Redefining Retirement Living

Core duties included within kingsdale’s management fee

This is not a comprehensive list and other duties may be added where appropriate or reasonable to do so.

ESTATES MANAGEMENT

  • Site visits as necessary by Regional Managers to support scheme Manager and other staff.
  • Regular site visits to ensure adherence to Kingsdale policies and agreed service delivery levels.
  • Regional Managers available for telephone or video support to scheme Manager whenever required.
  • Regional Managers to attend all Board meetings as required.
  • Regional Managers to attend Annual General and Budget meetings with owners.
  • Monitor adherence to Health and Safety standards.
  • Supervision of on-site staff training needs.

ADMINISTRATION

  • Providing management and service charge information to owners.
  • Maintaining records of owners and dealing with any correspondence arising.
  • Administering buildings and other insurance.
  • Maintaining Professional Indemnity insurance cover on behalf of the company.
  • All employment costs of Kingsdale’s management, technical and administrative staff.

TECHNICAL

  • Negotiating and managing maintenance contracts.
  • Regular inspection of communal areas to check condition thereof and then deal with any necessary repairs that may arise.
  • Preparing specifications and contracts for minor works and services such as cleaning, gardening, and window cleaning.
  • Periodic Health and Safety checks and fire risk assessments but not specific checks and tests.
  • Carrying out consultation on management matters and major works required by current legislation (Section 20, Landlord and Tenant Act 1985).
  • Preparing specifications, obtaining tenders, and supervising major repairs.
  • Advising Board on Health & Safety and Employment legislation.
  • Dealing with requests for improvements or alterations by owners.

ACCOUNTS AND SERVICE CHARGE

  • Opening and administering bank accounts.
  • Preparing and distributing service charge budgets.
  • Collecting service charges.
  • Accounting for service charge income and expenditure and preparing regular management accounts for inclusion in Board or Committee Meeting papers. These to include an itemised list of repairs and maintenance expenditure and statement of the Reserve Fund.
  • Administration of payroll and pension for all scheme-based staff.
  • Preparing annual service charge accounts for either audit or review by an independent accountant.
  • Dealing with audit enquiries and other matters arising.
  • Collecting routine service charge arrears, but not action requiring either legal work or First Tier Tribunal cases.

PERSONNEL

  • Kingsdale’s time recruiting scheme-based staff (e.g. short-listing and interviewing prospective members of staff), but not advertising or agency costs.
  • Issue contracts of employment to include both taking up references and carrying out Disclosure and Barring Service checks.  Maintain employee files thereafter.
  • Dealing with all subsequent employee-related matters, including annual staff appraisals and disciplinary procedures when necessary.

SECRETARIAL

  • Reporting to the Board or Residents’ Association Committee on a regular basis.
  • Attending regular Board or Committee meetings.
  • Administration of Annual General Meetings and other statutory requirements.
  • Arranging two general meetings a year for all owners.
  • Provision of secretarial services to owner management company.

POTENTIAL ADDITIONAL FEES

List of duties for which there may be an additional charge

  • Fees for third-party specialist advice on assessment of major repairs and redecoration. This is not a ‘supervision fee’ for works carried out but rather professional fees paid to a structural engineer or interior designer.  All such fees agreed in advance with Board.
  • Preparing replacement cost assessment for insurance purposes on buildings and landlord’s contents.
  • Conducting stock condition surveys to assess future Reserve Fund requirements.
  • Audit fees for scheme accounts.

The following extra duties will normally be chargeable to individual owners:

  • Giving court evidence on recovery of unpaid service charges or ground rents or non-compliance with leases. This will be charged at an hourly rate.
  • Preparing schedules of dilapidation or condition in respect of individual dwellings.
  • Providing copy documents including insurance policies, copies of invoices and receipts.
  • Advising and providing information on the assignment of leases, subletting, and providing any necessary consents in relation to the assignment and subletting.