Dubford, Bridge Of Don, Aberdeen Residential plots

Dubford, Bridge Of Don, Aberdeen Residential plots SCOTIA HOMES MANAGEMENT OF COMMON AREAS INFORMATION SHEET Statement of Intent VISION To create and sustain Scotia s neighbourhood developments for the benefit of all. AIMS Scotia will provide a structure for owners which will enable them by way of legal framework (DMS: Development Management Scheme) to maintain all common areas for the benefit of all. DELIVERY The structure provided to owners through which they will be empowered to maintain common areas will be as follows: 1. Each owner will automatically become a member of the Owners Association and will be bound by the rules set out in the DMS when they buy their house. The Owners' Association will have specified powers, including the ability to own land within the development and maintain the common areas within the development. 2. The development will be regulated by the rules set out in the DMS. The DMS will identify the common areas (referred to as "scheme property" in the DMS) which will be maintained. The rules contained in the DMS are enforceable by the Manager appointed by the Owners' Association. The Manager acts as agent for the Owners' Association and must exercise his powers in good faith for the benefit of the Owners' Association. 3. All development areas which are not conveyed to individuals or adopted by the Local Authority may be transferred to the Owners Association and such areas will thereafter be owned by the Owners Association and managed for the benefit of the owners within the development. 4. The Owners' Association must appoint a Manager once, and only when all of the residents have moved into their properties. The Manager will manage the scheme property for the benefit of the owners. The first Manager will be an established firm of Property Managers/Factors and will be appointed by Scotia for an initial period of 3 years following the sale (handover) of the first property on the development or until the first annual general meeting of the Owners' Association. Thereafter, the Manager can be replaced or reappointed by the Owners Association at an annual general meeting. 5. The Owners' Association will be entitled to elect an advisory committee for the purpose of providing advice to the Manager as to the effective management of the scheme property. 6. Scotia will collect for the Manager a deposit (referred to as a float ) equivalent to the estimate of 1 year Management/Factoring charges from each owner at handover. 7. Prior to completion of the development, responsibility for share of maintenance charges will follow the phased completion of common areas. The cost of maintaining common parts in blocks of flats will be paid for only by the owners of the flats within those blocks. Scotia will be liable to meet the share of maintenance attributable to any completed but unsold properties. 8. The Manager will be responsible for ensuring the effective management of common areas based upon the initial instruction from Scotia and thereafter from the Owners Association. The management services to be provided will include, but not be limited to: Inspection, maintenance and repair of the scheme property and the common parts of any flatted blocks within the development. Arranging insurance of the scheme property (to include Public Liability) and a common block insurance policy for any self contained apartments and flatted blocks within the development Accounting i.e. advance budgeting and accounts. Page 1 of 6

YOUR PROPERTY MANAGER/FACTOR James Gibb Residential factors incorporating Bruce & Partners 23/25 Chapel Street, Aberdeen, AB10 1SQ PROPERTY MANAGER/FACTORS RESPONSIBILITIES The Property Manager/Factor is responsible for the management of maintenance and repairs of the common areas or development property only. PROPERTY MANAGER/FACTORS FLOAT 350 For flats and self contained apartments 150 For houses Payable at settlement of your new home. PROPERTY MANAGER/FACTORING & MANAGEMENT FEE Flat - estimated at 700-750 per annum including V.A.T. Self contained apartment - estimated at 450-500 per annum including V.A.T. House - estimated at 120-170 per annum including V.A.T. Inflationary annual increases may be imposed. V.A.T. charged at the current rate applicable. BILLING DATES Quarterly The factoring accounts will be sent out in February, May, August and November respectively. BANK ACCOUNT All monies relating to the development will be deposited in an account specified by the factor. Services for development Total Development Cost FLATS SC APARTMENTS HOUSES Cost per Flat Cost per SC Apartment Cost per House Annual Monthly Annual Monthly Annual Monthly Communal stair clean 3,420 142.50 12 0 0 0 0 Buildings insurance 11,005 215.72 18 216 18 0 0 Emergency light testing / Smoke ventilation service / 2,192 73.24 6 0 0 0 0 Dry riser test Internal communal electricity 1,000 41.67 3 0 0 0 0 Page 2 of 6

TV/satellite electricity and maintenance of network 3,553 11.00 1 11 1 11 1 Misc. repairs / maintenance 1,613 37.50 3 38 3 0 0 Public Open Space (including areas adjacent to the SUDS facility) 33,121 60.22 5 60 5 60 5 Public liability insurance & play equipment insurance Winter maintenance of roads until adoption 583 1.06 0 1 0 1 0 0.00 0 0 0 0 0 Annual drainage clean at flats/commercial 325 6.77 1 7 1 0 0 Annual gutter clean 1,451 19.00 2 30 3 0 0 Management fees 28,350 96.00 8 90 8 48 4 Play equipment annual maintenance 485 0.88 0 1 0 1 0 TOTAL 87,097 TOTAL PER PROPERTY 706 59 453 38 121 10 Winter Maintenance is dependant on weather conditions and remits required Suds Area - annual maintenance cost may vary once they have been formed and completed - budget 500 to 1000 estimated for annual maintenance Insurers reserve the right to carry out a Day 1 inspection and rates on a commercial unit can vary from time to time depending on use. PROPERTY MANAGER/FACTORING ESTIMATED BUDGET Notes Figures quoted include V.A.T. at 20 %. Public liability insurance for flats and self contained apartments is included within the buildings insurance. Communal electricity is for the TV/satellite booster, communal stair lighting and cleaning. Please note that the cost is subject to annual increases in line with inflation. Key SC Self Contained WHAT IS A PROPERTY MANAGER/FACTOR? A Property Manager/Factor is a professional property manager, who works for you and the other owners in the development. They organise tradesmen for common repairs and maintenance including cleaning, gardening and grass cutting of the common areas. WHAT ARE THE COMMON PROPERTY AREAS? Common areas are areas of the development that do not belong individually to one specific owner. Examples of areas: Page 3 of 6

Overall Woodland, landscaped and public areas. Flats Communal stairwells, car parking and bin storage areas Examples of common property expenditure: Overall - Woodland maintenance, Grass cutting Snow clearing Flats Repairs to communal doors, entry door systems and stairwell lighting Stairwell cleaning Gardening Roofing repairs Exterior re-decoration. WHY BOTHER TO LOOK AFTER COMMON PROPERTY AREAS? It is important to keep the whole development in good order. A scruffy development will discourage purchasers and will be unpleasant for residents. A run down development eventually becomes much more expensive to maintain. A little care on an ongoing basis will keep it looking good and will preserve the amenity of your property. PROPERTY MANAGER/FACTOR S FUNCTION The Property Manager/Factor is appointed initially by Scotia Homes and then by the Owners Association. You can advise the Property Manager/Factor of work which you consider requires to be done. The Property Manager/Factor will make decisions on behalf of all the owners in the development and organise the work for them. If owners do not pay their share of the factoring account, the Property Manager/Factor will pursue them for monies outstanding. HOW DOES THE PROPERTY MANAGER/FACTOR OPERATE? The Development Management Scheme (DMS) contained in the Deed of Conditions sets out the rules for undertaking factoring duties in respect of your development. Your solicitor should provide this document to you, at the time of purchase. It is important that you read the details within it and ask your solicitor to explain it if there is anything that you do not understand. HOW IS THE PROPERTY MANAGER/FACTOR PAID? A statement/invoice for your share of maintenance and management fees will be issued quarterly. WHAT IS A FLOAT? It is a fund of money paid at settlement by each proprietor which is immediately available to the Property Manager/Factor. This enables the Property Manager/Factor to pay for work when it is required. The float allows the Property Manager/Factor to do this without carrying a heavy burden of expense. For example, it allows for the gardening contractor to be paid promptly thus ensuring that the best contractors are keen to do work for your development. WILL I GET MY FLOAT BACK? Yes. When you decide to sell your property you should contact the Property Manager/Factor immediately and they will arrange for the return of your float, subject to your having settled all factoring accounts up to your leaving date and the new purchaser having paid their float. It is in your interest to instruct your solicitor to ensure that your purchaser pays their float at settlement. Page 4 of 6

WILL THE PROPERTY MANAGER/FACTOR RUN UP LARGE BILLS? No. The Property Manager/Factor will have the authority to carry out work to the communal areas provided that the anticipated cost of any one item at the time when it is instructed does not exceed 500. In an emergency this limit can be exceeded. Otherwise, estimates will be obtained and distributed. Instructions will be taken from you and your neighbours or the Owners Association representing you before any extraordinary works are carried out. Payments may be required in advance. SPECIFICATION FOR COMMON PROPERTY CLEANING The common areas are to be maintained to a high standard at all times. The areas will be left in a neat and tidy condition after each visit. Your quote is for cleaning services covering a 12 month period. Your invoices are to be submitted in equal instalments at the end of each calendar month over the 12 month period. Your operatives will take care to comply with Health and Safety Policy Standards as outlined by the Health & Safety Executive. You are required to have in place a Public Liability Indemnity Insurance. Fortnightly Main Communal door and associated side panels cleaned internally and externally Stair and corridors thoroughly vacuumed and hard floors mopped Banisters cleaned Lift cleaned, mirrors polished Window ledges, lights and shelves etc dusted Communal doors cleaned including any associated glazed panels Door canopy, interior and exterior, cleaned of cobwebs Brass work polished Flyers & free newspapers removed and placed in recycling Paths leading to entrances swept and any litter on path removed Bin room swept and any litter placed in the bins Note: Any large items found in the bin stores should be reported to the factor. Should additional cleaning i.e. disinfecting be required this should be reported to the factor. Monthly Common (internal & external) & Private (external only) windows cleaned AN EXAMPLE OF GROUND MAINTENANCE SCHEDULE FOR COMMON GARDEN GROUND The development comprising of garden ground, lawns and hard surfaces etc. within the development boundaries are to be maintained to a high standard at all times. The whole development will be left in a neat and tidy condition after each visit. Your quote is for full grounds maintained covering a 12 month period. Your invoices are to be submitted in equal instalments over the 12 month period. Your workmen will take care to comply with Health and Safety Policy Standards in operating machinery etc, and wear, as appropriate, any safety clothing etc as recommended by the Health & Safety Executive. You are required to have in place a Public Liability Indemnity Insurance. Include for disposal of refuse arising from the operations away from the development at each visit to be transported to a legal tip. Allow for keeping all open earth in flower beds etc kept weed free at all times by forking /hoeing. Include for collection and disposal of general litter from the whole development at each visit. Include for sweeping up and collection and disposal of fallen leaves and inappropriate surface stones and general litter from amenity grass areas, paths and beds. Include for regular inspection of all trees and shrubs for vandalism and storm damage and reporting finding to us if necessary, allowing for appropriate trimming and removal of damaged branches. Include for maintaining and replacing tree stakes and ties as necessary. Allow for at least 14 cuts during the growing season (i.e. from April to October) of all amenity grass areas WITH NO MORE THAN 2 WEEKS BETWEEN SUCCESSIVE CUTS. Allow for raking grass cuttings and disposal off site (unless otherwise stated). Allow for 3 x annual cuts of any areas identified as low spec or suds basins. Neatly edge and point up all grass areas, edging paths and shrub beds, maintaining clear channels between grass and buildings. Weed and feed treatment to be carried out annually where required onsite. SHRUB BEDS & HEDGES (The term "shrub" refers to trees/heather/ hedges/ roses and shrubs as appropriate throughout this section). Page 5 of 6

Prune all shrubs etc as required throughout the season and, if possible, in the manner appropriate to the type of shrubs and situation. Also prune in a manner that keeps the shrub in its natural shape. However, any shrubs or hedges that encroach any roads or pathways must be trimmed back as necessary. To manually hoe and weed beds to ensure a neat and tidy appearance at all times. PATHS, CAR PARKS AND MONOBLOCK AREAS Weed killer to be applied where and as necessary (in accordance with the manufacturer s instructions). By certified staff. Mono block and car park areas etc to be kept clean and tidy, swept if necessary. WINTER MAINTENANCE The development will also be visited monthly throughout the winter for general maintenance and litter clearance, as required. MAINTENANCE OF SUDS (SUSTAINABLE URBAN DRAINAGE SYSTEM) Houses All house roof drainage (and any house driveway drainage) is piped to a Sustainable Urban Drainage System (SUDS) facility. The SUDS facility comprises a detention basin and pond with over flows to a local stream. The pipes from the rainwater disconnecting manhole (on the house plot boundary) to the SUDS facility and also the SUDS facility itself are maintained by Scottish Water/Aberdeen City Council. The householder is responsible for the maintenance of the rainwater gutters, downpipes and underground drainage pipework (including any driveway drainage if applicable) within the plot boundary (to the disconnecting manholes). This includes keeping gutters and pipework free from obstructions such as leaves and ensuring that any driveway drainage (such as gullies or drainage channels) is inspected and cleaned out on a regular basis. Where a porous paver driveway is installed (designed to allow water to drain through the pavers into the permeable fill beneath) then it will be the responsibility of the householder to maintain the porous pavers including brushing them clean or power washing them on a six monthly basis as a precaution against clogging and, if necessary, vacuuming out any silt. Flats and Self Contained Apartments All water from the roof drainage and from any communal car parking surface water drainage is piped to a Sustainable Urban Drainage System (SUDS) facility. The SUDS facility comprises a detention basin and pond with over flows to a local stream. The pipes from the disconnecting manholes at each block of flats or self contained apartments and also the SUDS facility itself are maintained by Scottish Water/Aberdeen City Council. The Property Manager/ Factor will be responsible for maintaining all rainwater and car parking drainage (where applicable) up to the disconnecting manholes, including 6 monthly inspection of any gullies, drainage channels and the like and flushing out/ cleaning as necessary together with maintenance and repair of rainwater gutters, downpipes and associated underground drainage. Where porous paver communal car parking is installed (designed to allow water to drain through the pavers into the permeable fill beneath) to flats or self contained apartments then it will be the responsibility of the Property Manager/ Factor to maintain them including brushing clean on a six month basis as a precaution against clogging and if necessary power washing and vacuuming out any silt as required. ROADS Aberdeen City Council will adopt the roads and their associated drainage. Scottish Water/Aberdeen City Council will jointly adopt the SUDS facility and it will be the responsibility of Scottish Water/Aberdeen City Council to maintain directly, but the surrounding landscaped areas will remain within the responsibilities of the factor e.g. grass cutting. Page 6 of 6