The basis of our management service is as follows: -
FINANCIAL
Collect Service Charges and submit demands in accordance with the terms of the lease, submit follow up applications where necessary and finally report to the Freeholder details of any non-payers for instructions to proceed with legal action.
Prepare and submit financial statements to the Freeholder or Board of Directors at agreed intervals.
Administer Client bank accounts, including Current and deposit accounts Prepare Income and Expenditure statements at year-end for submission to accountants together with other relevant documentation.
Produce an annual budget of expenditure for Service Charge purposes and contribution to reserves.
Make all payments to service providers
Where appropriate, collect Ground Rent due under the terms of the lease. Including issue of Section 166 Notice to ensure compliance with current legislation. (Subject to additional fee of 10% of the amount collected + VAT)
INSURANCE
Administer Buildings Insurance, Engineering Insurance, Directors & Officers Liability Insurance and Public Liability Insurance as necessary. We use the services of a large respected London broker to place these insurances and can obtain competitive premiums.
Handle Buildings Insurance claims, liasing with appointed Loss Adjusters and seeing each claim through to a conclusion.
MAINTENANCE
Arrange contracts for cleaning, gardening and window cleaning where required, using agreed specifications. Arrange servicing contracts for plant and electrical equipment (e.g. Fire Alarms, Lifts, Emergency Lighting, Entryphone Systems etc.)
Deal with day-to-day repairs to the common areas of the building or estate. Issuing works orders to approved contractors and following through until completion of works.
Management of cyclical major works such as External Redecoration, ensuring that all legislative aspects of consultation and health and safety are adhered to. (Subject to additional fee if supervision of major works is required)
Make periodic visits to the property to ensure proper day-to-day running
HEALTH & SAFETY
Ensure that each property has the required Risk Assessments carried out at the relevant intervals and in accordance with current legislation.
BREACHES OF THE LEASE
Ensure that all Lessees adhere to the covenants in the lease, issuing letters on breaches as appropriate and in cases of persistent breach, instructing relevant legal experts.
GENERAL
Attend to normal routine management enquiries from lessees.
Answer enquiries from Accountants and Solicitors
COMPANY SECRETARIAL
This work will be subject to a separate fee, which will depend on the amount of work involved but will normally include:
Preparation of the agenda notice convening the Annual General Meeting and circulating this to all shareholders in accordance with the Memorandum and Articles of Association and Company Law.
Attendance at the Annual General Meeting of the Company, including taking and preparation of the minutes of the meeting and circulating a copy to each shareholder (if required).
Preparation of agreed agenda notices for Board Meetings and circulation to Directors.
Attendance at quarterly Board Meetings, including taking the minutes of each meeting and circulating a copy to all Directors.
Completion of all relevant forms and documentation for Companies House
CONSENTS
Handling Applications for Consent from Leaseholders to alter their property, as required by their lease. A separate fee is charged for handling these applications, which is payable by the Leaseholder.
LEGAL
A separate fee is charged for handling the following, payable by the Vendor: -
Handling pre-contract solicitors enquiries regarding the lease and property.
Dealing with Assignments and Deeds of Covenant.