Overill Associates

Property management consultants

Overill Associates offer consultancy services to property managers across a wide range of sectors. Our clients include investors, institutions, occupiers and managing agents occupying every conceivable building type.

We regularly advise on the maintenance of residential blocks of flats for managing agents and have a detailed understanding of the particular issues that can occur with coastal properties from the damaging effects of wind and salt.

Our management consultancy service includes the preparation of detailed specifications for internal and external redecoration, roof replacement, window replacement, concrete repairs etc.

We can also assist with drafting of Section 20 Notices should this be required.

Overill Associates surveyors will work closely with the appointed Property Manager; whether that is the landlord, managing agent, Right to Manage Company or Residential Management Company by:

  • Preparing contracts documents;
  • Arranging and chairing progress meetings;
  • Preparing quality reviews;
  • Monitoring statutory approvals and inspections;
  • Agreeing and issuing of change instructions in liaison with the design team and client;
  • The valuation of works completed and issuing of payment certificates;
  • Monitoring progress against programme and dealing with non-compliance issues;
  • Negotiating and agreeing the contractor’s final account, and
  • Inspecting the works at the end of the defect liability period and agreeing any retention.

Drawing on the individual expertise of our team of surveyors we can provide a tailored service to suit your requirements.  Whether you need advice on a one off roof leak or need long term planned maintenance Overill Associates have the expertise to provide the service that is right for you.

Preventative maintenance is a proven and cost-effective way to protect property by extending the life cycle of the buildings’ assets. For example a roofing and guttering maintenance programme will reduce potentially costly damage from floods and leaks.

Effective property management involves three elements of maintenance:

  • Every day activities for example cleaning and gardening;
  • Scheduled and cyclical work including clearing drains, testing fire alarms and pruning trees, and
  • Planned property maintenance such as decorating common parts, resurfacing car park and roof repairs.

Overill Associates work closely with the property owners and managing agents to assess what work might need to be required over a five year period.

We will then develop a bespoke property management strategy, that will always take into account the unique characteristics of the building, to identify and prioritise what needs to be done and also help with budgeting for major projects that might be needed in the future.

This is a complex and challenging activity that draws on the full range of surveying skills but it will ensure that the building and its components are properly maintained and satisfy legal obligations as well as helping to prevent any nasty surprises.

It also means that work that might require Section 20consultation with leaseholders or planning permission with a local authority is correctly planned.

Section 20 is a clause in the Landlord and Tenant Act 1985 that protects leaseholders from paying unnecessarily large sums for work carried out to their building and helps to control expenditure for major works.

The legislation states that a leaseholder’s contribution to the cost of works will be capped if the landlord, freeholder, Head Lessee, Right to Manage Company or Resident Management Company or their managing agent fails to follow a set consultation process. Section 20 includes qualifying works in which each lessee is being asked to contribute more than £250 towards an item of expenditure, or enter into a long-term agreement for the provision of services.

The legislation also defines what has to be included in a consultation under three headings:

  • Qualifying works;
  • Qualifying long-term agreements, and
  • Qualifying works under long-term agreements.

With so much at stake it is important that the consultation process is handled correctly and that the law is always taken into account.

Overill Associates are experienced in the process and have built a team able to ensure full compliance is adhered to and that the process runs smoothly.

It is standard practice for landlords and tenants to enter into a ‘Licence for Alterations‘ where a tenant wishes to carry out improvements or other significant works to their flats or premises during the term of the lease. Whilst structural alterations are usually prohibited, non-structural alterations are normally acceptable, subject to the tenant obtaining landlord’s consent.

Landlords need to treat applications for consent seriously to ensure that any alterations do not have a negative impact on the value of their reversionary interest, the safety of the building and the marketability of the premises once altered. These concerns need to be balanced against the tenant’s investment in improving the property to provide a more efficient and attractive place to live or work.

Surveyors at Overill Associates are able to act for landlords to ensure applications to make alterations comply with a range of building and planning regulations as well as ensuring that the works are carried out in a safe way using the correct materials. They will:

  • Ensure that the tenant provides full and clear details and a specification of the works that it intends to carry out;
  • Advise the landlord how the proposed works will affect adjoining premises, other parts of the building and the marketability of their investment/future lettings;
  • Check that the tenant has obtained any necessary planning permission, building regulation approvals or other statutory consents. Under the terms of the lease, landlord consent may also be required in addition to any planning applications that the tenant makes;
  • Consider any insurer’s requirements;
  • Include provisions in the Licence for Alterations for inspecting the works and provisions as to how the works are to be carried out/reinstated, landlords may want to retain some control over the quality of workmanship/materials used and timescales, and
  • Ensure that the works are carried out in a safe manner and in compliance with the terms of the licence.

In most cases the tenant will be responsible for the landlord’s costs in connection with the License for Alterations.

Employers and landlords have legal obligations to ensure that their premises and the people who work and live there are safe from fire and electrical hazards.

All electrical installations deteriorate with age and use and should be tested and inspected at regular intervals. These periodic inspections will check whether the installation is in a satisfactory condition for continued use or needs remedial work. At the end of the inspection an Electrical Condition Report would be issued.

The Regulatory Reform (Fire Safety) Order 2005 also says that landlords/freeholders must carry out regular Fire Risk Assessments of their properties. This process identifies any fire hazards and who is at risk and identifies what needs to be done to remove or reduce that risk.

Surveyors at Overill Associates work with property owners and managers to develop Management Plans in accordance with the appropriate legislation to set out how identified risks are managed and what actions and interventions are needed, if any. They will also supervise any works to ensure that the Management Plan is being followed and that the works are completed to a satisfactory standard.

Asbestos must be properly managed to prevent people from dying from asbestos related diseases in the future. It is most likely to be found in buildings built or refurbished before 2000.

Asbestos can be found in many parts of a building including:

  • Fire protection of structural steel;
  • Thermal and acoustic insulation;
  • Some paints and textured coatings
  • Insulating boards used as fire protection on doors, around structural steel, wallboards and ceiling tiles
  • Asbestos cement used as corrugated roof panels;
  • Flat asbestos sheets used in partitioning, and
  • Water tanks, pipes and gutters.

Asbestos can be found in many parts of a building and the risk of exposure to asbestos should be managed by locating and identifying areas in which asbestos is present; and by taking steps to manage it including the preparation of a management plan that sets out how the risks are going to be managed.

Surveyors at Overill Associates work with property owners and managers to develop Asbestos Management Plans in accordance with the Control of Asbestos Regulations 2012. Management Plans set out how risks are managed and what actions and interventions are needed.

Our surveyors will also supervise any works to ensure that the Management Plan is being followed.