2 02 Contents What is an annual service charge? 03 How we set up service chargeable accounts 04 Service chargeable items and descriptions 05 Understanding the paperwork 06 Annual service charge budget letter 07 Income against expenditure 07 Day to day repairs 08 Reserve fund statement 09 Types of works that reserves contribute to 10 Service Charge budget statement 11 Service Charge statement of account 12 Reserves statement 13 Ground rent 13 Ground rent notification 14 Notes 15
3 What is an annual service charge? 03 Each year we send you information about your annual service charge. We appreciate that charges can appear complex, so we have produced this booklet to help you understand your service charge. Your service charge is payable under the terms of your lease or freehold agreement. The charge you pay will be different depending on whether you live in a flat or a house. If you live in a flat, it covers general maintenance and repairs for communal areas, building insurance, lighting, cleaning of hallways, servicing of lifts and external communal ground maintenance. Your service charge also includes a management fee, an administration charge and may include contributions towards a building reserve fund for cyclical maintenance and major works to your building. If you live in a house, it covers general maintenance, repairs and ground maintenance for external communal areas for your estate. Your service charge also includes a management fee, an administration charge and may include a building insurance charge, and contributions towards a building reserve fund for cyclical maintenance and major works to external communal areas for your estate. Your agreement will detail your contribution towards both estate costs, and if you live in a flat, your contribution towards the block costs in which your home is situated. It will also give you the definition of block and estate. Typically block costs cover items such as lift repairs, cleaning, door-entry systems, servicing equipment in communal areas, drainage and guttering. Estate costs cover external items such as gardening, grounds maintenance and lighting. Typically if you live in a flat, you may pay: Communal services for your block and/or estate Building insurance Repairs to block and/or estate areas Management fee Building reserve fund Ground rent Typically if you live in a house, you may pay towards: Communal services for your estate Repairs to estate areas (for example, resurfacing a shared car park) Building Insurance (if applicable) Management fee In respect of estate management services, such as cleaning, gardening and buildings insurance, these are implemented using long term contracts or contracts reviewed annually. They are referred to as service chargeable contracts. This booklet will explain your annual service charges and reduce the amount of paper we send to you. We hope you find it useful.
4 04 How we set up service chargeable accounts A service chargeable contract is a contract that we enter into with a contractor to provide goods or services which you pay for through your service charge. Examples of service chargeable contracts: Repairs to blocks and estates Gardening and grounds maintenance External works Lift servicing Fire alarm services There are a number of ways that we set up new service contracts. We need to follow different procedures depending on the period of the contract and the value. If we are procuring a new service contract, a lead housing officer is assigned. The lead officer will have knowledge of the service (for example, gardening and grounds maintenance to blocks and estates), and any current contracts already in place. The lead officer will assist in decision making and will oversee the smooth transition from an existing contract to the new service contract. Residents (tenants and homeowners) can input in to the decision making process, shaping procedures and influencing service specifications. When we are tendering for a new service contract, the project manager will ensure value for money and quality of service. We will also take account of current legislative guidance when we set up new contracts. We monitor our service chargeable contracts in a number of ways: We undertake estate inspections We carry out a percentage of follow-up repair inspections We regularly liaise with contractors and meet them on site Residents letting us when they are unhappy with a service By careful monitoring, we can improve our services. Your views are crucial to us achieving resident satisfaction in both the quality and cost of services. Your comments, complaints, concerns and compliments are always welcome.
5 Service chargeable items and descriptions 05 Please find below a typical list of service charge items and a description of what each covers. Note that this list is not exhaustive and you may pay for a service item not listed below. Administration Carpets, curtains and other soft furnishings Cleaning Electricity Gardening Water Window cleaning Door entry system Emergency lighting Servicing fire alarms Gas Lift management Laundry costs Management Recovery of fixed assets One off costs TV aerial system A charge for administering and managing the services listed in your annual service charge statement Repairs and cleaning of carpets, curtains and other soft furnishing in communal areas Cleaning and removal of rubbish from internal communal areas Lighting to internal and external communal areas, fire alarm systems and lifts Labour costs such as grass cutting, pruning, sweeping and weeding. This may also include any litter picking, snow clearance and rubbish removal Charges for communal water supplies Cleaning communal windows Servicing, repairs or rental All costs associated with the provision of communal emergency lighting including servicing, repairs and depreciation Fire detection and communal smoke ventilation systems servicing, repairs Gas for heating communal areas Servicing, repairs, insurance and emergency telephone charges Hire, servicing and repairs to washing machines and/or tumble driers in communal facilities Costs we pass on to residents from managing agents who manage the general services at a scheme Items that have been provided at the scheme and are depreciating. Depreciation means that we divide the cost of providing the item over the number of years it is expected to last. We call these items fixed assets. Examples of fixed assets are lifts, fire alarms, emergency lighting and communal laundry equipment Items that we can not predict, such as graffiti removal or one-off cleaning Depreciation or rental of a communal TV aerial/satellite system, servicing and repair costs
6 06 Understanding the paperwork Each year, we send a number of documents to you explaining the contributions you need to make. Depending on whether you live in a house or a flat, we will send you some or all of the following documents: Annual service charge budget letter This summarises our proposed service charge we want you to pay from April each year. It shows the budget for the coming financial year, so that you know how much you need to pay. This budget is based on the audited accounts, which highlight the previous year s spend, and is used as a base line to ensure that you are paying enough to cover the services you receive. Income against expenditure statement This shows how much we have actually spent in delivering services such as gardening, electricity, repairs and rubbish clearance to your block and/or estate between April - March for the previous year. We also confirm if we have collected enough money from you and your neighbours to cover the costs incurred in delivering these services. This statement will show actual spend and contain a certificate from our auditors to certify what we have charged you. Reserve fund statement We confirm the balance as at 1st April of the previous year and any interest paid on that balance. The statement will also confirm if we have deducted any monies from the building reserve fund in respect of works invoiced during the previous financial year. On pages you will see paperwork based on a scheme we ve called Pickle Street. The example documents for this fictitious scheme relate to Flat 5, which is owned by a homeowner. The scheme consists of three blocks of five flats each with surrounding communal gardens. Flats in two of the blocks are occupied by tenants. Flats in the other block are owned by homeowners. All 15 homes will contribute towards estate costs. On occasions, day to day repairs may be attributed to the service charge end of year statements that you receive. A day to day repair is a repair carried out to the fixtures, fittings, exterior and/or structure of the block or estate area. A communal area is an area either in the building or outside the building that you have access to. You will not be charged for any repairs to individual properties under normal circumstances through any service charge demands.
7 Annual service charge budget letter 07 This statement is a forecast for the following year of how much we estimate we will spend on communal services between April - March. We calculate the forecast budget by reviewing the previous years spend and making a judgement on the likelihood of costs being incurred in the following year. This approach helps to avoid large fluctuations in your annual service charge. We try to forecast as accurately as possible. However, there may be unforeseen costs that we incur during the year. These are usually associated with block and/or one off estate repairs and cleaning. We produce a service charge statement showing either a weekly or monthly charge, which you pay monthly. Note that the service charge statement does not include any details regarding your reserve contributions or your day to day repairs. This information is sent to you separately. Income against expenditure Each year we set a budget based on what we think we will spend on communal services at your scheme. We have to estimate some costs, such as one off cleaning, as it is impossible for us to know in advance how much will be spent. At the end of the financial year, we check the estimated cost against the actual cost to calculate any credit surplus amount, or debit deficit balance owing. This statement shows how much in the previous year we charged on communal and relevant services for your block and/or estate, and how much we actually spent on those services during that year. Once the surplus or deficit amount has been calculated for the block and/or estate, we will transfer this amount to the service charge account. This will either show as a credit adjustment in the case of a surplus amount, or a debit adjustment in the case of a deficit amount being carried forward.
8 08 Day to day repairs A day to day repair is a repair carried out to the fixtures, fittings, exterior and/or structure of the block or estate area A communal area is either in the building or outside the building that you have access to. You will not be charged for any repairs to individual properties. Legislation (Section 11 of the Landlord & Tenant Act 1985) requires us to separate out certain elements of communal repairs. This is because we have a responsibility to provide certain services. For example: If we need to repair a faulty light in a communal hallway, the costs incurred for the replacing the light bulb and carrying out an electrical test would be apportioned and passed on to all homes as a block repair, and appear as a communal service charge. We would not repair individual items within properties that are owned or part owned, leased or belonging to a freeholder. There are of course always exceptions to the rules. Should you not be clear on where certain repairs fall within your or our responsibility, then please get in touch.
9 Reserve fund statement 09 A reserve fund is a fund that homeowners may be asked to pay into to cover major repairs to their block and/or estate. Monies paid into this fund accumulate for future communal maintenance, repairs and improvements, such as, external redecoration and the replacement of equipment. Interest earned on the reserve fund balance is shown in the annual accounts and remains in the fund. Most owners of flats will be asked to contribute to the fund. Some house owners will pay into a reserve fund if there is a communal car park, or the road leading to a property has not been adopted by the local council. Not every home owner will contribute to a reserve fund. If you do, we will send you a statement each year to confirm the: Balance of the building reserve fund brought forward from the previous year Amount requested from you Amount we spent on cyclical maintenance of major works the previous year Interest payable on the sinking fund balance Revised balance being carried forward Reserve funds are not repayable upon the sale of a property, unless the lease dictates. Leases sometimes state how much is to be contributed per year, but this is unusual. It is normally left to us to demand a reasonable amount. Although reserve fund contributions are treated slightly differently to service charges, it is still collected alongside service charges and as a result is recognised at tribunals should a customer feel the need to challenge the amount requested.
10 10 Types of works that reserves contribute towards We hold reserve contributions in trust in a separate bank account. These accumulate over the years, so that when major works are required there is a pot of money available to undertake the works keeping one-off outlays required from individuals to a minimum. Below highlights the types of works that reserve funds contribute towards. Note these are often on a scheduled programme and not carried out on demand. Cyclical painting This is our planned painting programme and may include painting and minor repairs to a building Roof works All parts of the roof including tiles, felt, eaves, verges, guttering, down pipes and may also include work to chimney stacks Doors and windows Communal electrics and services Building structure If you live in a flat, depending on the terms in your lease, we will include the refurbishment or replacement of your window frames and the communal doors. It does not include your internal doors As well as electrics, this may include communal fire alarms, lighting, door-entry systems, storm water pumps and sewage pumping stations. If you have a communal boiler (district heating system), this may also be included This may include planned work to the building s walls and the wall finishes such as render or pebble dashing External works This will include planned works to the communal gardens and boundary walls. It may include work to pavements and driveways, as well as any parking areas
11 Example: Service Charge Budget Statement 11 Pickle Street, Leicester 1st April st March 2011 Scheme Income Total Flat 5 Service Charge Receivable Total Budgeted Income Expenditure Buildings Insurance Communal Cleaning 2, Communal Lighting Communal Gardening 1, TV Aerial System Lift Maintenance 1, General Maintenance One off Maintenance Transfer to Cyclical Provision Audit Fee Administration Charge 1, Total Budgeted Expenditure 9,
12 12 Example: Service Charge Statement of Account Pickle Street, Leicester 1st April st March 2011 Scheme Income Total Flat 5 Service Charge Receivable Total Income Expenditure Buildings Insurance Communal Cleaning 2, Communal Lighting Communal Gardening 1, TV Aerial System Lift Maintenance General Maintenance One off Maintenance Transfer to Cyclical Provision Audit Fee Administration Charge 1, Total Budgeted Expenditure 9, Surplus 3.80
13 Example: Reserves Statement 13 Pickle Street, Leicester 1st April st March 2011 Balance bought forward At 31st March 2010: Costs incurred and deducted in this period: 0.00 Contribution reserved for Accrued interest added 8.87 Balance carried forward at 31st March Ground Rent Most owners of flats will be asked to contribute to the fund. Some house owners will pay into a reserve fund if there is a communal car park, or the road leading to a property has not been adopted by the local council.
14 14 Example: Commonhold And Leasehold Reform Act 2002, Section 166 1st April st March 2011 NOTICE TO LONG LEASEHOLDERS OF RENT DUE To (insert name(s) of leaseholder(s): «Tenant_Names» This notice is given in respect of (address of premises to which the long lease relates): «Full_Address» (note 1) It requires you to pay rent of 9.00 on (insert date) 1st July 2011 (note 2) This rent is payable in respect of the period (state period) 1st July th June 2012 In accordance with the terms of your lease, the amount of 9.00 is / was due on 1st July 2011 (note 3) Payment should be made to LHA-ASRA, at 3 Bede Island Road, Leicester LE2 7EA This notice is given by LHA-ASRA
15 Notes 15 NOTES FOR LEASEHOLDERS Read this notice carefully. It sets out the amount of rent due from you and the date by which you must pay it. You are advised to seek help immediately, if you cannot pay, or dispute the amount. Those who can help you include your local Citizens Advice Bureau, housing advice centre, law centre and a solicitor. Show this notice and a copy of your lease to whoever helps you. The landlord may be able to claim additional sums from you if you do not pay by the date specified in this notice. You have the right to challenge the reasonableness of any additional sums at a leaseholder valuation tribunal. Section 167of the Commonhold and Leasehold Reform Act 2002, and regulations made under it, prevent your landlord from forfeiting your lease for non-payment of rent, service charges or administration charges (or a combination of them) if the amount owed is 350 or less, or none of the unpaid amount has been outstanding for more than three years. NOTES FOR LANDLORDS 1. If you send this notice by post, address it to the leaseholder at the dwelling in respect of which the payment is due; unless he has notified you in writing of a different address in England and Wales at which to be given notices under section 166 of the Commonhold and Leasehold Reform Act This date must not be either less than 30 days or more than 60 days after the day on which this notice be given or before that on which the leaseholder would have been liable to make the payment in accordance with the lease. 3. Include this statement if the date for payment is not the same as the date determined in accordance with the lease. EXPLANATORY NOTE These regulations relate to the form and content of notices requiring the payment of ground rent. Regulation 2 supplements section 166(2) of the Commonhold and Leasehold Reform Act 2002, which requires a notice under section 166(1) of that Act, relating to the payment of ground rent, to specify the amount due, the date the tenant is liable to make the payment in accordance with the lease. The additional requirements specified in regulation 2 include the provision of notes for both leaseholders and landlords. The content of the notes is set out in the Schedule to the Regulations, as part of the prescribed form of notice under section 166(1). A Regulatory Impact Assessment has been prepared in connection with these Regulations. A copy may be obtained from: Office of the Deputy Prime Minister Leasehold Reform Branch Zone 2/J6 Eland House, Bressenden Place London SW1E 5DU T:
16 CONTACT It is not our intention to produce a service charge booklet every year. For minor changes, we will publish an updated version on our website and advise you in writing of any changes. By making the above changes and improving the clarity of information we provide you, we hope you will find it easier to understand how we calculate your annual service charge. Our Homeownership Management Team can respond to your day-to-day questions and help you with any concerns you may have. LHA-ASRA Group 3 Bede Island Road Leicester LE2 7EA T: E:
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