Details of the Services You May Require

The following provides an outline of the types of services you may require from HMS. The sections entitled 'Our Services' and 'Our Fees' explains in detail the services that HMS generally provides. The Terms of Business will capture the services that have been agreed to be provided. HMS can provide all of the services shown below but specific quotations may be required for some of the unusual services.

FINANCIAL

  • Preparation of a reserve fund plan relating to cyclical maintenance,
  • Annual service charge estimation,
  • Weekly/monthly payment of wages and other invoices,
  • Regular billing and collection of service charges, including management fees,
  • Provision of a periodic budget report of income and expenditure and cash flow,
  • Annual preparation of draft accounts in anticipation of audit and subsequent liaison with the auditors,
  • Preparation and distribution of the notices for the AGM/EGMs,
  • Arrears collection management,
  • Co-ordination of advice on master buildings insurance and any other appropriate cover(s). (HMS only provides generic insurance information.)

RELATIONSHIP WITH RESIDENTS

  • Attend to routine enquiries from lessees and residents,
  • Respond to solicitors' and lessees' enquiries regarding assignments and licences,
  • Attendance at general meetings of residents (how frequent, location, timing),
  • Administration of insurance claims.(Introduction to an independant intermediary.)

REPAIR AND MAINTENANCE MANAGEMENT

  • Preparation of a cyclical maintenance and repair plan,
  • Deal with day to day repairs and maintenance promptly and efficiently,
  • Preparation of maintenance plans and contracts for plant and machinery,
  • Advise on major contract work and the use of specialist professionals and contractors.

LEASE COMPLIANCE

  • Ensure compliance with the terms of leases and policy agreed with the directors and where necessary, subject to landlord authorisation, instruct solicitors in relation to breaches.

LEGAL STRATEGY AND CONTROL

  • Formulate a safe and effective strategy within current legislation and in accordance with current best practice,
  • Liaise with the company's solicitors,
  • Represent the landlord at County Court level, arbitration and Leasehold Valuation Tribunals,
  • Maintain adequate record-keeping,
  • Risk management and Health and Safety compliance,
  • Company secretarial work.

STAFF MANAGEMENT

  • Prepare job descriptions for employees and specifications for contractors and go to competitive tender,
  • Supervise any employees and regular contractors such as cleaners etc on behalf of the employer,
  • Ensure appropriate training and compliance with Health and Safety and employment legislation.

LANDLORD AND TENANT ADVICE

  • Advise the Board on residential landlord and tenant procedures, including statute and practice.

BOARD SUPPORT

  • Advise the Board on a suggested management policy; Attend Board Meetings and be responsible for producing minutes (frequency of Board Meetings, location, timing),
  • Provide a status report of financial, maintenance and legal matters,
  • Report on significant lessee communications,
  • Document management procedures and issues,
  • Produce a periodic newsletter to residents and other circulars,
  • Keep Board informed of agreed actions.

 

 
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