1. / Property identification information
1.1 / Property identity number [unique property code generated by custodian].
1.2 / Property description formally registered by external authority -
1.2.1 / In the case of land (erven, farms or agricultural holdings) the cadastral description as determined by the Surveyor-General and reflected on the relevant SG-diagram.
1.2.2 / In the case of a sectional title unit, the unit description as determined by the Registrar of Deeds and reflected on the sectional title plan.
1.2.3 / In the case of engineering infrastructure (e.g. roads, bridges, water purification & sewage treatment works, dams & other water works) the identification number determined by the appropriate authority.
1.3 / Previous property description [if formally changed by relevant authority].
1.4 / Extent of land parcel [recorded in decimal terms] -
1.4.1 / In the case of farms or agricultural holdings, recorded in hectares (ha).
1.4.2 / In the case of erven within proclaimed townships, recorded in square meters (m²).
2. / Locality of property
2.1 / Common name of property, if applicable (especially buildings or engineering infrastructure).
2.2 / Street address:
2.2.1 / Street number.
2.2.2 / Street name.
2.2.3 / Suburb.
2.2.4 / Town/City.
2.3 / Name of Municipality in which property is located.
2.4 / Descriptive location if no street address (e.g. 16km south of Polokwane, bordering on and east of N1 highway).
2.5 / Global positioning coordinates (decimal degrees) according to WGS 84 (e.g. 23.5ºS, 30,5ºE).
3. / Properties that form part of a larger facility
3.1 / Does the property form part of a larger facility? [Yes/No] [e.g. nurses’ residence forming part of a hospital; assembly hall forming part of a school].
3.2 / If so, provide the following information -
3.2.1 / Facility identity number [unique facility code generated by custodian].
3.2.2 / Common name of the facility, if applicable.
3.2.3 / Type of facility [e.g. hospital; school; prison; police station; military base].
4. / Description of property
4.1 / Type of property [describing the function for which the structure was designed / remodelled - e.g. hospital ward; clinic; class-room; court; charge office; cell block; aircraft hanger; house] including vacant land.
4.2 / Current use of property (describing the function for which the property is currently utilised, e.g. school hall being utilised as a court, house being utilised as offices).
4.3 / Building plans (if available) alternatively, diagrammatic lay-out plans of buildings/structures. [electronic link to scanned documentation]
4.4 / Photographs of buildings / structures. [electronic link to scanned documentation]
5. / Ownership
5.1 / Ownership (indicate whether property is state-owned or leased-in).
5.2 / If property is state-owned [land parcel or sectional title unit only]:
5.2.1 / If registered, title deed number [e.g. T3344/1999]. [electronic link to scanned documentation]
5.2.2 / If registered, name of owner as stated in title deed [e.g. Republic of South Africa, National Government of the Republic of South Africa, Mpumalanga Provincial Government].
5.2.3 / If surveyed, Surveyor-General diagram number [e.g. SG3938/1988]. [electronic link to scanned documentation]
5.2.4 / If unregistered (e.g. state coastal reserves; nature conservation areas) grounds on which ownership is claimed by the State.
5.2.5 / Vesting status (according to stages in vesting process). / Date:
5.2.6 / If a Section 239 / Item 28(1) certificate has been endorsed against the title deed – provide the number and date of such endorsement. [electronic link to scanned documentation]
5.2.7 / If not yet vested, name of “deemed custodian” (interim custodian pending confirmation of vesting).
5.3 / Details of acquisition [land parcel or sectional title unit only]:
5.3.1 / Method of acquisition [purchase / expropriation / exchange / donation or “inherited state land”].
5.3.2 / If registered, date of registration in the Deeds Office.
5.3.3 / Date of beneficial occupation (i.e. date on which risk / reward in respect of such property passed to the State) if such date does not coincide with date of registration in Deeds Office.
5.3.4 / If purchased, expropriated, exchanged or acquired through donation, name and identity number of previous owner.
5.3.5 / Restrictive title conditions (if any) commonly restricting the use or alienation of the property, especially if it was acquired through donation.
5.4 / In the event of the disposal (donation, sale or exchange) of the property [land parcel or sectional title unit only]:
5.4.1 / Date of Ministerial approval for disposal. [electronic link to scanned documentation]
5.4.2 / Method of disposal (donation, sale or exchange).
5.4.3 / Date of approval by National Treasury in the event of a donation or sale / exchange at less than the prevailing market value (in terms of relevant Treasury Regulations). [electronic link to scanned documentation]
5.4.4 / Prevailing market value on date of disposal [cross-reference to Item 7.3 below].
5.4.5 / Price (In the event of a sale); or Agreed value (in the event of an exchange).
5.4.6 / Name of donee (in the event of a donation) / name of purchaser (in the event of a sale) / name of other party (in the event of an exchange).
5.4.7 / Date of Agreement of Donation / Sale / Exchange. [electronic link to scanned documentation]
5.3.8 / Date of registration in Deeds Office in the name of donee, purchaser or other party.
5.3.9 / Title deed number [e.g. T3344/1999]. [electronic link to scanned documentation]
5.3.10 / Restrictive title conditions [commonly restricting the use or alienation of the property, especially if it was disposed of by donation; or granting the previous owner a “right of first refusal” when the property is disposed of].
5.4 / In the event of an exchange of the property:
5.4.1 / Formal description of property received in exchange for the state-owned property.
5.4.2 / New identity number (unique property code - item 1.1 above) of property received in exchange for the state-owned property.
5.4.3 / If the agreed values of the exchanged properties are not equal -
(a) Payment due to make up the shortfall; and
(b) Responsibility for payment of shortfall.
6 / Leased properties
6.1 / If property is leased-in:
6.1.1 / Name of registered owner as reflected in current title deed.
6.1.2 / Title deed (e.g. T3311/2002) in terms of which leased-in property is held.
6.1.3 / BEE status of registered owner [in terms of Property Sector Transformation Scorecard].
6.1.4 / Name of Lessor (as stated in lease agreement). [electronic link to scanned documentation]
6.1.5 / Creditor (entity) reference number on accounting system.
6.2 / If property is state-owned and leased-out:
6.2.1 / Contact details of Lessee:
(a) / Name (as stated in lease agreement). [electronic link to scanned documentation]
(b) / Identity number (in the case of an individual) or CIPRO registration number (in the case of an entity).
(c) / Postal address.
(d) / E-mail address.
(e) / Tel number (Home).
(f) / Tel number (Work).
(g) / Fax number.
(h) / Cell number.
(i) / Contact details of next of kin.
6.2.2 / Debtor (entity) reference number on departmental accounting system.
6.3 / Information for both leased-in and leased-out properties:
6.3.1 / File reference for lease agreement.
6.3.2 / Term of lease.
6.3.3 / Commencement (start) date of lease.
6.3.4 / Expiry (end) date of lease.
6.3.5 / Conditions governing the renewal of the lease.
6.3.6 / Rental per m² per month (buildings or urban land).
6.3.7 / Rental per hectare per month / annum (rural land).
6.3.8 / Rental (total per month / annum).
6.3.9 / Escalation expressed as a nominal rate per annum.
6.3.10 / Responsibility for execution of tenant installation.
6.3.11 / Responsibility for payment of tenant installation.
6.3.12 / Responsibility for execution of maintenance.
6.3.13 / Responsibility for payment of maintenance cost.
6.3.14 / Responsibility for payment of municipal property rates.
6.3.15 / Responsibility for payment of municipal services.
6.3.16 / Other services provided by landlord (“operating costs”).
6.3.17 / Special conditions of lease.
7 / Valuation
7.1 / Initial recognition of assets:
7.1.1 / In respect of properties acquired after 01 April 2010, the acquisition cost - purchase price of property and all relevant expenses incurred by State during such acquisition [e.g. legal and other professional fees, transfer duty].
7.1.2 / Date of acquisition.
7.1.3 / In respect of properties acquired before 01 April 2010, the modelled depreciated replacement cost (determined in accordance with the Guideline for Custodians: Initial Recognition of Immovable Assets, to be issued in terms of GIAMA). [electronic link to scanned documentation]
7.1.4 / Date of assessment of modelled depreciated replacement cost.
7.2 / Municipal valuation:
7.2.1 / Current municipal valuation of property (if property is rated in municipal valuation roll).
7.2.2 / Date of municipal valuation.
7.3 / Market Value (determined in event of an acquisition, major capital intervention or disposal):
7.3.1 / Method of valuation.
7.3.2 / Market value as determined by a registered valuer. [electronic link to scanned documentation]
7.3.3 / Name of registered valuer.
7.3.4 / Date of valuation.
7.3.5 / Date of approval by Land Affairs Board (if valuation was submitted to the Board) [electronic link to scanned documentation]
8. / Management responsibility
8.1 / User department(s).
8.1.1 / Branch / Unit of User Department occupying the property.
8.1.2 / Contact details of responsible official(s) in User Department:
(a) / Name
(b) / Position
(c) / E-mail address
(d) / Tel number
(e) / Fax number
(f) / Cell number
8.2 / Custodian department:
8.2.1 / Contact details of Asset Manager:
(a) / Name
(b) / Position
(c) / E-mail address
(d) / Tel number
(e) / Fax number
(f) / Cell number
8.2.2 / Regional / District Office.
8.2.3 / Contact details of Property Manager:
(a) / Name
(b) / Position
(c) / E-mail address
(d) / Tel number
(e) / Fax number
(f) / Cell number
9. / Expenditure (Sourced from relevant financial system)
9.1 / Municipal property rates:
9.1.1 / Budget (annual).
9.1.2 / Expenditure (annual).
9.1.3 / Tariff (annual).
9.2 / Electricity:
9.2.1 / Budget (annual).
9.2.2 / Expenditure (cumulative per financial year).
9.2.3 / Expenditure (per month).
9.2.4 / Consumption (per month).
9.3 / Water:
9.3.1 / Expenditure (cumulative per financial year).
9.3.2 / Budget (annual).
9.3.3 / Expenditure (per month).
9.3.4 / Consumption (per month).
9.4 / Refuse removal:
9.4.1 / Expenditure (cumulative per financial year).
9.4.2 / Budget (annual).
9.4.3 / Expenditure (per month).
9.5 / Sanitation:
9.5.1 / Expenditure (cumulative per financial year).
9.5.2 / Budget (annual).
9.5.3 / Expenditure (per month).
9.6 / Security service:
9.6.1 / Expenditure (cumulative per financial year).
9.6.2 / Budget (annual).
9.6.3 / Expenditure (per month).
9.7 / Cleaning service:
9.7.1 / Budget (annual).
9.7.2 / Expenditure (cumulative per financial year).
9.7.3 / Expenditure (per month).
9.8 / Horticultural service:
9.8.1 / Budget (annual).
9.8.2 / Expenditure (cumulative per financial year).
9.8.3 / Expenditure (per month).
9.9 / Property management fee:
9.9.1 / Budget (annual).
9.9.2 / Expenditure (cumulative per financial year).
9.9.3 / Expenditure (per month).
9.10 / Maintenance:
9.10.1 / Budget (annual).
9.10.2 / Expenditure (cumulative per financial year).
9.10.3 / Description and cost of work per project. [Cross reference to project management module]
9.11 / Refurbishment:
9.11.1 / Budget (annual).
9.11.2 / Expenditure (cumulative per financial year).
9.11.3 / Description and cost of work per project. [Cross reference to project management module]
9.12 / Rental (leased-in property):
9.12.1 / Budget (annual).
9.12.2 / Expenditure (cumulative per financial year).
9.12.3 / Expenditure (recorded per month).
10. / Encumbrances (other than leases)
10.1 / Rights granted over the State property in favour of another organ of state or private entity [e.g. servitude; right of way; right of first refusal; restriction in respect of utilisation / disposal].
10.2 / Holder of such right over the property.
10.3 / Date on which such right was acquired.
10.4 / Amount of compensation paid for such right.
10.5 / Is the right captured in the title deed of the property? [Yes/No] (See Item 5.2.1 above)
10.6 / If the right is not captured in the title deed, in terms of what documentation does the State hold this right? [e.g. agreement of sale/donation, official correspondence]. [electronic link to scanned documentation]
10.7 / Are there any land restitution claims lodged against the property? [Yes/No] If yes, provide the following information -
10.7.1 / Name of claimant/claimant community.
10.7.2 / Current status of land restitution claim. / Date:
10.7.3 / Contact details of responsible official in the Office of the Regional Land Claims Commissioner (RLCC):
(a) / Name
(b) / Position
(c) / E-mail address
(d) / Tel number
(e) / Fax number
(f) / Cell number
10.8 / Heritage status according to the National Heritage Resources Act, 1999:
10.8.1 / Construction date (in the case of buildings / structures).
10.8.2 / Heritage protection category. [electronic link to scanned documentation]
11. / Utilisation and performance of property
11.1 / Level of utilisation expressed in terms of the relevant space norm.
11.2 / User functional performance rating as stipulated in the Guideline for Users: User Asset Management Plans.
11.3 / Custodian condition rating as stipulated in the Guideline for Custodians: Custodian Asset Management Plans.
12. / Town planning information
12.1 / Zoning of property.
12.2 / Coverage permitted.
12.3 / Coverage utilised.
12.4 / Height restriction.
12.5 / Height of existing structure.
12.6 / Floor area ratio (FAR) permitted.
12.7 / Floor area ratio (FAR) utilised.
12.8 / Minimum parking requirement.
12.9 / Existing parking provided.
13. / Maintenance of installed equipment
13.1 / Type of installation [e.g. elevators; air-conditioners; fire detection & sprinkler systems; access control & surveillance systems; strong rooms].
13.2 / Serial number of installation.
13.3 / Location of installation:
13.3.1 / Floor number (building).
13.3.2 / Room number (building).
13.4 / Date of installation
13.5 / Details of guarantee or warranty. [electronic link to scanned documentation]
13.6 / Details of any maintenance contract. [electronic link to scanned documentation]
13.7 / Contact details of service provider:
(a) / Name of contractor (as stated in contract)
(b) / CIPRO registration number (in the case of an entity) or Identity number (in the case of an individual)
(c) / Construction Industry Development Board (CIDB) registration number
(d) / Name of contact person
(e) / Physical address
(f) / Postal address
(g) / E-mail address
(h) / Tel number
(i) / Fax number
(j) / Cell number
14 / Condition assessment of state-owned building/structure
14.1 / Date on which last condition assessment was performed.
14.2 / Contact details of official / service provider who performed the assessment.
14.3 / Details of condition assessment [separate templates to be developed for each category of immovable asset - land; buildings/structures and engineering infrastructure]. [electronic link to scanned documentation]
15. / Demolition of state-owned building/structure
15.1 / Reason for demolition of building / structure [e.g. unsafe structure; unstable soil conditions; space required for new development].
15.2 / Name and position of official / office-bearer who authorised the demolition. [electronic link to scanned documentation]
15.3 / Date on which the demolition was authorised.
15.4 / Date on which the demolition was executed.
15.5 / Who executed the demolition - Department or service provider? [Cross reference to project management module]
15.6 / Total cost of demolition.
16. / Rights of the State over private property or property held by another organ of state
16.1 / Description of right [e.g. servitude, right of resumption, right of first refusal, restriction in respect of utilisation, restriction in respect of disposal].
16.2 / Formal (cadastral) description of affected property.
16.3 / Title deed number of affected property [e.g. T3344/1999]. [electronic link to scanned documentation]
16.4 / Name of registered owner as stated in title deed.
16.5 / Identity number (in the case of an individual) or CIPRO registration number (in the case of an entity) of registered owner as stated in title deed.
16.6 / Is the right stipulated in the title deed of the affected property? [Yes/No].
16.7 / If not, in terms of what documents other than the title deed, does the State hold this right? [e.g. legislation, agreement of sale or donation, official correspondence]. [electronic link to scanned documentation]
16.8 / Descriptive location of affected property [e.g. 16km South of Polokwane, bordering on and East of the N1 highway].
16.9 / Global positioning coordinates of affected property (decimal degrees) according to WGS 84
16.10 / Extent of affected property (land parcel).
16.11 / Zoning of affected property.
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