Property Policy

Property Policy 

St Patrick’s Catholic School

“The earth is the Lord's and the fullness thereof, the world and those who dwell therein.” Psalm 24: 1

Rationale:

The St Patrick’s Catholic School Board is responsible for ensuring that the school’s property is well-managed, safe, and aligned with legislation and the Integration Agreement. The Board delegates day-to-day property management to the Principal while retaining overall governance responsibility.

Scope

The policy applies to:

• The Board, in its governance role over property management, planning, and compliance.

• The Principal, in the operational management of day-to-day property matters under Board delegation.

• The Property Committee, which provides governance support and advice to the Board under its Terms of Reference (Appendix A).

• The Proprietor, as owner of the land and buildings, responsible for capital works and major maintenance in accordance with the Integration Agreement.

• Staff and contractors, in their use, care, and reporting of issues with school property.

• Students, parents/caregivers, and community users of school facilities (including the hall), in their responsibilities for the appropriate use, care, and protection of school property.

This policy covers:

• School land, buildings (including the hall), furniture, equipment, and other assets.

• Maintenance, repairs, capital works, and health and safety matters relating to property.

This policy does not cover:

• Personal property of staff, students, or visitors (see Student and Staff Property section).

• Proprietor property outside the requirements of the Integration Agreement. 

Policy 

The Board will:

• Govern property in line with the Education and Training Act 2020, Integration Agreement, Ministry of Education requirements, and Catholic character.

• Approve strategic property plans, budgets, and significant projects.

• Ensure funding sources (PMG – property maintenance grant -  vs Policy One) are used correctly.

• Monitor implementation through regular Principal reporting and the property reports.

The Principal will:

• Manage day-to-day property matters within Board delegations.

• Ensure the school environment is safe, healthy, and fit for learning.

• Report to the Board on progress, risks, and compliance.

• Engage staff, contractors, and community responsibly within delegated authority.

The Proprietor will:

• Own and oversee all land and buildings.

• Manage and finance capital works and major maintenance (>$5,000) through Policy One. (https://www.nzceo.org.nz/resources-2/#property For information on Policy One and property management for Catholic schools).

• Work with the Board on long-term property planning.

Property Committee

The Board has established a Property Committee to assist with the governance and oversight of property matters. The Committee operates under Terms of Reference (Appendix A) approved by the Board and provides regular reports and recommendations to the Board.

The Committee’s role is to:

• Monitor property and grounds, including progress on projects and maintenance.

• Review and update the 10-Year Property Plan, ensuring alignment with the Integration Agreement and Diocesan planning processes.

• Provide advice and recommendations to the Board on unbudgeted expenditure, capital works, and property priorities.

• Liaise with the caretaker, Principal, and Proprietor representatives as required.

• Ensure that health and safety requirements relating to property are reviewed in consultation with the Principal.

The Committee does not have authority to make binding property decisions; final responsibility rests with the full Board. Day-to-day management of property remains delegated to the Principal.

Policy Statements and Guidelines

Property Maintenance

• The Board will implement a maintenance programme to ensure that the school’s buildings, grounds, and facilities provide a safe, healthy learning environment for students and a working environment for staff.

• Yearly maintenance priorities will be determined with reference to health and safety risks, accessibility requirements, and in keeping with the standards of the building code, while also ensuring a clean and functional environment.

• The Principal manages the day-to-day administration of property programmes.

• The Proprietor manages and finances works programmes above $5,000, on receipt of submissions with verified quotes. Timing and delivery of such works is at the Proprietor’s discretion, after considering health, safety, and accessibility priorities.

• The Board must comply with the Integration Agreement by:

  • Having a 10-year property plan

  • Maintaining an ongoing maintenance plan and procedures

  • Holding an asset register and replacement programme

  • Conducting regular property and ground checks

  • Assigning budget holders

Damage to School Property

• Any major safety concern that causes injury will be assessed immediately to determine if urgent remedial action is required.

• All damage must be reported promptly to the Principal.

• Parents/caregivers of students responsible for deliberate damage will be notified and asked to meet repair or replacement costs.

• Staff-related damage will be investigated by the Principal, who will determine liability and may seek employment advice.

• Hall users will adhere to our user agreement.

Capital Works

• Proprietors are responsible for capital works under the Act and Integration Agreements.

• All improvements and replacements must meet Ministry of Education standards and Diocesan requirements.

• The Proprietor will conduct an annual review of assets with a Board property representative.

Asset Register

• The Board is responsible for asset protection and insurance.

• The school administrator maintains the register under the Principal’s oversight.

Property Inspections

• The Principal ensures monthly inspections are conducted by the caretaker and Property Manager.

• The Property Committee attends inspections termly. 

• Reports are provided to the Board, with major issues escalated promptly.

Student and Staff Property

• The school does not insure personal belongings.

• Families should ensure valuables are insured privately.

• Staff and students are encouraged to use provided secure storage.

Retention and Surrender of Property and Searches

• The Board nominates the Principal and Deputy Principal(s) as authorised staff for searches in line with Ministry of Education guidelines.

• Items may be retained, stored, or disposed of if they pose a safety or wellbeing risk.

Terms of Reference

• Building Maintenance Schedule

• Health and Safety Policy

• 10YPP (10-year property plan)

• https://www.nzceo.org.nz/resources-2/#property

Review term: 3 yearly Last Date reviewed: 16th Sept, 2025

Appendix A.

Property Committee

Background

The building and land are owned by the Roman Catholic Bishop of Hamilton (the Proprietor) who operates an Integrated School’s Office as part of The Diocesan Office in Hamilton. The buildings and land are inspected and reviewed annually by a consultancy group hired by this Office. 

The Board operates a property policy. This committee is established to assist the principal as required with day-to-day property issues and to regularly monitor the condition of the school’s buildings. 

Members of the committee are the Principal,  one parent elected Board member and one Proprietors Representative.  

Recommendations for alterations and upgrading of building plant are made through this group to the Diocesan School’s Council. Our school is allocated funds for Capital development through a 10 year plan developed by the Diocese.

Description

To have an overview of all current projects, future projects and maintenance pertaining to property and grounds within the school.

Key Tasks

• To provide a monthly report for Board meetings.

• To meet with the caretaker on a regular basis, bringing to the Board any correspondence they may have.

• To receive correspondence pertaining to property and grounds, distributing and reporting on as necessary.

• To annually review the 10-Year property plan making sure goals and budgets are being met.

• To update the 10 Year Property Plan so that it always remains a plan for the next 10 years.

• To have an understanding of the school’s insurance policies and to make any claims.

Annual Timetable

• September: Update 10-year property plan

Expectations

1. Caretaker is delegated the authority to carry out checks and maintain building compliance records

2. Where unbudgeted expenditure is required, provide a written report, with recommendations, to the Board.

3. In consultation with the Principal, review property requirements of the School, investigate costs, scope of works and potential contractors, then provide a written report, with recommendations, to the Board.

4. Provide, at the direction of and on behalf of the Board, written communications to the Property Officer at the Ministry of Education. (Copies of all written communications must be tabled at the monthly meetings of the School Board.)

5. The Proprietor is responsible for ensuring that the school’s land and buildings comply with the Building Act, including Building Code and Building Warrant of Fitness requirements.

6.  The Principal is responsible for ensuring the safe day-to-day use of school property in line with the Building Act and Health and Safety Act."

7. In consultation with the Principal, to review school documents and school procedures that relate to Legislative requirements, School Policies and School Procedural Statements, and to report outcomes of such reviews to the Board.