Terms of Reference

1. Purpose

1.1   To undertake an advisory role to Estates Committee, largely executed through performing a monitoring role in relation to the University Estate and Digital Capital Programme* and act as a gateway for its consideration through University Governance.

 *Estate Annual Capital Plan and the Digital Estate Capital Envelope 2022-2028

2. Remit

Financial

2.1 To monitor, on a regular basis, the current Capital Programme financial forecasts for in-year spend and the remaining period of the Programme.

2.1.1 Individual projects must reflect approved costs and all funding requirements and sources;

2.1.2 Details must be provided of any variances in the anticipated financial forecast and timelines for individual projects; and

2.1.3 The aggregate Programme of Projects must capture the anticipated timing of project activity including phased project spend and funding.

2.2 To ensure that any tax risks or opportunities are identified and that solutions for any tax mitigation are developed at an early stage.

2.3 To monitor the progress of the Capital Programme and key variances between plans and performance.

Capital Programming

2.4 To support any Capital Programme periodic re-prioritisation processes to ensure alignment with the current University Strategy.

2.5 To provide first level review and comment on emerging needs and Estates or Digital capital project proposals from the relevant University budget areas including the first Statement of Need /Strategic Alignment, the Outline Business Case and the Full Business Case.

2.5.1 Business Case proposals must include planned sources of funding and income streams.

2.5.2 Business Cases must be presented to Capital Projects Group (“the Group") prior to submission to Estates Committee and these must include the relevant cover paper. This is to support effective decision making by Estates Committee, as the primary Digital and Estates Related decision making body.

2.6 To agree which proposals are deemed ready for consideration by Estates Committee and can proceed for consideration and approval, subject to incorporating any amendments requested by the Group.

2.7 To agree, as appropriate, which proposals should be withdrawn from a scheduled Estates Committee agenda or which require reworking before Estates Committee, sometimes necessitating resubmission to the Group for further review.

2.8 To provide advice to Business Case owners and Project Sponsors in order to support the development and improvement of Business Cases.

Strategic Estate Acquisitions, Disposals and Property Management

​​​​​​​2.9 To consider proposed Strategic Acquisitions for potential uses aligned with the current University Strategy and agree if proposals are ready for consideration and approval in line with the University Delegated Authorisation Schedule (“the DAS”).

​​​​​​​2.10 To consider proposals for commercial use of vacant or potentially vacant properties within the University estate and agree if proposals are ready for consideration and approval in line with the DAS.

​​​​​​​2.11 To consider if any University property is surplus to requirements and make recommendations on its disposal in line with the DAS.

3. Membership

​​​​​​​3.1 The Vice-Principal Corporate Services will act as the Chair to the Group.  In the absence of the Chair another member chosen by the members present will chair the meeting.

3.2 The following roles will be ex-officio members of the Group:

3.2.1 Deputy Secretary Governance and Strategic Planning;

3.2.2 Director of Estates;

3.2.3 Director of Finance;

3.2.4 Provost;

3.2.5 Vice-Principal and University Secretary; and

3.2.6 Vice-Principal and Chief Information Officer and Librarian to the University

3.3 The following roles will be invited to attend all meetings of the Group and support its work:

3.3.1 Director of Operations, Corporate Services;

3.3.2 Director of Estates Net Zero and Carbon Leadership;

3.3.3 Director of Estates Development;

3.3.4 Director of Specialist Services, Finance;

3.3.5 Head of Corporate and Commercial Finance;

3.3.6 Head of Estates Finance;

3.3.7 Head of Estates Planning;

3.3.8 Head of Finance, ISG and DDI; and

3.3.9 Estates PMO Manager.

​​​​​​​3.4 The secretariat service will be provided by the Policy and Governance team in the Estates Department.

​​​​​​​3.5 Other individuals may also be invited to attend meetings from time to time, as appropriate to the agenda.​​​​​​​

3.6 The quorum of the Group is four members. This must include either the Vice-Principal Corporate Services or the Director of Estates and the Director of Finance or their nominee. No business will be undertaken at any meeting unless a quorum is present.​​​​​​​

3.7 Substitutes will be permitted by exception. If a member intends to appoint a substitute they must notify the Chair and Group secretariat, in writing, in advance of the meeting.

4. Meeting Arrangements

4.1 ​​​​​​The Group will meet once a month. When an Estates Committee meeting is scheduled, the Group will meet approximately three weeks prior to the issue date for Estates Committee papers.

​​​​​​​4.2 Meetings may be held in person, virtually by the means of videoconference, teleconference or other means or as a hybrid meeting where members are present in person and virtually.

​​​​​​​4.3 With the prior approval of the Chair to the Group, urgent matters may be considered through correspondence.

​​​​​​​4.4 Meeting papers will usually be circulated three working days prior to the meeting.

4.5 A note of the actions agreed by the meeting will be taken and circulated to the Group promptly following the meeting. The actions will be submitted to the next meeting for approval and a log will be kept of any outstanding actions for consideration at each meeting of the Group.