Why Complete Property Management Solutions Ltd

Typically each lease will outline the developments needs. This may include the appointment and management of cleaners, gardeners, caretakers etc. In addition, the manager will plan the property maintenance & cleaning programme’s to include cleaning requirements, collection of refuse, minor repairs and organising major remedial work and any section 20 requirements.

It is normal that any Management Company will be responsible for the maintenance needs of the development. This can/will include:

• Common Parts – to maintain, repair, clean, redecorate, renew and rebuild whenever reasonably required the Common Parts including boundary walls, fences and railings, balconies and terraces and their surrounds. In most circumstances, the replacement of failed glazing is the Lessees responsibility and NOT the Management Company.
• External Areas – to maintain, repair, light, clean, rebuild and resurface (whenever reasonably required) the Access ways, car parking areas, drives, paths, light wells and open areas on the Development that are not privately owned.
• Service Installations – to maintain, repair, replace, renew and (if appropriate) redecorate (whenever reasonably required) Service Media not exclusively serving the Property, traps, meters, vents, ducts, chutes, manholes, refuse enclosures and sanitary equipment on the Development.
• Internal Areas – to maintain, repair, redecorate, furnish, replace and renew (whenever reasonably required) light, heat and clean the entrances, halls, landings, staircases, smoke lobbies, fire escapes and other parts of the Block (if any) available for use by the Tenant in common with other occupiers of the Block.
• Plant and Equipment – to operate, maintain, repair, redecorate, replace and renew (whenever reasonably required) the lighting, fire alarm systems, sprinkler systems, security systems, entry phone systems, public address systems, television and radio relay systems and traffic control systems (if any) as installed in the Block.
• Buildings Insurance – to insure the Buildings at all times under a policy or policies providing to the Landlord and the Management Company and their respective lessees and mortgagees during the Term to their full reinstatement value against loss or damage by (but not limited to or restricted to) fire, lightning, explosion, earthquake, storm or flood water damage, riot, civil commotion, vandalism, theft, subsidence and/or heave and landslip, aircraft, property-owner’s liability, third party liability (including adequate amounts in respect of professional costs) and such risks (if any) as the Management Company or Landlord shall from time to time think fit in an insurance office of repute and in the event of the Buildings being damaged or destroyed by an insured risk as soon as reasonably practicable to lay out the insurance monies in the repair rebuilding or reinstatement of the Buildings and in the event of the insurance monies being insufficient to make up the deficiency out of its own monies.
• Gardens etc. – to carry out landscaping, gardening and provision and cultivation of plants, shrubs and flowers, affecting gardens, landscaped areas, window boxes, entrance halls and other common parts.
• Open Space Areas – to maintain the areas of open space within the Development including any trees, bushes or planting and any play areas or play equipment comprised therein including cutting the grass and trimming or lopping trees and bushes as often as shall be required and maintaining and replacing any play equipment as often as is necessary to ensure that such play equipment is in a safe and usable condition.

Contractual Duties

• Upon appointment, to agree in writing the terms of our appointment (providing details where required).
• To make clear our fee structure and the categories of other services for which additional fees may be charged.
• To manage the property in compliance with all the current applicable legislation, terms of leases and contract documentation.
• To provide as cost effective a service as is reasonably possible within the constraints of prudent and planned maintenance.
• To seek suitable references for contractors (whether preferred or selected by clients or lessees) where requested, and where contracted to do so, that all final work is checked and signed off before funds are released.
• Provide guidance to the client as to the insurance requirements under the lease terms. If requested by the client, we can liaise with suitable insurers to supply an appropriate level of insurance cover, based on an independent valuation, sufficient to meet the client’s obligations.

Financial Duties

• To ensure that clients’ money is kept separate from office accounts and held in a recognised bank or building society in a clearly designated ‘Client A/c’.
• To ensure that clients’ money is properly and regularly accounted for.
• To deposit sinking funds in an appropriate interest-bearing account to earn interest to the credit of that account.
• To keep detailed records of all transactions relating to the client’s property with all expenditure made from the client’s account suitably authorised.
• To ensure that annual or other required periodic accounting is carried out promptly, ensuring adequate supporting information is provided or available for inspection.

Standards of Service Offered to Clients

• To provide a courteous and professional service to lessees, tenants and contractors. To as far as is possible ensure that, in all dealings, there is no bias and that all are treated equally.
• To maintain a database of all leases and tenancies. To deal with enquiries promptly, particularly where information is required to assist in a sale and provide a pre-sale information pack.
• To be familiar with the terms of the leases and tenancies applicable to the property managed and to deal with lessees and tenants both in the spirit of the legal requirements as well as in the letter of the law.
• To maintain/implement procedures to deal with repairs within an appropriate time scale having regard to the urgency of the matter and the availability of funds.
• To actively and regularly consult with Residents’ Committee/Associations/Groups (even where they are not a formally recognized Residents’ Committee / Association) and to encourage representatives to become part of the decision making process.
• To discuss and consult with Residents’ Committee/Associations where major works are contemplated, and to meet the statutory requirements.
• To manage the development by enforcing covenants for the common good, fairly and without favour, where so instructed.
• To declare any interest in any contractor or business employed to provide services at the property that may be associated with the managing agent.
• To place the fullest emphasis on any matter relating to health and safety and environmental legislation, bringing to the urgent attention of landlords and/or residents any areas of concern.
• To use all reasonable efforts, both in the interests of landlords and tenants, to settle disputes by mediating and negotiating with all relevant parties.