We will maintain accounting records, service charge payment records and dedicated client bank account details and payment of contractors invoices and other expenditure. We will prepare agreed annual budgets and forward forecasts including sinking funds and reserve accounts.
We will maintain leaseholder contact details and correspondence with leaseholders. We will call, chair (if required) and prepare the minutes of Annual General Meetings (AGMs) of the Residents Management Company. We will issue notices in respect of breaches of lease.
We will conduct regular site inspections which inform the preparation of and annual review of a forward maintenance programme. We will organise all contract cleaning, gardening and minor or reactive maintenance and repair of structure and common areas including grounds. We will review Contractors’ public liability insurance cover and deal with the specification, tendering, running and supervision of larger maintenance and repair contracts where Section 20 Notices are required. We will ensure we meet the requirements of the 2010 Equality Act with relation to common parts.
We will arrange buildings insurance and directors and officers insurance and dealing with any insurance claims which arise. We will also provide details of all insurance cover to leaseholders.
We will fill the role of Company Secretary for the Residents Management Company and maintain records and statutory registers of members, shareholders and directors. We will issue all member and/or shareholder certificates and complete and submit Annual Returns to Companies House.
All sites will be provided with a dedicated website which will include copies of insurance documents, annual accounts, expenditure year to date, expenditure forecasts, correspondence, notices and other useful information.
We will deal with any disputes and/or complaints from or between leaseholders. We will be responsible for risk management and health and safety and ensure that the site complies with fire, electrical and asbestos safety requirements in the common areas. We will store all company legal documents and accounting records.
We will provide all documentation for the exchange of documents required for a lease assignment carried out by solicitors acting for the purchaser and vendor of leasehold property (or freehold buildings with the benefit of leasehold land) and the Manager of the property.
We are able to provide a Back Office service in conjunction with Residents Management Companies and property agents all over the country to bring together their local experience and expertise and our leasehold property and accounting knowledge to provide a cohesive professional service to leaseholders.