– Initial meeting with directors/owners to gather history and current information
– Review of leases and title deeds
– Review of the company memorandum and articles of association
– Review of all compliance related matters and production of rectification report
– Review of current contracts and re-tender if required
– Review of conveyancing requirements
– Onboarding of all outstanding maintenance
– Onboarding of financial information including current debtors
– All other matters to assist a smooth transfer of management
– Provision of first residents meeting to “meet and greet” and share process going forwards

– Provision of ringfenced bank accounts for use by Client
– Preparation of annual budget projections
– Preparation and distribution of service charge demands
– Preparation and distribution of ground rent demands
– Collection of service charge or ground rent contributions and accounting of the same
– Issuing demands for administration charges
– Administering payments relating to the Property within expenditure limits as reasonable expediency shall dictate
– Providing required information to nominated accountants prior to the preparation of annual service charge accounts
– Using best endeavors to collect current and ongoing routine service charge arrears but no action requiring legal work or tribunals
– Renewal and administration of buildings, liability, and Directors & Officers Insurance (subject to SWR acting in a Company Secretarial Capacity)
– Advising on the creation and maintenance of reserve funds and sinking funds

– Administration of monthly responsible person testing
– Annual site visit with report
– Suggesting, based on findings on visits, a preventative maintenance schedule
– Reactive maintenance using our own contractors or those selected by the Client
– Administration of planned and/or preventative maintenance
– Entering and managing maintenance contracts on behalf of the Client
– Preparing specifications and contracts for minor works and services such as cleaning, gardening, window cleaning and overseeing such works.
– Ensuring ongoing compliance with CDM regulations, GDPR & Health and Safety Legislation
– Consultation with the client on long-term agreements except for Long Term Qualifying Agreements
– Administration of issues relating to Tree Protection Orders
– Provision of our out of hours maintenance 24/7 response line
– Administering periodic fire and health and safety risk assessments by competent persons
– Administering periodic asbestos checks by competent persons
– Administering periodic Domestic Electrical Installation Condition Reports to the common parts

– Work in relation to the exercise by the lessees of Enfranchisement, the Right to Manage or as the result of the Appointment of a Manager by a Tribunal
– Negotiating with local, statutory, or private authorities regarding operation or amendment or improvements to communal services as necessary
– Provision of additional information requested by nominated accountant above what is reasonably expected
– Additional site visits as requested by Client
– Administration of issues relating to Listed Property and Property located in Conservation areas
– Dealing with listed building consents
– Additional Directors Meetings (2 members of staff)
– Organising and chairing Extra-ordinary Meeting (2 members of staff)
– All matters relating to ecological surveying or conservation
– Providing any form of Services to the Client over and above the standard services included in parts 1 – 4 in this Management Agency Agreement