TERMS OF REFERENCE
The purpose of the Property Committee Terms of Reference is to ensure that the responsibilities and expectations delegated to the Property Committee by the Board of Governors are clear and well defined.
The Property Committee has the primary role of ensuring that the University’s property development and management is carried out in accordance with adopted policies, principles and strategies.
Without limiting the general responsibilities as described above, the Property Committee shall:
- Review, monitor, recommend and initiate policies to the Board that enhance the University’s property development and management including, but not limited to land use, physical planning, use of space, development objectives and endowment wealth creation from long-term leasing to ensure alignment to the needs of the University.
- Advise the Board of Governors on the exercise of its powers relating to the management, administration, and control of the real property of the University as described in the University Act (with specific emphasis on Lieutenant Governor in Council approvals where required) and the Municipalities Enabling & Validating Act.
- Oversee performance and management of UBC Properties Trust.
- Provide capital project oversight for projects over $2.5 million; receive reports of projects less than $2.5 million.
- Oversee assurance of project funding sources and approval of budgets through the Board-approved project management process.
- Review, monitor and recommend to the Board of Governors the capital plan for buildings and infrastructure, as well as annual minor capital and cyclical maintenance budgets.
- Review and make recommendations regarding the acquisition or disposal of real property, whether by purchase, sale, leases over five (5) years or greater than $2 million, or other transfer; and the acquisition or construction of new space, the major renovation of existing space, or the decommissioning or disposition of existing space.
- Review, monitor and recommend to the Board of Governors campus plans, master development agreements, comprehensive community plans, land use plans and neighbourhood plans; identify the impact of any of the above plans on the community.
- Advise the Board of Governors on aspects of municipal and municipal-like governance related to development and management of property and infrastructure, including development permit boards, urban design panels, infrastructure impact charges, community amenity charges and other development protocols.
- Review, from time to time as the Committee deems appropriate, the administrative structures, policies and practices in place to ensure the ongoing health and safety of utilities and physical plant, including grounds, buildings and infrastructure and recommend, as appropriate, changes in policy or practices arising from this review.
- Review, monitor and make recommendations to the Board of Governors in support of sustainability efforts, including utilities usage, waste management, transportation planning, etc.
- Review, monitor and make recommendations to the Board of Governors regarding the aesthetics of the campuses, including landscaping and signage.
- Advise and recommend for adoption by the Board of Governors matters pertaining to the control of vehicular and pedestrian traffic on University campuses.
- Review off-campus property initiatives.
- Advise and assist the President (through the Board of Governors) in advancing the strategic goals of the University.
A summary of each Property Committee meeting is circulated to each Board member, generally within two business days following the Committee meeting.
MEMBERSHIP & PROCEDURES
Committee members are appointed from among the Board members and include:
- the Board Chair, the Chancellor and the President as ex officio members
- the Board of Governors Vice-Chair(s)
- one (1) student member
- one (1) faculty member
- five (5) Board members who are external to the University
The Chair of the Board of Governors should appoint Committee members with the assistance of the President, based on qualifications and interest, and to avoid potential conflicts of interest.
Appointments are made for a one-year term from September 1 to August 31, with annual renewal.
Members of the Property Committee shall elect a Committee Chair from among the external members. The Committee Chair is responsible for the better conduct of meetings, including agendas, information processes, and oversight of reporting and action items.
The Committee may delegate, or be directed by the Board to oversee, work tasks and action items to subcommittees, the University Executive, or independent third parties, on Board approval.
The Committee will receive additional and reasonable support for the assembly, assessment and reporting of information, including, with the approval of the Board Chair, access to independent counsel, subject to reasonable limits on resources available to the Board of Governors for these matters.
MEETINGS & QUORUM
The Property Committee meets prior to each regularly scheduled Board of Governors meeting and in addition may meet at the call of the Chair as required.
Attendance by 50% of Property Committee members is required to establish quorum.