Safety Quality Solutions
A2Z Property Management (Plymouth) Ltd - Block Management Plymouth, Devon

Freehold and Block Management

Introducing our sister company which is Freehold Management Services Ltd and they are the premiere block management company serving Plymouth and the surrounding areas and their aim is to provide you with a full management service as well as a point of contact in relation to any communications.  They at all times work closely with the Directors and leaseholders of your company, ensuring that our upmost priority is the smooth and transparent management of your property.

1.      Collection of Cyclic Costs. These are the day to day costs involved in the operation of the building as a whole and include such items as agency costs, communal electricity, company house return fees, bank charges and, where necessary, gardening and cleaning of communal areas.

2.      Ground Rent and Service Charges.  We are responsible for issuing demands to all members for their share of the costs (as per the lease) and obtaining payment.  From time to time, when difficulties are encountered with payment, we will advise your company of the necessary legal action which needs to be taken and will prepare any documentation required.

3.      Company Bank Accounts.  We will open two specific bank accounts for your company (Service Charge & Sinking/Reserve), keeping your funds completely separate from Freehold Management Services funds.  Both accounts will be reconciled on a monthly basis and all receipts and outgoings accounted for on the monthly client statement sent to the designated director.

4.      Operation of a Computerised Accounting System.  In order that at any time you can obtain information as to the state of your account and funds held on behalf of the leaseholders, we operate a computerised accounting system for your Company (property).  The way our information is presented generates a significant discount with accountants, Harold Duckworth & Co. and this in itself usually represents a good saving to your company.

5.      Communication.  There are many different ways for us at Freehold Management Services to keep you updated regarding the current status, maintenance schedules and any issues relating to your property.  Whichever options and services you choose we know that you will be more than satisfied.  Transparency and the necessity to provide up-to-date accurate information are paramount to us.

Ø  Delivery by fax, post or email.

Ø  Via our on-line portal

Ø  News letters.

Ø  Income & expenditure reports.

Ø  Arrears reports.

Ø  Month end report.

6.      Credit Control.  Once instructed Freehold Management Services will discuss the way funds will be collected.  We will adhere to the provisions within your lease as different buildings have different policies.

Ø  Statements issued each month.

Ø  Generation of arrears letters.

Ø  Automatic follow procedure.

Ø  Personal contact where required.

Ø  Full collection service for serious offenders.

 

7.      Storage of Counterpart Leases.  We have a large free storage facility for these and any previous and current accounting/correspondence information.  This will include any notices of assignment of leases and the suchlike as well as invoices paid on behalf of the freeholder, insurance policy documents and any other relevant documentation.

8.     Building Maintenance.  Maintenance schedules are generally required periodically as stated in your lease.  Freehold Management Services will oversee and manage existing and future programmes.

Ø  The preparation of works specification.

Ø  Management of contracts.

Ø  The tender and selection of appropriate contractors.

Ø  Health and safety assessments.

Ø  Fire & Asbestos risk assessments.

Ø  Building control regulations.

Ø  Initiating and implementing preventive maintenance.

Ø  Ensuring long term objectives are achieved.

Ø  Issuing the correct documentation such as section 20s.

Ø  Liaising with the Directors of the company.

9.      24 Hour Emergency Service.  Freehold Management provides a full 24 hour maintenance support telephone and on-line service to ensure your property is protected at all times.  So when emergencies happen outside normal working hours we are at hand to help you.

10.    Routine Maintenance.  Freehold Management provides an on-line maintenance portal, which will enable leaseholders to report a maintenance issue on-line, to update an issue and to track its progress.  This system is fully automated and our staff and contractors will be notified immediately of the new and updated issues and will respond accordingly. 

            To access the portal, please go to the following address:

             www.fhms-ltd.co.uk  (and click on maintenance).

             Please note:  Maintenance issues may still be reported by letter, email or by telephoning our office.

11.    Safety Equipment.  Freehold Management Services will carry out a safety risk assessment survey on your property shortly after instruction to manage.  It is crucial that your building(s) are protected with the correct measures to ensure that all residents, visitors and contractors are safe while in the property.  The size of the property, the plant installed (lifts and other machinery) will dictate the basic requirement necessary to meet current legislation.  The risk assessment is vital as this highlights any areas that may require attention.

Ø  Fire detection systems.

Ø  Smoke detection systems.

Ø  Smoke extraction systems.

Ø  Emergency lighting.

Ø  CCTV Systems.

Ø  Electronic door access systems.

Ø  Fire extinguishers.

Ø  Panic buttons.

12.    Security.  Security of any building is of the upmost importance.  This also includes the safety of residents, their property and others visiting a building.  In this day and age many people have access to common part areas.  It is important to ensure maxim protection is achieved but without comprising access for those that require it.  Freehold Management Services can advise to the best solution which best suites your property.

13.    Property Inspections.  Every building needs regular inspections, lack of presence from your managing agent will result in a poorly run building, and ultimately it will result in the agent being changed causing more disruption and expense.  Freehold Management Services agree in writing a schedule of visits, the frequency will depend on the size and complexity of the property, whatever is agreed we stick to.

Ø  Inspection dates agreed from the outset.

Ø  Emergency visits and inspections.

Ø  All residents are notified in advance, so if they require they can meet with the agent.

Ø  Photographs taken of the inspection, which is useful to highlight any defects, faults or problems.

 

14.     Legislation

         Freehold Management Services take great time and care to ensure that all properties we manage are compliant with legislation and are kept up-to-date with the ever changing rules and    regulations that must be adhered to.  We pride ourselves on our attention to detail.

 Freehold Management Services fully complies with:

Ø  The provisions under a lease.

Ø  Legislation under the Leasehold Reform, Housing and Urban Development Act 1993.

Ø  Commonhold and Leasehold Reform Act 2002 and, where appropriate, the Housing Act 2004.

Ø  Landlord and Tenant Act 1985 and associated amendments.

Ø  The RICS “Service Charge Residential Management Code” 2nd edition dated 6th April 2009.

Ø  LACORS Fire Safety Guidance.

 Company Solicitors:

Ø  Fursdon Knapper Solicitors.                   01752-309090             Charles Knapper

Ø  Woollcombe Yonge Solicitors.               01752-660384             Yvette Benn

Ø  Thornley Solicitors                                 01752-406877             Tony Pearce

15.    Companies House.  Freehold Management Services, as your managing agent, will be responsible for all annual Company House returns and will ensure that the information held by Companies House is always current and up to date. 

 

16.     Annual General Meetings.  Freehold Management Services will be responsible for:-

Ø  Calling an Annual General Meeting of the leaseholders.

Ø  Preparing the agenda for the Directors approval.

Ø  Preparing the necessary reports, budgets and maintenance schedules.

Ø  Hosting the AGM, as required at our offices or at a designated venue of your choice.

Ø  Preparing the minutes for the Directors approval.

Ø  Disseminating the minutes to all leaseholders once approved.

17.     Right to Manage (RTM)

Ø  Freehold Management Services welcome RTM Companies.

Ø  We would be delighted to be appointed as your manager / managing agent.

Ø  For those leaseholders who are contemplating forming an RTM company, then Freehold Management Services can assist and advise you accordingly with regard to this somewhat complex provision.

 

18.    Management Fees.  Freehold Management Services tailors its pricing structure to reflect the varying needs of both the client and the property.  Our fees will be agreed initially but are generally £180.00 per lease per annum and are due on the day the management contract is signed and the anniversary of that date thereafter.  These fees are negotiable if the freeholder also owns one or more of the flats within the property.

19.    Members Portal.  To enable transparent management and to assist in communication flow we have introduced a Members online portal, which will enable leaseholders to log onto our website and to see their particular property and relevant information / details. 

 

Information accessible via the Members Portal:

● Photographs

● Leaseholder Details (Generalised)

● Service Charge Details

● Sinking Fund / Reserve Fund Details

● Budgets

● Insurance Premiums

● Bank Statements

● AGM (Notices / Agenda / Minutes)

● Fire Risk Surveys

● Maintenance Schedules & Issues

● Inspection Reports & Photographs

● General Documents / Notifications

 

 20.   Finally, we have over 25 years’ experience in the management of the freehold interest in blocks of flats as well as residential lettings.   Our fees include the election of a Company Secretary as required. 

         Due to client confidentiality we do not publish our client list.  However, we are happy to provide references from clients once terms are agreed.

If I can be of further assistance or you have any additional questions, then please do not hesitate to contact me.

I look forward to hearing from you in due course.

Yours sincerely,

Donald Gerrard

Donald Ian Gerrard

FREEHOLD MANAGEMENT SERVICES LTD

A2Z Property Management (Plymouth) Ltd - Block Management