Estate Policy

 When GRIDCo was formed, there was the need to manage and maintain the company’s properties in a manner which would support its operational needs. The Real Estate Section was then set up to achieve this objective.  The Estate policy was therefore enacted to guide the Section in executing its work effectively and efficiently.

The Section’s vision is to plan and manage the Company’s properties in a cost effective way and deliver services in a timely manner to stakeholders satisfactorily.

To acquire, develop, manage GRIDCo assets and deliver quality service to clients and maximize investment value.

 Accommodation services  Managing assets register  Space allocation services (Offices)  Cleaning services  Catering services  Furnishing services  Payments: Property rate, ground rent, utility bills and waste management and fumigation services  Reception services  Grounds and gardens management (Landscaping, etc.)  Maintenance through outsourcing

Procedure involved;  Institutional Accommodation  Rented Accommodation  Guest House accommodation  Hotel accommodation/reservation  Keeping occupational list and it’s updating.

 Coding of all minor fixed assets  Assets register and updating it  Movement of minor fixed assets from one location to another.  Boarding of unserviceable movable minor fixed assets and forwarded to Procurement for its disposal.

 Office allocation  Space management

 Outsourcing of services  Inspections  Final certification for payment

Procedure involved;  Request process.  Service type(Tea service, buffet, packed lunch, snack or drinks, etc.)  Lunch services currently outsourced.  Processing of invoices submitted.

Furnishing is divided into residential furnishing and office furnishing. By policy, we have three main levels of residential furnishing Residential Furnishing; 1. Level 1 – Chief Executive 2. Level 2 – Directors 3. Level 3 – Senior staff 4. Junior staff (G10 – G12)* * - Currently furniture loan is available for permanent staff.

- Procedure - Levels of office furnishing - Executive -Managers -Officers, etc.

Procedure: vet and process all bills regarding the following  Property Rate  Ground rent  Utility bill (Electricity, water, telephone, data, etc.)  Waste Management  Fumigation Services (Quarterly)

 Managing the front desk  Keeping records of visitations

 Landscaping for aesthetic view  Outsourcing services  Inspection and certification for payment

(OFFICES AND RESIDENTIAL)  Routine maintenance works – daily in nature  Preventive maintenance – Servicing  Rehabilitations of dilapidated structures.

 Procedure for maintenance and repair works ◦ Filling of maintenance request form and submitted to Estates. ◦ Inspection and onward submission to the maintenance Unit for necessary remedial action ◦ Outsourcing of most of the remedial works (except plumbing works which is done in-house)

 Servicing of equipment (Air conditioners, refrigerators, etc.) – Quarterly  Painting external and internal – Yearly

 Capital valuation  Rental valuation  Furniture and equipment valuation  Revaluation of minor fixed assets of the Company  Staff Housing  Rent Advance

 Open Market values  Mortgage values  Insurance values  Replacement values

 Office rental  Residential rental  Rent reviews  Advert space rental, etc.

 Procedure  Application form  Inspection/Valuation report  Staff recommended or not

 Procedure for furniture ownership  Valuation process (20% discount or 12½ savage rate)  Assist the board of survey constituting Procurement in valuing boarded items for disposal of obsolete items.

It is mandatory for every company to revalue its assets every four (4) years.  Procedure  Recent revaluation exercise revealed that the revalued cost of the company’s assets (Land and building)as reflected in the balance sheet stands at GH₡855,038,211.45

Loan scheme includes the following -Purpose of loan -Requirements for the loan -Loan agreement with the trustee and the borrower -Repayment of loan and interest -Security for loan -Inspection of site/building -Disbursement of loan -Effects of dismissal/termination from the service -Resignation/Death -Payback/Repossession condition

 Finance  Staffing  Resources  Public Procurement Procedure involved in renovation/rehabilitation.  Difficulty in updating records due to interference from other department.

The Real Estate is responsible for;  Staffs’ total comfort in working effectively.  Enhancing the value of company assets.

Any Questions?