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FSS/PPS 08.01 - Assistant Real Estate Director Responsibilities

Assistant Real Estate Director Responsibilities

FSS/PPS No. 08.01 (01.02.01)
Issue No. 3
Effective Date: 9/01/2013
Next Review Date: 10/01/2017 (E4Y)
Sr. Reviewer: Assistant Real Estate Director

  1. PURPOSE

    1. The purpose of this PPS is to establish policy and procedures for the role and responsibilities of the Assistant Real Estate Director at Texas State University-San Marcos.

    2. The Assistant Real Estate Director is responsible for negotiating the purchase, sale or lease of property as assigned by the Assistant Vice President for Finance and Support Services Planning. Also included is the negotiation of easements, right-of-ways, development of business plans for university income-generating properties, maintenance of all real property records, evaluate space need requests received from departments, and any other related projects.

  2. MAJOR DUTIES AND RESPONSIBILITIES

    1. Negotiate acquisitions and dispositions (including sales and exchanges) of real property in accordance with UPPS No. 08.04.01, Real Property Acquisitions, The Texas State University System Rules and Regulations, and all other state laws for current or future campus purposes.

      1. Actively pursues acquisition and sale of properties as indentified by the university;

      2. Conduct on-site inspection of property;

      3. Request environmental site assessments;

      4. Obtain appraisal of value;

      5. Work with City on acquisition of streets associated with real property acquisitions;

      6. Process required approvals for real estate transactions, including Board of Regents and Coordinating Board;

      7. Conduct planning and feasibility analyses for proposed uses of campus land for commercial and services purposes;

      8. Complete business plan for acquisition of income generating properties;

      9. Acquire, grant or release of easements;

      10. Acquire, grant or release right-of-ways;

      11. Coordinate with Facilities to make acquired properties ready for use by university departments;

      12. Coordinate with Facilities the demolition of buildings;

      13. Coordinate with Facilities, Materials Management, and affected departments and programs decommissioning any facility located on lands sold by Texas State; and

      14. Resolve, with assistance of Office of the General Counsel for the Texas State University System, real estate tax exemption issues and process pro-rated tax payments on properties acquired.

    2. Sells or acquires real property assets donated or bequeathed to Texas State.

      1. Meet with potential donors;

      2. Evaluate gifts of real estate to Texas State;

      3. Conduct on-site inspection of property;

      4. Request environmental site assessments;

      5. Obtain appraisal of value;

      6. Process required approvals for real estate transactions, including Board of Regents and Coordinating Board;

      7. Conduct planning and feasibility analyses for proposed uses of campus land for commercial and services purposes;

      8. Complete business plan for acquisition of income generating properties;

      9. Coordinate with Facilities to make acquired properties ready for use by university departments;

      10. Coordinate with Facilities the demolition of buildings; and

      11. Resolve, with assistance of the Office of the General Counsel for the Texas State University System, real estate tax exemption issues and process pro-rated tax payments on properties acquired.

    3. Negotiate and manage leases where Texas State is the lessor or lessee

      1. Assist institution in meeting its space needs by locating, negotiating, and administering off campus leases including office, laboratory, and storage/warehouse space and land.

      2. Actively pursue lease of off campus space as identified by the university;

      3. Solicit bids for space;

      4. Conduct site visits;

      5. Prepare best value analysis;

      6. Process required approvals, including Board of Regents;

      7. Negotiate terms and conditions of lease documents;

      8. Work with departments and staff for lease of university space to potential tenants; and

      9. Manage inventory of leases and lease files.

    4. Manage income producing property owned by Texas State by leasing property to individuals, governmental agencies and university departments (grant funded programs).

      1. Complete business plan for income generating properties;

      2. Generate lease agreements, contracts or memorandums of understanding;

      3. Coordinate with Facilities to make acquired properties ready for use by university departments;

      4. Process rent payments; and

      5. Coordinate with Facilities any maintenance and repairs as needed.

    5. Maintain all real property records and serves as the informational resource for inquiries regarding real estate.

      1. Maintain computerized inventory of real estate owned;

      2. Maintain permanent archive of property files;

      3. Maintain fiscal year leases;

      4. Maintain inventory of trust real estate; and

      5. Complete annual reports to the General Land Office regarding building inventory and Texas Historical Commission regarding historical buildings.

    6. Assist Assistant Vice President for Finance and Support Services Planning in evaluating space needs requests from departments by preparing reports reflecting current space square footage and requested square footage.

    7. Provide input to campus master planning process as it relates to university real estate.

    8. Assist Assistant Vice President for Finance and Support Services Planning with any other related projects and perform other duties as required.

  3. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Assistant Real Estate Director October 1 E4Y
  4. CERTIFICATION STATEMENT

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Finance and Support Services policy and procedure from the date of this document until superseded.

    Assistant Real Estate Director; senior reviewer of this PPS

    Associate Vice President for Finance and Support Services Planning

    Vice President for Finance and Support Services