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Old 16th October 2012, 16:50   #1 (permalink)
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Setting up official site management

Hi

with 2 colleagues on an unofficial owners committee, I run a small complex of villas and apartments on the Bodrum Penninsula that is still being built out.

We took over a few years ago when the developer and builder went bust and we are finishing off the build and running the maintenance, services and all that. We have been running the site maintenance more or less unofficially although the site staff are employed by the Turkish Ltd Co we have that runs the building side of it.

I want to separate the build side from the maintenance side.

Whilst this has been OK to date and a lot of it has been done on trust between all owners, we now need to set the site up officially. We have TAPUs and the site (built on so far) has ISKAN.

I have looked at a few management companies to take on the role but its expensive and as we have been doing it ourselves so far, I need to look at the option of carrying on that way.

Put simply I want its own bank account and to register it as an employer and pay the staff through it, set a budget each year, keep accounts of actual expenditure and report to the owners annually - its income will be owners service charges and it will be non profit making.

In the UK I would be setting up something like a Residents Association or Subscriptions / Membership business with Companies House.

Can anyone point me in the right direction for what I need to do (or can do) in Turkey as it will probably be the same as every other holiday complex I am sure?

Any information greatly appreciated
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Old 16th October 2012, 23:04   #2 (permalink)
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Re: Setting up official site management

The Management Plan and the Condominium law set out how to manage a site and set up a management committee. if you search this site there is quite a lot of answers available. I have had lots of help from other members on here for similar questions.

Good luck
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Old 17th October 2012, 15:45   #3 (permalink)
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Re: Setting up official site management

Does the manager have to be Turkish or could a British citizen be employed as manager(non-paid)?
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Old 17th October 2012, 21:18   #4 (permalink)
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Re: Setting up official site management

The nationality does not matter but someone said they have to live in Turkey check your management plan.
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Old 18th October 2012, 07:59   #5 (permalink)
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Re: Setting up official site management

Your complex will have a Management Plan (Yonetim Plani) lodged at your local Belediye. This will state which month you will have your AGM.
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Old 30th October 2012, 20:44   #6 (permalink)
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Re: Setting up official site management

Is the condominium law compulsary
We are trying to set up a committee on our complex and this is a question that keeps being asked

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Old 31st October 2012, 01:28   #7 (permalink)
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Re: Setting up official site management

Yes Condominium law is compulsory
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Old 31st October 2012, 07:38   #8 (permalink)
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Re: Setting up official site management

I believe that it is not possible to set up an official bank account without first having held either an AGM or EGM - and that it must state the owners greement in the recorded minutes for this account to be set up.
Further, it should list those with access (normally the committee as elected)

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Old 31st October 2012, 21:26   #9 (permalink)
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Re: Setting up official site management

You must call a meeting first, go the the council to get a copy of the site management plan and this will state the month when the meeting must take place, if it does not state the month then the condominium law states it should be held during the first month of the year (i.e. January) To call a meeting you must send a letter and agenda to all the owners by registered post, if they are living on the complex ask them to sign to say they have received the letter when you hand it to them. All owners must receive the this letter at least 15 days before the meeting. The minutes of the meeting must be recorded in Turkish in a kara defta which is the official management book where everything is recorded each year. After the meeting this book must be notarised and stamped, after this you can then set up a bank account for the complex where the owners can pay the monies into and bills can be paid from.

During the meeting the important things to discuss are the services that will be covered in the maintenance contract, i.e. security and if so how many? Pools and if so how many months they will be open etc, when the maintenance year runs from and too and set the date for the next AGM as well. Make sure you send a copy of the minutes out to all owners along with the bank details of how to pay.

I would also recommend you set up an e-mail address purely for the maintenance and management so you can keep track of everything you e-mail out and replies coming in.

One of the hardest things is making sure you have the owners full contact details as some people sell on and don't tell the management when they sold and who the new owner is.... Its a lot of administration getting set up but once you have done this you should be okay.

Hope this helps you Pat x
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Old 15th November 2012, 15:31   #10 (permalink)
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Re: Setting up official site management

Hello. We may be losing our manager soon. Can anyone help with the following?
1) Does a meeting of all owners have to be called to elect new manager or can one be appointed by Board?
2) If a meeting is required how many have to attend or will proxy votes be OK?
3) Does new manager have to be registered with council or will votes of owners be enough?
4) Do we have to have manager? Over 30 apartments.
Thanks.
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