Terms of Reference - Revised at EC 8 Dec 2010
1 Purpose
To oversee the University's estate in order that it can support world-class academic, teaching and research activity.
2 Composition
2.1 The Committee shall consist of up to 20 members.
2.2 The Vice-Principal Planning, Resources & Research Policy, the University Secretary, the Director of
Corporate Services, the Director of Planning, the Director of Estates & Buildings and the Director of Finance shall be ex officio members of the Committee.
2.3 The other members of the Committee shall consist of: Vice-Principal of Development, Vice-
Principal of Knowledge Management, Director of Accommodation Services, Heads of Colleges (or his / her nominee). At any time, at least one Head of College will attend or be represented by an academic nominee; this will ensure that appropriate academic representation is maintained on the Committee.
2.4 The Students' Association shall appoint, on an annual basis, a representative to be a member of the
Committee. This will normally be the President of the Students' Association who will remain a member of the Committee for the length of their term of office.
2.5 Court shall appoint two of its lay members and any external adviser on the recommendation of the Nominations Committee.
2.6 The term of office of lay members and the external advisor will be no longer than their membership of Court unless otherwise determined by Court and shall normally be for a maximum of three years.
2.7 Previous members are eligible for re-appointment up to a normal maximum of two consecutive terms of office.
2.8 The Vice-Principal Planning, Resources & Research Policy shall be the ex officio Convener of the Committee.
2.9 Senior Officers of the University may be in attendance at the Committee, in particular: the
Depute Directors of Estates and Buildings, Estates Programme Administrator and Committee & Administration Officer shall always be invited to the meetings and receive all papers.
2.10 Other individuals from within or outwith the University may also be invited to attend meetings from time to time, as required.
2.10 All members of the Estates Committee are expected to comply with the University's Code of Conduct as set out in the University's Handbook and declare any interests which may conflict with their responsibilities as members of the Estates Committee.
3 Meetings
3.1 The Committee will meet as required to fulfil its remit and meet at least three times in each academic session.
3.2 Five members of the Committee shall be a quorum. This number must include the Convener, the
Director of Corporate Services or the Director of Estates & Buildings, the Director of Finance, and one lay member of Court. One of the ex officio members (see 2.2 above) shall be appointed Convener should the Convener be absent for the duration of the meeting.
3.3 Minutes, agendas and papers will normally be circulated to members of the Committee and
those in attendance at least five working days in advance of the meeting. From time to time it may be necessary to distribute/table late papers, this would be at the discretion of the Convener.
3.4 Papers will indicate the originator/s and purpose of the paper, the matter/s which the Committee is being asked to consider and any action/s required and confirm the status of the paper in respect of Freedom of Information legislation.
3.5 A formal minute will be kept of proceedings and submitted for approval at the next meeting of the Committee. The draft minute will be agreed with the Convener of the Committee and in the case of the absence of the Convener at a meeting the Committee member appointed to act as Convener for the duration of that specific meeting.
3.6 The Committee may also function between meetings through correspondence and any decision/s taken formally ratified at the next meeting of the Committee.
Proposals arising from the review of the operation of the central committee system by the Director of Corporate Services and the University Secretary and subsequent discussion between them and the Vice-Principal and the Director of Estates and Buildings in regard to the operation and reporting arrangements for Estates Committee are set out below. The update also dove-tails with the University?s updated delegated authorisation schedule (with effect 01/10/2010) ? copy attached as appendix 1.
4 Remit
4.1 To oversee estate strategy preparation, review and implementation and links to University corporate
and other business plans.
4.2 To oversee property portfolio transactions (acquisitions and disposals) and monitoring implementation of transactions.
EC can approve the following transactions:
4.2.1 Acquisition and disposal of the ownership interest in land and buildings up to a value of £3 million
* transactions over £3 million require University Court approval
4.2.2 Acquisition and disposal of the leasehold interest in land and buildings up to £3 million and a lease duration of less than 30 years
* transactions over £3 million and for a duration of 30 years or more require University Court approval
4.3 To oversee matters related to estate developments and make recommendations on their priority and funding support.
To receive and consider reports on estate development and their progress through the Gateway process.
With regard to award of and payments for all goods, services and/or works contracts for estates-related projects, EC can approve all transactions up to £10 million.
*contract award transactions over £10 million require Court approval
4.4 To consider and advise on significant matters related to amount and deployment of Estates and Buildings recurrent budget or plans or proposals which would make future demands on that budget and/or generate arguments for an increase in its size: particular examples would include long term maintenance plans and needs, or proposals for changes to the servicing of buildings which have significant resource implications.
4.5 To consider and advise on operational matters for which the Director of Estates wishes advice
or support, or where there is judged to be a need to expose the issue to senior managers across the University, and allocation of a previously agreed budget (e.g. Maintenance and Small works programmes and Service Levels) across Colleges and Support Groups. EC can approve maintenance programmes, small works programmes and service level agreements.
5 Other
5.1 The Committee will from time to time undertake a review of its own performance and effectiveness as part of the overall review of the effectiveness of Court and its Committees and report thereon to Court.
5.2 In order to fulfil its remit, the Committee may obtain external professional advice as necessary. In addition, where decisions are required outwith EC meeting cycles, the Estates Committee Sub-Group (ECSG) will meet from time-to-time, to review matters, as required. The terms of reference of the ECSG are attached as appendix 2. [Approved September 2010 meeting]
5.3 Reporting requirements:
Items under 4.1 - report to CMG, FGPC and Court for formal approvals;
Items under 4.2 - report approvals to CMG, FGPC and Court, for information. For transactions that require Court approval, EC will seek Court?s approval via CMG and FGPC.
Items under 4.3 ? will be reported to Court, for formal approval.
Tender acceptance reports
For approved projects related to the University?s capital and major replacements programme, detailed tender acceptance reports will only be issued for building works contracts related to minor, major and strategic capital projects. These will be reported to Court, via CMG and F&GPC.
For items under 4.3, each such report should include a summary (as distinct from a very detailed listing) of commitments as against the University?s Capital Acquisition Capacity (CAC)*. Major items need to be identified as such.
5.4 Items under 4.4 will be reported to CMG.
5.5 The Director of Estates & Buildings will be given authority from the Estates Committee to proceed with items dealt with under item 4.5 and thereafter report to CMG, FGPC and Court, if the Director of Estates and Buildings considers necessary.
5.6 Other matters arising from discussion at meetings, the Committee will report to CMG, FGPC and Court as required.
5.7 Agenda, papers and approved minutes will be published on the University?s website in accordance with the University?s agreed publication scheme and freedom of information legislation. This will include details on the membership of the Committee.
