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Meet the assistant for Larkspur House

Every building on Freeholdpilot gets its own assistant. It reads the building's lease, articles, budgets and minutes, plus UK leasehold law, and answers leaseholders' questions with the clause it came from.

This is a made-up building. Larkspur House has 24 flats and is run by its own freehold company. Its people and documents are fictional, so ask anything.

1. Name your assistant

Each building chooses its own. Leaseholders will see this name in the portal and in emails.

Hazel
Assistant for Larkspur House

2. Ask a question

Hello, I'm Hazel. Ask me anything about living at Larkspur House: repairs, pets, letting, the service charge, how the company makes decisions. I'll show you where each answer comes from.

Information, not legal advice. Questions are kept for 30 days to improve the demo, without your IP address, so please don't type personal details.

The documents it's reading

In a real building these come from your uploads or your Google Drive, Dropbox or OneDrive. Each building's documents are kept separate and only its own members can ask about them.

Leases Lease of Flat 7
A 999-year lease from 2004, typical of the leases for all 24 flats.

Particulars: Particulars of the lease: Flat 7, Larkspur House, 1 Orchard Rise, Seabrook. Term: 999 years from 25 March 2004. Ground rent: one peppercorn a year (if demanded). Landlord: Larkspur House Freehold Limited. Service charge proportion: 4.17% (one twenty-fourth) of the total service costs. Service charge year: 1 April to 31 March.
Clause 1.4: What the flat includes (the demise): The Flat includes the internal plaster of the walls and ceilings, the floor screed and floor coverings, the internal non-structural walls, the doors and door frames inside the Flat, the entrance door to the Flat, and the glass in the windows. The Flat does NOT include the window frames, the external walls, the roof, the foundations, the structural slabs or any load-bearing walls, all of which remain part of the Building retained by the Landlord.
Clause 1.5: Pipes, wires and service media: The Flat includes the pipes, wires, drains and other service media that serve only the Flat, wherever they are. Service media that serve the Flat and any other part of the Building are retained by the Landlord and maintained as part of the Services.
Clause 3.2: Leaseholder's repairing obligations: The Tenant must keep the Flat in good and substantial repair and condition, including the glass in the windows, the entrance door, the internal doors, the sanitary ware, the boiler and heating system serving only the Flat, and the pipes and wires that serve only the Flat. The Tenant must repair any damage to other flats or the common parts caused by a leak or overflow from the Flat.
Clause 3.3: Decoration: The Tenant must decorate the inside of the Flat in a good and workmanlike manner as often as reasonably necessary and in the last year of the term. The Tenant must not paint or alter the outside of the entrance door except in the colour chosen by the Landlord for all flat doors (currently Larkspur Green).
Clause 3.6: Floor coverings and noise: The Tenant must keep the floors of the Flat (other than the kitchen and bathroom) covered with carpet and underlay, or with another covering that gives at least the same sound insulation, approved in writing by the Landlord. Hard flooring such as laminate or wood may only be laid with the Landlord's written consent, which may require an acoustic underlay meeting a stated standard.
Clause 3.8: Alterations: The Tenant must not make any structural alteration to the Flat, remove or cut into any load-bearing wall, or alter the external appearance of the Building. The Tenant may make internal non-structural alterations only with the Landlord's prior written consent, which will not be unreasonably withheld. The Tenant must pay the Landlord's reasonable costs (including surveyor's fees) of considering an application for consent.
Clause 3.10: Subletting and short lets: The Tenant may underlet the whole of the Flat on an assured shorthold tenancy or other residential tenancy for a term of not less than six months. The Tenant must not let the Flat or any part of it for holiday lets, short-term lets or serviced accommodation (including through online platforms) for periods of less than 90 days. Within one month of any underletting the Tenant must give the Landlord notice of it with the name of the undertenant and pay a registration fee of £50 plus VAT.
Clause 3.11: Assignment and sale: The Tenant may assign (sell) the whole of the Flat. A buyer must, before completion, enter into a deed of covenant with the Landlord to comply with the lease, and must apply to become a member of the Landlord company and take a transfer of the share held for the Flat. Notice of any assignment, mortgage or charge must be given to the Landlord within one month with a fee of £75 plus VAT.
Clause 3.13: Pets: The Tenant must not keep any animal, bird or reptile in the Flat without the Landlord's written consent, except fish in an indoor tank and one cat or one small dog. Consent may be withdrawn if the animal causes a nuisance or annoyance to other occupiers. No animal may be allowed to foul the common parts or the gardens.
Clause 3.15: Nuisance, noise and quiet hours: The Tenant must not do anything in the Flat that causes a nuisance, annoyance or disturbance to other occupiers. No musical instrument, television, sound system or other source of noise may be played so as to be audible outside the Flat between 11pm and 8am.
Clause 3.17: Bins, bikes and the common parts: The Tenant must not leave rubbish, bicycles, pushchairs or any other items in the entrance hall, stairs, landings or other common parts. Refuse and recycling must be placed in the bin store in the containers provided. Bicycles may be kept only in the bike store.
Clause 4.1: Paying the service charge: The Tenant must pay the Service Charge Proportion (4.17%) of the Service Costs. The Landlord will give the Tenant an estimate of the Service Costs before the start of each service charge year. The Tenant must pay half of its share of the estimate on 1 April and half on 1 October in each year.
Clause 4.2: Year-end accounts and balancing charge: As soon as practicable after the end of each service charge year the Landlord will prepare a statement of the actual Service Costs for that year, certified by an accountant. If the Tenant's share of the actual costs is more than the amounts paid on account, the Tenant must pay the difference within 28 days of demand. If it is less, the excess will be credited to the Tenant's next on-account payment.
Clause 4.3: Reserve fund: The Service Costs may include reasonable sums set aside as a reserve fund towards the future cost of major works and of items that are expected to need periodic repair or replacement, such as the roof, the lift, the external decoration and the door entry system. The reserve fund is held by the Landlord on trust for the leaseholders in a separate bank account.
Clause 4.5: Interest on late payment: If any service charge or other sum due under this lease is not paid within 21 days of the due date, the Tenant must pay interest on it at 4% a year above the Bank of England base rate from the due date until payment.
Clause 5.1: Landlord's repairing obligations (the Services): The Landlord must keep in good repair and condition the structure and exterior of the Building, including the roof, foundations, external walls, load-bearing walls, structural slabs, window frames, gutters and downpipes; the common parts including the entrance hall, stairs, landings and lift; the shared service media; the gardens, bin store, bike store and car park. The Landlord must decorate the exterior of the Building and the common parts as often as reasonably necessary, and at least every seven years for the exterior.
Clause 5.3: Insurance of the Building: The Landlord must insure the Building against loss or damage by fire and the other usual risks, including subsidence, escape of water and terrorism, for its full reinstatement cost, with a reputable insurer. The cost of the insurance forms part of the Service Costs. The Tenant must not do anything that could invalidate the insurance and must notify the Landlord promptly of any damage. The Tenant is responsible for any policy excess where a claim arises from the Tenant's own Flat.
Clause 5.5: Lift, cleaning and lighting: The Landlord must provide cleaning and lighting of the common parts, keep the lift in working order under a maintenance contract, and maintain the door entry system and the fire alarm and emergency lighting in the common parts.
Clause 6.2: Access to the Flat: The Tenant must allow the Landlord and its contractors access to the Flat on at least 48 hours' written notice (or at any time in an emergency) to inspect, to carry out repairs to the Building or to adjoining flats, or to check compliance with the lease. The Landlord must make good any damage caused.
Schedule 2: Parking: Flat 7 has the right to park one private car in the numbered space 7 in the car park. No caravans, boats, trailers or commercial vehicles may be parked. Electric vehicle charging points may only be installed with the Landlord's written consent and must be on a separate supply paid for by the Tenant.

Company Articles of association of Larkspur House Freehold Limited
How the freehold company is run: members, directors, meetings and votes.

Article 3: Membership: Each leaseholder of a flat in Larkspur House is entitled to be a member of the Company and to hold one share for each flat they own. Membership ends when the leaseholder sells the flat, and the share is transferred to the buyer. Nobody may be a member who is not a leaseholder of a flat in the Building.
Article 8: Number of directors: The Company must have at least two directors and no more than seven. Any member, or the spouse or civil partner of a member, may be appointed a director. If the number of directors falls below two, the remaining director may act only to appoint further directors or to call a general meeting.
Article 9: Appointing and retiring directors: Directors may be appointed by ordinary resolution of the members or by a decision of the directors. At every annual general meeting one third of the directors (or the number nearest to one third) retire by rotation and may stand again.
Article 11: Directors' decisions and quorum: The quorum for directors' meetings is two directors. Decisions are taken by a majority of the directors present. Directors may meet by video call and may take decisions in writing (including by email or through the Company's online portal) if all eligible directors indicate agreement.
Article 12: Spending limits: The directors may approve expenditure of up to £5,000 on any single item without reference to the members, provided it is within the approved annual budget. Any single item of expenditure over £5,000 that is not in the approved budget requires an ordinary resolution of the members. In an emergency threatening health, safety or the fabric of the Building, any director may authorise up to £1,000 and must report it to the other directors within 48 hours.
Article 15: General meetings: An annual general meeting must be held each year within six months of the end of the service charge year. At least 14 clear days' notice must be given of any general meeting. The quorum is five members present in person, by proxy or by video link. Members holding at least 5% of the shares may require the directors to call a general meeting.
Article 16: Voting by members: On a vote each member has one vote for each share held. Ordinary resolutions need a simple majority of the votes cast. Special resolutions (including any change to these Articles) need at least 75% of the votes cast. Votes may be cast in person, by proxy, or electronically through the Company's online voting system.
Article 20: Company records and accounts: The directors must keep proper accounting records and must make the Company's accounts available to all members. Minutes of directors' and members' meetings must be kept and made available to members on request.

Company House rules (adopted 2022)
Practical rules adopted by the directors under the lease.

Rule 1: Bin store and bulky items: General waste goes in the black bins and recycling in the blue bins. Glass goes in the green box. Bulky items such as furniture and mattresses must not be left in the bin store; book a council bulky waste collection and leave the item out only on the morning of collection.
Rule 2: Moving in and out: Please tell the directors at least five days before a move. The lift has protective blankets, which can be fitted for the move. Removal vans may use the visitor space for up to four hours.
Rule 3: Works and contractors in flats: Noisy works (drilling, sanding, demolition) may only be carried out between 9am and 5pm Monday to Friday and 10am to 1pm on Saturdays, and never on Sundays or bank holidays. Contractors must not leave materials or rubbish in the common parts.
Rule 4: Barbecues and balconies: Charcoal barbecues are not allowed on balconies. Gas and electric barbecues may be used on balconies with care. Nothing may be hung over the balcony railings.
Rule 5: Reporting repairs: Report communal repairs through the Larkspur House portal or by email to the repairs channel. For emergencies such as a major leak, a fire alarm fault, or a person trapped in the lift, call the emergency line shown in the entrance hall first.

Finance Service charge budget 2026/27
The estimate approved at the 2026 AGM for 1 April 2026 to 31 March 2027.

Budget summary: Total and per-flat charge: Total estimated Service Costs for 2026/27: £36,000. Each flat pays 4.17%, which is £1,500 for the year, payable as £750 on 1 April 2026 and £750 on 1 October 2026.
Budget lines: Budget lines: Buildings insurance £9,800. Lift maintenance contract and insurance inspection £2,400. Cleaning of common parts £3,900. Gardening £1,800. Communal electricity £2,100. Fire alarm, emergency lighting and extinguisher servicing £1,300. General repairs £3,500. Accountancy and year-end certification £1,100. Company secretarial and Companies House £300. Directors' and officers' insurance £400. Management platform (Freeholdpilot subscription) £1,200. Contribution to the reserve fund £8,200.
Reserve fund: Reserve fund balance and plan: The reserve fund held £41,600 on 31 March 2026. The 10-year plan expects: roof recovering in 2029 (estimated £48,000), external redecoration in 2027 (estimated £22,000) and lift modernisation in 2031 (estimated £35,000). The directors aim to keep at least £25,000 in reserve after each major project.

Minutes Minutes of the annual general meeting, 18 June 2026
The 2026 AGM: budget approved, decoration project, director elections.

Item 3: Budget approved: The members approved the 2026/27 service charge budget of £36,000 by 19 votes to 1, with 4 flats not voting.
Item 4: External redecoration 2027 and section 20 consultation: The members noted that external redecoration is due in summer 2027 at an estimated £22,000, which is more than £250 per flat, so the directors will run the statutory section 20 consultation. The notice of intention will be sent in autumn 2026, followed by at least two quotes. The work will be paid for from the reserve fund, so no extra demand is expected.
Item 5: Window frames on the south side: Several leaseholders reported draughts and rotten timber in the window frames on the south elevation. The directors confirmed that window frames are the company's responsibility under the lease (clause 5.1), while the glass is each leaseholder's. A surveyor will inspect before the decoration project so any frame repairs can be done at the same time.
Item 6: Directors elected: Priya Shah (Flat 3) and Tom Okafor (Flat 18) retired by rotation and were re-elected. Megan Doyle (Flat 11) was elected as a new director. The board now has three directors. (All names are fictional.)
Item 7: Short lets: The members discussed complaints about a flat being advertised for weekend stays. The directors reminded members that the lease does not allow lets of less than 90 days (clause 3.10) and confirmed they had written to the leaseholder concerned.

Insurance Buildings insurance schedule 2026/27
Summary of the buildings policy for the year from 1 May 2026.

Policy summary: Cover and renewal date: Insurer: Example Mutual (fictional). Period: 1 May 2026 to 30 April 2027. Sum insured (reinstatement value): £6,200,000, based on a reinstatement valuation dated March 2025. Cover includes fire, storm, flood, escape of water, subsidence, malicious damage, terrorism, accidental damage to the structure, and property owners' liability of £10,000,000. Premium £9,640 including insurance premium tax.
Excesses: Excesses: Standard excess: £250 per claim. Escape of water excess: £1,000 per claim. Subsidence excess: £1,000. Under the lease the leaseholder whose flat a leak comes from pays the excess.
Making a claim: How to make a claim: Tell a director as soon as possible, take photographs, and keep any damaged items until the loss adjuster has seen them. Stop the source of a leak if you safely can and call a plumber. Contents and your own belongings are NOT covered by this policy; leaseholders and tenants need their own contents insurance.

Compliance Fire risk assessment (common parts), February 2026
The annual fire risk assessment of the common parts and its actions.

FRA summary: Overall risk and evacuation strategy: Building: four storeys, 24 flats, under 11 metres to the top floor, one protected staircase. Overall risk rating: tolerable. Evacuation strategy: stay put, unless your flat is affected by fire or smoke, in which case leave and call 999. The next full assessment is due by February 2027.
FRA actions: Actions required: Action 1 (medium, by May 2026): replace the self-closer on the second-floor riser cupboard door. Completed April 2026. Action 2 (low, by August 2026): remove stored items from under the ground-floor stairs. Completed. Action 3 (medium, by December 2026): check that all flat entrance doors are self-closing and fire-rated; leaseholders must not remove or disable door closers.
Fire doors: Flat entrance doors: Flat entrance doors are part of the fire safety of the whole building. Each leaseholder is responsible for their entrance door under the lease, but must not replace it except with a door of the same fire rating (FD30S) and with the directors' consent. The company checks entrance doors every year.

Contracts Approved contractors and service contracts
Who looks after the building, and how to reach them.

Contracts: Service contracts: Lift: Upward Lifts (fictional), quarterly servicing and 24-hour callout, contract to March 2027. Cleaning: Brightside Cleaning (fictional), weekly on Tuesdays. Gardening: Greenleaf Gardens (fictional), fortnightly from March to October. Fire alarm and emergency lighting: SafeSound Fire (fictional), six-monthly servicing.
Callouts: Routine and emergency callouts: Routine communal repairs are sent to the approved contractor for that trade after a director approves the quote, unless the job is under £250, which can be sent straight away under the board's auto-dispatch limit. Emergencies (a major leak in the common parts, no power to the lift, a fire alarm fault) are sent at once to the 24-hour contractor and reported to the directors.

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