HomeMy WebLinkAbout1994-24 Approving the Present TOV Lease Schedule and Granting Authority to the Town Manager to Enter into Lease AgreementsRESOLUTION NO. 24
SERIES OF 7994
A RESOLUTION APPROVING THE PRESENT TOWN OF VAIL
LEASE SCHEDULE AND GRANTING AUTHORITY TO THE
TOWN MANAGER TO ENTER INTO LEASE AGREEMENTS.
WHEREAS, Section 13.3 provides that Council may Eease, for such term as Council shall
determine, any real or personal property to or from any person, firm or corporation, public or
private, governmental or otherwise; and
WHEREAS, the Council has reviewed the present Town of Vail lease schedule; and
WHEREAS, the Town Council has reviewed the financial policy and procedures for the
rental of deck space and commercial space in parking structures (94-1 };
NOW, THEREI=ORE, BE IT RESOLVED by the Town Council of the Town of Vail,
Colorado:
1. That the lease schedule is hereby approved.
2. The Town Manager shall enter into such lease agreements and renewal of lease
agreements as are appropria#e.
3. That this resolution shall take effect immediately upon its passage.
INTRODUCED, READ, APPROVED AND ADOPTED this 8th ,day of December, 1994.
C.~ ..
Mar ret A. Osterfoss, Ma r
ATTEST:
Holly . McCutctieon, Town Clerk
G:1AESdLU94,24
Y RaaolWian No. 24, Sariss o1 19BA
FINANCIAL POLXCY AND PROCEDURES
RENTAL OF DECK SPACE AND COMMERCIAL SPACE
xN PARKING STRUCTURES
9~-].
SCOPE This policy covers the process of the Town leasing
decks, office space located in the Town's parking
structures, and any other building space leased.
LEASE
NEGOTIATION The Town Attorney is designated as the key lease
negotiator and will delegate to and rely on, as
needed, other designated Town staff during the
negotiation process.
LEASE
ADMINISTRATOR The Finance Controller or designee is designated as
the Lease Administrator.
PARKING
STRUCTURE
SL7PERINTENDENT
INVENTORY OF
DECK RENTALS
NEW LEASE
AGREEMENTS
The Parking Structure Superintendent is responsible
for negotiating lease terms and working directly
with Lessees for all lease space in the parking
structures, except the Teen Center area which is
the responsibility of the Vail Recreation District.
The Community Development Department and/or the
Town Clerk's office and/or the Town Attorney`s
office shall submit current information regarding
new or revised leases to the Lease Administrator.
The Lease Administrator shall take inventory of
deck rentals annually to make sure all decks
rentals are being billed and payment received.
Inventory procedures:
The Lease Administrator shall meet with Community
Development and the Town Clerk's office to ensure
all new deck rentals or terminations are
inventoried.
The Parking Structure Superintendent, Community
Development Department, or Lease Administrator, or
any other department of the Town should notify the
Town Attorney when a new lease needs to be drafted.
After drafting, the lease agreement should be
reviewed by the Lease Administrator and Finance
Director as appropriate. After the lease is
1 ~-
executed one original should be filed within five
5} working days with the Town Clerk and, a copy
should be filed within five (5} working days with
the Lease Administrator and the department
negotiating the lease.
LEASE RENEWAL The Town Attorney should review the lease and
either recommend renewal, termination, or
renegotiate a new lease. Any final action taken by
the Town Council should be communicated to the
Lease Administrator.
BILLING A billing should be made by the Accounts Receivable
Administrator in Finance approximately 15 days
prior to the due date of the lease payment.
VERIFY LEASE
TERMS The Lease Administrator should determine within 30
days after execution of the lease, that all non-
financial terms are being met by Lessee (e.g.
certificate of insurance on file}. If they are
not, a letter should be sent to the lessee
requiring the needed information. If after 60 days
there is no response by the lessee, this should be
communicated to the Town Attorney who will advise
the Lease Administrator on further action.
DELINQUENT
PAYMENTS All lease payments are due in accordance with each
lease's specific terms. However, if a lease
payment is not received by the due date, the
Parking Structure Superintendent and/or Town
Attorney should be notified and. penalties will be
billed on the first billing after the due date.
The Lease Administrator shall provide~a monthly
compliance report to the Parking Structure
Superintendent, the Town Attorney, the Finance
Director, and the Town Clerk.
LEASE SIGNING The Tawn Manager shall sign all leases.
MONTHLY
MEETINGS The Lease Administrator should hold monthly lease
meetings that include the Town Attorney, Lease
Administrator, Parking Structure Superintendent,
Town Clerk, and other parties as deemed necessary.
The purpose of such meetings is to share
information regarding lease renewels,
delinquencies, compliance with lease terms, etc.
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