Property & Asset Management Guidelines
This document outlines key responsibilities, approval processes, and delegation practices for managing property and asset projects. Covering topics like capital projects, preventative maintenance, and more, it provides insights for effective stewardship of assets.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
You are allowed to download the files provided on this website for personal or commercial use, subject to the condition that they are used lawfully. All files are the property of their respective owners.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.
E N D
Presentation Transcript
Learning Commons: Property & Asset Management Joel Prentice Director of Property & Asset Management 2024
Joels Role Director of Property & Asset Management Member of Diocesan Senior Staff Based out of Ascension House Resource member of Property & Finance Committee Cemetery Subcommittee Resource member of Risk Management Committee Board Member of Cathedral Hill Foundation Hollyer House Bells Corners Asset Management Role involves the stewardship of our Diocesan property portfolio
What We Will Cover Here Capital Projects Diocesan Project Approvals Process Preventative Maintenance Reactive Maintenance Property Insurance Short & Long-Term Rentals and more!
Capital Projects Nature of the Project What important/urgent problem requires a solution? Identifying proper scope of work and project sequencing/timing. Does the parish have the resources and competency to lead the project? continued ..
Capital Projects (Contd) Selecting Partners Support with request for proposal (RFP) documentation. Establishing selection criteria (cost, expertise, approach, etc). May provide suggestions for professional services. Diocesan Approval Thresholds: >$15K Parish Corporation approval <$15K and <$50k Parish or Congregational Council approval <$50k Property & Finance Committee approval
Capital Projects Delegations Decision Practices/Policy CBRs Thresholds Approval Requirement $15,000 or 15%, if parish assessable income > $100,000 Parish Corporation R.5.01(6) >$15,000 and $50,000 or 50% (if parish assessable income > $100,000) 1) Parish Council / Parish Central Committee 2) Archdeacon Project Approval Pass motion, formulate plans, analyze financial position R.5.01(6) See Next Slide >$50,000 or >50% (if parish assessable income > $100,000) R.5.01(6) B.3.22(1) Complete Application Form
Capital Projects > $50,000 or > 50% of Annual Parish Assessable Income Present project concept to Director of Property & Asset Management, and Director of Financial Ministry. Bishop is briefed by Directors on project concept. If general approval is given for the project: Parish Council does due diligence and creates proposal including estimates, budgeting, and funding. When sufficient details are gathered: The Parish corporation consults with Diocesan Directors and the Chair of Property & Finance prior to presenting details to the Parish for approval. It is a good idea to hold one or more Information Meetings prior to a Special Vestry, in order to get feedback and buy-in from the parish. When the project plan is deemed by both Diocesan staff and Parish leaders to be sufficient, a motion is prepared, in consultation with the Chancellor, and presented via Special Vestry. If approved: The proposal goes to the Property and Finance Committee and/or Diocesan Council for approval (depending on the size and nature of the project). Final project approval is provided.
Reactive Maintenance (RM) Support for Reactive Maintenance who would you look to? Regional Deans Neighbouring parishes/other denominations Ascension House Identifying extent and scope of concerns Comparables from across our Diocese Guidance around insurance considerations Contractor support Delegation Volunteer teams Property Committee Custodian Third party service providers
Preventative Maintenance (PM) Why the emphasis on PM? Less costly operationally than deferred/reactive maintenance Aligns spending with budget cycles Mitigates risk to property and people Consultations to set up a PM program Contact Joel to obtain Diocesan PM templates Customize PM checklists by property using template Establishing a PM calendar for recurring reviews of tasks Third party contractor and service agreement scheduling and controls
Preventative Maintenance Activities Checklist Examples Checklist will outline your custom building operations and asset management categories Identifies who is responsible for those systems/components Also identifies service intervals
Preventative Maintenance Activities Monthly Calendar Examples Checklist continued Visualises intervals by which service/inspections are performed Notes section allows for information sharing around specific categories
Preventative Maintenance Activities Checklist Examples Calendar tab Groups all activities taking place within a specific month This format allows for ease of planning and tracking Creates agenda items for property committee meetings by month, ensuring accountability
Property Insurance & Loss Property Insurance Joel and Sanjay are the connection points between broker (HUB International) and parishes. Annual renewals are negotiated through our broker with insurer. Premiums have increased substantially over past two years. Support in determining process following property damage. Self-insurance deductible (>$2500) vs. coverage deductible (>$25k). continued ..
Property Insurance & Loss (Contd) Property Insurance Vetting third party contractors for insurance-led restoration efforts. Loss In the event of a break in, call the police and make a report. Self-insurance is limited to property damage, not loss of contents.
Short-Term & Long-Term Rentals Commercial Leases Support with negotiation/lease extension process Use of lease agreement template Managing tenant relations Events & Recurring Rental of Church or Parish Space Compatibility of renters to be evaluated Use of licensing agreement template required Third party liability insurance required Single use renters to use online event insurance function continued ..
Short-Term & Long-Term Rentals (Contd) Residential Tenancies Tenant screening process critical Joel can offer support navigating standard lease agreements Landlord Tenant Board (ON) & Tribunal Administratif du Logement (QC) considerations
Short-Term & Long-Term Rentals Templates available upon request (examples below) Commercial lease template Licensing agreement template
