Block & Estate Management

Transcription

1 Block & Estate Management

2 2 3 About About Us Established in 1996 Oakfield is one of the leading Block and Estate Management companies with branches in Hastings, Eastbourne, Bexhill and a Head Office in St Leonards. Our well established brand, excellent reputation, extensive knowledge, modern technology, outstanding customer service and can do approach to Block and Estate Management puts us ahead of our competitors. Oakfield s ever increasing portfolio of properties in Kent and Sussex is made up of buildings with as few as 2 units up to our current largest which has 67 units. Whether you are a Freeholder looking to instruct a new managing agent or a Director of a Right to Manage Company, Oakfield is the agent for you. Our extensive experience, professional staff and up to date technology sets us apart from our competitors making us one of the leading modern independent Block and Estate Management Companies in the South East. Our Team Oakfield is run and managed by a team of dedicated and fully trained professionals. Neil Newstead, CEO oversees the day to day running of our Block and Estate Management team located at our Head Office in St Leonards. Oakfield have a team solely dedicated to the running of Block and Estate Management. Every employee of Oakfield takes pride in the job they do, always striving to go that extra mile for clients ensuring they are attentive at all times and that every experience you have with Oakfield is a positive one. "above and beyond the call of duty" - Kirsten B

3 4 5 Services Our Services The role of a managing agent is a complex one and one that requires a professional approach. To carry out the role requires knowledge of Landlord and Tenant law, Building Construction, Health and Safety regulations, Basic Accounting and much more. Oakfield offer all of this as our standard service. The infrastructure we have in place is second to none, meaning we can offer our clients outstanding managament packages. Oakfield are very aware that no two blocks are the same and as such tailor our services to accommodate this. Accounts Collection of service charges, reserve fund contributions and ground rents - These are collected from the leaseholders into the Management Company s bank account. We recover any monies owed to the block at NO COST to the Management Company. Payment of approved invoices to Contractors and utilities - We will pay all invoices received from Contractors for works undertaken as well as deal with all communal utilities. Preparation of the service charge budgets - We prepare budgets for each service charge year in conjunction with the Directors of the Management Company. We will look at the previous year s expenditure and propose what expenditure we need to budget for in the forthcoming year. "Oakfield dealt with us in a very professional manner" - David H Proactive credit control - Any leaseholders failing to pay their ground rent or service charges will be sent a series of 3 letters over a 30-day period, if payment has not been received following this then the account will be passed onto debt collection solicitors. Preparation and submission of annual accounts - As part of our service we prepare the paperwork required for the company return and annual accounts to be filed. Full analysis of income and expenditure - We will closely monitor the income and expenditure during the financial year to ensure that the expenditure stays on budget and that any over expenditure is identified at the earliest opportunity.

4 6 Services 7 At Oakfield we know how frustrating it can be when you want to call and speak to someone regarding your block but in order to do that you have to call a general number, select numerous options and sit on hold for what seems like forever and, when you do get to speak to someone it is a different person to last time. That is why we have a contact number that will get you straight through to our Block Management department so you can speak to your Property Manager directly whether it be to report a maintenance issue, discuss your recent service charge demand or just to get an update regarding on-going matters. Our Head Office in St Leonards also offers excellent boardroom facilities that can be used for AGM s, Directors meetings or for you to just arrange an informal meeting with your Property Manager. Management Full management service - Attend to all matters arising and general up keep of the Block/Estate. Ensure the Block/Estate meets current and forthcoming regulations and legislation of which non-compliance can incur costly fines. 24hr emergency contact - Should an emergency arise outside of office hours you will have the number of our on call emergency team. Scheduled property inspections - Your Property Manager will visit every 3 months to carry out a full inspection of the Block/Estate you will be notified of when this will be so you can arrange to meet them on site if you have any matters you wish to discuss with them or to let them know if there are any issues that you think they should be aware of. Dedicated team for your property - Once you appoint Oakfield to manage your Block/Estate you will be appointed a Property Manager whom will be your main point of contact. Provide a management pack to your Solicitors when flats are sold - Within 10 working days of the request from the Solicitors Oakfield will submit all the required information relating to the property and the block to assist with the sale. Organise insurances - We will deal with all insurance matters on your behalf including making claims when required. Attend AGM s and Directors Meetings - Where required Oakfield will attend and chair AGM s as well as attend Directors meetings to provide updates on the finances of the property and all other aspects of management. Issue quarterly newsletters regarding your block and any other relevant information. "intelligent, responsive, cost effective & extremely pleasant" - RTM Director

5 8 9 "a very professional and dedicated service" - A Rummery ARMA agents TPO & IRPM Oakfield are members of the Institute of Residential Property Managers (IRPM). IRPM was launched in 2002 as a means of delivering a portable professional qualification in residential property management, available to anyone working in the sector and accepted by those operating within it. IRPM is sponsored by ARMA. The key objectives of the institute are; To raise standards in the property management sector Provide individuals with independent accreditation of their professional skills Provide a career development path for individuals Aid in the process of recruiting new entrants to the sector Assist with practitioners in assessing job applicant capabilities Provide opportunities for continuing professional development Improve the standing of the sector in the eyes of the public The institute has a defined Constitution and Rules underpinned by a Code of Professional Conduct. As well as being members of IRPM, and ARMA Oakfield are also members of The Property Ombudsman for Residential Leasehold Management. As members we are bound by their codes of practice and this gives you, as our client, that extra peace of mind that your Block/Estate is in the best hands. ASSOCIATION OF RESIDENTIAL MANAGING AGENTS Block and Estate Management requires a professional approach from a professional managing agent, this is why you should always use an ARMA Managing Agent. ARMA s panel thoroughly vet all members before they join which means you can be confident that your property is in the best hands when you use an ARMA agent. In 2015 ARMA bought in ARMA-Q, their self-regulatory regime for Managing Agents, which aims to raise standards and the quality of service across the residential leasehold sector, hence the Q which stands for quality. ARMA-Q places it s consumers at its heart and Oakfield are very proud to have been members since this was launched. Membership of ARMA is voluntary, but Oakfield are dedicated and committed to offering the best customer service when managing your property and see our membership with ARMA as way of demonstrating that your Block is being managed by a team of dedicated professionals. WHAT THIS MEANS FOR YOU ARMA-Q is an assurance of consumer protection in the residential leasehold sector. It s been designed to protect consumers in all areas of leasehold management. You will be able to measure the performance of your managing agent against prescribed Standards. If you appoint an ARMA member, you can be confident they will be following best practice.

6 10 11 Handover Handover Management can be passed to Oakfield at any time, there is no need to wait until the start of the financial year, we will happily take over anytime during the year. Once the decision has been made to appoint Oakfield as your managing agents, our team will organise the handover of the management in a smooth and efficient manner either liaising with your current managing agents to obtain the information required to take over the management or in the event you are currently self-managing, arranging a meeting with the Directors to go through the information required for our management. Our terms of business have a detailed list of all the information that is required for handover. We strive to take over the management with as little disruption as possible to the residents, a letter, along with a management pack is sent from "customer service Oakfield to advise of the change in managing agents and to provide all of is faultless" Oakfield s details to the residents. - David H Hastings Bexhill Eastbourne Head Office

7 12 13 Manage Right to Manage Qualifying criteria At least two thirds of the flats must be let to qualifying tenants The property can be part commercial however the non-residential part of the building must not exceed 25% of the total floor area of the building At least 50% of the Leaseholders must want to be part of the Right of Manage Company If the Estate is made up of more than one building each building must apply for Right to Manage individually this cannot be done collectively The Commonhold and Leasehold Reform Act of 2002 gave Leaseholders the right to force the transfer of the Landlords management functions to a company set up by the Leaseholders, this is known as a Right to Manage Company. The right was introduced not just as a means of taking control of the building from Landlords who were failing in their duties but also to empower Leaseholders to take responsibility for the management of the block that they live in. Right to Manage is proving to be more and more popular amongst Leaseholders whom want to take an active interest in their Block to ensure they re protecting their investment. There are numerous benefits associated with Right to Manage the main being that as Leaseholders you have the control over how the building is run thus ensuring your service charge monies are spent wisely. To obtain the Right to Manage does not require any court proceedings nor do you require consent for your Landlord, and most importantly you do not need to prove that your building has been mismanaged in order for the right to be granted. Oakfield are experienced in Right to Manage and have been successful in acquiring the Right to Manage for a number of Clients, please speak to one of our team today who can advise you on the process.

8 14 "the contractors were on time, courteous and professional" 15 Maintenance & Our Contractors At Oakfield we understand that reporting maintenance issues can be an inconvenience so we make it as easy as we can, you can report maintenance by phone, or via our online customer care and property portal. The portal can be accessed from your PC, smart phone and tablet, all at your own convenience 24 hours a day 7 days a week. It allows you to upload pictures of the issue as well as a description of the problem then when you submit it a notification comes through to your Property Manager. Reporting maintenance issues has never been easier. When maintenance is required at your property Oakfield will only instruct the best contractors, we have an extensive list of contractors from all trades whom we have worked with for many years. That said as our portfolio grows we are adding to our preferred contractors but we have a very strict selection process for Contractors whereby we insist on obtaining references for them and inspect their completed works for their jobs to ensure the works are to the standard we would expect. We believe that our Clients building positive relationships with our Contractors is just as important as our Clients building positive relationships with us as their managing agents.! The average property will require the following risk assessments to be compliant; Fire Risk Assessment Electrical installation for the communal areas Asbestos Legionella Electric powered gates Health & Safety risk assessment Emergency lighting inspections Health & Safety Compliance Health and Safety legislation is always changing which makes keeping up to date and ensuring you are compliant is proving to be harder and harder. The onus to comply with Health and Safety falls to the person responsible for the property which could be the Freeholder, Directors of the Right to Manage Company, Residents Association or Managing Agents. It is important you if you are a person responsible for a property that you are fully aware of the health and safety risks associated with that property. Oakfield employ experts in Health and Safety compliance so once you have appointed us to manage your property we take on all responsibilities associated with health and safety legislation and you can be sure your property is in safe hands, this is just another example of where we take the day to day responsibilities associated with Block Management away from you.

9 Head Office 4 Hayland Industrial Park Maunsell Road St Leonards on Sea East Sussex, TN38 9NN Tel: bm@oakfieldproperty.co.uk OakfieldEA OakfieldEA