today.