MULTI-UNIT DEVELOPMENT Management
DELIVERING INNOVATIVE PROPERTY SOLUTIONS
INTRODUCTION Bohan Hyland and Associates are a fully bonded, licensed and insured Property Services Provider who adhere to the best business practices in an honest and integral manner backed up by an in depth knowledge of our industry. Established in 1969, we are proud to have provided our clients with a dedicated and personal service for over 50 years. As part of the ongoing growth of our business, in 2018, we opened a second office in the new Bettystown Town Centre to serve our growing client base in Counties Meath, Louth & Kildare. Our highly skilled and professional team of staff are adept in all aspects of the property industry including Sales, Valuations, Residential & Commercial Lettings/ Management and Multi Unit Development Management.
We are affiliated to all the leading professional bodies for Estate Agents including the Society of Chartered Surveyors Ireland and the Royal Institute of Chartered Surveyors as well as satisfying all the requirements set by the Property Services Regulatory Authority. When you choose Bohan Hyland and Associates as your agent, you can be sure you are dealing with an efficient, reliable and highly ethical property service provider.
Bohan Hyland & Associates for all your Property Management needs.
MULTI-UNIT DEVELOPMENT [BLOCK] MANAGEMENT At Bohan Hyland & Associates we understand that a well-run development is a better place to live or work. It also generates higher rental income for landlords and achieves higher sales prices for unit owners. In all our developments we work closely with the Board of Directors of the Management Company to ensure that the owners’ and residents’ requirements are being met in a timely and professional manner. We manage a broad range of developments from the most prestigious to the more challenging sites. This has given us a vast wealth of experience and knowledge when it comes to swiftly managing all issues as they arise. We rarely come across a problem that we have not dealt with before, from financial to the more technical problems with buildings. A brief description of the functions we carry out as Managing Agent are listed below but should you need any further information please do not hesitate to contact our office: BUDGET We prepare realistic budgets for service charge and sink/reserve funds in close consultation with the Board of Directors of the Management Company who are elected by the unit owners. The budgets are prepared in advance of the financial year and are agreed by all members at a general meeting. COLLECTION OF SERVICE CHARGE We adhere to strict guidelines in relation to the collection of the service charge and these guidelines will be agreed with the Board of Directors of the Management Company in advance. We offer flexible payment plans to owners to pay over the course of the year, while ensuring sufficient cash flows to allow for the smooth running of the complex. MAINTENANCE We prepare an agreed schedule of maintenance, taking into account both long term projects and routine site maintenance, to ensure the development is maintained to the highest possible standards at all times. We liaise and review all contractors and service providers on a regular basis to
ensure best quality and best value on all aspects of maintenance and service provision. ACCOUNTABILITY We maintain accounts and details of all transactions and these accounts are available to the Board of Directors of the Management Company at any time. We maintain the bank accounts in conjunction with an active Director to ensure transparency both for the Board and all unit owners. All payments require authorisation by a Director of the Management Company & we prepare end of year accounts and liaise with the Auditors. SITE INSPECTIONS We carry out regular site inspections to ensure the highest standards are being adhered to by all contractors and service providers. We endeavour to be proactive rather than reactive. DATABASE: We maintain an up to date database of all unit owners to ensure effective communication regarding the complex. All information is held in line with GDPR.
RELIABILITY: We attend to all queries and correspondence as they arise. We also provide a 24 hour emergency service and liaise with the emergency services providers where necessary. AGM & DIRECTORS: We organise and attend the AGM and are available to meet with the directors on a regular basis to provide updates on the complex and offer advice as required. OTHER SERVICES: We are happy to act as Company Secretary if required to ensure that all company regulatory duties are adhered to, including all filings with the company’s office. It is our belief that our attention to detail and commitment to service sets us apart from other Managing Agents. The above is merely a summary of standard services, however, should you have additional requirements for the management of your development, we can tailor a package to suit your needs.
FACILITIES MANAGEMENT Our Facilities Management team encompasses multiple disciplines to ensure functionality of the commercial enterprises we manage by integrating people, places, process and technology. A brief description of some of the roles we carry out as Facilities Managers are listed below: • • • • •
Health and Safety Fire Safety Security Maintenance Systems Periodic Statutory Testing and Inspections
• • • • •
Operational Business Continuity Planning Technical Services Energy and Environmental Management Procurement and Project Management
This is a wide field with a diverse range of responsibilities and we are happy to discuss these various roles in more detail should you request as they are dependent on the structure and size of your own particular organisation. As Facilities Managers, Bohan Hyland & Associates will be involved in both strategic planning and the day to day operations relating to your buildings and premises.
PROJECT MANAGEMENT Bohan Hyland & Associates has become one of the market leaders in keeping Multi-Unit Development project management in-house to reduce third party charges for specialist services that do not fall under the remit of a standard Management Agent Contract. Our Block Management Department is headed up by Matt Cleary who has a wealth of experience in this sector having worked as a Construction Engineer and Project Manager both in the UK & Ireland since 1986. Our expertise in overseeing projects relating to building defects has also won us the role of Managing Agent for sites where upgrade works were necessary.
ENERGY MANAGEMENT Global awareness of the importance of energy efficiency coupled with rising energy prices had made the ability to measure and control energy costs much more important to all businesses. Bohan Hyland & Associates can help OMCs in reducing their energy costs by overseeing the conversion to LED lighting in common areas, insulating cavity walls and implementing strategies to help maintain defined energy savings and improve the buildings energy rating. PYRITE REMEDIAL WORKS Where a development has been affected by Pyrite, we can act as Project Manager to ensure the remediation works are carried out with the least amount of inconvenience to the property owners. From initiation to completion, we will act as liaison with engineers, contractors and property owners for the duration of the necessary works.
PROJECT MANAGEMENT (CONT.) FIRE STOPPING / BUILDING DEFECTS In cases where large scale building defects are discovered, such as insufficient fire stopping, the organisation of the corrective works can seem daunting to an OMC. Bohan Hyland & Associates have extensive experience in such projects and can manage these essential works from inception to completion. An example of some of the duties which we can undertake during a large project to remedy building defects are:
At Bohan Hyland & Associates, we pride ourselves on our quality of service and commitment to achieve your goals.
• Preparation and attendance at meetings with the Board on the Project. • Preparation and attendance at EGMs of Members of the OMC • Minute taking and circularisation. • Appointment of Professionals to advise, project manage and certify the works. • Review and circulate reports and documentation to the Board. • Drafting & distribution of information circulars to both Residents and Apartment Owners on the project.
• Telephone, postal and email communications with the appointed Surveyor. • Telephone and email communications with the appointed Contractor. • Telephone and email communications with the Board throughout the project. • Telephone and email communications that will inevitably arise with the Apartment Owners during the project which may in turn require further communications with the Board, Surveyor and Contractor. • Site meetings with appointed Surveyor, Contractor and Board throughout the project to ensure works are running smoothly. • Arranging access to all properties has been made available. • Follow up communications with Board, Surveyor, Fire Officer and Contractor once the works have been completed. • Additional financial management such as the charging out and collecting levies for the project, banking and payment of contractors following certification of work.
CONSTRUCTION DEFECTS ALLIANCE Bohan Hyland & Associates is involved with Construction Defects Alliance which is an informal alliance of homeowners and Owners’ Management Companies (OMCs) of developments affected by construction defects who have come together to campaign for the implementation of the redress proposals contained in the Oireachtas Housing Committee’s report, “Safe As Houses?” We have been meeting with Government Ministers and senior officials to discuss these issues. The main objectives of the committee are the establishment of a
redress scheme to assist homeowners with latent defects, provision of an information and advice service for those affected by defects and a redress scheme to be funded through industry levy matched by Government funding, tax write offs or interest-free loans The Construction Defects Alliance are also actively pushing to seek better building compliancy for new developments and implementing improved methods of inspection during construction. For further information see www.constructiondefectsalliance.ie
WHAT OUR CLIENTS SAY ABOUT US… “After appointing Bohan Hyland & Associates as the Managing Agent for our Retail Centre we noticed an immediate improvement to the upkeep and maintenance of the development whilst also benefitting in a reduction of costs. The service they give is absolutely first class with prompt and positive responses to any queries or problems. I would have no hesitation in recommending their service.” Simon Bailey – Director Finnstown Centre
“Bohan Hyland have consistently given us a high quality service. They attend every meeting of the directors with updates on all aspects of the development. When problems are reported, they are fixed in a timely fashion, even out of hours..” Claire Bradley – Director, Carncourt Property Management Ltd.
“I have always found Bohan Hyland very professional and proactive as a Property Management Company and I would have no hesitation recommending them.” Brian Nolan – Director, Killegland Park OMC CLG
“Bohan Hyland are a step above any other Management Agent I’ve dealt with before. Quicker to react to problems and more proactive in preventing problems before they arise.” Des Slater – Director, Military Road Management Co. Ltd
“Since appointing Bohan Hyland & Associates as Managing Agents we have been very impressed by the professional yet personal service they have provided to us as an OMC. The staff are on hand to deal with any issue, day or night, and have met all our requirements in a timely and efficient manner.” Lynne Forrest- Rathfarnham Gate OMC CLG
www.bohanhyland.ie RESIDENTIAL AND COMMERCIAL
Sales & Lettings Agents • Multi-Unit Development Management • Facilities Management • Acquisition & Development Advisors • Chartered Valuation Surveyors
Dublin Office Rathgar House, 53A Rathgar Avenue, Dublin 6
Meath Office Bettystown Town Centre, Bettystown, Co. Meath
T 01 491 3000 E dublin@bohanhyland.ie
T 041 981 2222 E meath@bohanhyland.ie
PSRA No. 001214