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Building and Property Committee

Members


(as of June. 1, 2014)

End of Term

Mr. Stuart (Kip) Cobbett Chair, Board of Governors ex officio
Prof. Suzanne Fortier, Principal and Vice-Chancellor, ex officio
Mr. Peter Coughlin, Chair [12/31/2015]
Mr. Cameron Charlebois [12/31/2015]
Mr. David Harpp [12/31/2014]
Mr. Bryan Haynes [12/31/2015]
Mr. David Kalant [12/31/2014]
Mr. Ram Panda [12/31/2016]
Mr. Michael Richards [12/31/2016]
Ms. Courtney Ayukawa, Student Member [05/31/2015]
Ms. Tina Serafin [12/31/2016]

Senior Stewards

Mr. Michael Di Grappa, Vice-Principal (Administration and Finance)

Special Advisors

Prof. Anthony C. Masi, Provost

Dr. Chandra Madramootoo, Associate Vice-Principal (Macdonald Campus)

Meeting Schedule

 


 

Terms of Reference of Building and Property Committee

Enacting provisions

The Building and Property Committee (“Committee”) is established under the authority of and is accountable to the Board of Governors (the “Board”) of McGill University (the “University”) and shall function as stipulated in these terms of reference and the Regulations of the Committees of the Board of Governors of McGill University (the “Regulations”). In accordance with the Regulations, meetings of Board Committees shall be held in closed session unless the Committee resolves to carry out a meeting or part of a meeting in open session. 

1. Composition

   a. Appointments to the Committee are approved by the Board, normally on the recommendation of the Nominating,  Governance and Ethics Committee.

   b. The Committee shall consist of six to nine voting members, exclusive of ex officio members, selected as follows:

  • three from among:
    • At-large members of the Board;
    • Alumni Association members of the Board;
    • Governors Emeriti;  
  • one from the Academic Staff or Senate members of the Board;
  • one of the Administrative and Support Staff members of the Board;
  • one student member of the Board;
  • up to three additional members with expertise in construction, property administration, planning, real estate or related field.

c.  The Chair of the Board and the Principal shall serve as ex officio voting members of the Committee.

d. The Chair of the Committee shall be appointed by the Board from among the Committee members and normally on the recommendation of the Nominating, Governance and Ethics Committee.

e. The Vice-Principal (Administration and Finance) shall serve as the Senior Steward to the Committee. Where necessary or appropriate to facilitate and support the business of the Committee, the Senior Steward may invite University staff to serve as Associate Steward or as resource persons for particular items of business before the Committee at a meeting.

f. The Secretary-General or her/his delegate shall serve as Secretary and governance advisor to the Committee.

g. The Provost and the Associate Vice-Principal (Macdonald Campus) shall serve as special advisors to the Committee.

2.   Mandate of the Committee

The Committee, subject to the Regulations Relating to the Approval of Contracts and Signing Authority (“Signing Authority Regulations”), assists and advises the Board of Governors with immoveable property matters in general and in fulfilling its governance responsibilities with respect to:

   a)      construction and renovation projects;

   b)      acquisition and disposition of property;

   c)      leases, permits, regulatory requirements and servitudes;

   d)     policies, planning, development and stewardship for lands, facilities, infrastructure and related property matters;

The Committee may consider any other building and property matter referred to it by the Board, the Principal or the Vice-Principal (Administration and Finance).

Without limiting the generality of the foregoing, the Committee shall:

2.1 Construction and Renovation Projects

     2.1.1 Functions delegated by the Board of Governors

    a.   review and approve construction and renovation projects within the Committee’s authority established in the Signing   Authority Regulations;

   b.   review and approve any amendments to a construction or renovation project within the Committee’s authority established in the Signing Authority Regulations:

  • which has been previously approved by the Committee; or,
  • where the aggregate value of the amended contract requires Committee approval in accordance with the Signing Authority Regulations; 

   c.    at least twice per year, receive reports regarding the financial and construction status of major construction and  renovation projects; 

   2.1.2   Functions subject to the authority of the Board of Governors

   a. recommend to the Board construction and renovation projects of a value beyond the Committee’s authority established in the Signing Authority Regulations;

   b. recommend to the Board any amendments to a construction or renovation project of a value beyond the Committee’s authority established in the Signing Authority Regulations:

  • which has been previously approved by the Committee; or,
  • where the aggregate value of the amended contract requires Committee and Board approval in accordance with the Signing Authority Regulations;     

2.2 Acquisition and Disposition of Property

   2.2.1    Functions delegated by the Board of Governors

   a. review and approve acquisition of immoveable property within the Committee’s authority established in the Signing  Authority Regulations, subject to reporting all such acquisition to the Board which may, upon review, resolve to overturn or vary any such decision;

   b. receive a report at least annually from the Vice-Principal (Administration and Finance) regarding the acquisition of all immovable property undertaken pursuant to his/her authority and the Principal’s under the Signing Authority Regulations; 

   c. review and approve, as necessary, leases of immoveable property which are outside of the authority delegated to University management;

    d. receive a report at least annually from the Vice-Principal (Administration and Finance) regarding the lease of immovable property as lessor or lessee undertaken within the authority delegated to University management; 

    e. review, approve or make recommendations to the Board, as appropriate, other property-related matters including but not limited to permits, regulatory requirements, servitudes, and other forms of encumbrances on immoveable property;

    2.2.2 Functions subject to the authority of the Board of Governors

a. review and recommend to the Board acquisition of immoveable property of a value beyond the Committee’s authority established in the Signing Authority Regulations;

b. review and recommend to the Board the acceptance of donations of immovable property to the University;

c. review and recommend to the Board proposals for the disposition of immoveable property;

d. review and recommend to the Board leases of immoveable property of a value beyond the Committee’s authority established in the Signing Authority Regulations;

2.3 Policies, planning, development and stewardship for lands, facilities, infrastructure and related property matters

   2.3.1 Functions delegated by the Board of Governors

    a. periodically invite university units or committees to report on issues regarding campus planning, development and stewardship;     

   b. ensure that sources of financing for property acquisition, construction or renovation projects are clearly identified and assured and that the costs of maintenance and operations are taken into consideration before any property acquisition or project, or any amendment thereto, is approved by the Committee or recommended to the Board;    

    2.3.2 Functions subject to the authority of the Board of Governors

    a. review and recommend to the Board principles, policies, guidelines and master plans relating to building and property matters;

2.4 Other Building and Property Matters (functions delegated by the Board of Governors)

   a. receive a report at least annually from the Vice-Principal (Administration and Finance) on any other building and property decisions pursuant to his/her authority, and the Principal’s, under the Signing Authority Regulations;    

3.   General provisions

   a. The Committee shall meet at least four times during the year.  The Committee shall have a calendar of business,  maintained by the Secretary-General or her/his delegate, for the purpose of ensuring that each meeting agenda addresses responsibilities as outlined in these terms of reference.

   b. The Committee shall report to the Board on a regular basis, and within a reasonable time following a Committee meeting.

   c. The Committee shall review its terms of reference at least once every three years and recommend any changes to the Board’s Nominating, Governance and Ethics Committee.

 

Last revised:

Board of Governors: December 13, 2012

Previous amendments:

Executive Committee: September 24, 2007

Executive Committee: March 17, 2008

Executive Committee: January 25, 2010