P R Gibbs & Co Limited provide excellent residential long leasehold and freehold management services [Block Management] to numerous clients including Resident Management Companies (RMC) and Right to Manage Companies (RTM). We also assist developers from the planning stage through to completion putting efficient cost effective management services in place.

↓ Please see set out below some details of our service provision and rationale ↓

We are aware from our extensive experience of block management that problems often arise due to a lack of understanding by existing and new lessees of the extent of the services to be provided by the management company and the retained managing agents. In an endeavour to minimise such misunderstandings that often escalate out of proportion and lead to dissatisfaction and anger, we communicate with all lessees with an introductory letter and with an information leaflet setting out the services to be provided and those services that do not form part of our responsibility.

When we are instructed to manage a residential development we agree a protocol with the management company in respect of handling issues such as property defects reported to ourselves that don't fall within the management company's responsibility and the handling of management issues that might be reported by a lessee. We have found that such a coordinated approach helps maintain a good relationship with the lessees who generally appreciate what they see to be an efficient and caring service.

We prepare detailed draft service charge budgets and provisions, as appropriate, for a reserve fund for future cyclical maintenance that should always be properly planned for. On client approval of the budgets we apportion the charges to each lessee in accordance with the provisions of the lease prior to invoicing the amounts due and managing the collection of the same.

The provisions of the lease are managed by P R Gibbs & Co on behalf of the management company to ensure that the management company covenants are preformed professionally.

It is important that lessees are made aware that a well-managed and properly maintained development providing a pleasant living environment will perform comparatively well in the property market. That is to say, service charges, if professionally administered, are an investment in property values and in the living environment. Conversely, underfunded services will result in what appears to be a lower service charge actually being an absolute cost, property values missing out on potential performance and a less pleasant living environment.

P R Gibbs & Co currently manages the long leases and services to in excess of 3,000 properties at a number of executive residential developments across Greater Manchester, Cheshire, Merseyside and Lancashire, including 460 apartments and houses at the prestigious Salford Quays as well as in Manchester city centre.

Since 14^th January 2005, managing agents who arrange or administer general insurance, including buildings insurance, and or collect insurance premiums or assist in claims must be regulated by the Financial Services Authority (FSA). P R Gibbs & Co is compliant by way of licence from the RICS who are a Designated Professional Body under the FSA.

As chartered surveyors we are bound by the regulations of the Royal Institution of Chartered Surveyors (RICS) including client accounting regulations, professional indemnity insurance and codes of practice. We are also corporate members of the Association of Residential Managing Agents (ARMA), a professional body for those specialising in long leasehold residential (block) management and who meet membership criteria. The directors and key members involved in Block Management of our firm are members of the Institute of Residential Property Management (IRPM).

P R Gibbs & Co Limited is Certified as an ISO 9001:2000 quality compliant registered firm.

Our fees for management are calculated on an instruction by instruction basis. Our fees are dependent on our projected costs of discharging the management company's service provision obligations under the terms of the lease.

Our typical terms and conditions of business for the management in this instance (unless varied by agreement between us) would be those set out in the draft typical contract herewith: Sample Block Management Agreement (the actual contract may vary to reflect current regulations, good practice and client requirements). These terms of business are taken from the standard terms produced by the Royal Institution of Chartered Surveyors and set out the services provided and those that are not, however we can often tailor the services to suit requirements for example we act as company secretary for a number of developments. The contract would be for an initial period to be agreed and thereafter can be terminated by three months’ notice if continued after the fixed period. Please note as we are continually updating our contract to reflect changes in statutory regulation and good practice, the actual contract may reflect such changes.

P R Gibbs & Co, in accordance with the regulations of the R.I.C.S. and A.R.M.A. operates a complaints procedure for the benefit of clients and others. A copy of our complaints procedure is available on request.

The management of long leasehold residential property is a complex business requiring a full understanding of the structure and meaning of leases, a thorough knowledge of the statutory requirements of the various landlord and tenant legislation (there are six key Acts of Parliament) and compliance with the recognised Codes of Practice.

All ARMA members endorse, accept and undertake to comply with the Code of Practice relating to service charges published by the Royal Institution of Chartered Surveyors and as approved by the Secretaries of State for England and Wales under the terms of Section 87 of the Leasehold Reform, Housing and Urban Development Act 1993.

In effect managing a block of flats is like managing a business which requires specific skills and time.

Some lessees who as a group own the freehold of the development or who have been given the responsibility to manage by the freeholder do self-manage their properties perfectly satisfactorily - so why use a managing agent? Because, if you select the right managing agent he will:

• Have a full understanding of leases and relevant legislation.
• Comply with the Codes of Practice.
• Have an all aspects of managing the property.
• Be able to provide full accounting facilities for budgeting, service charge collection and year-end accounting.
• Deal with arrears collection and disputes between lessees in an independent and fair manner.

Most importantly, free up the lessees to enjoy their homes, avoid lessees becoming involved directly with disputes with neighbours and reduce the personal time that lessees would otherwise have to give in managing the property themselves.