1 Issuing demands for service charges and, where appropriate, ground rents and all other payments due from Flat Owners and dealing with initial arrears. Liaison with the flat owner, the mortgagees or the Client’s solicitors, as appropriate, will attract additional fees payable by the flat owner who is in breach of the lease provisions.
2 Preparing a budget of annual service charge expenditure to enable recommendations to be made as to levels of service charges to be paid. Advising on the provision of a reserve fund and sinking fund.
3 Providing the Directors with regular statements of income and expenditure showing the present position of the Client’s finances. Preparation of annual accounts for the Client and liaison with accountants over the provision of audited/certified accounts as appropriate.
4 Administering contracts for the provision of services provided to Common Parts and dealing with the authorisation of payment of accounts rendered by contractors.
5 Visiting the Property and carrying out inspections as and when required, including work in progress and to assess the general condition of the exterior of the Property and the Common Parts, such inspections not to be construed as comprehensive, structural surveys.
6 Responding to routine enquiries raised by individual Flat Owners and to ensure that all necessary information is circulated to Flat Owners, as required. (Excessive and/or unnecessary enquiries (emails, letters, phone calls and/or meetings) raised by Individual Flat Owners will attract additional charges as shown in Schedule 3).
Excessive and/or unnecessary enquiries will be deemed as more than two enquiries (emails, letters, phone calls and/or meeting) per month in relation to the same subject when that subject matter has already been adequately dealt with.
7 Advising the Client generally in the matter of notices, consents and approvals pursuant to the terms of any covenants affecting the Property. Associated fees will normally be recoverable from applicants for Agents’ services in this regard.
8 Attending regular meetings with the Directors to discuss and advise ongoing matters, changes in legislation, planned maintenance and other matters affecting the Property.
9 Acting as Company Secretary in accordance with the provisions of clause 3.6.
10 In addition to the meetings referred to in paragraph 8, provision of necessary arrangements in connection with the Client’s annual general meeting, to include attendance at the meeting.
11 Instructing and supervising competent contractors to provide both building and maintenance services to the Property, in accordance with such expenditure limits which have been previously agreed.
12 Liaison with solicitors regarding conveyancing enquiries relating to the sale and purchase of individual Flats for which an additional fee will be charged to the parties concerned.
1 Carrying out a building survey or valuation of the Property as security or for insurance purposes or preparing any schedule of dilapidation or inventory.
2 Offering vacant property to let, advising the Client on the terms of any lease or negotiation of the terms of any new or varied lease.
3 Attending at court or the Property First Tribunal or Arbitral Tribunal or other hearing and preparing evidence in relation to any matters arising from the management of the Property by the Agent or in respect of which the Agent is required to give evidence.
4 Dealing with local government matters including council tax valuations, planning permission and building regulation consent.
5 Directly, in the name of the Agent, engage, instruct, supervise and pay the fees, other charges and disbursements from the Agents own funds of any contractor or other professional consultant engaged on behalf of the Client.
6 Advising on health and safety matters other than in respect of matters that are apparent on inspection of the Property, for example loose wiring. To the extent that any external health and safety advisors are required, these shall be appointed at the cost of the Client and with the Client’s prior consent.
7 Any advertising and recruitment of staff on behalf of the Client (unless specifically agreed in writing with the Client).
8 Dealing or advising upon applications for assignments of tenancies or leases, sub-lettings, alterations and changes of use.
9 Operating a payroll service for staff employed by the Client (unless specifically agreed in writing with the Client).
10 Liaising with authorities, contractors or other bodies in the event of fire, flood or natural disaster.
11 Organising extraordinary works to the Property that are (i) not a requirement pursuant to the terms of any covenants affecting the Property, for example dealing with damage to the Property caused by third parties, or (ii) are not related to the handover of the Property to the Client from the developers of the Property.
12 Providing information to solicitors and others in connection with enquiries on sales and on providing information and/or files to the Client as directed following the termination of this Agreement.
13 Providing any other services to the Client or in connection with the Property which are not specified in this Agreement.
14 Advising upon the availability of grant applications in respect of the Property and, if applicable, the making of such applications on behalf of the Client.