SPICE provides a full suite of services pertaining to Corporate Management. Here’s how we can help:

• Preparing monthly management reports and financial reports, so the Board can transparently see the financial situation of the Co-op

• Preparing and submitting CMHC/Agency monitoring reports, as needed

• Carrying out administrative arrangements as required for Management

• Meeting the reporting requirements of the government funder(s) for information filings, i including as needed: The Agency for Cooperative Housing, CMHC, BC Housing, mortgage holders, and others

• Maintaining the corporate records of the Co-op, including statutory reports of changes

• Maintaining digital files for minutes, including General Membership, Annual General and Board Meetings

• Processing, responding to, and filing all incoming mail, email, or other correspondence, on behalf of the Co-op

• Annual review of insurance coverage and ensuring payment thereof

• Maintaining soft or hard filing/tracking system for members, units, finance, maintenance records, projects, and corporate requirements

• Assisting the Board, to establish clear policies and procedures covering finances, purchasing, maintenance, budgeting, and reporting; provide documentation to the members of the Co-op that are not covered in the Management Contract, Act, Laws, Rules or Occupancy Agreements

• Promoting an atmosphere of cooperative living and encourage the involvement of Co-op members in the Co-op Community

• Knowledgeable of the Co-op Act, the Co-op’s legal documentation, and other related legal matters affecting the Co-op

SPICE offers a full range of financial management services to assist your co-op. Here’s the support we can provide:

• Providing a draft budget for Board and General Membership

• Providing the calculation of the housing charges and subsidy administration, as per applicable contracts and policies

• Payment of all invoices, bills, and all financial obligations of the Co-op, prepare cheques or Board signatures

• Maintaining computerized books of account including general ledgers and subsidiary ledgers

• Preparing monthly bank reconciliations and conduct all required routine banking functions

• Preparing, and distributing to Board, a monthly Statement of Income and expense Compared to budget report and a monthly balance Sheet

• Preparing for annual audit or review engagement in consultation with Co-op auditor

• Providing information and answer questions regarding financial reports

• Housing Charges and Arrears

• Conducting necessary member income testing procedures and assist members in obtaining Subsidies

• Processing all Housing Charges for Members in a prompt professional manner.

• Maintaining arrears program and work with Members to clear any outstanding arrears.

• All tasks to be carried out with the highest adherence to the Personal Information and Privacy Act

SPICE can provide support in the following areas:

• Developing a customized delivery model to ensure co-op engagement and oversight

• Setting up a computerized maintenance tracking system

• Reviewing policies and procedures required to conduct an effective maintenance program; developed with Committee/Board as needed

• Developing an approved trades list

• Developing a preventive and routine schedule

• Maintaining property and building systems information

• Maintaining all maintenance records and produce reports for units, common areas and building systems utilizing SPICEFix (maintenance software)

• Coordinating contractor for annual inspections, as approved by Board

• Receiving work orders via website, phone or email

• Logging all work order requests

• Creating work orders per requests, preventive and routine schedule and asset management plan

• Responding to work orders, assigning them to:

o Co-op Handyperson

o Co-op pre-approved trades

o Gather quote(s) for larger projects for Board review

• Coordinating pre-move out inspection by Co-op Board Move Designate and SPICE

• Coordinating the completion of any repairs or cleaning needed (Co-op and member responsibility)

• Coordinating final move-out inspection by Co-op Board Move Designate and SPICE

• Providing to Board documentation of costs for applicable repairs

• Updating maintenance software to reflect work completed

• Coordinating post move-in inspection by Co-op Board Move Designate and SPICE

We provide regular site inspections or follow ups with Members, for quality assurance of services.

• Receiving emergency calls through after-hours call response centre

• Dispatching emergency calls per approved policy and emergency trade list

• Advising maintenance designate for next day follow-up