From DIY with pay-as-you-go to full HR management we've got you covered.
"The responsibility of Block and Estate Management is far reaching to the unaware. So, depending on the risk level you are comfortable with we have a range of packages to suit."
Online DIY self-manage tools. You set the budget, authorise invoices. We collect the service charge, do the accounts and deal with sales.
Expert Property Management 24/7 from your own Relationship Manager, legal Office, Final Accountant supported by our Customer Care team.
For larger sites with staff on site, or multiple sectors or stakeholders, or sites that need turnaround change, or systems and compliance put in place.
Comparison of Block Management Packages
Service Level Agreement | BlockCare300 | BlockCare500 | BlockCare1000 | Service Level |
---|---|---|---|---|
from £525 per annum | from £5,000 per annum | min £10,000 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 | within 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 demands | within 21 days prior to demand date (if budget approved in time) | |||
On-line budget calculator & reserves fund estimator | ||||
Reserve fund : Annual reserve plan review | additional cost | A reserve plan is benchmarked to the lease and posted on the Client web area | ||
5 payment methods: Cash, Cheque, Direct Debit, Internet Banking, Credit Card | ||||
Insurance | ||||
Competitive insurance - Up to 20% off with our block policy | ||||
Insurance claims - common parts property | additional cost | Manage common parts claims, 3 months, subject to loss adjuster's delays | ||
Insurance claims - owners property | additional 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 claims | additional cost | Common parts claims only 3 months, subject to loss adjusters delays | ||
Communication | ||||
Dedicated Property Manager/ Property Administrator | Web portal | Property Manager | Property Manager | * Administrator for blocks of 10 or less units under strategic guidance of Manager |
Dedicated legal officer | refer to Site Directors | legal officer | legal officer | |
Dedicated final accounts officer | refer to Site Directors | legal officer | legal officer | |
Escalation channel | refer to Site Directors | Service & Ops Manager | Property Director | Escalation channel advised on every email footer. Quality tracking system to ensure closure. |
Directors minutes distribution | additional cost | Draft typed direct onto Client web area. Watch as we close & action items | ||
Directors minutes actioned | additional cost | Property Managers are targeted via performance related pay to action items within 1 month. | ||
Telephone support | additional cost | Messages are logged. Calls can be put through to mobiles. | ||
Emails & replies support | additional cost | 72 hours set in ISO9000 Quality Manual QP15. | ||
Faxes & replies | additional cost | 48 hours set in ISO9000 Quality Manual QP15 | ||
Letters & replies | additional cost | *1 per year | * as agreed | extra meetings are possible but add to base fee, at BlockCare300 all meetings are chargeable |
Teleconferencing facilities in-between meetings | additional cost | |||
Use of Boardroom | additional cost | Board room hire charge £50 per hour | ||
Direct dial for your block | refer to Site Directors | additional cost | additional cost | |
Residents/AGM minutes distribution | Draft typed direct onto Client web area. Watch as we close items. | |||
AGM minutes actioned | Property Managers are targeted via performance related pay to action within 1 month. | |||
Pre-sales legal packs | additional cost | additional cost | additional cost | Premium same day service available, else 5 working days turnaround |
Owners Newsletters with demands | additional cost | It is policy to send you a news update with every demand. | ||
Company Secretarial Service | ||||
Full Company Secretarial service | additional cost | additional cost | *BlockCare300 service includes filing only | |
Run your company, deal with Companies House. | additional cost | |||
Administer ownership registers, transfer/issue share certificates etc. | additional cost | additional cost | ||
Arrange meetings, proxy forms, take minutes | additional cost | |||
Structural changes to Memorandum and Articles of Association | additional cost | additional cost | additional cost | |
Company Accounts | additional cost | additional cost | additional cost | Required by companies House for RTM, Freehold and Resident Management Companies. |
Repairs & maintenance | ||||
24/7 telephone response on emergencies | AWAKE service backed by Aduvio, Owners call 0207 428 2056 and are automatically re-directed. | |||
Common parts inspections | additional cost | As agreed according to fee | ||
Emergency works arranged | additional cost | |||
Reactive repairs & maintenance | additional cost | 80% of Purchase Orders signed off within 5 working days set in ISO9000 Quality Manual QP15 | ||
Contract works : cleaning & gardening | additional cost | reviewed on next site visit. Site reports are available on Client web area within 3-5 days of each | ||
Site visits actioned & closed | Property Managers are targeted via performance related pay to action within 1 month. | |||
Types of Site Inspections | 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 | 2 quotations for works over £1,000 | ||
No. Quotations for works over Section 20 threshold (unless LVT dispensation granted**) | additional cost | 3 quotations for works over Section 20 Consultation limits | ||
Issues log | additional cost | |||
Arranging maintenance of specialist plant (lifts, pumping stations, communal heating, air-conditioning, water filtration) | additional cost | |||
Budget monitoring, quarterly reporting & cash management | ||||
Online daily expenditure listing | See payments made on the Client web area (just 24 hours behind our system) | |||
Management accounts | additional cost | Online (24 hours behind our system) so you have real time management accounts. | ||
Invoices online When clients uploads | * | *BlockCare300 service relies on Client to upload invoices when requesting payment. | ||
Balancing charges levied | Charged to owners according to the Service Charge accounts. | |||
Arrears lists online | Viewable by Clients and Directors | |||
RICS client money protection scheme | RICS Client Money Protection Scheme invalidated if Client/Director wants to be a 2nd signatory | |||
Accounting for multiple service charge schedules | additional cost | 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 notice | Owners can be set up for email demands | |||
Arrears lists online | Arrears lists are available online for Clients and Directors | |||
Letter before action | charged to debtor | charged to debtor | charged to debtor | to satisfy Civil Procedure Rules a pre-action protocol letter is required before court action can start |
First Tier Tribunal (Property Chamber) action on debts | charged to debtor | charged to debtor | charged to debtor | Ringley Legal has litigation lawyers specialist in recovery of service charges. |
Access to in house litigation & in-house Solicitor | additional cost | additional cost | additional cost | Action funded by Freeholder/Client Company but added to owner's debt |
On-line litigation update | Court 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 + Vat | Dormant 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 Accounts | * | ** | ** | *BlockCare products includes service charge accounts but not certification to 1985 Act requirements. Fee scales at Ringley Accountants |
Year end accounts : Trading Companies Accounts | Your 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 Returns | We facilitate and provide answers to the Accountant. | |||
Year end accounts : Obtaining tax return exemptions | * | * | * | *Where Ringley act as Company Secretary we will apply for an exemption if applicable. |
Management of Staff | ||||
Site Staff day books | Ringley's site staff system provides visibility of day books, holidays and building manuals. | |||
Management of employed staff | Covers training, reporting & reviews as part of agreed number of site inspectors. | |||
Dealing with recruitment, HR policy | Covers interviews, welfare, disciplinary and grievance meetings. | |||
Payroll | Payroll administrated & amounts advised to payroll accountant | |||
Appraisals | Fee includes annual appraisal & we write out to seek feedback from all owners prior to this. | |||
Block management blueprint | ||||
Creating an owners manual | additional cost | |||
Engineering, Legal, Valuation advice | ||||
Professional Advice : access to advice on Lease Extension / Freehold Enfranchisement matters / Selling Shares in Freehold | additional 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 advice | additional cost | additional cost | additional cost |
What active Block & Estate Management looks like at Ringley
We inspect site for a variety of reasons...
At Ringley we take site inspections very seriously. So we ensure multiple layers of inspections on everything from specific monthly inspections of life safety systems as required by the Building Safety Act 2022, to interim health and safety inspections.
Get £5 for reporting a maintenance issue
We pay £5 to the first person that reports a maintenance issue.
How often do we visit a site?
On appointment we agree the frequency of site visits with you. We have tools that target and track that we fulfil our site inspections targets and mapping tools to ensure we travel efficiently where we can.
Planned Preventive Maintenance
words to be decided
Customer wishes implemented
We always listen to our customer wishes, we have our own tech stack so are agile to bespoke reports from Vat accounting to working open book so Clients can see the Planned Preventative Maintenance Diaries. Challenge us: what do you need, we can probably deliver it for you.
The Team
The key to our success is our people.
Kate Robinson
Head of Block Management
London & SE
Richard Read
Head of Block Management
Wales & West
Nick Pratt
National Head of Site Staff
Block Management
Find out more right now
We won't quibble if you want to change your BlockCare package.
Call us
020 4506 9030Email us
md@ringley.co.uk