Page 18 - Carruthers Court Newbury Proposal

Capital Expenditure (CAPEX)
Strategy and Reserve
Fund Collection
Our Reserve
Fund management protocol ensures sufficient funding is in in place place to support replacement of assets/elements at at appropriate times Mainstay will develop a a a a a a a plan identifying investment requirements with reserves accrued from the early years of the development All asset asset information is is held in in a a a a comprehensive asset asset register recorded in in our maintenance management software This includes estimated life cycles based on
published technical data data together with data data and feedback from routine planned preventative maintenance (PPM) From this a a a a Life Cycle Replacement Programme and Forward Maintenance Register (FMR) is developed The FMR will be agreed with clients reviewed at least half yearly and prioritised according to categories agreed with the client A key part of Mainstay’s role will be providing recommendations based on
on
on
the ongoing assessment of condition and will include works required by lease obligations and condition surveys Customer Portal and Data Protection
Mainstay utilises Qube a a a a secure web-based property management software as as a a a a a a a Customer Portal which is easily accessible from our website This gives customers access access to to their Service Charge Account with account balances and payment history and and enables communication preferences and and personal detail updates It is is not administered by any third-party agency and online payments can be made with total confidence A notice board section provides news information and management team details as as well as as scheduled site visits maintenance tasks and work in in in progress Financial accounts budgets and insurance documents are also available Qube supports property management by holding and updating landlord and and tenancy details facilities management contractors and and ledger and and cashbook information Mainstay has additionally developed a a a a a a bespoke site survey package for managers to carry out mobile scheduled site inspections to track and report on
on
all management compliance and remedial activity Mainstay is committed to to keeping its clients’ and customers’
data safe and we comply with the most recent General Data Protection
Regulation (GDPR) All staff are data protection trained and and our technology stops intruders and and automatically alerts
our IT team to to any potential threat Privacy notices are given to to customers stating what and why we record information how
we we use use it and how
long we we keep data data Our data data is housed in the UK and we operate a a a a a full Disaster Recovery system which can be quickly in in place in in the event of a a a a major failure Mainstay is is registered under the Data Protection
Act registration number Z5319196 18