Feed back on meeting with management 7 July 2025:
1. Building relocation
The tender process has been finalised and the successful bidder will be notified shortly whereafter the lease will be drafted. We attended a meeting with Public Works ourselves last week and they informed us that the award letter is expected to be sent this week.
Once that has happened the lease will be drafted and signed and then we will be informed which building it is.
We will keep you informed of developments as they arise.
2. Bank consents iro 4(1)(b) stormwater removals:
No consents are required in these specific instances. Examiners raising these incorrect notes will be addressed by deputies. The 4(1)(b) application remains the only requirement in the cover.
3. Stand alone Signatures on all documents:
In line with risk mitigation and best practice application, we are required to ensure that no documents at all have only signatures on a page. This applies to PAs, Certificates, notices etc. This helps to limit fraudulent practices. It is too easy to remove such a page and attach it to another one with false information thereby implicating us in illegal activity.
4. Data capturing and deliveries:
There is still a data capturing backlog which management intends to have caught up in the next 2-3 weeks as there are teams working overtime to address it. This week registrations of 30/5-4/6 are being captured.
Deliveries will take place very shortly thereafter.
5. Examination turnaround times:
Whilst there are a few days lapsing between junior and senior levels, the deeds office is still within the target of 7 days for 97% of deeds. Specific instances which fall outside of this can be addressed individually.
6. Corrupted file directory:
Management has composed a team to address locating these documents from alternative document storage sources. We invite you all to ensure that your documents have been included on the list Deputy Edward Maphosa has. These are matters where copies and VAs have been requested some time ago and not yet received.
7. Form LLL:
We reiterate that not lodging the form requires the raising of a prep note, but many matters are registering without such notes being raised. This means that when the deed is sent for data capturing the data may not be updated in the absence of the form which delays delivery and places undue pressure on the already strained system. You also run a higher risk of misplaced deeds as the staff first need to inform the conveyancer of the oversight and only once it is presented will the deed be dealt with further. If a BC cover is lodged alone a form LLL is required otherwise it will be in the transfer or bond cover.
8: Change to deeds office email addresses:
Pls take note that the middle part of the addresses have changed. You replace @dalrrd with @deeds….Currently both options are still functioning.
Pls note that there are issues with many emails at present.
Regards
Conveyancers Committee
