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Three products in one imageTen year maintenance plans for sectional title management schemes in South Africa

We provide automated Excel ten year spreadsheet PC software for the whole South Africa.

This is the first and only automated software available so far for this specific purpose!
Please let me know if you can find the same streamlined software anywhere else in South Africa!

We have done our investigations and homework and the least we can say is that the other systems are more complicated, lumpy and cumbersome.

We provide automated Excel ten year spreadsheet PC software for any country (see remarks at bottom of page).

Ten year excel software ebox

View some of the great features of the software by clicking the start button on this video slideshow below:

Become informed and qualified with this software.

A Body Corporate, Home Owners Association or any other type of Property Community Management Scheme with a Constitution, no longer have to pay excessive prices, once they have this software. This software makes it dead easy to produce ten year maintenance plans from contractor quotations. Any owner of property inside such an Estate, can be canvassed to do the ten year maintenance plan for approval by the selected management members.

We provide streamlined ten year maintenance plans for Community Management Schemes like Sectional title schemes, Share block companies, Home or property owners associations, Housing schemes for retired persons, Housing co-operatives, Gated Villages with a Constitution, Social Co-operatives and even some shopping malls (in fact, all gate protected communities with a constitution).

We have a questionnaire which must be completed and returned to us, to enable us to start with drawing up the ten year plan. The questionnaire is in PDF format and can be downloaded from inside the presentation below. We also pay a visit and conduct a joint inspection.

View my credentials here.

Sectional title ten year maintenance plan contact details

We have listed four different offers for the ten year maintenance plan on this page.

A payment for any one individual offer out of the four offerings listed below, will automatically qualify the buyer to also receive the two training manuals plus the automated software, as included in the price.

Pay for one and get all included.

1. Service offer 1 – Inside Gauteng borders:

We also provide ten year maintenance plans for sectional title management schemes, as a service, inside the borders of Gauteng Province, South Africa.

With this type of service, our service fee will not exceed R 5 000.00, no matter how large the complex/estate is, on condition that I can fit you in. Users of this service offer in Gauteng Province, also get all three e-products displayed below as free products included in the service fee:
• The automated software (ready-made, built-in formulas).
• The ten year training e-guide (complete instructions of how to compile it).
• The Excel training manual (how to choose and use purpose-driven formulas).

On condition we can fit it in animated text image in our busy schedule.

View this ten year maintenance plans slideshow:

This slideshow can also be downloaded in a PDF format by clicking here.

2. Special service offer 2 – Outside Gauteng borders:

We provide the ten year plan, but someone of the estate identify and specify renovations and collect contractor quotations. This is how this offer works:

Special service offer to Trustee members/Directors/persons outside the borders of Gauteng Province. Get the lowest quote you will ever get, by doing the following:

Step 1. As it will be too costly for me to do the inspection, you will have to identify, compile and list the needed major maintenance items and associated cost quotations for mailing to me (Our questionnaire, which covers all the details we will need, can be downloaded as a Microsoft Word document by clicking here). If you can do this, we can move to Step 2 below.

Step 2. I will then respond with my quotation for Trustee/Board approval, which will be the lowest you will ever get, as the bulk of the work will have been done by yourselves (therefore my low service fee of only R 2 500.00).

I can draw up a ten year maintenance plan on a spreadsheet calculation model. It will then be a framework for you to change and manipulate. I can input quantities and estimated cost per item with the necessary formulas, so you can easily change either a quantity or a cost and the calculation will still result in correct answers. The ten year plan must be renewed on an annual basis.

As stated earlier, the first due date for filing the ten year maintenance plan with the Community Schemes Ombud Service (CSOS) was January 2017. You do not have to worry about late submission, as thousands of complexes are in the same position of late submissions.

Step 3. After approval of my quotation of only R 2 500.00, I will also need the following:

  • Audited financial statements for the previous financial year.
  • The Administrative/operating budget for the current financial year.

Step 4. After completion of the Ten Year Maintenance Plan by myself and receipt of payment, I will provide a free download link for all the spreadsheet training you will ever need to master spreadsheets.

On condition we can fit it in animated text image

in our busy schedule.

3. Offer 3 – The ten year maintenance plan training manual:

So, for those who are already adept and confident in using and inserting correct formulas in Excel spreadsheets, who are just looking for guidelines pertaining to the ten year maintenance plan, this offer below is the ideal one.

Get trained in how to compile ten year maintenance plans with our streamlined system. As I cannot do all the work in all the outstretched regions of the country, I am making the training guide for my streamlined system available to others, who may need it.

Ten year maintenance plan training guide e-cover

The sales page in PDF format, for this training manual can be downloaded by clicking here. If you want to find this information again in the near future, it may be expedient and advisable to store this PDF file on your hard drive, where you can easily retrieve it again.

Reasons for compiling this training guide:

All the required forms and regulations can be downloaded from the Community Schemes Ombud Service web site: http://csos.org.za/. They do not, however, have any guidelines on how to draw up and submit a ten year maintenance plan, except for the rules pertaining to the level of the reserve fund budget.

Consequently, after intense research, I discovered an example published by The Ministry of Business, Innovation and Employment of New Zealand, which I converted to the South African environment, by changing some of the linguistic terms. I found this to be a workable document, but a bit cumbersome, as all calculations must be done manually with a calculator.

I then combined the ideas and methods of the New Zealand example into a spread sheet calculation model by using a Microsoft Excel spread sheet computer program. Luckily I had ample experience with using the formulas inside spread sheet programs, as I previously had to develop several models for different purposes.

After receiving many enquiries and questions of how to do it and after compiling several ten year maintenance plans for different building complexes, I realised there is a need for guidelines.

From my previous lifetime experience in writing training manuals, I decided to come up once again with a training manual for compiling the ten year maintenance plan, which the Ombud Service require, but do not have any guidelines for.

The training manual has now become a handy guideline for building complex managements outside of Gauteng borders, as they are too far away to make use of my services in drawing up their plans.

However, if they do not have knowledge of using spread sheet programs, I can still do it with the help of a questionnaire to be completed by the management body.

Several manuals have been sold and I have already compiled several ten year plans for Body Corporate Managements, Home Owners Associations and Retirement Villages.

The biggest problem found so far, is that one cannot easily find a building construction expert, a spread sheet user expert and a financial statement expert, all rolled up into one single person. The solution for this dilemma is to assemble a team of knowledgeable persons for the task, if needed.

Table of contents for the Ten year maintenance plan training guide (40 pages):

1. Job skills requirements to become a provider of ten year maintenance plans
2. Information needed to compile a ten year maintenance plan.
2.1 Identification
2.2 Income statement information regarding owner common property levy contribution
2.3 Annual inspection results on structures to be renovated, equipment repairs & maintenance
2.4 Administrative Fund and Reserve Fund balances at latest year-end from financial statements
2.5 Personal contact details of persons responsible/accountable for the complex ten year maintenance plan (preferably more than one)
2.6. Complex Google maps coordinates or physical address
2.7. Latest audited financial statements included.
2.8. Describe what kind of agreement exists with unit owners, with regard to operational costs and maintenance costs.
3. Compiling a ten year maintenance plan manually, without using a spreadsheet program
3.1 Ten year maintenance plan example template without a spreadsheet program
4. Illustration of how to combine the Administration fund budget with the ten year Maintenance budget in a spreadsheet program.
4.2 Illustration of a Body Corporate 10 year maintenance plan (with MS Excel spreadsheets).
4.3 How to apply the rules of the law in the software program. See page 4 of the Act:
4.4 How to spread out maintenance cost to minimise levies. See rule 22 of the Act, page 37.
4.5 The purpose with the reserve fund.
5. Maintenance lifespan and costs for community complexes.
5.1 Building component and equipment lifespan/life cycle for ten year maintenance plans.
6. Illustration of how to report to the Community Schemes Ombud Service (CSOS).
7. Exceptional cases of adding a savings plan to the ten year maintenance plan.
7.1 Here is an example of equal annual amounts at 0% interest revenue
7.2. Here is an example of required annual savings at 3% interest p.a.
8. The following assumptions are part and parcel of the sale of this guide
9. Get a free spreadsheet program and save thousands
10. Bonus: Where to get these eight training manuals for peanuts. Use them for internal training sessions of employees or to train yourself
10.1 MS Suite 8 training manuals in hard copy
10.2 MS Suite 8 training manuals in digital E-book format
10.3. The one only MS Excel 2016 training manual in digital E-book format
11. Summary notes:
11.1 Easy bookkeeping
11.2 Effect of adding cost items to the Administrative Fund budget
11.3 Effect of adding cost items to the ten year maintenance plan
12. Last step of reporting
13. The huge market potential for providers of ten year maintenance plans

The market size is made up of all Sectional titles development schemes, Share block companies, Home or property owners associations, Housing schemes for retired persons, Housing co-operatives, Gated villages with constitutions, Social Co-operatives and even some Shopping malls with shared ownership. Community Management Schemes is the fastest growing type of building development projects in the country.

Job skills requirements to become a provider of ten year maintenance plans:

• Knowledge of building construction and building regulations.
• Knowledge of the lifespan of construction components (civil building disciplines).
• Knowledge of construction component costs.
• Knowledge of construction component labour cost.
• Knowledge of construction tools cost.
• Annual inspection of structures to identify what must be changed, repaired or replaced as preventative maintenance actions against higher eventual cost.
• How to spread preventative maintenance actions out over time to minimize and even out costs for owners.
• How to plan ahead for the prescribed maintenance reserve fund annual levies, not to fall irreparably behind.
• How to decide what escalation formulas to use over a planning period of ten years.
• How to combine the operational cost financial entries and maintenance cost financial entries into one planning and monitoring cash flow projection document for ten years.
• Knowledge of interpretation of financial statements and balance sheets.
• Knowledge of technological improvements in the building industry.
• Knowledge of law requirements and changes thereto.
• Knowledge of spread sheet calculation models and the theory of finance.

It is clear that a combination of technical, mathematical, financial and a few other competencies will be needed. It is very seldom that one will find all the above skills and knowledge rolled up into one single person. However, one can contract knowledgeable persons in when needed. As time goes by experience and knowledge will also grow.

How to purchase the ten year maintenance plan training manual:

Buy this training guide through the secure servers of PayPal for $150.00 with your credit/debit card by clicking the image below. Before you hit the buy button, first take a look at the PC Software lower down on this page.

Buy through the secure servers of PayPal for $150.00 by clicking the buy button below:

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If prior approval for this transaction is needed, just send me an email, requesting a quote and provide the details to whom it must be addressed, with the product name. Receive everything in your mail box within two respite days together with an invoice (including my Excel ten year spreadsheet PC software mentioned down below).

Maintenance guideline advice on maintenance lifespan/life cycle replacement/renovation:

Economical replacement point in time: When the cost of repairing a capital item is more than 50% of the new replacement cost, it is better to replace it (rule of thumb).

Building weak spots: When it comes to building construction components like cemented bricks, paving and concrete, it is normally renovated, as the lifespan can go far beyond 100 years. Gutters, roof covering and roof structures can be another thing, depending on the material and previous preventative maintenance actions. Water leaks can make wooden beams, rafters and purlins to rot. It can also make ceilings to soften, discolour and sag, cause steel to rust and fungi to grow on all types of material. Fungi growth is a real high health risk. Weather conditions can thus create the need for premature renovations to building structures. Falling objects can damage ceramic floor tiles.

Older housing buildings in coastal areas present own unique maintenance problems, as well as buildings still having asbestos cladding or roofing.

High priority and risk: For most residential complexes landscaping and security are high priorities. Landscaping and gardening for aesthetic reasons and security because of the high crime rate. In the case of retirement villages, health and medical facilities and medical equipment may also be classified here, depending on nearness and dependability of such outside facilities. Depending on importance it may be better to budget an amount than to be surprised by unexpected premature failure. If premature failure does not occur, the available budget can always be used for other expenses or to make a bank account stronger. Technological advances can render high priority equipment sooner as out-dated.

Differentiation between small and major: The differentiating figure to decide what must be regarded as Small repairs and replacements versus Major repairs and replacements is an arbitrary figure. The lower the differentiation figure, the more items and amounts will shift over to the ten year maintenance plan. All administrative amounts, including small repairs and replacements plus the reserve fund budget will form the complete budget for a new year.

The following can be applied to a complex of 450 units, which can be regarded as relatively big. In other cases of smaller complexes, the division of cost between Administrative Fund and the ten year maintenance plan may differ.

Small for 450 units:
Lifespan if cost replacement for an individual item or job is below R 20 000.00 for Administrative Fund Budget:
• Electronic devices and equipment – 3 years
• Electric machinery, devices & equipment – 5 years
• Gardening machinery, equipment & tools – 5 years
• Security machinery, devices & equipment – 3 years
• Interior office & room furniture – 12 years
• Vehicles like bicycles, scooters, ride-on lawnmowers, motorbikes & golf carts – 10 years
• Tar roads (potholes) – 20 years (depending on underneath compacting material and soil deficiencies)
• Paved roads (sagging) – 20 years (depending on underneath compacting material and soil deficiencies)
• Cement repairs, painting & varnishing – 7 years
• Smaller building construction renovation (other than paint) – 30 years
• Steel construction renovations – 10 years

If replacement cost is above R 3000.00, always consider repairs according to the 50% rule when failure occurs, as it can help to reduce actual expenses against budgeted figures.

Major for 450 units:
Lifespan if cost replacement for an individual item or job is higher than R 20 000.00 for ten year maintenance plan:
• Electronic devices and equipment – 5 years
• Electric machinery, devices & equipment – 7 years
• Gardening machinery, equipment & tools – 7 years
• Security machinery, devices & equipment – 5 years
• Interior office & room furniture – 20 years
• Vehicles like LUV’s, cars, trucks, ride-on lawnmowers, motorbikes & golf carts – 12 years
• Tar roads (potholes) – 20 years (depending on underneath compacting material and soil deficiencies)
• Paved roads (sagging) – 20 years (depending on underneath compacting material and soil deficiencies)
• Cement repairs, painting & varnishing – 7 years
• Major building construction renovations (other than paint) – 30 years
• Steel construction renovations – 10 years

Always consider repairs according to the 50% rule when failure occurs, as it can help to reduce actual expenses against budgeted figures.

The bigger a complex the higher the differentiating figure can become. What may be big for a complex with 10 residential units may become small change for a bigger complex with more units. For instance, R 3000.00 for one household may be regarded as big, but small for a complex of 50 units.

The lifespan indicators above can be broken up further for individualised items and its lifespan adjusted according to own experience with it. In other words, it can be fine-tuned.

One gets sophisticated computerised systems for calculating economic replacement point in time for vehicles and other equipment. All running and maintenance costs must then be separately and individually captured according to cost codes. These systems are, however, only viable for big vehicle fleets and big quantities of the same type of equipment.

The purpose with the ten year maintenance plan reserve fund:

The main purpose with the ten year maintenance plan is to make timely decisions on when and how to increase or decrease the reserve fund.

The sole purpose with the reserve fund is to provide for all major capital like items, unforeseen and unexpected expenses, not budgeted for and not covered by levies, whether it is administrative or maintenance.

The reserve fund budget must be calculated on the Administrative Fund total budget only. It must also be used to pay for the major items in the ten year plan. Furthermore the ten year plan is not part of the Administrative Fund Budget.

Shortfalls in the Reserve Fund must be rectified with a savings plan, which is fully explained in our training e-guide.

The first due date for filing the plan with the Community Schemes Ombud Service (CSOS) was January 2017.

The rules for the Reserve fund are repeated here:

  • If, at the end of a financial year, the remaining funds in the reserve fund are less than 25% of the value of the past year’s administrative fund contributions, then the body corporate is required to collect and contribute to the reserve fund an amount equal to least 15% of the value of the coming year’s administrative fund budget.
  • If the remaining funds in the reserve fund are equal to or higher than the past year’s administrative fund contributions, no reserve fund contribution would be required.
  • If, at the end of the financial year, the remaining funds in the reserve fund are less than 100% but more than 25% of the value of the past year’s administration fund contributions, then the contribution to the reserve fund must be at least equal to the amount budgeted to be spent on repairs and maintenance to the common property in the coming financial year.

4. Offer 4 – Automation software for the ten year maintenance plan, with ready-made built-in formulas:

This is persons who are not adept and confident in using Excel – Buy the Excel ten year spreadsheet PC software.

The software consists of 7 worksheets:

  1. “Intro” – Copyrights and starting instructions.
  2. “Basics” – Guidelines on how to use the software.
  3. “Input” – Where the user enters relevant data.
  4. “Output” – Protected spreadsheet with formatted, ready-made, built-in, automated formulas.
  5. “Backup” – Unprotected spreadsheet for the Output worksheet, with automated formulas.
  6. “Savings” – An automated investment savings plan, to wipe out any shortages in the reserve fund, linked to the automated ten year maintenance plan, for those who may need it.
  7. “Reserve fund rules” – How to calculate minimum amounts required by law.

Ten year excel software ebox

This is an ideal option for do-it-yourself enthusiasts, who only need some help with spreadsheet formulas.

An automated savings plan now also forms part and parcel of the automated PC Software. The addition of a savings plan for the Reserve Fund bank account, is a great help when there is a shortage of funds for the the ten year maintenance plan. It helps with decisions of what to do if the ten year maintenance plan requires more money than what is available.

It is a great help for how to manage the dilemma of reserve fund shortages, reserve fund shortfalls and reserve fund deficits. It helps in cases of reserve fund shortfalls, reserve fund shortages and reserve fund deficits.

We have devised an automated savings plan, inside the software, wherein the user can modify the monthly investment amount and see for how long it will take to wipe out any deficits at various interest rates.

This savings plan can assist managements in decision-making of the preferred regular investment amount, the preferred time period and the preferred interest bearing rate.

The amount decided on must then be added to the Administrative operating budget and added to calculation of levy contributions.

The savings plan growth returns on variable monthly capital investment amounts at various interest rates, can be viewed with one click, inside this Excel PC software model displayed here above.

Who can benefit by buying and using this software?

  • Any Estate Management Team
  • Any member of an Estate Management Team
  • Estate Managing Agents
  • Estate Managers
  • Estate Administrators
  • Estate Property Owners
  • Estate Bookkeepers
  • Estate Financial Accountants
  • Estate Auditors
  • Estate Developers
  • Estate Legal Advisers
  • Building Contractors
  • Estate Agents
  • Pensioners
  • Any person looking for extra income

This software makes the task so easy, even housewives will be able to complete the task.

Anyone can do it now with this software! Use it to do it for your community complex. Use it to do it for other communities and increase your earnings!

My Excel Spreadsheet software model is already populated with the correct formulas for a ten year period – totally automated.

It also means that you must identify the parts, which must be refurbished/replaced and arrange for contractor quotations.

All you have to do is to enter/replace the following with your own:

  1. Maintenance item description (with the help of contractors, if needed).
  2. Unit of measurement (each, m², job, etc.).
  3. Unit price.
  4. Unit quantity for each of the ten years.
  5. Your preferred inflation rate per year.
  6. The ready-made, built-in formulas will take care of the rest of the calculations for the ten year maintenance plan.

Pay only $150.00 (instead of between R 6 000.00 to R 25 000.00,  what others are normally charging, depending on the complex size).

The good news is that all the spreadsheet training you will ever need, will be included for free from now on.

No previous experience or knowledge are needed. Anyone can do it.

For all four offers explained above, the three products displayed here below, will be available and included in the service fee or purchase price:

Three products in one image

This software will enable you to compile ten year maintenance plans for Estate complexes like a pro, with cost savings for all involved.

Sectional Title Schemes are the fastest growing new residential developments in South Africa, mainly inspired by the high crime rate. 

Owners and residents in these type of estate complexes have to bear the direct and indirect extra cost burden of long-term capital maintenance plans and have to ensure therefore that the ensuing benefits of these long term plans outweigh the cost thereof.

The only way to achieve this, is to become self-reliant in the skills to provide ten year maintenance plans internally, by residents themselves.

Rendering a professional service will also enable you to become very popular in the eyes of all your future customers and clients!

Pay only $150,00. When you click the buy button, you must see the following at the top when the PayPal page opens:

MNR PIERRE D B DU PLESSIS

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This software is universal and can work for any country, with similar requirements of a ten year maintenance plan for residential property complexes/estates, where the user can read and understand the English language!

We can deliver the software and training materials, which are all in digital format, to any buyer email in any country.

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