Service Level AgreementBlockCare300BlockCare500BlockCare1000Service Level
from £525
per annum
from £1,750
per annum
min £5,000
per annum
BlockCare500 suits investor Freeholders, non trading RMC's
BlockCare1000 suits leases with arrears billing, trading companies & sites with complex service charge schedules

Service charge and reserve fund collection

Draft service charge budget circulated to Client
additional
cost
ticktickwithin 4 weeks of end of service charge year. For BlockCare300 if you don’t upload a budget we will apply a 10% until you do.
Issue demandstickticktickwithin 21 days prior to demand date (if budget approved in time)
On-line budget calculator & reserves fund estimatortickticktick
Reserve fund : Annual reserve plan review additional
cost
ticktickA reserve plan is benchmarked to the lease and posted on the Client web area
5 payment methods: Cash, Cheque, Direct Debit, Internet Banking, Credit Cardtickticktick

Insurance

Competitive insurance - Up to 20% off with our block policy tickticktick
Insurance claims - common parts propertyadditional
cost
ticktickManage common parts claims, 3 months, subject to loss adjuster's delays
Insurance claims - owners propertyadditional
cost
additional
cost
additional
cost
In accordance with RICS code of practice we facililate claims helping & signposting owners to the insurer.
Insurance : Processing with NHBC/BLP/New Build claimsadditional
cost
ticktickCommon parts claims only 3 months, subject to loss adjusters delays

Communication

Dedicated Property Manager/ Property AdministratorWeb portalProperty ManagerProperty Manager* Administrator for blocks of 10 or less units under strategic guidance of Manager
Dedicated final Accounts officerrefer to Site Directorslegal officerlegal officer
Dedicated legal officerrefer to site directorslegal officerlegal officer
Escalation channelrefer to Site DirectorsService Delivery Team LeaderService Delivery Team LeaderEscalation channel advised on every email footer. Quality tracking system to ensure closure.
Directors minutes distribution additional
cost
ticktickDraft typed direct onto Client web area. Watch as we close & action items
Directors minutes actionedadditional
cost
ticktickProperty Managers are targeted via performance related pay to action items within 1 month.
Telephone support additional
cost
ticktickMessages are logged. Calls can be put through to mobiles.
Emails & repliesadditional
cost
ticktick72 hours set in ISO9000 Quality Manual QP15.
Letters & replies additional
cost
ticktick5 working days set in ISO9000 Quality Manual
QP15
Meetings attended additional
cost
tick
* 1 per year
tick
* as agreed
extra meetings are possible but add to base fee, at BlockCare300 all meetings are chargeable
Teleconferenceadditional
cost
ticktick
Use of Boardroom additional
cost
ticktickBoard room hire charge £50 per hour
Direct dial for your blockrefer to Site Directorsadditional
cost
additional
cost
Residents/AGM minutes distributioncrossticktickDraft typed direct onto Client web area. Watch as we close items.
AGM minutes actioned crossticktickProperty Managers are targeted via performance related pay to action within 1 month.
Pre-sales legal packs chargeable to owner sellingchargeable to owner sellingchargeable to owner sellingPremium same day service available, else 5 working days turnaround
Owners Newsletters with demandsadditional
cost
ticktickIt is policy to send you a news update with every demand.

Company Secretarial Service

Full Company Secretarial serviceadditional
cost
additional
cost
tick *BlockCare300 service includes filing only
Run your company, deal with Companies Housetickadditional
cost
tick
Administer ownership registers, transfer/issue share certificates etc.additional
cost
additional
cost
tick
Arrange meetings, proxy forms, take minutesadditional
cost
ticktick
Structural changes to Memorandum and Articles of Associationadditional
cost
additional
cost
additional
cost
Company Accountsadditional
cost
additional
cost
additional
cost
Required by companies House for RTM, Freehold and Resident Management Companies.

Repairs & maintenance

24/7 telephone response on emergenciescrossticktick via night service on 0207 428 2056 as advertised on the "contact us" page and on the main switchboard number
Common parts inspectionsadditional
cost
ticktickAs agreed according to fee
Emergency works arrangedadditional
cost
ticktick
Reactive repairs & maintenanceadditional
cost
ticktick80% of Purchase Orders signed off within 5 working days set in ISO9000 Quality Manual QP15
Cleaning & gardeningadditional
cost
ticktickreviewed on next site visit. Site reports are available on Client web area within 3-5 days of each
Site visits actioned & closedcrossticktick Property Managers are targeted via performance related pay to action within 1 month.
Types of Site Inspectionscrossticktick at least 50% to be interim H&S inspections fully audit trailed on iPad
More than 1 quotation for works over £1,000 (unless emergency**)additional
cost
ticktick2 quotations for works over £1,000
Quotations for works over Section 20 threshold (unless LVT dispensation granted**)additional
cost
ticktick3 quotations for works over Section 20 Consultation limits
Issues logcrossadditional
cost
tick
Arranging maintenance of specialist plant (lifts, pumping stations, communal heating, air-conditioning, water filtration)additional
cost
ticktick

Budget monitoring, quarterly reporting & cash management

Online daily expenditure listingtickticktickSee payments made on the Client web area (just 24 hours behind our system)
Management accountsadditional
cost
ticktick Online (24 hours behind our system) so you have real time management accounts.
Invoices online
When clients uploads
tick*ticktick*BlockCare300 service relies on Client to upload invoices when requesting payment.
Balancing charges leviedtickticktickCharged to owners according to the Service Charge accounts.
Arrears lists onlinetickticktickViewable by Clients and Directors
Own bank account + FREE BANKINGtickticktickCopy bank statement direct to 1 Director/Client if required
RICS client money protection schemetickticktickRICS Client Money Protection Scheme invalidated if Client/Director wants to be a 2nd signatory
Accounting for multiple service charge schedulesadditional
cost
ticktickFor blocks/estates where more than one service charge fund is maintained (e.g. "day-to-day fund" and "pond maintenance fund").

Systematic arrears collection

Arrears lists onlinetickticktickArrears lists are available online. For clients and Directors.
Demand, polite reminder, final noticetickticktick Owners can be set up for email demands
Letter before actioncharged to debtorcharged to debtorcharged to debtorto satisfy Civil Procedure Rules a pre-action protocol letter is required before court action can start
First Tier Tribunal (Property Chamber) action on debtscharged to debtorcharged to debtorcharged to debtorRingley Legal has litigation lawyers specialist in recovery of service charges.
Access to in house litigation & in-house Solicitoradditional
cost
additional
cost
additional
cost
Action funded by Freeholder/Client Company but added to owner's debt
On-line litigation updatecrossticktickCourt action last and next stage is visible online to clients and Directors.

Financial Accounts

Year end accounts : Dormant Company Accounts£60 + Vat£60 + Vat£60 + VatDormant company accounts if no ground rent is collected, no income (apart from service charge received) all money is held in a Ringley Client Account and no disposals/acquisition of assets
Year end accounts : Service Charge Accountstick*tick**tick***BlockCare products includes service charge accounts but not certification to 1985 Act requirements. Fee scales at http://www.rfas.co.uk/get_accounts.html
Year end accounts : Trading CompaniestickticktickYour company will probably be trading if you collect ground rent and/or own the Freehold. Our role as Managing Agent is to provide reconciled ledgers to a panel Accountant.
Year end accounts : Corporation Tax ReturnstickticktickWe facilitate and provide answers to the Accountant.
Year end accounts : Obtaining tax return exemptionstick*tick*tick**Where Ringley act as Company Secretary we will apply for an exemption if applicable.

Management of Staff

Site Staff day bookscrosscrosstickRingley's site staff system provides visibility of day books, holidays and building manuals.
Management of employed staffcrosscrosstick Covers training, reporting & reviews as part of agreed number of site inspectors.
Dealing with recruitment, HR policycrosscrosstickCovers interviews, welfare, disciplinary and grievance meetings.
PayrollcrosscrosstickPayroll administrated & amounts advised to payroll accountant
AppraisalscrosscrosstickFee includes annual appraisal & we write out to seek feedback from all owners prior to this.

Block management blueprint

Creating an owners manualcrosscrossadditional
cost

  • Handbook for employed staff

  • Fire drills

  • Evacuation procedures

  • Bomb procedures

  • Lift emergency shut down procedures

  • Fire alarm testing and evacuation
    procedures

  • Asbestos information for contractors

  • New leaseholder welcome pack

  • New tenant welcome pack

  • Risk assessment information for visitors
    and owners

  • Staff recruitment adverts

Engineering, Legal, Valuation advice

Professional Advice : access to advice on Lease Extension / Freehold Enfranchisement matters / Selling Shares in Freeholdadditional
cost
additional
cost
additional
cost
advice on restructuring company constitution to enable sales of Lease Extensions and distribution of proceeds (dividends or loan repayments)
Professional Advice : access to Building Engineering adviceadditional
cost
additional
cost
additional
cost
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