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.

Downloads

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.

EGM Result

Thanks to all residents who voted by proxy and in person at the EGM. I can confirm the residents voted in favour of granting the Woodilee Residents Association the authority to decide who factors Woodilee Village estate.

252 households voted (29.3% of all households). 244 voted in favour.  8 voted against.

The committee will now consider the next steps and intend to meet with RMG.  We will continue to communicate progress.

If you are a resident and want to get involved please email or message us.

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.

Update on factor arrangement with RMG

Woodilee Residents Association

Following on from our post in January declaring an intent to progress the necessary steps to explore engaging a new factor for the estate, the WRA would now like to progress to the next stage and run a formal vote to seek authority to replace our current factor RMG. In February the WRA created a performance review document, a fact based assessment of RMG’s performance against their own Service Level Agreement. This document formed the basis of a formal complaint into RMG senior management. The document can be found here. RMG made commitments to address the concerns and failings but in the 9 months since the WRA has seen no improvement. Particular areas of frustration have been the inability to remediate longstanding drainage issues, the current asbestos situation, the broken stairs around the estate, inertia around remediating fairly urgent health and safety issues highlighted in Dec 2020 within the children’s play parks, ongoing problems around the grounds maintenance contractor relating to a dispute between them and RMG resulting in the estate grounds being in a terrible state and finally and not least, poor accounting and management systems which result in inordinately delayed and often inadequate communications in response to enquiries from the WRA or individual owners.

Over the next few days we’ll be posting a proxy voting form through every resident’s door. We ask you to provide us authority to decide who factors the estate. The papers will also provide further details on the authority provided and what the WRA proposes to do next. We will also be running an EGM on Wednesday 20th October at 7pm to ratify the vote and answer questions from residents.

All you need to do is sign, date, add your address to the voting form when it arrives, then take a photograph and return it to contact@woodilee.org

As per Part 2 of the Deed of Servitudes and Conditions, we require at least 20 % of owners to complete and return the proxy voting form , as described above. The Committee would strongly encourage every owner to take part in this important process.