INTEGRON PROPERTIES LTD
Registered office — 1 Kings Avenue, London N21 3NA, United Kingdom. Correspondence — portfolio@integronproperties.space. The office holds the portfolio records set out below and administers the letting of the company's own north-London holdings from that address.
A message about a particular unit is answered sooner where the unit reference is quoted, since every file in the register opens by unit reference before it opens by street address.
2 · What is held, and how it is entered
The company lets and operates residential and commercial property it owns or holds under lease in north London, and each holding is entered under three fields — unit type, permitted use, and the part of the portfolio it belongs to.
Unit type is recorded at the granularity the portfolio is reported on, which is one-, two- and three-bedroom residential with commercial floorspace let on its own terms, whereas a bin store, a plant cupboard or a shared stair is carried as common parts and never counted.
3 · The lease register, unit by unit
One file is kept per unit and holds the agreement, the plan of what was demised, the counterpart, the inventory where one was taken, and the deposit protection reference, so the terms a unit is let on can be established from the file alone.
Events are recorded in the order they take effect — grant, assignment, variation, rent review, renewal, surrender, forfeiture — each carrying the date of effect and the document evidencing it, in which case a question about the terms in force on a given day is answered from the register.
4 · Demands, receipts and the reconciliation that follows
Rent is demanded on the day fixed by the lease and receipts are posted against the unit and not against the payer, since an unallocated receipt sitting in the account presents as arrears on a file that is not in arrears.
Service charge is demanded on account against a budget drawn before the service-charge year opens, and expenditure is posted to the heads that budget used, so the account produced afterwards is read line against line; the surplus or deficit is then carried or demanded in accordance with the lease.
5 · The maintenance year, and what falls outside it
The planned maintenance year for a building is built from the expiry dates of its certificates, the service intervals specified for its plant, and the last condition inspection, resolved into one dated schedule per building.
A visit falls outside that schedule where a fault is reported, where an inspection returns a defect that cannot wait, or where a certificate runs out earlier than the schedule assumed, in which case the earlier date governs; access is arranged by notice and appointment, and an attempt that fails is dated on the unit's file.
6 · A reported fault, from receipt to close-off
A fault reaches the office from an occupier writing to the correspondence address, from a contractor attending for another matter, or from a diarised inspection, and is entered the same working day with the unit reference, the description as given, and the date of receipt.
Reports are ordered by consequence and not by arrival, so anything bearing on safety, on the water-tightness of a building or on the loss of a service to a whole unit is attended before work that reduces amenity without removing it.
The contractor is instructed against the unit reference so the cost lands on the correct head, and the report is closed only once the work has been evidenced twice — by the completion note or invoice and by confirmation from the occupier — with anything short of that carried into the next review of open items.
7 · Counting the mix on the day it is asked for
Occupancy across the holdings is a count of units and not a valuation of them, and the working below performs that count on figures entered by whoever is reading the page, dividing units let by units held for each of the four sizes and totalling them into one portfolio line.
Standing empty at the count: none entered.
The arithmetic is fixed and visible: let over held appears as a plain fraction and as a percentage to one decimal place, share is that size's held figure over the total held, and a let figure entered above its own held figure is read back down to it.
8 · The occupancy figure and the cycle it is reported on
Occupancy is measured at a stated reporting date and on unit count, not on floor area or on rent, so an empty commercial unit moves the figure as far as an empty one-bedroom flat, whereas a unit under offer counts as a void until the counterpart is completed.
The figure is reported monthly and read against two others — the same figure at the previous reporting date and at the corresponding date twelve months before — alongside a void schedule naming each empty unit, the date it emptied and the reason it is held.
9 · Certificates held per building, and the intervals they run on
A certificate register is kept per building and names, for each item, the certificate held, the party that issued it, the date of issue and the date of expiry, whereas the interval is taken from the regulation or standard governing that item and is not set by the company.
The recurring items are the electrical installation condition report on a five-year interval for a rented dwelling, the gas safety record on a twelve-month interval where a relevant appliance is present, the energy performance certificate on a ten-year interval, and emergency lighting and alarm testing on the intervals set by the standards they were installed to.
10 · Where a check falls due
The compliance list is derived from the certificate register and the maintenance schedule together, so everything falling due arrives in one place and in date order, and an item leaves it only when the replacement certificate or the completion evidence has been filed against the building.
Checks are instructed to parties competent for the item — a Gas Safe registered engineer for gas work, a qualified person for the condition report on the electrical installation — and where a check cannot be completed in time the reason is recorded, the instruction reissued, and the unit held back from letting until the certificate is in hand.