Board of Regents Policy Manual

Official Policies of the University System of Georgia

9.11 Use of Property not Owned by the Board of Regents

9.11.1 Leasing Authority as Tenant

The Chancellor or the USG chief facilities officer is authorized and empowered to execute, accept, and deliver for, on behalf of and in the name of, the Board of Regents of the University System of Georgia and under its SEAL, and without prior approval by the Board, any and all rental agreements, supplemental agreements, and subrental agreements in which the Board of Regents is named as the landlord of the property rented and where the total rent to be paid to the Board does not exceed the sum of $25,000 per month during the initial term and $35,000 per month during any subsequent renewal term(s).

The USG chief facilities officer will periodically report to the Board of Regents on lease transactions conducted within his or her delegated authority.

(BoR Minutes, August 2007; January 2016)

9.11.2 Leasing as Tenant

It is the intention of the Board of Regents to ensure that currently-owned USG space is utilized with the greatest efficiency and that institutions lease space only when it is appropriate to do so given the nature of the space needed, location of programs, and the space demands on the campus.

Institutions must adequately review each leasing decision to ensure that leased space is sought only when it is more economical to lease than build additional space, and:

  1. There is no appropriate space available on campus;
  2. The program requires an off-campus site;
  3. No other campus has appropriate space that may be used; or,
  4. There are other extraordinary circumstances that require leasing.

Institutions are charged with ensuring that they obtain the best rental rates in the area where leasing is to occur, negotiate the highest level of savings over the initial and subsequent lease term(s), and periodically review all leased space against the above criteria to ensure it is still needed.

Property to which title is held by the Georgia Building Authority and that is leased to the USG cannot be subleased or rented. It is permissible to license an outside party to use it for a purpose consistent with the mission of the institution in return for out-of-pocket costs for utilities and custodial services.

(BoR Minutes, August 2007; January 2016)

9.11.3 Reporting of Leases as Tenant

Institutions are to report annually on all leased space to the USG chief facilities officer, who will exercise oversight on leasing activity.

(BoR Minutes, January 2016)

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