Terms & Conditions of Appointment
Block Management
Mulberry Property Management will provide the following service in respect of the management of residential buildings.
Maintenance / Refurbishment
We regularly visit all properties, in order to exercise control over regular contractors, such as cleaners and gardeners, and to monitor the building for general maintenance.
We have a register of contractors who work for us on a regular basis and whose standards are known.
Where there are service contracts in place, it is our policy to insure that such contracts are regularly re-assessed and if necessary other reputable firms are invited to quote.
Where major maintenance is required, external redecoration for example, at least two quotes are obtained and are submitted to the residents for their approval.
For major refurbishment projects, we can compile a specification of works and, will liase with, and instruct Architects and other related professionals.
Medium – Long Term, Maintenance
We try to anticipate major expenditure and we will compile a program of proposed works, which is also submitted to the owners for approval in order that appropriate provisions can be included in the sinking fund. The program of works generally cover a 3-5 year period.
Budgeting & Accounts
Budgets are prepared 2 to 3 months before the year-end. These will take in to account anticipated maintenance and repair works as well as general running cost. A draft is sent to the owners or their committee for approval before being formally adopted.
When compiling the budgets every effort is made to keep them as accurate as possible in order avoids the risk of running out of funds. Actual current year-to-date figures are analysed and allowances made for inflation and other factors.
The service charges are collected either monthly or on a quarterly basis.
We have standard procedures for the recovery of unpaid service charge demands. Follow up calls is made and reminders are sent. Should this not produce a result the arrears may be referred to a solicitor or debt collection company. Should non -payment reach the stage of litigation we will attend Court and give evidence. Any legal action is undertaken only with the approval of the majority of owners or their committee. A small additional fee may be charge for Court appearances
Cash flow is constantly monitored and our computerised system can provide instant up to date information on expenditure and receipts. Quarterly and annual statements are sent to clients and auditors; as are the final accounts. The accounts are available for inspection at any time, given reasonable notice.
A separate, interest bearing, bank account is opened for each building under management.
All invoices are authorised by a Partner of Mulberry Property Management, before being passed for payment.
Cheques are banked daily and bank statements are received and reconciled monthly.
Safety
We pay particular attention to the servicing and maintenance of emergency lighting, smoke detectors fire extinguishers and any other safety measure that has been installed. In the absence of any safety measures, we will arrange for building to be inspected by a qualified professional.
Staff Employment
Where appropriate, we recruit porters, caretakers and gardeners etc. We deal with their wages and social security payments.
References are taken and checked and employment is subject to a trial period.
Security
If required we will arrange nightly, weekend or twenty-four hour security guard contracts with reputable firms.
Insurance
We can arrange for the insurance cover for the building, machinery and contents of the common parts with a firm of brokers with whom we deal regularly. The volume of business we conduct with them attracts a discount, which results in savings for owners.
We will process insurance claims and negotiated with loss adjusters.
Cleaning & Gardening
We will arrange for contracts with good companies, however often self-employed individuals provide the best service. Checking that their services are up to standard form part of our regular inspection.
General
We deal with all correspondence and enquires raised by owners, their representatives and professional advisers, including pre-contract enquires by lawyers.
Liaison / Meetings
We will attend regular meetings with the owning company Companies/Association and/or residents’ committee.
Company Secretary
Where a company owns the property, we will act as Company Secretary at no additional charge.
Register Office
We will provide the Registered Office for the Company at no additional charge.
Storage
We maintain computerised records and a full set of files for each property, including one for each apartment.
Competitive Price
Maintenance, service and supply contracts are subject to periodic re-tendering in order to ensure the best prices are obtained, commensurate with the quality and standard of service.
Fees & Term of appointment
Our initial term of appointment is two years to commence from the date of our client’s instructions to formally take over the management of the building. Thereafter the appointment can be terminated by either party upon six months notice which will be served in writing.
Our fees are reviewed annually.
We reserve the right to charge an addition fee dealing with matters that are in addition to our Terms of Business and for the project management of major works that would not be deemed to be everyday maintenance.
We also reserve the right to charge an additional fee in respect of dealing with any insurance claim, although these fees should be covered by the existing policy.
For further information, please contact Julian Cubbage M.Land Inst. FPCS