Transparency
I’m sure we don’t need to tell any property manager or leaseholder reading this article that transparency in communications and financial matters is a top priority and is important in building a trusting and cooperative relationship between all parties involved in the world of block management.
At Hamilton Darcey LLP we believe that Planned Maintenance Programmes can be a vital customer service tool for Property Managers. In this article we will look at why we believe this is the case and why a Planned Maintenance Programme is a great investment for leaseholders and property managers alike.
What is a Planned Maintenance Programme?
A Planned Maintenance Programme (PMP) is an inspection and report on a building, which looks to preserve the condition of the property and plan for Major Works projects, in accordance with the freeholder’s legal requirements in a lease.
As part of this exercise an assessment of the building is undertaken, along with a review of the lease and any other supplementary information, such as asbestos surveys, health and safety reports, fire risk assessments, etc. This information can then be used to ascertain the likely expenditure required on a block over the agreed reporting period.
Reduced Maintenance Complaints
Without a PMP in place for a block, repairs are likely to be mostly reactive, meaning something will have gone wrong with the building. It’s likely that the first reports of a defect in a block will be from an occupier who is experiencing the issue.
From this point onwards the property manager is on the backfoot, as repairs can rarely be rectified instantaneously, as the issue needs to be diagnosed and an appropriate remedy agreed on. Following this, a competent contractor needs to be engaged with and their costs confirmed, before any works to fix the problem have been agreed. This delay can often be frustrating for all involved.
Having a PMP strategy in place allows for a more proactive maintenance regime to be put in place. In most cases this will mean that the properties are being preserved and the building is being maintained before defects are able to occur.
This proactive approach will lead to reduced maintenance complaints received by property managers, as the number of defects being reported should be greatly reduced.
Transparency on Service Charge
A PMP is a vital tool to help managing agents or property owners set reliable levels of service charge expenditure or reserve funds for the cost of future repair and maintenance of a building. This can help reduce spikes in the service charge and reduce the risk of having to issue demands on leaseholders, which are never popular.
Additionally, if the levels of service charge are queried, block managers can rest assured that the figures have not been manufactured from thin air and can in fact present the report as evidence for the calculations to leaseholders. This is particularly true when an independent and qualified practitioner is engaged with to produce the PMP.
All of this leads to greater transparency on the financial position of a block, which is often of great concern to leaseholders. In our experience, increased transparency leads to increased trust between parties, which is the bedrock of good customer service.
Who Should I Speak to About Planned Maintenance Programmes?
To put an effective PMP in place for your block, you should commission a professional – preferably a Chartered Building Surveyor – to draw up a costed schedule of works for you that will identify any work that needs to be done urgently and pinpoint future maintenance issues.
The first step is for the surveyor to produce a detailed survey of your building so that any necessary work on the building can be prioritised and to ensure that any initial structural work is carried out at the same time to create economies of scale in relation to fixed costs like scaffolding and access.
What will it cost?
Once this work has been carried out, the surveyor should be able to put in place a plan to demonstrate the best way to maintain the building in that condition, avoiding any spikes in expenditure. Depending on the size of the property, the detailed plan and cost schedule should only cost between £500-£3000.
This is a small price to pay for the reassurance and transparency it provides and the issue-avoidance that results from proactive management.
Hamilton Darcey LLP is an RICS regulated Chartered Surveying practice with offices in London and Birmingham. We undertake instructions relating to all aspects of Building Surveying and Design services with particular specialist knowledge in the commercial and high end residential sectors. With a wealth of experience spanning a range of disciplines, including major works project management, party wall and neighbourly matters, Licence for Alterations, Dilapidations and technical due diligence, we act as a trusted advisor to both individuals and corporate entities.
