Castleford offer a tailored property management service. Each site has a dedicated Property Manager who is supported by a Property Administrator, both of whom are supported by the rest of the team at Castleford. Our Property Managers regularly visit each site with the intention of dealing proactively with any issues that arise.
Castleford’s team are all locally based, with most having lived in the Bournemouth and Poole area for many years. As such they have an excellent knowledge of the area, which helps enormously when dealing with customer’s queries. The staff team include chartered surveyors (RICS) and members of the Institute of Property Managers (IRPM). Castleford aims to provide services in accordance with the RICS code of practice, the service charge residential management code (‘the Code’).
Our wider team includes a wide range of building maintenance contractors (many being specialist contractors) with whom we have excellent relationships and who act as our ambassadors in providing maintenance services to our managed properties.
All service charge funds are held securely in trust for leaseholders in designated client accounts to comply with the RICS Code.
We can provide a complete property management service. We aim to be a one stop service for our customers. Our standard property management service for which an annual management fee is charged includes the following services
- Collection of service charges
- Instruction for the recovery of unpaid service charges
- Preparation of service charge statements
- Payment for general maintenance out of service charge funds
- Production of annual spending estimates to calculate service charges
- Administration of building and other insurance required
- Attendance at Annual General Meetings
- Supervision of staff, such as concierge, cleaners and gardeners
- Administration of annual contracts such as lifts, communal boilers, water pumps etc
- Arranging periodic health and safety and fire risk assessments
- Regular property/estate inspections to check condition
- Arranging minor repairs to buildings, plant, fixtures and fittings
- Dealing promptly with enquiries from leasehold owners and residents
- Maintaining records on ownership
The law requires that leaseholders paying variable service charges must be consulted before a landlord carries out ‘qualifying works’ (works of repair, maintenance or improvement) or enters into a long-term agreement for the provision of services.
The regulations are contained in section 20 of the Landlord and Tenant Act 1985 (as amended by S151 of the Commonhold and Leasehold Reform Act 2002).
Landlords must consult if these works will cost over £250 for any one leaseholder. So in a property with unequal service charge contributions, the landlord must consult all leaseholders if any one of them would have to pay more than £250.
Castleford are able to undertake the required consultation with leaseholders to make sure that all of the costs can be recovered from leaseholders. If the consultation is not undertaken, the landlord may not be able to recover costs over £250 per leaseholder. Castleford charge an additional fee for undertaking the necessary consultation to comply with these section 20 requirements.
We realise that more and more of our customers wish to access our services 24/7. We have recently upgraded Qube, our property management IT system, so that debit/credit card payments immediately show on a leaseholder’s service charge account, rather than waiting a few days to appear.
Our website includes a leaseholder portal where you can access ‘My Account’. This allows leaseholders to access their service charge account on-line to view a statement, to make a payment, or to report an issue relating to the property, such as a repair request.
Castleford now offer a range of payment methods for leaseholders to pay their service charges. This includes payment by internet banking, standing order and cheque. Payment by debit and credit card is also offered. An administration fee is charged when making a credit card payment to offset the charges made by the bank.
If there is an emergency repair needed out of normal office hours, we operate an out-of-hours service that can be accessed via our normal telephone number.
We also offer a property administration only service for those who do not want our standard property management service.
The Property Administration Only Service is aimed at groups of residents and blocks that want to be responsible for the day-to-day management of their block themselves, yet need someone to manage the accounting paperwork and act as an independent third party to hold and administer the block’s funds. The service works as follows:-
The prerequisite after you sign up for the service is we need to set up the details of your property/Estate on our property management software. The information required is:-
- Legal structure of the site with an address for each unit.
- Current resident, and their address if not at the property.
- Details of the lease for each unit, as to what charges are due; the percentage apportionment; is interest payable?
- A current/previous budget showing the heads of expenditure and whether there are various apportionment headings.
We would open a separate bank account in the name of the site, so all monies would be held in Trust in compliance with Landlord & Tenant legislation, ensuring your money is always kept separate from other sites.
You provide us with the agreed Service Charge budget for the year. This would be loaded onto our system, and service charge demands would be raised appropriately.
Money would be paid out to contractors only when authorised by you.
Regular reporting, usually monthly, but could be more frequently if required, covering Income and Debtors; Expenditure and Bank Balances, are delivered to your personal account under our MY ACCOUNT portal. [Full access would be given to MY ACCOUNT enabling residents the opportunity to make payments online, at any time].
At the end of the year, fully detailed Service Charge accounts would be prepared and independently certified.
The service does not envisage us having any involvement in managing the property, but if the need arose, access to any of our services would be available to you on an ad hoc basis.
As part of our terms of engagement, a ‘menu’ of charges for duties outside the scope of the annual management fee can also include other services. examples of which include:
- Credit control/Debt recovery
- Legal Services
- Company secretarial
- Surveying services
- Health and Safety (including Fire Risk Assessments)
- Service Charge Accounts
Details of the other specialist services, some of which are provided by our sister companies within the Qdime Group, can be found by clicking on the boxes below.
If you are unhappy with your existing Managing Agents and want to change them, we will be happy to meet you to explain what we can do. We can help you achieve your goals, and offer you a brighter future, with clear communication and greater involvement.
Please call or email Nick Fry for an initial discussion.
T. 01202 757050 E. firstname.lastname@example.org
Resident Management Companies (RMC’s)
If you are unhappy with your existing agent or you simply want a ‘without obligation’ meeting, inspection and financial report on your development to compare if you are getting best advice and receiving best value for money, we are here to help. We will meet you at your development, review the standard of work being done, review what you are paying for that work and prepare a report for you on what we could do better or do for less cost, or both.
Right to Manage Companies (RTM’s)
If you are not receiving the service you want from your landlord or their managing agent and you want to take back control of the management of your site our colleagues at Allsquare Legal Limited can help you achieve the Right to Manage. For a fixed fee per unit to help you manage the process they will manage the full process from start to finish. If you subsequently appoint us to manage the site we will refund some or all of their costs from our future fees.
Please call or email Thomas Crown for an initial discussion.
T. 01628 529765 E. email@example.com