Civitas Estates offer a range of estate management services as detailed below. We are happy to discuss any aspect in relation to your estate.
We currently focus our efforts in the following counties due to our experience and network in the South of England: London, Hampshire, West Sussex, East Sussex, Kent, Surrey, Berkshire, Wiltshire, and Dorset.
Our Services
Property and Estate Management
-
Site inspections prior and post occupation and handover
-
Condition surveys
-
Issue reporting and resident liaison
-
Planned preventative maintenance based on industry best practice and guidance
-
Reactive repair and defect handling
-
Consultant and contractor procurement and management
-
Utility supply arrangements
Financial
-
Service charge budgeting
-
Reserve fund calculations from informed cost estimates and asset management best practice
-
Client trust bank accounts
-
Service charge and ground rent collection
-
Arrears recovery
-
Expenditure control and forecast cash flow
-
Monthly account reconciliations with established accounting software
-
Annual accounts preparation​
Health and Safety
-
Hazard and risk management
-
Health and safety risk assessments
-
Fire risk assessments
-
Compliance with regulations
-
In house expertise in CDM regulations (Client, Principal Designer, and Principal Contractor)
-
In house expertise in construction and occupational health and safety laws, regulations, and best practice
Company Secretarial
-
Company registration
-
Company secretary
-
Company director
-
File company annual accounts
-
Call, attend, and minute General Meetings (Annual or Emergency)
-
Completing solicitor sales enquiries (LPE1 and LPE2)
Insurance
-
Buildings insurance
-
Public liability insurance
-
Directors and Officers insurance
-
Engineering insurance
-
Terrorism insurance
-
Claims handling​
Communication
-
Client communication and reporting
-
Resident communication
-
Developer communication in the case of defects or outstanding works
-
Engagement with Residents Associations/Steering Groups
-
AGMs
-
No call centres
Major Works
-
Long term maintenance planning
-
Section 20 consultation process
-
Principal Designer
-
Working with consultants, designers, and contractors
-
Managing works projects
-
Party Wall matters
-
Communication with stakeholders
New Build Property
-
Service charge budgeting for sales launch
-
Sales documentation to communicate management strategy to potential clients and reserved plot purchasers
-
Support to Construction site teams with prior to handover inspections to steer towards soft landings handover
-
Resident onboarding
-
Support with roads and sewers bonds including snag list preparation and on site inspections
-
Sustainable Drainage Systems (SuDS) maintenance strategies pre and post occupation
-
Management of Biodiversity Net Gain (BNG) compliance post occupation
Specialist Services
Asset Adoption Programme
One of our most valuable services is assisting with securing local authority or developer adoption of estate assets. This can transfer responsibility (and costs) for maintaining roads, sewers, and open spaces away from residents, potentially saving thousands of pounds annually.
Biodiversity Net Gain Compliance
New developments must demonstrate biodiversity net gain in accordance with the planning approval. We help ensure your estate's biodiversity areas are properly managed and monitored to mitigate non-compliance and risk of enforcement.
Drainage Compliance
We use our civil engineering expertise and local planning network to ensure that drainage is constructed in accordance with the planning approved design and importantly maintained correctly with industry best practice. We can undertake drainage verification reports to mitigate non-compliance and risk of enforcement prior to occupation.
Estate Maintenance
Our planned maintenance programme keeps your estate looking its best while preventing costly emergency repairs. We use our civil engineering expertise to identify potential issues early and specify the most cost-effective solutions to maximise asset life and reduce whole life costs.
Energy Efficiency Initiatives
We actively look for opportunities to reduce energy costs across your estate, from LED or solar panel lighting upgrades to reviewing electrical supply tariffs.