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Commission weighs maintenance fees, inspections and liability in new city lease template
Summary
Commissioners compared the proposed lease approach to the Lake Toccoa agreement and proposed that lessees pay utilities and security, that the City be named additional insured, and that leases include baseline condition inspections and annual reviews.
Commissioners at the Dec. 22 work session discussed the elements a city lease template should include, using the Lake Toccoa/Toccoa Wedding Experts agreement as an example of city responsibilities.
"Under the responsibilities of the City of Toccoa, continued facility up keep, capital improvements and repairs, including but not limited to landscaping, custodial care, HVAC, electrical, plumbing and structural integrity," Vice Mayor Evan Hellenga said, citing the Lake Toccoa arrangement to argue the city retains certain maintenance duties while recovering some costs through fees.
Commissioner Gail Fry said the city should require background checks when groups provide services to the community and said the City should not absorb utility costs for leased properties. The commission agreed that alarm and security costs should be the lessee's responsibility while Public Works will continue grounds maintenance such as grass cutting.
Commissioners recommended documenting the condition of buildings at lease start (photographs and notes) and conducting yearly reviews; they signaled reluctance to enter lengthy leases that could lock groups into unfavorable terms. The draft lease will specify minor versus major maintenance responsibilities and require city approval for structural changes.
