Discussion

Hi everyone,

The board has finalised the budget with XL to run for the next 9 months, through to 30th April 2027. See the link below for the full budget.

We hope you've noticed a considerable saving compared to the historic FirstPort charges.

To help protect these savings, the board needs to keep spending within the agreed budget over the next 9 months. If you'd like something done that falls outside the current budget and general maintenance contract, it would help us a lot if you could check with the board first before requesting works directly.

For instance, we've had a request today for a keypad to be fitted to the gate opposite the garage door. This wouldn't fall under general maintenance, so it isn't something we're able to arrange within the current budget. If you'd like a key for this gate instead, just email the board at board@boulevardeast.co.uk and we'll do our best to sort this out for you.

Download the full Service Charge Budget (1 August 2026 – 30 April 2027) (PDF)

Dear Residents,

We are aware that a number of residents have received correspondence from FirstPort seeking payment, applying late-payment charges or threatening further recovery action in relation to service-charge demands covering a period that extends beyond the RTM acquisition date.

The Leasehold Advisory Service confirms that the outgoing landlord remains responsible for collecting arrears relating to the period before the RTM company acquires management. From the acquisition date, the RTM company becomes responsible for providing the relevant services and may issue service-charge demands in accordance with the leases.

Where FirstPort issued an annual advance demand before the acquisition date, the position requires careful accounting because the demand may include money intended to fund services that will subsequently be provided by the RTM company.

During the handover discussions in February, XL informed FirstPort that the Ingress Park RTM transitions were to proceed on the following basis:

• FirstPort would remain responsible for its pre-acquisition demands and arrears;
• leaseholders would pay FirstPort the appropriate pre-acquisition proportion;
• XL would not take over FirstPort’s outstanding debtor balances or the associated historic disputes;
• the RTM company would issue its own demands for the period from the acquisition date; and
• the relevant reserve funds would be transferred to the RTM company.

This arrangement was important because a number of FirstPort accounts were disputed and XL would not have the records necessary to determine those historic disputes. The intention was that the RTM company would begin its management period with its own service-charge accounts rather than inheriting FirstPort’s debtor ledger.

XL is also aware of other developments where leaseholders paid FirstPort for periods extending beyond the handover date but, several months later, the corresponding money had neither been refunded to the leaseholders nor transferred to the new management arrangements.

XL has repeatedly written to FirstPort seeking confirmation that its accounts will be corrected in accordance with the agreed transition arrangements. We have also raised the matter with the local MP. Despite follow-up telephone calls and emails, we have not yet received a substantive response.

What affected leaseholders should do

If you have paid the calculated pre-acquisition proportion but FirstPort is pursuing you for the remainder, we recommend that you:

1. Submit a formal Stage 1 complaint to FirstPort.
2. Explain that the disputed balance relates to the period after the RTM acquisition date.
3. Ask FirstPort to provide a complete calculation and the contractual basis upon which it says the additional amount remains payable to it.
4. Request that recovery action and additional charges are suspended while the matter is investigated.
5. Keep copies of the demand, payment evidence and all correspondence.
6. Send XL a copy of FirstPort’s substantive response.

A suggested complaint is set out below.

Please note that submitting a complaint does not, by itself, legally suspend payment obligations. FirstPort also states that its complaints procedure does not automatically place charges on hold. Individual leaseholders should therefore consider obtaining independent advice from LEASE if FirstPort continues recovery action.

XL will continue pursuing FirstPort for a development-wide resolution and will support leaseholders with the information available to us.

Kind regards,
XL@ Property

Subject: Formal Stage 1 complaint – disputed service-charge balance

Dear FirstPort,

Please treat this correspondence as a formal Stage 1 complaint and a dispute concerning the balance shown on my service-charge account.

Property: [ADDRESS]

The service-charge demand issued by FirstPort covers a period extending beyond the date on which the RTM company acquires/acquired the right to manage the building.

I understand that FirstPort agreed with XL@ Property, the RTM company’s incoming managing agent, that:

• FirstPort would remain responsible for charges and arrears relating to the pre-acquisition period;
• leaseholders would pay FirstPort the appropriate pre-acquisition proportion;
• FirstPort’s outstanding debtor balances would not be transferred to XL; and
• the RTM company would issue its own demands for services from the acquisition date.

I have paid £[AMOUNT] on [DATE], representing what I understand to be the appropriate amount for the period up to the RTM acquisition date. I dispute the remaining balance of £[AMOUNT], which appears to relate wholly or partly to the period during which FirstPort will no longer be responsible for managing the building.

Please provide:

1. A complete calculation showing how the amount demanded has been apportioned.
2. Confirmation of the period to which the disputed balance relates.
3. The relevant lease provisions upon which FirstPort relies in asserting that the full amount remains payable to FirstPort.
4. Confirmation of the transition arrangement agreed with XL and the RTM company.
5. Confirmation of whether the post-acquisition element will be withdrawn or credited.
6. If FirstPort has already collected money intended to fund post-acquisition services, confirmation of whether and when that money will be transferred under section 94 of the Commonhold and Leasehold Reform Act 2002.
7. Removal of all late-payment or administration charges applied while reasonable attempts were being made to clarify the account.

Please place the disputed balance on hold and suspend further recovery action while this complaint is investigated. No admission is made that the disputed balance is due to FirstPort.

I have attempted to resolve this matter previously, but neither I nor XL has received the clarification required. Please acknowledge this complaint within five working days and provide your Stage 1 response in accordance with your published complaints procedure, which states that FirstPort aims to respond within 15 working days after a complaint handler is assigned.

Please ensure that all future correspondence clearly identifies the pre-acquisition and post-acquisition elements separately.

Kind regards,

We have reached out to Stuart from XL Property, who has written directly to Charles at First Port. The full text of Stuart's communication is below.

Thank you for your email.

I spoke to Paul at First Port on Thursday and he confirmed that he would ask his accounts department to put a hold on all chasing etc. We have also been communicating with Stuart at XL who is trying to escalate this with senior management at First Port.

I am sure that this situation is frustrating for all of us but no surprise that First Port can't even seem to communicate internally.

As an individual, I will not be paying First Port anymore money and will continue to communicate with them until this situation is resolved.

As a group I do not believe we have any property lawyers, but if the majority of leaseholders wants us to employ a property lawyer, we can look at this procedure. I am sure that XL has access to the legal aspects of this as well and will be looking at securing the best outcome as our new management company.

Why First Port Cannot Keep the Money

Based on research from multiple internet sources.

• Cessation of Management Rights: As of 1st August 2026, First Port no longer holds the legal authority to manage the building or collect fees for future operational costs.
• The Handover Principle: When a management company is replaced, they must undergo a formal handover process. Any invoices they sent in advance for dates past 1st August 2026 must either be cancelled by First Port or transferred directly to the new company.

— Michael Ingram, 23 Aug 2026

Thank you for your email.

As you are probably aware, we are all receiving these letters and want the matter resolved as soon as possible.

We are trying to resolve the issue with correspondents and phone calls to no avail.

I will be speaking with XL again tomorrow and will post on the website their comments/advice.

We are also liaising with other blocks that changed management companies before us and this is part of the latest communication to First Port:

• A complete schedule of every late-payment, administration, debt-collection, and legal charge added to my account
• The date and reason for each charge
• The provision within my lease upon which you rely as authority to impose each charge
• Confirmation that each demand complied with the statutory requirements applicable to administration charges
• An explanation as to why additional charges have continued to be imposed while substantive complaints and requests for supporting information have remained unanswered
• A full response to my previous requests concerning what is now understood to be the RTM, including confirmation of the current position, any steps taken, the identity of the party responsible for progressing the matter and the anticipated timetable

Unless this matter is resolved, I reserve the right to ask the First-tier Tribunal (Property Chamber) to determine whether these administration charges are payable and, where applicable, whether they are reasonable under Schedule 11 of the Commonhold and Leasehold Reform Act 2002.

I will also rely upon the history of unanswered correspondence and complaints as evidence of the steps taken by leaseholders to resolve these matters prior to tribunal proceedings.

I therefore request written confirmation within 14 days that the disputed account has been placed on hold, that no further late-payment or administration charges will be added pending resolution of the dispute, and that a substantive response to my RTM-related requests will be provided.

David, if you have a legal representative that specialises in property management, then please let us know if there are any other steps we can take to stop First Port from harassing the leaseholders. — Board, 23 Aug 2026

Thank you for raising this, Stephanie. The board will contact XL Property to arrange an inspection and seek confirmation from Crest Nicholson that all affected areas will be made good as part of the works programme, at no cost to residents. We will update here once we have a response. — Board, 20 Aug 2026

The board raised this directly with Stuart at XL Property. Stuart met with First Port's Lulu, who has spoken to their collections team and escalated the matter internally to request that the chasing stops. XL Property have confirmed they are not taking on any opening creditors or debtors from First Port. If you continue to receive demands from First Port, please contact the board so we can log it. — Board, 17 Aug 2026

We are pleased to confirm this has now been resolved. XL Property responded swiftly and had the keypad repaired promptly. — Board, 13 Aug 2026

Thank you for raising this urgently. The board is aware of this issue and is pressing XL Property to contact First Port immediately to ensure records are updated and no further charges or penalties are applied. We will update here as soon as we have a response. If other residents are receiving similar notices, please do let us know via the Contact the Board page. — Board, 8 Aug 2026

Thank you for raising this. The board will follow up with XL Property regarding the cleaning schedule for the bin area and Biffa bins. We will update here once a response is received. — Board, 7 Aug 2026

This matter has been received by the board and is being followed up with XL Property. We will update here as soon as a response is received. — Board, 7 Aug 2026

This has been noted and is being followed up with XL Property. We will update here once resolved. — Board, 7 Aug 2026

XL Property have confirmed that the first budget predictions and service charge bills should be going out next week. We will update residents as soon as these are received. — 6 Aug 2026

XL Property have confirmed they have most of what they need and that First Port have committed to sending the outstanding items. Jim Dickson is also involved in this process. — 6 Aug 2026

No urgent works are planned outside of the works being carried out by Crest Nicholson. — 6 Aug 2026

Yes, utility readings were taken at the point of handover. — 6 Aug 2026

Not yet — this is currently in progress and we will update residents once access is available. — 6 Aug 2026

This is still to be agreed between the RTM and XL Property. We will communicate the agreed threshold to residents once confirmed. — 6 Aug 2026

Quarterly meetings were discussed previously and this remains the current expectation. We will confirm the schedule with residents once agreed. — 6 Aug 2026

The camera feed is currently being sorted out. XL Property have advised that the RTM is not currently registered under the Data Protection Act to access the live feed — this will need to be resolved before access can be granted. — 6 Aug 2026

XL Property are meeting the Outdoor Spaces Board this coming Tuesday to discuss the working relationship. We will update residents following that meeting. — 6 Aug 2026

XL Property were awaiting amendments from Philip Pinchen. The standard template will be resent shortly. — 6 Aug 2026

Yes, XL Property have confirmed they will take up the outstanding matters previously held with First Port. — 6 Aug 2026

The backend of September is the anticipated timeframe. The finance module has now been coded and is live, and the team are currently working on the client-side view. — XL Property, 7 Aug 2026

XL Property's standard threshold is £2,000. A figure of £250 would require them to seek approval very frequently. They also suggest zero on Reserves — meaning all Reserve Fund expenditure would require RTM approval regardless of amount. — XL Property, 7 Aug 2026

XL Property will obtain an update from the team. A new broadband line will need to be installed as First Port will be cutting the current connection. The RTM has already confirmed registration with the Information Commissioner's Office, which is required before live feed access can be granted. — XL Property, 7 Aug 2026

The management fee is £7,000. Philip and Michael are currently reviewing the contract and will return it to XL Property as soon as possible. — XL Property, 7 Aug 2026