Review and provide advice on the proposed management structure in a Master Community Development

• The preparation and/or review of the Jointly Owned Property Declaration including review or preparation of community rules,
• The coordination and preparation of Building Management Statements, governing a group of owners associations in a master development precinct, or a project involving volumetric subdivision.
• Review of the proposed budget as previously included in the Sales & Purchase Agreement
• Review current developer obligations in regard to the existing Sales & Purchase Agreements
• Source appropriate insurance cover to ensure compliance with the proposed strata regulations
• Coordinate the provision of survey plans including schedules of proportionate shares and  exclusive use allocations
• Assisting Developers with preparation of Disclosure Statements for ‘off the plan sales’ including the provision of the two year budget estimate of service charges relating to the General and Reserve Funds.
• Instructing and assisting consultants in the preparation of Reserve Fund 10 year forecasts.
• Coordinate the licensing of the owners association with RERA.
• Convening & running the first General Assembly meeting of the Owners Association after the registration of the scheme with RERA in the Lands Department.
• Provision of information Circular to Owners on the new Jointly Owned Property Law

OWNERS ASSOCIATION MANAGEMENT SERVICES

SECRETARIAL

Accepting the service of notices on behalf of the Owners Association

• Responding to communications and correspondence.
• Maintain records for owners association as required under clauses 62-69 of the Law (including but not limited to):
• roll of lots and owners proportionate share contributions
• register of Owners Association assets (if required by law)
• register of engagements and authorizations (if required by law)
• register of authorizations affecting common property (if required by law)
• register of allocations under any exclusive use by-law (if required by law)
• record of correspondence
• Make stored records available for inspection when required
• Maintain custody of and use the common stamp as directed
• Attend to the decisions of the owners association and the Board to the extent that those activities are included in this agreement.
• Prepare and issue notices for breach of community rules, as provided for by Law and regulations
• Act as Secretary

FINANCIAL SERVICES

• Establish and maintain a bank account for the general and reserve fund in the name of the Owners Association (including safekeeping of cheque book)
• Administer general and reserve funds
• Act as signatory for the bank account, if authorised by the owners association under clause 45 of regulations
• Prepare a statement of accounts for each financial year for the general and reserve funds, including a statement of financial position, statement of income and expenditure and service charge status report
• Assist Board in preparation of draft budgets for owners consideration at a General Assembly
• Issue service charges and other charge notices to owners in accordance with the General Assembly Resolutions
• Monitor and arrange for recovery of service charges in arrears (but not including actions pursuant to Section 25 of the Law)
• Receipt and record service charge monies paid by owners into the appropriate funds
• Pay all invoices on behalf of owners association (e.g., for DEWA and other utilities, maintenance and municipal charges)
• Pay disbursements and expenses incurred in connection with the association manager’s management of the owners association
• Issue monthly cheque summaries (if required by Board)
• At the direction of the Owners Association invest funds
• Assist auditor by providing accounts and records for audit
• Act as Treasurer

MEETINGS

• Calling for nominations for Board members
• Calling for the submission of annual General Assembly agenda motions from owners
• Preparing and distributing the notice of annual General Assembly
• Preparing and distributing the annual General Assembly agenda with the required content
• Convening and attending the annual General Assembly (up to two hours) and up to 2 Board meetings (up to three hours). Meetings to be held during office hours at the association managers premises or at an alternative venue within the Emirate of Dubai
• Recording and distributing minutes of the annual General Assembly and up to 2 Board meetings
• Arrange for venue for meetings to be held at other than association managers office (cost of venue and association managers attendance to  be borne by owners association
  
  

INSURANCE

• Prepare and lodge routine insurance claims (max time/claim 15 minutes)
• Arrange quotes for insurance valuation as required (maximum 3 quotes)
• Obtain quotes for insurance renewal (maximum 3 quotes)
• Submit quotes to Board and renew insurance according to instruction
  
  

• Answer queries from Board in relation to community rules

• Prepare and distribute notices of Board meeting
• Attend Board meetings held at owners association premises during office hours
• Attend Board meetings outside office hours
• Prepare and distribute minutes of meeting
• Attend to the decisions of the Board to the extent that those activities are included in this agreement

Extraordinary General Assemblies

• Prepare and distribute notices of extraordinary General Assembly
• Attend extraordinary General Assembly held during office hours
• Attend extraordinary General Assembly outside office hours
• Prepare and distribute minutes of meeting
• Attend to the decisions of the extraordinary General Assembly to the extent that those activities are included in this agreement
• Arrange for venue for meetings to be held at other than association managers office (cost of venue and association managers attendance to  be borne by owners association)

Repairs and maintenance

• Assist the Board with its supervision of and liaison with the facility management/caretaker services

Insurance

• Prepare and lodge non routine insurance claims
• Claims administration and other activities involved in minimisation of loss, liaison with loss adjustors and other related activities.

Accounting

• Additional financial reports, or reports prepared to specific requirements
• Providing monthly management and financial reports
• Assisting in the preparation of additional information required by auditors

General

• Provide monthly management reports
• Prepare and issue notices for subsequent and/or continual breach of community rules, as provided for by Law and regulations
• Provide records and information to  lawyers engaged to represent the owners association in tribunal or court proceedings at direction of the Board
• Preparation and lodgement of applications for mediation, adjudication, tribunal orders at direction of the Board
• Arranging for drafting of community rules, amendments and/or review to community rules and lodgement of relevant applications/documents

Building Management Group

• Administer building management group cost apportionments relevant to the owners association in accordance with the terms of the building management statement
• Attend to the decisions of the owners association and the Board to the extent that those activities relate to the building management group
• Provide support services for and on behalf of the owners association to the building management group

Other Services

• Any other services (that are not agreed services) that can be provided by the association manager as mutually agree upon from time to time.
• Preparation of outside Board minutes.