Purpose
- The purpose of the Estates Committee is to
direct the planning and oversee the development, construction, and
performance management of the University’s operational estate.
Objectives
2. The objectives of the Committee are:
(a)
to ensure, through
strategic direction, guidance, and constructive challenge, that the
University’s operational estate
(i)
delivers the places
and services to support the pursuit of education, learning, and research at the
highest levels of excellence, now and for the future;
(ii)
meets the
University’s property-related strategic priorities, including the fulfilment of
its academic strategy and the delivery of its sustainability targets; and
(iii)
provides compliant
working environments and value for money and achieves efficient utilisation and
operation of its built assets with regard to appropriate benchmarks.
(b)
to direct the overall
scopes, and any intersections of, the operational and non-operational estates,
in collaboration with the Property Board and subject to the Board’s objectives.
Delegated authority
3. The Estates Committee is a joint committee of
the Council and the General Board. In the pursuit of its purpose and objectives, the Estates
Committee shall exercise the
authority of the Council to manage the University’s operational estate;[1] and
of the General Board to ensure that adequate buildings and other built
infrastructure for teaching and research are available.[2]4. The Committee’s authority shall be subject to the
Statutes and Ordinances and to any sites and buildings regulations
approved by the Council, the Finance Committee, and the General Board from
time to time.[3]
Strategic planning
Capex
5. The Committee recommends to the Council and the
General Board, at least once every five years, a ten-year strategic
estates plan that fulfils the Committee’s objectives as set out in
paragraph 2 above,[4]
together with a ten-year prioritised
capital business plan for the operational
estate endorsed by the Planning and Resources Committee (PRC).6. In developing its strategic plan, the Committee
will consult with other bodies with remits relevant to the operational
estate.[5]
Opex (non-payroll)
7. The Committee recommends to the PRC, annually,
a five‑year rolling business plan for non-payroll operational expenditure[6] on
the operational estate, together with a detailed one‑year business plan
setting out the annual budget.
Other
8. The Committee recommends commissioning briefs
for University housing to the PRC, as needed, on the advice of the
University Housing Commissioning Body.[7]9. The Committee supervises the management of
risks relating to the operational estate, including as required from time
to time by the Council or the General Board.10. The Committee approves procedures in relation
to the University’s responses to planning proposals by external parties
(such as local authorities).
Development, construction, and
performance management
Capex
11. In fulfilment of the strategic plan and
prioritised capital business plan for the operational estate, and on the
advice of its Investment Advisory Sub-committee, the Committee recommends:
(a)
to the relevant
approving bodies,[8] the acquisition or disposal
or substantial alteration of property holdings that form part of the
operational estate;
(b)
to the PRC, business
cases for all major[9] property development projects
within the operational estate and for all contributions to joint ventures with
external parties; and
(c)
to the PRC, any
material changes to approved business cases.
12. Through its Technical Sub-committee, the
Committee supervises the delivery, by the Estates Division, of any
transactions, projects, and programmes on the operational estate approved
by the PRC, in accordance with their approved business cases.
Opex (non-payroll)
13. Through its Technical Sub-committee, the
Committee supervises the delivery on time and budget, by the Estates
Division, of the five‑year and one-year business plans for non-payroll
operational expenditure on the operational estate.
Other
14. Through its Technical Sub-committee, the
Committee provides assurance of the statutory compliance of the
operational estate.15. Through its Space Management Sub-committee, the
Committee supervises space management and utilisation on the operational
estate.16. Through its Housing Sub-committee, the
Committee supervises tenant services and housing operations provided by
the Estates Division for University housing on the non-operational estate.[10]
Membership, meetings, and
reporting
17. The membership of the Committee comprises eleven
members appointed for up to two consecutive terms of four years:
(a)
the
Pro-Vice-Chancellor with responsibility for resources, as Chair;
(b)
an external member
with relevant expertise, appointed by the Council, as Deputy Chair, who shall
also be Chair of the Estates Committee’s Technical Sub-committee;
(c)
three Heads of School,
appointed by the General Board, one of whom shall be Head of the School of Arts
and Humanities or of the Humanities and Social Sciences, one of whom shall be the Head of the School of the Physical Sciences or of Technology, and one of whom shall be the Head of the School of the Biological Sciences or of Clinical Medicine;
(d)
a member of the
Regent House, appointed by the General Board;
(e)
two members of the
Regent House, appointed by the Council, one of whom shall also be a member of
the Council;
(f)
an external member
with relevant expertise, appointed by the Council, who shall also be Chair of
the Investment Advisory Sub-committee;
(g)
the Chair of the
Environmental Sustainability Strategy Committee;
(h)
the Chair of the
Property Board.
For members appointed ex officio in classes (a), (c), (g), and
(h), or as a member of the Council in class (e), if they cease to occupy that
role, their Estates Committee membership shall also cease.
18. The Chair of the West North West Cambridge
Academic Board and the Chair of the Programme Board for Education Space
shall be invited to attend meetings. The Committee may invite other
persons to attend for the whole of meetings of the Committee or for particular
items of business.19. No business may be transacted unless a quorum
of at least five members is in attendance, including either the Chair or
the Deputy Chair and at least one member from either class (c) or (e).20. In any vote, each member in attendance at the
meeting shall have a single vote and voting shall be decided by a simple
majority of the members in attendance. If two sides receive an equal
number of votes, the Chair may make a second, casting vote.21. The Committee approves the establishment and
terms of reference of any sub‑committees necessary to the performance of
its duties and approves appointments to those sub‑committees.22. The Committee may approve business between
meetings by circulation, except that no business shall be approved by
circulation if any member requests that it be discussed at a meeting.23. Conflicts of interest in relation to the
business of the Estates Committee shall be handled in line with the
University’s Conflict of Interest Policy.24. The Committee shall report to the Council and
the General Board by such means as the Council and General Board shall
determine.25. The Committee shall review its performance and
terms of reference every three years, or sooner if needed. The Committee
shall refer any changes to its terms of reference to the General Board and
the Council for approval and subsequent publication by Notice.