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III. Responsibilities (charts)

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Return to 7-2 Real Property Acquisition and Management Policy

Approved: General Services/County Administrator
Authority
: County Administrator
Revised Date
: July 27, 2004

Chart #1 - Lease of Property

Chart #2 - Purchase of Property

Chart #3 - Cost Allocation of Property

These three charts identify responsibilities associated with the lease, purchase, and management of County properties.

Chart 1 - Lease of Property*

Type of Responsibility (Time Required)Subvented or Fee-Financed County General Fund Departments which have -87 costs included in their budget All Other County General Fund Departments Non-General Fund Departments
Initial request and communication (3-4 weeks)Prior to any search or negotiations, department heads must justify need and financial alternatives with General Services and the CAO.Prior to any search or negotiations, department heads must justify need and financial alternatives with General Services and the CAO.Prior to any negotiations, department heads/agency directors must coordinate with General Services and justify need and financial alternatives to the CAO.
Search and negotiating responsibility (7-10 months)General ServicesGeneral Services Department head/agency director with assistance and recommendation of General Services, or as otherwise mutually agreed.
Board agenda report(1 month including noticing)General Services shall be responsible for coordinating the preparation of the agenda packet and shall include the department head’s recommendation.General Services shall be responsible for coordinating the preparation of the agenda packet and shall include the department head’s recommendation.The department head/agency director shall be responsible for preparing the agenda packet and shall include the General Services recommendations.
Budgeting (Ongoing) Anticipated full or partial first fiscal year cost will be budgeted by the department. The lease cost for subsequent years will be budgeted by General Services, provided the lease cost has been incorporated into the A-87 Cost Plan for such years. Otherwise, the lease cost shall be again budgeted in the user department.First and subsequent year lease costs will be budgeted by General ServicesFirst and subsequent year lease costs will be budgeted by department head/agency director.
Lease Management (Ongoing) General Services General Services Department head/agency director with assistance and recommendation of General Services, or as otherwise mutually agreed.

 *Includes leasings, renewals, options and amendments.

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Chart 2 - Purchase of Property*

Type of Responsibility (Time Required)Subvented or Fee-Financed County General Fund Departments which have -87 costs included in their budget All Other County General Fund Departments Non-General Fund Departments
Initial request and communication (3-4 weeks)Prior to any search or negotiations, department heads must justify need and financial alternatives with General Services and the CAO.Prior to any search or negotiations, department heads must justify need and financial alternatives with General Services and the CAO.Prior to any negotiations, department heads/agency directors must coordinate with General Services and justify need and financial alternatives to the CAO.
Search and negotiating responsibility (7-10 months)General ServicesGeneral Services Department head/agency director with assistance and recommendation of General Services, or as otherwise mutually agreed.
Review of purchase and indebtedness (1-3 months)General Services will review purchase with Long Term Debt Advisory Committee. General Services will review purchase with Long Term Debt Advisory Committee.Department head/agency director will review purchase with Long Term Debt Advisory Committee.
Board agenda report (1 month including noticing)General Services shall be responsible for coordinating the preparation of the agenda packet and shall include the department head’s recommendation, as appropriate.General Services shall be responsible for coordinating the preparation of the agenda packet and shall include the department head’s recommendation, as appropriate.The department head/agency director shall be responsible for preparing the agenda packet and shall include the General Services recommendations.
Budgeting (Ongoing)General Services within the Capital Projects budget.General Services within the Capital Projects budget.Department head/agency director within the department budget, except as otherwise required by County budget policies.

*Includes any agreements that may result in the purchase of property.

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Chart 3 - Cost Allocation of Property

Type of Responsibility (Time Required)Subvented or Fee-Financed County General Fund Departments which have -87 costs included in their budget All Other
County
General Fund
Departments
Non-
General Fund
Departments
Budgeting (Ongoing) The costs of providing space to departments occupying County-owned property will be allocated through the A-87 Cost Plan and recovered, as appropriate, through outside funding sources.The costs of providing space to all other County General Fund departments occupying County-owned property will be allocated through the A-87 Cost Plan, but will not be budgeted in the user department.Departments/agencies individually identified in the A-87 Cost Plan and occupying space purchased by the General Fund will be charged for space in the Support Services component of the A-87 charge. Departments/agencies not individually identified in the A-87 Cost Plan and occupying space purchased by the General Fund will be billed directly.

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