Tenants Charter

1. Introduction

2. When you move in

2.4 Paying the rent

3. Ending the tenancy

4. Where to get help

Birmingham Property Services (BPS) is a part of the Resources Directorate of
Birmingham City Council. We provide a property and valuation service to all City Council
departments. Part of our responsibility is to manage and dispose of City-owned commercial
land and property including shops, offices, industrial units, warehouses, business parks
and development sites.

1. Introduction

This charter gives you a guide to your rights and responsibilities as a tenant of Birmingham
Property Services. It is meant as a point of reference, not a complete statement of law. If
any points are unclear, contact your Property Manager.

The handbook assumes you are a tenant who is occupying under a Tenancy Agreement.
The advice will also be of use if you have a lease, but if you have any specific queries
please ask your Property Manager.

To make the most effective use of the handbook please keep it in the pack provided, alongside
your lease or Tenancy Agreement. You will then have everything in one place. We hope you
find the handbook useful. But remember: we are only a phone call away if you have a problem.

2. When you move in

2.1 Things to do straight away

Arrange for the gas, electricity, water and phone meters to be read on the first day of your
tenancy, even if you are not moving in until later.

Speak to your insurance broker about the range of risks to insure against. Make sure you have
the right cover for your needs.

Find out the position of:

• The water stopcock
• The mains electricity switch
• The fusebox
• The gas isolator valve

2.2 Your responsibilities as a tenant

You must:

• Pay rent as set out in your agreement, immediately it becomes due (further details on how
  to pay your rent are set out in point 2.4).
• Pay charges for all water, gas, electricity, telephone and similar services consumed on the
  premises, and business rates.
• Put and keep the premises in good and substantial repair. Keep the drains, gutters and pipes
  in the premises clear and do not allow the electric circuits to become overloaded. These are
  general responsibilities which may not apply in all circumstances. Please refer to your lease
  or Tenancy Agreement for confirmation of what you are responsible for in your property. Inform
  the Council if repairs are needed for which we are responsible. Contacting us as soon as the
  problem arises will enable us to deal with the repair quickly.
• Before making any alteration to the property, write to your Property Manager with details of your
  proposal.
• Use the premises only for the permitted use and only during the hours of use specified in your
  agreement.
• Allow the Council, or its authorised agents, to enter the premises to carry out repairs at all
  reasonable times after giving you reasonable prior notice except in an emergency.
• Give the landlord proper notice if you wish to leave (as set out in point 3.1).
  
  You must not:
• Do anything which would be a nuisance or annoyance to others. This can include harassment
  relating to their race, disability, sexuality, gender, religion, age, or physical or mental health.
• Use the premises for any illegal or immoral purpose.
• Apply for, or implement, any planning permission in respect of the premises without the prior
  written consent of the Property Manager.
• Assign the premises without first obtaining the Council's consent or sublet the premises under
  any circumstances.
  
  Tenants of multi-occupied office, retail or industrial premises may have to pay a variable service
  charge by way of additional rent for the maintenance and servicing of the common parts within
  the building. Further details are available from your Property Manager. This is only a broad outline
  of your responsibilities. You will have other responsibilities, and details will be shown in your lease
  or Tenancy Agreement.

2.3 The Council's responsibilities

The Council will:

• Respect your right to quiet enjoyment of the property and give you exclusive possession of the
  premises during the term.
• Give you reasonable notice if the Council needs access to the premises to do repairs (except
  in the case of an emergency when notice may not be possible).
• Usually be responsible for the repair of the main structure of the property and the roof. This may
  vary depending on the specific terms in your lease or Tenancy Agreement. Please refer to your
  lease or Tenancy Agreement for confirmation, or contact your Property Manager for advice if you
  are unsure. · If you occupy a multi-tenanted property, the Council will keep its common parts in
  good repair.
• Comply with the Council's Harassment Policy and Procedure to ensure that if you experience
  and report harassment relating to your race, disability, etc, that it will be taken seriously.

2.4 Paying the rent

Rent is usually payable on the traditional quarter days which are 25 March, 24 June, 29 September and
25 December. However, for some premises the rent will be payable on the modern quarter days which are
1 January, 1 April, 1 July, and 1 October.

It is your responsibility to ensure the Council receives your payment, and failure to pay by the due date
may result in recovery action being taken without further warning.

Please note that you should allow four working days for any payment made at the bank or post office to
reach our account. If you do not receive an invoice one week before your payment is due, please telephone
the Property Income Unit on 0121 303 2998. The available methods of payment and contact telephone
numbers will be shown on each invoice and it is recommended that you ask about payment by standing order.

Rent Payment can also be made over the internet click here for further information about payment methods

If at any time you are unable to pay the full sum by the due date, you should contact the Property Income
Unit on 0121 303 3073, FAX 0121 303 1363 or email to edd_piu@birmingham.gov.uk for advice.

2.5 Getting repairs done

To find out who is responsible for a specific repair, please refer to your lease or Tenancy Agreement. In most
instances the Council is responsible for repairs to the structure of the building, with internal repairs being
your responsibility. If you are unsure who is responsible, contact your Property Manager for advice.

If you are a tenant of a neighbourhood shop and have a Council flat above your property, then you should refer
any problems, such as water leaks coming from the flat, to your local Neighbourhood Office. To find out the
number of your nearest Neighbourhood Office, contact 0121 303 1111,
or click here for further information about Neighbourhood Offices

Let the Council know promptly when any repair for which we are responsible needs carrying out, either contact
your Property Manager by phone or inform us in writing. If the repairs are not carried out promptly, please let us
know so we can chase them up for you. Do not stop paying the rent as this could give the Council grounds for
taking proceedings against you.

2.6 Gas, electricity and water supplies

If you will be paying the fuel bills yourself, get the meters read when you take over the tenancy. Transco and
Midlands Electricity normally need 24 hours notice to arrange a meter reading.

2.7 Safety in your property

• Keep all your fire escape routes clear - don't block them with furniture, bikes, rubbish, bags or stock.
• Don't overload your electric sockets and wiring.
• If you go away for a long period, or during the winter, turn the water off and drain the tank to avoid frozen pipes.
• Keep the premises secure.
• If you experience harassment because of your race, disability, sexuality, gender, religion, age, or
  physical or mental health, report all incidents to your local Neighbourhood Office. To find out the number
  of your nearest Neighbourhood office, contact 0121 303 1111,
  or click here for further information about Neighbourhood Offices

3. Ending the tenancy

3.1 If you want to leave You will need to give the Council written notice of your intention to leave as set out in
your Tenancy Agreement. Either you or the Council may give the other at least six months written notice to
end at any time.

Notice of termination must be given in writing and served on the Council, specifying the address and giving
the notice period to end on a specific date.

The rent will need to be paid up to and including the last day of the term. If your departure date is not a rent
day, the Council will refund any overpayment of rent. You will also need to pay any service charge for which
you are responsible.

If you have a lease, please refer to your Property Manager for advice as to whether you are allowed to leave
before the end of the contractual term.

If you wish to assign your tenancy or lease, please contact us promptly for our consent before proceeding.
Unless we are notified you will continue to be responsible for rent, service charge and rates.

3.2 Repair, decoration and condition

Before you leave, the Council will arrange to inspect the premises to ensure you have met all your responsibilities.

You must give the Council full vacant possession and leave the premises in good and substantial repair. All tenants'
goods and fixtures and fittings must be removed from the premises and any damage caused to the premises by
their removal must be made good. The property must be left clean and tidy and suitable for immediate reoccupation.
You must provide a completion certificate from a qualified electrician which confirms that the wiring complies
with legislation and is safe to use.

3.3 When you leave

On the date you leave you will need to:

• Read all supply meters and notify the suppliers of your departure.
• Secure the property and return all keys to the Property Manager. Please note that returning the keys
  before the agreed vacation date will not terminate your liability unless previously agreed in writing by the Council.

4. Where to get help