Freehold Management Services Ltd, is Plymouth\u2019s leading residential block management firm specialising in leasehold property managing services for Developers, Landlords, Residents Management Companies (RMC\u2019S) and Right to Manage Companies (RTM\u2019s) throughout the\u00a0South of England.\r\nUsing our wealth of experience we are proactive in solving any issues with your block property management requirements. By creating tailored monitoring and maintenance schedules we will ensure your property asset value is retained and upheld. You will benefit by using our comprehensive professional service with the latest accounting and budgeting software, which can report on every factor of your property management and maintenance.\r\nFreehold Management Services Ltd ensures transparency with all fees and arrangements, promoting trust and clear communication between all parties involved in the managing of the property.\r\nRegulated by the RICS, members of ARMA and The Property Ombudsman, you have the guarantee and assurance of our professional, high quality services and we will always operate in accordance with the RICS Service Charge Residential Management Code of practice.\r\nFreehold Management Services Ltd offers a full Residential Block \/ Freehold Management Package, which includes the following services:\r\nCompany Bank Accounts.\r\nWe will open two specific \u201cClient Trust\u201d bank accounts for your company \/ property (Service Charge & Sinking\/Reserve), keeping your funds completely separate from those of Freehold Management Services.\u00a0 Both accounts will be reconciled on a monthly basis and all receipts and outgoings accounted for on the monthly client statement, which is either sent to the designated director \/ person or promulgated on our on-line portal.\r\nCollection of Cyclic Costs.\r\nThese 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.\r\nCredit Control.\r\nOnce instructed Freehold Management Services Ltd will discuss and agree the way in which funds will be collected on behalf of your company \/ property.\u00a0 Please be assured that Freehold Management Services will always adhere to the provisions as stipulated within your lease, as different buildings and associated leases have varying policies. To assist in Freehold Management Services transparency policy, all client management and leaseholder account statements are promulgated to our on-line portal on a monthly basis.\r\nService Charges.\r\nFreehold Management Services will be responsible for issuing service charge demands to all leaseholders for their share of the costs incurred or for those costs (on account service charge demand) anticipated towards the running and maintenance of the building (as per the lease) and ensuring payment is received in a timely manner.\u00a0 From time to time, when difficulties are encountered with receiving payment from a particular leaseholder, we will advise your company director or freeholder of the necessary legal action which needs to be taken and we will prepare any supporting documentation as required.\r\n\r\nGeneration of arrears letters\r\nAutomatic follow up procedures.\r\nPersonal contact where required.\r\nFull legal collection service for serious offenders through our company solicitors.\u00a0\r\n\r\nOperation of a Computerised Accounting System.\r\nIn order that at any time you may obtain up to date information as to the financial standing of your company \/ property and accurate balances of your accounts and funds held on your behalf, we operate a state of the art computerised accounting system.\u00a0 The way our accounting information is presented generates a significant discount with our accountants, Harold Duckworth & Co and Beeson Weeks & Co and this in itself usually represents a good saving to your company \/ property.\u00a0\r\nFinancial Information, Budgets and Reporting. \r\nFreehold Management Services will be responsible for: -\r\n\r\nAssessing the level of estimated annual expenditure (service charge budgets).\r\nProviding background detail and financial information to enable the Service Charge budgets to be agreed.\r\nLiaising with Company \/ Freeholder to agree the service charge budget.\r\nIssuing Applications for Payment to all contributors.\r\nAnswering Home Owner\u2019 queries on Service Charges and any other identified areas.\r\nRecording payments, howsoever received.\r\nPaying Contractor invoices in a timely fashion on completion of works or services.\r\nMaintaining all financial records and accounts.\r\nPursuing rigorously unpaid Service Charges.\r\nInstructing solicitors in respect of unpaid Service Charges subject to agreement by the Company \/ Freeholder.\r\nProviding background records, copy correspondence, copy leases and answering queries arising from debt collection process.\r\nAdvising homeowners of their liability for payment under the terms of the TP1 \/ Lease.\r\nAnnual preparation of accounts in anticipation of audit and subsequent liaison with auditors.\r\nIssuing draft service charge and financial statements to the company for approval.\r\nPreparation of reserve fund and plan relating to cyclical maintenance.\r\n\r\nInsurance. \r\nFreehold Management Services will be responsible for: -\u00a0\r\n\r\nObtaining appropriate advice from suitably qualified personnel on insurance matters.\r\nEnsuring the level of cover is correct.\r\nEnsuring the valuation of the building is reassessed on a regular basis.\r\nAnnually obtaining a minimum of three quotations.\r\nProviding copy documentation to residents, solicitors, building societies etc.\r\nLiaising with the insurance assessors, where applicable.\r\nLiaising with the Police, where applicable.\r\n\r\nBreaches of the TP1.\r\n\u00a0Freehold Management Services will:\u00a0\r\n\r\nAdvice residents involved in respect of any breach of any of the leases and instigating appropriate action.\r\nInstructing and liaising with solicitors where continual breach occurs.\r\n\r\nStorage of Counterpart Leases.\u00a0\u00a0\u00a0\r\nWe have a large free storage facility for these and any previous and current accounting\/correspondence information.\u00a0 This will include any notices of assignment of leases and the suchlike as well as invoices paid on behalf of the freeholder or company, insurance policy documents and any other relevant archive documentation.\u00a0\r\nProperty Management Inspections.\u00a0\r\nEvery 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.\u00a0 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 will always adhere to.\u00a0\r\n\r\nPeriodic inspections by a property manager. The frequency and duration to be agreed annually in advance with the company or freeholder, but subject to a minimum of at least 2 but not more than 6 visits per half year.\r\nCompiling a report of each property management inspection and issuing a copy of that report to all the leaseholders with our recommendations as required.\u00a0\u00a0\u00a0\r\n\r\nBuildings Maintenance.\r\nAt Freehold Management Services, we consider ourselves to be proactive rather than reactive when it comes to the maintenance of your property, with regular property inspections and the introduction of short and long term maintenance schedules, however, please be assured that our staff are here to react in cases of emergency or to non-foreseen routine maintenance issues.\u00a0 Maintenance schedules are generally required periodically as stated in your lease.\u00a0 Freehold Management Services will oversee and manage existing and future programs. Please be assured that we do not charge any additional fee for the project management or the supervision \/ overseeing of any works undertaken.\u00a0\r\n\r\nThe preparation of works specification and cyclical maintenance repairs plans.\r\nAppointing appropriate and suitably qualified contractors.\r\nManagement of contracts.\u00a0 Appointing contractors for works, services, maintenance, repair, replacement, upgrade and improvement.\r\nProviding the contractor with a specification of works for day to day maintenance and repairs and receiving a minimum of two quotations for such works.\r\nEnsuring contractors have adequate Public Liability Insurance.\r\nEnsuring contractors are aware of and comply with current Health and Safety requirements and appropriate Risk Assessments and Method Statements.\r\nHealth and safety assessments.\r\nFire & Asbestos risk assessments.\r\nBuilding control regulations.\r\nInitiating and implementing preventive maintenance.\r\nEnsuring long term (5-year plan) objectives are achieved.\r\nConsult with the leaseholders under a Section 20 process, as required.\r\nAdvising the Company when specialised contractors or surveyors are required to quote and complete works.\r\nLiaising with the Directors \/Freeholder of the company or building throughout.\u00a0\r\n\r\n24 Hour Emergency Service. \r\nFreehold Management Services provides a full 24-hour maintenance support telephone and on-line service to ensure your property is protected at all times.\u00a0 So when emergencies happen outside normal working hours we are at hand to help.\u00a0\r\nReporting of Routine Maintenance.\u00a0\u00a0\r\nFreehold Management Services 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.\u00a0 This system is fully automated and our staff and contractors will be notified immediately of any new and updated issues and will respond accordingly.\u00a0 Please note that routine maintenance issues may also be reported by letter, email or by telephoning our office.\u00a0\r\nSafety Equipment.\u00a0\u00a0\u00a0\r\nFreehold Management Services will carry out a safety risk assessment survey on your property shortly after instruction to manage.\u00a0 It is crucial that your building(s) are protected with the correct measures to ensure that all residents, visitors and contractors are safe while at the property.\u00a0 The size of the property, the plant installed (lifts and other machinery) will dictate the basic requirement necessary to meet current legislation.\u00a0 The risk assessment is vital as this highlights any areas that may require attention.\u00a0\r\n\r\nFire detection systems.\r\nSmoke detection systems.\r\nSmoke extraction systems.\r\nEmergency lighting.\r\nCCTV Systems.\r\nElectronic door access systems.\r\nFire extinguishers.\r\nPanic buttons.\u00a0\r\n\r\nSecurity. \r\nSecurity of any building is of the upmost importance.\u00a0 This also includes the safety of residents, their property and others visiting a building.\u00a0 In this day and age many people have access to common part areas.\u00a0 It is important to ensure maxim protection is achieved but without comprising access for those that require it.\u00a0 Freehold Management Services can advise to the best solution which best suites your property.\u00a0\r\nProperty Sales \u2013 Assignment of any Leases or Transfer\u00a0\r\n\r\nIt is accepted that a fee will be charged to the individual home owner for the information provided in connection with any transfer or assignment of the lease.\r\nResponding to solicitor\u2019s queries.\r\nProviding information on service charges and arrears.\r\nProviding copies of annual audited accounts (up to three years).\r\nWhere a sale takes place without arrears being cleared, liaising with the new purchaser in pursing payment "technically" payable by the new owner.\u00a0\u00a0\r\n\r\nCompanies House, Company Secretary and Registered Office.\r\nFreehold Management Services, as your managing agent, will if elected, become the secretary for your company and be responsible for all annual returns and dealing with any Companies House enquiries.\u00a0 Freehold Management Services will ensure that the information held by Companies House is always current, accurate and always up to date.\u00a0 The company secretary has no voting rights at Annual General Meetings and is purely an administrative appointment.\u00a0 As part of this service, it is strongly recommended that our office address becomes your companies registered address. These two services offered by Freehold Management Services Ltd come free of charge.\u00a0\r\nAnnual General Meetings \/ Directors Meetings.\u00a0\r\nFreehold Management Services will be responsible for: -\u00a0\u00a0\r\n\r\nCalling an Annual General Meeting of the leaseholders.\r\nPreparing the agenda for the Directors approval.\r\nPreparing the necessary reports, budgets and maintenance schedules.\r\nHosting the AGM, as required at our offices or at a designated venue of your choice.\r\nIf the AGM is held at our offices, offering on-line conferring facilities for those leaseholders unable to attend.\r\nPreparing the minutes for the Directors approval.\r\nDisseminating the minutes to all leaseholders once approved.\r\nAttending up to four meetings per year with residents and Directors of the Management Company within normal working hours.\u00a0\r\n\r\nLegislation. \r\nFreehold Management Services take great time and care to ensure that all properties we manage are compliant with current legislation and are kept up-to-date with the ever changing rules and regulations that must be adhered to.\u00a0 We pride ourselves on our compliance with the law and our attention to detail.\u00a0\r\nFreehold Management Services fully complies with:\u00a0\r\n\r\nThe provisions under a lease.\r\nLegislation under the Leasehold Reform, Housing and Urban Development Act 1993.\r\nCommonhold and Leasehold Reform Act 2002 and, where appropriate, the Housing Act 2004.\r\nLandlord and Tenant Act 1985 and associated amendments.\r\nARMA Byelaws. ARMA Consumer Charter & Standards (Edition 2A).\r\nThe RICS \u201cService Charge Residential Management Code\u201d (3rd Edition).\r\nLACORS Fire Safety Guidance.\r\nRegulatory Reform (fire safety) Order 2005.\u00a0\r\n\r\nCommunication. \r\nThere are many different ways for us at Freehold Management Services to keep you updated regarding the current status of your property, whether this relates to financial information, maintenance schedules, insurance matters etc. Whichever options and services you choose, we know that you will be more than satisfied.\u00a0 Transparency and the necessity to prove up-to-date accurate information is paramount to us.\u00a0\r\n\r\nDelivery by post or email.\r\nVia our on-line portal.\r\nNewsletters.\r\nIncome & expenditure reports.\r\nArrears reports.\r\nMonth end report and statements.\r\n\r\nFreehold Management Services Ltd will also:\u00a0\r\n\r\nLiaising with new service providers when requested to do so.\r\nWe will keep the Company or advised where correspondence received by the managing agent may result in media, legal or conflict representation.\u00a0\r\nWe will respond to resident\u2019s queries.\u00a0\r\nWe will always advise on Company Law, Contract Law, Housing Acts and Landlord and Tenant Acts with reference to the management of the property.\r\nWe will also advise Freeholders or Directors on the extent of their responsibilities and authority.\r\nWriting to adjacent property owners where trespass, nuisance or other problems are occurring from neighboring dwellings.\r\nArranging provision of additional items (signs, lights etc required by the development).\r\nWriting to local estate agents in respect of unauthorised \u201cSale or letting\u201d boards.\r\n\r\nOn-Line Portal.\u00a0\r\nTo try and improve how we do business at Freehold Management Services and with a view to make our management more transparent with excellent communications, we have introduced a \u201cClient Portal\u201d to our website. Please be assured that this is a secure portal and the information contained therein is safe and secure.\u00a0 As an individual you will only be granted permission to view the information pertinent to your property.\r\nThe information that will be made available to you via this Portal will be:\u00a0\u00a0\u00a0\r\n\r\nAGM Agenda \/ Minutes\r\nBuildings Insurance Details\r\nBudgets\r\nCompanies House \u2013 Filed Accounts\r\nCompanies House \u2013 General Information\r\nFinancial Information (Leaseholder \/ Property Client Account)\r\nGeneral \/ Useful Information\r\nImportant Notices\r\nMaintenance Schedules\r\nProperty Inspections\r\nProperty Photographs\r\nRisk Assessments\r\n\r\nManagement Fees.\r\nFreehold Management Services tailors its pricing structure to reflect the varying needs of both the client and the property.\u00a0 Our fees are negotiable, whilst taking into account the size and complexity of the property, maintenance schedules and its leaseholders. However, generally as a guide our fees for a smaller freehold (4 flats) is \u00a3175.00 per lease per annum and for the larger freeholds our fees can be as low as \u00a3105.00 per lease per annum. Fees once agreed are due on the day the management contract is signed and the anniversary of that date thereafter.\u00a0 However, to assist the properties cash flow, it may be agreed that our fees be spread over a 12-month period and taken on a monthly basis.