LPC Answered - Core Guide - Sample 2021-22

SAMPLE NOTES FROM OUR CORE MODULES GUIDE:  Civil Litigation: Pre-Action Considerations  Business Law and Practice: o General Procedure Plans o Procedure Plan for Allotment of Shares and Pre-Emption Rights  Property Law and Practice: Investigating Title and Analysing Official Copies

LPC Answered is a comprehensive set of revision and study notes for the Legal Practice Course. Our Core Modules guide covers the first-stage core modules of the LPC: o o o o

Civil Litigation Criminal Litigation Property Law and Practice Business Law and Practice

o o

Professional Conduct and Regulation Wills and the Administration of Estates

o o o

Tax Solicitor’s Accounts Skills

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CIVIL LITIGATION

PRE-ACTION CONSIDERATIONS PRE-ACTION CONDUCT First consider the Practice Direction – Pre-Action Conduct and Protocols (“PDPAC”):

Litigation should be a last resort

Potential claimants must comply with the CPRs

The Letter Before Claim must meet the requirements set out in the PDPAC

The aim and spirit of the CPRs is to resolve disputes as cheaply and as quickly as possible. Parties should exchange information, consider Alternative Dispute Resolution (“ADR”) and attempt to resolve issues without beginning proceedings (PDPAC para 8).

The parties should always try to settle where they can: courts are very keen on encouraging parties towards ADR. Before pursuing litigation, always explain the various types of ADR to your client and identify circumstances where ADR may be preferable to litigation → see the chapter “Arbitration and Alternative Dispute Resolution” at the end of this book for more detail.

Claimants must comply with the CPRs if they wish to avoid costs sanctions against them (or even the striking out of their claims).

Any potential claimant should therefore first send a Letter Before Claim to the potential defendant. The potential defendant should reply within a reasonable time – no more than 3 months in most cases (PDPAC para 6).

The Letter Before Claim should be a genuine attempt to settle. There is no point in sending an aggressive letter demanding enormous sums at short notice. This looks bad for the potential claimant, negating the notion that there is a genuine intention to settle and implying an enthusiasm for litigation. The letter should state the basis of the claim, have a summary of facts and state what the claimant wants. Key documents must be disclosed. If this information is not included, then a prospective defendant should challenge the letter.

A party's silence or negative response to a Letter Before Claim or ADR proposal may also be considered unreasonable (PGF II v OMFS).

Aggression or silence may lead to costs sanctions. It is almost always in the interests of your client to make genuine attempts to settle a dispute before issuing a claim. The purpose of the PDPAC is to encourage early settlement and ensure the smooth running of the litigation.

NOTE that the costs of pre-action conduct should be minimal. The parties should only take “reasonable and proportionate steps” to identify, narrow and resolve any issues, and they cannot recover any disproportionately high costs incurred in doing so (PDPAC paras 4 - 5).

If the parties have complied with the PDPAC and made genuine attempts to resolve the dispute, but have not settled, they must review their case, consider the evidence and attempt to avoid court proceedings or at least narrow the issues between them before going to court (PDPAC para 12).

NOTE that if a party makes an interim application, the court can order pre-action disclosure (CPR 31.16) and/or pre-action inspection of property (CPR 25.1). Any order is subject to the court’s discretion; the applicant must demonstrate something out of the ordinary in order to persuade the court to make an order (Taylor Wimpey v Harron Homes).

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NOTE: it is possible to make Part 36 settlement offers during the pre-action phase (CPR 36.7(1)). See the chapter on Part 36 offers for more detail. Beware – sending the letter of claim does not stop time running in respect of limitation periods. If the case does not settle during the pre-action stage then there are various issues to consider, including which court to bring the action in and how to fund the claim (see below).

CHOICE OF COURT The County Court and the High Court have a concurrent jurisdiction over most matters, meaning that a claim could be brought in either court, subject to the below. Consider the following factors to decide which court your client’s claim should be brought in. When calculating the value of the claim remember to exclude interest, costs, the value of a possible counterclaim, contributory negligence and any deduction of social security benefits.

COUNTY COURT

If a claim is for £100,000 or less (PD 7A para 2.1), it should be commenced in the County Court; claims for less than this started in the High Court in London are likely to be transferred down unless certain conditions apply (PD 29 para2.2).

The following factors point to using the High Court (PD 7A para 2.4):

HIGH COURT

• • • •

High value claims; Claims involving complex facts or law; Where the outcome is important to the public; or If the Claimant believes that the High Court is the suitable venue.

The court can consider whether an action should remain in the court of issue (CPR 30.2) But claims founded in certain causes of action must be brought in the High Court. These include claims in libel, judicial review and the Human Rights Act. EITHER

If the claim is worth more than £100,000, it can be brought in either court (PD 7A para 2.1). For personal injury claims the threshold is £50,000 (PD 7A para 2.2).

FUNDING AND FEE ARRANGEMENTS You should explain to your client that the responsibility to pay your legal fees and disbursements is not automatically absolved by success at trial. Even if your client is successful and the court makes an order for payment of your client’s legal fees, there will be a percentage (approximately 10 – 30%) which the other side will not be ordered to pay. Nevertheless, your client will owe you that money.

PROFESSIONAL CONDUCT POINTS: Consider the following when advising on fee arrangements/funding: Rule 8.7 of the SRA Code of Conduct for Solicitors: you should inform the client, both at the start of the matter and as it proceeds, of the likely overall cost of the matter and any disbursements likely to be incurred.

In practice, the information you provide should include a discussion of the possible funding arrangements and the potential costs and risks of funding options, including other payments or fees for which the client may become liable. You should discuss the method of payment, including consideration of Legal Aid, insurance or a third party paying, as appropriate.

Remember that clients must be given information in a way they can understand so that they can make informed decisions (Rule 8.6).

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In addition to the traditional approach where your client pays your fees as they arise, conditional or contingency fee arrangements are possible.

NOTE that there are only two possible types, despite what they might be called:

Conditional Fee Arrangements (“CFAs”)

DamagesBased Agreements (“DBAs”)

A.k.a. “no win, no fee” agreements. Under a CFA, your fees are conditional on your client’s success. If your client loses, then no fees (or reduced fees) are due. If your client wins, then your fees plus a success fee become payable. NOTE: your client must provide informed consent to the level of the success fee or the court may reduce it (Herbert v HH Law Ltd).

It is important to note that whilst the court may order the other side to pay your client’s costs, it does not normally order the other side to pay the success fee – that will be paid by your client. Accordingly, it reduces the quantum of “take home” compensation. See the table below for further details. NOTE: a client has always been able to terminate a CFA, but now solicitors can also do so if the client unreasonably rejects their advice regarding settlement (Butler v Bankside).

Also known as a contingency fee arrangement, under a DBA if the client succeeds, a percentage of the damages awarded will be payable to you. This cannot be higher than 50% and must be lower in personal injury and employment tribunal cases. If the client loses, then they have no liability for legal fees.

WHAT IS PAYABLE AND/OR RECOVERABLE WHEN A CFA HAS BEEN USED? What is payable to the solicitor and/or recoverable from the other side will depend on whether your client has been successful in their claim. Look at the precise wording of the CFA. If it specifies that success is recovery of the substantive claim and an award of inter partes costs, then solicitors’ costs will not be recoverable unless that costs order is made (Previn v DAS Legal Expenses).

If client wins:

Payable and normally recoverable from the other party.

If client loses:

Not payable (or only reduced fees depending on the arrangement).

If client wins:

Payable and normally recoverable from the other party.

If client loses:

Payable, but not recoverable from the other party.

If client wins:

Payable, but not recoverable from the other party.

If client loses:

Not payable.

Solicitor's fees

Disbursements

Success Fee

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If client wins:

Not payable to the solicitor, and recoverable from the other side. (However, note that the success fee is effectively paid out of the damages).

If client loses:

Where the defendant counterclaimed successfully, damages may be payable to the defendant.

If client wins:

Payable, but not recoverable from the other party.

If client loses:

Payable, but not recoverable from the other party.

If client wins:

Generally, if the client wins they will not have to pay the other party’s costs.

If client loses:

It is likely that if the client loses they will have to pay the other party’s costs (or at least a proportion of them) (CPR 44.2(2)(a)).

Damages

Insurance (NOTE: see section on insurance below)

The other party's costs

LEGAL AID The Legal Aid, Sentencing and Punishment of Offenders Act 2012 (“LASPO”) has reformed legal aid funding. One of its aims was to reduce the amount of public money being used via public funding, limiting eligibility for legal aid. Many claims will not now qualify for legal aid. Schedule 1 LASPO contains all the details of those that are disqualified. To qualify, all claims must be governed by English law.

There are different options available if a claim is potentially eligible for legal aid:

Legal Help

This involves the client being helped to prepare their case, but not litigate it.

Help at Court

During a court hearing, a legal aid an advocate can speak for the client but will not have been formally taken on by the client. This could be on a one-off basis.

Legal Representation

If the client is involved in a matter which is contested as a claimant or defendant, legal representation can cover the preparation and litigation.

Only individuals (and sometimes individuals who are partners in business) can make use of legal aid.

If the claim is not an excluded type, you should consider whether the client has an appropriate case for legal aid funding. In order to do so you will need to carry out merits and means tests. Only if these tests are met will the Legal Aid Agency (“LAA”) consider the client suitable for legal aid funding.

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•

Merits test: consider how likely a client is to succeed and what the benefit will be to the client.

If there is a reasonable chance of success, then you should consider whether the amount which is likely to be won by the client will warrant the likely costs that will accrue. Legal aid funding could be refused if the client has resorted to this method without trying other alternatives first, so these should be considered. Apply for legal aid only if this is the single/best option (i.e. it must be reasonable to grant this kind of public funding).

•

Means test: this is essentially a “financial eligibility check” and you can make use of a calculator tool on the government website. Currently, a client’s disposable capital must not be more than £8,000 (reduced to £3,000 for an immigration matter) and the client’s gross monthly income should be less than £2,657 with a monthly disposable income limit of £733 in order to qualify i.e. only those with low income and capital will be eligible.

If the client is successful and wins some money, then some of the legal aid costs may be repaid using this money. This is known as the statutory charge. You must advise the client from the outset, that this charge could apply (SRA Code Rule 8.6). If there has been a costs order in favour of the client and there is a shortfall between the costs recovered from the other side and the LAA’s costs, this difference will be deducted from the client’s damages. The statutory charge which the client must pay is any difference between the costs order and the actual costs incurred.

CLS FUNDING COMMUNITY LEGAL SERVICE (“CLS”)

Sometimes informally referred to as “legal aid”, CLS may provide a loan from the state to allow less affluent clients to pursue litigation.

It is important to stress that CLS is a loan, not a grant: if a party which is CLS-funded wins their case, then they will have to repay the loan. If necessary, they may have to pay this out of their damages, but will never have to pay back more than was lent. If the fees and damages awarded are less than the amount of the CLS funding, then they will not have to pay more than the awarded amount.

A CLS-funded party will never end up out of pocket.

Beware if your opponent is CLS-funded because you will not get your costs awarded if you win. The state will not pay your legal fees – the only exception is where your client is a defendant who would suffer hardship unless their reasonable costs were paid.

A claimant who cannot recover legal fees from a state-funded defendant, will nevertheless owe you the legal fees incurred. Always advise a claimant who is considering suing a CLS-funded defendant that your legal fees could substantially reduce the amount of compensation recovered.

INSURANCE You should always check whether an existing insurance policy would cover your client’s matter. If you do not do so, this could impact the fees you can later recover. If the client does not already have insurance, then you should consider whether they could take out a specific insurance policy to cover the matter.

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Claimants can get the following types of insurance policy to cover the cost of litigation: •

Before the event (“BTE”): taken out as a general policy against the risk of future claims before a specific claim is begun; or

•

After the event (“ATE”): taken out after a specific claim has been made solely to cover the cost of that litigation, particularly if the insured party loses. The premium is higher than for BTE and is only available if the insurance company judges that the risk of losing is low.

NOTE: even if your client wins, recovery of the cost of any BTE premium from the other party is unlikely. If your client wins and is awarded costs, but took out an ATE insurance policy after 1 April 2013, the premium will not be recoverable from the other party.

LIMITATION PERIODS You should beware of limitation periods. The Claim Form must be issued within:

Breach of contract claims:

6 years from when the cause of action accrued, which means 6 years from the date when the contract was breached, even if nobody was aware of the breach and the damage was not suffered until a subsequent date.

Breach of contract claims where the contract was made under a deed:

Tortious claims:

12 years from when the cause of action accrued.

6 years from when the loss/damage was suffered (or, for latent damage, 3 years from the claimant’s date of knowledge with a 15-year-long stop).

NOTE: the court will not permit the amendment of a claim after service in order to advance a further claim which would otherwise be time-barred (One Blackfriars Ltd v Nygate).

COURT ISSUE FEES Claimants have to pay issue fees to the court when commencing proceedings. You may not need to know the exact figures for your exam. NOTE that these fees are constantly changing. Example paper form fees (as at August 2020):

COUNTY COURT

HIGH COURT

£35

£35

For a money claim worth £300 or less;

£355

£480

For repossession of land; or

£10,000

£10,000

For an unlimited money claim.

NOTE: there is now a system for issuing most claims online and costs are lower if the online process is used.

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BUSINESS LAW AND PRACTICE

PROCEDURE PLANS Exam technique for creating a procedure plan: First work out how many board meetings (“BMs”) and shareholder meetings (“GMs”) are needed. The examples below require a BM, followed by a GM and then another BM. This procedure is typical for a simple matter such as changing the company name.

Then, go through each meeting in turn. Consider memorising the acronym “NQAV” – Notice, Quorum, Agenda, and Voting – in order to work through the requirements for each BM and GM in a logical manner: Notice:

Who can call the meeting and what are the notice requirements?

Quorum:

How many people need to be present at the meeting in order for it to be validly constituted (“quorate”)?

Agenda:

What matters will be discussed and voted on?

Voting:

Who can vote? How will voting take place and how will votes be counted?

Include detailed references to the model articles (“MAs”) and sections of the Companies Act 2006 that you are referring to at every possible stage, as has been done below. Remember to always go through the post-meeting matters as well.

The skeleton below sets out a general procedure plan that you can base the structure of your answers on. Specific procedure plans for particular matters are set out later in this guide.

GENERAL PROCEDURE PLAN SKELETON FIRST BOARD MEETING 1:

Any director can call a board meeting (MA 9(1))

2:

On “reasonable notice” (Browne v La Trinidad)

3:

Quorum is 2 (MA 11(2)) Agenda – the following need board resolutions:

4:

• • • • • • • •

Appoint new directors (MA 17(1)(b)) Appoint a chair (MA 12(1)) Authorise someone to act as corporate representative at shareholder meetings (s. 323) Change the registered office (s. 87) Change the Accounting Reference Date (“ARD”) (s. 392) Appoint the auditors (s. 485) Approve the transfer of shares from old to new members (ss. 112, 113, 544, 770 & MA 26) Approve notice of a GM and any draft resolutions (and any consent to short notice) – call GM on 14 clear days’ notice (ss. 307 & 360) unless “special notice” of 28 days is required (s. 312).

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Notice of a GM should contain: o Exact wording of the special resolution (s. 283(6)) o Time, date and place of meeting (s. 311(1)) o Proxy notice (s. 325(1)) 5:

Voting is unanimous or by a simple majority on a show of hands (MAs 7 & 8)

GENERAL MEETING 1:

Notice period is 14 clear days (notice period s. 307(1) and computation of clear days s. 360).

The written resolution procedure is a possibility (ss. 289 - 291, 296, 297 & 300). For more information return to the chapter on “Company Decision-Making”, but as a reminder:

2:

• • • • •

The written resolution should be circulated to all eligible members immediately.

Abstentions (non-votes) count as votes against the resolution.

Votes in favour of the resolution may not be revoked.

The resolution will lapse if the necessary threshold of votes in favour is not met by a set date.

All votes on written resolutions are on a poll.

3:

The short notice procedure reduces the standard notice period to the time it takes to gather the required consents. At least 90% of eligible shareholders must agree to the short notice procedure being used (s. 307(4)-(6)).

4:

Quorum is 1 qualifying person for a single member company (s. 318(1)). Otherwise the quorum is 2 qualifying persons (s. 318(2)) or as many as specified in the company’s articles.

A “qualifying person” is a shareholder, an authorised representative under s. 323 or a proxy of either (s. 318(3)).

Agenda – the following require shareholder approval:

5:

6:

• • • • •

Change name of company – special resolution (s. 77(1)) Change the articles of association – special resolution (s. 21) Remove a director – ordinary resolution (s. 168) Security/guarantee/loan/SPTs with a director/connected person – ordinary resolution (ss. 190, 197, 200) Directors’ long-term service contracts – ordinary resolution (s. 188)

•

Approval of contract to buy own shares (s. 696)

Check the articles for voting requirements. Unless the articles specify otherwise, voting is on a show of hands, or on a poll vote if one is demanded (MA 42).

SECOND BOARD MEETING 1:

Convene BM as above (same notice, quorum and voting requirements).

2:

Agenda: Chairperson reports what resolutions were passed at the GM.

3:

Any necessary action is taken, e.g. entering a transaction that has just been approved by the shareholders.

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4:

Secretary instructed (or a director if no secretary) to file documents set out under postmeeting matters.

POST-MEETING MATTERS File the following forms – if relevant – at Companies House: AP01

for appointing directors (s. 167)

within 14 days

AP03

for appointing secretaries (s. 270) (NOTE: form AP04 is used if appointing a corporate secretary.)

within 14 days

3:

TM01

termination of appointment of directors (s. 167)

within 14 days

4:

TM02

termination of appointment of secretary (s. 276)

within 14 days

5:

AD01

change of address of registered office (s. 87)

6:

AD02

nominating a SAIL (s. 1136)

7:

AD03

change of SAIL

8:

AA01

change of ARD (s. 392)

9:

NM01

change of name (s. 78)

10:

Copy of any special resolution (ss. 29(1)(a) & 30(1))

11:

Register the transfer of shares received on a Stock Transfer Form (ss. 544, 770, 711)

1: 2:

within 15 days within 15 days

Remember to pay any fees due to CH when making a filing (e.g. for a change of name).

Update the following internal records, where relevant: 1:

Update register of directors (s. 162)

2:

Update register of secretaries (s. 275)

3:

Update register of members (ss. 112, 113, 123)

4:

Update PSC Register (s. 790E)

5:

Draw up the minutes of the BMs and GM, and enter them into the company’s minute books, where they must be kept for at least 10 years (ss. 248 & 355)

6:

Keep a copy of all meetings and resolutions (s. 355), even if a sole member company (s.

357).

On the following pages are a series of example procedure plans for the typical matters that you may be likely to encounter in your exam. Bear in mind that these procedure plans are skeletons to show you the correct structure to follow – you will need to flesh them out having regard to the question.

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SUGGESTED PROCEDURE PLAN FOR ALTERING ARTICLES OF ASSOCIATION FIRST BOARD MEETING NOTICE QUORUM

Any director can call (MA 9) on “reasonable notice” (Browne v La Trinidad).

2 (MA 11(2)).

Board must agree to call a GM using their powers in s. 302. They should approve notice of the GM – call GM on 14 clear days’ notice (ss. 307 & 360).

Notice of a GM should contain:

AGENDA

a) Time, date and place of meeting (s. 311(1)) b) Proxy notice (s. 325(1)) c) Exact wording of the special resolution changing the company’s articles (s.

283(6)).

VOTING

Unanimous or by a simple majority show of hands (MAs 7 & 8).

GENERAL MEETING Notice period is 14 clear days (ss. 307, 360), but if there is insufficient time: •

Written Resolution procedure is a possibility (ss. 289 – 291, 296, 297, 300) – see section in “Company Decision-Making” for more detail; or

•

Short Notice procedure reduces notice time to the time it takes to acquire necessary consent – needs at least 90% of shareholders to agree (s. 307(4)-(6)).

NOTICE

QUORUM

2 (s. 318(2)), unless a single member company, then 1 (s. 318(1)).

AGENDA

The shareholders must pass a special resolution to approve the amendment of the company’s articles (s. 21(1)).

VOTING

Special resolutions require more than 75% of votes in favour (s. 283) – voting is on a show of hands, unless a poll vote is demanded (MA 42).

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SECOND BOARD MEETING NOTICE QUORUM

Any director can call (MA 9) on “reasonable notice” (Browne v La Trinidad).

2 (MA 11(2)).

Chairperson reports what resolutions were passed at the GM.

AGENDA

Secretary is instructed (or a director if no secretary) to file documents set out under post-meeting matters.

VOTING

Unanimous or by a simple majority show of hands (MAs 7 & 8).

POST-MEETING MATTERS

EXTERNAL REPORTING

UPDATE INTERNAL RECORDS

1) The company must send the registrar a copy of the amended articles within 15 days (s. 26(1)).

2) They must also send a copy of the special resolution to CH within 15 days (ss.

29 & 30).

1) Draw up minutes of BMs and GM, and enter them into the company’s minute books where they must be kept for at least 10 years (ss. 248 & 355).

2) Keep a copy of all meetings and resolutions (s. 355), even if a sole member company (s. 357).

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SUGGESTED PROCEDURE PLAN FOR REMOVAL OF A DIRECTOR FIRST BOARD MEETING NOTICE

QUORUM

Any director can call (MA 9) on “reasonable notice” (Browne v La Trinidad).

2 (MA 11(2)), but remember: the interested director will not count towards the quorum (MA 14(1)).

Board must agree to call GM using their powers in s. 302. They should approve notice of the GM – call GM on 28 clear days’ notice (ss. 312 & 360). Notice of a GM should contain: a) Time, date and place of meeting (s. 311(1))

AGENDA

b) Proxy notice (s. 325(1)) c) Special notice of the resolution to remove the director (s. 312) d) Notice to the director of the resolution to remove them (s. 169(1)) The board should also draft an ordinary resolution for the shareholders approving the removal of the director.

Unanimous or by a simple majority show of hands (MAs 7 & 8).

VOTING

REMEMBER: The interested director cannot vote on the board resolution calling the GM unless the company has voted to disapply MA 14(1) (MA 14(3)(a)).

GENERAL MEETING Special notice period is 28 clear days (ss. 312(1) & 360) or, where that is not practicable, 14 days’ notice and an advertisement in a newspaper, or otherwise in accordance with the articles (s. 312(3)).

If the meeting is called for a period shorter than 28 days after the notice has been given, the correct notice will be deemed to have been given (s. 312(4)).

NOTICE

QUORUM

The director has the right to make written representations to the company and to have the company distribute these to the members in advance of the meeting (s.

169(3)).

•

NOTE that the company cannot use the written resolution procedure to remove a director (s. 288(2)(a)).

•

NOTE also that the directors can be required to call a GM by the shareholders (s. 303) and the members can ultimately call the meeting themselves (s. 305) (for more detail see “Removal of Directors”).

2 (s. 318(2)), unless a single member company, then 1 (s. 318(1)).

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The director must be given a chance to speak at the meeting (s. 169(2)).

AGENDA

VOTING

The shareholders must pass an ordinary resolution approving the removal of the director (s. 168(1)).

Ordinary resolutions require more than 50% of votes in favour (s. 282) – voting is on a show of hands, unless a poll vote is demanded (MA 42).

SECOND BOARD MEETING NOTICE

QUORUM

Any director can call (MA 9) on “reasonable notice” (Browne v La Trinidad).

2 (MA 11(2)), but remember: the interested director will not count towards the quorum (MA 14(1)).

Chairperson reports what resolutions were passed at the GM. If the director has been removed from office by OR of the shareholders, the board must also pass a board resolution terminating the director’s contract.

AGENDA

The removed director may have a claim for wrongful dismissal and (for executive directors) unfair dismissal or redundancy.

Secretary instructed (or a director if no secretary) to file documents set out under post-meeting matters.

VOTING

Unanimous or by a simple majority show of hands (MAs 7 & 8).

POST-MEETING MATTERS EXTERNAL REPORTING

1) Must inform CH of the removal of the director on form TM01 within 14 days (s. 167).

1) Must update the register of directors (s. 162).

2) Must update the register of directors’ residential addresses (s. 165).

UPDATE INTERNAL RECORDS

3) Draw up minutes of BMs and GM, and enter them into the company’s minute books where they must be kept for at least 10 years (ss. 248 & 355).

4) Keep a copy of all meetings and resolutions (s. 355), even if a sole member company (s. 357).

5) Keep a copy of the director’s service contract for at least one year from date of termination (s. 228(3)). NOTE: the company would be well advised to keep the copy contract for 6 years since this is the limitation period on any claim for breach of contract.

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SUGGESTED PROCEDURE PLAN FOR APPROVAL OF A DIRECTOR’S 2+ YEAR SERVICE CONTRACT FIRST BOARD MEETING NOTICE QUORUM

Any director can call (MA 9) on “reasonable notice” (Browne v La Trinidad).

2 (MA 11(2)).

Board must agree to call GM using their powers in s. 302. They should approve notice of the GM – call GM on 14 clear days’ notice (ss. 307 & 360). Notice of a GM should contain:

AGENDA

a) Time, date and place of meeting (s. 311(1)) b) Proxy notice (s. 325(1)) The board should also draft an ordinary resolution for the shareholders approving the director’s service contract.

VOTING

Unanimous or by a simple majority show of hands (MAs 7 & 8).

GENERAL MEETING Notice period is 14 clear days (ss. 307, 360), but if there is insufficient time:

NOTICE

•

Written Resolution procedure is a possibility (ss. 289 – 291, 296, 297, 300) – see section in “Company Decision-Making” for more detail; or

•

Short Notice procedure reduces notice time to the time it takes to acquire necessary consent – needs at least 90% of shareholders to agree (s. 307(4)-(6)) – but note the need for a memorandum (see below).

A memorandum setting out the contract should be distributed to members at least 15 days prior to the meeting and at the meeting itself, or in the case of a written resolution, it should be distributed with the resolution (s. 188(5)). In practice, this means that the short notice procedure generally cannot be used for approval of a director’s service contract if it is longer than 2 years.

QUORUM

2 (s. 318(2)), unless a single member company, then 1 (s. 318(1)).

AGENDA

The shareholders must pass an ordinary resolution to approve the director’s long service contract (s. 188(2)).

VOTING

Ordinary resolutions require more than 50% of votes in favour (s. 282) – voting is on a show of hands, unless a poll vote is demanded (MA 42).

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SECOND BOARD MEETING NOTICE

QUORUM

Any director can call (MA 9) on “reasonable notice” (Browne v La Trinidad).

2 (MA 11(2)), but remember: the interested director will not count towards the quorum (MA 14(1)), unless specifically provided for in the articles (MA 14(3)(a)).

Chairperson reports what resolutions were passed at the GM.

AGENDA

The board can now enter into the director’s service contract using their general power under MA 3. NOTE: although the director whose contract is being signed is interested in the transaction, they do not need to make a declaration under s. 177 as the resolution relates to the terms of their service contract (s. 177(6)(c)).

Secretary instructed (or a director if no secretary) to file documents set out under post-meeting matters.

VOTING

Unanimous or by a simple majority show of hands (MAs 7 & 8). Remember: The interested director cannot vote unless the company has voted to disapply MA 14(1) (MA 14(3)(a)).

POST-MEETING MATTERS EXTERNAL REPORTING

1) The company must give the registrar notice of where the memorandum and copy of the service contract are available for inspection (s. 228(4)).

1) Draw up minutes of BMs and GM, and enter them into the company’s minute books where they must be kept for at least 10 years (ss. 248 & 355).

UPDATE INTERNAL RECORDS

2) Keep a copy of all meetings and resolutions (s. 355), even if a sole member company (s. 357).

3) Keep a copy of the director’s service contract and memorandum available for inspection at the company’s registered address or SAIL (s. 228(2)), and continue to hold for at least one year following termination (s. 228(3)). See comment above regarding the limitation period for any breach of contract claim.

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SUGGESTED PROCEDURE PLAN FOR APPROVAL OF AN SPT, LOAN, QUASILOAN OR CREDIT TRANSACTION TO A DIRECTOR FIRST BOARD MEETING NOTICE QUORUM

Any director can call (MA 9) on “reasonable notice” (Browne v La Trinidad).

2 (MA 11(2)).

Board must agree to call GM using their powers in s. 302. They should approve notice of the GM – call GM on 14 clear days’ notice (ss. 307 & 360). Notice of a GM should contain:

AGENDA

a) Time, date and place of meeting (s. 311(1)) b) Proxy notice (s. 325(1)) Should also draft an ordinary resolution for the shareholders approving the loan/SPT/credit transaction/quasi-loan to the director.

VOTING

Unanimous or by a simple majority show of hands (MAs 7 & 8).

GENERAL MEETING Notice period is 14 clear days (ss. 307, 360), but if there is insufficient time:

NOTICE

•

Written Resolution procedure is a possibility (ss. 289 – 291, 296, 297, 300) – see section in “Company Decision-Making” for more detail; or

•

Short Notice procedure reduces notice time to the time it takes to acquire necessary consent: needs at least 90% of shareholders to agree (s. 307(4)-(6)) – but note the need for a memorandum below.

For a loan (s. 197(3)), quasi-loan (s.198(5)) or credit transaction (s.201(4)) in favour of a director, a memorandum setting out the contract should be distributed to members at least 15 days prior to the meeting and at the meeting itself, or in the case of a written resolution, the memorandum should be distributed with the resolution. In practice, this means that the short notice procedure generally cannot be used for these approvals.

QUORUM

2 (s. 318(2)), unless a single member company, then 1 (s. 318(1)).

AGENDA

The shareholders must pass an ordinary resolution to approve the loan/SPT/credit transaction/quasi-loan to the director (s. 197(1)/s. 190(1)/s.201).

VOTING

Ordinary resolutions require more than 50% of votes in favour (s. 282) – voting is on a show of hands, unless a poll vote is demanded (MA 42).

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SECOND BOARD MEETING NOTICE

QUORUM

Any director can call (MA 9) on “reasonable notice” (Browne v La Trinidad).

2 (MA 11(2)), but remember: the interested director will not count towards the quorum (MA 14(1)).

Chairperson reports what resolutions were passed at the GM. Unless an exception applies, the director involved in the proposed transaction must declare it (s. 177) by making a written declaration under s. 184 (unless general notice has already been given to the board under s. 185).

AGENDA

VOTING

The board can now enter into the SPT contract or execute the loan instrument/enter the loan agreement, or quasi-loan agreement or credit transaction using their general power under MA 3. For an SPT, the directors could have entered the contract at the first BM, but to have done so the contract would need to have been conditional upon subsequently gaining the members’ approval (s. 190(1)). Secretary instructed (or a director if no secretary) to file documents set out under post-meeting matters.

Unanimous or by a simple majority show of hands (MAs 7 & 8). Remember: The interested director cannot vote unless the company has voted to disapply MA 14(1) (MA 14(3)).

POST-MEETING MATTERS

UPDATE INTERNAL RECORDS

1) Draw up minutes of BMs and GM, and enter them into the company’s minute books where they must be kept for at least 10 years (ss. 248 & 355).

2) Keep a copy of all meetings and resolutions (s. 355), even if a sole member company (s. 357).

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SUGGESTED PROCEDURE PLAN FOR SHARE ALLOTMENT & PRE-EMPTION RIGHTS APPROVAL FIRST BOARD MEETING NOTICE QUORUM

Any director can call (MA 9) on “reasonable notice” (Browne v La Trinidad).

2 (MA 11(2)).

Board must agree to call a GM using their powers in s. 302. They should approve notice of the GM – call GM on 14 clear days’ notice (ss. 307 & 360). Notice of a GM should contain: a) Time, date and place of meeting (s. 311(1)) b) Proxy notice (s. 325(1))

AGENDA

c) Exact wording of any special resolutions (s. 283(6)). An SR may be required either to disapply any pre-emption rights and/or to amend the company’s articles to allow for the allotment.

May also need to draft an ordinary resolution for the shareholders authorising the allotment of shares.

VOTING

Unanimous or by a simple majority show of hands (MAs 7 & 8).

GENERAL MEETING Notice period is 14 clear days (ss. 307, 360), but if there is insufficient time: •

The written resolution procedure is a possibility (ss. 289 – 291, 296, 297, 300) – see section on “Company Decision-Making” for more detail; or

•

The short notice procedure reduces notice time to the time it takes to acquire the necessary level of consent – needs at least 90% of shareholders to agree (s. 307(4)-(6)).

NOTICE

QUORUM

2 (s. 318(2)), unless a single member company, then 1 (s. 318(1)).

Where the company seeking to make the allotment has more than one class of share, the shareholders must pass an ordinary resolution authorising the directors to make the allotment (s. 551(1)). This must specify the maximum number of shares that may be allotted and have an expiry date of less than 5 years (s. 551(3)).

AGENDA

If any articles relating to the allotment of shares need amending the company must pass a special resolution (s. 21).

If the company is disapplying or amending statutory pre-emption rights, a special resolution must be passed (s. 569(1)).

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Ordinary resolutions require more than 50% of votes in favour (s. 282).

VOTING

Special resolutions require 75% or more votes in favour (s. 283).

Voting is on a show of hands, unless a poll vote is demanded (MA 42).

SECOND BOARD MEETING NOTICE

QUORUM

Any director can call (MA 9) on “reasonable notice” (Browne v La Trinidad).

2 (MA 11(2)). Note that if any of the directors are being allotted shares in the transaction they will still be able to count towards the quorum, as the transaction relates to a subscription for shares in the company (MA 14(4)(b)).

Chairperson reports on the resolutions passed at the GM.

AGENDA

The board must now allot the shares, complying with any pre-emption rights in the articles or statutory rights under s. 561 if necessary.

Secretary instructed (or a director if no secretary) to file documents set out under post-meeting matters.

Unanimous or by a simple majority show of hands (MAs 7 & 8).

VOTING

Note that if any of the directors are being allotted shares in the transaction they will still be able to vote on the transaction, as it relates to subscribing for shares in the company (MA 14(4)(b)).

POST-MEETING MATTERS 1) File any special resolutions with CH (ss. 29 & 30).

EXTERNAL REPORTING

2) If the company has amended its articles using s. 21, they must send CH a copy of the amended articles within 15 days (s. 26).

3) The company must register a return of allotment with CH on form SH01 within 1 month (s. 555).

1) The allotment must be registered as soon as possible but within a maximum of 2 months (s. 554(1)) by updating the register of members (s. 113(1)).

UPDATE INTERNAL RECORDS

2) The company must issue share certificates within 2 months of the allotment (ss. 554(5) & 769(1); see also MA 24).

3) The PSC Register will also need updating (s. 790E).

4) Draw up minutes of BMs and GM, and enter them into the company’s minute books where they must be kept for at least 10 years (ss. 248 & 355).

5) Keep a copy of all meetings and resolutions (s. 355), even if a sole member company (s. 357).

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SUGGESTED PROCEDURE PLAN FOR SHARE BUY BACKS OUT OF DISTRIBUTABLE PROFITS OR PROCEEDS OF A FRESH ISSUE OF SHARES: FIRST BOARD MEETING NOTICE QUORUM

Any director can call (MA 9) on “reasonable notice” (Browne v La Trinidad).

2 (MA 11(2)).

Board must agree to call a GM using their powers in s. 302. They should approve notice of the GM – call GM on 14 clear days’ notice (ss. 307 & 360). Notice of a GM should contain: a) Time, date and place of meeting (s. 311(1))

AGENDA

b) Proxy notice (s. 325(1)) c) Exact wording of any special resolutions (s. 283(6)). An SR may be required to amend the company’s articles to allow the purchase of its own shares. d) Draft ordinary resolution approving the terms of the contract (ss. 684 & 5)). The draft contract to be available for inspection at the company’s registered office for 15 days before the meeting.

VOTING

Unanimous or by a simple majority show of hands (MAs 7 & 8).

GENERAL MEETING Notice period is 14 clear days (ss. 307, 360), but if there is insufficient time:

NOTICE

•

The written resolution procedure is a possibility (ss. 289 – 291, 296, 297, 300) – see section on “Company Decision-Making” for more detail; or

•

The short notice procedure reduces notice time to the time it takes to acquire the necessary level of consent – needs at least 90% of shareholders to agree (s. 307(4)-(6)).

If this procedure is to be used, the contract terms must be submitted to all eligible members in advance of the written resolution being submitted to them (s.696(2)(a)).

QUORUM

2 (s. 318(2)), unless a single member company, then 1 (s. 318(1)).

AGENDA

If any articles relating to the allotment of shares need amending the company must pass a special resolution (s. 21).

An ordinary resolution is sufficient to approve the contract.

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Ordinary resolutions require more than 50% of votes in favour (s. 282).

VOTING

Special resolutions require 75% or more votes in favour (s. 283).

Voting is on a show of hands, unless a poll vote is demanded (MA 42).

POST-MEETING MATTERS 1) File any special resolutions with CH (ss. 29 & 30).

EXTERNAL REPORTING

2) If the company has amended its articles using s. 21, they must send CH a copy of the amended articles within 15 days (s. 26).

3) The company must make a return to CH under s.707(1) within 28 days of the purchase with a notice of cancellation of shares (s. 708(1)) and a new statement of capital (s. 708(2)).

1) Draw up minutes of BMs and GM, and enter them into the company’s minute books where they must be kept for at least 10 years (ss. 248 & 355).

UPDATE INTERNAL RECORDS

2) Keep a copy of all meetings and resolutions (s. 355), even if a sole member company (s. 357).

3) Cancel the shares as appropriate and amend members register to Purchase of own shares (ss.112 & 113).

4) Retain a copy of the contract for inspection at the registered office for at least 10 years (s. 702(3)).

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SUGGESTED PROCEDURE PLAN FOR SHARE REDEMPTION OUT OF CAPITAL FIRST BOARD MEETING NOTICE QUORUM

Any director can call (MA 9) on “reasonable notice” (Browne v La Trinidad).

2 (MA 11(2)).

Board must agree to call a GM using their powers in s. 302. They should approve notice of the GM – call GM on 14 clear days’ notice (ss. 307 & 360). Notice of a GM should contain: a) Time, date and place of meeting (s. 311(1)) b) Proxy notice (s. 325(1)) c) Draft ordinary resolution authorising the redemption.

AGENDA

d) Draft ordinary resolution approving the terms of the contract (s.694(2)). The draft contract to be available for inspection at the company’s registered office for 15 days before the meeting. e) Statement of solvency being made by directors and auditors’ report (s.714). f)

Draft special resolution to approve the payment out of capital (s.716(1)) – within 7 days of the directors’ statement of solvency (s.716(2)) – this is in addition to the ordinary resolution. Directors to put in place arrangements to make the declaration at the correct time for the general meeting.

Ordinary resolutions require more than 50% of votes in favour (s. 282).

VOTING

Special resolutions require 75% or more votes in favour (s. 283).

Voting is on a show of hands, unless a poll vote is demanded (MA 42).

GENERAL MEETING Notice period is 14 clear days (ss. 307, 360), but if there is insufficient time:

NOTICE

•

The written resolution procedure is a possibility (ss. 289 – 291, 296, 297, 300) – see section on “Company Decision-Making” for more detail; or

•

The short notice procedure reduces notice time to the time it takes to acquire the necessary level of consent – needs at least 90% of shareholders to agree (s. 307(4)-(6)).

If this procedure is to be used, the contract terms must be submitted to all eligible members in advance of the written resolution being submitted to them (s.696(2)(a)).

QUORUM

2 (s. 318(2)), unless a single member company, then 1 (s. 318(1)).

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AGENDA

Authorisation of the redemption and of the terms of the contract.

Approval of the directors’ declaration of solvency and of the auditors’ report.

POST-MEETING MATTERS 1) File the special resolution with CH within 15 days (s. 720B).

EXTERNAL REPORTING

2) Within a week of this special resolution a notice stating that the company has approved a payment out of capital must be published in the Gazette (s.719(1)).

3) Similarly, within a week the company must either publish notice of the resolution in a national newspaper or give notice in writing to each of the company’s creditors (s. 719(2)).

1)

UPDATE INTERNAL RECORDS

The actual purchase may take place 5-7 months after the passing of the special resolution.

2) Cancel or reissue share certificates, as appropriate, and amend the members' register (ss.112-113).

3) Draw up minutes of BMs and GM, and enter them into the company’s minute books where they must be kept for at least 10 years (ss. 248 & 355).

4) Keep a copy of all meetings and resolutions (s. 355), even if a sole member company (s. 357).

NOTE ON COVID-19 Some emergency measures have been introduced by Companies House: • • •

• •

Strike-off process to be paused to give companies affected by Covid-19 time to update their records and avoid strike-off.

Companies issued with a late filing penalty due to Covid-19 will have “appeals treated sympathetically”.

The right for companies to apply for a three-month extension in the time to file accounts with Companies House. Companies citing Covid-19 as the reason for the application will be granted the extension “automatically and immediately”.

The holding of AGMs online to be acceptable. Companies may instead postpone AGMs. The ability of companies to give notice to Companies House of a change of accounting reference date where they need to extend their accounting reference periods.

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INVESTIGATING TITLE SEARCHES & ENQUIRIES EXAM TECHNIQUE IDENTIFY

the potential issues;

EXPLAIN

why those issues could cause problems for your client; and

SOLVE

provide options for the client and recommend the most appropriate.

Using the exam technique above, run through this checklist of potential issues: 1)

DESCRIPTION OF LAND

Is it as the client was expecting?

2)

RIGHTS / EASEMENTS

This will most commonly be a right of way. Consider the following:

ADEQUACY

Is the easement adequate for the client’s needs? (E.g. if considering a right of way, is the roadway wide enough to allow suitable vehicles through?) If it is not adequate a Deed of Variation should be requested from the owner of the servient land.

MAINTENANCE

Is it in need of maintenance? If so, advise the client that this could mean ongoing costs. In the case of rights of way over private roads, you should also consider whether the road is likely to be adopted. If so, you should advise the client that this could mean incurring costs to bring the road up to the standard required by the council, but that after this the client will save on ongoing maintenance costs.

ADOPTION

In the case of a right of way, does the council have any plans to adopt it? This should be revealed by the results of Local Authority Search CON29.

REGISTRATION

Has the right been registered? For registered land, check the Charges Register of the servient land. If the servient land is unregistered, check the Land Charges register. You should also check if there is a caution against first registration by searching the Index Map.

3)

TITLE ABSOLUTE?

The mortgagee is likely to require your client to show that they have “title absolute” to the land as a pre-condition to any loan. Title absolute is the strongest form of title that a landowner can have – it means that they have the strongest possible proof that they are the lawful owners of the land.

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TYPES OF TITLE ABSOLUTE

Shows that LR is satisfied that the Seller is the true and proper owner.

QUALIFIED

Ownership has only been established for a short period of time, or there are reservations or missing documents – can be upgraded to absolute if rectified (s. 62 Land Registration Act 2002 (“LRA”)).

POSSESSORY TITLE

Where the Seller is in actual occupation without documentary evidence as to how the property was acquired.

GOOD LEASEHOLD

Where the Tenant cannot provide evidence of the Landlord’s title.

4)

CHECK THAT THE REGISTERED PROPRIETOR OF THE LAND IS THE SAME PERSON AS THE SELLER

Make sure that the following requirements are complied with, depending on who the seller/proprietor is:

COMPANIES

Check name, company number and solvency at Companies House (“CH”) – companies can execute deeds.

INDIVIDUALS

Can execute deeds.

Assume that the beneficial estate is also held as a joint tenancy unless there is a restriction on the Proprietorship Register (which will look something like this: “no disposition by a sole proprietor…”). If there is, that means there has been a severance of the joint tenancy at some point, and so the beneficial estate is now held as a tenancy-in-common. Next ask how many of the JTs or TiCs are surviving: • •

JOINT TENANTS (“JTs”) HOLD LEGAL ESTATE

•

•

PERSONAL REPRESENTATIVE

All JTs alive – all of them must execute the deed All Tenants-in-Common (“TiCs”) alive – all of them must execute the deed 1 surviving JT – the survivor can execute as they have both the legal and beneficial interest vested in them – but remember that the Land Registry (“LR”) need to see the death certificate(s) (or a certified copy) for the other(s).

1 surviving TiC – the purchaser can overreach all beneficial interests if another trustee is appointed and the purchase monies are paid to both the surviving TiC and that second trustee. An exception is if there is a Personal Representative (“PR”), in which case there is no need to appoint another trustee to overreach). Remember that the LR needs to see both the death certificate(s) of the other TiC(s) and also the deed of appointment of the second trustee, if relevant.

The Buyer needs to see the PRs’ Grant of Representation – PRs must then assent the sale in writing (use a deed), and all must execute. Remember that payment to one PR overreaches any beneficial interests, as above.

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ATTORNEY

The Buyer needs to see a certified copy of the power of attorney, check that it was validly granted, has not been revoked and that this property sale is within the attorney’s powers – but point out that the sale can still be valid even if the Buyer is not aware that the power has been revoked at some point.

MORTGAGEE

Buyer must check that power of sale exists (mortgage by deed) and has arisen.

5)

ARE THERE ANY LEASES OVER THE LAND?

Advise the client that they could be bound by them and so become a landlord on purchase.

6)

ARE THERE ANY EASEMENTS BURDENING THE LAND?

(e.g. rights of way over the land enjoyed by a neighbour).

Make sure that you have an undertaking from the Seller’s solicitor to discharge the Seller’s mortgage – otherwise the Buyer could be bound by the mortgage. The Seller must discharge the mortgage using either a DS1, Electronic Discharge (“ED”) or an e-DS1.

7)

MORTGAGES?

8)

ARE THERE ANY POSITIVE COVENANTS (WHERE AN INDEMNITY WAS GIVEN BY THE PREVIOUS OWNER(S)) OR RESTRICTIVE COVENANTS?

Go through the steps below:

Will the covenant be enforceable against the buyer?

STEP 1:

Consider your knowledge of the passing of the burdens of covenants from the GDL or LLB. Will the covenant be a problem for the buyer?

STEP 2:

Are there any continuing, past or future breaches of the covenants? Has the old owner been breaching the covenant? Will the Buyer want to breach it? Consider the use they want to make of the land (e.g. a restrictive covenant preventing the Buyer using the land for heavy industry may not be a problem if they want to open a shop).

Apply the facts in the scenario – why is this covenant a problem for this Buyer?

STEP 3:

Find out who has the benefit of those covenants.

(The Person with the Benefit, or “PWB”) via a search of the Index Map.

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Consider the potential solution.

Solutions vary depending on the timing of the breach and the age of the covenant.

STEP 4:

•

A past breach, where the covenant is >50 years old – take out insurance (bearing in mind that s. 19 FSMA limits your ability to advise on, or broker insurance) and do not tell the PWB of the breach.

•

A past breach, where the covenant is <50 years old – seek the PWB’s consent.

•

Intend to breach in future – seek the consent of PWB or obtain insurance.

•

Any, e.g. where the PWB will not give consent – go to the Lands Tribunal (under s. 84 Law of Property Act 1925) to have the covenant discharged.

NOTE: this is a last resort, as it will take a long time, cost a lot, and in any event the Tribunal may decide against you. It is only for restrictive covenants.

ARE THERE ANY OTHER CHARGES NOT ON THE REGISTER?

9)

The following unregistered charges could override a purchase, and so the Buyer must be aware that they could be bound by them:

•

Interests of persons in actual occupation

•

Leases – but only if ≤ 7 years in length, or ≤ 21 years if granted before 13 October 2003

•

Easements – only legal easements created under the rule in Wheeldon v Burrows and equitable easements created before 13 October 2003 override.

The Buyer’s solicitor must raise requisitions (i.e. make enquiries) with the Seller’s solicitor and inspect the property in order to check for such interests.

10)

ANY ISSUES ON THE CPSE.1?

The CPSE.1 is the questionnaire on which the Seller answers the Buyer’s questions. The Seller could be liable for misrepresentation if they have lied on it. The Seller must also provide an Energy Performance Certificate if asked.

11)

ANY ISSUES VISIBLE ON INSPECTION?

Also advise that a structural survey should be carried out by a professional surveyor or structural engineer.

12)

POSSIBLE ENVIRONMENTAL ISSUES – CONTAMINATED LAND

Where there is “significant harm” or the possibility of harm or water pollution (s. 78A (2) EPA).

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Check: •

Is there any hint of contamination on the facts (e.g. there was previously a warehouse on the land which could have stored industrial chemicals)? If so, advise that a Phase I inspection / survey is carried out. If anything is found, the Buyer may need to commission an expensive Phase II inspection.

•

Where there is pollution on the land, it is the original polluter who is responsible, but beware that the current owner will be liable if the polluter is untraceable and the local authority serves a Remediation Notice. To prevent the Buyer becoming liable, ensure that the Seller cleans up – and check on the CON29 whether the local authority has served, or will serve, a Remediation Notice.

•

The Buyer may need to do more detailed searches, e.g. for flood risk or coal mining. See the answers in the CON29M as to whether this could be needed.

13)

DRAINAGE & WATER

Is the property connected to the mains water and a public sewer? Lateral drains should now have all been adopted by the local utility company. You will need to check this – ask the utility supplier if it is commercial property, or commission a CON29DW if residential.

14)

CHANCEL REPAIR LIABILITY?

NOTE that all such liabilities must be registered as of 13 October 2013 and so this should be visible on the Official Copies – but it is still common practice to expressly check this.

15)

ROADS

The CON29 will provide answers as to whether the council has any plans to adopt any private roads (see above). If you are concerned about the exact boundary of a road, you can write to the Highways Authority, who will clarify by return.

16)

TREE PRESERVATION ORDERS / SMOKE CONTROL ORDERS?

The Buyer will be bound by such orders, so check the LLC1 to see whether there are any orders over the property.

17)

PLANNING?

See the answers provided by the “Local Search” (which is just a term for the LLC1 & CON29) in respect of the following potential issues.

(The points below are a summary – full details about potential planning issues are explained in the next chapter.)

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IS THE LAND IN A CONSERVATION AREA?

If so, the Buyer will need consent for tree felling / demolition – and planning permissions generally will be harder to obtain. Check that planning permissions for any works carried out from 2013 had been obtained (if required) and that anything before 2013 had Conservation Area Consent.

IS THERE A LISTED BUILDING ON THE LAND?

If so, Listed Building Consent will be needed for any changes – and planning permissions generally will be harder to obtain.

CHANGE OF USE?

Planning permission is needed to change between the classes of use of land that are set out in the Use Classes Order (“UCO”), unless there is a General Permitted Development Order (“GPDO”) exception. Check all planning permissions – if there was a change of use recently where no planning permission was granted, then the council has 10 years to enforce, or 4 years if the change was to residential. The Buyer would be bound to use the land in accordance with the use class(es) to which it was restricted previously.

BUILDING WORKS?

Planning permission is needed, unless it is a minor permitted development – council only has 4 years to enforce in respect of building works that occurred without planning permission being granted. If the Seller has carried out recent works without planning permission, the Buyer must insist that the necessary permissions are obtained prior to exchange.

BUILDING REGULATIONS

These must be complied with for any building works, and there is no time limit on enforcement. Check the seller has complied. If not, have the local authority inspect and issue a Regularisation Certificate – otherwise the Buyer could be bound to carry out expensive remediation works to ensure compliance.

18)

ARE THERE ANY PUBLIC RIGHTS OF ACCESS OVER THE LAND?

Answers will be revealed on the CON29.

What searches should you carry out?

Always search by the following means and always advise carrying out a physical inspection/survey of the land: •

Official copies (see overleaf for more details);

•

Pre-contract enquiries form;

•

LLC1;

•

Chancel repair search;

•

CON29;

•

CON29O (a series of supplementary questions to CON29 on a range of topics, such as pollution, noise abatement, urban development areas and pipelines); (continued overleaf)

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•

CON29DW (drainage and water);

•

Environmental searches; and

•

Highways search.

If unregistered, always also: •

Search the Index Map; and

•

Search the Land Charges registry using form K15.

Other searches to perform if the facts suggest there might be an issue: •

CON29M (mining);

•

Companies House search;

•

K16 search for bankruptcy (where acting for a lender against an individual borrower);

•

Commons registration search;

•

Canals / rivers search; and

•

Railways.

NOTE: when you are acting for a vendor and have replied to pre-contract enquiries and something occurs to make an answer inaccurate, you should advise the purchaser’s solicitors of the change rather than keep quiet and hope that you can escape liability for the inaccuracy on the basis of a non-reliance clause in the contract. In First Tower Trustees Ltd v CDS Superstores International Limited replies to enquiries correctly noted that there was no environmental concern regarding asbestos. When the vendor became aware of issues the purchasers were not advised. This was held to be an actionable misrepresentation.

There is also a new category of environmental hazard to be declared. If the invasive plant, Japanese Knotweed is growing, neighbours now have a claim for the diminished ability to enjoy their land (National Rail Infrastructure Ltd v Williams). You would need to declare this in pre-contract enquiries.

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ANALYSING OFFICIAL COPIES EXAMPLE OFFICIAL COPY – PAGE 1

EXAMPLE OFFICIAL COPY -------------------------------------------------------------------------------------------------------------------------------- TITLE NUMBER : RE32510 A: PROPERTY REGISTER --------------------------------------------------------------------------------------------------------------------------------OXFORDSHIRE: OXFORD 1. (3 July 1986) The Freehold land shown edged with red on the plan of the above Title filed at the Registry and being 14 Rayleigh Road, Oxford, OX1 3NP. 2. (3 July 1986) The land tinted yellow on the title plan has the benefit of the following rights granted by the Conveyance dated 27 July 1968 referred to in the Charges Register: “TOGETHER WITH the benefit of a right of way on foot only over that part of the shared accessway belonging to 14 Rayleigh Road.”

3. (3 July 1986) The land has the benefit of the rights granted by the Transfer dated 21 August 1974 referred to in the Charges Register.

NOTE: the Property Register describes the land and estate comprised in the title. It details the location and gives a brief description of the property. This is usually the address. It may include reference to rights that benefit the land, such as legal easements.

--------------------------------------------------------------------------------------------------------------------------------B: PROPRIETORSHIP REGISTER TITLE ABSOLUTE --------------------------------------------------------------------------------------------------------------------------------1. (28 September 2001): PROPRIETOR: PETER SMITH and ANNE SMITH of 14 Rayleigh Road, Oxford, OX1 3NP. 2. (28 September 2001) The price stated to have been paid on 2 September 2001 was £500,000.

3. (28 September 2001) Except under an order of the registrar no disposition by the proprietor of the land is to be registered without the consent of the proprietor of the charge dated 2 September 2001 in favour of the Goldfarm Building Society referred to in the Charges Register.

4. (28 September 2001) RESTRICTION: No disposition by a sole proprietor of the registered estate (except a trust corporation) under which capital money arises is to be registered unless authorised by an order of the court.

NOTE: the Proprietorship Register records the quality of the title, for example absolute or limited title.

It identifies the owner of the property, giving details such as their name and address. It shows whether there are restrictions on the power to sell the property or otherwise deal with the land. It may give a price paid for the land on a specified date.

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EXAMPLE OFFICIAL COPY – PAGE 2

--------------------------------------------------------------------------------------------------------------------------------C: CHARGES REGISTER - ABSOLUTE FREEHOLD --------------------------------------------------------------------------------------------------------------------------------1. (3 July 1986) A Conveyance of the land tinted pink on the title plan dated 18 December 1960 made between (1) Gary Phillips (Vendor) and (2) George Roney (Purchaser) contains the following covenants:“THE Purchaser hereby covenants with the Vendor so as to bind the land hereby conveyed into whosoever hands the same may come that the Purchaser and his* successors in title will not use the premises hereby conveyed for any purpose other than as a flower shop.” (*NOTE: in 1960 the pronoun “his” would have been used).

2. REGISTERED CHARGE dated 2 September 2001 to secure the moneys including the further advances therein mentioned.

PROPRIETOR Goldfarm Building Society of Manor House, High Road, Oxford, OX4 4NP.

NOTE: the Charges Register identifies charges and other matters that affect the land.

A PRACTICAL APPROACH TO ANALYSING OFFICIAL COPIES Identify the issue 1:

a) In which register does the issue appear? Property, Proprietorship or Charges? b) What is the number of the entry?

Describe the entry and the issue which is noted

2:

a) What does the entry say? b) Try to explain this in your own words Explain to the client a) Why is the entry a problem for this particular client?

3:

i)

Are they a certain type of business?

ii) Are they sensitive in some way? iii) Do they want to undertake a particular action, such as building works? b) Relate to the facts provided and tailor your answer to the particular client.

What is the appropriate action in the circumstances? a) Initially:

4:

i)

Make enquiries of the seller;

ii) Make enquires at the Land Registry; and/or iii) Inform the client.

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b) Does further action need to be undertaken? i)

Surveys

ii) Expert advice c) Solve the issue if possible. Possible solutions (which you should explain in more detail) are: i)

Defective title indemnity insurance

ii) Putting a special condition into the contract iii) Appointing a second trustee PROFESSI ONAL CON DUCT POI NT

PROFESSIONAL CONDUCT POINT: Remember the general prohibition in s.19 Financial Services and Markets Act 2000. Providing advice on insurance is a regulated activity, which may not be carried out unless the advisor is authorised or exempt. You should note this in relation to the suggestion regarding insurance.

EXAMPLE:

1:

You have identified the issue as being in the Proprietorship Register at entry 3: No disposition without the consent of the proprietor of Goldfarm Building Society.

2:

The entry states: "RESTRICTION: No disposition by a sole proprietor of the registered estate (except a trust corporation) under which capital money arises is to be registered unless authorised by an order of the court." This means that a single owner cannot sell the property on their own as the property is owned beneficially as tenants in common.

3:

This may be an issue for the client if one of the owners does not want to sell the property or if one owner is deceased; in that case a second trustee will need to be appointed. If a second trustee is appointed, the purchase price should be paid to both trustees in order to overreach any beneficial interest which may remain under the trust. This is a safe method to ensure that the buyer is free from liability in relation to the second trustee.

4:

The client will have to ensure that a new trustee has been appointed and will require evidence of the appointment. If the second owner is deceased, it may be possible for the seller to prove that the deceased’s share in the property passed to the seller.

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