WWW.BLOCKINABOX.CO.UK
0333 015 4145
INFO@BLOCKINABOX.CO.UK
BLOCK in a BOX Block in a Box is a tool-box of services and solutions to help you Manage Your Block
Manage Your Block Portal
Accounts
Company Secretarial Solutions
Emergency Assistance
Health & Safety
Insurance
Legal Services and Assistance
Lift Inspection
Repair & Maintenance Network
Service Charge Arrears
Service Charge Collections
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Utilities
Valuations
Flat Living Magazine
FPRA
For more about our recommended suppliers visit www.blockinabox.co.uk
Let me introduce you to Block in a Box Block in a Box offers a mix-and-match rangeoffers of services to Manage Your Block is a website that access help youblocks manage your block of touch flats orof apartments. to your details at the a button, and is
FREE for all Residentsline customers.
Being a Director of a Residents' Management Company, Right to Manage Company or Residents’ Association is an We understand that directors and committee ominous challenge. You must have the knowledge and members have a lotbook-keeping, to keep on topaccounts, of; Manage Your skills to understand contractor Block brings all ofand your blocks history service together easily appraisals, health safety, insurance, charges, and intuitively. as well as understanding your blocks lease and completing inductions for new residents!
We designed this site with a group of directors and So, we designed Blocktoinhold a Box help you with this. committee members all to your vital information, and to make your life easier saving time by offering a Block and in a Box has been createdtoto connect assist self-managed fast efficient interface you, your Residents' Management Companies, Right to Manage residents and your block.
Companies and Residents’ Associations, their blocks of flats and the leaseholders that live in them by providing a For a no-obligation demonstration Manage mix-and-match toolbox supplying all of thethe services you Your need.Block system, contact us at 0800 281 235.
As Directors of your Residents’ Management Company, you take on an ominous task looking after your block... so we are trying to make it easier.
Our recommended contractors are all time-served specialists in their fields and include: • Manage Your Block portal: To hold and retain all your important information, contacts and documents all in one place. • Service charge collections: Design, email and save all service charge demands in a click of your mouse. • Service charge arrears: When residents do not pay, what do you do? We can help! • Company secretarial solutions: Support for your company matters. • Accounts and budget preparation: Preparation and submission of annual accounts. • Insurance: Obtain quotes, check pricing and cover levels against the competition each year. Plus, we can handle claims and locate contractors when you need them. • Health and safety: Including health and safety risk assessments, fire risk assessments, asbestos surveys and legionella surveys. • Valuations: Making sure your block remains adequately insured. • Legal services: Providing a range of legal services specific to leasehold properties. • Out-of-hours helpline: You’ll have the support you need no matter what time of day it is. • Utilities: How long has it been since you have checked the utility prices for your block? We can help! • Repairs and maintenance network: Providing a repairs and maintenance network of contractors who specialise in blocks of flats and apartments. • Third-party contractor accreditation: Before you appoint a contractor, you can organise an independent accreditation, taking the responsibility away from you. We know that each property has different requirements, so there are some solutions you will need and others that you won't. For more information or to request a quote visit www.blockinabox.co.uk
Manage Your Block Portal We know that managing a block of flats can be hectic, stressful and time-consuming – especially when things aren’t organised.
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Manage Your Block Portal is a secure, easy-to-use website that offers access to your block’s details at the touch of a button. It is a modern solution to managing your block as it means you don’t need to worry about paperwork. On top of that, you don’t have to be a technology expert to use the portal; we’ve made it as easy to use as possible, while still making it advanced enough to have a massive range of functions. How does it work? Manage Your Block Portal is an online system. Once signed up, we’ll send you your username and password information and from there you can use the website as a secure storage system. With the portal, you won’t have to worry about piles of paperwork or losing important documents, as they are all kept together in one easy-to-reach place. There are categories for each different type of document you would like to upload, as well as contact information for residents, contractors and company directors.
only
£99
per annum
We understand that directors and committee members have a lot to keep on top of. That’s why we designed this site with a group of directors and committee members, so we could understand the most effective way to hold all your vital information, and to make your life easier saving time by offering a fast and efficient interface to connect you, your residents and your block. Who can use the portal? This nifty online portal has been specifically designed for: • Residents’ Management Companies • Right to Manage companies • Residents Associations
What can I use Manage Your Block Portal for? Interested in getting a helping hand? Here’s a breakdown of everything the Manage Your Block Portal can do for you: • Provide a trustworthy online space to store and manage your documentation. Whatever you choose to upload – policy wordings, health and safety reports or any other notices – you will have instant access no matter where you are. • You can store, view and update the contact list for all the flat owners in your block. This is especially useful if there is ever an issue which needs urgent attention, as all the contact information you may need is only a click away. • You can send alerts in case of a problem. For example, a power shortage, a broken lift or even crime-related incidents in the local area. Not only does this make it simpler for you, it makes communication a lot easier between your residents.
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• Store a list of contractors’ details such as plumbers and electricians, so you’re prepared in case of emergency repairs. • Receive diary reminders to ensure you don’t forget anything, including health and safety risk assessments, gate inspections and much more. Plus, you can request quotes, issue work orders and accept quotes for maintenance or insurance claims. For a no-obligation demonstration of Manage Your Block Portal, please call our team on 0333 015 4145 or visit www.manageyourblock.co.uk If you are also interested in invoicing service charges using Manage Your Block, see page 11 of this guide.
Accounts The team at Flat Management Co. Accounts Ltd have been helping Residents’ Recovery directors of arrearsofof self-managing residential service charges Management Companies across the country to prepare and insurance following default by the tenant and file their accounts since 1996. leaseholder is vital to ensure effective management,
Flat Management Co. Accounts Limited
care of your block and cash in the bank to continue to Theyfor specialise in this type of accounting their approach is pay your services.
tried and tested. Their loyal and longstanding client base is a reflection of their high level of customer service.
This will ensure that recoveries are made promptly to ease fee any structure cash flowfordifficulties you may otherwise Their the preparation and filing at experience.House of company accounts is transparent Companies and straightforward; the standard annual fee is ÂŁ175 plus In the majority of the instances this isand provided onHMRC a no VAT also includes preparation filing of returns, if required. recovery no fee basis up to the point of issuing
proceedings always ensuring that issuing The team is is available to interest. provide assistance both to proceedings in the best experienced directors and guidance for those of newlyestablished in order that from filing Recovery of companies the contractual coststoorensure fixed costs obligations are met in a fuss-free and timely manner.
the leaseholder minimises the strain of litigation on your cashflow.
For more information, please call 0333 015 4145, or for more information on this service visit www.blockinabox.co.uk
only
ÂŁ175
plus VAT
Company Secretarial Services Administrative tasks can be time-consuming. The services provided through Block in a Box will help to make these procedures more streamlined and efficient. Our services include: Registered Office A registered office is the official address for a UK company or partnership. It must be a physical address in the UK (it cannot be a PO Box) and it is a place for the company to receive official mail and it must be registered at Companies House. Mail forwarding Statutory mail and non-statutory mail will be opened and scanned and emailed to you. Maintaining statutory books This includes registers of members, directors and secretaries. Filing confirmation statements Providing filing for all statutory documents at Companies House.
Garratts Chartered Accountants
Director's service addresses This will keep the directors' addresses private. Filing Committee Meeting Minutes in statutory books. For more information, please call 0333 015 4145, or for more information on this service visit www.blockinabox.co.uk
Emergency Assistance It is always handy to have someone on hand in case of emergency repairs or unforeseen circumstances within your property. This is especially important for those managing blocks of flats, as there are a number of things which may go wrong. Block in a Box has partnered with Adiuvo, who will be available to you no matter what time of day it is. This service will take all incoming calls and under agreed procedures, determine whether any reported issue is deemed an emergency under our clients’ responsibility whilst protecting the asset they manage from material damage and staff, residents and visitors from any health and safety issues. Due to the nature of the services provided, almost every call received is believed by the caller to be an emergency. In order to collate information, instruct correctly and at times advise that an issue is not going to be actioned or is even their responsibility, customer service skills are at the forefront of every call. For more information, please call 0333 015 4145.
Reinstatement Cost Assessments Reinstatement Cost Assessments or Buildings Insurance Valuations rarely bear any resemblance to market values. With such wide-ranging cover available, it is essential that all elements that make up 'buildings', as defined in the policy, are allowed for and included in the valuation. These include dwellings, garages, day rooms, common parts and lifts. The insurance policy may also allow for external items such as car parks, lamp standards, hedges, walls and fences. Allowance also needs to be included for increases in cost related to compliance with current building legislation. In addition, policies should be index-linked to protect against inflation. All this responsibility sits with the management company. So, how can the you fulfil your obligations? Our chosen partner, BCH offer discounted rates for Rebuilding Cost Assessments to our customers on a national basis. In most cases, fees are based upon the existing sum insured (not the revised sum) and agreed and fixed in advance.
For a relatively modest fee, peace of mind can be obtained so that, in the unlikely event that disaster strikes, you can focus efforts on rebuilding, not trying to raise funds to finance the underinsurance shortfall. Simply call us on 0333 015 4145 for a quote.
Health & Safety Your block requires a range of Risk Assessments that you must legally comply with. Block in a Box has partnered with 4site Consulting to ensure you have easy access to the health and safety services you may require. The following summarises the main health and safety regulations that apply to blocks of flats. Please bear in mind there are many others. The duty to comply with the regulations falls on the landlord or person responsible for management. This could be an agent, a Residents' Management Company or a Right to Manage Company. Health and safety should not be ignored or dismissed for reasons such as it requiring additional expenditure. Remember that the cost of failing to meet health & safety requirements and compliance may be far greater than the cost to comply. Health & Safety Risk Assessment of communal areas All blocks of flats must have a risk assessment carried out on the health and safety of any common areas; this includes stairwells, lift motor rooms, plant rooms, and external areas such as car parks and grounds. This is a requirement of the Management of Health and Safety at Work Regulations 1999. You may argue common areas of residential property are not a “workplace� but if any cleaner, gardener, managing agent or repair contractors enter them, then they are considered a workplace and a risk assessment must be carried out. The Risk Assessor who carries out the Health and Safety Risk Assessment should make a recommendation as to when it should be reviewed. The review date is based on the extent of the risks that are found within the property and how those risks are being managed; the review could be anything from a year or more in most cases. Fire Safety The Regulatory Reform (Fire Safety) Order 2005 (RRO) states that a Fire Risk Assessment (FRA) should be carried out in all non-domestic premises, including the communal areas of a residential block. The RRO does not go into specific detail about how intrusive or destructive this should be; this is dependent on the condition of the building at the time the risk assessment is carried out. It is most common for an FRA to be non-destructive and in the common areas only (sometimes known as a Type 1 Fire Risk Assessment), however, it is important to be aware that there are other types of Fire Risk Assessments that may be required. Having a Fire Risk Assessment carried out is extremely important and Fire Officers will be able to have the right to enter any block of flats at any time to inspect the property.
4 site Consulting Ltd. Legionella Legionella is a bacterium common in water systems which can result in legionnaires' disease. The landlord or Managing Agent of a block of flats has a duty - under the Control of Substances Hazardous to Health Regulations 2002 and the Approved Code of Practice (L8) - to control the risks of legionella in any pipes, tanks and taps in common parts (including areas such as a cleaner's cupboard). Cold water tanks, taps and showers within lessees' flats are the responsibility of the lessees, unless the lease puts repairing and maintenance responsibility for them on the landlord. The starting point is to have a Water Hygiene Risk Assessment carried out by a competent person, followed by a sufficient monitoring programme. Asbestos Do you need an asbestos report? The short answer to this question is likely to be yes. If your building was built before the year 2000 then it almost certainly should have had an Asbestos Management Survey carried out, as stated in the Control of Asbestos Regulations 2012. Having an Asbestos Management Survey is not the end point in managing Asbestos. If Asbestos is present and is in a manageable condition, annual Asbestos Re-inspections are required to update the register of the condition of any Asbestos Containing Materials changes. If Asbestos is found to be in a poor condition, or is in an area that will likely be regularly disturbed, then recommendations could be made to have it encapsulated or removed. The disturbance of asbestos-containing materials (ACM) is still occurring but all these incidents and the exposures they cause are avoidable by ensuring that asbestos is not disturbed. According to Regulation 4 of the Control of Asbestos Regulations (CAR 2006) 2012, if you own, occupy, manage or have responsibility for property, you have a legal duty to assess and manage the risk from ACMs. You must take reasonable steps to identify ACMs. Any suspected ACMs should be assumed to contain Asbestos unless proven otherwise. If asbestos is located, you are required to keep an Asbestos Register which lists where ACM are present, highlight the risks posed and make recommendations. For more information on 4Site offers, please contact a member of the team on 0333 015 4145. Our website www.blockinabox.co.uk has additional details and a form you can complete to get a quote.
Insurance For many directors, managing and renewing insurance for their property can be an ominous task. This is mainly because blocks of flats and apartments are not simple properties to insure.
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Firstly, they are residential properties, so great care must be taken to ensure the policies cover the entire building and protect the residents as well as the block. Secondly, the building itself may have unusual features such as automatic doors, a lift, or even a swimming pool, all of which must be taken into account when arranging your insurance cover.
Terrorism Insurance: Although this is not something which many of our properties will be affected by, you must check your lease to see if it is a legal requirement for your building. If it is stipulated that your property requires Terrorism cover, then you must have this type of insurance in place.
It’s important to remember that many Buildings Insurance policies will not normally cover everything. That means that you will likely require a tailor-made policy, one which includes the specific types of cover you may need.
Directors & Officers Liability Insurance: When securing the insurance for your block, it is also important to think about protection for the directors and officers working within the Residents’ Management Companies. Directors or Officers can be held personally liable for any alleged wrongful acts.
To take the pressure off you, Flat Living Insurance can help you arrange insurance policies for your block, ensuring you find comprehensive cover which won’t cost the earth. What sort of policies does this include? Residential Buildings Insurance: Perhaps the most obvious insurance policy for your block. Your Buildings Insurance covers the bricks and mortar of your block. Cover is provided on an “All Risks” basis to ensure fundamentals are not missed, for example:
Engineering Insurance and Inspection: Many blocks of flats have machinery such as lifts or gates. However, if they were to ever break down, you’d need an adequate insurance policy to cover the costs. Engineering insurance will put towards the cost of repairing or replacing your broken machinery, while Engineering Inspection insurance will cover the cost of biannual mandatory inspections. Also available: • Landlord insurances
• Internal and external buildings and facilities will be protected against any damage caused by fire, extreme weather, natural disaster, ground heave and landslip.
• Roads and Private Estates insurance • Commercial Property insurance
• Our cover includes water damage, subsidence and escape of oil. • You will have extensive protection against theft, malicious damage, riots, civil commotion, as well as accidental damage. • Internal areas are protected, including damage to fixed glass, kitchen and bathroom fixtures, interior decoration of individual flats and communal areas. • Cover extends to all external buildings and facilities, i.e. garages, swimming pools, spas and tennis courts. • Garden areas are covered under your policy including paths, driveways, roads, car parks, bollards, fuel tanks and lamp posts. • Overhead services and cables are covered, as well as damage to underground pipes.
Renewals: Finding the right insurance policy for you is just the first step. We’ll help you at each renewal as well, so that you always have the most comprehensive cover at the lowest possible price. When your renewal is due, we will: • Check the market for current policy competitiveness and arrange for approval by the directors at each stage. Claims: We understand that claims procedures can be a hassle. Should you ever need to make a claim for your property, we’ll help you to submit and organise this with your insurance company. On top of this, we’ll also organise contractors for you, if required. For more information or a quote on any of the policies mentioned, please call a member of the team on 0333 015 4145.
Legal Services and Assistance We have partnered with SLC Solicitors to provide you with Legal Services and Assistance when managing your block of flats. Lease Extensions If you are a freehold owner or landlord served with a statutory lease extension, SLC Solicitors are here to help you. They will assist in responding to the notice or extending the leases by mutual agreement. If the leases in your block are approaching the 80-year threshold, then you may like to canvass the leaseholders about extending them in order to make the properties more marketable and increase the sale value. SLC Solicitors handle all aspects of the lease extension process including applications to Tribunal or Court to get the best result for our clients. Lease Variation If you have a site where the provisions of the existing leases are outdated or unworkable, variation can be possible if all parties are in agreement or by application to the Tribunal. SLC Solicitors can assist with reviewing the leases, making recommendations and applying for variation.
SLC solicitors
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Enfranchisement The majority of leaseholders in a block of flats can collectively compel the freeholder to sell the freehold to them. SLC Solicitors can advise on the procedure and options. If you are served with such a notice, including dealing with a claim to the tribunal, SLC Solicitors can help to ensure that the procedure is strictly followed or you can defend such an application where relevant. Licence For Works Leaseholders frequently want to alter their premises to carry out works and often need to obtain consent under the terms of their lease. SLC Solicitors can act on behalf of landlords, management companies and developers to ensure adequate safeguards for the remainder of the building are put in place. Likewise, they will help to uphold statutory requirements which ensure that consent is not 'unreasonably' withheld. Timely advice can be crucial, as delay is often a factor in finding consent to be unreasonable. S20 Guidance Where leaseholders pay a variable service charge, they must be consulted before works which cost over ÂŁ250 per leaseholder are carried out, or when entering into a longterm agreement for the provision of services. SLC Solicitors can guide you through the consultation process, with advice on timelines, content of notices and applying to the Tribunal for dispensation if required. Breach Of Lease Leaseholders may breach the terms of their lease by doing something which is prohibited under the lease. SLC Solicitors will provide straightforward advice on the terms of the lease and applying for determination of the breach with a view to ultimately forfeiting the lease or rectification of the breach. We can advise on the risk of inadvertently waiving the breach. We strive to recover costs from the leaseholders thus minimising the strain of litigation on your cash flow. Nusiance Nuisance can occur when leaseholders do something which has a negative impact on their neighbours. SLC can help you deal with noise complaints, water damage, Airbnb lettings, pets and all other nuisance complaints and actions. We have a clear and concise fee structure offering you peace of mind. For more information simply call the Block in a Box team on 0333 015 4145 for a quote.
Repairs & Maintenance Network Our trusted partnership with The NEG will provide you with a nationwide network of reliable net tradespeople from all corners of the United Kingdom for:
• Security
• Brickwork
• Insurance claims
• Plumbing
• Decoration
• General maintenance jobs
• Flooring
• Roofing
• Emergency repairs
• Pest control
• Surveyors and structural
• Major construction projects
Whether you want planned major works or to handle a claim or an emergency, The NEG can be your first point of call to take care of your block. For more information, please call 0333 015 4145.
• Planned maintenance jobs The NEG's efficient team can manage any job, big or small, from start to finish, wherever you are in the UK. Using a collection of accredited contractors across various trades, the team specialise in a massive range of trades, including: • Glazing, windows, doors and garage doors • Locksmiths
• Boilers
Service Charge Arrears Block in a Box has partnered with SLC Solicitors, who will provide you with services for recovery of arrears, including recovery of insurance or residential service charges following tenant default. Recovery of arrears is vital to the financial management of your block, as well as being important in ensuring you have funds available to continue to pay for your services. Debt recovery service ensures that recoveries are made promptly to ease any cash flow difficulties you may otherwise experience. In the majority of instances, recovery is provided on a norecovery, no-fee basis up to the point of issuing proceedings, therefore ensuring that issuing proceedings is in the best interest. Recovery of the contractual costs or fixed costs from the leaseholder minimises the strain of litigation on your cash flow. For more information, please visit our website at www.blockinabox.co.uk or contact a member of the team on 0333 015 4145.
SLC solicitors
debt prs property asset management
Service Charge Collections As an added extra to Manage Your Block Portal, we have designed a feature which will enable you to prepare, process and print out service charge demands for your residents.
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This is a brilliant tool which has helped many of our clients handle their service charge demands far more efficiently. All documents will be collated with the required Summary of Tenants' Rights and Obligations. On top of this, all demands will be securely saved on the Manage Your Block Portal. This feature will enable you or any other directors to refer back to these documents in the future. With the Manage Your Block portal, administering service charge demands has never been easier. For more information on these services or free demonstration, please contact a member of the team on 0333 015 4145.
Utilities Designed specifically for blocks of flats and apartments, Block in a Box has partnered with RMC Utilities who offer a full management service for those handling blocks of flats. This service includes the appointment of dedicated Account Managers who answer the phone in person and deal directly and professionally with any issues (such as billing queries) on your behalf. • No more roll-over contracts • No more deemed rates This service offers a simple, straightforward and very professional solution to managing your utilities. It can also help to save you time and money, so you can get on with more important things. For more information on any of these services, please visit our website at www.blockinabox.co.uk or contact a member of the team on 0333 015 4145.
only
£49
per annum
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W W W. F L AT - L I V I N G . C O . U K
Block in a Box has teamed up with Flat Living to provide a range of support, knowledge and guidance for flat owners and Residents' Management Companies.
Sign up for your copy of Flat Living Magazine at www.flat-living.co.uk
Block in a Box is the gateway to all of your block’s needs.
BLOCK in a BOX
Online: www.blockinabox.co.uk E-mail: info@blockinabox.co.uk Phone: 0333 015 4145
Block in a Box offers you assistance where you need it most, putting you in touch with trusted and professional companies to help you Manage Your Block.