PBM will make periodic inspections of your property in order to maintain the high standards required.

Each and every block managed by PBM will have a dedicated Property Manager. This single point of contact for the residents enables efficiency and continuity.

We demand service charges in accordance with the lease, usually based on an annual budget (estimate of expenditure). If instructed we will collect ground rent under a separate contract. Interest on reserves collected is held to the benefit of the fund not the lessee. To combat service charge arrears we operate a comprehensive and efficient credit control system. In the event of non-payment, we will contact mortgagees, appoint a solicitor or attend a Leasehold Valuation Tribunal (LVT).

Resident's accounts are kept in accordance with the Royal Institution of Chartered Surveyors (RICS) bye-laws and regulations. An independent accountant will prepare the statutory accounts and service charge statements annually. Accounts will be audited if this is specified within the Lease. Companies House fines are caused by mis-management: if we act as Company Secretary - provided all the relevant information is made available to us - we will settle any fines incurred.

We propose a service charge estimate for the following financial year based upon the previous year's expenditure and the planned works/services for the year ahead. A dilapidations survey, full review of accounts and consultation with residents helps us to assess the reserve levels for a property.

In line with best practice and in order to ensure sound financial management, we frequently observe expenditure vs. budget reports. This is carried out so we can monitor any variances which could hinder cash flow at a later stage.

Reviewing budget variance on a regular basis means we are able to respond proactively to any overspend and implement solutions before limitations on communal services are imposed due to negative cash flow. Issues with cash flow can prevent onsite services being carried out and/or require a loan from reserve fund to support the day-to-day expenditure.

Such reviews also reduce the likelihood of a substantial year end deficit.

A reserve fund is an accumulated sum of money set up to pay for major work, usually this includes such items as; replacing a roof, installing a new door-entry system or carrying out external/internal repairs and redecorations.

This means that when major work is carried out, the costs are either covered by the accumulated funds in reserve or (should the Lease allow supplementary demands) the demanded amount will not be as large because of the money collected over a period of time from leaseholders. Your lease will say if you have to pay towards the reserve fund. If you do, the amount you have to pay will be shown on your service charge demand.

When new homes are built we work out (approximately) how much certain items would cost to replace, and how long they will last. This means that we know how much to collect each year, so we should have enough to cover some or all of the costs in the future. We review the reserve fund budget each year to make sure leaseholders are not paying too much or too little. In regards to older buildings, we carry out the same process but with the assistance of a dilapidations survey or schedule of condition.

According to the terms of your lease, we may be required to arrange insurance. A re-instatement valuation should be carried out by a chartered surveyor in accordance with the Royal Institution of Chartered Surveyors (RICS) guidelines at least every 5 years.

We also have access to competitive rates for building, public liability and engineering insurance.

Periodically it may be necessary for a chartered surveyor to carry out a dilapidations survey. From the survey, in consultation with residents, the coming year's maintenance requirements will be planned.

We will instruct and supervise ordinary repairs to the structure, plant, fixtures, fitting and equipment on a day-to-day basis.

We will competitively tender for cleaners, gardeners, window cleaners and other service contractors (including preparation of specifications). Through regular site visits and communication with leaseholders, we can work with residents to achieve any site specific maintenance requirements.

We can work with residents and the local crime prevention officer to enhance security, i.e. door alarms, security locks, CCTV etc...

Where tenants wish to take control over their building and set up a Right to Manage Company, we can help guide you through the process from inception to completion.

Disputes between the leaseholder and the landlord or manager, or between leaseholders in the same building, often develop to the point where recourse to the law, the LVT or the court, provides the only practical solution. However, in many cases the problem is capable of resolution at a much earlier stage if the parties involved can simply sit down and discuss the issues with an independent mediator. This can sometimes be difficult to arrange as emotions may be running high and negotiations may not get very far, but ultimately we would recommend this step be considered prior to legal action or an LVT case. The mediator is an impartial professional, trained to help parties in a dispute to find a mutually acceptable solution, to unlock the entrenched positions and keep everyone focused on working toward an agreement. PBM endorse both "lease" (leasehold advisory service) and housing-ombudsman mediation services.