Page 17 - Knowles Close Proposal

This will be recorded in our maintenance manager software, and will include estimated life cycles based on published technical data. Coupled with the volume data, intelligence and feedback gathered through the routine planned preventative maintenance (PPM) activities, this drives the development of a Life Cycle Replacement Programme and Forward Maintenance Register (FMR). In turn, this will provide the development of a Reserve Fund Plan designed to ensure su cient funding is in place to support investment in replacement of assets/elements at appropriate points in the future.
The Reserve Fund Plan will identify the year on year investment requirements, and inform the extent to which reserves will need to be accrued from the early years of the development. These liabilities at an individual asset level can then be allocated in accordance with the relevant Service Charge Matrix, depending on the bene t derived by the individual leaseholder or commercial tenant, (where appropriate).
A key part of Mainstay’s role will be to recommend operating similar buildings and the ongoing assessment of condition.
The FMR will be agreed with the clients and include works required by lease obligations, works arising from condition surveys, or feedback through regular maintenance. These will be prioritised according to categories agreed with the client. The FMR will be reviewed at least half yearly by Mainstay and kept up to date as a ‘live’ document.
5.6 IT Facilities and Data Protection
Mainstay utilises Qube to provide tenancy, property management and accounting solutions. Qube is widely acknowledged to be the market leading proprietary property management software solution and is provided by Qube Global Software (www.qubeglobal.co.uk).
Qube allows us to hold and update information on tenancies, service charge accounts, landlords, facilities management, contractors, and ledger and cashbook information.
In addition, Mainstay has developed a bespoke complementary site survey package known as ESIS. All managers are required to carry out scheduled site inspections via a hand held device utilising this system. The software tracks and reports on all management and compliance activity as well as tracking and reporting on remedial action through to completion via Qube.
The secure web based Customer Portal directly links our customers to their Service Charge Account, giving them real time information of account balances and payment history. This system is not administered by any third-party agency and online payments can be made with total con dence.
The Customer Portal provides details of scheduled site visits, regular maintenance work and updates on any site issues and actions being taken. A notice board section is included, giving access to information regarding the development, including details of the management team. Leaseholders can also update their communication preferences and update their personal details on line.
Relevant documents for the development such as nancial accounts, budgets, and insurance details are available. Hard copies are also available by request.
Mainstay is registered under the Data Protection Act, the registration number is Z5319196.
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Mainstay Management Proposal: Knowles Close, Horton Road (West Drayton) Management Company Limited