Building and Property Committee

Members

(as of Jan 1, 2017)

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 [06/30/2019]
Mr. Victor Chisholm [12/31/2017]
Mr. David Harpp [12/31/2017]
Mr. Bryan Haynes [12/31/2017]
Mr. Ram Panda [06/30/2017]
Mr. Michael Richards [12/31/2019]
Ms. Tina Serafin [12/31/2019]
Mr. Jordan Aberman  [12/31/2019]
Mr. Ben Ger, Student Member [05/31/2017]

Senior Stewards

Prof. Yves Beauchamp, Vice-Principal (Administration and Finance)

Special Advisors

Prof. Christopher Manfredi, Provost and Vice-Principal (Academic)

Dr. Anja Geitmann, Dean, Faculty of Agricultural and Environmental Sciences

Meeting Schedule

 


Terms of Reference

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”). It 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. Other than ex-officio members, appointments to the Committee are approved by the Board, normally on the recommendation of the Nominating, Governance and Ethics Committee. 

The Committee shall consist of six to nine voting members, exclusive of ex officio members, selected, as indicated below, from among the following categories of membership: 

i.    Board members and Governors Emeriti:

  • Three from among:
    • At-large members:
    • Alumni Association members;
    • Governors Emeriti;
  • one from the Academic Staff or Senate members;
  • one of the Administrative and Support Staff members;
  • one student representative (member or observer).

ii.   Members of the General Public:

·        At least one and up to three additional members of the general public with expertise in construction, property administration, planning, real estate or related field. 

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

c. 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.

d. The Committee may recommend the appointment of a Vice-Chair of the Committee, who shall be appointed by the Board 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.

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

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

h.   Where necessary or appropriate to facilitate and support the business of the Committee, the Senior Steward or Secretary may invite University staff to serve as resource persons for particular items of business before the Committee at a meeting.

2.   Mandate of the Committee

The Committee, subject to the Policy on Contracts and Signing Authority, assists and advises the Board in fulfilling its governance responsibilities with respect to:

2.1 policies, planning, development stewardship and financial sustainability for lands,       facilities, infrastructure and        related property matters.

2.2 construction and renovation projects including related supplies, equipment, technology and services;

2.3 acquisition and disposition of immovable property;

2.4 leases, permits, regulatory requirements and servitudes;

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

2.1.1 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. review, at least annually, the planned construction and renovation projects, and the projected capital budget and other sources of funding, as well as projected expenditures and ongoing operating costs;  

c. 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.    

2.1.2 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;

2.2     Construction and Renovation Projects

          2.2.1 Functions delegated by the Board of Governors

a. initiate planning and design work related to proposed construction and renovation projects in order     to ensure that the most accurate budget estimates are presented to the Committee for consideration and, authorize the Vice-Principal, Administration and Finance, to expend funds in support of project development with such expenditures to be reported to the Committee and included in the overall project budget presented to the Committee for approval in accordance with the Committee’s authority established in the Policy on Contracts and Signing Authority;

b.   review and approve construction and renovation projects within the Committee’s authority established in the Policy on Contracts and Signing Authority;

c.   review and approve any amendments to a construction or renovation project  which has been previously approved by the Committee; or,

where the aggregate value of the amended project is such as to require Committee approval within   the Committee’s authority established by the Policy on Contracts and Signing Authority; 

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

2.2.2 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 Policy on Contracts and Signing Authority;

b.      recommend to the Board any amendments to a construction or renovation project of a value beyond the Committee’s authority established in the Policy on Contracts and Signing Authority, which has been previously approved by the Committee; or,

·  where the aggregate value of the amended project is such as to require Committee consideration and Board approval. 

2.3     Acquisition and Disposition of Property

2.3.1    Functions delegated by the Board of Governors

a. review and approve acquisition of immoveable property within the Committee’s authority established in the Policy on Contracts and Signing Authority, 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 Policy on Contracts and Signing Authority;  

2.3.2 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 Policy on Contracts and Signing Authority;

b. review and recommend to the Board the acceptance of donations of immovable property to the University of a value beyond the Committee’s authority established by the Policy on Contracts and Signing Authority;

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

2.4.   Leases, Permits, Regulatory Requirements and Servitudes

2.4.1    Functions delegated by the Board of Governors

a. review and approve leases of immoveable property which are outside of the authority    delegated to University management but within the Committee’s authority as established     by the Policy on Contracts and Signing Authority;

b. 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; 

c. review and approve permits, regulatory requirements, servitudes, and other forms of encumbrances on immoveable property within the Committee’s authority as established by the Policy on Contracts and Signing Authority;

2.4.2    Functions subject to the authority of the Board of Governors

a. review and recommend to the Board leases of immoveable property of a value beyond the Committee’s authority as established in the Policy on Contracts and Signing Authority;

         b.  review and recommend to the Board permits, regulatory requirements, servitudes, and other forms of  encumbrances on immoveable property of a value beyond the Committee’s authority established by the Policy on Contracts and Signing Authority;

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 delegate, for the purpose of ensuring that each meeting agenda addresses responsibilities as outlined in these terms of reference.

b. The Committee shall receive a report at least annually from the Vice-Principal, Administration and Finance, on any building and property decisions pursuant to his/her authority and the Principal’s, under the Policy on Contracts and Signing Authority;    

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

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

 

Last revised:

Board of Governors: April 21, 2016

Previous amendments:

Executive Committee: September 24, 2007
Executive Committee: March 17, 2008
Executive Committee: January 25, 2010
Board of Governors: December 13, 2012