Property management Flashcards
Tell me about your responsibilities for occupied areas.
- Collection of rent, service charge and other sums
- Management of occupied areas is dictated by the lease
- Maintain regular contact with occupiers
Tell me about your responsibilities for communal areas.
- Ensure effective operation of the property - monitoring potential problems and seeking to comply with the service charge budget
- Understand the landlords responsibilities to repair and maintain communal areas
- Ensuring H&S compliance
Tell me about your responsibilities for vacant buildings.
- Undertake vacant unit inspections
- Rates
- Ensure building is suitable for viewings
What is the Occupiers Liability Act 1957?
Imposes a duty of care on persons occupying or in control of any premises in relation to visitors
What is the Occupiers Liability Act 1984?
Confers a duty on the occupier of a premises to any persons other than visitors
How does the Occupiers Liability Act 1957 impact your role?
- Have a duty to ensure that any visitor is reasonably safe whilst on the property
- Won’t be released from liability by merely putting up warning sign, unless sufficiently clear to make safe
- If injury has been caused to a visitor, only released from liability if reasonable steps taken to satisfy competence and proper work
- Duty of care is relative to the visitor
How does the Occupiers Liability Act 1984 impact your role?
Duty owed to any person who is not a visitor if:
- Aware of any danger on site
- Aware or reasonable to believe any person may be at risk on site
- Expected to offer reasonable protection against danger
- Simple ‘danger’ signs not sufficient
Tell me about RICS guidance on service charges.
RICS Professional Statement: Service Charges in Commercial Property, 1st Edition, September 2018
Supersedes previous 3 edition published as codes of practice on April 2019
Tell me about RICS guidance on commercial property management.
- RICS Real Estate Management, 3rd Edition, October 2016 (Professional Statement)
- RICS Code for Leasing Business Premises, 1st Edition, February 2020 (Professional Statement)
- RICS Commercial Property Management in England and Wales, 2nd Edition, October 2011 (Guidance Note)
Tell me about RICS guidance on Real Estate Management.
RICS Real Estate Management, 3rd Edition, October 2016 (Professional Statement)
What is the rule of privity of contract?
Only the parties to a contract can enforce its terms (a third party cannot)
What is an absolute covenant?
A bar/prohibition against doing something
Gives Landlord absolute control
What is a qualified covenant?
Requires landlord consent - no statutorily implied provision that landlords consent is not to be unreasonably withheld
What is fully qualified consent?
A covenant consent that requires landlord consent, but states it must not be unreasonably withheld
What does it mean for consent to not be unreasonably withheld?
- Landlord has a duty to consent unless it is reasonable to not do so
- Duty of providing reasonableness is with the landlord
- Duty to respond within a reasonable period
What is the statutory duty placed on landlords under the Landlord & Tenant Act 1927?
Gives tenant who has made improvements to a premises a right to compensation
- Some preconditions must be satisfied (providing notice)
- Can claim the net addition to the value of the holding as a direct result of the improvement
- The reasonable cost of carrying out the improvements at the termination of the tenancy
What is the statutory duty placed on landlords under the Landlord & Tenant Act 1988?
This act imposes statutory duties on landlords in connection with covenants to assign and underlet serve notice of decision within a reasonable period.
What remedies are available to landlords for a breach of repairs?
- Lease may allow landlord to enter property and carry out repairs and recover cost
- Section 146 notice
- Claim for damages
- Court order to compel the tenant to carry out repairs
What are the remedies for default?
- CRAR
- Lease forfeit
- Use of Rent Deposit Deed
- Statutory demand - written demand for payment which can result/support a winding up petition
- Claim on AGA/Guarantor
What are the various forms of corporate insolvency?
- Compulsory liquidation
- Creditors Voluntary liquidation (CVL)
- Administration (ADM)
- Administrative receivership (ADR)
- Company Voluntary Arrangement (CVA)
Tell me about your understanding of the Corporate Manslaughter and Corporate Homicide Act 2007?
The Act clarifies criminal liabilities of companies where serious failures in the management of H&S results in fatalities
What are your duties under the Corporate Manslaughter and Corporate Homicide Act 2007?
Owe a duty of care to take reasonable care of a persons safety
- Duty of care to the systems of work and equipment used by employees
- Duty to the conditions of worksites and other premises
- Duty of care to products or service supplied to customers
What are the offences and penalties under the Corporate Manslaughter and Homicide Act 2007?
- Unlimited fines
- Remedial orders
- Publicity orders
- Imprisonment
How would you handover a service charge account upon sale or change in manager?
Onus on seller to provide information:
- Property financial info (accounting period, pervious recs & budget)
- Tenant financial info
- Financial transfer
- Statements of SC movement
- Info on sinking funds
- Depreciation charges
- Security deposits for utilities
Tell me about RICS guidance you are aware of relating to licenses for alterations.
RICS Licence for Alterations in Commercial Property, 2nd Edition, January 2022 (Guidance note)
What is the process of considering a tenants application to alter?
- Ensure it is submitted in writing
- Cost undertaking for handling the application
- Review the lease - what is the Tenant entitled to?
- Be aware of timings and reasonableness
- Consult with client
Tenant applications → factors to consider → Third party input → response → Documenting → final inspection
Why is it important to handle applications properly?
To ensure the complete licence protects both parties’ interest and proceeds without unnecessary delay
What protection does an LTA provide?
Protection to a landlord, often requiring reinstatement at lease end
Protection to a tenant, preventing the landlord from realising improvements at a future rent review
How should an LTA be submitted?
In writing
What is a cost undertaking?
Tenant is responsible for fees, whether or not the licence continues to completion (legal fees, agent fees, third party fees)
What factors need to be considered in a LTA?
- Nature of works
- Improvements
- Unlicensed works on review and assignment
- Impact on building operations
- Financial bond
- Warranties for major works
- Dilapidations/reinstatement provisions
- DDA/Equality Act 2010 compliance
- H&S
- Sustainability
What information should be provided with LTA applications?
- Scope of works
- Relevant insurances
- Acceptance of fees
- H&S Risk assessment - site specific
- Building regulation compliance (if required)
What information would you look for in the lease if you receive an application?
Information on what the tenant is entitled to and landlord obligations (type of consent)
What are improvements under the Landlord & Tenant Act 1927
Any alterations that render the occupation of the premise more beneficial to a tenant
How does the LTA 1927 impact landlord consent?
If works comprise of ‘improvements’ and the lease requires landlord consent, it is implied that landlord consent is not to be unreasonably withheld
What is an improvement?
Something that will enhance the use and enjoyment of the premises from a tenants point of view
What does not to be unreasonably withheld and delayed mean?
The landlord has a duty to consent unless it is reasonable not to do so
→ Duty of providing reasonableness lie with the landlord
→ Duty to respond within a reasonable period
What happens if superior landlord consent is required?
- Licence may form a tripartite agreement
- Advise tenant that there is potential for increased costs and longer time to process the application
- Potential for superior landlord to withhold consent
What are your duties in relation to timings and reasonableness?
Landlord has a duty to provide consent within reasonable time period, or provide all reasons as to why it is reasonable not to
Is there any case law relating to consent and delays?
Go West Ltd v Spigarolo (2003) → decision should take ‘days not weeks’ and if complex ‘weeks not months’
How would you consider the nature of the works?
- Re-read lease, ensure works are permitted
- Are the works fully or partly within their demise?
- Impact of Easement or Wayleave
- Assess the complexity → refurbishment / fitout?
- Assess your expertise relative to the works → M&E consultant? Building Surveyor input?
What is section 3 of the LTA 1927?
Enables a business tenant to carry out improvements which are prohibited by the lease and which improve the letting value of the premises
→ if the tenant uses this procedure, the landlord can do the work itself and increase rent
What would happen if you discovered unlicensed works on review or assignment?
- May be able to rentalised unlicensed works → depends on precise wording of the lease
- May be able to reject assignment based on unlicensed works
- Breach of lease covenant → potential to forfeit lease
- Retrospective licence
How would you consider the impact of proposed alterations on building operations?
- Would consider nuisance to tenants if multi-let
- Investigate impact on landlords systems, such as A/C and fire alarm systems
- Assess impact on EPC / Sustainability
What is a warranty?
A written guarantee issued to the purchaser promising repair or replace if necessary within a specified time-period
Why would a warranty be required?
To protect the landlords interests
E.g. if the tenant is proposing major structural works, repairs would be covered under warranty if any issues. Ensures work will be completed properly
What are reinstatement provisions?
A provision that ensures the repair of the property so that it is in the same condition, or materially equivalent condition, prior to the works taking place
How do dilapidations relate to alterations?
LTA is an ‘extension’ of the original lease and so will be considered at lease end → if required to reinstate to original condition, it will be included within delapse works/settlement
Dilapidations notice periods should be agreed, with wording and SoD issues by solicitors
How does the Equality Act 2010 relate to alterations?
Alterations may be required to allow occupiers providing a service to fulfill the obligations placed on them by the Equality Act 2010
If works required under legislation, different statutory regime applies
→ Cannot withhold consent irrespective of wording
→ Response given within 42 days
What H&S considerations relate to alterations?
The tenants or contractors H&S documents demonstrate that risk assessments and method statements have been produced
Safe working practices should be adhered and permits issued
→ Asbestos register
→ Construction Regulations (2007) apply to refurbishments
How does MEES relate to alterations and your reasoned advice?
Where tenant works will (or may) negatively affect the EPC, it is likely to be reasonable for landlords to withhold consent
What levels of approved decision are there in granting alterations?
- Approved
- Approved with modifications
- Approved subject to conditions
- Rejected
If consent is refused, what remedies does a tenant have?
- Issue court proceedings for declaration that the landlord is being unreasonable and the works may proceed
- Simply carry on with the works regardless
→ pros and cons to both
Can consent be granted retrospectively?
- Yes, retrospective licence will be on the formal agreement that full plans will be provided on completion for use in licence documents.
- Landlord may also rentalised the unauthorised alterations on the next rent review
Following alterations, can you and how would you adjust service charge?
No, costs and fees relating to owners investment interests should not be included within service charge
What is TUPE?
Transfer of Undertakings (Protection of Employment) Regulations 2006
What is the purpose of TUPE?
- Protect employees if the business in which they are employed changes hands
- Protects rights as an employee when you transfer to a new employee
How might TUPE relate to property management?
During a sale, TUPE might be an issue due to on-site staff employed by the PM or Landlord
What are the effects of TUPE?
- Employment of staff will transfer to the new owners
- Protection against dismissal
- TUPE requires the transferor to provide prescribed info about the transfer to the transferring employees (can be awarded 13 weeks gross pay per employee if failure to comply)
How might TUPE relate to Property management?
- Service charge provision change
- Grant or assignment of lease where there is a change in ownership
- Property sale
- termination of a PM agreement and appointment of new agent
- sale of business
- Change to the contractor providing services to a building
What is a duty of care deed?
A document between the property manager and the landlords funder
What is the purpose of a duty of care deed?
To create a direct legal relationship between the PM and funder, particularly to payment of rent, but also more generally
Why is a duty of care deed often required?
Volatile property process and conservative attitude to risk means lenders want additional security
If landlord defaults or becomes insolvent, the PM diverts rental payments to bank and continues operating to provide lender with comfort
What is included within a duty of care deed?
- Obligation for PM to comply with PM agreement with landlord
- Expressly makes PM liable to the bank
- Provides acknowledgement from managing agent that bank has security over the property
- Detailed info/obligation on Client accounts and Client money
- Express obligation for PM to maintain PII
- Detailed obligations on when the landlord becomes insolvent and requirements for PM
What would you do if you were asked to sign a duty of care deed
- Sign it without seeking to vary it
- Ignore it (unlikely to be a real option)
- Sign it but seek to vary it - seriously consider given additional risk for PM
What are the 3 key principles in RICS Commercial Property Management in England and Wales?
- Acting as an agent of the landlord
- Managing third party suppliers
- Duty of care
- Tenant management
- Building management
- Financial management
What are some of the core duties of a property manager?
- Liaising and reporting with the landlord
- Collection of monies
- Client accounts
- Defaulting occupiers
- Service charge
- Deposits
- Managing the building
- Management policies
- Insurance relating to the building
- Occupier liaison
- Energy management
- Buidling management systems
- H&S and Fire Safety
- Procurement of third party suppliers
What are some of the key obligations associated with collection of monies?
- Have a thorough understanding of the relationship between landlord and occupiers
- Understand all relevant documents, such as leases and licences
- Maintain a database to record financial position of occupiers
- Put payment processes in place, clear for occupiers
- Have a mechanism in place to notify any default in payment or dispute over payment
- Have a process to promptly purse defaults
- Have a process to forward client money to the landlord
What would you do if an occupier defaulted on payments?
Liaise with the landlord on instructing debt collection proceedings
How would you deal with rental deposit deeds?
Review RD in first instance → then establish a seperate, interest-bearing account to hold deposit and manage funds in accordance with relevant legal documentation
Tell me about usual insurance requirements for the landlord
- Required to obtain insurance against damage to the property, including loss of rent
- Public liability insurance
How can you pass on costs of insurance to tenants?
Usually stated within lease that allows landlords to charge occupiers for insurance premium. Usually as a direct recharge.
→ refer to RICS guidance note: Insurance for Commercial Property Managers, 1st Edition, 2011
What are the issues associated with a lack of insurance?
- Increased risk if a claim is brought against you
- Possible negligence / against the law
How do you ensure that insurance cover is appropriate?
Follow RICS guidance → Insurance for Commercial Property Managers, 1st Edition 2011
RICS provide insurance requirements, such as PII and Public Liability Insurance