Commercial lettings

New agreements

• Negotiate leases and licences with external bodies for use of council land and property within the Corporate Portfolio, or under request from internal clients.
• Prepare and agree ‘Heads of Terms’ with all parties prior to submission of a Report to the Cabinet Member for an approval decision.
• Instruct Council’s legal department to proceed with documentation in accordance with Heads of Terms and Decision
• Comment or amend draft leases/licences during the preparation of final document
• Advise legal of payment due and release keys (if any) upon notification of completion

All correspondence relating to negotiations is recorded electronically and copies of letters and other documents kept on file.

Rent Reviews

• ‘Estateman’ system manages action dates for rent review, commercial decision is taken whether to action review or not.
• Rent evidence, if available is collated and analysed prior to entering negotiations with other party
• Upon completion of review, a report is prepared (if required) for submission to the cabinet member for an approval decision.
• Upon confirmation other party is notified in a proscribed form of the outcome of the review and signs and returns copy of Notice
• Corporate Finance are advised of any change and the effective date
• ‘Estateman’ system is upgraded to reflect change
• Renewals
• The renewal process is similar to the review process outlined above and the procedure for new agreements would follow successful negotiation of a new agreement.

Inspections

• The majority of the Council’s Corporate interests are monitored on either an annual or bi-annual basis (or more frequently if required)
• Inspections involve the examination of the property/land to ensure that the lease/licence/agreement is being conformed to, and any items of concern are raised with the party concerned for action
• A copy of the inspection including any follow-up actions/requirements is kept electronically, on the management file and a copy sent to the other party.
• Reactive Management
• A myriad of issues can arise on a daily basis and these are managed as part of day-to-day work
• Any question or query raised by internal customers or external parties is recorded and dealt with in the most appropriate manner.
• Land Terrier
• Land interests and ownerships are shown on paper based Ordinance Survey plans and also electronically on a GIS system, 'MapInfo'.
• The majority of updates come from the council’s legal department in a prescribed format
• MapInfo GIS system is updated and paper plans amended if necessary. Any extra information is added into the 'Estateman' system.
• Updates/completions filed and added to deed packets.
• Enquiries regarding land ownership require searches of the terrier, relevant files and deed packets.