Major Works Projects: Take the pressure off and plan ahead

As I am writing this, it’s July (already) and our clients are anxious to get major works started on site that were originally set to commence during the coronavirus lockdown. We’re here to help and we’ve pulled out all the stops to make it happen wherever possible. Fortunately, in most cases, our managing agent clients engaged us a good YEAR before the works were due on site so s20 notices have expired and the funds are in. But why so early?

The perfect recipe for anything – major works included – includes plenty of planning and allowing adequate time for matters to run their course and for unexpected events. The coronavirus was certainly unexpected and as a result, many of our clients’ larger projects have been pushed back to 2021. So there is even more reason to plan well ahead of projects you’d like on site next year.

Here is my checklist for planning a residential major works project:

1. START NOW: Property managers that use our major works Scheduling Wheel® will appreciate the advantages that preparedness brings. If you would like some of our wheels sent to you, please ask away.
2. CHECK THE LEASE AND PLANNED MAINTENANCE PROGRAMME/CAP EX PLAN: If you don’t already know what the lease says about the frequency of external repairs and redecorations for instance, check the lease and check when major works were last carried out. Let your client know. If you have a capital expenditure plan in place, this should give you your answer. If the cap ex needs updating, speak to your surveyor to get it updated. Where there is no cap ex, speak to us.
3. SELECT YOUR BUILDING SURVEYOR: Earmark the right surveyor for the job and introduce them to your client. The building surveyor might be engaged through you but they are appointed on behalf of your client so get your client involved. The most successful projects in our experience are ones where the managing agent, client (RMC/RTM/freeholder) and surveyor are working together from day one, talking through the cap ex, funding, phasing of works and much more. Set up a conference call between the surveyor, your RMC directors and you – host the call and let the surveyor and client talk. A lot can be achieved on a 45-minute Zoom.
4. FUNDING: Look at the reserves, if indeed the block has sinking funds. A well-funded reserve account means far faster progression to starting on site. Where a call for cash is needed, the earlier you request it the better (always ensuring you request service charge/reserve monies in accordance with the lease. A common mistake that often leads to delays to works starting!).
5. DECIDE WHAT WORKS ARE TO BE DONE: Our scoping documents are very popular. Before ploughing on with a specification that may yield extensive works that your client is unable to afford, our scoping document gives you and your client an overview of the state of the building, some options to consider such as phasing, and budget costings too. Get this bit right and the works – when they start – will proceed all the smoother.
6. SECTION 20: Now that you know the extent of the works and the likely funding requirements, it’s time to serve the consultation notices. But don’t forget that whilst the statutory notices are vital to get right, it’s also very important to do the extra communicating with your leaseholders. The more you communicate about the forthcoming works, the fewer problems you are likely to have with their financial contributions and their general buy-in. Explain why the works are needed, the benefits to them and how you and the appointed surveyor will spend their money wisely and minimise the disruption to all residents.

As a property manager, you have a key role to play in the year leading up to a major works project. Page 1 of the recipe book for a perfect major works project is all about YOU!

To start planning your 2021 major works project, do not hesitate to contact me in Bristol (email below) if your project is in the West (including Bournemouth), or one of my senior colleagues: Matt Missenden or Chris Stansell in London; Zoe Walheim in Brighton if your project is southern based; or Andy Banister in Manchester if your project is in the North.

Maz Farid, Regional Director, EK West