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How To be a PM (There are three components to beaning a PM ) - Coggle…
How To be a PM
(There are three components to beaning a PM )
Communication
Information request
(The completest request where an owner requests specific information this can 90% of the time be shared with a link
What is my levies
I did not get a statement
Where is the AFS, ect
I believe is pre determined questions could be coded in GPT to fully automate many of these questions
Information transfer
(Ping ponging information received from owner to the Trustees or other relevant bodies such as legal entities and finances)
Complaints follow a similar system but are more static to the outcome.
Applications
Pet Application
Online form
This will greatley streamline teh prosse sif an owner is presented with an online form where all the requiered informastion needs to be submited.
If the form could be directed directly to the trustees where the Application is either"
1 Approved
2 Deny
3 additional information requested
Renovation Application
Information received
AKA complaint
(Either maintenance or rule orientated)
COMPLAINANT
The complaint is received from the owner
(Owner is thanked and informed that this would be addressed)
(Trustees are informed of the complaint against unit
6)
Trustees advise what to do next. Generally: to send warning
(Warning is drafted and sent to the owner of unit 6)
Unit 6 appeals Warning
This follows the information transfer steps
A complaint could also be maintenance-oriented where it would follow the maintenance process.
I believe if Owners/tenants need to submit their complaint on a predetermined online form where questions such as who are you, contact information, the complaint against, The: complaint and supporting evidence are requested
It will dramatically increase the response rate and dramatically reduce corospondance.
Complaint could be sent directly to Trustees. Where they can can then prompt to request additional information or approve warning, fine
If the person the profile of both the owner and the person against the complaint is easily available this will be beneficial as the Trustees could then determine. Is this a valid complaint, and how to proceed with a fine or warning.
Maintenance
General maintenance
Emergency
Burst geyser
Blocked drain
Loss of Power
(Anything that should be attained to in the next 48 hours)
Set up Resolution that dictates what the maximum spend is and have a team of Contractors on the books who can attuned too these items
Emergency prosses
1 Matter is brought to your attention
2 Contractor is informed
3 Trustees are informed
1 more item...
This needs to be responded to ASAP so that the owner and Trustees are not pissed.
Minor Maintenance
This is maintenance that is not of an emergency nature that is unplanned, Broken window, Broken anything really that can wait a day or two
Source 1 - 3 quotes
Forward for Trustees Review
Trustees should
1 Approve
2 Deny
3 Comment
Always provide feedback to the person who brought this to your attention or at the very least advise that the situastion is being investigated by the Trustees.
This requires a medium response rate to not get the Trustees pissed
Planed Projects
MRR its
These are large projects that have bene planed for in the 10 Year MRR Plan
Source three quotes
Forward for Trustees Review
Trustees should either
1 Approve
2 Deny
3 Comment
2&3 should ideally go together
If requested source additional quotes
This is easy but slow moving maintenance
Depending on the SLA Maintenance should either be managed by the PM or the Trustee.
For now, lest premium the PM is responsible for maintenance.
Meetings
Trustees Meetings
Agenda
1 Welcome
2 Establish Quorum
3 Approval of Minutes of the previous meeting held on.....
4 Matters arising from the minutes otherwise not on the Agenda
5 Finance
5.1 Financial Position
1 more item...
6 Maintenance
1 more item...
Trustee meetings should Ideally be held quarterly at a minimum. If Trustees meetings are aree done properly and action items are done promptly the Building should run smoothly
If all goes to shit make sure your Meetings are well run.
AGM
Pre Meeting
Draft Agenda with the following
1.Agenda with all of the correct dates, information and forms (Proxy, Trustee nomination)
Minutes of the previse AGM meeting
Trustee Report:
Not essential as a report can be given at AGM however is best practice
Insurance policy schedule
Budget
Levy schedule
3 more items...
Meeting
Agenda
Opening of Meeting
1.1 Confirmation/Election of Chairperson
1.2 Confirmation of Proxies
1.3 Confirmation of Quorum
1.4 Recording of Apologies
1 more item...
Post Meeting
Post AGM Trustees Meeting
Resolutions
1 Budget and levy resolution
Resolution to register with CSOS
Trustee Portfolio Designation
Set next Trustee meeting
Election of Chairperson
Meeting agenda should be more interactive to ensure that accurate quorum is calculated, and Votes are accurate with proof.
Comments could be made for all to see.