Block
Management

Block Management, Facilities Management, Commercial & Residental, Small blocks service

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Service Level Agreement	BlockCare300	BlockCare500	BlockCare1000	Service 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			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				via night service on 0207 428 2056 as advertised on the "contact us" page and on the main switchboard number
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