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1 property management personal understanding Maintenance forward thinking professional VAST VAST MODERN services ASSIST assist SOCIETY hassle free provide experience in house FAST PACED Team Team comprehensive residential leading buildings INSURANCE SERVICES arrange rent rent LET let Site estate budgets discuss comprehensive future provide creation GROUNDS Accounting active DISCUSS WORKS APPROACH apartments

2 managing properties so you can do....what you do.

3 about us Urbanlife was established by a solicitor, property manager and maintenance expert. They realised that their collective wealth of experience would ensure property owners received the highest level of service expected from a professional property management company. We are a modern forward thinking company. We use cloud based systems ranging from our telephones through to our block management software. Our office is based in Laindon, Essex. We cover all parts of the South East of England and London.

4 what we do Online Portal Gain access at all times to the financial information for your apartment. Keep up to date with what is going on at your apartment block with regular postings. Pay your ground rent and service charges online. Legal Support Urbanlife has an extremely successful recovery rate for arrears of service charges and ground rent. With its 3 stage process, arrears will not be left to accumulate. Informal reminder telephone calls/ letters made seven days after due date; final reminder letters sent seven days thereafter; and finally online small claim proceedings served seven days later (subject to client approval). Urbanlife deals with solicitors and lessees enquiries in relation to licences for alterations and sales. Urbanlife interprets and complies with the terms of the leases and advises clients on landlord and tenant procedures and legislation. Urbanlife provides representation at the County Court or the First Tier Tribunal (Property Chamber). Urbanlife can take enforcement action against lessees in breach of their lease. Company Secretarial Urbanlife provides the full range of company secretarial support for any Right to Manage or Residents Management Company, from filing yearend financial accounts at Companies House to holding the registered office address.

5 Estate Accounting Service charges are kept in separate interest bearing deposit accounts for each block that is managed by Urbanlife in compliance with Section 42 of the Landlord and Tenant Act Audit packs are prepared and sent to our approved accountant. Reserve Funds A long term planned maintenance program can be prepared for high expenditure items. Health and Safety Implementation of risk management, fire, asbestos and health and safety compliance. Service Charge Collections The correct legal demands are sent to recover all service charge payments in compliance with Sections 153 and 158 of the Commonhold and Leasehold Reform Act 2002 and in accordance with the lease terms. Estate Budgets Prepared at least eight weeks before year end and approved by our clients. Draft budgets are presented together with the previous years budget. Buildings Insurance Attending to buildings insurance renewals and administration of insurance claims. Urbanlife is an introducer representative of an insurance broker which is authorised and regulated by the FCA. Block Management Tendering for and supervising contractors. Dealing with the day to day calls and correspondence. Settling invoices promptly. Attending residents meetings.

6 property managers We have experienced property managers supported by specialist trades. We manage all types of apartment blocks ranging from just two apartments to those in excess of one hundred including outside areas and gardens. A dedicated person will be appointed as a manager for the block, who has a wealth of experience in property management. The block will be inspected not less than once a quarter to ensure contractors perform and to inspect the general condition of the estate/block.

7 client We will answer or return your calls and s promptly. Mobile telephone numbers for our property managers will be given to our clients to ensure direct contact can be made during office hours, however this facility can be extended for an additional fee to 24/7 to cover all emergencies. We will retain existing contractors or have final approval on any new contractors. We will provide regular financial reports on service charge income and expenditure.

8 our clients say... Following our experience with a number of previous managing agents, we have been delighted with how Urbanlife have grasped the estate with both hands and turned it around. We were carrying a huge amount of arrears and Urbanlife have managed to recover these arrears after the previous agents failed to do so, after many un-kept promises. I would strongly recommend Urbanlife to anyone considering them Director, Chelmsford, Essex.

9 After a lack of attention from our previous managing agent, we wanted an agent who would give us the service we required rather than be another number in a large portfolio managed by an overworked Property Manager. We feel Urbanlife has given us a personal touch and nothing ever seems to be a problem Director, N1, London. References are available upon request

10 examples of properties we manage Romford, Essex 72 apartments within 10 blocks set on estate grounds. Romford, Essex 42 apartments within 2 blocks set on estate grounds.

11 Islington, London A mixed use development of apartments, offices and houses. Chelmsford, Essex 12 apartments with shared grounds.

12 example of a planned maintenance program Chelmsford, Essex Project Outline Urbanlife were asked to prepare a 10 year Planned Maintenance Schedule to provide maintenance and repairs for the block. Our client also required budget costs to assist with financial planning and the assessment of an appropriate annual service charge budget for the Property Manager. Services Undertaken Urbanlife were appointed to prepare a detailed inspection of the property to record a Schedule of Condition. Urbanlife prepared a planned maintenance schedule outlining the current and anticipated repairs. Meetings were held with the Property Manager and the owners of the apartments to review and explain the contents of the Schedule. We prepared budgets for anticipated repairs for each year over a 10 year period to include the creation of a reserve fund. We then prepared a Statement of Works for the property outlining the work required to be done in accordance with the landlord/management company s obligations contained in the lease. We prepared and issued Notices under Section 20 of the Commonhold and Leasehold Reform Act 2002 to the conclusion of this procedure. We secured three tenders for the works in accordance with the Statement of Works and presented these to the owners of the apartments. A contractor was agreed upon and service charge demands were served on the owners of the apartments. We then project managed the works to ensure they were carried out strictly in accordance with the Statement of Works and to a high standard.

13 join us handover from current managing agents Urbanlife makes the process of taking control of the management from your current managing agent as effortless as possible. With our detailed checklist we ensure that all information/documentation is received to ensure a smooth handover. Urbanlife provides a full management service during the handover period. Introductory letters are sent to all apartment owners, together with their exclusive online portal code.

14 right to manage Did you know you have a legal right to manage your own building? Are you frustrated with your current managing agents and wish you had a greater say in how your building is run? Are your service charges too high? Are you fed up with the level of maintenance in your building? If so, then Urbanlife can help you exercise your right to manage. It s easier than you may think! It is an unfortunate fact that landlords and tenants usually view a block of leased flats differently. To the landlord, the flats are often an asset from which they would like to see a return on their investment. To the tenants however, the flats are often their homes. Historically, the tenants are made responsible for the upkeep of the interior of their flats while the landlord retains responsibility for maintaining the structure of the building and the common parts (all communal areas such as hallways, stairs, shared gardens etc). The landlord then recovers the cost of their responsibility from the tenants by way of a service charge. What is the Right to Manage? The right to manage is provided by the Commonhold and Leasehold Reform Act 2002 and it enables tenants with long leases to acquire the management functions of their building from their landlord. It is important to remember that the right to manage is not enforceable only over landlords who have mismanaged their properties; in fact it is not necessary to prove mismanagement by the landlord at all. The 2002 Act also provides the right to manage without the need for the landlord s consent or a court order.

15 Why exercise your right to manage? The benefits Exercising the right to manage enables the tenants to be in direct control of the management functions of their building. Typical management functions include: Maintenance of the structure of the building and of the common parts (including repairs, renewals and redecoration); Provision of services (such as lighting, gardening etc); Insurance of the building; Approval and enforcement of tenant obligations; Compliance with any statutory requirements; Day to day running of the building; What costs are involved? The costs involved in exercising your right to manage are: The costs of setting up the RTM company; The Land Registry fees for the freehold and leasehold titles; and Your landlord s reasonable legal costs and professional fees. What next? Want to know more about your exercising your right to manage? Get in touch!

16 resident management companies We understand the pressures that Directors of Resident Management Companies ( RMC ) are under to find a trustworthy and reliable Managing Agent and that is why we have been appointed by many Directors to act on behalf of RMC s on the management of their estates and buildings. We carry out all the following functions in a professional manner: Preparation of service charge budgets; Appointing and vetting contractors; Verifying contractor invoices for services undertaken; Health and Safety compliance; Organisation of major works and management of the same; Holding separate interest bearing client bank accounts for each property; Preparing and filing annual accounts and annual returns for the RMC; Filing accounts on time; Issuing share/membership certificates; Taking on the role of Company Secretary to deal with the day to day filing at Companies House; The preparation and maintenance of the RMC s company register to include noting all Shareholders and Directors; Acting as the registered office; Retention of company statutory documents; Holding the appropriate insurances to include fiduciary, professional negligence and employees; Liaising with insurance brokers to secure the most competitive buildings insurance for the RMC; Securing RMC Director s insurance.

17 We prepare accurate estimated service charge budgets, to ensure that following the end of the financial year there will be no sudden surprises for the flat owners. We carry out initial site inspections and continue with due diligence in instructing contractors who will provide the services for the development with accurate costings and buildings insurance quotations. We cater for permanent on site employees with contracts of employment. Developers We work with and advise developers from the early stages of the development through to the final sale of the units We prepare accurate estimated service charge budgets, to ensure that following the end of the first financial year there will be no sudden surprises for the new owners. We pride ourselves on repeat business from our developer clients ensuring that your good reputation is maintained through our future management of the development. We carry out initial site inspections and continue with due diligence in instructing contractors who will provide the services for the development with accurate costings and buildings insurance quotations. We have experience in dealing with mixed schemes to include Housing Associations and Registered Social Landlords and the division of service charge accounts between the estate. We cater for permanent on site employees with contracts of employment. Our legal team can provide assistance in structuring the leases to include clear terms for service charge, ground rent and buildings insurance provisions. We can also assist developers in securing the best contracts for security gates/door entry systems and lifts.

18 By assisting the developer at the early stages of a development we can provide on-site management from the date of completion of the sale of the first unit. Upon the sale of each unit we can provide assistance to your sales and marketing team and solicitors with the provision of information relating to the services and management to assist in a swift sale. We provide flexibility in the estimated service charge budgets in relation to the demands made by Registered Social Landlords and Housing Associations. Investment Landlords/Freeholders We are conscious of the need to provide first class management to protect an investment landlord/freeholders asset. We are aware of the rights that tenants have to take away the management of a property or to force the purchase which is usually prompted by mis-management, lack of general care and attention and overcharging by other Managing Agents. Our policy is to provide a fair and reasonable approach to managing properties and that is why we are appointed by both investment landlords/freeholders, Right to Manage Companies ( RTMC s ) and Resident Management Companies. We provide the same level of service to investment landlords/freeholders, RTMC s and RMC s. Let us collect the ground rent on your behalf at no charge. By appointing us as Managing Agents this service is included within our management service. Regular updates are provided on the status of your property to include statements of accounts for each flat, general condition reports and recommendations for maintenance and repairs, plus general

19 feedback on the management of the property. We give specific advice on lease extensions, freehold sales and licences for alterations, with a view to maximising the value of your asset. We can manage your portfolio of properties to ensure that you will retain your asset, receive your ground rent and from our vast experience in property management the advice you will receive may assist in increasing the value of your asset. Housing Associations & Registered Social Landlords We manage many mixed developments comprising of both private and Registered Social Landlords ( RSL ) and Housing Association ( HA ) owned properties with shared communal areas. We are aware of the distinct separation of service charge budgets for privately owned properties and RSL and HA owned properties and the services to be provided for each. We carry out initial site inspections and continue with due diligence in instructing contractors who will provide the services for the development with accurate costings and buildings insurance quotations. We prepare accurate estimated service charge budgets, to ensure that following the end of the first financial year there will be no sudden surprises for the RSL or HA. We pride ourselves on repeat business from our clients ensuring that your good reputation is maintained through our future management of the development. We cater for permanent on site employees with contracts of employment. The division of an estate for the purposes of the service charge budget is a complex matter, however with our experience we are able to formulate a service charge budget which will satisfy both tenants of privately owned properties, RSL and HA tenants.

20 CONTACT US T E W 23 Saffron Court Southfields Business Park Laindon, Essex SS15 6SS

T: (+44) F: (+44)

T: (+44) F: (+44) T: (+44)1202 901709 info@pssgroup.co.uk F: (+44)1202 581216 BLOCK MANAGEMENT FLAT MANAGEMENT ESTATE MANAGEMENT FREEHOLD RTM RMC HEAD LEASE ENFRANCHISMENT WHO ARE PROPERTY MANAGEMENT SOLUTIONS? Established

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