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Estimated Budget 2026

Introduction

The below estimated budget has been prepared for Penlan Holiday Park service charge account by the management company.

Following the Service Charge Account review carried out by TC Group and the detailed expenditure/summary of costs carried out the final deficit for the 2024 Service charge account was £194,363.

Upon review of the expenditure, it was clear an increase in service charge costs is required. Whilst the requirement of proposed planned maintenance is lessening due to the work completed over the last two years reactive maintenance is always a concern. It is vital that the daily operating costs are covered, which we do our best to monitor closely.

This is an estimate budget and is subject to change.

Please also note that the proposed figures have been proportionated appropriately for the relevant service charge account compared to the overall budget for the entire park.

Explanatory Notes

1. Management & Admin Fee

To provide management of Service charge account including, repairs & maintenance of communal areas, routine inspections, lease queries, enforcing lease terms, dealing with assignments, advice on insurance, collection of service charge payments, budgeting, forecasting, health & safety & supporting the site staff etc.

Unfortunately, a small number of individual leaseholders are still burning the time allocated by the management company with tedious and irrelevant comments/questions where time is better spent elsewhere. It is important to check your lease before coming to us.

2.Accountancy Fee

The accountancy fee includes issuing invoices, paying invoices, providing annual summaries of expenditure, VAT advice, bookkeeping etc. This also includes the accountancy estimate provided by TC Group for the annual service charge accounts which will be produced in March.

3. Staffing Costs

The wages cover Park operations 7 days a week, ground maintenance and care, facility management and general cleaning. As per many of the leases, permanent site employees are required to attend to general maintenance, tidiness and cleanliness of the Holiday Park including all communal parts, grounds and facilities. Additionally, for the purpose of maintenance, site security and daily park operations such as pool cleaning, bar operations etc. Including public holidays.

The level of out of hours calls relating to holiday bookings is getting out of control. This is a reminder that the management company nor the staff for Penlan Holiday Park offer this service. Call out fees will now be introduced, details to follow before the start of the season.

4.Maintenance of Equipment and renewals

5.Maintenance equipment hire (INC Company Vehicle)

Points 4 & 5 – As per the lease requirement to “provide (by purchase or hire) maintain and service all powered, unpowered equipment and implements including hand tools used for the maintenance and operation of the Holiday Park and Communal Parts”.

6.Fuel

Estimated cost (based on previous expenditure) of fuel for powered equipment, tools, machinery, vehicles etc

7.PPE and Training

To provide site staff with correct and relevant PPE and Health and Safety training requirements to ensure safe and effective management and compliance with Health and Safety legislation.

8.Sewerage plant service contract & emptying

General Maintenance and supervision of correct operation in line with Health and Safety guidance along with servicing & periodic emptying when required.

9.Electrical Testing Maintenance

To provide PAT testing & Electrical safety maintenance on electrical items within the facilities and communal part to ensure compliance.

10.Laundry lease equipment

To ensure the laundrette facilities are maintained and available.

11.Tree felling / pruning at height

Required to remove any diseased/damaged or dangerous trees and eliminate any hazards relating to falling branches, obstructions or contact with energized power lines.

12.Miscellaneous Repairs & Materials

To cover repairs, labour and materials on damaged, defective, or worn facilities, access ways, or communal parts as and when they arise.

13. Service Media Maintenance (Pipes, Meters & Cabling)

To provide maintenance for the Service media serving the cabins including water pipes, electricity cabling, meters, sewerage etc.

14. Telephone & Internet

To provide site telephone and internet for the office, bar & pool area.

15. Waste (Skip & Bins)

Excess waste not collected by Carmarthenshire County Council. Including contaminated waste, waste derived from repairs and maintenance.

Proposed Planned Maintenance

There is no proposed planned maintenance for the forthcoming service charge year, outside of the items listed above. However, unplanned reactive maintenance is always a concern.

Kind Regards,

Josh Ballard-Williams

Penlan Tavern & Swimming Pool Opening Times 

As the holidays have now ended, Penlan Tavern will be returning to Friday and Saturday nights only.

However, for this weekend (5th & 6th of September) there will be a slight change. It will be back to normal the following weekend.

Bar Opening Times

Friday 5th - 17:00 - 22:00 Close

Saturday 6th - CLOSED

The pool will also be closed early from 4:30 on Saturday, 6th September. Re-open as usual on Sunday

Service Charge Account Review 2025

For period 8^th March 2024 – 31^st January 2025

Hello all,

Please see the service charge accounts for the period to 31st January 2025 attached to this post, which includes a detailed income and expenditure account for the period and a balance sheet as at 31st January 2025.

Firstly, I apologise for the delay in providing this information. As mentioned in my January update, we planned to finalise the service charge accounts in March. However, six tenants decided to ‘jump the gun’ and formally requested a written summary of relevant costs incurred under Section 21 of the Landlord and Tenant Act 1985. Which, of course, you are entitled to; however, the disappointment comes from the fact that they hadn’t even waited to receive the final figures, which I had promised would be available in March. The figures we produced internally in March were identical to those provided by the accountants. The Service Charge accountants expressed how unusual this was and that it created unnecessary pressure and costs. This exercise alone has cost nearly £13,500, which will be deducted from the Service Charge account. It is another prime example of ‘burning the managing agents’ time’. Better use of these funds could be directed towards maintaining the park or potentially reducing service charge costs and lowering your individual invoices. For context, the Landlord and Tenant Act 1985 provides the legal framework for service charges, and it details the rights and obligations of both tenants and landlords.

As expected, and detailed in our 2024 budget, this was going to be a costly year aimed at improving health and safety on the park, reopening closed facilities, and undertaking repairs. Although we were unable to complete all planned maintenance due to time constraints, we are pleased with the progress made and remain committed to the overall project.

As noted in the accountant's report, the net deficit for the period will be recovered from the resident in accordance with the terms contained within their leases. We are currently reviewing all available options.

From now on, these accounts will be produced annually in this format. This will need to be taken into account when reviewing the service charge budget and preparing the annual expenditure forecast.

Sincerely,

Josh Ballard-Williams