Case study list

Rhondda Cynon Taf County Borough Council

01/10/2008

This system was successfully implemented in 2008-09 for the office portfolio, and 2009-10 will see the system implemented for the remainder of the operational portfolio, beginning with schools / education buildings.

The corporate tenancy agreement (CTA) is a short document in formal style but plain language, signed by the 'corporate landlord' and the internal occupier, with a copy kept by each - like a formal lease. The CTA has no formal legal status, as both 'landlord' and 'tenant' (occupier) are the same organisation, but it does have considerable practical significance.

The document sets out clearly who is responsible for matters such as:

• repairs;
• servicing appliances;
• utility costs; and
• cleaning.

The CTA includes a floor plan, and where appropriate a boundary plan, to show precisely the areas for which the occupier is responsible. No rent or other charge is levied by the 'landlord'.

Signup to the CTA is accomplished via a short visit from a Council surveyor who talks the occupier through the meaning of the document prior to the budget-holder or their representative (often an office manager) signing it. At this meeting, other relevant property documents are delivered and clearly explained to the occupier's representative: for example the asbestos register, fire risk assessment, health and safety file.

The benefits of the CTA include:

• clear written guidance on responsibilities, which improves efficiency and reduces misunderstanding and potential friction between different parts of the Council;
• improving Council compliance with building-related legislation and health and safety issues through greater clarity of responsibilities and provision of contact point to seek advice;
• greater awareness of repair requirements, which should lead to buildings being more carefully maintained and reducing dilapidation claims at the end of leases (where properties are leased in by the Council);
• improving recording of internal property occupation, through putting records on a similar footing to external tenancies;
• improving asset management: better information on occupation assists understanding, production and management of property cost information, space efficiency and other property performance data - and also property reviews, service business plans, and Service Asset Management Plans (SAMPs); and
• improving relationships between the corporate property centre and the services, by providing a known point of contact for property matters.