A Management Company with the Personal Service

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Freehold Management Services Ltd - What We Do !

Our aim is to provide you with a full management service as well as a point of contact in relation to any communications.  We work closely with the Directors of your company, taking instruction and ensuring the smooth completion of jobs.  Copies of any receipts/bills paid on behalf of the company are attached to the monthly client statements showing all transactions for the preceding month.

1.      Building Insurance.  Building Insurance.  In today’s current climate it is imperative that all aspects of insurance are explored and it is a necessity to ensure that the correct cover is in place to protect the residents, directors and of course the building.  We will advise you accordingly on the various aspects of insurance in relation to your property.

Ø  Buildings Insurance.

Ø  Terrorism cover.

Ø  Employer’s liability.

Ø  Directors & officers insurance.

Ø  Plant & equipment insurance.

Ø  Residence association insurance.

Ø  Risk assessment.

2.      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.

3.      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.

4.      Company Bank Account.  We will open a specific bank account for your company, keeping your funds completely separate from FMS funds.  This will be reconciled on a monthly basis and all receipts and outgoings accounted for on the monthly client statement sent to the designated director.

5.      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 all leaseholders, we operate a computerised accounting system for your block flats.  The way our information is presented generates a special discount with accountants, Harold Duckworth & Co. and this in itself usually represents a good saving to your company.

6.      Communication.  There are many different ways for us at Freehold Management Services to keep you updated regarding what is going on in 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 is paramount to us.

Ø  Delivery by fax, post or email.

Ø  News letters.

Ø  Income & expenditure reports.

Ø  Arrears reports.

Ø  Month end report.

7.      Credit Control.   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.

8.      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.

9.      Building Maintenance.  Maintenance works 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  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.

10.    24 Hour Emergency Service.  Freehold Management provides a full 24 hour maintenance support telephone service to ensure your property is protected at all times.  So when emergencies happen outside normal working hours we are at hand to help.

11.    Gardening.  The external appearance of any building is the first thing everyone sees. Freehold Management Services believes maintenance of this area is of paramount importance. By using a professional contractor to maintain the grounds, car parking area and flower beds we can ensure that the standard remains high. Our property managers will monitor the situation on their regular site visits.

Ø  We instigate a regular up keep programme during all seasons.

Ø  We regularly inspect the property to ensure quality.

Ø  We tender the contracts to ensure best value.

Ø  We monitor the progress of the contract.

12.    Cleaning.  Nobody wants to live in a dirty building.  Common parts, landings and stairwells are obviously the most used area of a building. Depending on the size and set up of the property it is vital to ensure that the cleaning frequency is based upon this.  Poor cleaning results in further wear and tear to the property and build up of dirt and litter, this in turn brings pests and bad odours to a building.  It is essential that the management of this is agreed initially and we at Freehold Management Services believe in getting this right 1^st time.  Our regular inspections to your property ensure the cleanliness of the common parts is maintained to a high standard.

Ø  We instigate a cleaning programme to suit the property.

Ø  We regularly inspect the property to ensure quality.

Ø  We tender the contracts to ensure best value.

Ø  We monitor the progress of the contract.

13.    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.

14.    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.

15.    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 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 are not a problem.

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.

16.    Annual General Meetings.  We hold annual general meetings for your company when minutes are taken of all decisions taken and these are circulated to all members after being approved by an attending director.

17.    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.

Ø  Company Solicitors – Fursdon Knapper Solicitors.

18.    Management Fees.  Freehold Management tailors its pricing structure to reflect the varying needs of both the client and the property.  Our fees are generally £200.00 per lease per annum and are due on the day the management contract is signed and the anniversary of that date thereafter.  Due to client confidentiality we do not publish our client list.  However, we are happy to provide references from clients once terms are agreed. These fees are negotiable if the freeholder also owns one or more of the flats in the block.

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29b Belair Road, Peverell, Plymouth, Devon. PL2 3QH.   

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