Vacant premises

Role of Property and Facilities

Property and Facilities will manage and co-ordinate the protocol liaising with and commissioning the council's property management consultant, to ensure:

1. The physical de-commissioning and securing of properties.
2. Termination of leases including agreeing final rent, service charge and dilapidation liabilities.
3. Determination of empty rates and final utility bills.
4. Access for contractors, selling agents and other bone fide visitors necessary for implementing the protocol.
5. Monitor and review the protocol process.

Application of the protocol

Property and Facilities responsibility will commence when the property has been completely vacated, or the date of notification which ever is the later, by the out-going user (this includes all equipment, furniture, files and the like and, the removal and termination of contracts for items such as photocopiers, water coolers, fire equipment etc.). This may be varied by mutual agreement where directorate or occupier operational needs dictate.

A further protocol is to be developed which will set out the responsibilities of the outgoing user (directorate).

The protocol will apply, in whole or in part, to properties which are vacated:

1. As a result of them being declared surplus by the service directorate.
2. Owned properties vacated and subject to disposal.
3. Leasehold properties vacated and subject to lease termination.
4. Awaiting redevelopment prior to re-occupation. OAM will consider the level of de-commissioning and security required in each case.

Costs and associated expenditure

All costs associated, incurred and on-going (e.g. rates and rent) will be funded from budget(s) as agreed between Property and Facilities and the out going directorate.

De-commissioning/ security works by consultant

The property management consultant will agree with Property and Facilities the scope and extent of the protocol and the timescale for implementation.

The consultant must ensure that all staff responsible for arranging the de-commissioning/security work are notified of the vacation of county council properties.

1. Liaise with the core consultant energy team to determine all meter locations and details. Turn off all services (electricity, gas, oil and water) at meters/stop tap and read all meters. Meter readings are to be recorded on the appropriate county council property files and forwarded to the core consultant energy team with details of date readings taken and status of property (ie. due for sale, demolition etc). The consultant will agree with Property and Facilities the need to retain an electrical supply to operate fire and/or security systems and a water supply to operate sprinklers where fitted.
2. Drain down all heating and water storage, supply and distribution systems.
3. Lock all internal doors that are fitted with locks (where keys are available).
4. Lock all external doors. Where keys are not available, arrange the installation of suitable and appropriate locks (doors should be capable of locking at a minimum of two points and gates at one point).
5. Ensure that all windows are closed and locked (where window locks are fitted).
6. With the appropriate Property and Facilities officer, assess the risk of forcible or unauthorised entry to premises and advise if doors and windows should be fully boarded or other additional security arrangements should be made e.g. security patrols, temporary security fencing installed etc.
7. Secure closed or blank off letter plates/boxes to prevent an accumulation of mail.
8. Ensure that all pedestrian and vehicular access gates are closed and locked. Where locks are not fitted or keys unavailable, arrange the installation of suitable and appropriate locks.
9. The property management consultant is to retain all keys to vacant premises and provide one set to the appropriate Property and Facilities officer.
10. Notify the county council's insurance manager (insurance@oxfordshire.gov.uk) that the building has been vacated, de-commissioned and secured.
11. Arrange for regular inspections of building both internally and externally. The frequency of inspections to be agreed with Property and Facilities and notified to the county council's insurance manager.

Termination of leases

The outgoing directorate shall:

Advise Property and Facilities at the earliest possible date of forthcoming vacancies. Advance notice is essential to enable the future use or disposal of the property to be considered.

Property and Facilities will:

1. Advise outgoing directorates of their liability for dilapidations under the lease.
2. Negotiate dilapidations with the landlord or appointed agent.
3. Agree final rent, service charge, rating liability and legal fees.
4. Amend Property and Facilities databases. For details see Property database (A1/049).
5. Check if there has been any additional service use since the building was de-commissioned.

Access for contractors, selling agents and other bone fide visitors

Property and Facilities, through the council's property management consultant, will co-ordinate all access requests necessary to implement the protocol.

All parties will co-operate in allowing reasonable access to enable implementation of the protocol.

Monitor and review the protocol process

Property and Facilities will monitor and review the protocol, its implementation and effectiveness. This will be achieved through regular meetings with directorates and the council's property management consultant.

Vacant property list

A list of current vacant properties is circulated on a quarterly basis by the core consultant.

Contacts