Property Purchase Projects

Action / Timing / Agent / Comments
Funding Submission / Organisation / Organisation to make funding submission to Region
Funding Approval / Following receipt of submission / Departmental Region / Region to consider submission in context of regional priorities
Locate Property / Following funding approval / Organisation / If not already located at time of funding submission, organisation to locate property satisfying purchase brief.
Arrange architectural report / As soon as property identified / Organisation / Architect to report on current condition and adaptability of property for proposed use. To provide a drawing of an indicative scheme for adapting existing building/s; and a budget estimate for all works associated with repairs and modifications.
Property Valuation under $500,000 / As soon as property identified
(private valuer) / Organisation / Organisation to engage valuer for sworn valuation of current market value.
above $500,000 / (Valuer-General) / Departmental Region / Region to arrange second valuation from Valuer-General through Capital Management Branch. Documents to be supplied for valuation are copy of private valuation report together with agent/owner contact name and telephone number for site access.
Determine Planning Requirements / As soon as property identified / Organisation / Organisation to consult with local planning authority to determine whether planning approval required for the proposed use; obtain the appropriate proforma for lodgement of an application if required.
Land Monitor Endorsement
above $250,000 / After completion of valuation & architectural reports / Departmental Region / Region to arrange submission to Land Monitor through Capital Projects and Service Planning. Documents to be supplied for submission are copy of DHS funding approval letter, valuation report/s, architectural report, contract of sale and vendors statement.
Purchase Approval / After receipt of valuation, architectural & Land Monitoring reports / Departmental Region / Subject to endorsement by Land Monitor as necessary, Region approves organisation proceeding and authorises purchase up to value determined in the valuation report for property below $250,000; and up to the figure determined by the Land Monitor for property above $250,000.
The Department funds for Deposit private sales / Following agreement on price / Organisation / Organisation to forward to DHS Region a signed DHS claim form together with covering letter requesting DHS financial contribution or funds equal to the sum of 10% of the purchase price and full cost of fees for valuation and architectural reports, whichever is the less.
DHS Region / Region to raise cheque for deposit amount.
public auction / No later than two weeks prior to auction. / Organisation / Organisation to forward to Departmental Region a signed Departmental claim form together with covering letter requesting Departmental financial contribution or funds equal to the sum of 10% of the value approved by the Department and full cost of fees for valuation and architectural reports, whichever is the less.
Departmental funds for Settlement / No later than two weeks prior to settlement / Organisation / Organisation to forward to Departmental Region a signed Departmental claim form together with covering letter requesting balance of Departmental financial contribution or funds equal to the balance of the purchase price.
Departmental Region / Region to raise cheque for settlement.
Departmental Project File / Following settlement / Departmental Region / Region to raise a permanent DHS file to hold all documents relating to project. Eventually to comprise - organisation funding submission, Departmental funding approval letter, valuation report/s, Property Agreement/s, BSA Reports, Departmental Works Approval letters, and organisation audited statement of project costs.
Property Agreement / Following registration of transfer of ownership
Determine Deeds / Departmental Region / A Property Deed only; or a Property Deed and Priority Deed if security offered to a Financier.
Organisation / Organisation to advise Region of wording required in signature block on execution page of Property Deed; and to supply copy of certificate/s of Title and copy of certificate of exemption from Stamp Duty.
Departmental Region / Region to produce 2 copies of Property Deed for signature by Organisation and raise cheque for $45.00 made payable to “Registrar of Titles” for lodgement of caveat.
One copy to be retained by Organisation; one copy to be retained on Region project file.
Lodgement of Caveat / After receipt of signed Property Deed / Capital Projects and Service Planning/ Legislation & Legal Services / Regional copy of signed Deed, certificate of Title/s, Organisation exemption from Stamp Duty, and cheque for lodgement fee to be provided to Capital Projects and Service Planning for registration of the Deed in a Deed Register; and for lodgement of caveat through Legislation & Legal Services.
Works Approval
Design Stage / After completion of Schematic Design / Departmental representative on Project Control Group / Architect to provide PCG with Schematic Design Report comprising one set of floor plans @ 1:100 or 1:200 scale, preliminary specification for all materials and finishes, and Limit of Cost estimate for cost of works for approval to proceed to Design Development Stage.
Tender Stage / After completion of Design Development / Departmental representative on Project Control Group / Architect to provide PCG with Design Development Report comprising one set of floor plans @ 1:100 or 1:200 scale, fire service documentation, specification for all materials and finishes, and Pre-Tender estimate for cost of works for approval to go to Tender.
Tender Acceptance / After completion of tender report / Departmental representative on Project Control Group / Architect to provide PCG with report on tender submissions. Subject to project being within Budget, PCG to approve acceptance of lowest conforming tender.
Departmental funds for Works / At discretion of Region / Departmental Region / Depending on value and complexity of project and at discretion of Region, Departmental funds for Works can be advanced to organisation to meet the cost of consultant services and Works either as a lump sum in two parts, the first on engagement of consultants and the second on signing the contract for Works; or progressively, to meet monthly consultant and contractor claims.
Audit of Project Costs / No later than 30 June of year in which project completed / Organisation / Organisation to provide Region with audited statement of all project costs incurred comprising the cost of purchase, works, valuation, legal and architectural services.