Frequently Asked Questions
Answers to the most common questions from trustees, directors, and property owners about community scheme management in KZN.
What does a managing agent actually do?
A managing agent handles the day-to-day operational, financial, and administrative management of a community scheme (sectional title body corporate or homeowners association) on behalf of the trustees or directors. This includes levy collection, financial reporting, contractor management, compliance filings, trustee meeting support, and resident communication. Coastal Property Management provides a named Portfolio Manager for each scheme, ensuring a single accountable point of contact.
What is the difference between a Body Corporate and an HOA?
A Body Corporate is the legal entity governing a sectional title scheme under the Sectional Titles Schemes Management Act (STSMA). It comprises all registered unit owners. An HOA (Homeowners Association) typically governs freehold estate developments. Both are community schemes and both are subject to CSOS oversight, but different legislation applies to each structure. Coastal manages both types across the KZN coastline.
How are levies calculated?
Levies are calculated based on the approved annual budget of the scheme divided by the participation quota (PQ) of each unit, as registered in the sectional plan. The budget covers administrative fund expenses (day-to-day operations) and reserve fund contributions (long-term maintenance). Trustees approve the budget at the annual general meeting. Coastal prepares a detailed budget for trustees to review each year.
What is a reserve fund and why is it important?
A reserve fund is a statutory savings fund for major repair and replacement expenditure. Under the STSMA, all sectional title schemes are required to maintain a reserve fund. The fund must be based on a 10-year maintenance, repair and replacement plan (MRP&R plan). Coastal prepares or reviews MRP&R plans for all managed schemes to ensure reserve fund contributions are adequate.
Can you take over management from our current agent?
Yes. Coastal has a structured transition process for schemes switching from an existing managing agent. We manage the handover of financial records, contracts, supplier relationships, and compliance documentation. Most transitions are completed within 30 days. Contact us to discuss your scheme's specific transition requirements.
What accreditations does Coastal Property Management hold?
Coastal Property Management holds all accreditations required by law and the industry: PPRA registered, Fidelity Fund Certificate (FFC) holder, NAMA Full Member, and CSOS registered. We are also FICA and POPIA compliant. All accreditations are current and verifiable. Visit our Accreditations page for full details.
What financial reports will we receive each month?
Coastal provides a full monthly financial pack to trustees: balance sheet, income and expenditure statement, levy roll, debtors age analysis, and a creditor payment schedule. Reports are delivered within the first 10 business days of the following month. All reports are prepared on an accrual basis and include year-to-date comparatives.
How do you handle maintenance and emergency repairs?
For routine maintenance, Coastal manages an approved contractor panel for each scheme, obtains competitive quotes where required, and oversees work completion. For emergencies, we have a 24-hour emergency maintenance line. The emergency number is displayed in every scheme and in all resident communication. Emergency call-outs are logged, documented, and reported to trustees.
Do you manage properties outside of KZN?
No. Coastal Property Management operates exclusively across the KZN coastline. We have offices in Ballito (North Coast) and Scottburgh (South Coast). Our focus on one coastal corridor means we know every municipality, contractor, and compliance requirement relevant to your scheme. We do not manage properties in Gauteng, Cape Town, or other provinces.
How quickly do you respond to trustee and resident queries?
Trustees receive a response within one business day. Resident queries are acknowledged within one business day and resolved within the timeframe appropriate to the nature of the query. Every scheme has a named Portfolio Manager who is the single point of contact. You are not calling a call centre.
What is CSOS and why does it matter to our scheme?
The Community Schemes Ombud Service (CSOS) is a statutory body established by the Community Schemes Ombud Service Act 9 of 2011. All community schemes must register with CSOS and submit annual returns. CSOS provides a dispute resolution mechanism for governance, levy, conduct, and maintenance disputes. Coastal ensures all managed schemes are registered, returns are filed, and levy thresholds are met.
How do we get started with Coastal Property Management?
Contact us for a free consultation. We will assess your scheme, review your current management situation, and provide a written proposal. If you proceed, we manage the full transition from your current agent. There are no hidden fees and no long lock-in periods. Call our North Coast office on +27 032 008 5088 or our South Coast office on +27 039 978 1311, or submit an enquiry via our Get a Quote page.