WELCOME PACK ALBURY MANSIONS WHAT IS A FACTOR? A factor is a professional Property Manager, who works for you and the other owners in the development. They organise tradesmen for common repairs and maintenance including cleaning, gardening and grass cutting for the common property areas. WHAT ARE COMMON PROPERTY AREAS? These are parts of your property, particularly if you live in a flat, which do not belong to you exclusively. For example this may be the roof, outside walls, entrance hall or a shared amenity area. The ownership of these parts may be shared between you and a few neighbours or between you and lots of neighbours. Each owner has a legal responsibility for the repairs, maintenance and upkeep of these areas and has to pay his/her share and cannot opt out! The Land Certificate which should have been issued for your property describes the common areas in detail. WHY BOTHER TO LOOK AFTER COMMON PROPERTY? It is important to keep the whole development in good order. A scruffy development will discourage purchasers and will be unpleasant for residents. A run down property becomes much more expensive to repair. A little care on an ongoing basis will keep it looking good and will preserve the amenity of your property FACTOR FUNCTION? The Factor is appointed by the Developer or your Residents Association. You can inform him of work which you consider needs to be done. The Factor can make decisions on your behalf and organise work for you. He has a good knowledge of reliable contractors. He also has contacts in other fields such as buying, selling and leasing property. If some owners do not pay their share of the factoring account, the factor will pursue them for money. CAN'T I DO THIS MYSELF? Yes, of course you can, but you will have lots of snags as people have found out in the past. Certainly not all owners will be as interested in the property as you are. When problems arise they can be a real headache if a structured maintenance programme and payment schedule is not in place. WHAT ARE THE PROBLEMS? The owners have to agree among themselves what repairs are necessary and what tradesmen to use. Getting agreement from sometimes over fifty different households is by no means easy. Sometimes owners cannot agree on what repairs are necessary and indeed some may want more improvement work than others. Some owners may not care about the state of the property at all and would be quite happy to let it deteriorate rather than spend any of their own money. Owners like that can hold up essential repairs for extended periods of time and infuriate the others who want to get the work done as soon as possible. Even when agreement has been reached it can be difficult getting money from some owners. You may end up having to take your neighbour to court and in the meantime you may have to pay the tradesman's bills yourself or you too could be faced with legal action for the tradesman's accounts which will no doubt end up on your doorstep. All this can cause bad feeling and tradesmen sometimes refuse to take on work from groups of neighbours because of these difficulties. HOW THEN DOES THE FACTOR OPERATE? Sometimes Title Deeds insist upon a Factor being appointed, particularly if the property has just been built. The developer will tell you if one is to be appointed. Otherwise, you and your neighbours can agree to appoint a Factor. In any event there should be a contract covering the factors duties and the terms of their appointment. You should take time to read this contract. HOW IS THE FACTOR PAID? A statement/invoice for your share of any common repairs, maintenance and management fees will be issued on a regular basis (normally six monthly). At the time of the Factors appointment you will be requested to contribute to a float to cover extraordinary maintenance costs and to a sinking fund to cover larger works which occur less frequently, if this fund has been set up for your particular development.. WHAT IS A FLOAT? The Factor will generally collect a deposit from you to enable them to pay tradesmen. This enables the Factor to pay for work when it is required. The float allows them to do this without carrying a heavy burden of expense and it allows for tradesmen to be paid promptly thus the best tradesmen are keen to do work for your development. WILL I GET MY FLOAT BACK? Yes, certainly. When you decide to sell your property you should contact the Factor immediately and they will arrange for the return of your contribution, subject to your having settled all factoring accounts up to the date of your leaving and the new purchaser having paid their float.. WILL THE FACTOR RUN UP LARGE BILLS? No. The Factor will have the authority to carry out repairs and maintenance to the common parts, including cleaning, gardening and grass cutting, provided that the anticipated cost of any one item at the time when it is instructed does not exceed an agreed limit. In an emergency this limit can be exceeded. Otherwise estimates will be obtained then distributed and instructions will be taken from you and your neighbours or the Residents Association representing you before any extraordinary works are carried out. Payments may be required in advance. ARE THERE ANY OTHER ADVANTAGES? Yes. The Factor will save you money, as he acts for lots of people and they can obtain special prices as a result of bulk buying from tradesmen. These discounts can mean a considerable saving to the rates an individual may be charged. Also you are not troubled with the administration of maintaining the building and the common areas. CLEANING SCHEDULE FOR ALBURY MANSIONS 2007 – 2008 CLEANING DUTIES PER BLOCK TWICE PER MONTH Vacuum/Sweep all floor areas, including under doormats Dust down/ polish all banisters including railings Dust down/polish all window ledges Spray all corridors with air sanitiser CLEANING DUTIES PER BLOCK, ONCE PER MONTH Wash down front communal doors Wall down all communal windows GARDENING SCHEDULE FOR ALBURY MANSIONS 2007 – 2008 April – October – twice monthly visits All grassed areas to be cut every 14 days and mowings uplifted Hoeing and tilling of shrub beds and planted areas Removal of all litter, debris and all weeds from shrub beds, planted areas and along building perimeter and paved areas Application of fertilizer to trees and shrubs – as required Application of weed killer to paths, concrete paving, gravel areas, the yard and building perimeter – as required Removal of wind blown debris and litter from the whole site every 14 days Sweep communal yard/car parking area edges to include bin stores (where accessible) November – March – monthly visits Pruning of all trees and bushes – as required Removal of all litter and wind blown debris fro landscaped areas and the site as a whole including bin stores (where accessible) Re-staking and re-tying of trees and large shrubs – as required INFORMATION SHEET Bikes/Prams in the Communal Area We would point out that the Deed of Conditions prohibit the storing of any personal items in the communal areas including prams and bicycles. Items left in the common areas hinder the cleaners from vacuuming the communal carpets properly and restrict access. Should these items restrict the access of the emergency services, the owner would be held responsible and could be prosecuted. Also bikes being chained to the common staircases chip the paint off the railings and mark the walls which make the common areas look unsightly. Gardener: The gardeners will attend at the development twice per month from April – October and once per month November – March. All as per the Gardening Schedule. We put the gardening contract out to tender annually, if required. Cleaner: The cleaners will attend the development twice per month. They are responsible for cleaning the areas of the common hallway, mainly vacuuming the floor, washing the communal door and dusting the window ledges and railings. If there are marks on the communal walls they will endeavour to remove them, but this is not always possible. The communal windows will be cleaned once per month. All as per the Cleaning Schedule. We put the cleaning contract out to tender annually, if required. Billing Dates: 30 April and 31 October The Factoring accounts will be sent out on the above dates. These are billed to you six months in arrears and are due for payment within 21 days. Factor: Bruce & Partners Should you have any queries regarding the factoring of your development please do not hesitate to contact our office on 01224 650600. Likewise if there is a matter you would like to report for repair, i.e. communal lights out, communal door repairs etc, contact our office and we will arrange for the repair to be reported to one of our sub contractors. We are open 7 days per week. YOUR FACTOR We are Bruce & Partners 23/25 Chapel Street, Aberdeen, AB10 1SQ. Telephone: 01224 650600. Bruce & Partners also sell and lease homes. Should you be interested in any of these services please do not hesitate to contact us. Discounts will be available to all factoring clients. Currently we have 3 offices throughout Scotland as noted below ABERDEEN PERTH ELLON 23/25 Chapel Street Whitefriars Crescent 23 Bridge Street Aberdeen Perth Ellon AB10 1SQ PH2 0PA AB41 9AA Tel: 01224 650600 Tel: 01738 448560 Tel: 01358 724405 SUB-CONTRACTORS We have a reliable network of recognised sub-contractors. They are keen to provide us with their best service and we will seek this at their best price. As we issue invoices 6 months in arrears, it is in our best interests to keep the costs low. The cleaners and gardeners we appoint will generally have worked with us for a number of years. Sub-contractor invoices are generally submitted to our Aberdeen office within 14 days of the works being carried out. Payment will be effected on the last day of each month. Any unsatisfactory work should be reported to us immediately and certainly before the month end. INSURANCE We will arrange building insurance for the apartment blocks and public liability insurance for the common areas. MANAGEMENT FEE Our management fee is detailed in the quotation. And is payable bi-annually and is index linked. FACTOR’S FLOAT At the date of our Appointment or from the date you purchase your property all property owners will require to furnish us with a Factors Float, as per your Deed of Conditions. This will be used for payment of sub- contractors up to the point of billing. When the property is sold, the float will be refunded to the owner, less any monies outstanding to the Factor. BANK ACCOUNT All factoring developments have a dedicated bank account. All monies relating to the development will be deposited in this account and will be held independent of Bruce & Partners main account. THE FACTOR The Factor is responsible for the communal areas of the development only. These include: The cleaning of the communal staircase (as specified in the cleaning schedule) Replacement of communal Light Bulbs Repairs to Door Entry System Repairs to Communal Roof Area Maintenance of Communal Car Park Area Should there be blown bulbs in the communal area, we should be obliged by your letting us know. The following list comprises items that are not communal and would not fall under the remit of the Factor: Internal Window Cleaning Overflow pipes Television Licence Contents Insurance As you are aware we do have an extensive list of sub-contractors and should you be looking for guidance in obtaining a contractor we would be happy to help. CONTACTING BRUCE & PARTNERS REPAIRS & MAINTENANCE We will be responsible for the maintenance of the development, we will make monthly inspections to the development, but do rely on residents to inform us of repairs that are required. To report an urgent repair please call 01224 650600 and ask for Kevin Webster, if Kevin is not available, please ask for Alan Thomson. Offfice hours are 9.00am – 5.30pm Monday – Friday; 9.00am – 5.00pm on Saturday and 1 pm – 5 pm Sunday (Ellon Office) and we are open until 8.00pm every Thursday. Should the repair not be classed as urgent we request that you advise us in writing. REPAIRS (factoring maintenance) Residents will be consulted before any major repairs are carried out. Major repairs are classed as items costing over £250.00. MAJOR MAINTENANCE FUND (major maintenance projects) If applicable, a charge of 10% (on cost of works, before VAT) will be levied for all major maintenance items project managed by Bruce & Partners.
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