Estate Management at Henderson Setterfield

The service can be tailor-made to suit Client needs and includes the following duties:

• Collection of ground rents, service charges, insurance premiums, maintenance funds.
• Safe keeping of client funds in a dedicated Clients' Account which is managed under strict guidelines as provided by Accounting bodies and the Royal Institution of Chartered Surveyors' Compliance Regulations.
• Completion of official Companies House forms and submission to appropriate bodies as required under Company Law.
• Provision of quarterly or annual Statements of Account for Leaseholders and Freeholders.
• Maintenance of financial records and referral to qualified Accounting Professionals for preparation of annual accounts and taxation forms as required by Financial & Company Regulations.
• Preparation of maintenance budgets.
• Regular property inspections and recommendations on works required.
• Communal electricity meter readings.
• Emergency contact for Leaseholders in the event of serious property damage.
• Organisation of routine maintenance works.
• Appointment of contractors according to Freeholders' / Leaseholders' instructions.
• Point of contact between Leaseholders and Freeholders.
• Employment of regular maintenance contractors e.g. cleaners, fire alarm service contractors.
• Payment of all invoices for works and services to communal areas.

The Fee Schedule

There is a standard Henderson Setterfield charge for Estates Management (Block Management).

This is payable quarterly in advance and is deducted from the Service Charge Account funds. No direct payment from Leaseholders is required as this amount is included within the service charge budget for the year.

A formal Management Agreement is signed between the Freeholder and Henderson Setterfield setting out the level of service and terms agreed.

There are no hidden charges. Any costs over and above the standard fee are put in writing to the Clients prior to charging and are subject to formal approval.

Clients have the right to undertake additional duties themselves if they wish to save on cost for extra-ordinary jobs of work e.g. management of major refurbishment or repair works.

Accounting & Treasury

• Collection of ground rents, service charges, insurance premiums, maintenance funds.
• Preparation of maintenance budgets.
• Safe keeping of service charge funds in a dedicated Clients' Account which is managed under strict guidelines as provided by Accounting bodies and the Royal Institution of Chartered Surveyors' Compliance Regulations.
• Payment of invoices for works and services.
• Management of funds and budgets.
• Provision of periodic Statements of Account to Leaseholders and Freeholders as appropriate.
• Compilation of books and vouchers and submission to Accountants for preparation of annual accounts.

Legal & Regulatory

• Provision of office as Registered Office address for receipt of all official communications.
• Completion of official Companies House forms and submission to appropriate bodies as required under Company Law.
• Advisory service to Freeholders on regulatory matters.
• Completion of Leasehold Enquiries during sales process.
• Authorisation of Assignment Notices upon completion.
• Issue of Share Certificates to new Company members.
• Liaison between Leaseholders and Freeholders.
• Central point of contact between Leaseholders.
• Advice to Freeholders upon Leaseholders' arrears.

Buildings Management

• Organisation of estimates for routine maintenance works from at least two suitably qualified local contractors.
• Inspection of works upon completion and payment of contractors accordingly.
• Instigation of inspections and recommendations to Freeholders on regulatory matters.
• Regular property inspections and recommendation on works required.
• Appointment of contractors according to Freeholders' instructions.
• Employment of regular maintenance contractors e.g. cleaners, fire alarm service contractors.
• Accompanied access for tradespeople where required.
• Landlord's electricity meter readings.
• Emergency contact for Leaseholders in the event of serious property damage.
• Secure key holding facilities.