Executive Director, Facilities Management
Vice-Chancellor and President
Date of Next Review
3.2.1 Policy principles
3.2.2 Purchase of property
3.2.3 Disposal of University property
3.2.4 Leasing of property by the University
3.2.5 Leasing of University property
As a body corporate under the Queensland University of Technology Act 1998 (QUT Act), the University may own property (whether situated in Queensland or elsewhere) through purchase, taking on lease, or acquiring by grant. Such property may also be sold, leased, transferred or surrendered to the State (see QUT Act).
In all instances, formal approval must be given by Facilities Management on behalf of the University prior to the installation of any equipment (eg aerials, satellite dishes, structures) on, at or about University property (H/3.2.5).
Any changes to University property, whether owned, leased or rented, must be recorded on the Fixed Assets Register and the Space Management System.
Approval to purchase property is granted by QUT Council. Subject to availability of funds within approved budget limits and consistent with the University's plans, Council has delegated authority to the Vice-Chancellor and President and various senior officers to commit funds on behalf of the University (Appendix 3). All purchases of land are to be notified to the Executive Director, Finance Resource Management.
In accordance with the above approval and after consideration of an independent valuation of a property and the vendor's asking price, the Executive Director, Facilities Management will set the maximum amount to be offered for a property. This amount cannot be exceeded without further executive approval.
Where it is decided that title of the property is to be surrendered to the State (H/3.2.1), a formal application over the signature of the Vice-President (Administration) and University Registrar is made to the relevant State Government Department.
Other forms of property
Procurement processes relating to other forms of property are detailed in G/5.3 and H/2.3 .
Where the University identifies property surplus to requirements, Council authorises the Executive Director, Facilities Management to have the land disclosed on the State Government Register, which enables other public sector agencies to make a bid for the property.
In the event that the land is not required by another public sector agency, a broader marketing program can be implemented and the land disposed of to the best tenderer.
Where the property for disposal is State land, the distribution of the sale proceeds, whether it is to another public sector agency or to a private buyer, is determined by Queensland Treasury in accordance with State Government policy.
Other forms of property
Disposal processes relating to other forms of property are detailed in G/3.1.
Following approval by the Vice-Chancellor and President of the need to secure the use or occupation of property by QUT (whether by lease, licence or other form of agreement), the Executive Director, Facilities Management negotiates and manages the contractual process and administration on behalf of the University. All agreements must have a legal review through Governance and Legal Services.
Once the property transaction takes effect, details of the property leased or occupied by QUT are provided to the Finance Business Solutions Division for reporting purposes and included in the Facilities Management Register of Leased Property. The Executive Director, Facilities Management is responsible for the ongoing administration of property matters for external property (ie rent reviews, lease renewals, payment of rents and other charges) and for the maintenance of plant, machinery, building services and fabric specified in the lease agreement.
Other forms of property
The approval of the Executive Director, Finance Resource Management is required before any commitment is made in relation to the leasing of other forms of property (such as equipment or vehicles) (G/3.1).
Leasing of University property by external bodies is arranged on a commercial basis by the Executive Director, Facilities Management. The property being leased can include such things as roof space for telecommunication infrastructure, areas within laboratories etc. Depending on the length and complexity of the lease / licence, a formal agreement is drawn up by the University's solicitors and agreed with the external organisation.
Generally, the lessee / licensee is responsible for the payment of all ongoing charges (power, telephone etc) associated with the premises. Rental is based on commercial rents currently charged to existing tenants or, where no similar rental space is available on campus, in accordance with what is charged in the local area. Depending on the benefit to QUT, a rental less than the market rate may be charged. The level of rent to be charged is approved by the Chief Financial Officer. Net rental income after management expenses is credited to the overheads responsibility centre.
Following the signing of a lease agreement, the Executive Director, Facilities Management ensures that details of the lease are recorded in the register of leases.
MOPP G/3.1 Asset policy
MOPP H/3.6 Food services, catering and alcohol
MOPP H/6.2 Cleaning
|25.11.19||All||Council||Approval Authority changed from Planning and Resources Committee to Vice-Chancellor and President as per delegation (C008)|
|10.07.18||All||Vice-Chancellor and President||Revised policy to include department name change from Corporate Finance to Finance Resource Management|
|02.04.14||H/3.2.4||Planning and Resources Committee||Revised policy to clarify responsibility for off campus facilities and the maintenance of equipment|
|11.09.13||All||Planning and Resources Committee||Revised policy|
|14.01.13||All||Director, Facilities Management||Minor editorial amendments to reflect organisational restructure|
|15.08.11||H/3.2.5||Governance and Legal Services||Revised policy - Editorial change due to Chapter H restructure|
|17.05.07||H/3.2.5||Vice-Chancellor||Policy updated relating to functions organised by Student Guild and other student groups|
|4.11.06||H/3.2.5||Registrar||Minor administrative amendment relating to use of QUT facilities by external organisations|
|14.11.05||All||Planning and Resources Committee||Policy updated|
|20.12.01||All||Director, Facilities Management||