Managing a property can be time-consuming and complex. From finding the right tenants to meeting licensing requirements, organising insurance and handling disputes, property management requires consistent, professional attention on a daily basis.
The Scottish Government has backed a self-regulated scheme for property factors, but there are still many challenges to overcome. Despite the fact that a voluntary scheme would be less costly than legislation, it could prove ineffective.
Davidson & Robertson
Davidson & Robertson are a leading firm of Rural Surveyors and Chartered Surveyors, with offices across Scotland and Cumbria. Their portfolio of work ranges from property management, including farm cottages, traditional rural estates, forestry and woodland, quarries and fields, to strategic development land.
They are also experts in renewables, such as solar, battery storage and wind, with a specialist team in the Development department led by Director Chris Edmunds. They are well placed to provide the right advice for clients and can help them develop a strategy that will be successful in the longer term.
A key part of Davidson & Robertson’s mission is to use technology to constantly improve efficiency and service. This has been borne out by the order in June 2013 for a networked version of Landmark Systems’ KEYPrime Property software to be used for all five of their offices in central and southern Scotland and Cumbria.
LOUISE TODD Property management
With an extensive network of contacts in the industry, D&R realised that their old system was not able to cope with their growing business demands and were looking for a solution which could meet their needs. The solution was KEYPrime, an efficient and effective property software which utilised a SQL database platform, providing them with the functionality they needed to effectively manage their property portfolio.
D&R Managing Director Niall Milner was impressed by the way KEYPrime Property incorporated all of the functions that were essential for managing their property portfolio, with visibility from each of the five offices being easy to achieve. The ability to order pro-rata and keep the cost low was also important in this decision, allowing them to continue offering their bespoke service to clients without breaking the bank.
Dundee Lettings
The firm has an excellent reputation in the local area, with a large proportion of their sales work coming from the Stirling and Perth areas. This has been helped by the fact that they have a weekly presence at Caledonian Marts, where their clients can come and meet them at sale days to discuss property valuations and sales.
The firm recently appointed a new team member, Will Dalrymple, who has over 10 years of experience in residential sales and a wealth of public and private transactions. He will be helping to build on D&R’s current estate and farm sales success in the Stirling region, ensuring their property portfolio continues to grow.
Taylor & Martin
Since Martin and Marc Taylor founded the company in 2013, it has amassed a loyal list of clients seeking bespoke property management. It has a number of high profile appointments under its belt, including CALA Homes’ Prince’s Quay and Ambassador Group’s Forthview development in South Queensferry.
In addition to managing a large swathe of residential properties in Glasgow, the firm has recently expanded to Edinburgh. This has led to a number of notable wins, the latest being the company’s appointment as ‘the factor’ for the Rowanbank Gardens project in Corstorphine.
For the uninitiated, this is a relatively new development, which aims to create a smorgasbord of green space in the heart of the city. The eco-friendly property is the brainchild of Edinburgh-based Artisan Real Estate, and features a number of clever design elements.
Letting Agents Scotland
The most impressive aspect of the development is that it is located in an area with poor connectivity and few other amenities. To combat this, the developers have built a new railway line that will allow commuters to travel in and out of town at a fraction of the cost of travelling by car or bus.
The company has a modest portfolio, with around 2,500 units under its wing. This number is expected to grow significantly in the future, thanks to a solid pipeline of both new and existing properties. In the words of the founders, it is a business that “is not about doing more – it is about doing better.” It’s the smallest company in the industry, with just two members of staff in Edinburgh and one in Glasgow.
Under One Roof
Under One Roof is a new website aimed at improving tenement management and maintenance in Scotland. It is funded by a partnership of private and housing association factors, local authorities, the Scottish Government and Historic Environment Scotland.
The website has pages that deal with everything from enforcing repairs to technical issues in maintaining older stone tenements. The site is regularly accessed by both property professionals and owners, who are seeking information on their rights, the importance of maintenance, and ways to improve their tenement.
For example, you can complain about your factor to the First-tier Tribunal for Scotland (Housing and Property Chamber). Your factor should give you a statement of services within 3 months that sets out all your rights and responsibilities. The Tribunal can order your factor to change the way they work and pay you compensation if your problems are caused by them.
There are also three template letters that you can use to make your complaint. The Housing and Property Chamber also offers help with the process, including advice on what to say and how to prepare your complaint.
If you live in a shared property, it is your responsibility to ensure that your tenement meets the law. It is important to understand your rights and responsibilities so that you can make informed decisions. The Scottish Government has a free online tool to help you do this.
Scotland Property management
The main focus of this role will be to develop Under One Roof’s resources and support the team in improving tenement management and maintenance practices, processes and procedures. This will require an individual who has knowledge of tenement management and maintenance and experience of working in this field.
This role will suit an individual who is enthusiastic about working in the tenement management and maintenance sector and who is committed to helping Under One Roof become a sustainable organisation. The successful candidate will be a self-motivated individual who is keen to build networks and develop the knowledge and skills needed for this challenging but rewarding role.
The role will involve regular face-to-face interaction with members and stakeholders from both the public and private sectors. It will also include fundraising, policy and operational matters. The successful candidate will be responsible for leading a small team who are passionate about improving tenement management and maintenance in Scotland.
The Property Factors Association
In Scotland, if you live in a shared property, such as a block of flats, you may need to hire a factor or manager. They are usually private companies, councils or housing associations and they will look after the common areas of your building on your behalf.
These firms can often be an excellent option as they have professional expertise in both management and technical areas of maintenance. They are also regulated by the government and can be expected to follow a strict code of conduct.
A property factor must ensure that their work is carried out in accordance with the Code and they are required to provide each homeowner with a written Statement of Services setting out the terms and service delivery standards of their arrangement with them. It should be given to you within three months of your agreement with the property factor and should contain information about how to make a complaint, and how to change or end your relationship with them.
Property Management Scotland
The Property Factors Association is the main body that represents property factors in Scotland and has the authority to make a ‘property factor enforcement order’ (PFEO) against a property factor who fails to comply with their duties under the Code or the 2011 Act. This can include a requirement for the property factor to undertake such action as is necessary, and where appropriate, to make a payment to the homeowner.
There are also rules relating to who can bring an application and who can represent homeowners at a tribunal hearing. Normally a single homeowner is competent to make an application but there are situations where a group of homeowners can apply together.
One of the best ways to resolve a complaint with your property factor is to write to them and explain the problem. It is likely that they will be able to resolve the issue, for example, by apologising or reducing the cost of a bill or paying compensation.
But, if this is not successful, you can also apply to the First-tier Tribunal for Scotland (Housing and Property Chamber). They will consider whether your property factor has breached their duty under the Code of Conduct or isn’t carrying out their duties.
