ࡱ> QTNOP9 mbjbj@@ =*h*hW$$8ln!9v######hU%l%8$ejި%##%%ި##G-G-G-%v##G-%G-G-z#p+ o&r 09Ϯ )Ϯ8Ϯؠ%%G-%%%%%ިި +>%%%9%%%%Ϯ%%%%%%%%%$X |:  MANAGEMENT AGREEMENT BETWEEN Newydd Housing Association (1974) Ltd. AND MANAGING AGENT Supported housing provided in dispersed properties  Contents The Parties, Commencement and Interpretation The Aims and Objectives Duration and Variation General Terms Management Housing Management Standards and Responsibilities Tenure Costs Policies and Procedures Move-On Property and maintenance services Emergency Repairs Major Repairs Fire Precautions Monitoring, Liaison and Review Miscellaneous Determination of disputes Termination Change to the properties covered by the Agreement VAT Definitions and Interpretation Notices Management Agreement 1.0 The Parties, Commencement and Interpretation This Agreement is made between the following parties: 1.1 Newydd Housing Association (1974) Ltd. (The HA) which has its registered office at Unit 5, 5 Village Way, Tongwynlais, Cardiff CF15 7NE The HA is a Housing Association which is registered with the Welsh Government under the Housing Act 1996, Registration Number L121. And Under the Co-Operative and Community Benefit Societies Act 2014 under Registration Number IP28737R 1.2 _______ (the Agent) which has its registered office at _________ 1.3 This Agreement commences on Thursday 18th February 2020. 1.4 For the purposes of this Agreement the words and phrases set out in the first column of clause 21 will bear the meaning given in the second column of that clause 2.0 The Aims and Objectives 2.1 The aim of the parties in making this Agreement is to ensure high standards of management and maintenance of the temporary supported housing provided in dispersed properties in the ownership of Newydd Housing Association plus quality provision of housing services for the people who are occupying those properties as listed in the property schedule attached to this Agreement (Appendix 1) 2.2 The HA, as landlord, hereby appoints _____ as its agent, to manage the properties on its behalf and to provide intensive housing management services to occupants over and above the services covered by the annual charge made to the Association. 2.3 The purpose of the Agreement is to: 2.3.1 Set out the terms for the delegated housing management responsibilities and provision of intensive housing management Services by the Agent. 2.3.2 Set out the respective roles and responsibilities of the two parties to ensure effective joint working and good liaison. 2.4 The HA and the Agent will: 2.4.1 Act in good faith; 2.4.2 Act reasonably at all times. 3.0 Duration and Variation 3.1 This Agreement will continue until it is brought to an end by notice given in accordance with the termination provisions of Clause 18 of this Agreement. 3.3 No variations to this Agreement will be effective unless recorded in writing and signed by both parties, as an addendum to this agreement. 3.4 The operation of this Agreement will be reviewed by both parties as part of the Housing Management review process. 4.0 General Terms 4.1 The Agent and the HA agree that nothing in this Agreement will in anyway create a partnership between them. 4.2 This Agreement is intended by both the HA and the Agent to constitute an enforceable and legally binding contract between the two parties. 4.3 This Agreement may be amended at any time during its currency by written Agreement between the HA and the Agent and made in accordance with 3.3 above. 4.4 Neither party intends to confer any right or benefit upon a third party and for the avoidance of doubt, the provisions of the Contracts (Rights of Thirds Parties) Act 1999 are expressly excluded from this Agreement. 4.5 The HA warrants that it can enter into this Agreement and that it has obtained any necessary consents (including the consent of any mortgagee) to this Agreement. 4.6 The Agent and the HA shall for the purpose of performing their duties be entitled to share any necessary information concerning the Premises and running thereof together with relevant information concerning the occupants. Both parties will ensure that any exchange of information complies with the requirements of the General Data Protection Regulation 2016 and any future legislation regarding data protection that shall replace it. 4.7 The Agent will keep the HA indemnified against liability arising: in respect of any accident, loss or damage to person/s, the premises or property in the Premises save to the extent that the HA is liable; or by reason of breach by the Agent of its obligations in this agreement. The Agent will maintain the insurance cover specified in its support contracts. 4.8 The Agent will recruit and employ suitably experienced and/or qualified staff to ensure that the property is managed in accordance with this agreement. The Agent will ensure that such members of staff are checked with satisfactory results by the Disclosure and Barring Service or any authority which shall replace it in the future Such staff will be the responsibility of the Agent. 4.9 The HA is not responsible to the Agent or the Agents staff nor to any other person for any accident happening or injury suffered in the Premises or any damage to or loss of goods or property sustained in the Premises as a result of acts or omissions by the Agent, their staff or persons under their control (for the avoidance of doubt this includes occupants) 5.0 Management 5.1 The Agent and the HA will provide to each other the current information concerning the names, roles and contact details of staff who are responsible for the running of the project and with the out of hours contact information in case of an emergency. It shall be the responsibility of each party to ensure that this information is updated as and when required. 5.2 The Agent agrees that it will not use the properties for occupation by more than the number of occupants specified in the property schedule attached to this Agreement as Appendix 1. 5.3 The Agent agrees to provide the support services as set out by the relevant funding body. The agent will be monitored in this area by the commissioner of those services. 5.4 The Agent may use the premises only for the provision of supported housing to eligible persons. The Agent will not allow any member of its staff to reside in any property without the prior written consent of the HA. Under no circumstances will a member of either partys staff be granted any tenure rights within such a scheme. 5.5 The Agent may not without the prior express written consent of the HA permit any property or any part thereof to be used other than as a private dwelling for an occupant / occupants. 5.6 The property and any grounds are to be used for the enjoyment of the occupants unless prior consent is granted by the HA, such consent should not be unreasonably withheld or delayed. 6. Housing Management Responsibilities and Standards 6.1 The Agent will provide all necessary assistance and information to the HA to ensure that the HA is able to meet its legal responsibilities and regulatory requirements. 6.2 Both the HA and the Agent will co-operate with each other to enable them to carry out their respective functions and obligations and ensure that the other party is aware of all relevant information. 6.3 The Agent is responsible for the day to day housing management of the property, up to the point of legal action, when the HA will become responsible. The processes that the Agent must follow are in the attached Appendix 4. The HA does not grant to the Agent any delegated authority to issue notices in any dispersed unit. 6.4 The Agent agrees to provide the housing management services to the standards specified and to comply with the requirements of the Tenants Guarantee and any replacement guidance that may in the future be issued by the Welsh Government. 6.5 The Agent is responsible for selecting occupiers and allocating units in accordance with their Selection and Allocation Policy. 6.6 The Agent is responsible for letting units and the signing of occupancy agreements. 6.7 The Agent must provide the HA with a copy of every tenancy agreement issued by e mail within two working days of signing. 6.8 The Agent will explain the contents of the occupancy agreement with occupants and/or their advocates in a way that they can understand. 6.9 The Agent is responsible, in conjunction with the HA where necessary, for all communication and consultation with the occupants on the management of the property/ies and on any proposed change in housing management as required by any statutory provision. The Agent must advise the occupants that their personal items and effects are not insured by the HA and that the occupants should take out insurance to cover them. 6.10 The Agent is responsible for administering the occupancy agreement on behalf of the HA and using its best endeavours to ensure that the occupants carry out their obligations under the agreement. The agent will take appropriate action in the case of anti-social behaviour and/or other breaches of tenancy in accordance with Appendix 4 6.11 The HA will take and conduct legal proceedings required in respect of breach of an occupancy agreement or to obtain possession of a unit, in consultation with the Agent. 6.12 The HA will bear the cost of all proceedings for possession. Any costs ordered to be paid by the occupier will belong to the HA. 6.13 Ultimately the decision making concerning legal action rests with the HA which will consult fully with the Agent before taking a decision. If the Agent disagrees with any action or lack of action being taken by the HA, the Agent should use the Associations Complaints Procedure to its conclusion. Where the dispute remains, the Agent should follow the process explained in section 17. 6.14 The Agent will deal with all initial tenancy complaints and appeals, including: * Complaints received from a third party with regard to Anti-Social Behaviour * Appeals against housing management warnings * Appeals against requests for notices When advising the complainant of the outcome the Agent must however advise them that they may make a final appeal to the Head of Housing at Newydd (who may delegate any hearing to another officer). 6.15 The HA will hear all appeals against eviction of tenants/licensees. As outlined in 6.14, the HA will also hear any final appeals once the Agents appeal processes have been exhausted. 7.0 Tenure 7.1 Newydd Housing Association. is the legal owner of the Properties covered by this Agreement and the occupants are the tenants/licensees of the HA. 7.2 The Agent will issue occupancy agreements on behalf of the HA to the occupier/s using the Agreement provided under clause 7.3. The Agent must use the occupancy agreement provided by the HA. 7.3 The HA will provide the Agent with the appropriate occupancy agreement/s; the type of agreement/s to be used will be specified on the schedule of properties and attached as Appendix 2. 7.4 The Agent will not allow anyone into possession unless and until they have entered into an occupancy agreement. 7.5 The Agent agrees not to vary the terms of the occupancy agreement without the prior written consent of the HA. Costs 8.1 The Agent shall pay the full annual HA charges by monthly instalments, one month in advance by direct debit ensuring that all monies due from the Agent are received by the HA prior to the end of the financial year. Charges will only be rebated in exceptional circumstances and where a property is rendered unfit for habitation because of severe damage or the extent of works. The HA reserves the right to determine whether a rebate of charges will be made. 8.2 The HA shall give the Agent a written statement of its charge for the accommodation (core rent and service charge) not less than five weeks before the implementation of the charge, or any longer notification period that is legally required in the future. The charge will be attached as Appendix 6 to this agreement. The charge for a new, replacement or additional property becomes due on the Monday following notification of the charges to the Agent. 8.3 If the Agent makes written representations to the HA about the proposed increase or decrease in the fees referred to in paragraph 8.1, the HA shall give proper consideration to those representations and will respond within one month. If unsatisfied the Agent may use the process for resolution of disputes set out in section 17 of this agreement. 8.4 The Agent will collect and administer all rents and service charges due under the occupancy agreement including any charge for additional housing management services. 8.5 Where the HA agrees to collect any such charge the cost will be reflected in the charges levied on the Agent as outlined in 8.1. 8.6 The Agent will consult occupants on the service charge for the following financial year where necessary. 8.7 The Agent will give occupants notice of any change to the charge in compliance with the tenancy agreement and legal requirements. 8.8 The Agent will refund any over payments of benefits received in relation to rents to the relevant funding agency. The Agent will also pay any Council Tax charge due for non-occupancy of the unit, where it is responsible for the non-occupancy i.e. unless the HA has exceeded a reasonable period for void works. 8.9 If requested the Agent will provide the HA with a copy of their rent setting and service charge policies. 8.10 The Agent is responsible for all the costs of running the property, including utility costs. 8.11 It is the Agents responsibility to fund replacement of furniture, carpets, flooring, white goods etc. for the premises unless an alternative arrangement has been agreed in writing. 8.12 The Agent shall provide the HA annually with a copy of the schedule of charges for each property they manage on behalf of the HA. 8.13 The Agent is responsible for paying for any damage to the property caused by: legal occupants, occupants visitors and the Agents staff or contractors. Policy and Procedures 9.1 The HA and the Agent will comply with the relevant: Laws of England and Wales; and Regulatory Requirements laid down by the Welsh Government as amended from time to time in respect of matters covered by the terms of this Agreement. Their own organisational policies 9.2 The HA will inform the Agent of the relevant Welsh Government regulatory requirements in respect of the Agents housing management responsibilities within the properties. 9.3 At the start of the Agreement or when first requested and whenever a policy or procedure is significantly changed or updated the Agent will provide the Housing Association with copies of its policy documents and documentation in the version current at the date of request relating to the following matters: Equality and Diversity Professional boundaries/professional conduct Consultation and Information Complaints Selection and Allocation Harassment House Rules for appropriate properties Move-On Confidentiality Health and Safety Arrears Voids/bad debts Pre-eviction procedure 9.4 On request, the HA will provide the Agent with copies of the following policy documents and documentation in the version current at the date of the request relating to the following matters: Equality and Diversity Complaints Confidentiality Move-On Monitoring forms Charge Setting Anti-Social Behaviour Service Charges CCTV Maintenance Asset Management Rechargeable Repairs Physical Adaptations Grant Gas Escape Tenants Requests for Improvements or Alterations 9.5 The HA and The Agent will carry out their duties under this Agreement having regard to the provisions of those policies and will notify the other party of any significant changes. 10.0 Move-On 10.1 The Agent is responsible for supporting the occupant to find appropriate alternative accommodation when the occupancy agreement has expired, or the current accommodation is no longer appropriate. 11.0 Property and maintenance services The HA will: 11.1 Provide the property to the occupant who shall remain the tenant or the licensee of the HA. 11.2 Carry out the obligation to repair as defined in Section 11 of the Landlord and Tenant Act 1985 and as set out in the occupancy agreement. 11.3 Carry out external redecoration at the property in line with the Associations policy on cyclical maintenance. 11.4 Inform the Agent whether the property is to be included in the following Financial Year's planned maintenance programme and will give the Agent a minimum of 4 weeks notice in writing before work commences unless otherwise agreed by the Agent and HA. 11.5 Make adequate provision for future major repairs to the property. 11.6 Remain liable for all risks in respect of the property and shall retain responsibility for insuring the following risks: - 11.6.1 Fire (and such other risks as the HA will in its absolute discretion determine) to its full replacement value and where possible apply any monies received in respect of such insurance in reinstating the property. Evidence of such insurance is to be provided by the HA to the Agent on request. 11.6.2 Third party claims arising from the condition of the property. (Property Owners Liability Insurance). 11.6.3 Claims by employees of the HA working in or on the Property. 11.6.4 Such other risks as the HA may from time to time determine. 11.7 Ensure that any furniture where provided by the HA at the property meets Furniture and Furnishings (Fire) (Safety) Regulations 2010 as amended. Once the property is handed to the Agent the Agent will be responsible to ensure future compliance to current and future legislation. 11.8 Maintain any equipment provided by the HA where paid via a service charge collectable by the HA at the property in a safe and usable condition and ensure such equipment complies with the relevant legislative safety provisions. 11.9 Keep all gas and electrical equipment provided by the HA in good and safe working order (including replacing where necessary) and carry out regular gas and electrical checks and servicing (where appropriate) annually and sufficient to comply with all legislative safety provision. Provide the Energy Performance Certificate for the property/ies. 11.10 Provide and maintain in good repair adequate fire alarm and emergency lighting at the property and replace the same where necessary in accordance with the recommendations of the relevant fire officer. 11.11 Carry out any repair required as a result of an act of deliberate damage or neglect by the occupants of the property or their visitors. The Agent will be recharged for the cost of the repair. 11.12 Carry out any repair required as a result of non-malicious or accidental tenant/ licensee damage where the charge for repair is covered by the rental income. 11.13 Take all reasonable steps to make sure that the property is fit to live in and deal with repairs in appropriate timescales as outlined in its maintenance policies. Where the Agent considers that the HA has persistently failed to meet its responsibilities, it may claim any costs incurred in carrying out repairs or for rent losses where the property is not occupied through disrepair. In the case of disagreement the matter will be resolved in accordance with Clause 17 of this Agreement. 11.14 In conjunction with a nominated representative of the Agent carry out internal and external inspections of the property as part of the HA Stock Condition Survey or otherwise. 11.15 Conduct tests on electrical equipment within all properties contained in the property schedule attached to this management agreement on a ten year cycle or any shorter period that may be required by legislation in the future. Electrical testing beyond this will remain the responsibility of the Agent. 11.16 The HA will carry out an annual service of any specialist equipment and the costs will be added to the annual charge for the property. The HA shall not be liable for cost of the replacement of any equipment unless the funds to do so have been accumulated through a depreciation charge. 11.17 Carry out any tree surgery and removal of Japanese knotweed that may be necessary. 11.18 Maintain any paths/paving in garden areas 11.19 Ensure that any air conditioning is serviced and maintained twice a year. 11.20 Manage risks associated with the effects of Radon and maintain any components designed to minimise the risk posed by Radon. 11.21 Manage risks of legionella according to the Legionella management plan. 11.22 Manage risks associated with asbestos according to the Asbestos Management plan The Agent will: 11.23 Notify the HA of any required repairs or maintenance promptly. 11.24 Give all necessary assistance to the HA at all reasonable times to enter and examine the condition of any part of the property to enable the HA to exercise its functions as owner of the property. 11.25 Carry out internal and external inspections in conjunction with the HA and their contractors 11.26 Provide access to the property upon at least 24 hours notice from the HA (within normal office hours) and be present at the property with the HA (if necessary) when such access is provided. In cases of emergency provide the HA, and others authorised by it, with immediate access. If access is not provided, the HA may if necessary force entry and recharge the reasonable costs of doing so plus any making good to the Agent. 11.27 Not repair any part of the property unless given prior consent by the HA who will remain the owner of the property. Should the Agent wish to conduct minor repairs to the property, then an agreement shall be drawn up between the HA and the Agent outlining the scope of the repairs allowed to be delegated to the Agent. The agreement will then be added as an appendix to this management agreement. 11.28 Keep the interior of the property in good decorative order and ensure that the property is redecorated internally on at least a three-yearly cycle unless agreed with the HA that this can be postponed. 11.29 Ensure that any furniture provided by the Agent at the property is in a safe and usable condition and meets the Furniture and Furnishings (Fire) (Safety) Regulations 2010 and other Health and Safety legislation now or in the future. . 11.30 Ensure that all equipment provided by the Agent meets all Health and Safety legislation now or in the future. 11.31 Ensure that any electrical appliances including portable appliances provided by the Agent at the property are regularly inspected in accordance with the 1989 Electricity at Work Regulations or any similar subsequent legislation to ensure their safety and provide records of the inspection to the HA on request. Keep electrical appliances in safe working order and replace where necessary 11.32 Reimburse the HA for the reasonable cost of any repairs necessitated by any act or omission of the Agent or the occupant or their visitors. 11.33 Report to the police any criminal damage at the property and obtain a crime reference number. Take appropriate action against any persons who have caused damage and collect charges made for repair as a result of damage. The HA will notify the Agent of any deliberate damage as soon as possible after identification and will collect the costs separately from the rental charge. 11.35 Not make or permit any alteration to the property without the prior written consent of the HA. Assist any occupant who requires a specific property adaptation or installation of specialist equipment to make applications to the appropriate bodies. Any adaptations may only be carried out with prior written approval from the HA. 11.36 Contact the HA when a unit with separate gas and electricity supplies becomes void to ensure that any electrical and gas checks required are carried out. 11.37 Display for all occupants the Gas Servicing Certificate where there is a communal boiler 11.38 Advise occupants on the importance of cleaning shower heads, running infrequently used outlets and flushing outlets before use if the property has been unoccupied for a period in order to reduce the risks to occupants and staff of contracting Legionella. 11.39 Not drill or cut into any surfaces (or allow occupants to do so) unless they are certain that they do not contain asbestos. Ensure that its staff are adequately trained to recognize the presence of asbestos. 11.40 Maintain any private gardens at the property to a reasonable standard 11.41 Clean the windows 11.42 Keep waste pipes and drains clear The HA and the Agent will: 11.43 Carry out a joint inspection of dispersed properties to agree the condition before they are handed over and before they are handed back. 11.44 Maintain, renew and/or replace all items identified as their respective responsibility on the Equipment and Contents inventory attached as Appendix 3 to this Agreement 12.0 Emergency Repairs 12.1 If an emergency repair occurs within normal office hours the Agent shall report the repair to the HA. 12.2 Should the emergency occur outside office hours the Agent shall report the repair in accordance with the HAs out of hours emergency repairs process. 12.3 The HA shall attend to emergency repairs in accordance with the timescales contained in Newydds Repair Handbook. 12.4 The Agent shall ensure that there are arrangements in place to allow access for the HA to carry out emergency repairs at all times. 13.0 Major Repairs 13.1 Should any major repair work require the occupant to vacate the property to enable work to be completed, the HA agrees to use all reasonable endeavours to provide alternative accommodation for the duration of that work, or else assist the Agent to locate temporary accommodation. The HA will assist with any additional costs to the Agent or the occupiers in compliance with its Tenancy Management Procedure. 13.2 The Agent will give access to such consultants and contractors as may be required to carry out major repairs on the property providing adequate notice has been given and will provide the HA with any information requested in connection with the carrying out of the major repairs works. 14.0 Fire Precautions The HA will: 14.1 At all times comply with all relevant laws, regulations, bye laws and other requirements relating to fire precautions and means of escape in the event of fire. 14.2 Maintain a Fire Risk Assessment of the building/s covered by this Agreement and provide this to the Agent. 14.3 Be responsible for the installation and servicing of the fire equipment, which may include: fire alarms, smoke detectors, emergency lighting and heat detectors. 14.4 Carry out any repair or replacement of such fire equipment required as a result of an act of deliberate damage or neglect of the occupants of the property or their visitors. The Agent will be re-charged for the cost of the repair and will collect payment for the damage from the occupant. 14.5 Where a dispersed unit forms part of a larger scheme of general needs or sheltered housing properties owned by Newydd Housing Association, the HA will inform the Agent about the evacuation or stay put arrangements for the scheme. The Agent will: 14.6 Give advice to occupants on fire prevention and fire safety and communicate to the occupants whether they should evacuate the premises in case of fire or stay put. If the occupants are to evacuate the premises there must be an evacuation route. All occupants, visitors, staff and contractors must be advised of the evacuation routes. 14.7 If any occupants are unable to use the evacuation route due to their specific circumstances the Agent must develop a Personal Emergency Evacuation Plan (PEEP). 14.8 Where the dispersed unit forms part of a larger general needs or sheltered housing scheme owned by Newydd Housing Association, the Agent will cooperate with the HA in the evacuation procedures for the scheme. The Agent must ensure that all fire drills are recorded with action taken if any occupants do not follow the required procedure. 14.9 The Agent must carry out a fire safety check at least monthly in the property and record that that this check has been carried out. 14.10 If the property has a separate fire alarm and/or emergency lighting the Agent must test it weekly. The Agent must ensure that tests are carried out at the legally required intervals and that all tests are recorded. The Agent must carry out a weekly visual check of any separate emergency lighting and a flick test if required, excepting where the dispersed unit forms part of a larger general needs or sheltered housing scheme owned by Newydd Housing Association, in which case the HA will carry out the tests and checks required. 14.11 Regularly check that any fire appliances are in good working order and keep a record of when checks have been conducted. 14.12 Report to the HA any actual or suspected deficiencies in the fire appliances or smoke detectors. 14.13 Ensure that fire doors are not fixed open and that self-closing mechanisms are not disconnected. 14.14 Service and replace where necessary any additional fire equipment that the Agent wishes to provide at the property (e.g. fire extinguishers, fire blankets). Maintain the log of fire servicing and equipment replacement at the property. Train staff in the use of the equipment. 14.15 Be responsible for collecting charges from occupants made for any repairs as a result of any damage referred to in clause 14.4. 15.0 Monitoring, Liaison and Review 15.1 The HA and the Agent will have regard to any relevant advice issued by the Welsh Government and any other delegated bodies, such as the local authority relating to the matters dealt with in this Agreement. 15.2 The HA will review the Agents performance relating to the management of the property/ies and provision of housing management services. 15.3 The relevant supporting people team or funding agency will be responsible for the review of support services to tenants as required by the Welsh Government for the payment of appropriate revenue grant. 15.4 The HA will encourage and consider feedback from the Agent and Occupants on the service it provides. 15.5 The HA will provide copies of the monitoring review to other relevant bodies e.g. the Local Authority when either the HA has concerns about the standard of performance of the Agent or is requested to provide the information. 15.6 The Agent will provide to the HA: The information required in the Newydd project review Audited accounts at the end of each financial year together with auditors management letters; Sight of any reports on or reviews of the Property by the Care Inspectorate Wales (where the Property is a registered care home), the Welsh Government/ Local Authority or by other funding or regulatory bodies An annual breakdown of the Agents charges for each property including a copy of the Service Charge Schedule showing the projected surplus/deficit. 15.7 The Agent will allow the HA access to its accounting and financial records relating to the sustainability of arrangements and services covered by this Agreement. The Agent will inform the HA of any developments (e.g. recommissioning of services) that may impact upon the operation of this agreement. 16.0 Miscellaneous Both the HA and the Agent shall: 16.1 Pass on to the other, within seven working days of receipt, a copy of any Notice relating to the property received by it or served upon it. 16.2 Notify the other immediately of any incident, including on-going anti-social behaviour by occupants or neighbours, which could lead to adverse publicity, or of any complaint received concerning the property. 16.3 Liaise with the other party and agree a statement before making any comment to the Press concerning the property or its occupation. 16.4 Take out and maintain Employers Liability Insurance as governed by legal requirements. 16.5 Take out and maintain Public Liability Insurance as governed by legal requirements. 16.6 Not do anything, or knowingly permit anything to be done in the property which would invalidate any insurance taken out by either party or which would increase the premiums payable. 16.7 Respect the confidentiality of information concerning the occupants that may from time to time become available to them. However, this does not preclude the Agent and the HA from sharing relevant information to ensure the smooth running of the property. Both parties will ensure that any exchange of information complies with the requirements of the General Data Protection Regulation 2016. 16.8 Indemnify each other in respect of any costs, damages, losses, expenses or liabilities incurred as a result of the breach or non-performance or non-observance of its obligations under this Agreement 16.9 The Agent will not assign this Agreement nor any of its obligations under this Agreement. The HA, with the prior consent in writing of the Agent (such consent not to be unreasonably withheld or delayed), may assign or subcontract the execution of the whole or any part of its obligations under this Agreement. 16.10 If the HA intends to transfer ownership of the property to any other party it shall consult the Agent before doing so and shall take account of any views on the transfer which the Agent expresses. Any termination of this Management Agreement will follow the guidelines set out for termination as set out below. 16.11 Both parties shall comply with the statutory and regulatory obligations, which affect the property both now and in the future including, but not limited to, the requirements of: Regulation and Inspection of Social Care 2016 (Wales) Act The Health and Safety Acts and the Health and Safety Executive; All Statutes relating to discrimination on the basis of protected characteristics including under the Equality Act 2010 All Statutes relating to the provision of social housing and the regulations of the Welsh Government; Regulations relating to houses in multiple occupation; Statutes and regulations relating to the safety and supply of gas and electrical services and appliances at the Property; The requirements of the General Data Protection Regulation 2016; The Financial Services and Markets Act (Registration with the Financial Conduct Authority) Housing (Wales) Act 2014 including registration with Rent Smart Wales 16.12 The Agent will be required to follow Newydds policies relating to the following: Rechargeable Repairs, Physical Adaptation Grant, Gas Escape Procedure, Tenants Request for Improvement or alterations, Anti Social Behaviour, Service Charges and CCTV. Current copies of the policies can be provided by request to the Agent. 17.0 Determination of Disputes 17.1 Should either party be dissatisfied with the performance of the other under the terms of this Agreement and this cannot be resolved through regular liaison, the following sequence of action will be pursued: (i) Either party will request a special meeting to review the working of the Agreement giving 10 working days prior written notice requesting a meeting (or a shorter notice period if the parties agree). The written notice must specify the alleged breach of the Agreement. The other party will attend that meeting. Staff delegated within each organisation for management of the scheme will be expected to attend this meeting. (ii) If the issue remains unresolved a request may, if both parties agree, be made for a meeting between Senior Managers of the other party on giving 10 working days prior written notice (or a shorter notice period if the parties agree). The other party will attend that meeting. If the issue remains unresolved after the above procedure has been followed, then the dispute or difference will be referred by either party to a suitably qualified independent mediator in order that the differences are suitably aired in an independent forum. Options for the engagement of the mediator will be mutually agreed by both parties. 17.2 Both parties will be obliged to comply and co-operate with this procedure at each stage and to share equally the costs of appointment of the relevant mediator. 17.3 If the issue remains unresolved after the procedure has been followed then the dispute or difference may, with the agreement of both parties, be referred by either party to a suitably qualified independent arbitrator. Conciliation and/or arbitration can only be invoked if both partners to this Agreement jointly agree to approach an arbitrator. In the event of arbitration being used, the decision will be binding by both parties. 18.0 Termination This Agreement may be terminated (in writing) as follows: 18.1 By both parties signing a substitute agreement 18.2 By either party by written notice if the other should be formally dissolved or cease operation or in the case of the HA have its registration as a Registered Social Landlord withdrawn. 18.3 By either party giving 6 months written notice where the other party fails to comply with a term of the Agreement and this cannot be resolved through liaison meetings or the Disputes procedure outlined in Clause 17 above. 18.4 Through mutual termination. If a termination is mutually agreed a reasonable timescale, of normally six months but not less than one month will be agreed upon by both parties. 18.5 On the expiry of a one-year written notice given by either party to the other where there is no fault/breach by either party. 18.6 Upon termination there will be a full accounting between the parties hereto and apportioned payments or repayments will be made of all money paid in advance or arrears on a time basis in accordance with the provision of this Agreement. Any dispute shall be dealt with as outlined in Section 17 of this Agreement. 18.7 Upon termination, and where there is Agreement in place that the Project will continue, the HA will liaise with the appropriate Supporting People team to agree an alternative support provider to act as Managing Agent. 19.0 Change to the properties covered by the Agreement: 19.1 Either party may remove a property from this agreement by giving 3 months written notice to the other party. A shorter period of notice may be mutually agreed. 19.2 Where it is agreed between the parties to do so the HA will endeavour to provide a replacement property however the HA has no obligation to do so nor to provide a specific number of properties. 19.3 If a property is completely destroyed it will no longer be subject to the agreement. 20.0 VAT 20.1 If the Housing Management Services which the Agent provides to the HA under the terms of this Agreement become subject to the payment of VAT, and are greater than the minimum for compulsory VAT registration and if the Agent is not registered for VAT at the commencement of this Agreement, the Agent shall register with H M Customs and Excise for Value Added Tax. 20.2 The Agent shall not voluntarily register with HM Customs and Excise for Value Added Tax without the prior consultation with the HA. 21.0 Definitions and Interpretation 21.1 Definitions In this Agreement the following expressions will have the following meanings: Financial YearMeans from 1st April to the following 31st MarchHousing managementThe general activities required to provide, repair and manage accommodation for tenants without significant additional needs Intensive Housing Management ServicesSuch additional or intensive housing management services required where occupiers have additional needs which may include, but are not limited to: General needs housing management functions that are more intensively provided as a consequence of the additional needs of tenants Additional or intensive housing management functions and tasks that would not be provided in general needs accommodation where no additional needs exist. These services are provided to occupants by the Agent on behalf of the HA and set out in clause 6 plus Appendix 4. NoticeAny notice received by either party from any source [excluding notices seeking possession] which relates to the property, the occupants or the project.Occupancy AgreementAn Occupancy Agreement entered into by each of the occupants in accordance with the form of Tenancy or Licence Agreement set out in Schedule of properties. Appendix 2 will be a copy of the occupancy agreement to be used.ProjectThe entirety of the undertaking regulated by this Agreement and this may include more than one schemePremisesThe entirety of the supported housing project covered by this agreement. This may include more than one property OccupantsPersons accommodated at each property who enter into an Occupancy Agreement. Property/PropertiesThe property or properties more particularly described in Schedule of properties.Service ChargeThe amount payable under the terms of the Occupancy Agreement for the services referred to in the Occupancy Agreement.SPPGSupporting People Programme Grant or any equivalent grant that replaces or supplements it.UnitA room, set of rooms or bed-space at the property capable of being the subject of an Occupancy Agreement. 21.2 Interpretation (i) Words importing the singular will where appropriate include the plural and vice versa and words importing the masculine will where appropriate, include the feminine and vice versa. (ii) References to any legislative provision, will be deemed to include references to any further legislation for the time being in force replacing amending or supplementing it, together with all other regulations directions conditions circulars or consents made or given under it or deriving validity from it. (iii) The headings in this Agreement are for information only and do not form part of or affect the construction of this Agreement. (iv) The Appendices are part of this Agreement and will have full force and effect as though expressly set out in the body of this Agreement save that if there is a conflict between the body of this Agreement and an Appendix the body of the Agreement prevails. (v) Addenda are part of this Agreement and will have full force and effect as though expressly set out in the body of this Agreement save that if there is a conflict between the body of this Agreement and the addendum the addendum prevails. (vi) All references to clauses refer to clauses in this Agreement. 22.0 Notices 22.1 Any notice required or authorised by this Agreement to be served or given by any party will be sufficiently served or given if it is sent by recorded delivery post addressed to the other party at its address recorded in this Agreement at Clause 1 and proof of posting will be sufficient proof of service in the morning on the second day following the day of posting or it is served in person by an officer of the party. Signed on behalf of the HA by Position .. Date. Signed on behalf of the Agent by Position .. Date .. INDEX OF APPENDICES Appendix 1 Schedule of properties Appendix 2 Occupancy Agreements Appendix 3 Equipment and Contents inventory Appendix 4 Housing Management Process Appendix 5 HSE Legionella risk management     $%?KLMR`abcdefghijkl  ( Z [ a c h j ̰̾̑h,)CJOJQJmH sH h6.-CJOJQJmH sH  hgh CJOJQJmH sH hsCJOJQJmH sH hgCJOJQJmH sH h CJOJQJmH sH h=Ah2h$WhGF hJOCJ$ hfCJ$ h CJ$h 3$%LMRabcdefghijk$$If^`a$$If^`  iUUUU & F S^`gd $ `0p@ $^a$"ikd$$Ifl,""  &04 lap &$If^`gdGF  ( Z [ c j   : G H | & F Sgd6$ S^a$gd\J & F S^`gdg S^ & F S^`gd $ & F S^`a$gd      : ; F G H I z | } . / 4 N Y 򺺺򚚚~hJOCJOJQJmH sH hfCJOJQJmH sH h 5CJOJQJmH sH  h\Jh\JCJOJQJmH sH h\JCJOJQJmH sH hgCJOJQJmH sH hG7CJOJQJmH sH h6.-CJOJQJmH sH h CJOJQJmH sH 1| . / A x$^a$ $n^n`a$$ n`^``a$ $7^7`a$$a$$ d,^`a$$ & F Sa$gdg & F S^`gd $ & F S^`a$gd Y \ b  : ; ? @ A B F P  ֺ֬֏ֺ~oah"CJOJQJmH sH h"5CJOJQJmH sH  h"Uh#CJOJQJmH sH h 5CJOJQJmH sH hSBCJOJQJmH sH h8 CJOJQJmH sH h#CJOJQJmH sH h4;4CJOJQJmH sH h CJOJQJmH sH hR|CJOJQJmH sH h.CJOJQJmH sH 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