PLACEMENT: Departmental
TITLE:
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BRIEF OVERVIEW OF REAL PROPERTY ADMINISTRATIVE POLICIES AND PROCEDURES
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EXECUTIVE SUMMARY:
executive summary
This item is in response to the Board’s direction to update the Real Property Policies and Procedures. The Real Property Division, in collaboration with the Legal Department, finalized the Administrative Memo and detailed Manual. Both the Memo and Manual have been Administratively approved and staff is prepared to give a brief presentation to the Board.
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DEPARTMENT: Public Works
PREPARED BY: Name: Carla T. Segura, FRP
Title: Real Property Manager
REQUESTED BY: Don G. Donaldson, PE, CFM, County Administrator
PRESET:
PROCEDURES: None
BACKGROUND/RELATED STRATEGIC GOAL:
This presentation outlines the progress made in alignment with the Martin County Strategic Plan, which the Board approved several years ago. As part of this plan, the Board directed the update of the Real Property Administrative Policies and Procedures be updated and the implementation of a Technology Platform to improve County Lease management. This platform will also provide public and staff access to lease information.
The Real Property Division, in collaboration with the Legal Department, has finalized the Real Property Policies and Procedures Administrative Policy Memorandum and Manual. The primary objective of this policy is to ensure consistency, accountability, and a platform for the management of County-owned properties, in accordance with Florida Law and the Martin County Code.
The Administrative Policies and Procedures Memorandum (Policy Number 252) provides an overview of the functions of the Real Property Division and outlines key responsibilities such as acquisitions, surplus property dispositions, funding, contracts, research, and lease management. These activities are guided by statutory requirements and are designed to serve the best interest of both the County and the general public.
The Real Property Policies and Procedures Manuel offers a more detailed, step-by-step guide on operational procedures and standards. It serves as a practical reference to ensure that all real estate transactions involving the County are conducted with accountability, consistency, and compliance.
To initiate any real property-related project, a Project Request Form must be submitted to the Real Property Manager. This form should include detailed information about the project’s scope, objectives, funding, and any other specific needs.
Additionally, the Real Property Division collaborated with the IT Department to develop a new Lease Management System. This system consists of two key components:
1. Internal Interface - used by staff to manage the leases, including terms, reporting, rent collection/payments, and insurance tracking.
2. External Interface - a public-facing portal that allows County staff and the general public to view lease-related information, promoting transparency and open access. County staff and the public can access the site by going to the County Website and typing Leases in the search bar and following the links or through direct access at:
<https://www.martin.fl.us/martin-county-services/find-county-leases>.
These two directives took several years to accomplish. The Lease System will be adapted and upgraded over time as requirements and infrastructure change.
ISSUES:
None
LEGAL SUFFICIENCY REVIEW:
To the extent this item contains legal issues; it has been reviewed for legal sufficiency, though it is largely a matter of policy.
RECOMMENDED ACTION:
RECOMMENDATION
Hear the presentation.
ALTERNATIVE RECOMMENDATIONS
None
FISCAL IMPACT:
RECOMMENDATION
None
ALTERNATIVE RECOMMENDATIONS
None
DOCUMENT(S) REQUIRING ACTION:
☐Budget Transfer / Amendment ☐ Chair Letter ☐Contract / Agreement
☐Grant / Application ☐Notice ☐Ordinance ☐Resolution
☐Other:
This document may be reproduced upon request in an alternative format by contacting the County ADA Coordinator (772) 320-3131, the County Administration Office (772) 288-5400, Florida Relay 711, or by completing our accessibility feedback form at www.martin.fl.us/accessibility-feedback <http://www.martin.fl.us/accessibility-feedback>.