FAQs - Newton Property

Homeowner FAQs

No. The cost we are billed for is the cost we pass on to the owners, itemised and displayed on your quarterly statement.

The float allows us to pay contractors etc. in a timely fashion, without having to continually request funds from owners. Since we only invoice quarterly or six-monthly, the float allows the development to settle its invoices more regularly.

As part of the Property Factors (Scotland) Act 2011, we’re required by law to protect the interests of all owners by adhering to a strict Debt Recovery Policy – you can request copies at any time. In many Deeds of Conditions, there is a facility to pass on unpaid debts to the other owners once all legal avenues have been explored.

We are usually appointed by the Property Developer who completed your development, or by a properly constituted Owners Meeting. The Deed of Conditions will provide guidance on this subject. In circumstances where the Deeds don’t cover this, the Tenements (Scotland) Act 2004 may apply and requires a ‘scheme decision’ to be made.

As part of our appointment, a level of Delegated Authority is passed to Newton to allow us to perform our role. Guidance and feedback from owners are always welcome.

Individual liabilities will be as per the Deeds, Tenements (Scotland) Act 2004 or similar. You can request a copy of the applicable document from your local Newton office.

Yes. All contractor invoices are available to view on our online customer portal.

In the unlikely event that you are dissatisfied, Newton, in keeping with the Property Factors (Scotland) Act 2011, has a clearly defined complaints procedure which is detailed in our Written Statement of Services.

Yes. We recognise that our efficiency as a Factor is often judged solely on the performance of contracts.

In conjunction with the Deed of Conditions for your property, our Written Statement of Services forms the basis of our contract with your development. A copy of our Written Statement is available here.

Newton does not operate on a fixed term contract and the arrangement continues until either party gives notice, subject to the requirements of the Deed of Conditions (which may include a fixed term for the Initial Manager) and relevant legislation.

Yes. The Deed of Conditions/Tenements (Scotland) Act 2004 are designed to make communal decisions easier to achieve and all owners are required to contribute towards the management of the common areas.

Developer FAQs

Property development doesn’t stand still, and neither should property management. We take a fresh, modern approach that means homebuilders get the best of both worlds – innovation mixed with experience.

Combine that with our customer focus and you’ve got management that works for developers and homeowners alike.

Newton is on hand to help with a wide range or services, from consulting on Deeds to taking responsibility for new residents. In brief, we take care of: cleaning, grounds maintenance, concierge and security services, life system servicing, general repairs and maintenance, and provision of 24-hr emergency contractors. We also offer hands-on support when it comes to insurance policies and claims.

We take responsibility for the residents as fast as possible, freeing up developers to do what they do best – home development!

We send a welcome pack to new owners highlighting the areas already in our care. This is updated with each new completed phase until final handover.

We also send out development notes when an update is required, or if works were carried out in the previous quarter.

We care about the planet as much as we care about our clients, so we encourage everyone to sign up for e-billing and help us reduce paper waste. If this is not possible, we still offer post correspondence for anyone who require it.

We do everything we can to make handover as smooth as possible.

That involves arranging a handover visit with the developer and taking on the development whatever phase it’s in. Outstanding snagging isn’t a problem: we adopt the areas with an agreement on the final snagging to be completed.

To make sure everything goes smoothly our property managers follow an established handover checklist, ensuring all documentation and services are in place prior to handover.

By adopting the common areas promptly, we remove the burden from the developer.

Contractor and Supplier FAQs

As our property managers are often office-based access is typically arranged through keys held at one of our offices. Please try to give us plenty of notice when collecting keys and it’s best to call ahead as our keys may be currently signed out by another contractor. If you are accessing someone’s private property or home please ensure you make arrangements in advance with the contact person detailed on your work order.

Every work order we send to our contractors detail our terms and conditions.

Although we can see the benefits and cost savings to owners by carrying out works there and then on site, each contractor should be aware that we are contracted by owners per our Written Statement of Services. This advises we will consult with owners in advance and source other quotations when works are over £75 inc. VAT per owner, unless the works are deemed an emergency. Obviously, this could mean quite a low value in a very small block but a higher value in a larger block. We ask you to liaise with the property manager of the development if you are unsure whether or not you should quote for work rather that complete on site and invoice.

The contractor will complete a contractor registration form and send this back to compliance with a copy of their public liability insurance certificate. The expiry dates of the PL Insurances are monitored weekly by our compliance team, and we send out reminders each week to update if necessary. If there is a requirement for a contractor to be height tested, we will send their details to a third-party to carry out a further vetting process. If the contractor is deemed competent to work from height, we will receive a competency letter from a third-party which we will circulate. The Property Manager will complete a PM vetted form if owners request a specific local contractor or a referral for a specific contractor due to their area of expertise.

In recognition of the hard work contractors do on the owners’ behalf we do our best to ensure they are paid promptly. Whilst a lot of companies will operate 30-day payment terms, we have created two payment runs per month, currently on the 9th and 23rd.