Fylde Property, St.Annes Estate Agents & Property Management | Lytham St.Annes, Blackpool, Fylde Coast

Fylde Property Estate Management

Building on several years experience and knowledge gained in a property letting business, and construction trade, the principals of Connells Estate Management Limited (CEM) recognised the need for an organisation capable of overseeing all aspects of building/letting management.

Being an independent family concern, CEM Limited is able to act on behalf of all parties, be they, builders, investors, shareholders or residents, and act as an intermediary without conflict of interest.

Based on offering a reliable, and professional service, our main objectives are:

• To provide leaseholders a complete property management service.
• To ensure the building is managed in accordance with the agreed terms of the lease.
• To protect the lessees' and freeholders interests.
• To enforce, when required, firm and fair, compliance with letting laws and regulations.
• To offer a 'Duty of Care' to residents, by way of management, facilitation, guidance and protection.
• To provide a two-way communication outlet, for all persons involved.
• To be seen to offer the best personal attention at all times.

Being located within the town of operation, CEM Limited is aware of local changes, trends and requirements, and also offers accessibility, coupled with the ability to attend a property promptly, should the circumstances warrant.

With a proactive attitude, all members of CEM Limited staff understand the need to respond to any requests, queries or questions in a timely manner. Additionally, we take the greatest of care over the selection and supervision of any sub-contractors employed.

For your assurance, CEM Limited undertakes to comply with all required regulations and legislation required within our area of business.

With competitive fees and charges, we believe CEM Limited offers the most cost effective solution for the management of your properties, and we outline, on the attached sheets, a service structure for your evaluation.

However, we can tailor service requirements exactly to your demands, and we are more than willing to discuss your needs in greater detail.

Trusting the above, and attached, remains of interest to you, we thank you for this opportunity to be of service, and look forward to meeting you in the near future.

Should you require any additional information prior to that time, please do not hesitate to contact me on 01253 781900.

Instruction of Block Management from a Client

When taking over new premises for Block Management there are 2 general routes -

• The New Development
• Existing Properties

We have strict guidelines in place to follow to ensure the smooth running of a take over and to ensure all bases are covered.

New Developments

Stage One - Pre-construction

• Liase with developer at planning stage to enable identification of possible management problems.
• Create a cost effective service charge estimate.
• Calculate building reinstatement values, offer competitive insurance rates.
• Liase with sales negotiators to identify queries concerning management.

Stage Two - Legal

• Produce management agreement.
• Confirm insurance cover.
• Opportunity to sell freehold.
• Complete freehold transfer where applicable.
• Provide bespoke form of plot deed for approval by developers solicitors.
• Assist resident's solicitor with queries regarding plot deeds and management responsibility.
• Supply developer with site sales information pack, highlighting services covered in the charge.
• Supply the new residents with resident information pack upon completion of property purchase.
• Liase with office staff regarding the best time for the assumption of management responsibility.

Stage Three - Pro-Active Management

• Liase with residents and developers on maintenance/management matters.
• Carry out effective pro-active management of development.
• Ensure compliance with legislation.
• Organise recruitment of caretaking/cleaning staff for the development.
• Ensure terms of the lease/transfer are enforced.
• Ensure service charges are levied in accordance to the terms of the Leases or documentation.
• Implement effective credit control procedures.
• Levy and collect ground rent where applicable.
• Organise long-term maintenance works such as communal & external redecoration.

Existing Properties

• Review of services and contracts.
• Liaison with directors/residents representatives.
• Service charge estimate preparation.
• Offer competitive buildings insurance premiums.
• Authorisation of repairs and services.
• Account preparation.
• Collecting of service charges.
• Deal with resident enquires.
• Ensure compliance with legislation.
• Organise recruitment of caretaking/cleaning staff where appropriate.
• Ensure the terms of the Lease/Transfer are enforced.
• Ensure service charges are levied in accordance of the Leases or documentation.
• Implement effective credit control procedures.
• Levy and collect ground rent where applicable.
• Organise longer-term maintenance works such as redecoration.

Our Obligations to our Clients

Service Charge Calculation and Collection

Our policy for service charges is to ensure the right choices are made in order to protect the leaseholder and freeholder investments. Situations are constantly analysed so the right option is chosen for the building at the right price.

The services included in the service charge are dependant on the requirements of each individual site but generally covers

• Heating, lighting and cleaning of shared halls and stairs
• Health & Safety checks
• Centrally supplied heating, electric and water
• Communal TV maintenance
• Fire Safety Equipment
• Door entry systems
• Day to day repairs
• Window Cleaning
• Buildings insurance
• Provision of maintenance of sinking fund
• Laundry Facilities
• Lift Maintenance
• Maintenance of shared open spaces, gardens, car parks etc
• Management & Accountancy costs

All owners/residents are obligated to pay service charges as set out in the terms of the lease, collection of service charge is paid into an independent bank account and utilised to carry out work when required.

We have strict processes and procedures for the collection of the service charge to ensure that payments are made on time to facilitate the smooth running of the building.

Collection of Ground Rent

Each leasehold property on the development is obligated to pay an annual ground rent to the freeholder of the land on which the property is built. As the management company we would collect this on behalf of the freeholder and account this money direct to them.

Leaseholder Support

Allows leaseholders to access information about any changes or updates regarding their property. Generally done monthly by e-mail or posted updates. We will hold regular meetings of required and working with the residents committee if there is one in place.

Maintenance of external areas

Arrangement of grounds work is a key part of our management as the external area is the first view people will admire, we aim to keep the car park, lawn, flowerbeds etc clean and tidy and maintained to ensure a pleasant environment for current and prospective residents.

Maintenance of Communal Areas

The internal communal areas are to be cleaned regularly especially the area near the front and rear external doors, as these are high traffic areas. Thus ensuring a pleasant environment with no build up of litter, dirt and to prevent pests.

Major Works/General Maintenance of the Block

We have a dedicated team of contractors inclusive of plumbers, electricians, fire alarm engineers etc always on hand, we will also use any existing contractors who are already in place.

For regular contracts we will always look at the costings and standards of work to see if these can be improved upon - for major work we will always obtain several quotes and present these to the residents and proceed accordingly.

Major works are generally required periodically to ensure the building does not depreciate over time. This will be analysed carefully to make certain the right company is contracted for the job - generally this will have been budgeted into the service charge, but there is always the potential for some unforeseen costs - we arrange for a sinking fund to be put into place for this eventuality.

Safety Equipment

A crucial part of our objective is that every building is different, we survey by and assessing what needs to be seen or if what's already there needs replacing or servicing.

Inclusive of -

• Fire Alarms
• Smoke Detectors
• Smoke Extractors
• Emergency Lighting
• CCTV
• Electronic Door Entry
• Fire Extinguishers
• External Condition
• Communal Condition
• Annual Inspections

Security

Generally a risk assessment is needed on site which looks at the area overall and takes into account the type of crime that have taken place in and around the area in the past. This means the best options are taken to prevent potential and existing problems with the site.

Should any issues occur we will work with the Police in providing any CCTV footage, which may be needed, or by arranging regular checkups on the buildings.

Plant and Equipment

Equipment in even the smallest buildings need to be maintained as often as required to prevent failure which can be costly - including entry systems, lifts, communal equipment such as washers/dryers. We also insure the plant and equipment so they can be fixed or replaced as quickly as possible if required.

24-Hour Call Out Service

24-hour emergency service is provided for any problems, which may occur, this is in place for extreme emergencies only. Such as gas leak or burst pipe. We have procedures in place for all scenarios due to our experience in property management so if this occurrence does occur we can deal with it quickly and efficiently at any time of the day or night.

Inspections

We have a hands on approach and we will inspect the site and grounds regularly. This is particularly important when the property is sublet; we try to always have an accurate list of names of tenants and leaseholders.

Client Monies

Service charges and ground rents are always placed in a designated account for each building to enable monies is kept separate from office accounts at all times and so that client accounts can be individually identified.

Ensuring clients money is properly and regularly accounted for, keeping detailed records of all transactions relating to the clients property with all expenditure made from the clients account being suitably authorised and can be submitted monthly.

Ensurance that annual or other required periodic accounting is carried our promptly, ensuring adequate supporting information is provided or available for inspection.

Provision for / Maintenance of a Sinking Fund

Money, which is put aside in the event that any large-scale works are required. In new properties this may not be immediate but as buildings age, maintenance becomes an issue and the fund should be in place to take care of building repairs. Utilised as a savings account set up in the clients name as an interest bearing account.

The sinking fund can be utilised to save for decoration of external/internal areas, roofs or any large unforeseen repairs.

The ability of a reserve/sinking fund is that ant monies already in the account enable the works to go ahead, rather than invoicing the owners for extra money when works are due.

Buildings Insurance

All Blocks need to be insured on a comprehensive block insurance policy and are required to be insured for full reinstatement value of all properties, communal areas and structures.

The policy should cover fire and all perils and where properties are near/in city centres, cover against terrorism should be considered. The insurance policy should also include public Liability for the communal areas of the development and directors liability insurance adequately indemnifying the firm against proven professional negligence claims.

Subsidence, ground heave and landslips should also be included on the policy; this is often included but generally has larger excess should there be a claim.

Any residents who need to make a claim will be given a hotline number for the broker.

Dealing with Mortgage Companies & Solicitors

When a client or resident sells a property the solicitor will require evidence on paper of proper management structure is in place including proof of a sinking fund.

Accounts

We will liase with the directors and auditors and oversee all accounting procedures making sure the necessary returns to Companies House are lodged. We will arrange the collection of all charges and should a tenant default we will arrange to collect the outstanding arrears through formal action via our panel solicitors.

Service charge accounts require an annual audit in order to comply with the provisions of Section 21(5) of the Landlord & Tenant act 1985 - auditors will be supplied with all accounts, invoices etc if required.

Fee Structure

One primary concern when appointing a management company is the charging of fees in relation to the property, our fees can vary slightly dependant on what a client expects however the fee structure outlined below is a basic indication.

We set our fees to ensure long term relationships with our clients and in relation to the service required, tailored to each individual property.

Our fees are subject to annual negotiation.

We are not currently VAT registered and our fees will not be subject to VAT, this may change in the future in line with HMRC instructions.