General Duties

1. Manage the building placed under our control in a proper business like and efficient manner, consulting with the client on all matters affecting the building.
2. Supervise the work of any contractors employed and ensure, so far as possible, that they perform their duties in accordance with their contracts and statutory or other obligations.
3. Regularly visit and inspect the buildings to ensure, so far as possible, that the tenants comply with the terms of their leases and statutory and other obligations.
4. Maintain an up to date record of the relevant information on tenancies from details supplied by the client or his solicitors.
5. Generally brief the client at meetings on any matters of which we become aware which may affect the buildings directly or indirectly.
6. Manage building works worth up to £1,000 within the management fee. Ensuring that the contracts granted over £2,000 are tendered to at least two independent contractors and their bids sealed and opened by at least two members of our professional staff and a tender summary document produced for the client.

Financial Control

1. Collection of rents from tenants and payments to landlords, where required.
2. Calculation of service charges and recovery from tenants on a quarterly or annual basis.
3. Preparation of client statements detailing income and expenditure. These are normally prepared on an annual basis.
4. Monitoring of income, including recovery of rent debts and calculation of projected income flow.
5. Payment of contractors and apportionment of expenditure in service charges between different tenants and different areas of the building.
6. Preparation of budgets for annual running costs, i.e. heating, cleaning, lift maintenance etc.
7. The cost control of building works.
8. Arranging building insurance where appropriate and apportioning premiums and recovering charges from tenants where applicable. CPM will on occasions act as broker for the Landlord and will take a commission for the placing of insurance. Where CPM acts as broker it will not make a charge in respect of dealing with insurance~ claims. Where no commission is payable CPM reserves a right to charge for dealing with insurance claims, such fee to be charged on a time basis.
9. Instruct a firm of independent chartered accountants to audit the annual service charge (whose fees will be recoverable in the service charge).

Building Control

Where appropriate, to arrange for the maintenance, repair and review of existing contracts of the following:

1. Heating and ventilation systems.
2. Electrical services.
3. Fire alarms and general fire equipment.
4. Lift maintenance.
5. Window cleaning equipment, including any cradles and runways.
6. Plumbing and sanitary services.
7. Minor items of repair.
8. Compliance with statute.
9. General cleaning.
10. Security arrangements.
11. Refuse disposal/pest control etc.
12. Control and supervision of any staff.
13. Gardening and T.V/Telecom dishes and aerials, cable connections and other similar items
    

Landlord and Tenant Control

1. Control and approval of alterations proposed by occupiers.
2. Appraisal of sub-lettings, assignments etc., and reporting to the client, taking their instructions and instructing solicitors to act.
3. Advice on Landlord and Tenant Notices, including monitoring progress.
4. Negotiation of rent reviews and renewals, subject to a separate fee agreement.
5. Regular appraisal of tenancy situation to ensure maximum beneficial use of the investment.
6. Advice on Local Authority Notices, including Planning Applications affecting the managed property.
7. Advice on repairing covenants to tenants with tenants and to superior landlords.

Exclusions

The following items are specifically excluded from the management fee and would be subject to a separate charge to be agreed:

1. The preparation of specifications and supervision of major works of repair, refurbishment and redecoration over £1000 in value. The preparation of Schedules of Dilapidation etc.
2. Advising on rating assessment and negotiation with Valuation Officers.
3. Negotiating rent reviews and lease renewals, lettings to new tenants and similar negotiations.
4. Insurance valuations, insurance claims and reinstatements.
5. Valuations of plant and machinery for service charge assessments, sinking funds or other purposes.
6. Regular appraisal of tenancy situation to ensure maximum beneficial use of the investment.
7. Advice on repairing covenants to tenants with tenants and to superior landlords.
8. Dealing with insurance claims on behalf of the Landlord and Tenants.
9. Advice on Local Authority Notices, including Planning Applications affecting the managed property.