Case Studies

Leading Investment Company+

The Company
  • This leading investment business is a private limited company.
The Business Situation

Bridgehouse began supporting this company in 2021 with initial meeting support for 10 meetings per annum. Since then, Bridgehouse has built a trusted working relationship with the company, providing meeting support for circa 80 meetings per annum as well as ad-hoc support for matters arising. Bridgehouse supports the company in relation to both financial and property investment entities, supporting both Board and Committee meetings including complex and regulated entity minute-taking.

The Service

 Our work with this company includes but is not limited to;

Meeting Support

  • Meetings attendance – in person and virtual
  • Expert minute-taking
  • Provision of Action List

Ad-hoc Support for matters arising

The Key Benefits
  • Targeted expert support – “As a small team generally there is no need for additional in-house team members but when we have our meeting cycles, especially the real estate boards, it is essential that we have people who can help with meeting minuting and that they are experienced in this so the minutes are of good quality.”
  • Efficiency – “Using Bridgehouse means we are confident that the minutes are compiled and circulated quickly following the meeting. As a stand-alone cosec it would be difficult to produce these minutes quickly after the meeting.”
  • Trusted relationship – “As the relationship has developed, Bridgehouse has developed a good understanding of our entities and structure. Not all our boards are simple and there are some specialist real estate structures in place, therefore the knowledge base helps ensure the minutes are correct.”
  • Reliable support: “It is helpful having a number of people across the team who can support us. It means we are confident someone with relevant knowledge and experience will always be available.”
“With around 80 meetings per year to administer, Bridgehouse has been a fantastic support to our team, helping us to ensure professional and quick turnaround of our minutes, which is such a key part of our governance”.
Company Secretary, Leading Investment Company –

SEGRO PLC+

The Company

 SEGRO is a UK Real Estate Investment Trust (REIT), and a leading owner, asset manager and developer of modern warehousing and industrial property. Trading for over 100 years, the company has created a portfolio of high quality assets across the UK and Europe.

The Business Situation

Bridgehouse began supporting SEGRO with Interim Company Secretarial and Governance support in 2022. This has involved providing two team members to execute an extensive range of services for SEGRO, which is dual-listed in the UK and France, and operates across nine jurisdictions in its pan-European real estate ownership.

Bridgehouse reports into the in-house team and as the team has expanded, has helped in the onboarding of new permanent junior staff members by providing training on systems such as Diligent entity management and Boardbooks. Bridgehouse provides SEGRO with services such as subsidiary company meeting support, keeping Diligent entity management up-to-date and the management of filings for the company UK subsidiaries. The Company Secretariat team at SEGRO supports the business in a large number of transactions, and one of Bridgehouse’s key roles has been to keep extensive documentation up-to-date.

The Service

Our work with SEGRO includes but is not limited to:

Meeting And Documentation Support
  • Subsidiary management – Review and update of subsidiary company information held on the Diligent entity management system; regular verification and filing of CS01 for SEGRO’s UK subsidiary companies; production and circulation of Quarterly Group Structure Chart, including updating internal records to reflect entities acquired and liquidated during the quarter.
  • Subsidiary board meetings – Pre-meeting support; subsidiary board meeting attendance; preparation of standard board minutes, resolutions and Companies House filings.
  • Preparation of documents for the approval and filing of the financial statements for UK subsidiaries and liaising with local advisers to prepare the same documentation for some European subsidiaries.
  • Supporting the preparation of the Governance pages and Related Undertakings Note in the SEGRO plc Annual Report and Accounts.
  • Supporting in the delivery of the 2023 AGM through proof reading Notice of Meeting and ancillary documenation and assisting on-site on the day.
  • Supporting on the administration of SEGRO’s all-employee share schemes, including assisting with preparation of all-employee communications and filing of HMRC Returns on tax-advantaged share schemes.
  • Worked closely with colleagues from the Company’s UK Regional and European offices, and internal personnel across various departments.
 Company Support
  • Liaison and collaboration with the in-house Company Secretarial team.
  • Filing of a wide range of compliance documents and coordination of information across teams based in multiple jurisdictions.
  • Support in making regulatory announcements and filings to the London Stock Exchange and Euronext, Paris by preparing template announcements and acting as a “second pair of eyes” for the Senior Assistant Company Secretaries.
  • Support in the onboarding of new junior in-house team members.
The Key Benefits
  • Professionalism – The team is knowledgeable and professional, and possesses in-depth knowledge of the company.
  • Reliability – Bridgehouse offers a trusted, high quality service that can be relied upon.
  • Flexibility– Bridgehouse has provided two interim roles within the Company Secretariat, working both remotely and in-house. Our flexible approach has enabled the company to take its time to expand and restructure its team to match the growth of SEGRO’s portfolio.
“Bridgehouse’s Interim Company Secretarial support has helped us to grow our in-house team in a planned manner, while supporting a growing FTSE100 business and ensuring we maintain full governance and compliance across the Group.”
SEGRO plc

A Leading UK Investment Bank+

The Company

This publicly quoted UK investment bank is a leading provider of investment banking services, including financial advisory and capital markets services as well as execution services.

The Business Situation

Bridgehouse began working with this company in 2018 and mainly supports them by acting as additional support for their existing in-house Company Secretary resource and assisting where there are gaps in their existing resource. The support that Bridgehouse provides to the company is mainly Board and Committee meeting support, including professional minute taking, creation of action lists and meeting attendance.

The Service

Our work with the company includes:

Meeting Support
  • Attendance at meetings (onsite and remotely where required)
  • Expert minute drafting and creation
  • Provision of Action Lists
The Key Benefits
  • Reliability – Bridgehouse offers a trusted, high quality service that can be relied upon
  • Time Saving –Bridgehouse has taken pressure off the in-house team, freeing up significant amounts of time on a monthly basis and covering gaps in resource
  • Efficiency– Minutes are prepared and circulated to tight timescales; Bridgehouse can always be relied upon to complete tasks efficiently and accurately
  • Expertise – Being heavily regulated, it is crucial that the resource is able to understand and take effective minutes of meetings often complex in

“Bridgehouse is a company we can trust to provide a reliable and high quality service which supports our existing Company Secretary resource and allows us to fill in any resourcing gaps without compromising on quality”

Leading UK Investment Bank

Dovepark Properties Limited+

The Company

Dovepark Properties Limited is a part of the Comer Homes Group, a leading property company. Dovepark is a registered for-profit provider of affordable housing.

The Business Situation

Bridgehouse began supporting Dovepark with their Company Secretarial and Governance needs in early 2021. Bridgehouse provides Dovepark with services such as meeting support, redrafting and submitting new articles of association and support with succession planning and Board recruitment, as well as providing expert governance advice. Bridgehouse also supports Dovepark by reviewing and updating their governance policies to ensure they are up to date and as effective as possible. As a Company Secretarial and Governance service provider with expertise within the housing sector, Bridgehouse is able to provide peace of mind to Dovepark who are able to concentrate on their day-to-day business, safe in the knowledge that they are receiving a top quality, expert and reliable service.

The Service

Our work with Dovepark includes but is not limited to;

Meeting Support
  • Pre-meeting support including drafting of Agendas
  • Attendance at meetings (onsite and remotely where required)
  • Expert minute taking
  • Provision of Action Lists
Ad-hoc Governance advice
  • Undertaking a governance review – and developing an action plan and timetable to address areas of improvement
  • Review of articles
  • Review of policies such as data protection
  • Review of governance handbook, including matters reserved to the board, terms of reference, and delegated authorities
  • Review of Dovepark against best practice codes of governance
Board Support
  • Support with succession planning
  • Support with Board recruitment and induction
The Key Benefits
  • Professionalism – The team is knowledgeable and professional, and possesses in-depth knowledge of the company and the sector
  • Reliability – Bridgehouse offers a trusted, high quality service that can be relied upon
  • Efficiency – Board packs and quality minutes are prepared and circulated to tight timescales; Bridgehouse can always be relied upon to complete tasks efficiently and accurately

“Bridgehouse has provided trusted and valuable support to our team. Their professionalism and expertise within the housing sector has given us confidence in their work and we look forward to continuing to work with them”

Dovepark Properties Limited

Walls & Futures REIT PLC+

The Company
  • Walls & Futures REIT PLC is a public limited company.
  • The company’s core business is the design, fund and development of specialist supported housing which is let to local authorities, registered providers and charities.
  • Registered shortly after incorporation in July 2016 as a public limited company, shares of the company were initially traded on the NEX Exchange and since 2021 have been traded on the Aquis Exchange.
The Business Situation

Bridgehouse was appointed as Company Secretary to Walls and Futures REIT PLC in May 2018.As a public limited company, it is a legislative requirement for the company to have a Company Secretary.  Walls and Futures REIT PLC has a small team and relies upon outsourced services that are reliable, knowledgeable, professional and proactive. As Company Secretary, Bridgehouse provides the Managing Director with confidence that specific statutory and regulatory obligations of the company are met, allowing him to focus on the company’s core business.

The Service

Our work with Walls & Futures REIT includes but is not limited to;

Meeting Support
  • Preparation of agenda, notice and shareholder communication for the Annual General Meeting.
  • Administration of proxy voting in collaboration with Company Registrars
  • Preparation of AGM script for the Board Chair.
  • Attendance at the AGM and production of minutes.
  • Filing of Resolutions with Companies House.
  • Ad hoc Board meeting attendance and production of quality minutes.
Governance Support
  • Preparation of an annual compliance Calendar
Regulatory Compliance
  • Preparation of a Dealing Policy and Code.
  • Preparation and submission of PDMR Notifications to FCA.
Statutory Filing
  • Director appointments and resignations.
  • PSC Notifications.
  • Annual Confirmation Statements.
  • Allotments of Shares.
The Key Benefits
  • Teamwork – Bridgehouse works seamlessly with the Managing Director.
  • Continuity – Bridgehouse understands the sector, what the business needs, what they wish to achieve and therefore have created an effective environment in which Walls and Futures REIT and Bridgehouse can work well together
  • Efficiency –Quality Minutes are turned around promptly and Bridgehouse can always be trusted to complete tasks efficiently and accurately.
  • Professionalism – The team is knowledgeable and professional, and possesses in-depth knowledge of the company and the sector
  • Relationship – A personal and bespoke relationship has developed over years of service allowing Walls & Futures REIT PLC to feel comfortable working with us and trusting in our services and expertise
  • Communication – Queries outside of meetings are always answered quickly and effectively.

“The support from Bridgehouse is always solid and of a high quality – I never have any worries about their delivery of service and would highly recommend them to anyone in my network. “

Joe McTaggart, Managing Director.

Broadway Living+

The Company
  • Broadway Living is a private limited company, owned by Ealing Council.
  • It is a pioneering housing development company dedicated to supporting a demand for new homes in Ealing, at market or below market prices.
  • They are focused on creating quality urban living and setting new standards for design,build and customer service.
  • In 2019, Broadway Living Limited established its wholly owned subsidiary Broadway Living RP Limited, a private company limited by guarantee, the main business of which is the development; rental and operation of affordable housing.
The Business Situation

Bridgehouse has been supporting Broadway Living with their Company Secretarial needs for 7 years. The company’s key stakeholder is its local authority, Ealing Council, and therefore the company operates in an area of high public interest. Bridgehouse provides direct assistance both to the Board of Broadway Living and its subsidiary Broadway Living RP Limited, a registered provider subject to oversight by the Regulator of Social Housing, and ensures that governance frameworks are bespoke for the companies’ needs, yet remain in sync with the interest of the principal stakeholder. Bridgehouse assists Broadway Living in many capacities such as meeting support, administrative support, report writing, governance advice and more. We have built up a strong working relationship in which we work together well and the Broadway Living Group can trust the quality of our work implicitly due to the years of good service we have demonstrated.

The Service
Meeting Support
  • Board pack preparation and circulation, using an online portal
  • Meetings attendance – in person and virtual
  • Expert minute-taking
  • Provision of Action List
Ad-hoc Governance advice
  • High quality and trustworthy Governance advice is available to Broadway Living when needed on an ad-hoc basis
Ad-hoc report writing and interim administrative support
  • Writing reports on governance related matters for the Board
  • Interim administrative support to Broadway Living when needed e.g. at times of post holder change.
Data Protection Framework review
  • Following the finalisation of Brexit, we undertook a review of Broadway Living’s Data Protection framework. As well as including the necessary legal changes to the policy and supporting documents, we also took the opportunity to undertake a full review of their Privacy Notice and supporting documentation to ensure compliance and also to check that the framework was continuing to work efficiently in practice
Renewal of Data Protection Licence
Filing of statutory accounts and Annual Confirmation Statements

 

The Key Benefits

Teamwork – Bridgehouse works seamlessly with the team and has integrated well over the years working together•Continuity – Bridgehouse understands the sector, what the business needs, what they wish to achieve and therefore have created an effective environment in which Broadway Living and Bridgehouse can work well together

Efficiency – Board packs are prepared and circulated to tight timescales; Quality Minutes are turned around promptly and Bridgehouse can always be trusted to complete tasks efficiently and accurately

Professionalism – The team is knowledgeable and professional, working seamlessly with Broadway Living and possessing in-depth knowledge of the company and the sector

Relationship – A personal and bespoke relationship has developed over years of service allowing Broadway Living to feel comfortable working with us and trusting in our services and expertise

Communication – Queries outside of meetings are always answered quickly and effectively
Broadway

Broadway Living continues to be very happy with the services provided by Bridgehouse – they are a steady, reliable support and will stay on board with us for the foreseeable future”.

Philip Browne, Director of Housing Development, LB Ealing.

 

Yorkshire Housing+

The Company
  • Yorkshire Housing is a regulated housing association which manages more than 18,000 affordable and social rent homes across Yorkshire, with plans to build 3,000 more by 2021.
  • Its aim is to be the first choice in Yorkshire for anyone who wants to rent or buy a home.
The Business Situation

 Working in this regulated industry, corporate governance is very important to this Client. Bridgehouse was engaged by Yorkshire Housing during 2020 to deliver premium end-to-end meeting support to its Residential Board and three sub-committees. Pleased with the services received, the Client entered into a further contract with Bridgehouse to continue providing its meeting support during 2021.

The Service
Meeting Support
  • Collation, review and finalisation of meeting papers
  • Board pack preparation and circulation using an online portal
  • Attendance at meetings (remotely)
  • Expert minute taking
  • Provision of Action List
Ad-hoc Governance advice
The Key Benefits
  •  Efficiency – Board packs are prepared and circulated to tight timescales; Quality Minutes are turned around promptly.
  • Consistency – Our lead consultant for this client has built a strong relationship with the Governance Team, Management & Chairs of the Board and Committees.
  • Professionalism – The team is very knowledgeable and professional, working seamlessly with the in-house team.
  • Relationship – A truly personal and bespoke relationship.
  • Communication – Queries outside of meetings are always answered quickly and effectively.
  • Time Saving – With many meetings taking place annually, outsourcing has taken much pressure off the in-house team, freeing up significant amounts of time on a monthly basis.
The client told us:

“Having Karen on board to assist our in-house resources has been extremely  beneficial; We are always pleased with the output of work and have happily extended our contract with Bridgehouse. Work is produced to a high standard and this enables me to have peace of mind that our meeting support duties are being well taken care of”.

Alex Clift, Governance and Compliance Manager at Yorkshire Housing

 

Clara-Pensions+

Clara-Pensions is the member-first consolidator for defined benefit pension schemes. A purpose-built company with a single, clear focus – to protect the interests of and deliver results for its members – its aim is to safely relieve companies of the burden of their defined benefit pension liabilities. Strong governance and focussed management allow Clara to run efficiently, with a similar ethos to our own. Bridgehouse has been working with Clara since 2019 to assist with corporate board & committee meeting management, annual Companies Act compliance and other company secretarial matters.

The Business Situation

As a pensions provider, Clara operates in a heavily regulated industry, where corporate governance is of the utmost importance. This was a key driver for Clara’s decision to outsource elements of its corporate governance processes to a trusted Company Secretarial resource, providing the company with end-to-end meeting support and professional minute taking at its corporate board and committee meetings, as well as ongoing annual Companies House compliance and ad-hoc governance advice. Outsourcing corporate board and committee meeting management to Bridgehouse provides a professional and cost-effective solution. Accurate minutes of meetings which may be subject to regulatory scrutiny, high standards of service, and a flexible approach to working are extremely important to this client.

The Core Services provided by Bridgehouse
End-To-End Meeting Support for Boards & Committees of  Clara-Pensions Group Ltd and Clara-Pensions Ltd
  •  Pre meeting support including drafting of Agenda, chasing of reports and loading papers on to OnBoard portal for electronic distribution.
  • Attendance at meetings (onsite and remotely where required)
  • Expert minute taking
  • Provision of Action Lists
Annual Compliance for 5 entities
  •  Maintenance of Companies Act statutory
  • All filings with Companies House including filing of confirmation statement, filing of share allotments and Director changes
 Ad Hoc
  • Corporate governance advice
  • Company secretarial support
The Key Benefits
  • Consistency – our lead consultant for the Client has built a great relationship with the in-house team, Chairs and other non-executive directors.
  • Time Saving –outsourcing has taken pressure off the in-house team, freeing up significant amounts of time on a monthly basis.
  • Efficiency – Minutes are turned around promptly; Ad-hoc requests are followed up in a timely manner.
  • Professionalism – the team is very knowledgeable and professional. The pandemic obviously required flexibility on a scale not seen previously, and Bridgehouse rose to this challenge, remaining flexible and pragmatic.
  • Expertise – due to regulatory scrutiny, it is crucial that the resource is able to understand and take effective minutes of meetings often complex in nature.
  • Communication – the team communicates well, manages expectations and provides regular updates on the work being delivered.

“Clara Pensions’ Board members are happy with the quality of minutes produced by Bridgehouse, and have been very impressed with the team’s skill and expertise in settling into the role and familiarising themselves with our business. Our lead resource, Karen, is highly professional and a pleasure to work with. The Company Secretarial services provided add value and benefit to our company operation – we continue to be highly satisfied with Bridgehouse”

                                                                                      Kim Toker, Chief Operating Officer, October 2021

A Leading Specialist Insurance Group 2021+

Bridgehouse has been working with this leading specialist insurance group, headquartered in the USA but with over 25 years’ experience in the UK insurance market, since early 2020. Pleased with the services received, the Client entered into a further contract with Bridgehouse to continue delivery of its meeting and governance services requirements in 2021.

The Business Situation

Working in such a highly regulated industry, corporate governance is extremely important to this Client. In 2020, the Client decided to outsource elements of its governance processes to a trusted Company Secretarial resource, largely in respect of providing end-to-end meeting support including professional minute taking at its Board and Committee meetings, as well as ongoing annual compliance and ad-hoc governance advice. With a large number of meetings to service annually and with the time-consuming nature of such, outsourcing to Bridgehouse provided a professional and cost-effective solution. Consistency is extremely important to the client, along with ability to accurately minute meetings of a regulated nature, with high standards of service and a flexible approach to working.

The Core Services provided by Bridgehouse

End-To-End Meeting Support for a Number of UK Subsidiaries within the Group:

  • Agenda drafting
  • Board pack preparation and circulation
  • Attendance at meetings (onsite and remotely)
  • Expert minute taking
  • Provision & monitoring of Action List
  • All of the above services carried out for
    • 7 x Board meetings p.a.
    • As well as minutes and actions for 10 x Executive Committee meetings p.a

Minute Taking For One UK Subsidiary:

  • Attendance at meetings (onsite and remotely)
  • Expert minute taking
  • The meetings are technical and complicated, requiring specialist minute-taking skills
  • Provision & monitoring of Action List
  • All of the above services carried out for
    • 11 x Board meetings p.a.
    • 9 x Audit & Risk Committee meetings p.a.
    • 4 x Nomination & Remuneration Committee meetings p.a.

Annual Compliance for entities

  • Maintenance of statutory registers
  • All Companies House filings including Confirmation Statements and Director Filings

Ad hoc

  • Governance advice (including share transactions; and assistance with office move admin)
  • Company secretarial support

The Key Benefits

  • Consistency – our lead consultant for the Client has built a great relationship with the in-house team, Board and Committees.
  • Time Saving – With up to 45 meetings taking place annually, outsourcing has taken much pressure off the in-house team, freeing up significant amounts of time on a monthly basis.
  • Efficiency – Board packs are prepared and circulated to tight timescales; Minutes are turned around promptly; Ad-hoc requests are followed up in a timely manner.
  • Professionalism – the team is very knowledgeable and professional. The pandemic obviously required flexibility on a scale not seen previously, and Bridgehouse rose to this challenge, remaining flexible and pragmatic.
  • Expertise – Being heavily regulated, it is crucial that the resource is able to understand and take effective minutes of meetings often complex in nature.
  • Communication – the team communicates well, manages expectations and provides regular updates on the work being delivered.
  • Recommended – the client continues to be impressed with and grateful for Bridgehouse’s help and wouldn’t hesitate to recommend our services to others.

The Client Told Us

“Lizzie and the team at Bridgehouse do a great job for us. Our meeting process is now much more efficient and the quality of Minutes produced is very good indeed – even with technical meetings, the Minutes are turned around quickly and to a high standard. Good relationships have also been formed with our Chairs and so this also makes working together more effective.”

CEO, March 2021

NHS Foundation Trust 2020+

The Company

A NHS Foundation Trust in the East of England (approx. one-year contract).

nhs logo

The Business Situation

The Foundation Trust (FT) was looking for additional corporate governance support
to work with the Trust Secretary to address concerns raised in Care Quality
Commission (CQC) reports. This was primarily to support the Council of Governors
and the individual Governors, but also to help the Trust Secretary with the Board of
Directors and minuted meetings held in public and in private.

The Service

• The Council of Governors had started an evaluation process to help them with
their statutory duties and their priorities from the CQC reports. As part of this,
new sub-committees and forums of the Council were established with clear
Terms of Reference and reporting arrangements. Our consultant worked with
the key individuals to action and report back on the agreed plan to the
Council.

• The role and remit of the Council’s Nominations & Conduct Committee was
also reviewed, with changes made to their Terms of Reference. Our consultant
supported two separate recruitment processes for new non-executive
directors, with one concluding during the coronavirus lockdown.

• The Code of Conduct had been reviewed by the Governors previously, and our
consultant built on this to update the Code for the Council. A paper was also
prepared based on Governors’ comments and previous work on meeting
procedures, behaviours and expectations.

• Our consultant also supported the annual elections to the Council of
Governors, and reviewed the election documentation, and the induction and
ongoing training programme for Governors. While the planned, in-person
training programme was cancelled due to the coronavirus pandemic, the
induction was held and received positive feedback.

• A role description for a Deputy Lead Governor was developed and an election
held to the role. Our consultant proposed a nomination and election process
for such Council and Governor roles, which was agreed by the Council.

• The Governors had agreed to use MS Teams prior to the coronavirus
pandemic. Our consultant worked with the Governors and key FT staff to
implement this, and then worked with the Trust Secretary in supporting the
Governors to be able to continue their duties virtually, during the pandemic.
This included the interviews for the non-executive director role mentioned above.

• The FT’s constitution had not been comprehensively reviewed for some time,
and so our consultant started from the model documents and previous
discussions and decisions. A review of Trust-specific arrangements also took
place, such as constituencies and the definition of “significant business” with a
review of other FTs undertaken to inform this work. A task and finish group of
both Council and the Board members was set up to review options and make
proposals, which was lead by our consultant.

 

The Key Benefits

Experience – from previous knowledge of the specific FT, and working in
other FTs, our consultant was able to hit the ground running and deliver the
work required within specific timeframes.
Relationship Management – specifically with the Trust Chair and Trust
Secretary, and the Council of Governors and individual Governors, and the
Board of Directors.
Flexibility – Bridgehouse provided scalable support which meant we were
able to adapt in line with the resourcing needs of the FT.
Continuity – the FT appreciated the consistency of resource provided.
Reliable and stable, Bridgehouse provided a service which felt like an
extension of the existing in-house team.

 

The Client Told Us

“ The delivery of service by Bridgehouse has been exemplary. From start to finish,
dealing with the team has been a flawless experience. Our dedicated consultant,
Andrea Goldsmith, provided fundamental assistance, aiding us to improve and
strengthen a number of key governance processes. We were especially appreciative
of the pragmatic and scientific approach to working – Andrea’s logical style has been
excellent and left us with a number of clear processes that our in-house team can
now build upon for the future. We were also extremely impressed with the quality of
Minutes produced – they really were superb – solid notes with an incredibly fast
turnaround time too. I shall not hesitate to call on Bridgehouse again in the future
and will be happily recommending them to my networks. “

NHS FT Trust Secretary, July 2020

Momentum Global Investment Management 2017+

MGIM is a small firm operating in a highly regulated industry and corporate governance is extremely important to the organisation.

In 2013 MGIM decided to outsource elements of its governance process to a trusted Company Secretarial resource, largely in respect of providing professional Minute Taking at Board and Audit Committee meetings.

As a small company there was little capacity to employ resource with these very specific Minute Taking skills, and so outsourcing to Bridgehouse provided a solution for this.

Consistency is extremely important to the client, along with high standards of service and a flexible approach to working.

 

Momentum Global Investment Management (MGIM)

  • A FCA regulated private company, established in the UK in 1998
  • A UK subsidiary of the leading South African insurance and investment group MMI Holdings Ltd
  • Investment-driven business focusing on tailored products and solutions for a diverse client base

momentum logo

The Business Situation

MGIM is a small firm operating in a highly regulated industry and corporate governance is extremely important to the organisation. In 2013 MGIM decided to outsource elements of its governance process to a trusted Company Secretarial resource, largely in respect of providing professional Minute Taking at Board and Audit Committee meetings. As a small company there was little capacity to employ resource with these very specific Minute Taking skills, and so outsourcing to Bridgehouse provided a solution for this. Consistency is extremely important to the client, along with high standards of service and a flexible approach to working.

 

The Core Services provided by Bridgehouse

  • Minute Taking for Board and Audit Committee Meetings (onsite, offsite, skype)
  • Ad hoc governance advice and company secretarial support
  • Director duty training for Non-Executive Directors

 

The Key Benefits

  • Efficiency – Minutes are turned around quickly.
  • Consistency – Jo, Ibi & Vanessa have built a great relationship with the Board.
  • Professionalism – Presence at meetings does not disrupt the Board’s conversation flow in anyway – “it is almost as if they are invisible in the room!”.
  • A truly personal and bespoke relationship.
  • Queries outside of meetings are always answered quickly and effectively.

 

 

“Comments from our Board and Committee, over a number of years, has been that the Minutes are of good quality, and the team’s skill and expertise to quickly get to grips with our industry language and terminology has quashedany initial hesitations we had about outsourcing the role to an external party. Questions of principle are always answered meaningfully, based upon a true understanding of our business and experience from other clients. We are always able to get hold of our Bridgehouse resource very quickly.”

Robert Rhodes, Chief Operating Officer MGIM, October 2017

ETX Capital 2017+

ETX Capital operates in a highly regulated and complex industry. The business provides a significant amount of product choices to be able to offer its customers such a versatile trading experience. In 2016 the business identified a need to outsource its meeting support to a professional company, after attempts to manage this process in-house had proved difficult and impractical.

From the very outset, Bridgehouse hit the ground running by supporting existing in-house resources and producing high standard, accurate minutes. Granular detail and accuracy of discussions are extremely important to this client, along with trust and a connection with its Directors.

 

ETX Capital

  • A performance focused business – heavily regulated by the FCA
  • A global provider of industry leading platforms, designed for wide range online financial trading

ETX capital logo

The Business Situation

ETX Capital operates in a highly regulated and complex industry. The business provides a significant amount of product choices to be able to offer its customers such a versatile trading experience. In 2016 the business identified a need to outsource its meeting support to a professional company, after attempts to manage this process in-house had proved difficult and impractical. From the very outset, Bridgehouse hit the ground running by supporting existing in-house resources and producing high standard, accurate minutes. Granular detail and accuracy of discussions are extremely important to this client, along with trust and a connection with its directors.

 

The Core Services provided by Bridgehouse

  • Board and committee meeting support
  • Introduction of board portal
  • Ad hoc governance advice
  • Ad hoc filings and companies house notifications

 

The Key Benefits

  • Consistency – providing a true steadiness of minute style for the directors
  • Outsourcing – “the resources are better and we always have someone on hand to attend, with in-house resource we have absence and sickness to consider”
  • Flexible approach – peace of mind for short notice meetings / rearrangements

 

 

“The directors are all very happy with the quality of the minutes produced and the turn around time. Bridgehouse’s meeting support helps to free up valuable time for me, as I know how long it takes to produce a good set of minutes! We appreciate how all the team are so flexible with timings, we often call short notice meetings and the fact that Bridgehouse accommodates this so well is a huge benefit. The speed with which ad-hoc governance advice and guidance is provided is excellent – it is very clear that someone is always monitoring emails. I feel that I can completely rely on Bridgehouse at all times – they are a joy to work with and a very friendly team ”.

Pyn-An Sun, Head of Legal, ETX Capital, October 2017

Hearthstone Investments 2017+

Hearthstone Investments is a small firm that operates in the financial services sector. The company advises on investment on behalf of the public, and therefore good corporate governance is critical to the health and well-being of the organisation.

Following a restructure in early 2017, Hearthstones saw an opportunity to strengthen its corporate governance and sought outside specialist support to assist. Bridgehouse provided a solution and peace of mind for the Board.

Value for money is important to this client, along with a truly personal and bespoke approach to working.

Hearthstone Investments PLC

Established in 2009 as the UK’s first specialist residential property fund manager, offering property investment advice to a range of FCA regulated investment funds, suitable to a range of investor types. Performance based, helping to assist in raising the standards of accommodation and services available to the UK rental market.

hearthstone investments logo

The Business Situation

Hearthstone Investments is a small firm that operates in the financial services sector. The company advises on investment on behalf of the public, and therefore good corporate governance is critical to the health and well-being of the organisation. Following a restructure in early 2017, Hearthstone saw an opportunity to strengthen its corporate governance and sought outside specialist support to assist. Bridgehouse provided a solution and peace of mind for the Board. Value for money is important to this client, along with a truly personal and bespoke approach to working.

 

The Core Services provided by Bridgehouse

  • Reconciliation and tidy up of shareholder register (and PSC register)
  • Companies house filings, including director changes
  • Subsidiary management
  • AGM support
  • Ad hoc governance and legal advice

 

The Key Benefits

  • Value for Money – outsourcing has made access to a company secretary affordable
  • Time Saving – co sec matters are no longer “a second string to someone’s bow”
  • Professionalism – when matters outside the original brief are identified, the team rise to the challenge, are never fazed and remain flexible and pragmatic about the situation.

 

“Bridgehouse frees up time for us to focus on core business and more productive matters, rather than regulatory compliance aspects, as we are confident this area is being kept under control. Bridgehouse came highly recommended to us by existing contacts and we no longer have to worry about missing filing deadlines and other key dates! My fear with outsourcing this service to one of the larger co sec firms was whether or not we would truly get the individual attention we need – I wanted a company of similar scale to ours. I can always fire off an email to the team knowing it will be answered quickly and competently – we were absolutely determined to use a company who knew exactly what they were doing.”

Alan Collett, Executive Chairman, Hearthstone Investments Plc, October 2017

Broadway Living Limited 2017+

Broadway Living was established in 2014 and immediately sought strong company secretarial support from the very outset. The company’s key stakeholder is its local authority, Ealing Council, and therefore the company operates in an area of high public interest.

Bridgehouse provides direct assistance to the Board and ensures the companies governance framework remains bespoke for its needs, yet remains in sync with the stakeholder.

 

Broadway Living Limited

  • A subsidiary company, wholly owned by Ealing Council.
  • A pioneering housing development company dedicated to supporting a demand for new homes in Ealing, at market or below market prices.
  • Focused on creating quality urban living and setting new standards for design, build and customer service.

Broadway Living logo

The Business Situation

Broadway Living was established in 2014 and immediately sought strong company secretarial support from the very outset. The company’s key stakeholder is its local authority, Ealing Council, and therefore the company operates in an area of high public interest. Bridgehouse provides direct assistance to the Board and ensures the company’s governance framework remains bespoke for its needs, yet remains in sync with the stakeholder.

 

The Core Services provided by Bridgehouse

  • Board Meeting Support
  • Director Training / Induction
  • Companies House filings, including Director changes
  • Creation and maintenance of policies
  • AGM Support
  • Governance and Compliance advice

 

The Key Benefits

  • Teamwork – Bridgehouse become fully engrained in the team
  • Continuity – Bridgehouse understands our business and what we are looking to achieve, this makes working together very effective
  • Expertise and Value – “As a small company we would only have been able to employ someone at a junior level, so we are able to buy in the senior expertise we need in an affordable and effective way’.

 

 

“It was great to have Bridgehouse on board right from the very start. The team have helped enormously in shaping the base governance of the company. Bridgehouse have guided us through in a way that has enabled us to now be in position where we are comfortable with our objectives and fully aware of how our governance responsibilities fit into these. Bridgehouse are definitely more proactive advisers, than just reactive ones, and I am always impressed with their pragmatic approach to finding solutions. Having such senior expertise has meant they were able to move from day one and hit the ground running – we like to dip in and out of the amount of resource we need and their flexible attitude is a huge benefit to working with them”.

Wendy Stokes, Project Director, Broadway Living Limited October 2017

The Institute of Translation and Interpreting – Electronic AGM October 2018+

The Annual General Meeting (AGM) of ITI has always been a key date in the Company’s governance calendar, with members voting on resolutions, discussing relevant topics and participating in lively Q&A sessions. However, as with many organisations, ITI was seeing a continuing decline in attendance at their AGM, exacerbated by the fact that many of its membership are located outside the UK.

 

The Institute of Translation and Interpreting Electronic AGM October 2018

Institute of Translation & Interpreting logo

The Background

The Institute of Translation and Interpreting (ITI) is the only UK-based independent, professional membership association for practicing translators, interpreters and language services businesses. The Institute was founded over 30 years ago and with over 3,000 members, both in
the UK and internationally, it is seen as a significant resource within the industry.

 

The Situation

The Annual General Meeting (AGM) of ITI has always been a key date in the Company’s governance calendar, with members voting on resolutions, discussing relevant topics and participating in lively Q&A sessions. However, as with many organisations, ITI was seeing a continuing decline in attendance at their AGM, exacerbated by the fact that many of its membership are located outside the UK. There have even been concerns in the past about the ability to reach a meeting quorum.

 

Summary of Objectives

  • To gain more involvement from members regarding the future strategic direction of the organisation.
  • Improve AGM Membership engagement.
  • Encourage a healthy democracy.
  • Members to be involved wherever they are geographically.
  • Reduce volunteer hesitancy around taking up governance roles.

 

The Solution

We recognised that a change was needed at ITI to re-engage with its membership and increase AGM attendance numbers. Working closely
with ITI CEO, Paul Wilson, we recommended implementing an electronic AGM – a modern and flexible approach for 2018 that would not be location restrictive.

 

The Process

We began with researching providers of the technology and understanding the options available. We then presented the below 3 options to the ITI Board:

  1. A fully electronic audio only meeting with no single physical
    location;
  2. An electronic meeting with just selected members of the Board
    present in one location and all members joining electronically; or
  3. A hybrid meeting combining a physical meeting with the facility for
    electronic attendance.

Meeting types two and three can either be in front of a camera that is webcasting or audio only. Slides can be shown at all types of meeting.

Having gained an understanding of how the various options would work, we then carried out a review of ITI’s governing documents. At the AGM in October 2017, a large majority of ITI’s membership voted in favour of  changing the company’s Articles of Association to allow future General Meetings to be held electronically (in any fom) while still preserving the possibility of holding physical or hybrid meetings

The next step was to find a partner to make it happen, and our research led us to Lumi. They have worked internationally with many well-known organisations and businesses, both large and small, and we felt confident that they would provide a safe pair of hands.

For their first electronic Gneeral Meeting, the ITI Board chose option two above with selected members of the Board and ourselves present at their offices and with other members of the Board attending remotely. We then provided a detailed timetable of necessary actions and events leading up to the holding of the first electronic meeting.

When sending out the Notice of Meeting, we added user friendly instructions on how members could register and participate in the virtual meeting. We also spent a lot of time developing a comprehensive and clear meeting script for presentation by the Chair of ITI. We felt this was really important to keep the meeting flowing, and to give the members confidence in the format.

We also made sure that we asked several times for questions from members ahead of the meeting and had ITI staff manning the phones in the hours before the meeting to ensure that anyone who had an issue with logging in to the meeting had all the help they needed.

The question and answer section of the meeting went well with members raising queries to the CEO and Chair of ITI who were both at the ITI offices for the meeting.

Bridgehouse Consultant, Jacqueline McNally, attended the meeting and provided solid company secretarial support to ensure smooth running of the event. Lumi provided technical support with one of their representatives present at the office.

Confidence grew as the meeting went on, and it was identified that speaking clearly, not rushing and having excellent audio facilities were really important

 

The Outcome and Benefits Seen

  • There was a 300% increase in the number of attendees at the October 2018 AGM and many more overseas members were able to join the meeting, providing a broader demographic of attendees.
  • The costs, in terms of time and money, of holding a physical meeting were decreased.
  • Meeting paperwork was considerably reduced as was the time in its preparation.
  • Member perception was improved through efficient use of modern technology.
  • Real-time management reporting with a customised instant votin results screen.
  • Time Saving – members and Board.
  • Reduction of carbon footprint through less travel, less paperwork.

 

Next Steps

For future meetings, ITI will consider improving the visual presentation othe meeting either through the use of slides and/or webcasting and will
also be considering giving its members the opportunity to pre-vote online through the Lumi platform in advance of the meeting.

At Bridgehouse we recommend and support the importance for an organisation to meet members face to face, and a “Meet the Board” session has been added to the agenda of the ITI bi-annual conference, to enable members to engage directly with the Board.

 

 

“It’s great for our members to see that the ITI are at the forefront of technology, and the feedback we had after the meeting was really very positive.”

Quote from Paul Wilson, CEO of IT

Well-Known UK-listed Company with an Insurance Business 2019+

A well-known UK listed company with an insurance business was looking to fill an interim company secretary position until their permanent, in-house staff was appointed. Being familiar with our work with a previous client, they reached out to Bridgehouse Company Secretaries at the end of June 2019, and two weeks later we sent one of our Bridgehouse Flex consultants to fill the position.

This company commended Bridgehouse for our ability to quickly source consultants for short-notice interim positions and for being company secretarial specialists, as the work was tailored to specific needs rather than an expensive generalist approach.

 

The Company

A well-known UK Listed company with an insurance business.

 

The Business Situation

A well-known UK listed company with an insurance business was looking to fill an interim company secretary position until their permanent, in-house staff was appointed. Being familiar with our work with a previous client, they reached out to Bridgehouse Company Secretaries at the end of June 2019, and two weeks later we sent one of our Bridgehouse Flex consultants to fill the position.

 

The Service

Bridgehouse Flex – Interim Company Secretary (Office based location)

 

The Key Benefits

  • Flexible – able to quickly source consultants for short-notice interim positions.
  • Cost Effective Quality Resource – being company secretarial specialists, work was tailored to specific needs rather than an expensive generalist approach.
  • Relationship Management – constant line of communication to ensure all needs were addressed efficiently.

 

The Client Told Us

“Having heard of their work from a previous supervisor, we didn’t look anywhere else as we knew Bridgehouse would be able to meet all our needs. After initially speaking to Ibi about our requirements, we were met with a quick response and a realistic and cost-effective proposal.

Our placement consultant Neeti provided really good support, fitted in nicely, and was very helpful when working through all of the tasks we needed from her. We didn’t have any problems, but felt confident that if there had been, we could have picked up the phone at any time and they would have been resolved promptly.

There were a number of advantages that Bridgehouse offered us.

Firstly, flexibility; they were able to source a consultant quickly and within our time specification. We felt confident that should we need to scale up or down, they would be able to provide another consultant on short notice.

Secondly, expertise; The fact that the consultants at Bridgehouse Company Secretaries are specialists in company secretarial work was another large advantage, this meant they were more specifically suited to our needs and far more cost-effective than larger firms.

I would definitely call upon Bridgehouse Company Secretaries again; the lines of communication remain open. I would recommend them to anyone”.

Government Project 2019+

Bridgehouse recently provided services to a Government Project that was looking for an independent review of one of their provider’s governance processes. The aim was to seek an impartial viewpoint as well as confirm the best steps to address any issues found in the review.

The team at Bridgehouse provided a detailed review of governance structures and composition, scrutiny of key decision making and oversight, and an appraisal of the provider’s HR, recruitment and complaints processes and procedures, culture and ethos all in a timely manner, ensuring constant communication and client confidence in the services provided.

 

The Company

A Government Project

 

The Business Situation

This Government Project was looking for an independent review of one of their provider’s governance processes. The aim was to seek an impartial viewpoint as well as confirm the best steps to address any issues found in the review.

 

The Service

  • A detailed review of governance structures and composition, focusing on the provider’s board and sub-committee’s independence and skillsets including the scheme of delegation.
  • Scrutiny of key decision making and oversight, focusing on finances, governance and growth.
  • A review of financial and governance reports disseminated to board and sub-committees.
  • An appraisal of the provider’s HR, recruitment and complaints processes and procedures, culture and ethos.
  • A review of staffing, to include performance management, pay reviews and agreement of bonuses.

 

The Key Benefits

  • Timely – able to complete and deliver the review within the detailed time frame.
  • Cost Effective Quality Resource – the review was thorough.
  • Relationship Management – communication was well-structured and filled the team with
    confidence.

The Client Told Us

“This type of review is not a normal course of action for us, but the team at Bridgehouse, particularly Ibi,
highlighted the services that would be provided thoroughly, filling us with confidence in her ability to
complete the review thoroughly, impartially, and with the utmost discretion.
We had no issues at all throughout the course of the review, which was done in a very timely manner.
Communication was consistent and well-structured, and we were very happy with the services provided
by Bridgehouse; thissentiment was also echoed by the provider under review”.

Leading UK Television Network 2019+

Bridgehouse has been working with a Leading UK Television Network who had become frustrated by their previous company secretarial provider. Due to a recommendation by a member of their in-house team, they began working with Bridgehouse, feeling more confident in the services and expertise provided.

The team at Bridgehouse continues to provide compliance, governance, and ad-hoc company secretarial support to this television network, who have highlighted Bridgehouse for our cost-effective quality resource, our efficiency, and our excellent relationship management.

 

The Company

Leading UK Television Network

 

The Business Situation

This Leading UK Television Network was looking for a new company secretarial service provider after becoming increasingly frustrated with their previous supplier. Due to a recommendation by a member of their in-house team, they began working with Bridgehouse, feeling more confident in the services and expertise provided.

 

The Service

  • Compliance support
  • Statutory register maintenance, registered office, named company
    secretary
  • Ad-hoc company secretarial project work

 

The Key Benefits

  • Cost Effective Quality Resource – services provided have consistently met expectations and fill the team with confidence.
  • Relationship Management – the team has had a great rapport with dedicated resource Jacqueline McNally.
  • Efficiency – work has been completed in a timely manner.

 

The Client Told Us:

“From the start, we were generally very happy with everything proposed, as everything aligned quite well, making us feel comfortable. We felt confident that the team at Bridgehouse Company Secretaries knew what they were doing. We are very happy with our dedicated resource Jacqueline, and feel that we receive a great service from both Jacqueline and the wider team at Bridgehouse. We are more than happy to continue our relationship together and have extended our contract.”