GUIDELINES

 

 

AND

 

 

PROCEDURES

 

 

 

FOR THE

 

 

 

DISPOSAL OF NEW YORK POWER AUTHORITY

 

 

 

REAL PROPERTY

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

INDEX

 

 

 

Article                         Description                                                                                         Page

I.                                  PURPOSE……………………………………………..........            ……...1

 

II.                                DEFINITIONS…………………………………….........................1-2

 

III.                               COMPLIANCE OVERVIEW……………………….……………2

 

IV.                                                             DUTIES OF THE DIRECTOR OF REAL ESTATE……………..3

 

V.                                                                PROCEDURES FOR THE DISPOSITION OF

                                    AUTHORITY REAL PROPERTY………………………………..3-8

 

VI.                               AUTHORITY REAL PROPERTY REPORTS………...................8-9

 

VII.                             APPROVAL OF GUIDELINES BY THE

AUTHORITY’S BOARD…………………………........................9

 

                                                                                               


 

 

GUIDELINES AND PROCEDURES FOR THE DISPOSAL OF

NEW YORK POWER AUTHORITY REAL PROPERTY

 

 

I.                   PURPOSE

The purpose of these Guidelines and Procedures for the Disposal of Real Property (“Guidelines”), which comply with Title 5-A, Article 9 of the Public Authorities Law, is to establish the procedures that detail the Authority’s  policy and instructions regarding the disposal of real property.  In addition, the Guidelines designate a Contracting Officer who is responsible for the Authority’s compliance with, and enforcement of, the Guidelines.

 

II.        DEFINITIONS

2.1       “Contracting Officer” shall mean the officer or employee of the Authority who shall be appointed by resolution of the Authority’s Trustees to be responsible for enforcement of the Guidelines for the Disposal of Real Property.  The “Contracting Officer” is hereby designated to be the  Senior Vice President – Corporate Support Services, or equivalent(s) or designee.

2.2       “Dispose” or “Disposal” shall mean transfer of title or any other beneficial interest in real property in accordance with these Guidelines.  Disposal does not include a release of an easement, Permits or Transfers of Jurisdictions.

2.3       “Fair Market Value” shall mean the estimated dollar amount that a willing buyer would pay to a willing seller for the Real Property in an arms-length transaction in the appropriate marketplace and under similar circumstances. 

 

2.4       “Permits” issued by the Authority grant revocable privileges to use or access real property under the jurisdiction of the Authority.   Permits may be issued where the real property is not presently required for Authority purposes, but held for future use in carrying out its corporate purposes.   Permits do not transfer a beneficial interest in real property. Permits are revocable, in part to assure availability upon demand of the real property for Authority purposes.

            2.5                   “Real Property” shall mean real property, including land, tenements and hereditaments owned by the Authority, and any other interest in such real property, to the extent that such interest may be conveyed to another person or entity for any purpose, excluding an interest securing a loan or other financial obligation of another party. 

             

2.6       The term “Relative” shall mean any person living in the same household as the Authority employee or any person who is a direct descendant of the Authority employee’s grandparents or the spouse of such descendant.
2.7“Transfers of Jurisdiction” are transactions pursuant to Public Lands Law §3(4) and are between the Authority and other State governmental entities where jurisdiction over Real Property is transferred and reassigned on such terms and conditions as the Authority and the New York State Office of General Services deem proper, but the title to the real property remains in the name of the people of the State of New York. 

 

III.             COMPLIANCE OVERVIEW

The Public Authorities Accountability Act (“PAAA”) requires the Authority to establish policy guidelines to accomplish the following:

3.1       Maintain inventory controls and accountability systems for all Real Property under the Authority’s control. 

3.2       Periodically inventory Authority Real Property to determine which Real Property shall be Disposed of.

3.3       Dispose of Authority Real Property interests in accordance with the PAAA.

3.4       Prepare annual reports of Real Property Disposal transactions.

 

 

IV.       duties of the director of real estate 
4.1       The Director of Real Estate or equivalent(s) or designee shall maintain adequate inventory controls and accountability systems for all Real Property under the Authority’s control.

4.2       The Director of Real Estate or equivalent(s) or designee shall annually inventory Authority Real Property to determine which Authority Real Property shall be Disposed of and shall prepare a report identifying such Real Property for Disposal.

4.3       The Director of Real Estate or equivalent(s) or designee shall produce for publishing written reports of such Real Property as set forth in Article VI of these Guidelines. 
4.4       The Director of Real Estate or equivalent(s) or designee shall arrange for the Disposal of any Real Property identified for Disposal by the Authority in accordance with these Guidelines and the Authority’s Expenditure Authorization Procedures and as soon as reasonably practical under the circumstances.
 
V.        PROCEDURES FOR THE Disposition of AUTHORITY Real Property 
5.1       The Authority may Dispose of Real Property for not less than the Fair Market Value of such Real Property by sale, exchange, or transfer, for cash, credit or other property, without warranty, and upon such other terms and conditions as the Contracting Officer deems proper under the provisions of the PAAA and as implemented by these Guidelines.  Fair Market Value of the Authority Real Property subject to Disposal shall be established by independent appraisal as appropriate and consistent with the intent of the PAAA. Such appraisal documents shall be included in the record of the Real Property Disposal transaction.

5.2       Except as set forth in Section 5.3 of the Guidelines, any Disposal of Real Property shall only be made after publicly advertising for bids in accordance with the following: 

5.2.1    the advertisement for bids shall be made at such time prior to the Disposal or contract, through such methods, and on such terms and conditions as shall permit full and free competition consistent with the value and nature of the Real Property;

 

5.2.2    all bids shall be publicly disclosed at the time and place stated in the advertisement; and

 

5.2.3    the award shall be made with reasonable promptness by notice to the responsible bidder whose bid, conforming to the invitation for bids, will be most advantageous to the Authority, price and other factors  considered;  provided, that all bids may be rejected when it is in the public interest to do so.

 

5.3.a    The Disposal of Authority Real Property may be negotiated or made by public auction without regard to Section 5.2 but subject to obtaining such competition  as is feasible under the circumstances, if:

1.         the Fair Market Value of the Real Property does not exceed fifteen thousand dollars ($15,000.00); or

 

2.         bid prices after advertising therefore are not reasonable, either as to all or some part of the Real Property, or have not been independently arrived at in open competition; or

 

3.         the Disposal will be to the state or any political subdivision, and the estimated Fair Market Value of the Real Property and other satisfactory terms of Disposal are obtained by negotiation; or

 

4.         under those circumstances permitted by Section 5.3; or

 

5.         such action is otherwise authorized by law.

5.3.b.1 No Real Property owned, leased or otherwise in the control of the Authority may be sold, leased, or otherwise alienated for less than its Fair Market Value except if:

                       a.  the transferee is a government or other public entity, and the terms and conditions of the transfer require that the ownership and  use of the Real Property will remain with the government or any other public entity;

 

                       b.    the purpose of the transfer is within the purpose, mission or governing statute of the Authority; or

 

                       c.     in the event the Authority seeks to transfer Real Property for less than its Fair Market Value to other than a governmental entity, which Disposal would not be consistent with the Authority's mission, purpose or governing statutes, the Authority shall provide written notification thereof to the Governor, the Speaker of the Assembly, and the Temporary President of the Senate, and such proposed transfer shall be subject to denial by the Governor, the Senate, or the Assembly.  Denial by the Governor shall take the form of a signed certification by the Governor. Denial by either House of the Legislature shall take the form of a resolution by such House.  The Governor and each House of the Legislature shall take any such action within sixty days of receiving notification of such proposed transfer during the months of January through June, provided that if the Legislature receives notification of a proposed transfer during the months of July through December, the Legislature may take any such action within sixty days of January first of the following year.  If no such resolution or certification is performed within sixty days of such notification of the proposed transfer to the Governor, Senate, and Assembly, the Authority may effectuate such transfer.  

 

5.3.b.2. In the event a below Fair Market Value Real Property transfer is proposed, the      following information must be provided to the Authority’s Board of Trustees and the public:

                       a.     a full description of the Real Property;

 

                       b.    an appraisal of the Fair Market Value of the Real Property and any other  information establishing the Fair Market Value sought by the Authority’s Board of Trustees;

 

                       c.     a description of the purpose of the transfer, and a reasonable statement of the kind and amount of the benefit to the public resulting from the transfer, including but not limited to the kind, number, location, wages or salaries of jobs created or preserved as required by the transfer, the benefits, if any, to the communities in which the Real Property is situated as are required by the transfer;

 

                      d.     a statement of the value to be received compared to the Fair Market Value;

 

                      e.      the names of any private parties participating in the transfer, and if different than the statement required by subparagraph (iv) of this paragraph, a statement of the value to the private party; and

 

                      f.      the names of other private parties who have made an offer for  such Real Property, the value offered, and the purpose for which the Real Property was sought to be used.

 

5.3.b.3.Before approving the Disposal of any Real Property for less than Fair Market Value, the Authority’s Board of Trustees shall consider the information described in Paragraph 5.3.b.2 and make a written determination that there is no reasonable alternative to the proposed below-market transfer that would achieve the same purpose of such transfer.

5.4       An explanatory statement detailing the Disposal by negotiation of Authority Real Property subject to the PAAA as set forth in Section 5.3 shall be made for any Disposal of:

5.4.1    Real Property with a Fair Market Value in excess of one hundred thousand dollars ($100,000.00) except that Real Property Disposed of by lease or exchange shall only be subject to 5.4.2  of this Section 5.4;

 

5.4.2    Real Property Disposed of by lease if the  fair annual rent over the term of the lease is in excess of fifteen thousand dollars ($15,000.00); and

 

5.4.3    Any Real Property or real and related personal property Disposed of by exchange, regardless of value, or any property any part of the consideration is for Real Property:

 

5.5       Each explanatory statement prepared in accordance with Section 5.4 above shall be transmitted to the State Comptroller, the Director of the Division of the Budget, the Commissioner of General Services, the State Legislature and the State Authorities Budget Office not less than 90 days in advance of such Disposal, and a copy shall be kept by the Authority.

5.6              In the Authority's discretion, when it shall be deemed advantageous to the Authority and the State, the Authority may enter into an agreement with the Office of the Commissioner of General Services (“OGS”) under which OGS may Dispose of the Authority’s Real Property under terms and conditions agreed to by the Authority and the OGS.  In Disposing of any such Real Property of the Authority, the OGS shall be bound by the relevant provisions of the PAAA.

5.7              The Director of Real Estate or equivalent(s) or designee shall provide all relevant documentation to the Environmental Division for the purposes of determining, if applicable, whether the Disposal of Real Property is in compliance with the State Environmental Quality Review Act, and for whether it adheres to the American Society of Testing and Material’s guidelines for Environmental Site Assessments, if applicable.
5.8              No Authority employee who is involved in the award of Authority grants or contracts, may ask any purchaser(s), grantor(s), lessor(s) or officer(s), director(s) or employee(s) of such current or prospective purchaser(s), contractor(s) or grantee(s) to reveal: (a) the political party affiliation of the individual; (b) whether the individual or entity has made campaign contributions to any political party, elected official, or candidate for elective office; or (c) whether the individual voted for or against any political party, elected official or candidate for elective office.
5.9              No Authority employee may award or decline to award any grant or contract, or recommend, promise or threaten to do so because of a current or prospective grantee’s or contractor’s: (a) refusal to answer any inquiry prohibited by Section 5.8 above or (b) giving or withholding or neglecting to make any contribution of money, service or any other valuable thing for any political purpose.  
5.10          No Authority employee may take part in any contracting decision involving the payment of more than $1,000: (i) to a Relative; or (ii) to any entity in which a Relative owns or controls 10% or more of the stock of such entity (or 1% in the case of a corporation whose stock is regularly traded on an established securities exchange); or serves as an officer, director or partner of that entity.  If such situation arises, the employee must advise his or her supervisor of the relationship, and must be recused from any and all discussions or decisions relating to the matter.  
 

VI.       authority real property Reports  

6.1       The Director of Real Estate or equivalent(s) or designee shall publish the following reports in accordance with these Guidelines:

6.1.1       Pursuant to Section 2800 of the Public Authorities Law, the Director of Real Estate shall furnish a report for incorporation in the Authority’s annual report which is distributed to the Governor, the Chairman and Ranking Minority Member of the Senate Finance Committee, the Chairman and Ranking Minority Member of the Assembly Ways and Means Committee, the State Comptroller and the State Authorities Budget Office.  This report shall include (a) a listing of all Real Property having an estimated Fair Market Value greater than fifteen thousand dollars ($15,000.00) that the Authority Disposed of during such reporting period and the name of the purchaser of the Real Property and the price paid by the purchaser for the Real Property, and (b) a description of the total amounts of Real Property sold without competitive bidding, including (i) the nature  of  the Real Property,  (ii)  the names of the counterparties, and (iii) where the price for the Real Property sold is  less  than Fair  Market Value, a detailed  explanation  of  the  justification  for making the sale without competitive bidding, and a certification by the Authority’s Chief Executive Officer  and  Chief  Financial  Officer that they have reviewed the terms of such sale and determined that it complies with applicable law.

 

6.1.2    Pursuant to Public Authorities Law § 2896(3)(a), the Director of Real Estate or equivalent(s) or designee shall prepare for distribution to the State Comptroller, the Director of the Division of the Budget, the Commissioner of General Services,  the State Legislature and the State Authorities Budget Office, an annual report which shall include a list and description of all Real Property including such Real Property Disposed of during  the fiscal reporting period.  Regarding Disposals, this annual report shall include the price received by the Authority and the name of the purchaser of the Real Property.

           

6.2              The Authority may be called upon periodically to submit information regarding the Disposal of Real Property to organizations implementing the PAAA or other statutes regulating the Disposal of Real Property.

6.3              The Authority’s Governance Committee meets at least three times per year and staff from Corporate Support Services/Enterprise Shared Services – Real Estate or the equivalent(s) may prepare and present ongoing reports regarding the Disposal of Real Property.

 

VII.     Approval of Guidelines by the Authority's Board

7.1       The Guidelines shall be annually reviewed and approved by the Authority’s Trustees. On or before the thirty-first day of March in each year, the Authority shall file with the State Comptroller a copy of the most recently reviewed and approved Guidelines, including the name of the Authority’s designated Contracting Officer. At the time of filing such Guidelines with the State Comptroller, the Authority shall also post such Guidelines on its internet website.