Miles Property Management - Residential Block Management in Uckfield, Lewes, Sussex

• Estimation of service charge budgets and liasing with accountants. Preparation of reserve funds for provisions for future works for properties.
• Payment of contractors for works and setting up direct debits for suppliers to properties
• Raising invoices to leaseholders and collection of service charges
• Effective service charge recovery procedure
• Able to provide periodic financial reports on income and expenditure and projection for expenditure
• Annual preparation of audited accounts for both property maintenance accounts and company accounts (where relevant).

• Assistance for preparation of repairs to the property
• Organise and project manage major works (see Major Works/ Surveying Services)
• Day to day maintenance and organising repairs, services etc. Always seek quotations from a number of contractors to provide best value for our clients.
• Liasing between contractors and leaseholders

• Ensure compliance with the terms of leases and policy agreed with the Client
• Where necessary and subject to Landlord authorisation, instruct Solicitors in relation of breaches

• Advice on Collective Enfranchisement and Freehold Purchase
• Advice on formation of Right to Manage Companies and Residents Associations
• Ensure compliance with the terms of leases and policy agreed with the Client
• Lease interpretation
• Liaise with the Client's Solicitors
• Represent the Landlord at County Court level, Arbitration and Leasehold Valuation Tribunals
• Maintain adequate record-keeping
• Provide first-stage legal advice on all legal matters relating to the estate management. (Specialist legal advice may be required if the matter is overly complex)

• Arrange periodic Health & Safety Inspections and ensure ongoing compliance
• Arrange annual Fire Risk Assessments and ensure compliance with prevailing fire safety regulations
• Arrange regular testing and inspection of fire safety systems
• Arrange Asbestos surveys and hold register
• Arrange periodic IEE Electrical Safety Inspections
• Arrange periodic water safety testing
• Arrange statutory testing and maintenance of all plant and machinery (lifts, car park barriers, etc)
• Monitor contractor Health & Safety compliance

• Prepare job descriptions for employees and specifications for contractors for competitive tender
• Supervise any employees and regular contractors such as cleaners, gardeners etc
• Establish payment systems and administer PAYE functions
• Ensure appropriate training and compliance with Health & Safety and employment legislation
• Maintain a preferred contractors list. All members to hold adequate public liability insurance, provide satisfactory references and hold relevant qualifications in relation to work undertaken

• Advise on Residential Landlord and Tenant procedures, including statute and practice

• Advise the Client on a suggested management policy
• Provide regular status reports of financial, maintenance and legal matters
• Report on significant lessee communications
• Document management procedures and issues
• Assist with a periodic newsletter to residents and other circulars
• Keep Client informed of status of agreed actions

This is an extra service we provide at an additional rate which includes the followings activities:

• Acting as Company Secretary
• Offering our address as the Registered Office
• Dealing with Share Transfers
• Dealing with appointments and resignations
• Filing the Annual Return
• Filing all the above in a timely manner with Companies House
• Issuing Notices of Annual and other General Meetings
• Maintaining the statutory books of the Company

Our property management service covers routine repairs and maintenance but not items of major works. Examples include external redecoration, internal redecoration of common parts, replacement or renewal of roofs, etc.
Where major works are needed, diligent preparation and administration of contracts is essential. We strongly recommend that our clients engage the services our qualified and competent Chartered Surveying services to safeguard their financial outlay in carrying out the works.
Our major works project management service includes the following:

• Liaising with clients to establish project requirements and projected costs.
• A full professional team including Chartered Surveyors, Quantity Surveyors and an excellent architectural drafting service.
• Site inspections and surveys
• Negotiations with Town Planning and Building Control where necessary
• Full tender process with competent contractors to ensure both quality and value for the works
• Preparation of JCT Minor Works Contracts where necessary
• Preparation of full written specification of works
• Site supervision and liaising with contractors on site
• Site administration
• Preparation of contract documentation including Variation Orders, Certificates for Payment etc.
• Final inspections and signing off site through to completion

Where major works are likely to cost any one leaseholder over £250, Section 20 of The Landlord and Tenant Act 1985, comes into force.

This lengthy process, usually involving three or more separate notices, needs to be handled carefully to avoid future legal problems and difficulties in collecting service charges.

MPM undertake all such duties on behalf of its clients, ensuring full compliance with the prevailing Laws. Our proven and effective service means that you can rest easy.

MPM have a fully computerised accounts system and keep all clients' funds in independent designated bank accounts, fully complying with the regulations of both ARLA .
We provide financial information in a clear and concise format. You will at all times know:

• How much funds are currently held in your account(s)
• Details of any individual arrears due
• Details of recent expenditure
• How expenditure is measuring against the agreed budget

We also have a weekly payment schedule ensuring the prompt settlement of clients' contractors and suppliers' invoices. All service charge demands are issued promptly, encouraging owners to help the management and maintenance of their building by paying on time.
The Companies Acts place very stringent regulations on all Limited Companies to return their accounts each year. We therefore recommend (and can arrange) an independent annual audit of accounts to ensure accounts are returned promptly.
In addition we assist our clients in the preparation of accounts and can instruct independent auditors if so required.
Buildings Insurance and General Insurance
We are regulated by the ARLA to carry out General Insurance Mediation Activity and are included the Financial Services Authority register.
Our role as Property Managers is to ensure the prompt and effective processing of any insurance claims. We assist with:

• Notifying the insurers of any potential claim
• Arranging for claims forms to be despatched
• Advice on obtaining quotes from reputable contractors
• Processing and monitoring claims
• Dealing with loss adjusters
• Settling invoices with contractors
• Recovering excesses where necessary

We are regulated by the Royal Institution of Chartered Surveyors (RICS) to carry out General Insurance Mediation Activity and are included the Financial Services Authority register. Our role as Property Managers is to ensure the prompt and effective processing of any insurance claims. We assist with:

• Notifying the insurers of any potential claim
• Arranging for claims forms to be despatched
• Advice on obtaining quotes from reputable contractors
• Processing and monitoring claims
• Dealing with loss adjusters
• Settling invoices with contractors
• Recovering excesses where necessary

As members of ARLA and as members of The Royal Institution of Chartered Surveyors, MPM are covered by substantial Professional Indemnity insurance. If you wish to inspect the current schedule please contact us.

Our main responsibility is towards managing the building as a whole, looking after the collective interests of all owners. Where additional work is required for the benefit of one individual owner our costs will be charged directly. Examples of areas where the individual should contribute directly are:

• Pre-Contract Conveyancing and Remortgaging Enquiries
  Individual owners must meet the cost of this service. We supply details of all building accounts, lease matters, insurance details, any disputes, freeholder details, maintenance programmes budget forecasts and all other such information that may be required.
  With our expertise, we can put together such information in the correct format much faster than most lessees will be able to do so independently.
• Arrears Recovery and Default Action
  Every lease clearly states the owner must pay any ground rent or service charge within a specific period. Our policy is to follow up any overdue payment with firstly a polite reminder and then a final warning of legal action.
  If further action is needed the owner must bear the costs arising, including Land Registry searches, approaches to the lessee's mortgage lender and referrals to solicitors to commence Court Action.
• Permission to Sub-let or to Carry Out Alterations
  We have established standard procedures whereby owners have to provide information and arrange for safeguards to be in place before consent can be granted, to protect the interests of all owners when deciding on such applications.