Phipps and Pritchard Property Management Services
Phipps and Pritchard are independent estate agents of longstanding having been established in 1848. Phipps and Pritchard have always been involved in Property Management.
Our reputation goes from strength to strength almost all of our new business is obtained by word of mouth and personal recommendation. We have offices situated in Stourport on Severn, Kidderminster and Bridgnorth.
We currently have over seventy residential blocks under management with an asset value of over £250 Million in an area covering from Kidderminster up to the Wolverhampton area and across to south Birmingham & Shropshire in the other direction.
We aim to provide a professional property management service, to ensure that each development is managed in accordance with the wishes of the Directors & the majority of residents at a cost, which is reasonable.
Probably the most important aspect of employing a company such as Phipps and Pritchard to manage a property is that it removes the day-to-day worry of payment of bills, insurance of buildings & the problem of dealing with errant tenants, particularly the collection of outstanding monies. You will receive bespoke management package dependent on the requirements of your site & the style of management that you require. Some clients’ adopt a stance of what might be called “Interest without interference” others choose a more active stance. It is entirely a matter for you.
Each year we assess the annual service charge in consultation with the Directors and long leaseholders. No two service charges are the same. What is consistent is our approach to budgeting. The result of the budget exercise must be always taken into account the needs of the site & the ability of the long leaseholers to meet those costs.
We then manage the development on a day-to-day basis administering the service charge income and expenditure; we maintain a full financial service to calculate and collect service charges with all transactions recorded by our management accounts section.
On the income side we send payment requests for the collection of service charges and on the expenditure side, we supervise the maintenance of the communal parts of the development together with the grounds and car park areas & other essential services. We also arrange for all insurances to be put in place & the appointment of Accountants of your choice. Once we are satisfied with the services provided we pay the contractors.
At the end of each financial year we prepare our own income and expenditure reports, which are sent both to you and your chosen company accountants/auditors. They will carry out an independent Audit if required and produce the final annual accounts, which will be submitted to Companies House and Inland Revenue as these final accounts are also circulated to all shareholders/ long leaseholders.
All income and expenditure is dealt with through our client account at Barclays Bank Plc, This account is subject to audit under the Royal Institution of Chartered Surveyors Account Regulations.
Monies relating to a managed property are always readily identifiable.
A specific Barclays Deposit Account will also be set up to hold money held as reserves on your behalf.
All interest accrued is accounted for within the year-end accounts.
Ground Rent- we collect ground rents on behalf of the freeholder, where applicable.
In consultation with directors we appoint new contractors where necessary
We ensure that the tender price is realistic bearing in mind the number of visits, work required and the specification of works to be carried out. Normally we would obtain three quotes for contracts.
Where current contractors are performing to a standard acceptable to the directors and shareholders we will retain their services.
For the protection of both the Management Company and ourselves we insist that all contractors where appropriate, submit a copy of their Public Liability and Employers Liability Insurance.
We place general maintenance orders with appropriate contractors and their invoices & work checked before being paid from service charge.
Using the benefit of our block insurance deals:
- We deal with all insurance matters relating to the structure of the property, including Buildings Insurance
- We also implement public liability cover & arrange Directors’ Insurance where appropriate
One of the most important aspects of the advice that we give to owners is with regard to the need to provide for future large items of expenditure such as roof replacement, exterior redecoration or car park resurfacing. Residents do not always appreciate this & in particular by tenants who are renting & may take a short-term view. Phipps and Pritchard will always offer best advice & encourage owners to build up reserves to deal with such matters. At any one time Phipps and Pritchard are holding in the region of £ 200,000 of reserves on behalf of owners.
Phipps and Pritchard will carry out regular site inspection visits, produce regular reports & financial information & where required will service your meetings. In addition to our day-to-day management input we regularly deal with; questions, queries, & complaints, residents.
Our management service also covers the enquiries received from solicitors, banks, building societies and other lending institutions regarding the sale, purchase or mortgage of individual flats,
Such enquiries are becoming ever more lengthy and complex so we do make a charge to solicitors for providing the information.
In conclusion, Phipps and Pritchard are local, flexible, preferring to work closely with your Directors & existing contractors towards a common goal that is based on your specific requirements.
The following is a list of the typical services that we currently provide across our portfolio. The frequency & standard of service is entirely a matter for each development. We can advise on suitable templates for each set of circumstances.
- Cleaning Communal Areas
This would normally cover dusting, damp wiping, vacuuming and cleaning of glass to internal doors and fire screens.
- Waste Management
Bins are always provided; the local council on a regular basis empties these. All contractors insist on all rubbish being bagged and placed in the bins provided. Rubbish not placed in the bins will not be collected. Bin stores may be cleaned as and when required.
- Window Cleaning
The frequency of window cleaning is dependent on the budget.
- Garden Maintenance
We usually advise to maintain two levels of service summer & winter. The contract covers routine grass cutting and weeding of beds; hedge cutting and shrub pruning are carried out ‘as and when’ required. In winter the service will reduce in frequency On some sites the residents may request a higher level of garden maintenance; this can be arranged however it must be budgeted for at the start of the financial year.
- Path/Parking Court Sweeping
The grounds staff would normally carry this out as and when required. We can also arrange an inclement weather service for paths & car parks including the provision or grit & bins & if requested path clearing
- Building Repairs
These would be dealt with as required and according to priority.
- Electrical Maintenance
General lighting repairs, such as replacement bulbs and switches, are carried out as and when required.
Emergency lighting and smoke detectors are often provided and maintenance contracts are entered into.
- Lift Maintenance
A contract is normally entered into for routine maintenance and emergency call-outs for breakdowns.
- Door Entry System
Maintenance, repair & maintenance
- Communal TV Aerial / Satellite
Maintained through the service charge
- External and Internal Decoration
This work is carried out periodically according to the decorative finish of the building. The lease normally determines the frequency of such work.
- The Management Company
On behalf of all the residents and at a cost to the service charge fund, we are responsible for arranging all repairs to the main structure of the building, the roof, the communal areas of the building, all communal drains and rain water gutters and pipes, the surrounds of the building and common areas such as parking, courtyards, paths, driveways & gardens.
- Other Services
Depending on the requirements of the lease, other services may be provided on a regular basis through the service charge fund; for example, the provision and maintenance of sewerage pump stations, swimming pools & tennis courts to name but a few.
Contact Property Management Department
32 Worcester Street - Kidderminster - Worcestershire - DY10 1EW
Tel 01562 733666
Fax 01562 747441