leases

Document Sample
leases Powered By Docstoc
					             NIAGARA COLLEGE OF APPLIED ARTS AND TECHNOLOGY

                                        College Procedures
                                                                                  Approved: September, 1999
                                                                  Responsibility: VP, Administrative Services



PROCEDURE TYPE:             General Administrative

PROCEDURE TITLE: Leases



Introduction

The College is often in a situation where space is required of a type, or beyond that which is
available, or in a geographic area where there is no College facilities. If the circumstances fulfill
certain criteria, then it may be desirable or necessary to lease space.

Staff are expected to follow the procedures, from the initial consideration of a lease to the point
of authorization by the appropriate signing officers of the College, as listed below.


Procedures

1.     Normally, the staff responsible for an academic delivery or service area will identify the
       need for leased space.

       (a)     It is expected that the scheduling office will have been consulted regarding the
               availability of space and the possibility of rearranging space to suit the new
               requirement.

       (b)     It may be necessary to contact the Director of Facilities Management Services to
               determine whether facilities can be renovated to suit the requirements.

       (c)     If this is not possible, then the staff requesting the leased space should complete a
               “Request to Lease” form, a copy of which is attached to this Procedure. The form
               requires information regarding the purpose of the space, status of approval of the
               activity being considered, an outline of requirements, and funding considerations.
               The original copy should be forwarded to the Director, Facilities Management
               Services.




                                                  1
           NIAGARA COLLEGE OF APPLIED ARTS AND TECHNOLOGY

PROCEDURE TITLE: Leases



2.   The Director of Facilities Management Services and the Manager responsible for the area
     requesting the lease should discuss the requirements and agree on a process to identify
     alternative spaces. It is normally expected that the manager responsible for the area or a
     designee would carry out the initial investigation, identifying a number of acceptable,
     alternative sites. It would also be appropriate for the manager/designee to ensure that
     there is, at least, a preliminary investigation of critical space-related issues such as a
     description of the space, necessity for alterations, parking availability, etc.

3.   Once the initial investigation has been completed as outlined in Item 2, the Director of
     Facilities Management Services will be responsible for the negotiation of the lease and,
     specifically, such terms as: lease rate, responsibility for costs such as taxes, alterations,
     insurance, utilities, etc. The lease document will then be reviewed by the Vice-President,
     Administration who will obtain the necessary authorizing signatures.

4.   In those cases where Ministry approval is required for funding, the lease document may
     be prepared but cannot be signed until Ministry approval is received. The Director of
     Facilities Management Services will request Financial Services staff to handle the
     preparation of the appropriate Ministry documentation.

5.   There are occasions when the College enters into short-term leases for education/ training
     activities that are:

     (a)    less than 6 months in length and
     (b)    under $3,000.00 including all costs
     (c)    ineligible for funding

     then the matter may be handled entirely within the department, requiring only the
     approval of the manager and vice-president responsible for the activity.




                                               2
                                     REQUEST TO LEASE


This “Request to Lease” form is to be used in conjunction with the “Leases” Procedure. The
form is to be completed by the area requesting a lease and reviewed by the Director, Facilities
Management.

Department

Date

Purpose of Lease




Requirements (type of space, square footage, location, special requirements)




Status of Approval of Activity to be located in leased facility




Originated by

Reviewed by                                                   Vice-President

Negotiated by                                                 Director, Facilities Management

Reviewed by                                                   Vice-President, Administration




                                                 3

				
DOCUMENT INFO