Property - Sacred Heart Girls College

Sacred Heart Girls’ CollegePOLICY:PROPERTY MANAGEMENTThe daily life of the college will be permeated with the values of Jesus Christ and theteachings of the Catholic Church. Special links will be maintained with the Sisters of theMission as the College Founders and their special charism reinforced in the College.RATIONALE:The Board of Trustees will maintain the school grounds, buildings and facilities in a safe andhygienic condition so that a suitable learning environment is provided for students and a goodworking environment exists for staff.PURPOSE:1. Recognise the rights of the Proprietor as owner of the school premises.2. To ensure that property management is in keeping with legislative and MOE healthand safety requirements and procedures and to maintain and implement a health andsafety programme.3. To assess capital works needs and advise the Proprietor and Ministry of Educationwhere appropriate.4. Maintain assets register and establish a system for renewing and replacing furniture,furnishings and equipment.5. To maintain a 10 year property management programme covering buildings, facilitiesand grounds.6. To establish and implement a regular maintenance programme.7. To establish and implement a preventive maintenance programme.8. To prepare each year a statement of financial requirements for implementing theproperty management programme, as part of the annual budget for the following year.9. To comply with the conditions of the Property Occupancy Document. (139)10. To comply with all legislative and MOE requirements.

GUIDELINES:1. The Board of Trustees will clearly define who is responsible for managing theproperty programmes. The day-to-day administration is the responsibility of theBusiness Manager.2. The Board may delegate the responsibility for parts of the programme to the Propertysub-committee who should report to the Board in writing at each meeting, as part ofthe monitoring process. The Property sub-committee will comprise of Boardrepresentatives, Principal and Business Manager.3. All programmes should be monitored regularly and reviewed before the beginning ofeach school year.4. All property management activities will operate within the boundaries of Boardapproved financial delegations (See Appendix 1)5. Competitive quotes should be obtained for any works over $2,000.6. Registered tradesmen should be employed where applicable.7. Substitution items require sound educational and/or Health & Safety approval criteria.8. Police vetting of contractors and tradespeople to comply with the Education ActGuidelines must be adhered to.

FINANCIAL DELEGATIONS - PROPERTY MANAGEMENTFinancial delegation levels in respect of Board funds for Property Management works shallnot exceed.a) GeneralPrincipal Property BoardSub-CommitteeListed items within approved $2,000 $2,000 plusbudgetItems outside approved budget $500Items outside approved budgetbut can be substituted for listeditem - $4,000 $4,000 plusItems outside approved budgetsubject to approval of FinanceCommittee Chairman - $2,000 $2,000 plus

School CharterProperty Management PolicyHealthy& SafetyLong TermMaintenanceVandalism& SecurityEquipment& FurnitureCapitalWorksPreventativeMaintenanceRegularMaintenanceCare-taking& CleaningMonitoring & Reporting ProceduresAnnual ReviewREVIEWThis policy will be reviewed by the Board of Trustees trienniallyApproved by the Board of Trustees at the meeting held on ___________________2011Chairperson ____________________D Kraakman