Small Site Block Management Package

Many agents shy away from managing small developments as it is difficult to be able to charge a management fee at a level that works for both parties. Whether your development has 5 flats or 50, there is still a minimum checklist of tasks that has to be completed each year with the larger developments benefitting from economies of scale.

Small Site Block Management Package
CG
“With the increasing complexity of legislation relating to leasehold and the high costs of managing small developments, many are unable to obtain management at all.”
At Common Ground, we have created a package to give small developments access to professional property management with a schedule of core services that give leaseholders the comfort of knowing that the site is being managed competently and, most importantly, in compliance with the various rules, regulations and laws that dominate residential leasehold management.

Services

01
Opening and handling one bank account
02
Preparing and sending out service charge estimates
03
Collecting service charges and reserve fund contributions including sending any required statements
04
Processing payments relating to the Property within expenditure limits and funds available or as reasonable expediency shall dictate
05
Providing information to accountants for preparing annual accounts
06
Accounting for service charges
07
Maintain and provide an online accounts system and grant authorised parties access to this
08
Using all reasonable endeavours to collect current and ongoing routine service charge arrears from but not prior to the date of commencement of our appointment or requiring legal work or involvement of the Court and/or Tribunal
09
Providing reasonable management information to the Lessees in respect of the Client and Managing Agents details, service charge budgets and works, estate rules and regulations
10
Liaising with the Client concerning the general management of the estate
11
Entering into and managing maintenance contracts on behalf of the Client
12
Viewing the property 4 times per annum without the use of inspection equipment, the common parts of the property to check condition and deal with any necessary repairs other than major repairs
13
Organising periodic health and safety checks (but not specialist checks and tests) and ensuring appropriate risk assessments are in place
14
Consulting with the Client on management matters
15
Dealing with day-to-day lessee issues and reporting to and taking instruction from the Client on Lessee dissatisfaction
16
Maintaining adequate/suitable files and records on the management of the Property
17
Keeping records of residents and tenancy details where provided
18
Issuing demands for administration charges and required summaries of rights
19
Control operating costs within the approved annual budget subject to the Client adopting within the budget any recommendations on cost items made by the Manager
20
Prepare each year an estimate of annual service charge for the consideration of the client no less than 4 weeks before the financial year end
21
Agree or resolve, if reasonably possible, all matters outstanding with the previous managing agents within 6 months of the handover date
22
Review and update 5 Year Maintenance Programme each year
23
Respond to all leaseholder communication within a reasonable period and provide action and/or resolution within a reasonable period

Indicative Pricing*(Subject to site survey, location and lease review)

No. of units
One time set up fee (ex VAT)
Annual Management Fee (ex VAT)
2
£999
£700.00
3
£899
£1,050.00
4
£799
£1,200.00
5
£699
£1,500.00
6
£599
£1,650.00
7
£499
£1,925.00
8
£399
£2,200.00
9
£299
£2,475.00
10
£199
£2,500.00
11
£2,750.00
12
£3,000.00
13
£3,250.00
14
£3,500.00

Additional services

Service
Price
Advising the Client on all relevant legislative and regulatory issues and general interpretation of leases
£65 + VAT per hour
Acting as Company Secretary
£275 + VAT per annum
Storage of physical files/archives (per 20 litre container)
£90 + VAT per annum
Preparing specifications and contracts for minor works and services such as utilities, mechanical and electrical contracts (door entry, TV aerial system, fire-fighting equipment, emergency lighting) cleaning, gardening, lifts and overseeing the administration of such works
£65 + VAT per hour
Advising and liaising with Client on management policy
£65 + VAT per hour
Arranging, attending and minuting a leaseholder/director meeting during office hours.
£250 + VAT
If held online £100 reduction
£150 + VAT
Arranging, attending and minuting a leaseholder/director meeting outside of office hours
£450 + VAT
If held online £150 reduction
£300 + VAT
Arranging and attending on-site meetings – Contractors
£65 + VAT per hour
Attending onsite meetings with leaseholders/RMC directors
£65 + VAT per hour
Arranging for Type 3 & 4 Health, safety and Fire risk assessments
£65 + VAT per hour
Finance time over and above maintaining the books (All finance details will be on our online accounts system)
£65 + VAT per hour

Locations and Coverage

*We are able to service small sites that are within 30 minutes travel time of one of our offices. Please note, our indicative pricing is subject to site survey, location and lease review.

Henley on Thames (Head Office)
Chiltern House,
45 Station Road,
Henley-on-Thames, RG9 1AT

T 01491 525 940

Oxford Office
John Eccles House,
Oxford Science Park,
Robert Robinson Avenue,
Littlemore,
Oxford, OX4 4GP

T 01865 538 077

London Office
Ealing Cross,
First Floor,
85 Uxbridge Road,
London,
W5 5BW

T 020 4551 9116

If you’d like to discuss our Small Site Package in more detail and upgrade your property management, contact us today on 01491 525 940 or submit a message with further details about your site.

I look forward to assisting you soon.
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Ed Hughes
Ed Hughes
Senior Property Manager

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“Having experienced a block managing agent that seemed to have no control over spending, it’s refreshing to work with a managing agent that is 100% transparent. Their portal system enables tracking of maintenance tasks, and their use of the Xero accounts system means that directors can keep track of all expenditure. Highly recommended.

Daniel

I very highly recommend Common Ground. Their conscientious team is highly professional, experienced and efficient, which is extremely reassuring to Directors and responsible owners of properties. They are pro-active, helping to plan ahead and to anticipate problems, which they can deal with firmly but sensitively. They are a pleasure to work with.

Clive

We moved to Common Ground from one of the large national agents. The list of maintenance items that required attention was growing longer and longer as we were moved from one property manager to the next. Common Ground stood out from the day the MD came to assess the site and fixed two of the outstanding maintenance items during that visit.

Common Ground worked through the maintenance items which we were able to track through their portal system. It’s also been a pleasure to have the same property manager and accountant throughout. The continuity is important, so it is good to work with an agent that retains its staff.

Hila

Our relatively small development was rescued by Common Ground after a disastrous initial situation caused by the inefficiency of the managing agents appointed by the developer. After examining the situation Common Ground came up with a first rate transparent management system which gave directors full and instant access to accounts and other matters, such as legal advice and rights of leaseholders. They make managing easy for directors and attend to everyday problems promptly.

Eddie
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Ready to discuss your block management?