FAQ's

A: Not all properties have managing agents but most do. Maintaining the common areas, the fabric of the building and the grounds are important elements in ensuring the value of your property is maintained. Poorly managed sites deteriorate quickly and become less attractive to purchasers and the costs associated with good management are often less than it would cost to manage say a house with the same services, particularly where your agent has considerable purchasing power.
The Manager is responsible for ensuring that many essential things happen at your development and these are principally as follows:

(i) To make sure the building remains properly insured, at the right level and with appropriate cover. This might include engineering insurance for lifts and other plant, Directors and Officer Liability for Directors of a Residents’ Management Company and of course traditional buildings insurance that will include terrorism cover together with common area only contents cover.

(ii) To provide basic services on site including cleaning, grounds maintenance, window cleaning, lift maintenance, entry system maintenance etc. In fact just about any service that your development requires we arrange. This includes anything from water testing to pigeon control, it just depends on your development’s needs and the services set down and agreed with the board of directors.

(iii) Health and safety is a major part of our work to protect you and the people that work on your development. Typically on a larger development we might arrange an annual Health & Safety assessment, periodic water testing, dry riser tests, fire alarm testing, lightning conductor testing, emergency lighting tests, ‘mansafe’ or cradle testing, lift testing as well as electrical and gas testing. In addition we will ensure that everyone who works on your development is properly qualified and insured.

(iv) All of the above is backed up by an inspection regime that not only provides a visual overview but will seek to maintain and indeed enhance the value of your property going forward by ensuring that contracts on site are all being undertaken in accordance with agreed standards.

Q2: Why is my service charge so high when I have a friend who pays half the amount?

A: You cannot compare apples with oranges and there are probably good reasons for the two charges being very different. Here are some typical reasons:-

(i) You may have a more comprehensive set of services funded through your service charge (e.g. site manager, all windows cleaned, lifts, car parking, entry systems etc.).

(ii) Does your friend’s service charge include sinking funds as ours usually does? If not their charge is likely to fluctuate dramatically from year to year as large expenditure falls due.

(iii) How many apartments are in your friend’s block? Small bocks with high maintenance costs are often disproportionately expensive because the cost cannot be spread across a large number, for example a lift provided for only 3 people is expensive compared to the same facility provided for 20.

(iv) Do you have extensive gardens or is your block an older building? If so your service charge could be adversely affected.

(v) What size is your apartment? Service charge is often calculated by reference to the floor area of your apartment. If you own a two bed apartment and your friend owns a studio apartment then this can make a large difference.

Q3: When will ODPM visit my development?

A: Generally our contract will set the minimum number of visits per annum. For most developments this will be between 8 and 12 times during the year, plus specific visits (usually 3) to meet residents’ representatives. Of course in reality issues do arise and need to be dealt with which means that we will visit much more than this, particularly in the early days of a development or where there is a specific matter to resolve.

Q4: What is my lease for and is it important?

A: Your lease is very important document and you should read it carefully and consult your solicitor about it if necessary. Your apartment/property is a big investment and the lease terms will fundamentally affect the way in which your property is managed and maintained in the future. It pays to understand why the charges that arise out of the lease terms can help you to maintain and enhance the value of your property in the coming years. The lease will set out both your obligations and indeed the obligations of the Management Company.
This document tells you exactly what you are paying for and when to pay it. Additionally, it will outline rules about what you can and cannot do when on the premises. If you are unclear about the obligations, we strongly advise you to ask your solicitor to run through the lease with you.

Q5: Why has the service charge gone up?

A: When setting a service charge we review historic costs, future trends and our knowledge of the particular development. As a starting point, we are likely to add an inflationary uplift but there may be some areas where we anticipate savings or where a service is no longer required. However, whilst we seek to provide an excellent service at a fair price, many of the costs are dictated by external forces such as new regulations and legislation, cost pressures from suppliers and the requirements of the development owners/directors.
In each case we will provide a detailed budget annually and this will be circulated with a full explanatory document so that you will know exactly what your service charge is used for.

Q6: Invoices and statements are not in my name?

A: This is probably because you are a new owner and the change of ownership has not been advised to us as the managing agents. You should immediately contact your solicitor and our office so that we can arrange to rectify this as quickly as possible. However, we are bound by the terms of your lease and can only amend our records upon receipt of the correct documentation.

Q7: In what ways is ODPM accountable?

A: The Managing Agent, is under contract to the Management Company, and is accountable to its board of directors. In the early years of a development we recommend the formation of a residents committee and during this time we liaise and are accountable to both parties.
The Directors of the Management Company, subject to the Covenants contained in the Lease, may decide what powers - especially financial powers over the Members’ Funds, are to be delegated to the Agent via the Management Contract. We normally have signing authority for all approved budget headings and we normally undertake consultation if any exceptional expenditure arises above the budget or where we where we enter a contract for a period in excess of one year.

The Management Company’s book of accounts, together with all Invoices relating to the estate must be open to inspection by Members, if required, and in accordance with statutory requirements.

It is recommended that the Directors have quarter-annual meetings with the property manager to discuss management issues and the minutes of those meeting can be made available to Members upon request.

ODPM are a corporate member firm of the Irish Property and Facilities Management Association (IPFMA) and abide by their code of conduct and practice. We are also members of the Irish Auctioneers and Valuers Association (IAVI) and similarly abide by its code of conduct. ODPM also carry full professional indemnity insurance through our brokers Willis (previously Coyle-Hamilton).

ODPM recognise that management is about partnership with our clients and will work hard to foster strong working relationships and to provide as much advice and information as possible to all parties.

Q8: How can I pay my service charge?

A: You can pay by cheque (by post) or via our direct debit service.
A primary responsibility we have as managing agents is to collect and ensure as best we can that service charge payments are made in accordance with your lease terms.
Unless service charges are paid by all owners difficulties will arise with the management companies’ cash flow and consequently with services to the complex so it is essential that owners pay promptly each year.

We will shortly be introducing service charge payments via our online payment facility – this will just require you to just click on the ´Make A Payment´ section of the website and then the guide will guide you through the secure payment process.

Please remember, whenever making a payment (utilising any of the methods available), to quote your property reference. This is an alpha numeric reference of 6 characters or more, and can be found on a variety of different ODPM correspondence (eg. Payment requests).

A: Residential property management is a highly specialised area. However the quality of service providers is very varied as this service sector is not regulated or licenses so there is real governance or control. It is therefore important to use a managing agent who is a member of the IPFMA or the IAVI as both bodies have codes of practice.
A raft of legislation is currently proposed by the Law Reform Commission and regulation of the managing agents is pending the enactment of legislative authority to the new National Property Services Regulatory authority.
When these steps are taken leaseholders will we expect enjoy considerable more powers to ensure that the service they get is both ‘reasonable’ and in accordance with statute.
You can find out more by going to our links page and looking at the various linked websites. There you will find a number of interesting downloads and articles as well as how to ensure that you are getting adequate service and details of your rights and responsibilities.

Q10: What do I do if I want to complain?

A: In the first instance it is best to speak to the Property Manager for your property. Call or email and we will endeavour to resolve any problem as quickly as possible.
If you are not satisfied with your response then we suggest that you write to us detailing the nature of your complaint. We will endeavour where possible to respond in detail within 10 working days. All complaints are logged and reviewed by the Senior Manager in charge and if necessary we will arrange to meet with you in person to find a resolution.
We are, of course, also happy to receive your compliments and any comments about how we can improve the services we offer you.

Q11: What experience and qualification do you at ODPM have to undertake this work?

A: ODPM believes that their experience in property management matters is without equal.
Amongst our Directors and our senior management team we have Property Surveyors, members of the Irish Property and Facility Management Association, (IPFMA) Members of the Institute of Auctioneers and Valuers (IAVI) and a number of accountancy qualifications.
Most importantly our Property manager’s qualifications range from Estate Management, Surveying, Engineering and facilities management.
We have an In-house Training Manager and all our staff undertakes relevant and regular training and we annually sponsor approximately 10 individuals successfully through property and accountancy examinations.
Our ongoing commitment to training is essential in a business dominated by pending statute and regulation not least that pertaining to health and safety matters. In addition we operate in an area of business requiring a wide range of skills that need constant updating. We pride ourselves on providing the right environment to ensure that staff remains committed and motivated to deliver the best, safest, most responsive property management operation available.

Q12: I am selling my property do I have to continue to pay your demands for service charges?

A: Yes. You remain responsible for service charge up to completion of the sale and you should continue to pay in accordance with your lease terms. If you overpay as a result of early completion or completion half way through a financial period then your solicitor can arrange for a balancing apportionment to be made to you at completion.

A: Many developments have a high proportion of rented property and owners who live on site often have differing aspirations to those of short term tenants. ODPM recognise this and will take action to ensure that non resident landlords include the house rules as legal covenants within their letting agreements and thereby insist that their tenants uphold the lease covenants and behave in a way condusive to living in a modern apartment complex.
There is no doubt that this is assisted where there is an effective Resident Committee that works in partnership with us to enforce the development rules.

Q14: I have some financial difficulties and have been unable to pay my service charge. What can I do to ensure the matter does not escalate?

A: Tell us as soon as you are aware that there is likely to be a problem. This may avoid an unnecessary escalation of our debt collection procedures and depending on the time of the year there may be ways in which we can delay the account being passed for debt collection whilst you make arrangements for the payment. Doing nothing inevitably results in further costs that are normally recoverable from you directly.

Q15: How do I get a new Fob?

A: Call our office or go to the fob ordering section of this site and complete the details. Subject to receiving your details and the appropriate payment we will dispatch a pre-programmed fob to you directly.

Q16: Is there a summary of ODPM’s contractual terms?

A: Yes. ODPM normally have a contract with the initial developer and / or the Management Company. All parties to the agreement hold a copy of this contract.

Q17: What are my responsibilities as a Residents’ Management Company Director?

A: Your responsibilities as a Director of the Management Company are the same as for any Company Director. Consequently you have statutory and fiduciary duties that must not be taken on lightly. In simple terms however you will be responsible for ensuring that the development is managed properly and cost effectively. To this end you will need to work with your fellow Directors to agree a budget with the managing agent and to ensure that your members then contribute their service charges on time and in full. You will need to hold meetings in accordance with statute and ensure that you consult with your members/shareholders regularly. ODPM can assist with the handover of the management company to the resident directors and advise on their responsibilities in detail. We can also assist with the provision of Directors and Officers Liability Insurance, secretarial services and standard documentation.

Q18: How do I advise ODPM of a repair or fault identified where I live?

A: You are able to advise ODPM of any repairs or faults in respect of the ´Communal´ areas in a number of ways.

Firstly, by calling our Help Desk or your Property Manager, the telephone number is 01 6603822 or email us on enquiries@odpm.ie. All calls and communications are logged into our system and monitored and managed until attended to and then closed.

We are currently developing our ON Line Facility and in due course alternatively, you will be able to report this via our online facility - just click onto the ´report a fault´ section of the website & this will guide you through the process. Please note, you will need to enter your property reference when using this facility, this can be found on a variety of ODPM correspondence eg. Statements etc. (This property reference is an alpha numeric code of 6 characters or more)

Finally, if you are experiencing an emergency and need assistance outside working hours, please ring our 24 hour service number telephone 086 2561184.

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