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.
From DIY with pay-as-you-go to full HR management we've got you covered
Service Level Agreement | BlockCare300 | BlockCare500 | BlockCare1000 | Service Level |
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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 |
Site Inspections
We pay £5 to the first person to report a maintenance issue
- light bulbs which the cleaner needs to change
- dumped cars
- blown over trees
- dumped fridges or large items
There are 4 ways to report a problem:
- Photo it, and email solutions@ringley.co.uk
- Log onto the Ringley Gateway™
- Phone your Property Manager
If you are the 1st owner to report it, we’ll transfer £5 from our office account to your service charge account to say "thank you". We do this because we believe property management works best when there is a partnership between the owners and the managing agent.
How it works
Site inspections are carried out by both your Property Manager and our roaming Ringley Site Inspectors. You can see Site Reports and the audit trail of the actions we take on the Ringley Gateway online client portal.
Purchase Orders drop into the report templates so you can see that our teams are reviewing works done on site. We take photos of repairs, health & safety issues, and assess cleaning and gardening standards.
The RICS Code of Practice for Residential Managing Agents defines a managing agent’s inspection duty as to:
"to inspect without use of equipment, at least at the frequency agreed, such of the common parts of the Property as can be inspected safely and without undue difficulty to ascertain for the purpose of day-to-day management only the general condition of those common parts."Site inspections do not replace the need to instruct a Chartered Surveyor to diagnose complex leaks, roof repairs or defects or prepare specification for cyclical redecorations say every 5 to 10 years.
Customer wishes we have implemented:
- showing works orders raised to the site visit report, so you can see we have inspected works,
- Emailing owners and tenants in advance to let people know we are coming to site in case there is something they want us to look at
- Adding specific schedules for ‘plant rooms’, ‘car park’ areas etc.
- Putting cleaner and gardening specifications on the Ringley Gateway™
Q. How often do you visit site?
How often we visit site depends on the size of the site and the fee agreed. Here is our guide:
Sites without staff
1-10 flats | 2 visits |
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11-25 flats | 6 visits |
30+ flats | 8-10 visits |
50+ flats | 10-12 visits |
100+ flats | 12-18 visits |
200+ flats | 18-26 visits |
Sites with staff on site
1-20 flats | 12 visits |
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30+ flats | 18 visits |
50+ flats | 22 visits |
100+ flats | 26 visits |
200+ flats | Weekly visits |
Find out more today
We won't quibble if you want to change your BlockCare package