For small purchases and day-to-day items (cleaning products, light bulbs, gardening and hardware supplies), trustees can purchase these directly if other trustees have agreed to a purchase and claim amounts back from the managing agent. Keep all receipts / invoices, as they will be needed for you to get reimbursed.

Aalways CC the other trustees to help keep track of and approve of small ad-hoc expenses. The Managing Agents have been told to only approve payments (to trustees or to vendors) if all the trustees are cc’ed in the email: bagamoya-trustees@googlegroups.com

Note that Balti and Gavin run a business with a storefront and can get discounted rates on bulk orders for many of these things. John gets pensioners’ discounts at the hardware store ;-)

For the first time reimbursement, you will need to sign an authorisation form and provide proof of banking details to the Managing Agent. It is important to double-check your bank statement to ensure that the managing agent reimbursed you properly.

Quotes

Trustees should get quotes from at least two vendors for all bigger expenses above R5,000 (TBD). We have a financial responsibility to get a competitive rate for the block, but certainly good workmanship and recommendations matter as much (if not more) than the price.

All quotes should be finalised over email, and the other Trustees CC’ed in the final quote: bagamoya-trustees@googlegroups.com

Invoices

For proposed replacements, repairs, or upgrades, vendors the majority of trustees need to approve and sign off.

The vendor/contractor will need to first provide their FICA documentation to our Managing Agents, to be saved on their system. (This sometimes delays their payment, so it helps collecting this, and sending it to the Managing Agents, right after they have been chosen for a specific job):

If they are an individual / sole proprietor, we will need:

Proof of ID

Proof of bank account / bank confirmation letter (not older than 3 months)

If they are a registered company, we will need:

Proof of company registration

Proof of bank account / bank confirmation letter (not older than 3 months)

If they are registered for VAT, we will also need:

VAT Registration document

Payment is only done on Invoices (not Estimates nor Quotes) and these need to be made out to:

Bagamoya Body Corporate C/O Steer & Co PO Box 1879 Cape Town, 8000

Then, the invoice can be sent to the PM and PA (CC the other trustees via

bagamoya-trustees@googlegroups.com⁠

and CC the vendor). The PA will authorise (or ask for other trustees’ input) and it will be sent to their accounts department, who will make payment and send proof of payment to everyone.

It is generally preferred to pay a deposit and the remainder of the balance upon completion of the task.

Non-invoiced jobs

The Managing Agents won’t reimburse for any cash payments (unless we can provide a dated till slip or an invoice from the contractor).

If there are small jobs and payment is due to, say, a trusted painter or handyman (rather than a company who can invoice for the job at a much higher price), the trustees will be able to load them as a vendor on Steer, but they will need to have a South African bank account and proof of ID.

Gig platforms (like SweepSouth, where you can get a painter or handyman for R400) can provide an invoice for reimbursement.

Boundary line items

For boundary line items (such as doors and garage doors) the owners will first:

Need to contact the managing agents (and CC the trustees) about their request

The trustees will decide if it is a reasonable replacement or repair (and not an unnecessary upgrade — these will for the owners’ own account, such as getting a bulletproof steel door installed)

We will collect quotes to make sure we are getting cost-competitive. If the owner can help collect quotes, this will speed up the process.

The trustees will agree that 50% of the repairs or replacement will be covered by the Body Corporate, and 50% from the owner. We will need to be clear on the total costs, such as installation, painting, finishing, and so on.

The trustees will authorise payment(s) via the managing agent

The owners will need to be involved in some of the administration (help getting quotes, organising times with the contractors to do inspection and measuring, opening up for them for installation to happen, ensuring that rubble has been removed when done), as the

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