Page 11 - St Mary Le Park Court Proposal

The information gathered 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 information will drive the development of a Life Cycle Replacement Programme and Forward Maintenance Register. In turn, this will drive the development of a Reserve Fund Plan designed to ensure su cient funding 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 items for inclusion into a Forward Maintenance Register (FMR) based on our knowledge from 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.
4.6 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 update and hold information such as tenancy information, service charge account information, landlord information, facilities management, contractor information, and ledger and cashbook information.
In addition, Mainstay has developed a bespoke complimentary 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.
A secure web based Customer Portal directly links our customers to their Service Charge Account, giving them real time information.
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 a wealth of information regarding the development, including details of the management team.
The secure system gives access to view Service Charge Account balances and payment history and is not administered by any third party agency, therefore online payments can be made with total con dence. Leaseholders can also update their communication preferences as well as their personal details on line.
Relevant documents for the development such as nancial accounts and budgets, as well as insurance details are also available. Hard copies also available by request.
Mainstay is registered under the Data Protection Act, the registration number is Z5319196.
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Mainstay Management Proposal: St Mary Le Park Freehold Limited