SERVICES

CARETAKER TRAINING

WHAT’S GOING ON?

Committees are asked to approve new managers without the assurance of proper training and an understanding of the caretaking responsibilities.

Operational and Caretaking interpretations need to be clarified for all stakeholders to allow for the continued effective operation of the building.

New managers have significant “down time “understanding the caretaking responsibilities and the administrative and infrastructure responsibilities of the agreements.

Poor work practices from the previous manager may be transferred to the new manager.

WHAT SERVICES DO MRAS CONSULTING PROVIDE?

Assistance to the new manager with a 400-point checklist, covering all the necessary information required to effectively operate the building.

Attend on site and go through all the building infrastructure, caretaking responsibilities, and general building maintenance and communication requirements for the new manager.

Provide the opportunity for a committee representative to accompany us in a detailed inspection of the building.

This assistance does not cover the letting business, and is designed to clarify all aspects of the caretaking responsibilities only.

Provide ongoing support to the new manager on a monthly basis.

Provide 3 different training options to suit the requirements of the stakeholders.

Our consulting is uniquely tailored to the individual property and client. Our hands-on approach guarantees the best possible training from an industry expert with 18 years’ practical experience. We have over 6 years’ experience in assisting these changeovers.

WHAT DOES IT COST?

OPTION 1

$550

Provide a 400-point checklist for the incoming manager to discuss with the outgoing manager prior to settlement.

This will include all the operational information, and legislation requirements for the new managers to operate the building.

OPTION 2

$1760

Provide the 400-point checklist and attend on site to go through all the building infrastructure, caretaking responsibilities and general building maintenance and communication requirements with the new manager. This meeting would be held with the outgoing manager and a committee member if required. This checklist does not cover the letting business, but can be included as a separate cost to the manager, not the body corporate. The building will be reviewed in detail across all areas including Infrastructure maintenance schedules, work place legislation and specific caretaking duties.

OPTION 3

$2200

This option provides support to the manager for a period of the first 2 months.

This will include phone communication, emails and 2 return on-site visits.

This training package incorporates all the elements of option 1 or option 2 but provides additional on-site visits.

OPTION 4

$2970

This option provides support for the first 2 months which will include 2 onsite visits to assess the caretaking standard and identify any areas that require improvement.

Additionally, a handover checklist and photographic register is created for the new manager to identify issues that require attention. This option also includes an inspection of the property with a Committee Representative and the Caretaker to ensure there is a smooth transition into the role.

Option 4 also provides for a comprehensive operations manual on the scheme that will include all necessary communication and compliance documentation and systems for implementation by the incoming Caretaker.

WHAT DOES IT COST?

OPTION 1

$550

Provide a 400-point checklist for the incoming manager to discuss with the outgoing manager prior to settlement.

This will include all the operational information, and legislation requirements for the new managers to operate the building.

OPTION 2

$1430

OPTION 3

$1980

This option provides support to the manager for a period of the first 2 months.

This will include phone communication, emails and 2 return on-site visits.

This training package incorporates all the elements of option 1 or option 2 but provides additional on-site visits.

OPTION 4

$2750

This option provides support for the first 2 months which will include 3 onsite visits to assess the caretaking standard and identify any areas that require improvement.

Additionally, a complete specific schedule of duties is created for the new manager to assist them in understanding the detail that is required to maintain the property. This schedule is designed to become their running sheet for all duties.

TRAINING FORMAT

I provide the following information for your review, which discusses the areas that are included in the Management Changeover Training.

IN SUMMARY THE AREAS WILL INCLUDE:

Management Administration and communication with the Body Corporate, the committee and the owners.

Facility Management training to cover all areas of the building infrastructure.

Workplace Health Safety and Welfare responsibilities and checklist.

Office and contractor management.

A complete review of the caretaking and Letting Agreement/ Bylaws.

A property walk through, detailing all the duties discussing the necessary frequencies.

Best practice reporting forms for communication with all stakeholders.

Legislation checklist and compliance.

Code of conduct compliance.

A significant part of the training is to develop the culture of effective communication with the committee and the body corporate manager.

THE AREAS THAT WE HIGHLIGHT WITH THE INCOMING MANAGER ARE AS FOLLOWS:

To provide outstanding service to all the residents and owners at the complex.
To act with integrity and fairness with all our dealings.
To value each person’s role in making the building run as smoothly as possible.
To be prepared to listen, absorb and apply our newly learnt skills.
To be prepared to work with all the stakeholders.

Obviously, there is a significant emphasis on the day to day caretaking duties within the scheme. A complete review is done of the property and a full discussion of all infrastructure management is provided.

THE KEY OUTCOMES FOR THE INCOMING MANAGERS AT THE END OF THE TRAINING ARE AS FOLLOWS:

To Fully understand all the duties and the specific tasks so that they will achieve the best possible standards for the property.
Commitment to getting it right, demonstrated by the engagement of additional experts to assist them in learning the role.
Understanding the importance of following all new legislation, signing in tradesman working on the common property and supervising work being undertaken.
Understanding their obligations to maintain the swimming pool and test daily for pH and Cl, recording this information for council inspection.
Understanding the need to report to the body corporate on all matters that could be a hazard or require repair.
Understanding that they will be required to organize quotes on behalf of the committee, and will be using professional submission forms provided by MRAS Consulting.
Appreciating the importance of monitoring the Bylaws and maintaining logs of any accidents & incidents and using the provided MRAS Consulting reporting forms.
Appreciating the importance of accounting for any expenditure and ensuring any work completed on behalf of the body corporate is to an acceptable standard.
Communicating with the committee representative and advising them of on all matters pertaining to the common property.

CONCLUSION

It is MRAS Consulting’s intention to combine part of the training with a committee representative who will have the chance to discuss those issues which may not have been handled well with the previous management.

The process is also designed to help build a relationship and an understanding of expectations from all stakeholders at the beginning.

COMMON PROPERTY ASSESSMENTS & CARETAKER PERFORMANCE REVIEWS

MRAS Consulting has completed over 150 Common Property Assessment & Caretaker Performance Reports for committees, body corporates, lawyers and caretakers throughout Queensland, NSW, Victoria and the NT.

Each report is compiled to provide a list of required actions and solutions for all stakeholders. These assessments can also include a training component in the form of a suggested schedule of duties for the caretaker.

MRAS Consulting has significant practical experience in being able to assess the achieved standards of caretaking at any scheme. All common property assessments are completed by Danny Little the Director of MRAS Consulting.

THE REVIEW FORMAT IS AS FOLLOWS:

Obtain all relevant documentation such as the management agreement for review prior to the inspection
Discuss with the client that the review will be based on an independent assessment of duties and responsibilities from the agreements, and feedback from all relevant stakeholders
Conduct an onsite visit to the property and review the building infrastructure and duties
Ensure relevant Workplace Health & Safety practices are in position
Discuss with the manager the method and report construction
Observe, record and photograph all common area facilities and infrastructure
Identify areas of responsibility not being completed as per the Caretaking Agreement
Provide a report for all stakeholders with findings and recommendations.

INDEPENDENT EVALUATION OF THE CARETAKING SALARY

MRAS Consulting has completed over 200 Remuneration Assessments for committees, body corporates, lawyers and caretakers throughout Queensland, NSW, Victoria and the NT.

Our reports deliver a comprehensive analysis of costs for each duty, which is calculated by the required frequencies and relevant hourly rate. This provides a totally transparent report that allows all stakeholders to understand the findings.

A specific schedule of duties is also provided for possible inclusion into any Caretaking Agreement.

THE REVIEW FORMAT IS AS FOLLOWS:

Meet with the client to gain an overview of the project
Obtain all relevant documentation such as the management agreement for review
Discuss with the client that the review will be based on an independent assessment of duties and responsibilities from the agreements, and feedback from all relevant stakeholders
Discuss with the consultant the methodology used in the report
Communicate back to the client on any areas that require clarification to complete the report
Review all common property plans and facilities
Provide a report for all stakeholders with findings and recommended remuneration
Provide a detailed schedule of duties to be included in the caretaking agreement.

MEDIATION AND FACILITATION

Completed and assisted in over 70 Mediations & Facilitations for committees, body corporates, lawyers and caretakers throughout Queensland, NSW, Victoria and the NT.

As a trained mediator and facilitator, Danny Little the director of MRAS Consulting has assisted many schemes with trying to resolve disputes or interpretations of Caretaking Agreements.

The advice provided by MRAS Consulting is often sought by leading lawyers in the industry.

MRAS Consulting has been called upon to provide expert testimony for clients proceeding to QCAT.

THE FORMAT OF A MEDIATION GENERALLY IS THE FOLLOWING:

Review the relevant caretaking and letting agreement provided by the client.
Attend a meeting onsite with all stakeholders.
Provide correspondence back on any recommendations.
Discuss the existing duties in the caretaking and letting agreement and provide feedback on the areas of concern including but not limited to:
- Confirmation on performance on all duties in the Caretaking Agreement
- Workplace Health & Safety areas such as; General Risk and Workplace Management, Hazardous Work/Chemicals etc.
- The management of all fire safety regulations.
- The management of all infrastructure.
- Industry and code regulations pertaining to contractors working on the common property.
- Regulatory testing of pools & spas.

NEW DEVELOPMENT OPERATIONAL & PLANNING ASSISTANCE

Provide consulting assistance to over 100 new developments ranging from operational advice to a full turnkey solution.

EXAMPLES OF THE PROJECTS THAT MRAS CONSULTING HAS ASSISTED ON ARE AS FOLLOWS:

Provided a complete turnkey solution for a 100-unit development in Cannonvale for the development
Assisted government steering groups to develop legislation for the Hotel apartment industry
Provided a complete turnkey solution for a 60-unit development in Yeppoon
Provided a developer planning assistance for a 250-unit development at Bowen Hills
Provided a complete turnkey solution for a 250-room hotel development in Melbourne
Provided financial analysis and established the opening and marketing plans for developments in Brisbane.
Worked with the Devine group to establish the Double One Three evelopment in Brisbane
Currently working with the Metro Group on the 345-room development in Brisbane
Provided consulting of the 800-room development Jewel for the Wanda Group

Provided consulting for Citimark on the 340 room Hercules Development
Completed project development work for the Oaks Group on a 300 room Hotel
Completed project work with the Letche Group on three new developments in Melbourne
Completed consulting assistance on a 1000 room development in Brisbane.
Transitioned 3 corporate Hotels in Brisbane to new ownership for the Central Apartments Group
Provided consulting assistance to the Vicland group on 2 major developments, Spencer Street (249 units) and The Coterie (310 units)
Completed a restructuring exercise on the Coomera Waters Development (over 1400 Lots)
Provided consulting assistance for the Karam group on the 280-room development in Brisbane
Provided assistance for the development of two 250-room hotels on the Gold Coast and assisted with the finance and valuation arrangements for the projects.

BUILDING MANAGEMENT SOFTWARE – MYBOS

MRAS Consulting are working closely with the MYBOS Building Management team to deliver a new era of infrastructure and property management to the industry.

The MYBOS system allows building and facilities managers to easily, effectively and efficiently maintain their clients most valuable asset and, in turn, ensure the value and quality are sustained.

More information can be found at https://www.mybos.com

THE SYSTEM PROVIDES THE FOLLOWING MANAGEMENT FEATURES:

Inspections – Complete module for regular checking of different areas in a property.
All-in-one Calendar – Take charge of preventative maintenance with a fully interactive calendar.
Key Register – Use the key register to manage multiple keys for apartments and the common property.
Parcel Management – Complete workflow from parcels receipt to delivery
Infrastructure Management – Provides a full asset register and service history for the building.
Community Management – Capture all contact information within your property. Know everything about your units Keys, vehicles, documents, requests and pets. Broadcast Via SMS or Email to all contacts within the unit.
Cloudsense – Is the ultimate wireless monitor solution from MYBOS with a large variety of sensors having unlimited applications in almost any built environment – and at a very low cost. Monitor your building assets Have email and SMS notification