Chair
Jonathan Green
Members
Jean Holmes
Lance Carter
Chris Fisher
Purpose
In compliance with all relevant OBOT policies and procedures, manage all aspects of church-owned short- and long-term rental property, assist cottage owners who rent out their cottages, and ensure that owners of property abutting the Campgrounds do not use Campgrounds property without permission (lease) and payment.
Responsibilities
General
- Identify Community of Christ (World Church) policies, OBOT policies, State laws, and federal, state and local regulations relevant to committee’s work to ensure compliance.
- Ensure compliance with the OBOT Church Facility Rentals Policy, the Long-Term Apartment Rentals Policy and the Trailer Site Rentals Policy as enacted and amended, and all relevant local, state and federal laws and regulations.
- Maintain a list and rates for all church-owned rental properties, including camp sites and land use rental rates for abutting properties.
- Maintain copies of leases for all Church-owned long-term apartment rentals and abutters.
- Make recommendations to the Board, annually, on both long-term and short-term rental rates and the basis for calculating increases, which may include, property size/amenities, cost of living index, inflation rate, maintenance costs, comparison rates, input from the Financial Management Committee and the Treasurer, and other factors deemed important and relevant.
- Make recommendations to the Board on change of use for properties, e.g., to change a short-term rental to long-term or vice versa, to exercise first right of refusal to purchase properties, or to sell rental properties.
- Provide budget input related to church-owned rental properties and facilities.
- Ensure Treasurer has copies of all abutter and long-term leases so that rent may be billed and monitored; provide copy to Secretary for filing.
Rental Management
- Establish and maintain written procedures, phone numbers, websites, email addresses and other contact information needed for managing rentals.
- Make recommendations to the Board for improvements, supplies and furnishings for rentals.
- Establish rules of use for rentals, including long-term apartment rentals, short-term rentals, campsites, and group facilities (e.g., recreation center, tabernacle, youth chapel).
Abutting Properties
Prevent adverse possession problems by attending to abutting properties, including:
- Maintain documentation of addresses abutting Campgrounds property, owners’ names, current agreements (i.e., will not use Campgrounds property or has lease to use Campgrounds property and monthly or annual rate).
- Track payment of rent by abutters using Campgrounds land; ensure new leases are entered into and enforced when abutters sell their property.
- Regularly report to Board the status of each lessee’s compliance or noncompliance, with recommendations for action if non-compliant.
- Take legal action as directed by Board/World Church
Cross Committee Collaborations
- In collaboration with the Operations Committee:
- Establish personnel requirements to manage all rentals, and associated costs.
- Hire, manage and supervise all contractors, employees and volunteers engaged in the Committee’s processes, providing a clear scope of work or job description, including clear chain of command, to each, updating employee job descriptions as needed, and ensuring work meets expectations; approve time sheets, or delegate approval.
- Designate/assign management of reservations and rental applications of all church-owned short-term rentals, including the Muddy Cove Retreat Center, hutments, cottages, campsites, and group facilities.
- Designate/assign/hire rental manager who will collect, record and deposit all rental fees and submit proper accounting documentation to the Treasurer.
- Designate/assign/hire rental manager to provide support to renters while on the grounds, check-in, provide keys, replenish supplies, communicate and enforce rules of use, etc.
- Take action when abutters who do not have a lease agreement encroach on Campgrounds property. o ensure all rental properties are safely and properly maintained.
- In collaboration with the Financial Management Committee:
- Track statistics and financial receipts for usage of all church-owned rental facilities.
- Monitor maintenance costs of rental units and provide input into budget.
- Work with Communications & Marketing Committee to:
- Ensure information posted on website related to rentals is clear, correct, and up to date.
- Advertise and market rental opportunities.
- Work with the Governance Committee to:
- Review and update leases for long-term rentals and applications / reservation forms for short-term rentals based on changes in law, OBOT policy, etc, annually, or more often as needed.
- Revise existing policies and forms or to draft new policies, procedures or forms related to committee work, as needed.