What We Do

Property Management, Land Development

Physical Maintenance

Maintenance of your building’s common areas is important for keeping both life quality and the value of your assets high.

We will develop and implement a maintenance program relating to all aspects of the physical components of the building, including mechanical, electrical, plumbing, fire safety system and insurance.

  • Detailed assessment of all solicited tenders and quotations; to ensure the best possible contractual maintenance of the complex and a fiscal responsible mandate.
  • Establishment of energy and cost-saving protocols
  • Provide 24 hours a day availability and on-call service. All members of our team will become fully familiar with your property
  • Provide written reports and recommendations to the Board of Directors.
  • Administer all contract and maintenance service needs for each individual property, including but not limited to:
  • Snow Removal and Landscaping
  • Pest Control
  • Security Control
  • Cleaning and Maintenance of Common Areas
  • Garbage Removal
  • Janitorial Services
  • Fire Safety Inspection and Equipment Maintenance
  • Window and Glass Cleaning
  • V.A.C Maintenance
  • Hydro consumption (common area lighting)
  • Common element maintenance matters (painting and decorating)
  • Elevator maintenance and servicing items
  • Periodic building repairs and maintenance items
  • HVAC preventative maintenance matters
  • Periodic electrical service repair and maintenance items
  • Plumbing-related preventative maintenance (i.e. jockey pumps and PRV valves)
  • Fire alarm security system
  • Domestic hot water and heating boiler system (i.e. burners trays, heaters, and check valves)

Preventative Maintenance

We will review other areas around the complex to ensure that often overlooked items are receiving necessary management & care.

Financial & Accounting

Staffed with a highly experienced and skilled professional accounting team, supported by the industry-leading accounting software – YARDI, we will provide accurate and timely financial reporting.

Monthly Financial Reporting

We deliver the following by the 11th Business Day of each month:

  • a monthly financial statement on an accrued basis
  • a list of aged accounts payable
  • a list of accounts receivable
  • a schedule of investments
  • a schedule of accrued liabilities
  • a copy of all bank statements
  • a bank reconciliation
  • a variance report explaining significant budget variances; and,
  • a reserve fund statement of expenditures.
Budgeting Operations

We prepare an Operating Budget, using our detailed template, during the 10th month of the fiscal year that includes:

  • a projection of revenues and expenses to year-end using the 9-month results
  • a variance analysis of projected expenses to budget
  • a proposed budget for each expense for the following year
  • detailed notes on each expense
  • a draft covering letter to the unit owners addressing the budget and any fee increases.

 

Reserve Fund Study Reviews
  • We work with your Reserve Fund Planner to provide resources, information, and support in the preparation of the Reserve Fund Study, and
  • review the corporation’s Reserve Fund Study, provide comments on it and submit a detailed Budget of Reserve Expenses for the following year.
Proper Financial Management

We provide a number of other bookkeeping, accounting and financial management services, including:

  • paying all invoices within 30 days of receipt;
  • paying any late penalties on hydro, gas, water and WSIB invoices that are solely signed by Stonehill® signing authorities;
  • collecting maintenance fees and guaranteeing losses;
  • preparing all working papers for auditors;
  • providing Boards with our standard common charge collection policy;
  • providing procedures and systems for internal controls;
  • assisting the Corporation by opening an Investment Account with an external Brokerage Firm of their choice and ensuring that a proper Investment Plan is prepared;
  • making recommendations on investment purchases as per the Condominium Act;
  • providing Boards with our developed investment policy;
  • setting up a pre-authorized payment plan for common charges at rates below typical bank rates; and,
  • providing and procuring appropriate insurance coverage and appraisals.
Payroll/Benefits ministration for Building Employees

We provide a wide variety of services for employees who work in your building that include:

  • a Group Benefits Program with flexibility to the Corporation in terms of sharing premiums ;
  • an optional RSP Program;
  • a standard performance review program;
  • site-specific job descriptions for each employee;
  • Corporate support and advice on Payroll and Human Resource issues;
  • internal controls on hours/timesheets/payroll/government remittances;
  • separate payroll registers for each corporation;
  • a volume discount program on payroll services through vendors;
  • complete personnel record keeping;
  • recruitment, training and supervision of employees and recommendations on pay rates for all building employees; and,
  • our expertise in negotiating collective agreements with unions.

 

  • Enforcing the Condominium Act,1998, declaration, by-laws and rules
  • Managing sensitive issues and relationships with tact and diplomacy
  • Preparing status certificates
  • Preparing electronic logs and spreadsheets for status certificates and building inspections
  • Collection of common element fees and accounts in arrears
  • Organizing all condominium meetings
  • Attending all regular board of director meetings
  • Providing monthly management reports to the board
  • Maintaining client documents and records such as owner’s lists, trades list, contract summaries, annual budget planning guide and site information sheets
  • Assistance with welcome packages for all new residents

Administration & Compliance Service

Your time is valuable. Don’t spend it worrying about details like making sure you’re compliant with the Condominium Act.

Developer Services

We leverage our industry knowledge and expertise to help your community vision to reality.
We work closely with your development team to create a desirable lifestyle for your planned community, from the pre-management and planning stages to transition and beyond.

  • Reviewing the proposed documentation, including the Disclosure Statement, proposed Declaration and accompanying By-Laws and Rules;
  • Reviewing the site plan;
  • Meeting with various contractors, suppliers and professionals to plan out the services and obtain cost estimates for those services to the proposed condominium;
  • Preparing a draft budget(s) and notes to the budget(s);
  • Preparing schedule(s) of monthly fees for each unit;
  • Preparing Schedule D to the proposed Declaration;
  • Providing insight and drawing expertise on the current market in terms of what the market wants and expects;
  • Making recommendations as appropriate, reviewing design drawings and providing recommendations for efficient property management and operational functionality;
  • Leveraging our partnerships to provide assistance on an as-needed basis on items such as waste management logistics, sub-metering, geothermal ground source heating and cooling, bulk internet;
  • Making recommendations on staffing and building operations;
  • Assisting in the preparation of shared facilities agreement, establishment of cost sharing methodologies, and providing clarity on its many complexities using our teams extensive resources and experience

OUR COMMITMENT
TO YOU

Dedicated Manager
Dedicated Administrator
Dedicated Accountant
Quality Contractors
Best Practices and Professional Advice
Standard Care
Code of Ethics