Building and Property Committee

Members

(as of December 2017)

End of Term

Mr. Ram Panda, Chair, Board of Governors ex officio
Prof. Suzanne Fortier, Principal and Vice-Chancellor, ex officio
Mr. Peter Coughlin, Chair [06/30/2019]
Mr. Jordan Aberman [06/30/2020]
Mr. Victor Chisholm [06/30/2018]
Mr. Stuart Cobbett [06/30/2020]
Professor David Harpp [06/30/2018]
Mr. Bryan Haynes [06/30/2018]
Mr. Michael Richards [06/30/2020]
Ms. Tina Serafin [06/30/2020]
Ms. Maria Tippler., Student Member [05/31/2018]

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, information technology 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;

2.5 information technology matters established within the IT Subcommittee Terms of Reference.

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;

2.5 Subcommittees

2.5.1 The Committee has established an Advisory Subcommittee to assist and advise the Committee in fulfilling its governance responsibilities with respect to building and property matters. The BPC Advisory Subcommittee’s terms of reference are established as Appendix A. 
2.5.2 The Committee has established a Subcommittee to assist and advise the Committee in fulfilling its governance responsibilities with respect to information technology (IT) needs, projects, plans and policies. The IT Subcommittee’s terms of reference are established as Appendix B.

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 27, 2017

Previous amendments:

Executive Committee: September 24, 2007
Executive Committee: March 17, 2008
Executive Committee: January 25, 2010
Board of Governors: December 13, 2012
Board of Governors: April 21, 2016

 

Appendix A

Terms of Reference of the Advisory Subcommittee of the Building and Property Committee
(BPC Advisory Subcommittee) Terms of Reference

 

Enacting Provisions

In accordance with section 39 of the Regulations of the Committees of the Board of Governors of McGill University, the Building and Property Committee may establish a subcommittee of the Building and Property Committee (“Subcommittee”).

1.   Composition

A.      The Subcommittee shall be composed as follows:

·         the Chair of the Building and Property Committee;
·         up to three members of the Building and Property Committee, selected by the Building and Property Committee.

 B.      The Subcommittee shall be supported by:

·         the Senior Steward of the Building and Property Committee: Vice-Principal (Administration and Finance); 
·         the Associate Vice-Principal (Facilities Management and Ancillary Services) as resource person; 
·         the Secretary-General as Secretary to the Subcommittee.

2.   Mandate of the Committee

The Subcommittee shall operate within the parameters established by the Terms of Reference of the Building and Property Committee and the Regulations Relating to the Approval of Contracts and Signing Authority. It shall advise the Building and Property Committee on building and property matters that require consideration by the Building and Property Committee.

Without limiting the generality of the foregoing, the Subcommittee shall advise the Building and Property Committee with respect to: 

·         planning, development stewardship and financial sustainability for lands, facilities, infrastructure and related property matters; 
·         construction and renovation projects; 
·         proposals for the acquisition and disposition of property; 
·         leases, permits, regulatory requirements and servitudes.

With the exception of matters related to information technology, the Subcommittee shall consider any other matter referred to it by the Chair of the Building and Property Committee or the Vice-Principal (Administration and Finance).

3.       General Provisions

·         The Subcommittee shall meet in between meetings of the Building and Property Committee. 
·         Where necessary or appropriate to facilitate the work of the Subcommittee, the Vice-Principal (Administration and Finance) may invite University staff for particular items. 
·         The Subcommittee shall report to the Building and Property Committee on matters considered by the Subcommittee since the previous meeting of the Building and Property Committee.

Approved:

Building and Property Committee: March 15, 2017

 

 

Appendix B

Terms of Reference of the IT Subcommittee

Enacting Provisions

The Information Technology (“IT”) Subcommittee (“Subcommittee”) 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 the Subcommittee, in line with meetings of Board Committees, shall be held in closed session unless the Subcommittee resolves to carry out a meeting or part of a meeting in open session.

 1.      Composition

 a)      Appointments to the Subcommittee shall be approved by the Board of Governors, normally on the recommendation of the Nominating, Governance and Ethics Committee.

 b)      The Subcommittee shall consist of six to seven members, selected as follows: 

o   one at-large member of the Board of Governors 
o   at least one and up to two members of the general public with expertise in IT project oversight and/or IT risk management 
o   one member of the Building and Property Committee o   one undergraduate or graduate student recommended by the student societies (PGSS, SSMU, MACES, MCSS)  
o   one administrative and support staff recommended by the Principal 
o   one academic staff member recommended by the Provost and Vice-Principal, Academic.

 c)  Expertise and experience in IT, business administration and IT risk management will be relevant criteria for appointment to this Subcommittee;

 d) The Chair of the Subcommittee shall be appointed by the Board, 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 Subcommittee;

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

 g) Where necessary or appropriate to facilitate and support the business of the Subcommittee, the Senior Steward or Secretary may invite University staff to serve as resource persons for particular items of business.

2.   Mandate of the Subcommittee

The Subcommittee assists and advises the Building and Property Committee in fulfilling governance responsibilities with respect to IT needs, projects, plans and policies. Without limiting the generality of the foregoing, the Subcommittee shall:

a) Review and recommend to the Building and Property Committee for approval or amendment thereto IT-related projects and technology architecture initiatives, including educational software platforms that require approval by the Building and Property Committee or the Board in accordance with the Policy on the Approval of Contracts and Designation of Signing Authority;

b)  Recommend to the Building and Property Committee that the Vice-Principal, Administration and Finance, be authorized to expend funds in support of IT project design and development with such expenditures to be reported to the Subcommittee and included in the overall project budget presented to the Subcommittee and Building and Property Committee;

c) Ensure that sources of financing for IT-related projects are clearly identified and assured;

d) Assess relevant areas of risk, which may include:

· data security and IT controls systems 
·  disaster and recovery planning
·  financial, reputational, compliance risks
·  sustainability considerations
·  project/system implementation risks

e) Review, at least annually, the planned IT-related projects and the projected budget and other sources of funding, as well as projected expenditures;

f) Receive, at least annually, a report on IT projects approved by the Vice-Principal, Administration and Finance on any IT-related decisions pursuant to his/her authority and the Principal’s under the Policy on Approval of Contracts and         Designation of Signing Authority, and approve the  submission of the report to the Building and Property Committee;

g) Review and recommend to the Building and Property Committee strategic plans, principles and policies relevant to IT planning and development;

h) Periodically invite university units or committees to report on matters regarding IT             planning, development and stewardship;

i) Consider and recommend to the Building and Property Committee any matters      identified by the Building and Property Committee, the Board, the Principal or   the Vice-Principal, Administration and Finance that relate to IT planning and     development.

3.         General Provisions

The Subcommittee shall meet at least twice a year. The Subcommittee 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.

The Subcommittee shall report to the Building and Property Committee on a regular basis, and within a reasonable time following the Subcommittee meeting.

The Subcommittee shall review its terms of reference at least once every three years and recommend any changes to the Building and Property Committee. The Building and Property Committee shall recommend any changes to the Nominating, Governance and Ethics Committee.

 

Approved:

Executive Committee December 13, 2016