Manager Role Update

Woodilee Residents Association

Further to the WRA running an EGM to seek a mandate to select a different Factor / Manager for the estate, the WRA has been working hard over the past few weeks to implement the decision.

After the EGM on 20th October, the WRA created a timeline for the replacement and an initial Pre-Qualification Questionnaire that would be open to any factor interested in responding.

The PQQ was openly published on this site on 29th October and was directly sent to all contactable Property Managers listed under the Glasgow section of the Property Managers Association Scotland.  We additionally sent to two firms that had contacted us directly.  In total twenty invites were sent.

By the closing date of 12th November, of the twenty invites sent, we had received a total of seven full responses to the PQQ and three factors confirmed that they would not bid.

The PQQs were then independently scored by three different members.  The Secretary led the development of the PQQ document and therefore did not participate in the scoring stage.

Following this, on 8th December, a special meeting (CM2021-12b) took place to review the results of the PQQ scoring and to decide how many of the ranked Managers would be taken forward to tender where we request specifics on service and costs, and this resulted in a decision to take forward the top four from the PQQ stage.

As of 8th December, the top four scoring bidders from the pre-qualification stage have been invited to provide this additional information by 22nd December to allow the committee to review the supplied material and make a decision on if and how to proceed in January 2022.

The committee do not intend to make all information provided by bidders publicly available, but householders covered by the WRA can, of course, request access to any information.  Should anyone wish further information, or want to get involved with this process, please contact us.




Manager Role

Woodilee Residents Association

The Woodilee Residents Association recently ran an EGM to seek a formal mandate from the proprietors within the development to choose a replacement factor/ manager

As a result of this quorate vote, the WRA Committee are now running a process to identify and select a suitable alternative manager for the development.

Respondents were very keen to ensure an open, transparent and equitable process to select the manager was followed, and to meet this requirement but prevent creation of lots of detailed answers (that need read as well as written!), the Association intends to use a pre-qualification questionnaire (PQQ) to select a shortlist (propose to be 3-5 potential managers) that will then receive a more detailed questionnaire.

The PQQ takes the form of a spreadsheet, has a scoring grid, instructions and a set of questions.  Interested managers simply need to download the spreadsheet and complete column H of the Pre-Qualification Questionnaire sheet.  The committee have tried to keep this short enough to be able to be completed quickly, but long enough to get some discrimination between potential bidders.

The proposed timetable for this exercise is laid out below. This is intended as a guide only and the Association reserves the right to amend at any time.

Target Date Activity
29/10/2021 PQQ Issue date
12/11/2021 PQQ Return date
26/11/2021 Evaluation of PQQs completed
03/12/2021 Invitation to Tender issued to Qualified Applicants
20/12/2021 Tender Return Date
14/01/2022 Evaluation of tenders completed
28/01/2022 Contract Award
01/05/2022 Service Commencement

We will accept submissions until 23:59 on 12th November 2021 and any organisations suitably registered under the Property Factor (Scotland) Act 2011 are welcome to submit a questionnaire.


EGM 2021-10 Minutes

Extraordinary General Meeting EGM2021-10 took place on 20th October 2021 via Zoom.

Minutes and presentation content from this meeting can be found below:

The motion for the meeting was “Members of the association grant the Woodilee Residents Association the authority to decide who factors Woodilee Village estate”.

In order to ensure due process and compliance with the Deed of Conditions, the committee took responsibility for printing a Proxy Voting form that was distributed, by Committee members, to all properties in Woodilee Village as follows, ensuring at least 7 days notice of the meeting as per deed of conditions. Details of the member responsible for each area and the dates of posting are contained within the minutes along with the data capture process.

A total of 254 responses were received (29.5% of properties), exceeding the quorum level of 20% and of these responses 252 votes were cast. 2 owners did not express a preference, did sign up to attend the meeting, were invited, but did not attend/vote. 

Of the 252 votes cast, 244 (96.8%) voted to grant the WRA the authority to decide who factors Woodilee village with 8 votes (3.2%) against.  The motion therefore carries.

Woodilee EGM October 2021

(Updated 22:35 on 17th October to revise the date / time of the latest confirmations that have been sent out)

Many thanks to all the owners that have already returned their voting forms and / or requested an invite to the EGM the WRA have scheduled for next Wednesday, 20th October, at 7pm. 

We have sent back confirmations of the options we’ve recorded for each respondent up to 10.30pm this evening (17th October) to confirm that we have received and processed the message.  If you submitted a form before this time and do not have a confirmation, please get in touch and we can check you are represented.  Please note that some confirmations do seem to have gone to junk mail, so do check it’s not ended up in there!

We have had a few questions to the mailbox which largely fall into two camps – “why are we doing this now” and “what happens next”. 

In response to these questions, we have directed owners to a recent post on this topic and explained that in order to enter commercial negotiations, we do need to have a clear authority to be able to appoint a replacement factor before getting into details and that the next steps will depend on how negotiations progress. We do expect to draw up a tendering document where we can dispassionately assess the options and owners are, of course, welcome to join the meetings as this takes place – simply email e-mail us for invites to join any of the committee business.  Of course, if there are other questions we’re happy to take them!

Taking all this into account, an EGM Proposed Agenda has been prepared and owners are welcome to provide comments or feedback on this, should they wish the committee to provide additional details during the meeting.

As a reminder, for the EGM to be quorate and be in a position to make any resolution, including the motion posted through everyone’s door, we need to get at least 20% of owners to either respond on paper or attend. We’re making good progress, but there’s still work to do!  If you have seen the form, but can no longer find it, please let us know and we can either drop off another or provide a PDF copy for you to complete.