Leaseholders

New Reserve Fund Scheme

Currently, Lewes Leaseholders pay a fixed, nominal amount for future works. However, this is not considered best practice. We will start reviewing the current arrangement next year (2024) and will consult Leaseholders about any new proposals in the coming months.

Service Charges

Advanced maintenance charges (the "interim charge") are invoiced at the 1st April and the 1st October every year.

At the end of the year (the "accounting period") the total expenditure incurred is apportioned to each flat in line with the rateable value, where any payments made against the advanced maintenance charges are deducted. At year end a final invoice is issued generating either a balancing charge or surplus.

The year-end accounts are usually produced in June of each year, but must be issued within 18 months of the first advanced maintenance charge. The actual costs of any major works completed are included within the year-end accounts.

Management and administration fees

The management fee is calculated using the following formula, applicable to service charges including major works:

• Flat rate of £45 per property per annum
• 15% of the actual service charge (additional to the flat rate)*
• Capped to a maximum of £150.00 per property/pa

Reserve funds

Contributions to the reserve funds are invoiced annually as part of the service charge to cover the cost of future anticipated repair works required to the block.

Payment terms

The lease requires service charges to be paid within 28 days from the date of billing. If you have problems paying any of your charges you should contact the council immediately. Any single invoice up to the value of £1,500 can be paid over 12 months*.

Not all leases are identical and some may have different payment terms. Please check your own lease for confirmation.

*Subject to conditions.

Payment methods

• Direct debit
• Standing order
• Cheque
• Telephone payment
• Payment card

Pay your leaseholder service charges

Buildings insurance

The building insurance policy details are as follows:

• Insurer: Aspen Insurance UK Limited, 30 Fenchurch Street, London, EC3M 3BD, Tel. 020 7184 8000; Website: www.aspen.com
• Policy number N0AJ8LK24A0T
• Policy period: 1 April 2024 - 31 March 2025. A copy of the policy may be accessed below
• Claim advice/notification telephone: 0800 358 0172
• Claim email address: aspen-insurance@uk.sedgwick.com
• Standard excess £300, subsidence excess £1,000
• You must notify leasehold@lewes-eastbourne.gov.uk if your leasehold property is going to be unoccupied for at least 30 consecutive days
• General buildings insurance policy queries may be directed to Matthew Britnell, Insurance Officer: matthew.britnell@lewes-eastbourne.gov.uk

The buildings insurance policy does not include cover for contents or some additional risks you might wish to insure if your property is let. The council advises all leaseholders to purchase a policy of contents insurance. This can be obtained from an insurer of your choice but you may wish to take advantage of the council's tenants' contents insurance scheme for which leaseholders are also eligible. With regret the council is unable to offer advice on contents insurance or any other insurances that may be relevant to your particular circumstances.

The current buildings insurance contract expires on 31 March 2027. In the autumn of 2026, the council will consider whether it will be in leaseholders' best collective interests to request a one or two-year extension with Aspen (which the latter may decline), or to approach the market for a new contract. If a market exercise is undertaken, the council will consult with leaseholders in the usual way.

Block repair and re-decoration programme

Repairs to your block are now carried out under the Block repair and re-decoration programme. This programme operates on a 7 year cycle.

Service improvement plans

Coming soon.

Property alterations

You must get written permission before you carry out any alterations to the property. A 'permission for alterations form' is available to download below. You should also check to see whether it will be necessary to obtain Planning or Building Control Approval. It will be your responsibility to check and prove that they are or are not necessary.

Sub-letting

Lewes District Council properties may be let. We require your forwarding address. Make sure your tenants keep to the terms of the lease, as you are responsible for their actions. You may forfeit your lease and could lose your property if the lease is breached by you or your tenants' actions.

The service charge is still the leaseholder's responsibility to pay. Invoices will be sent to your forwarding address.

Buildings Insurance

The building insurance policy details are as follows:

• Insurer: Aspen Insurance UK Limited, 30 Fenchurch Street, London, EC3M 3BD, Tel: 020 7184 8000; Website: www.aspen.com
• Policy number N0AH9GV23A0R
• Policy period: 1 April 2024 - 31 March 2025. A copy of the policy may be accessed below
• Claim advice/notification telephone: 0800 358 0172
• Claim email address: aspen-insurance@uk.sedgwick.com
• Standard excess £250, subsidence excess £1,000
• You must notify leasehold@lewes-eastbourne.gov.uk if your leasehold property is going to be unoccupied for at least 30 consecutive days
• General buildings insurance policy queries may be directed to Matthew Britnell, Insurance Officer: matthew.britnell@lewes-eastbourne.gov.uk

The buildings insurance policy does not include cover for contents or some additional risks you might wish to insure if your property is let. The council advises all leaseholders to purchase a policy of contents insurance. This can be obtained from an insurer of your choice but you may wish to take advantage of the council's tenants' contents insurance scheme for which leaseholders are also eligible. With regret the council is unable to offer advice on contents insurance or any other insurances that may be relevant to your particular circumstances.

The current buildings insurance contract expires on 31 March 2026. In the autumn of 2025, the council will consider whether it will be in leaseholders' best collective interests to request a one or two-year extension with Aspen (which the latter may decline), or to approach the market for a new contract. If a market exercise is undertaken, the council will consult with leaseholders in the usual way.

Service charges

Estimates of service charges are invoiced on the 1st April of every year. The estimate is based on the average cost of the last five years' actual charges, where available, allowing for inflation. This is then adjusted for any expected or known reductions or increases in costs. If major works are planned the estimated cost will also be included within the service charges as per the lease.

A second invoice will be produced on the 1st October, which will reconcile the actual costs against the estimated service charge for the previous financial year. The invoice will either produce a surplus or balancing charge.

Management fees

The management fee is currently calculated as a percentage of the service charge (less insurance and ground rent). For the general service charge the rate is 15%, which is reduced to 5% for major works.

The management fee is being reviewed as part of the leasehold management service improvement plan for 2016-18. Please see the relevant section below for further information.

Payment terms

Typically the leases for general needs blocks require the service charges to be paid in advance in equal half yearly instalments. 50% should be paid on account at the 1st April and the remaining 50% at the 1st October, plus any balance from the reconciliation for the last financial year. 

Sheltered blocks (such as Riverbourne House) are required to pay all service charges, including estimates, in advance monthly.

Not all leases are identical and some may have different payment terms. Please check your own lease for confirmation.

Payment methods

• Direct Debit
• Standing order
• Cheque
• Telephone payment

Pay your leaseholder service charges

We ask you to pay your service charges within 28 days of your invoice unless you have made a prior arrangement with us. If you have problems paying any of your charges you should contact the council immediately.

Miscellaneous charges

A tariff of miscellaneous charges can be seen below within the 'Leaseholder fee schedule' document.

Block repair and re-decoration programme

Repairs to your block are now carried out under the Block repair and re-decoration programme. This programme operates on a 7 year cycle.

Where the council proposes to carry out major works to your block the 'Resident Information Procedure' will be followed and can be seen below for your information. Further details will be provided on this procedure, and the plans included, at the time any works are proposed.

Leasehold consultative group

In 2018, Leaseholders decided to engage with the Council via a fully independent group. 

The new group called "Eastbourne Leaseholders Association" was set up in 2019 but does not currently have legal representation status. However, members of the group engage with the Council regularly, working through the Leasehold Service Improvement Plan through a series of planned meetings.

Property alterations

You must get written permission before you carry out any alterations to the property. A 'permission for alterations form' is available to download below. You should also check to see whether it will be necessary to obtain Planning or Building Control Approval. It will be your responsibility to check and prove that they are or are not necessary.

Sub-letting

If you are looking to sub-let your property your lease requires that you register this with the landlord.

Please download a copy of the 'sub-letting request form' below. 

You can find further information about being a leaseholder of Eastbourne Borough Council by downloading the Leaseholder's Handbook below.