1. Core Services / 4
1.1 Property Management / 4
1.2 Regeneration / 6
1.3 Asset & Housing Group / 9
1.4 Facility Management / 13
2. Quality and Improvement / 15
2.1 Safety, Health, Environment & Quality (SHEQ) / 15
2.2 Complaints / 17
2.3 Performance / 18
2.4 Freedom of Information (FOI) Requests / 19
1. Core Services
1.1 Property Management
Service Area / Service Standard / Output / Mgt Fee /1.1.1 National Non-Domestic Rating / 1.1.1.1 Requests for Information / Answer requests for information from valuation office / CMF
1.1.1.2 Appeals / Assess rating list assessments and submit appeals against rateable values as appropriate / CMF
1.1.1.3 Negotiation / Engage with valuation office to negotiate and agree reductions in rateable value / CMF
1.1.1.4 Valuation Tribunal / Prepare case for reduction in rateable valuations for presentation to valuation tribunal when no agreement is made / CMF
Present case at valuation tribunal / CMF
1.1.1.5 Mitigation of liability / Provide advice on empty rates strategies / CMF
Provide advice on material changes in circumstance and subsequent appeals / CMF
1.1.2 Non Corporate Property - Estate Management / 1.1.2.1 Provision of a full estate management service in respect of a wide range of property interests including:-
· Shops
· Telecom agreements
· Car parking agreements
· Easements / Wayleaves
· Garden and garage tenancies
· Rights of Way / Light
· Chief / Ground Rents
Various miscellaneous tenancies / agreements / Facilitate rent collection including the management of service charges & arrears management / CMF
Calculate payments due, raise invoices / credit notes for rent & insurance in respect of the above / CMF
Provide insurance management / CMF
Validate and administer payment of invoices for payable rents / CMF
Administer new lettings / tenancies / licences / CMF
Prepare rental estimates / CMF
Prepare performance reports in relation to Key Performance Indicators (KPI’s) / CMF
Administer the marketing of vacant land & property / CMF
Provide valuation for and negotiation of lease / tenancy / licence renewals / CMF
Provide valuation for and negotiation of rent reviews including dispute resolution processes where necessary and the documentation of such processes / CMF
Maintain database for new lettings, rent reviews, lease renewals, assignments, surrenders of shops, ground leases, garden tenancies, garage plots, way leaves etc / CMF
Administer dilapidations / CMF
Administer surrenders of leases / tenancies / licences / CMF
Administer valuation for lease restructuring / CMF
Administer applications to assign or underlet / CMF
Administer applications to make alterations or for changes of use / CMF
Administer confirmation of landlord’s or tenants repairing obligations by interpretation of the relevant legal agreement / CMF
Manage breaches of tenants’ covenants including trade disputes / CMF
Carry out annual property checks on shops and any other relevant properties / CMF
Administer appropriations of land & property / CMF
Maintain key bank for non-operational properties / CMF
Liaise with Salford City Council’s (SCC) finance team - produce copy invoices, provide details of texts on invoices and deal with miscellaneous queries in respect of invoices raised / CMF
Liaise with SCC legal services, SCC and other organisations on matters of statutory or legislative notices and requirements / CMF
1.2 Regeneration
Service Area / Service Standard / Output / Mgt Fee /1.2.1 Disposal of land and property / 1.2.1.1 Liaison on whether surplus / Confirm surplus to SCC requirements / PS
Input into option appraisal if required / PS
1.2.1.2 Empty property management / Ensure site/property secure / PS
Liaise with Building Control if demolition required / PS
1.2.1.3 Preparation for sale / Liaise with legal services for title check / PS
Obtain information from statutory undertakers and British Coal / PS
Liaise with Environment Directorate on potential contamination issues / PS
Arrange energy performance certificate if required / PS
Confirm potential use and other considerations with planning / PS
Complete planning application form or obtain planning brief from LPA for inclusion with sales particulars as appropriate / PS
Prepare sales particulars and advert, or / PS
Agree details and reserve/guide prices with auctioneer and obtain any necessary Lead Member approvals, for sales by auction / PS
1.2.1.4 Marketing / Advertise property for sale / PS
Manage viewings / PS
1.2.1.5 Selection of purchaser / Receive and analyse offers / PS
Interview shortlist if appropriate / PS
Select preferred purchaser / PS
Agree heads of terms for disposal / PS
Obtain Lead Member or delegated approval to disposal / PS
Instruct legal to complete, upon approval / PS
1.2.1.6 Completion / Liaise with solicitors through agreement of contract / PS
Monitor compliance of agreed terms and conditions / PS
Ensure completion in accordance with agreed terms / PS
Advise Billing Authority with regard to payment of business rates if appropriate / PS
1.2.2 Acquisition of land and property by agreement or under Compulsory Purchase Order (CPO) / 1.2.2.1 Instruction / Administer receipt of instruction / PS
Administer confirmation of funding / PS
Confirm reason for acquisition / PS
1.2.2.2 Inspection / Inspect property – measure (if appropriate), note defects, confirm boundaries, note services etc / PS
Arrange further surveys (structural) / PS
1.2.2.3 Negotiation / Make enquiries of planning, statutory undertakers, Environment Directorate and British Coal as appropriate / PS
Liaise with legal team to confirm title including covenants / PS
Provide valuation and negation of acquisition price / PS
Negotiate appropriate compensation under the compensation code (disturbance, home loss, basic loss, occupier’s loss etc). If acquisition under CPO, where the acquisition is under CPO / PS
Agree all heads of terms / PS
Make enquiries of planning, statutory undertakers, Environment Directorate and British Coal as appropriate / PS
Liaise with legal team to confirm title including covenants / PS
1.2.2.4 Approval / Prepare and present Lead Member or delegated approval report for approval to acquisition / PS
Instruct legal to complete, upon approval / PS
1.2.2.5 Completion / Liaise with legal through to completion of acquisition / PS
1.2.2.6 Post completion / Arrange security or demolition as appropriate / PS
Implement reason for acquisition / PS
Advise billing authority with regard to payment of business rates if appropriate / PS
1.2.3 Compulsory Purchase / 1.2.3.1 Referencing / Land ownership/title investigations / PS
Prepare draft plan and ownership schedule / PS
1.2.3.2 Statement of Reasons / Contribute to preparation of statement of reasons to support the proposed CPO / PS
1.2.3.3 Approval / Draft and present Lead Member report seeking approval to make the CPO / PS
Liaise with legal to progress the making and sealing of the CPO / PS
1.2.3.4 Acquisition / See point 1.2.2 / PS
1.2.3.5 Public Inquiry / Negotiate to remove objections prior to public inquiry / PS
present evidence on property matters at public inquiry, if objections remain / PS
1.2.3.6 Possession / Liaise with client in respect of taking possession of properties following general vesting declaration, upon confirmation of CPO / PS
Arrange security or demolition as appropriate / PS
1.2.4 Management of Regeneration Partnerships / 1.2.4.1 Project Management / Prepare, negotiate and manage Development Framework Agreements / PS
Provide financial analysis and performance management / PS
Provide risk assessments / PS
Provide strategic site assembly / PS
Administer land disposals / PS
Administer funding agreements / PS
Facilitate stakeholder engagement. / PS
1.3 Asset & Housing Group
Service Area / Service Standard / Output / Mgt Fee /1.3.1 Supporting Salford City Council’s Corporate Landlord Function / 1.3.1.1 The development, monitoring and implementation of the Council Corporate Asset Management Plan (AMP) for property (operational and non-operational land and buildings).
(NB - Responsibility for the preparation of the AMP lies with the Council). / Prepare and analyse property related information to facilitate the development of the asset management plan (AMP) and support the identification of priorities across the estate / CMF
Manage statutory compliance / CMF
Manage suitability & condition / CMF
Manage capital & revenue expenditure relating to alteration / refurbishment of corporate accommodation / CMF
Office rationalisation / think efficiency / CMF
Attend public meetings and other meetings with service Directorates elected members, community groups and elected members, both during the day and in the evenings / CMF
1.3.2 Property Records / 1.3.2.1 Provision of a comprehensive land and property service in connection with the preparation, maintenance and development of the Property Information Systems and Asset Register.
This includes dealing with enquiries for information from a range of stakeholders / Prepare and maintain terrier records / managed estate records with associated O.S. bases, recording details from deeds, legal documents, files etc / CMF
Respond to written and verbal queries from all internal and external sources to provide information / advice to clarify ownership / occupation / SCC Directorate responsibility / CMF
Record pending sales / acquisitions and any other land and property transition output and advising surveyors of anomalies / CMF
Record scheme titles for use in conjunction with terrier records / CMF
Provide deed and site inspection in order to determine boundary responsibility, encroachment issues / CMF
Investigate title information via the Land Registry to resolve questions of ownership, rent queries etc / CMF
Authorise chief / ground rent payments and investigation into queries relating thereto / CMF
Provide rent review / lease expiry data to surveyors / CMF
Provide a range of financial / statistical information from property records as required / CMF
Initiate and develop appropriate computerised systems for the Terrier records, including the use of GIS / CMF
Provide GIS plan based information in support of project based work / CMF
Provide GIS plan based & deed information to legal services / CMF
Maintain register of sites given grant aid and acquisitions funded by North West Develop Development Agency & other agencies / CMF
1.3.2.3 Voluntary Land Registration / Prepare and submit of applications to the Land Registry in conjunction with SCC’s Legal services / CMF
Check and reconcile any anomalies or errors in the Registration Certificate / CMF
Schedule and management of priority applications & overall programme / CMF
1.3.3 Capital Accounting / 1.3.3.1 Asset Valuations / Prepare and maintain the asset register and associated GIS records / CMF
Provide active sourcing and verification of information to update the asset register / CMF
Carry out site inspections / surveys in connection with boundary issues / verification of information / CMF
Provide details of alterations to the asset register, providing reports and reconciling figures at year end / CMF
Initiate and carry out improvements to the asset register computerised database / CMF
Provide asset valuations on a 5 year rolling programme and in respect of any changes / alterations to assets / CMF
Support the annual audit of SCC accounts / CMF
1.3.3.2 Housing Resource Accounting / Collate information in respect of Housing Stock / CMF
Provide Inspections & Valuations for Housing Resource Accounting / CMF
Provide reports and valuation figures at year end / CMF
Support the annual audit of SCC / CMF
1.3.4 Right to Buy Sales / 1.3.4.1 Provision of a comprehensive service in relation to Right to Buy house sales- Admission / Process PF3 (Request for title information) in conjunction with legal services / CMF
Administer receipt of PF8/9 / CMF
Make appointment for surveyor / CMF
1.3.4.2 Provision of a comprehensive service in relation to Right to Buy house sales- Valuation & Offer Letter / Provide inspection & valuation as per PF8/9 (Request for valuation) / CMF
Verify site boundaries against property records / CMF
Provide schedule of defects / CMF
Prepare reports to SCC for approval of valuations / CMF
Prepare insurance valuations for flats / CMF
Obtain service charge details for flats / CMF
Issue offers letters in accordance with S125 of the Housing Act / CMF
On receipt of notification from the tenant that they wish to cancel, all parties involved in the Right to Buy process are notified accordingly / CMF
1.3.4.3 Provision of a comprehensive service in relation to Right to Buy house sales- Referral to District Valuer / On receipt of notification that the tenant wishes to appeal against the value / CMF
On receipt of the District Valuer’s determination / CMF
1.3.4.4 Provision of a comprehensive service in relation to Right to Buy house sales- Acceptance & Legal / On receipt of acceptance from the tenant, instructions to City West's legal services are prepared and sent out / CMF
1.3.4.5 Provision of a comprehensive service in relation to Right to Buy house sales- Completion
/ On receipt of instructions from City West's legal services that the sale has been completed, City West's ownership details are updated and the files archived / CMF1.3.4.6 Provision of a comprehensive service in relation to Right to Buy house sales- Buy Back Valuation Advice
/ Provide external inspection & valuation advice / CMF1.3.4.7 Enquiries & General Advice / Deal with enquiries from the tenants and their representatives / CMF
1.3.5 General Support Activities / 1.3.5.1 Support / Attend meetings as necessary to advise and update on progress on all matters / CMF
Answer enquiries from a range of stakeholders / CMF
Administer and support resources / CMF
Administer Human Resources matters including staff training & development and health & safety / CMF
Administer web site maintenance / CMF
Administer the appointment and supervision of consultants where specialist or independent advice is required / CMF
1.4 Facility Management
Service Area / Service Standard / Output / Mgt Fee /1.4.1 Deliver Facilities Management Services to the SCC’s corporate office accommodation / 1.4.1.1 General / Manage for service delivery of defined facilities services to corporate buildings / CMF
Provide policy advice & implementation / CMF
Provide associated management and administrative procedures / CMF
1.4.1.2 Access control systems / Respond to requests for access to buildings. (IT systems management) / CMF
1.4.1.3 Asbestos management / Ensure registers are in place at corporate buildings / CMF
1.4.1.4 Budget Management / Provide advice on budget requirements
Raise orders for goods & service
Administer invoices / CMF
1.4.1.5 Building cleaning / Assist with specification and tender documents
Monitor service standards
Answer associated complaints
Provide cleaning and domestic supplies / CMF
1.4.1.6 CCTV / Administer contract
Provide service specifications / CMF
1.4.1.7 Fire safety / Complete annual fire risk assessment / CMF
1.4.1.8 Grounds maintenance / Arrange annual service contracts
Asses service requirements / CMF
1.4.1.9 Intruder alarms / Arrange annual service contracts
Assessment of service requirements
Facilitate alarm activations and associated administrative procedures / CMF
1.4.1.10 Licensing / Administer and issue licences to hold rival markets and car boot sales including advice on policy / CMF
1.4.1.11 Markets management / Manage Eccles market
Facilitate rent collection, lettings, associated administration / CMF
1.4.1.12 Pest control / Arrange annual service contracts
Assess of service requirements / CMF
1.4.1.13 Porter Services / Provide porter services to buildings, opening & closing and office moves / CMF
1.4.1.14 Procurement / Order various goods and services to all corporate buildings including / CMF
1.4.1.15 Quaywatch Service / Manage service provision
Attend client meetings / CMF
1.4.1.16 Refuse collection / Arrange and ensure compliance with service contracts and associated administration / CMF
1.4.1.17 Security / Provide advice on security issues
Provide security services / CMF
1.4.1.18 Tenant liaison / Attend tenant meetings in multi occupied buildings / CMF
2. Quality and Improvement
2.1 Safety, Health, Environment & Quality (SHEQ)
The outputs listed in section 2 are carried out by the Business Support and Development (ZUVX) section, with support and assistance provided by ZUVE.