Testimonials > Block Management | Complex of 12 Apartments

Block Management | Complex of 12 Apartments

We are a complex of 12 apartments within our own secure grounds, gardens and car park quite near to the centre of Darlington, Co Durham.

There are 10 apartment owners, 5 of whom are directors of the company, which was formed in 1990 after the apartments were handed over by the builder. As shareholders, we own the freehold to the property.

Town and City Management Limited offer to the directors and other owners the following support and service:

Block Management:
1. All aspects of budgeting
2. All statutory requirements for auditing
3. Legal issues and insurance
4. Internal and external maintenance including gardens.
5. The selection and employment of trades-people including tendering.
6. Monitoring of maintenance issues.
7. Health and Safety including the Annual H &S Report and action plan.
8. Administrative support at AGM and additional shareholder meetings.

Budgeting and Finance
Town and City make arrangements for the setting of Annual Budget, the collection of Service Charges and the recovery of any arrears. TCML present directors with a forecast of the next year's service charge before the AGM in December of each year. This forecast based on the previous year’s expenditure, a link with inflation and the cost of future projects. All service charges are collected by Town and City either monthly, quarterly or as a one off payment.
Town and City deal with all arrears. The quality and standards of this service is very good. Annual Audit
Finances are subject to annual audit by independent auditors. Town and City furnish the auditors with all of the data and documentation required. Town and City forward a copy of the annual accounts to each owner/shareholder once signed and approved by Directors. Our Director Treasurer and Director Secretary are sent regular account details and expenditure sheets, and have always open access to staff of the finance department at TCML.
Legal and Insurance Insurance for the fabric of the building, covering all apartments, and insurance for public
liability are provided through a ‘best value search’ by Town and City. Any claims are dealt with by the staff responsible at TCML. This is either carried out solely by TCML or in
partnership with directors, depending on the circumstances. Communication has always been good during issues relating to insurance claims. The legal department has proved an invaluable resource in advising on local planning, rights of the individual, attendance at
meetings, proxy voting, the process of buying and selling and the issuing of share certificates.

Internal and External Maintenance and Monitoring Visits are made to the site and building by Town and City maintenance staff, over and above the statutory Health and Safety inspection of the grounds and premises. There are also clear lines of communication, displayed on our lobby notice-board, by which any resident noticing a
maintenance problem may contact TCML. There is also a named resident/shareholder with whom TCML maintenance staff may liaise over incidental items. Reported issues are dealt with promptly.

Tendering and the Employment of Trades-people Town and City obtain competitive contracts for repairs, renewals and cyclic maintenance TCML obtain tenders for us. After each directors’ meeting any maintenance needs discussed
are passed onto the maintenance department at TCML. In addition, we have a 4 year development plan for future projects, and planned maintenance cyclic work, such as painting etc. Maintenance staff from TCML inspect all work.
Health and Safety and the Action Plan Town and City arrange for all statutory requirements regarding Health and Safety inspections are carried out on an annual basis. Directors receive a copy of the Health and Safety report, in
order to have some input into implications for an action plan. The maintenance department at Town and City will draw up the action plan, which includes the scale of urgency of the action, the nature of the problem and the cost of carrying out the work. This is always presented to
owners/shareholders at the AGM. The work is monitored efficiently by TCML. Administrative Support at the AGM and other meetings All notification, invitation and agendas are sent out from Town and City to shareholders after
liaising with directors. Proxy forms are also issued and dealt with by staff at TCML prior to any meeting. The meetings are attended by at least one staff member from TCML who will advise on matters, and also take minutes. Minutes are then prepared and distributed to owners/shareholders by TCML. The whole process is always very through, professional, of high quality and valued by directors.
In conclusion, Town and City has been our management service for almost 10 years. We have always found Town and City to be a very professional and supportive Management Company. The staff are efficient, approachable and committed to providing a good service.
As Chair, I have always found Peter Bigge willing to offer advice and give time over any issues or problems which need servicing or looking into. Peter Bigge is a man who enjoys the work, and this is very much reflected in the staff team.

If you need any further information, please do not hesitate to contact me.

Yours faithfully,
Michael Green. (Director/Chair Oaklea Court Management Company, Darlington, Co Durham).