4. Space management

4.1 Building types 

Government office accommodation managed by the Department of Housing and Public Works (HPW) is provided in 3 building types as follows: 

  • Buildings that are owned by the State of Queensland and controlled in whole or in part by the Department of Housing and Public Works. These buildings are referred to as government-owned office buildings.
  • Buildings in leased in whole, or substantial part, by government. These buildings involve long-term tenure, and their leases contain particular obligations and maintenance provisions. The accommodation in these buildings is controlled by HPW. These buildings are referred to as ‘major leased’ buildings
  • Buildings (other than ‘major leased’ buildings) that are owned by private-sector landlords, and in which space is leased by government. This building type includes buildings leased from the private sector under pre-commitment lease arrangements. These buildings are referred to as ‘other leased’ buildings.

4.2 Key documents 

The 3 key documents that define government policy and procedures for the management of agencies' office space are: 

These documents are included in this section as supporting documents, with the building user guide included as a relevant document. 

In addition, the lease agreement for each private-sector lease contains specific conditions that must be adhered to by tenant agencies. Lease conditions take precedence over other key documents. 

4.3 Key issues 

Key issues that need to be considered in the process of space management include: 

  • other than HPW, agencies must not construct new office buildings or extend their existing buildings to include office accommodation, without Government Office Accommodation Committee approval.
  • Government-owned office buildings must be occupied (when space is available and functionally suitable) in preference to acquiring new private-sector leased space.
  • Vacant space under lease by the government from the private sector must be occupied (when space is available and functionally suitable) in preference to acquiring new private-sector leased space. 
  • HPW is the agency mandated to negotiate and manage all new government office space leased from the private sector and manage all existing such leases except where other arrangements currently exist. Other agencies must not initiate lease negotiations with the commercial property market and must not pre-empt any dealings between HPW and that market.
  • Occupancy of space in government-owned and ‘major leased’ buildings is not subject to fixed terms unless otherwise agreed, and advance notice must be provided to HPW when agencies are proposing to rationalise space, vacate space or relocate. 
  • Consideration must be given to the impact of upsizing/downsizing of any facilities associated with the particular space, including, for example, the number of reserved car parking bays.
  • When agencies identify a need for new office accommodation or a need to vary existing office accommodation, HPW should be advised at the earliest opportunity to maximise the available options and minimise delays and costs. 
  • Reconfiguration of existing space or accommodation alterations within existing tenancies requires building-owner approval, which must be obtained through the Accommodation Office, HPW.