Saxon Court Owners Handbook - 321 Kingsway, Hove, East Sussex BN3 4ND - Retirement Security Ltd
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Saxon Court Owners Handbook 321 Kingsway, Hove, East Sussex BN3 4ND
Contents
Local Pages
Board of Directors 6 Morning Call 23
Managers 6 Notice Board 23
Rates and Charges 7 Pets 24
Post Box 24
Introduction Security 24
The Retirement Security Concept 10 Service Charge 24
Legal Arrangements 12 Smoking 25
Lease 12 Staff Cover 25
Owners’ Company 12 Telephone 25
Management Agreement 12 Television 25
Legal rights of Leaseholders 13 VAT Relief 26
Retirement Security Limited 13 Window Cleaning 26
Fire Instructions 27
Services
Compliments, Comments and Complaints Policy 27
Service Arrangements 16
Alarm Call System 16
Staffing
Alterations 16 Managers 30
Board of Directors 16 Manager 30
Car Parking 17 Duty Managers 30
Common Rooms 17 Housekeeping Assistants 30
Council Tax and Water Charges 17 Additional Housekeeping Assistance 31
Daily Checks 17 All Staff 31
Door Chains and Locks 18 Trading with Staff and Contractors 32
Dustbins 18 Gratuities to Staff 32
Electric Buggies / Electric Wheelchairs 18 Documents 32
Fund for Future Maintenance 18
Gardens 18 Management
Guest Suite 18 The Management Services Provided By
Handyman 19 Retirement Security Limited 36
Heating 19 Lease Extension 36
Insurance 20 Management Fee 36
Keys 21 Re-Sales 38
Laundry 21 Transfer Premium 38
Maintenance and Repairs 22 List of Courts 39
Meals 23 Location Map 39
Meters 23
2 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 3
Can’t find what you’re looking for?
Contact reception at Saxon Court on:
01273 430761
Local Pages
Within this section:
Board of Directors 6
Managers 6
Rates and Charges 7
4 Saxon Court Owners’ Handbook www.retirementsecurity.co.uk 5
Local Pages
Board of Directors Rates and Charges
Board of Directors as at 1st April 2017 Rates & Charges for the Financial Year
Mr P Golds Director (Chairman) 1st April 2017 – 31st March 2018
Mrs B Neely Director (Vice Chairman)
The Service Charge £ Laundry £
Mr L Richards Director Per day 19.59 Wash 1.80
Per month (for standing order) 595.86 Dry 1.80
Water Charges 15.20
Photocopies (Black & White) 0.10
Guest Suite (per night) (Colour) 0.15
To include a light breakfast, wifi and car parking
Managers Outside Guest Single
Double
42.00
50.00
Additional Housekeeping Assistance
8.00am to 6.00pm (per hour) 10.55
6.00pm to 8.00am (per hour) 11.31
Court Manager - Angela Atkinson Services Manager - Kelly Wilshire Meals
The day-to-day management of the Court is the The Service Manager for Saxon Court, who acts as 3 course lunch served with tea/coffee
Additional Handyman Assistance
responsibility of the Manager, Ms Angela Atkinson, Company Secretary and is the principal link with Owners’ Lunch Monday to Saturday 8.00
(per hour) 10.57
who works 35 hours a week on behalf of the Court. Retirement Security Ltd, is Kelly Wilshire, who Sunday* 9.00
visits Saxon Court at least every 3 weeks and more Visitors Lunch Monday to Saturday 9.50
Ms Angela Atkinson is generally available at Duty Managers Disturbed Night Call
often, if required.
the Court Monday to Friday and other time by Sunday* 10.50
As well as serving the Board of Directors, as 9.00pm and 7.00am (per hour) 14.47
appointment. Tray Delivery 1.00
their Secretary, the Services Manager also has
Morning coffee & Afternoon tea No Charge
As well as responsibility for the day-to-day responsibility for advising individual Owners, Hair Salon (use of) 1.00
running of the court, the manager also has *to include a pre lunch sherry or soft drink
on a confidential basis with their entitlement to
responsibility for re-sales, for which she is welfare benefits.
remunerated separately. Any owner who wishes to see the Services
Manager on any matter should leave a message in
the Saxon Court office, or else phone Retirement
Security Ltd on
0800 389 9384
Guest Suite Dining Room
6 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 7
Can’t find what you’re looking for?
Contact reception at Saxon Court on:
01273 430761
Introduction
Within this section:
The Retirement Security Concept 10
Legal Arrangements 12
Lease 12
Owners’ Company 12
Management Agreement 12
Legal rights of Leaseholders 13
Retirement Security Limited 13
8 Saxon Court Owners’ Handbook www.retirementsecurity.co.uk 9
Introduction
The Retirement Security Concept
However, the amount of additional assistance can
The Retirement Security concept is to be increased if an Owner wishes and there are
enable retired people to maintain their staff available for this purpose.
independence and to live in their own home
The Manager will be glad to discuss with any
for as long as possible. This is sometimes
Owner how they can best be cared for and in
classified as Very Sheltered Housing.
conjunction with the Services Manager how this
can best be paid for.
This is achieved by careful attention to the design
of the buildings, which, amongst other things,
All the staff at the Court are employed by
makes all the communal facilities and all the
a company that is owned and managed by
rooms in the private dwellings easily accessible to
the Owners themselves. The Owner of each
everyone including anyone who may be confined
dwelling holds one share in the Owners’
to a wheelchair. Careful attention is paid to detail,
Company and the Owners are the only
so that no steps or stairs have to be negotiated,
shareholders. The Management is arranged
sockets and switches are conveniently placed,
to give Owners a real voice in decision
and flooring is chosen with safety and ease of
making in the Court.
movement in mind. There is a speech alarm
system accessible in every room of both the
private dwellings and communal areas. Owners
are at liberty to use the communal facilities as The Owners themselves elect the Directors of
much or as little as they want. the Company. This Owners’ Company also takes
decisions about day to day activities at the Court,
The services are much greater than may be
repairs and improvements and the budget and
expected. There is a Manager, who works to
service charges. They are advised and supported
ensure the smooth administration of the Court.
by Retirement Security Limited who also acts
In addition there is a team of Duty Managers one
as the Company Secretary. The Directors also
of whom is always present on site, day and night,
appoint their own accountant and surveyor and
although none of them lives on the premises.
legal advice is available through Retirement
There is also a dining room where a substantial
Security Ltd.
meal is available at a modest price every day for
everyone who wishes to have it and meals can be
taken to any Owner who is unwell.
In addition, a team of Housekeeping Assistants
provides domestic assistance under the direction
of the Duty Manager on duty. Every Owner pays for
an allowance of domestic assistance each week,
included in the Service Charge. Of this, 1½ hours is
provided in the Owner’s private dwelling and the
remainder is at the disposal of the Duty Managers,
for communal purposes.
10 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 11
Introduction
Legal Arrangements
Owners’ Company - Legal rights of Leaseholders
There are three major legal documents
involved in buying a dwelling at the Court
Memorandum and Articles of Association
A separate company, (Saxon Court Limited), is
Leaseholders have a number of legal rights under
the Commonhold and Leasehold Reform Act 2002.
Retirement
and copies of these are sent to each
purchaser’s solicitor. Copies are available
established to provide the services at the Court. These are briefly summarised as follows: Security Limited
The only shareholders are the Owners of the
for reference from the Manager and also 1. As the lease requires the payment of variable Retirement Security Limited was established
private dwellings. Each dwelling is allocated
from Retirement Security Limited. These service charges, the leaseholder is entitled in 1984 primarily for the development and
one share. All the Service Charges are paid to
documents relate to each other and have to to know how these service charges are made management of Very Sheltered Housing. It is
this Company. Retirement Security Limited is
be considered as a whole but they can be up and to see the accounts on which they are a private limited company.
appointed as Company Secretary to the Owners’
described briefly as follows: based.
company and undertakes the secretarial work,
The registered office of Retirement
but has to account both to the Board of Directors 2. The law requires that the leaseholder must
Retirement Security Limited has two Security Limited is:
of the Owners’ company and the Annual General be consulted before the landlord carries out
subsidiaries Retirement Security (Reading)
Meeting of shareholders. works above the value of £250 per dwelling or 18 Wood Street
Limited and Retirement Security (Milton
Keynes) Limited which are wholly owned by enters into a long-term contract (one for more Stratford upon Avon
Management Agreement
Retirement Security Limited. than 12 months) for the provision of services. CV37 6JF
This document is the agreement between the
Owners’ company and Retirement Security Limited 3. The legislation provides protection to T : 01789 292952
who manage, in consultation with the Board of leaseholders in that demands for service F: 01789 297234
Lease Directors, the affairs of the Owners’ company to charges must be reasonable. In the event E: info@retirementsecurity.co.uk
This document grants the original purchaser a ensure that appropriate services are provided that a leaseholder withholds the service www.retirementsecurity.co.uk
leasehold interest in the private dwelling for 99 at the Court. The agreement can be terminated charge, the Board of Directors of the Owners’
years from 1987 and a share in the communal by 12 months notice on either side. In return, Company have the right to charge interest on
facilities, but it also contains an obligation to pay the Owners’ company pays Retirement Security the unpaid amounts at the rate of 4% above
a share of the cost of the services. The lease may Limited a management fee and this increases base rate. Leaseholders are advised not to Retirement Security Ltd is registered with
be sold on at the discretion of the leaseholder. in line with the increase in the State Retirement refuse to pay the service charges if they the Housing Ombudsman Service (HOS):
The consent of Retirement Security Limited is Pension each year. consider them to be unreasonable, but to T : 0300 111 3000
also required, but this may not be unreasonably apply to the Leasehold Valuation Tribunal to www.housing-ombudsman.org.uk
In effect the Management Agreement delegates
withheld. The lease sets out the rights and resolve the dispute.
the responsibility for the day to day management Retirement Security Ltd subscribes to
obligations of the individual Leaseholders of the affairs of the Owners’ company to 4. As the service charge includes contributions Association of Retirement Housing
(Owners) the Owners Management Company, Retirement Security Limited acting in consultation towards insurance, the leaseholder is entitled Managers (ARHM)
Saxon Court Ltd and the freeholder and Managing with the Owners’ Company. The formal role of the to ask for a written summary of the current T : 020 7463 0660
Agent, Retirement Security Ltd. Directors of the Owners’ Company, therefore, is insurance cover, including the name of the www.arhm.org
almost all concentrated in the meetings of the insurer.
It has been agreed by the Freeholder that the Retirement Security Ltd subscribes to
Boards of Directors, the importance of which
original length of the lease may be extended to Further details of leaseholder’ legal rights can the Associated Retirement Community
cannot be overstated as it is where all of the
125 years, at no costs to the Leaseholders except be obtained from the ARHM on 020 7463 0660 Operators (ARCO) and complies with their
administrative strands come together.
to pay a fee of £300 plus VAT and disbursements (www.arhm.org) or The Leasehold Advisory Service code of practice.
to the Freeholder’s Solicitor, Lodders. The right can The intention behind these arrangements is to on 020 7832 2500 (www.lease-advice.org). T : 020 3697 1204
be exercised at any time but will automatically be ensure that ultimate decision-making rests with www.arcouk.org
offered to potential new Owners when they are the Owners of the dwellings and that all the
buying a property. services provided are for their welfare.
12 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 13
Can’t find what you’re looking for?
Contact reception at Saxon Court on:
01273 430761
Services
Within this section:
Service Arrangements 16 Laundry 21
Alarm Call System 16 Maintenance and Repairs 22
Alterations 16 Meals 23
Board of Directors 16 Meters 23
Care 17 Morning Call 23
Car Parking 17 Notice Board 23
Common Rooms 17 Pets 24
Council Tax and Water Charges 17 Post Box 24
Daily Checks 17 Security 24
Door Chains and Locks 18 Service Charge 24
Dustbins 18 Smoking 25
Electric Buggies / Electric Wheelchairs 18 Staff Cover 25
Fund for Future Maintenance 18 Telephone 25
Gardens 18 Television 25
Guest Suite 18 VAT Relief 26
Handyman 19 Window Cleaning 26
Hearing Aids 19 Fire Instructions 27
Heating 19 Compliments, Comments and
Insurance 20 Complaints Policy 27
Keys 21
14 Saxon Court Owners’ Handbook www.retirementsecurity.co.uk 15
Services
Service Arrangements
Alarm Call System Accordingly, Retirement Security Limited, as Individual Directors will also find that they Daily Checks
An alarm call system is fitted in each dwelling Freeholder will not give permission for the are expected by other Owners to have a It is the policy of the Court to check on a daily
and its maintenance is included in the Service installation of a shower which incorporates a step. representational role which they can discharge basis that each Owner is safe and well. This is
Charge. There are red pull-cords in every room of either by speaking to the Manager informally or done by placing a courtesy call sometime after
It is understood that this may cause difficulty
the whole development and an orange button is by having an item included on the agenda of the 4.00pm each day to any Owner who has not been
as many plumbers are still not familiar with the
located in the hallway of each dwelling, enabling Board Meeting, but it would be inappropriate seen by, or had contact with, staff during the
range of “Walk-in Showers” which are available
Owners to speak to the Duty Manager at any time, for an individual Director to give instructions to earlier part of the day.
and so Retirement Security Limited offers a free
day or night. Owners are asked to restrict calls to another member of the staff.
consultancy service on building alterations. If any Owner does not wish to receive this
emergencies only between 9.00pm - 7.00am.
A more detailed document regarding the role courtesy call in the event that no-one has been
There is a form of application to be completed by
of the Directors can be obtained from the Court seen or heard from them, they are requested to
the Owner which is available from the Manager.
Alterations Manager, or from Retirement Security Limited. sign a disclaimer, certifying that this is their wish.
This form must be completed, and freeholder
Owners may not make any alteration, replacement, Retirement Security Limited are happy to advise All disclaimers will be reviewed at minimum on a
approval obtained, prior to any addition,
adjustment or renewal to their dwelling without current Directors, or Owners considering standing 6 monthly basis and the Owner requested to sign
alteration, replacement, adjustment or renewal
the consent of the freeholder, Retirement Security for election as a Director, about the role and a new disclaimer if it remains their wish not to be
within Owners’ dwellings and communal areas.
Limited. Consent will not be unreasonably duties involved. contacted.
This would apply to any part or element other
withheld. Any Owner who wishes to undertake any
than personal or moveable chattels. Replacement Please note that this disclaimer does not exclude
alteration, replacement, adjustment or renewal to Car Parking
would not include minor items such as light bulbs. the Owner from receiving a response in the event
their dwelling must in the first instance discuss Free car parking is provided in the spaces of using the emergency call system, or exclude the
it with the Manager. Safety and the welfare of the Owners considering an alteration to their available. Owner from receiving contact if the Duty Manager
Owners will be a major consideration in reaching dwelling should refer to Retirement Security
has reason to be concerned about their safety or
a decision. For example, to avoid falls by Owners, Limited’s guidance booklet available from the Common Rooms welfare. In these eventualities, the Duty Manager
loft ladders may not be installed and Retirement Court Manager, prior to contacting their chosen The use, furnishing, heating, decoration and is bound to ensure the Owner’s welfare regardless
Security Limited has a policy of only allowing contractors. If in doubt, advice can be obtained cleaning of all the communal areas is covered in of any disclaimer having been signed.
the installation of level access showers. If the from the Court Manager or the Services Manager. the Service Charge. The communal rooms may
alteration, replacement, adjustment or renewal In case of an emergency it is necessary for the
also be available for hire. For information, please
would impact upon other Owners, the views of the Board of Directors Duty Manager to know whether a dwelling is
contact the Manager.
Owners’ Company will be taken into account by A Board of Directors is elected by the inhabited during the night. Owners should notify
the freeholder when making the decision about Shareholders of the Owners’ company. There are the Duty Manager when they are to be absent for
Council Tax and Water Charges
the proposal. a maximum 5 Directors and a minimum of 4. One one night or more.
The Service Charge covers water charges for
This is particularly relevant to the removal of third of the Directors retire each year but may the communal areas. Owners are responsible
the bath to install a shower, about which there stand for re-election at the AGM. In the event that for the Council Tax and an additional cost per
is abundant evidence to show that “level access” a vacancy occurs between AGMs, the remaining month is added to the Service Charge to cover
showers are much more user-friendly and safer Directors may hold an Advisory Election or co-opt water charges for Owners dwellings. The Services
than showers which incorporate a step and would without an election until the next AGM. Manager will advise and assist with claims for
have insurance implications if Retirement Security The duties of a Director are established by the financial assistance.
Limited authorises a shower which subsequently various Companies Acts and the Memorandum
is the cause of an accident. and Articles of Association of the Owners’
Company. Nothing in this handbook is intended to
contradict or limit anything set out in those legal
documents, which are binding.
16 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 17
Services
Service Arrangements
Door Chains and Locks Fund for Future Maintenance Handyman
The door chain currently fitted is specifically A proportion of the Service Charge is set aside for A Handyman is engaged to carry out everyday
designed to allow staff to gain entry using a key. future repairs and refurbishment, as prescribed repairs in the communal areas and he will also
Additional door security chains and locks may not by the lease. It forms part of the funds of the do work for Owners at a price to be agreed with
be added or locks changed to an Owner’s dwelling Owners’ company and is shown in the accounts. the Manager for each job, payable by Owners
since this would prevent access by the emergency It is invested on behalf of and can only be spent through the accounts of the Court. Contact with
services and staff in case of an emergency and for the benefit of the Court. This fund is for the Handyman may be made through the Duty
could make the Owner liable for the cost of any future repairs and it is in the interest of current Manager who also has information about a
resulting damage such as a fire or a flood. Owners to ensure it is maintained at the level plumber and an electrician.
recommended by the Court Surveyor, since the
Dustbins resale value of individual dwellings is adversely Heating
There is a bin area, which is available to the affected if there are insufficient funds available to Heating in the communal areas and servicing
Owners. For everyday use, most Owners use a carry out future repairs as they arise. of communal gas appliances is included in the
domestic pedal bin with plastic liners. Owners are Service Charge. In individual dwellings a gas
asked to place all rubbish in the communal bin Gardens boiler provides heat and hot water. Owners are
store. They are asked to notify the office if larger The communal gardens, including shrubs and responsible for the gas boilers in their own
items need to be removed, such as packaging and planters throughout the courtyards and walkways, dwellings and must ensure that it is serviced at
boxes. are for the use of the Owners and are maintained least annually by a gas fitter, registered under
by the Gardener. Individual Owners must obtain the Gas Safety Register. Details of maintenance
Electric Buggies/Electric Wheelchairs permission from the Owners’ Company before contracts can be obtained from the Manager.
There are Health and Safety considerations and altering the planting scheme. A Consultative
In the event of a mains power failure, attempts
restrictions regarding the storage and charging gardening committee will be set up if sufficient
will be made with a local supplier for the
of electric buggies at the Court. Owners are Owners are willing to contribute to its work.
provision of a generator will to provide heat and
advised to obtain a copy of the guidance notes
light to the communal areas.
and discuss these with the Manager prior to Guest Suite
purchasing an electric buggy. There is a double guest room with en-suite
shower and bathroom. Owners may book this for
It is requested that buggies are reversed into lifts
their guests at a charge, the amount of which is
to ensure the safety of others when exiting the lift.
set by the Owners’ company. A light breakfast
For information about the insurance of Electric is also provided. Bookings are made by the
Buggies, please see the section on insurance Duty Manager, subject to availability. The Owner
page 20. making the booking will be responsible for any
consequential costs.
Pets are not allowed in the guest suite.
Arrangements can also be made for Owners to
stay in the guest suites at the other Courts should
they wish. Please consult the Manager or the Duty
Manager.
18 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 19Services
Service Arrangements
Insurance Even if an Owner does not feel that the value and a value not exceeding £5,000. More Keys
Owners often ask questions about the details of of their contents justifies the expenditure, substantial vehicles will need to be separately Each Owner is issued with a key to their dwelling.
insurance and the following is a brief resume of it is strongly recommended that a contents insured. Duplicates can only be made by taking a letter
insurance cover prepared in consultation with the insurance policy is taken out as it is usual of authority from the Manager to an authorised
Buggies are not to be stored in corridors
insurance brokers used by Retirement Security that a contents only policy will also include locksmith. Door fobs are issued for opening
or in any areas that the Owners’ Company
Limited. a liability extension which will indemnify main entrance doors and additional fobs may be
designates as unsuitable.
the Owner against any miscellaneous claims purchased from the Manager.
l Buildings Insurance
brought against them by third parties for l Additional Points
The Service Charge includes comprehensive Duplicate keys must only be obtained from the
damages they may cause whether in their Owners must ensure that their contents
insurance cover for all the business activities Manager.
own home or outside. However, it is the insurance covers their personal possessions
of the Owners’ Company, such as Public and
responsibility of individual Owners to check for water damage through burst pipes and
Employers’ liability, money and frozen food Laundry
this liability extension is included in their accidental damage.
belonging to the Owners’ Company, engineering There is a laundry room equipped with token-
policy.
and directors’ liability as well as the contents Owners are responsible for the maintenance of operated washing and drying machines, the
of the communal areas and the structural l Owners’ Buggies/Electric Wheelchairs all items within the walls of their dwelling as proceeds of which belong to the Owners’ funds.
parts of all the buildings at the development Owners are advised that the Court insurance defined in the lease. (The Manager has a copy The Housekeeping Assistants, for which a charge
(including the Owners’ dwellings). does not cover them for any accidents or of the specimen lease available in the office). will be made, can do Owners’ washing.
damage either within the building or the
The buildings insurance covers all the usual If an insurance claim arises from an incident
grounds of the Court.
risks, including accidental damage, but Owners that involves an item Owners are responsible
should be clear that these do not include Owners are strongly recommended to take out for maintaining, the cost of repair to that
damage arising simply through wear and insurance cover on the buggy/wheelchair that item will not be met. However, the insurance
tear. In-built fixtures (known as landlord’s includes liability cover for the use of it by the will cover the cost of all other damage to the
fixtures and fittings) such as sanitary ware, Owner or anyone else who has permission to building or other furniture and equipment
kitchen units and fitted wardrobes as well as do so. in the communal areas, resulting from the
internal decorations within all dwellings are incident that led to the claim.
This cover can usually be obtained as an
also covered under the buildings insurance
extension to the Owners’ contents insurance All Owners must contact the Manager
maintained by the Owners’ Company.
but needs to be specifically requested. If the immediately if they believe they have an
l Contents Insurance for Owners Owners’ insurance company cannot provide individual claim on the insurance of the
Owners are responsible for obtaining their cover the Manager can advise on companies Owners’ Company.
own policy for contents insurance, which that specialise in this cover.
should cover all of their personal possessions Owners should make their own arrangements
Owners use the recharging facilities for their for contents insurance. If an Owner’s insurance
including furniture, carpets and curtains.
buggies and electric wheelchairs at their own company cannot provide cover, the Manager
(Summary definition – anything the Owner
risk. The Court insurance does not offer cover. can advise on companies that specialise in this
would take away with them if they sold the
dwelling). It is important to remember that cover.
Retirement Security Limited has been advised
some possessions of a valuable nature will that for the purposes of this statement,
need to be declared and specified separately buggies and electric wheelchairs are mobility
for the insurance company. equipment with a maximum speed of 8 mph
20 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 21Services
Service Arrangements
Maintenance and Repairs All repairs for which the Owners’ Company is l Court Design Services Meals
The Owners’ company is responsible (under the responsible should be reported to the Manager, Retirement Security Limited employs a Meals are not included in the Service Charge.
terms of the leases) for the maintenance, repair or in his/her absence, the Duty Manager. Urgent professional designer who is available to However, a substantial meal is available to be
and upkeep of all parts of the development repairs will be dealt with as such. Non-urgent provide advice and support to the Owners’ purchased every day, usually at lunchtime, in the
other than the internal parts of the individual repairs may be grouped in the interests of Company on all aspects of interior design dining room. Guests are always welcome and any
Owners’ dwellings. This responsibility extends economy. work in respect to the communal areas of the special dietary requirements will be catered for. A
not only to the structural parts (main walls, Court. Courts are free to employ their own meal will be taken to anyone who is unwell.
l Court Surveyor
roofs, foundations, timbers etc) of all buildings designer if they wish but the services of the
The Court Surveyor is employed by the Owners are asked to book meals at least twenty-
(including the Owners’ dwelling) but also to the Retirement Security designer will normally be
Owners’ Management Company for the four hours before they are required, but every
internal parts of all common and communal areas available at no charge.
provision of expert and impartial advice on effort will be made to accommodate late requests.
within those buildings and all external hard and
all aspects of land, property and construction In the event of a major refurbishment project Meals not cancelled twenty-four hours in advance
soft landscaped areas. All the Owners share these
matters. The Court Surveyor can provide Retirement Security Limited may advise that have to be paid for. Morning coffee, afternoon
costs through the Service Charge.
a range of services including design, additional professional support is required tea and evening drinks are served in the lounge
Owners are responsible for the maintenance and specification and supervision through to but any such appointment would only be on request to the Duty Manager. Sandwiches and
repair of the internal parts of their own dwelling delivery of maintenance works. made in consultation with the Owners’ light snacks are available by booking with the
and the fixtures and fittings situated within it. company. office. Efforts will be made to accommodate such
The role of the Court Surveyor is to assist in
requests at all times.
Owners are also responsible for ensuring the property management and maintenance l Section 20 Consultation
that their own dwelling is maintained in good obligations of the Owners’ Management Owners will from time to time be consulted Meters
decorative order and that it is decorated at least Company including a detailed review every under the provisions of Section 20 of the The electricity meters are situated outside each
once every five years in accordance with the lease. five years of the life cycle costs likely to Landlord and Tenant Act 1985 (as amended) dwelling. The gas meter is in a cupboard under
be incurred on maintenance and repairs (the 1985 Act’). This provides that the Owners’ the sink in the kitchen of each dwelling. One
Under the terms of the lease, responsibility for
throughout the life of the Court. This exercise Management Company must consult Owners communal water meter is located outside.
day-to-day maintenance, repair and (where
informs the annual sum to be set aside (leaseholders at the Court) who are required
necessary) replacement of the glass in the
to build up the Court’s Fund For Future under the terms of their leases to contribute Morning Call
windows of individual Owners’ dwellings
Maintenance. This is reviewed annually by (by payment of service charges) to costs Any Owner who wishes to have a morning call
(including sealed double glazing units) rests with
the Court surveyor together with a review and incurred on qualifying works carried out to after 8.00am should inform the Duty Manager.
the individual Owners.
identification of works and on-going servicing fulfil the Owners’ Management Company’s
The following are the responsibility of the Owners’ and testing necessary to ensure the Court repair and maintenance obligations at the
Notice Board
company. remains in good repair. Court (e.g., works to the Common Parts), and
The notice board in the reception area is for
where the contribution of any one leaseholder
l
The redecoration and re-furnishing of the The Chairman of Retirement Security Limited, everyone’s use. It is used for displaying menus,
will exceed £250.
communal areas or a member of Retirement Security’s staff information on social events and notices
appointed by the Chairman is the freeholder’s ‘Qualifying works’ are defined by Section 20ZA regarding meetings, etc., but so that it can be kept
l
Maintenance contracts and equipment representative on all aspects of land, property of the 1985 Act as ‘works on a building or tidy and up-to-date, anyone wishing to display a
l
All items of building maintenance except and construction matters including health and any other premises’ - that is, works of repair, notice should consult the Duty Manager.
the window frames and glass in the Private safety and acts as a consultant to the Court maintenance or improvement.
dwellings. Surveyor. A member of Retirement Security’s
staff and the Court Surveyor will often work in
liaison on major projects and major reviews.
22 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 23Services
Service Arrangements
Pets Retirement Pension, this would only be adopted if The Service Charge includes: Smoking
The lease states that Owners may keep ‘domestic there was an affirmative vote at an Extraordinary l All items of building maintenance (except The smokefree law does not apply to individual
animals’, pets, providing they are not a nuisance. General Meeting of the Shareholders. page 22 - maintenance and repairs) properties, but in the event that an Owner
Owners and visitors must not take pets into the l The
smokes, a Health & Safety risk assessment will
Approximately two-thirds of the income from redecoration and re-furnishing of the
communal areas, and all dogs must be kept on a need to be undertaken and an agreement reached
the Service Charge goes to pay the salaries of communal areas
lead. Owners must take full responsibility for the with the Owner about how best to minimise the
the Manager, Duty Managers and Housekeeping l Maintenance contracts and equipment
care and exercise of their pets, and dogs and cats risk to staff coming into the property to carry out
Assistants, who are able to provide an extensive l Regular cleaning of external windows and the
must not foul the Court gardens or walkways. Any a service clean or other duties. Smoking is not
service to Owners. The Service Charge covers internal windows of the communal areas
fouling must be cleaned up. allowed in communal areas.
the cost of the weekly one and a half hours
housekeeping assistance provided to each Under the terms of the lease, Retirement Security
Post Box Limited has the responsibility for ensuring that Staff Cover
dwelling, as well as the equivalent of one hour
A post box is situated in the reception area and is the Service Charge is sufficient to meet the full The premises are never left unattended. There is
per dwelling to service the communal areas. The
emptied as a courtesy gesture at midday Monday- cost of the services. a Duty Manager on site and on call day and night.
costs of employing a Gardener, a Handyman, and
Friday. Between 9.00pm – 7.00am, it is expected that
all ancillary services such as external window The Service Charge is still payable under the terms the Duty Manager will only be called in case of
cleaning etc. are met by the Service Charge. of the lease if the property becomes vacant prior
Security emergency. Any non emergency call outs between
The Service Charge also covers comprehensive to sale. these hours will be charged to the individual
The main entrance doors are kept locked and
Owners have fobs to these, but visitors will need insurance of the buildings and Public and Quarterly accounts of the Owners’ company are Owner. The Court will cover the cost of any
to contact the Duty Manager for admission by Employers Liability, general routine maintenance presented to the Board of Directors of the Owners’ emergency call outs. Please see the local pages
pressing the button on the front door. All visitors, of the buildings, equipment and grounds, company and the annual accounts have to be for charges.
including Owners’ friends, relatives, carers, electricity, gas and water charges for the approved at the Annual General Meeting at which
tradesmen etc. are asked to sign the visitors’ book, communal areas and general office administration every shareholder has the right to be present and Telephone
both on arrival and departure. The Duty Manager expenses, including audit and accountancy fees. vote. There is a telephone connection point in the
will ensure that all doors and windows are locked The Service Charge does not include the internal lounge and main bedroom of each private
In addition Retirement Security Limited takes
at dusk each evening, but Owners are asked to decoration, maintenance and repair of the private dwelling, to enable Owners to have a private
no commission from companies with whom it
check that their own dwellings are secure every apartments, nor the Owners’ electricity, gas telephone installed at normal telephone company
organises contracts for the Courts. Furthermore no
time they go out. and water charges. All of these and other costs rates.
ground rent is charged.
Owners who detect anything suspicious should associated with living in your own home, such as
telephone, are the responsibility of the Owners. Management Fee Television
contact the Duty Manager by pulling the alarm
Each private dwelling has an aerial point in the
cord in their dwelling. Owners going away on The Service Charge also contributes a significant l In April 2003, Retirement Security Limited.
lounge, connected to a communal aerial. Owners
holiday, even for just an overnight stay, should let amount each year to a Fund for Future introduced a scheme to equalise the
are responsible for their own television licences.
the Duty Manager know. Maintenance, which covers the cost of all major management fee charged per dwelling across
Anyone over 75 years is entitled to a free television
maintenance work and periodic refurbishment of all the developments for which it acts as
licence.
Service Charge the communal areas. Managing Agent. However, the position of
The Service Charge is agreed by the Board of those who were already leaseholders at
See page 7 for rates. the Court was preserved and consequently
Directors prior to the beginning of each financial
year. If there were any reason to propose a greater the management fee element of the service
percentage increase in the Service Charge than charge paid by those Owners who purchased
the annual percentage increase in the State a dwelling before April 2003 is lower than for
Owners who purchased later.
24 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 25Services
Service Arrangements Fire Instructions
VAT Relief What kind of services can be relieved of VAT? A STAY PUT policy is in operation at the Court. The by hand to Owners and visitors, displayed on
VAT basis of this policy is that Owners should stay put notice boards and posted around the Court
i) The lease of specially adapted or
in their dwellings if they hear a fire alarm and where necessary.
A person who has a physical or mental designed motor vehicles or any vehicle
assuming that the cause of the alarm is not their All instructions and relevant procedural notes
impairment which has a substantial effect on their under the Motability scheme
dwelling. In the event of a fire, further instructions cover the following scenarios:
ability to carry out everyday tasks and a person ii) Installation of relieved goods will be given by Court Management on advice from
who has a chronic illness (e.g. Diabetes) or a l Owners in a private dwelling who are alerted
iii) Repair or maintenance of relieved goods the local Fire Service.
person who is terminally ill can claim VAT relief to a fire elsewhere in the building, or if the
on the following goods and services. Relief is not iv) The construction of ramps and the Should the local Fire Service decide that an
fire alarm activates.
automatically available to a person who is elderly widening of doorways or passages evacuation is necessary the evacuation will be
managed by them and they will guide and instruct l Owners who are within the building but not in
and/or frail. (including widening rooms)
as necessary. a private dwelling (I.e. communal areas), and
In the event of difficulty or advice about claiming v) Providing, extending or adapting a
Other instructions will be in place if an Owner the fire alarm activates or they discover a fire.
VAT relief, advice can be obtained from the bathroom, washroom or lavatory
hears the alarm and they are within the Court’s
Manager or the Services Manager. vi) The installation, repair and maintenance The same instructions would apply to all visitors
communal areas. These instructions will refer to
of lifts and staff.
What kind of goods can be relieved of VAT? a safe place and will require Owners, visitors and
vii) Emergency alarm systems to alert a staff not to use the lifts or stairs. All of the above are available on request to the
i) Specially designed footwear, clothing and
specified person (such as a warden) or a Court Manager. In addition to the above each
wigs Specific instructions and relevant procedural
control centre Court will have a Court Fire Policy and a set of
ii) Artificial limbs and joints notes are reviewed on a regular basis. Owners are
Court Fire Procedures.
How does the supplier know to charge a referred to information which is distributed by
iii) Wheelchairs and walking frames VAT free price? Court Management by the following means:
iv) Adjustable beds designed specifically for A written declaration of eligibility is usually
invalids required by suppliers in advance of making the
v) Commode chairs, stools and frames sale. Most suppliers of eligible goods will have the Compliments, Comments and Complaints Policy
designed for sitting over or rising from pre-printed declarations.
sanitary appliances
Window Cleaning The intention is that Owners should receive the The procedure, which is managed by Retirement
vi) Chair or stair lifts
Cleaning of the inside of the windows of the best possible service, and their compliments, Security Limited’s Director of Services at the
vii) Hoists or lifters designed for use by private dwellings can be arranged with the complaints, comments and suggestions are always address given below, is a requirement of law.
invalids Window Cleaner at a nominal cost. Other welcome.
A full copy of the complaints procedure is
viii) Specially adapted or designed motor arrangements are made to clean the inside of available from the Court or from the address
If an Owner or their relative is unhappy with
vehicles the windows in the communal areas and all of below.
something that has been done or failed to be
the outside windows. This cost is included in the
ix) Incontinence products done, this will be investigated and any reasonable
Service Charge. Director of Services
criticism will be addressed.
x) TENS machines Retirement Security Limited
xi) Low vision aids In most cases the problem or complaint can 18 Wood Street
(not spectacles or contact lenses) be resolved directly with the member of staff Stratford-Upon-Avon
providing the service. If the Owner is not satisfied CV37 6JF
the matter has been resolved, he or she can take
things further by using the Complaints Procedure.
26 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 27Can’t find what you’re looking for?
Contact reception at Saxon Court on:
01273 430761
Staffing
Within this section:
Managers 30
Manager 30
Duty Managers 30
Housekeeping Assistants 30
Additional Housekeeping Assistance 31
All Staff 31
Trading with Staff and Contractors 32
Gratuities to Staff 32
Documents 32
28 Saxon Court Owners’ Handbook www.retirementsecurity.co.uk 29Staffing
Managers
Manager Duty Managers Additional Housekeeping Assistance
The day-to-day management of the Court is the There are five Duty Managers but only one is If an Owner needs more help than is provided for
responsibility of the Manager who works 35 hours present at a time. The Duty Managers work closely in the basic Service Charge, this can be supplied
a week. A Services Manager from Retirement with the Manager to ensure the smooth running by arrangement with the Manager. This is subject
Security Limited supervises the Manager in of all aspects of the Court and are given individual to availability of staff and discussion with the
consultation with the Board of Directors. The responsibilities for specialist activities under the Manager. The costs are listed in the Local Pages.
Services Manager and the Manager make reports direction of the Manager.
Because the hours of the staff have to be
on performance and Court matters to the Board of
The Duty Managers are responsible for the day-to- extended; it is necessary to give four weeks notice
Directors.
day supervision of the Housekeeping Assistants, of cancellation and Owners requiring the service
The principal duties of the Manager are: Cooks, Gardener and Handyman. are asked to sign a written contract.
l Finance Where Owners require the help of Housekeeping
To ensure that the finances of the Owners’ Housekeeping Assistants Assistants on social outings, or as escorts (e.g.
company are in good order, in accordance with The Duty Manager in consultation with the Owners to hospital appointments), the hourly rate for
agreed decisions. establishes the exact duties of the Housekeeping additional help will be charged.
Assistants. Their responsibilities are:
l Staffing If there is any difficulty in paying for additional
l To undertake those domestic duties which
To supervise the staff of the Owners’ company housekeeping assistance, the Manager is usually
and contractors. To ensure that all of the the individual Owner requests for up to 1½ able to advise. In case of emergency, every effort
personnel documentation is in good order hours per week, as part of the basic service will be made to provide an immediate service.
and in conjunction with the Directors of the arrangement, to maintain the dwelling in good
company and Retirement Security Limited order. Service Cleans are not provided on
All Staff
to appoint staff in accordance with the Christmas Day, Boxing Day or New Years Day.
Members of staff are not allowed to undertake
authorised establishment. l To undertake additional housekeeping planned personal or clinical care.
l Maintenance assistance, as required by the Owners and
To ensure that the buildings and grounds are agreed with the Manager and Duty Managers.
maintained in good order. l Toensure the vacant dwellings for resale are
l Re-sales maintained in good order.
To assist in the re-sale of vacant dwellings.
The cost of this is met by Retirement Security In the event of any difficulty between an Owner
Limited and is in addition to the Manager’s and a Housekeeping Assistant reference should be
contracted hours and for which the Manager is made to the Duty Manager.
separately remunerated.
In addition, the basic Service Charge includes
l Welfare of Owners an allowance of 46 hours a week of domestic
To promote the welfare of Owners, making assistance, to be at the disposal of the Duty
whatever arrangements are required for Manager for services in the communal areas.
their social life and ensuring they receive the
benefits to which they are entitled.
30 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 31Staffing Trading With Staff and Contractors To protect Owners (and staff) from any danger of Owners are particularly asked to comply with this exploitation, all members of staff and contractors arrangement as it is for the protection of more employed by the Owners’ company are explicitly frail Owners. forbidden to trade direct with Owners. If, therefore, an Owner wishes to engage in a transaction with a member of staff or a contractor employed by the Owners’ company, the Manager, on behalf of the Owners’ company, will issue an Invoice to the Owner and the full proceeds, apart from any taxes, will be given to the member of staff, or contractor. Gratuities to Staff In order to protect the Owners against any The only exception is at Christmas when Owners suggestion that they are expected to give may contribute to a staff collection. It is advisable gratuities to individual members of staff and for the collection to be made by a group of to avoid misunderstandings, the Contract of Owners acting in their personal capacity in Employment of each member of staff expressly which case the full value of the collection will forbids them to accept personal presents from be distributed to the staff. Alternatively, if a the Owners, either in cash or in kind, including collection is made by anyone acting on behalf of legacies, or to engage in paid employment for the Management Company, then payments must an Owner except as an employee of the Owners’ be made via the Court payroll system in order to company. If any member of staff does accept ensure that national insurance and taxation are gratuities or gifts they will be dismissed properly accounted for. As it is embarrassing to have to refuse a gift, the Owners are asked not to offer individual gifts or money to members of staff. Documents Staff are not allowed to sign or witness any document or letters on behalf of or at the request of an Owner or relative of an Owner. 32 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 33
Can’t find what you’re looking for?
Contact reception at Saxon Court on:
01273 430761
Management
Within this section:
The Management Services Provided
By Retirement Security Limited 36
Lease Extension 36
Management Fee 36
Re-Sales 38
Transfer Premium 38
List of Courts 39
Location Map 39
34 Saxon Court Owners’ Handbook www.retirementsecurity.co.uk 35Management
The Management Services
Provided by Retirement Security Limited
Lease Extension l Responsible to the Board of Directors for all Arranging Insurance For The Owners Company
Retirement Security as Freeholder has offered disciplinary matters l No commission charged either for arranging
each of the Leaseholders an extension of 26 years the Policy or assistance in administering
on their Lease, at no cost except a fee of £300 Management Accounts claims.
plus VAT charged by the RSL Solicitors. While any l Liaison with the Court Accountant in the It
is not possible to attribute a separate cost to
Leaseholder has the legal right to extend his or provision of the quarterly management
her lease, this would ordinarily be at a cost of each item, because the pattern of work changes
accounts, the statutory accounts and any
several thousand pounds, which is effectively a constantly.
difficulties with the monthly payroll. This
gift from RSL. ensures that the payment to the Court The legal basis for the management fee is in the
Accountant is kept to a minimum. management agreement between the Owners’
Management Fee l Formulation of the Service Charge Budget, in Company and Retirement Security Ltd.
The work undertaken by Retirement Security Ltd in consultation with the Owners Company Board The only official indicator for the amount of
exchange for the management fee paid out of the of Directors. the management fee is the figure for Housing
Service Charge is as follows Associations, published by the Tenant Services
Welfare Benefits For Existing Owners Authority (TSA), now replaced by the Homes
Company Secretary Work l Monitoring the entitlement of existing Owners and Community Agency (HCA), which authorised
l All business of the Board of Directors to welfare benefits to both non-means tested a management charge inclusive of VAT, which
l Preparation of the Board Papers benefits such as Attendance Allowance and equates to £483 in 2016/17. However, Housing
l Preparation of the Minutes means tested benefits such as Pension Credit Associations also make other administrative and
l Implementation of Board decisions and Council Tax Benefit. management charges, whereas RSL make no
l In the case of Attendance Allowance, this
l Electionof the Directors and Returns to additional charges.
Companies House. means assistance with completing the
l Maintenance
application form and, if necessary assisting
of the Shareholders Register for
with an appeal. In the case of Pension Credit,
the Owners Company
this involves an annual application to the
Pension Service for over 150 leaseholders and
Owners Handbooks
assistance with appeals up to High Court level
l Preparation, in co-ordination with the Owners’
Companies, production and payment for the
Building Matters
Owners’ Handbooks.
l Liaison with Court Surveyor, particularly with
Staffing Matters regard to life-time costings and quinquennial
l In consultation with the Owners Company, and annual reviews. This ensures that the
the recruitment, supervision and training of Court Surveyor costs are kept to a minimum.
the Owners’ Company staff and all employee l Liaisonwith Court Surveyor in obtaining
documentation in accordance with the Estimates for remedial work and the
Employee Handbook and in liaison with supervision of that work.
Human Resources (HR) Consultants who
provide Insurance cover, at the expense of RSL
in respect of awards by Employment Tribunals
36 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 37Management
The Management Services List of Courts and Location Map
Provided by Retirement Security Limited
Re-Sales The services provided for the transfer premiums Ashby Court, Hinckley 01455 250 469 Greyfriars Court, Lewes 01273 472201
There are no restrictions on who dwellings are as follows: Blake Court, Winchmore Hill 020 8360 2622 Kennet Court, Wokingham 0118 977 1501
may be sold to although some local authorities Blundellsands Classic, near Liverpool 0151 932 9824 Margaret Court, Stratford-upon-Avon 01789 412900
Re-sales Boat Lane Court, Manchester 0161 945 7064 Marlborough Court, Eastbourne 01323 749924
impose an age threshold as part of their planning
system. However, Retirement Security Limited l Provision of advertising and re-sales material Bowling Green Court, Chester 01244 348757 Melton Court, Poole 01202 766556
as Freeholder has to consent to the assignment l Financial
Burcot Court, Sutton Coldfield 0121 323 4546 Minster Court, Lincoln 01522 521212
support for re-sales events
of the lease, although that consent may not be Bushmead Court, Luton 01582 481455 Oaktree Court, Milton Keynes 01908 608619
l Sales bonus for managers and duty managers
unreasonably withheld. If the Court Manager or Carrs Court, Wilmslow 01625 522988 Osborne Court, Port Sunlight, Wirral 0151 643 8602
the Services Manager believe a potential Owner l Furnishing a Show Flat where necessary Cathedral Green Court, Peterborough 01733 201400 Pinner Court, Harborne, Birmingham 0121 426 4554
would not be able to manage safely in very Deerhurst Court, Solihull 0121 709 0782 Plymouth Court, Redditch 01527 404446
l Provision of 7 free meals and additional
sheltered accommodation of this type then that Elizabeth Court, Salisbury 01722 336451 Priory Court, Liverpool 0151 481 0440
housekeeping assistance and handyman time Emmbrook Court, Reading 0118 975 3919 St. George’s Court, Sutton Coldfield 0121 352 0023
consent will be withheld.
for all new Owners Forum Court, Southport 01704 533882 Saxon Court, Hove 01273 430761
As Freeholder Retirement Security Limited
Fullerton Court, Richmond-on-Thames 020 8943 4844 Tannery Court, Abergele, Wales 01745 823182
requires that any dwelling shall be fully cleared Ground Rents
Gorselands Court, Liverpool 0151 726 1771 Tiddington Court, Stratford-upon-Avon 01789 204200
and left in pristine condition before re-sale, the l No Ground Rents
Manager is able to arrange assistance if required.
No Supervision Fees in Respect Of
l Freeholder
Ms Angela Atkinson - Manager
inspections
Transfer Premium 321 Kingsway, Hove, East Sussex BN3 4ND
A proportion of the gross proceeds of the sale l Freeholder approval for alterations Tel: 01273 430761
of the dwelling is payable to Retirement Security Transfer Premium are only charged when there is www.retirementsecurity.co.uk/saxon-court
Limited each time an Owner sells on or transfers a sale by a Leaseholder to a new Owner.
ownership of his/her dwelling. This is the Transfer
Premium. The calculation of the Transfer Premium No Transfer Premium Charged Hallyburton Rd
is based on when the transfer takes place as
When there is a legal change of Ownership within Portslade Train Station
Lower Beeding
follows: Portland
the family or an Owner moves from one Court to Rd A272
illas
A272
l Up to 1 year from purchase = 0% of the gross another.
as
ster V
las
d Vill
Wineham
Vil
proceeds of sale A24 Burgess Hill
Leice
Glebe
n
Portla
A23
l Between 1 year and 2 years from purchase = New C
Plumpton Green
hu Ashurst
Rd
rch R Hassocks
d B20
1% of the gross proceeds of sale 66
nards
Streat
Small Dole
e
Clayton
ya Av
l Between 2 year and 3 years from purchase =
Ave
St Leo
ny Rd
n Rd
A283 A23 Plumpton
Rd
2% of the gross proceeds of sale
St Ken
Derek
Roma
Britta
Saxon
Upper Beeding Falmer
King
swa Mar
l 3 years or more from purchase = 3% of the y ine
d
A259 Av A27
Wish R
Coombes
gross proceeds of sale A27
A27
Hove Brighton
Kin
gsw
l Maximum ay A
3% after the property has been 259
owned for over 3 years
Saxon Court Saxon Court
38 Saxon Court Owners’ Handbook Please call Retirement Security free on: 0800 389 9384 39You can also read
