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Estates and Infrastructure Committee

TERMS OF REFERENCE​​​​​​​

​​​​​​​​​​​​​​1. Purpose/Objective
The purpose of the Estates and Infrastructure Committee is to direct the University’s strategic approach to the development and maintenance of the University’s Estate and to ensure the effective management of the Estate and the services required to support it. The purpose extends to monitoring the implementation and delivery of Estates projects that will deliver the strategic ambitions of the University, and oversight of the Project Management Groups that are convened for major Estates capital projects.

 

2. Responsibilities
The Committee has delegated responsibility from UEB.

Strategy

1. To determine and prioritise the investment pipeline for Estates capital projects, in support of the delivery of the University’s strategy and achievement of its key performance indicators.

2. To deliver the Asset Replacement Programme (ARP), determine its strategy and prioritise its activities, ensuring that its annual allocated capital spend is discharged appropriately. 

3. To ensure that relevant stakeholders across the University are adequately engaged with major Estates capital projects.

4. To determine the strategy for the delivery of all support services required to service the University’s Estate.

Performance

5. To monitor the delivery of activities that are overseen by the Committee and report on progress, whilst ensuring that such activities remain aligned to, and in support of, the University’s priorities and its key performance indicators.

6. To receive and assess reports from Project Management Groups and monitor the progress of the delivery of prioritised Estates capital projects. Should there be any concerns related to the delivery of those projects, the Committee will determine appropriate action to be taken.

7. To ensure the effective management and utilisation of the University’s Estate. To include the receipt of building condition reports, the undertaking of periodic valuations and retaining oversight of environmental and sustainability impacts that buildings and assets have upon the University’s Estate.    

8. To ensure that all risks relating to the delivery of Estates capital projects, including their objectives and priorities, are clearly identified, owned and reported. Risks may be identified by the Committee or the relevant Project Management Group.

9. To consider key risks in decision-making and determine actions to mitigate risks. The Committee will ensure that risks are escalated to the University strategic level or delegated to sub-Committees or Project Management Groups, in line with the University Risk Management Framework.

Compliance and Policy

10. To oversee the implementation of institutional policy, procedure and guidance relating to the Estate and act as the University approval body for such documents.  

11. To advise and input into broader University policies which incorporate Estate elements to ensure the delivery of effective and aligned practice that meets the expectations of the Committee and appropriate regulatory standards.

12. To ensure the implementation of any recommendations related to the compliance of the Estate from the Estates Safety Committee.

13. To ensure, and receive assurance of, compliance with statutory obligations for Estates related legislation.  

14. To oversee and receive assurance that all services required to operate the University’s Estate are discharged appropriately and effectively and are compliant with legislation where relevant.

Engagement

15. To direct and approve submissions, with an Estates element, to external agencies such as UKRPIF, or recommend for onward approval by UEB or its sub-committees as appropriate.

16. To ensure collaboration and engagement with stakeholders to create the appropriate environment and associated infrastructure to ensure the successful implementation and delivery of Estates activities.

17. To promote Equality, Diversity and Inclusion across all Estates related activities, including in relation to the Committee’s operation and decision-making.

 

3. Authority

1. The Committee operates under the delegated authority of UEB and it is empowered to make decisions relating to the University’s Estate and to make recommendations and/or refer items to UEB, and other University committees, subject to appropriate consultation with stakeholders.  

2. On behalf of the Estates and Infrastructure Committee, the Chair is authorised to approve urgent business which must be conducted between scheduled meetings of the Committee.

3. The Chair will notify the Committee of any action taken under delegated authority between meetings, at the next meeting of the Committee.

4. The Committee has delegated authority of £5 million to approve spending from the Estates budget.

5. The Committee may delegate its responsibilities to sub-committees or groups as appropriate.

6. The Chair of the Committee is accountable for the decisions of the Committee which includes but is not limited to decisions with a financial impact and will liaise with the chairs of other Committees and other budget holders where there is overlap in responsibility. 

 

4. Membership and Term

1. The membership of the Committee shall comprise:

• Deputy Vice-Chancellor (Chair), Professor Sam Kingman

• Faculty Pro-Vice-Chancellor Engineering, Professor Chris Tuck

• Pro-Vice-Chancellor for Education and Student Experience, Professor Katherine Linehan

• Director of Estates and Facilities, Gary Moss

• Chief Governance and Risk Officer, Jason Carter

• Director of Health and Safety, Jonathan Grainger

• Director of Financial Strategy, Paul Channon

• Students’ Union Officer (to be determined by the Students Union), Sami Glover

• Two nominated members (to be determined by the nominated member recruitment process), Wenonah Barton, Clare Burrage

2. The Development and Sustainability Director and Estates Operations Director are invited to attend the Committee.

3. Other relevant colleagues may be invited to attend the Committee at the discretion of the Chair for all or part as is appropriate for the requirements of the meeting.

4. The term of office for the Nominated Members is two years. Some of these members may be reappointed for a further year with the agreement of the Chair in order to maintain an appropriate balance between turnover and experience on the Committee. The term of the Students’ Union Officer is one year. Other members are ex officio

 

5. Operation

1. The Committee shall be chaired by the Deputy Vice-Chancellor.

2. The Secretary shall be a member of the Governance team.

3. The quoracy for meeting is half the regular membership plus one. 

4. Deputies are not permitted.

5. The Chair will determine the frequency of meetings, but it is expected that meetings will be monthly.

6. The Committee is a committee of UEB and reports of meetings and copies of minutes shall be submitted to UEB. 

7. The Committee may convene sub-groups or committees as it deems necessary to deliver its responsibilities. Any such groups or committees shall report to the Committee.

8. The following sub-groups or committees will report and submit minutes to the Committee:

   1. The Asset Replacement Programme Working Group

   2. Space and Minor Works Committee

   3. Project Management Groups
      
      
      

 6. Review and Assessment

The effectiveness of the Committee shall be reviewed after one year of operation. Thereafter it will be considered every three years and include a review of the membership of the Committee.

 

(Terms of Reference ratified at Estates and Infrastructure Committee 13 October 2024, previous version 22 May 2023)

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