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
extra tickticktickwithin 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 extra tickticktickA 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 propertyextra tickticktickManage common parts claims, 3 months, subject to loss adjuster's delays
Insurance claims - owners propertyextra tickextra tickextra tickIn accordance with RICS code of practice we facililate claims helping & signposting owners to the insurer.
Insurance : Processing with NHBC/Zurich/New Build claimsextra tickticktickCommon parts claims, 3 months, subject to loss adjusters delays

Communication

Dedicated Property Manager/ Property Administratorcross
Web portal
tick
Property Manager
tick
Property Manager
* Administrator for blocks of 10 or less units under strategic guidance of Manager
Escalation channelcross
refer to Site Directors
tick
Service & Ops Manager
tick
Property Director
Escalation channel advised on every email footer. Quality tracking system to ensure closure.
Directors minutes distribution extra tickticktickDraft typed direct onto Client web area. Watch as we close & action items
Directors minutes actionedextra tickticktickProperty Managers are targeted via performance related pay to action items within 1 month.
Telephone support extra tickticktickMessages are logged. Calls can be put through to mobiles.
Emails & replies supportextra tickticktick72 hours set in ISO9000 Quality Manual QP15.
Faxes & repliesextra tickticktick48 hours set in ISO9000 Quality Manual QP15
Letters & replies extra tickticktick5 working days set in ISO9000 Quality Manual
QP15
Meetings attended extra ticktick
* 1 per year
tick
* as agreed
extra meetings are possible but add to base fee, at BlockCare300 all meetings are chargeable
Teleconferencing facilities in-between meetings extra tickticktick
Use of Boardroom extra tickticktickBoard room hire charge £50 per hour
Direct dial for your blockcross
refer to Site Directors
extra tickextra tick
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 tickticktickPremium same day service available, else 5 working days turnaround
Owners Newsletters with demandsextra tickticktickIt is policy to send you a news update with every demand.

Company Secretarial Service

Full Company Secretarial serviceextra tickticktick *BlockCare300 service includes filing only
Run your company, deal with Companies House.tickticktick
Administer ownership registers, transfer/issue share certificates etc.tickticktick
Arrange meetings, proxy forms, take minutesextra tickticktick
Structural changes to Memorandum and Articles of Associationextra tickextra tickextra tick
Company Accountsextra tickextra tickextra tick 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 inspectionsextra tickticktickAs agreed according to fee
Emergency works arrangedextra tickticktick
Reactive repairs & maintenanceextra tickticktick80% of Purchase Orders signed off within 5 working days set in ISO9000 Quality Manual QP15
Contract works : cleaning & gardeningextra tickticktickreviewed 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**)extra tickticktick2 quotations for works over £1,000
No. Quotations for works over Section 20 threshold (unless LVT dispensation granted**)extra tickticktick3 quotations for works over Section 20 Consultation limits
Issues logcrossextra ticktick
Arranging maintenance of specialist plant (lifts, pumping stations, communal heating, air-conditioning, water filtration)extra tickticktick

Budget monitoring, quarterly reporting & cash management

Online daily expenditure listingtickticktickee payments made on the Client web area (just 24 hours behind our system)
Management accountsextra ticktickticktick 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 directors / freeholders
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 to multiple service charge schedulesextra tickticktick For blocks/estates where more than one service charge fund is maintained (e.g. "day-to-day fund" and "pond maintenance fund").

Systematic arrears collection

Demand, polite reminder, final noticetickticktick Owners can be set up for email demands
Letter before actiontickcharged to debtortickcharged to debtortickcharged 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 debtstickcharged to debtortickcharged to debtortickcharged to debtorRingley Legal has litigation lawyers specialist in recovery of service charges.
Access to in house litigation & in-house Solicitorextratickticktick Action funded by Freeholder/Client Company but added to owner's debt
Arrears lists onlinetickticktickArrears lists are available online.
On-line litigation updatecrossticktick Court action last and next stage is visible online.

Financial Accounts

Year end accounts : Dormant Company Accountstick£60 + Vattick£60 + Vattick£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 300 includes service charge accounts but not certification to 1985 Act requirements. Fee scales at http://www.ringleyaccountants.co.uk/get_accounts.html


*BlockCare 300 includes service charge accounts but not certification to 1985 Act requirements. Fee scales at http://www.ringleyaccountants.co.uk/get_accounts.html
Year end accounts : Trading Company AccountstickticktickYour 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.
Payrollcrosscrosstick Payroll administrated & amounts advised to external payroll accountant
AppraisalscrosscrosstickFee includes annual appraisal & we write out to seek feedback from all owners prior to this.

Block management blueprint

Creating an owners manualcrosscrosstickextra

  • 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 Freeholdextra tickextra tickextra tick 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 adviceextra tickextra tickextra tick
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