Shepton Mallet (Phase 7) Management Company Limited

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Managing the budget

 

The resident Directors are committed to getting 'best value' for the money you spend on maintaining the common areas.

This does not necessarily mean accepting the lowest quote, because that may also bring an unacceptable standard of service.  However, we have taken steps to obtain competitive quotes from similar contractors with which to compare the costs of each item of expenditure.  Where those quotes indicate the need for change, we have explored those changes.

Best value also means obtaining a high standard of service from agents and contractors.  We do not believe we have obtained sufficiently high standards of service from FirstPort in the following areas:

1.  Appointing local contractors.

Where we have obtained excellent quotes from local contractors for grass cutting, FirstPort have put obstacles in the way of the appointment.  Chief amongst these is a requirement for every contractor to hold a 'Safe Contractor' accreditation.  Whilst this is sensible for a major contractor, it places almost impossible barriers in terms of cost and time on small, local contractors who hold public liability insurance and have demonstrated a safe attitude to the work.  We have had several small local contractors refused by FirstPort for this reason.  One example is the refusal to pay a local handiman to repair a small part of a dry stone wall because they did not hold accreditation in the use of concrete, which is deemed a poison.  Another is to refuse to employ, for the same reason, a grass cutter who cuts grass on other parts of the estate for other management groups, and holds public liability insurance.  We accept that the appointment of FirstPort means the acceptance of their standards and rules, but we believe on some occasions that these rules obstruct sensible, local, and cost-effective management.

2.  Managing Insurance Claims
We are responsible for repairng the dry stone wall when it is damaged, as it was during the autumn of 2023. FirstPort at first insisted on a full structural survey of the wall costing many thousands of pounds before placing a claim to insurers. We pointed out that if our insurance company required a survey, they themselves would normally both organise it and include it in the claim.  FirstPort then refused to handle the insurance claim.  They said:

"The wall damage will not be covered by insurance.  The wall has been altered (cemented by yourselves).  This alteration could contravene the integrity of the wall, which may require the wall to be reinstated as it was originally intended. Potentially if it has been listed by Natural England – there will be significant, as yet unknown costs, which will be borne by the residents."

FirstPort were referring to the top layer of cement along all the dry stone walls.  When we pointed out that these had been constructed this way by the developer, and moreover, that it was a local feature of many stone walls, and that Directors had no role in the construction of the walls in this way, let alone in cementing many hundreds of yards of wall, they replied:

"Thank you for your written confirmation that you, as Directors, have relieved FirstPort of any duty of care for the health and safety of any person or property relating to your collective Directorial decision that a survey is not required to be carried out, on the damaged dry stone wall. 

Consequently, we have arranged repairs at around £600.00,  and with an insurance excess of £500.00 have asked FirstPort not to bother with an insurance claim as it would unreasonably increase insurance premiums,  but to pay our contractor direct from reserves. The issue is ongoing, with FirstPort claiming the have 'no mechanism' to make the payment.  We still await the repair of the wall.

3.  Managing House Purchases and Sales in good time.

On regular occasions, requests to FirstPort's Property Division to provide clearance for a purchase or sale of a house has been unresolved for months.  This has resulted in one resident becoming homeless, and another almost losing their mortgage offer.

For these and other reasons, the Directors are not satisfied with the level of service provided by FirstPort, and are actively exploring alternatives that will provide better service at lower cost.

 

Q&A Meeting

You are invited to an informal ‘Question and Answer’ meeting at 7.30 pm on Tuesday 19th March at The Highwayman Inn, Cannards Grave Road, BA4 4LY.

 
The purpose of this meeting is:
 
1.     To answer any questions about the purpose, process, and reason for our membership of Shepton Mallet (Phase 7) Management Company, how finances are managed, and the current role of FirstPort as the company’s managing agent.


 
2.     To update you on a proposed move away from FirstPort.   We are unhappy with both the high level of costs and the poor service that we receive from FirstPort.  We will outline a proposed move to a more local arrangement that should provide better service and be considerably more cost effective.


 
3.     To discuss an option for more effective communication with members using an email group and our current website, SM7RA.com


 
If you are planning to attend, PLEASE would you RSVP to membership@sm7ra.com by Friday 15th March with the number of people attending so that we know how many people to expect. There will be no votes taken at this meeting, which is purely for discussion and information, and whilst membership of the company is only open to owners of properties in Phase 7 of Tadley Acres (see map on the website sm7ra.com), we welcome all residents, whether tenants or owners, to this meeting.