Gordon Whelan, Managing Director at Haines Watts Service Charge advises how much of the budget should be set aside for Major Works.
A director of a Residents Management Company (RMC) recently asked us the following question,
“We are considering what would be the approximate percentage that should be allocated to reserves within the annual budget. I have three sets of comparative accounts – all out of date – and a range of between 5% – 9% is evident. Our managing agents are charging 5% (last year and current).
Could you gave me an opinion on this matter? What % are you other clients setting aside? Can you benchmark us against your other clients?”
Our response was as follows,
“A % of budget allocation basis for allocating contributions to reserves may be considered a reasonable way to arrive at annual reserve contributions. However, it might be better to arrive at reserve contributions on a more rational basis. From a review of your lease most of the material expenditure items that a reserve fund might be used for in the future would be covered by a well thought out planned maintenance programme. If this exercise is carried out by a Chartered Surveyor then their professional opinion will add credibility to support the amount requested for reserve fund contributions.
You also need to be mindful of the case of Syed Balakhi v Southern Land Securities [2016] UKUT 0239 (LC). The outcome of this case was broadly, that the burden of proof on determining the reasonableness of reserve fund contributions rests with the Landlord or the RMC directors. A % contribution based on budgeted service charge expenditure may turn out to be an unreasonable basis to use if the cost of the major works in the future turns out to be significantly less than the amount collected.
Our suggestion is to go back to the Managing Agent and ask them to carry out a Planned Maintenance Programme and then to let you know the following,
- A description of the future works to be carried out
- A timetable for the works
- The estimated costs
- if a section 20 consultation will be carried out
With regards to the comparison of reserve contributions across different properties I am not sure if this type of benchmarking will be useful. The circumstances for each property is likely to be very different and the reserve requirements will depend a number of different factors specific to each property.”
Major works and the size of reserve contributions to meet those works are often difficult issues that require judgement for directors of RMCs. It is helpful for directors to be able to turn to competent and experienced professionals to assist them with these matters. At Haines Watts we are always happy to have an initial discussion with directors to see if we can help in any way.
Gordon Whelan is Managing Director of Haines Watts Service Charge.
The Haines Watts Service Charge Team has worked with Managing Agents, Surveyors, Landlords and Residents.
