Physical Resources and Property Committee


Physical Resources & Property Committee Terms of Reference

A. Mandate

The Physical Resources and Property Committee is a standing committee of the Board of Governors constituted for the formulation and oversight of policy and capital projects in respect to the management and control of the land, buildings and related physical infrastructure of the University. The objective of its work is to enable the development and maintenance of the University’s physical environment in a manner conducive to teaching/learning, research and related ancillary services and consistent with the University’s mission, strategic directions and operational plans.

The Committee’s primary responsibilities are:

  • Development of framework policies and plans for University’s Land, Buildings and Related Physical Infrastructure including policies on the use of land, buildings and related physical infrastructure, the acquisition or disposal of land or property, and the siting of new buildings
  • Oversight of Policies and Plans Concerning University Lands, Buildings and Related Physical Infrastructure
  • Review of construction and maintenance projects and associated activities in accordance with Board policy, making recommendations to the Board of Governors through the Finance Committee concerning specific project proposals and exercising related delegated authority on behalf of the Board.

B. The Committee’s responsibilities include

1. Development of Policies and Plans for University’s Land, Buildings & Related Physical Infrastructure

1.1 Develop and recommend to the Board of Governors strategic policies and plans to serve as a framework for the development, management and control of the land, property, buildings and related physical plant of the University.

1.2 Develop recommendations on any changes to strategic policies and plans, including the University’s Campus Master Plan and related plan documents, drawing from information provided in periodic reports and reviews.

1.3 Develop policies concerning receipt of donations of land or resources to support capital development or enhancement of University facilities.

1.4 Ensure policies and practices are in place regarding the use and administration of physical resources to mitigate the risk of loss or deterioration of capital assets.

2. Oversight of Policies and Plans Concerning University Lands, Buildings and Related Physical Infrastructure

2.1 Review annually reports on the implementation of the Campus Master Plan and related plan documents.

2.2 Review annually reports on the implementation of multi‐year and other operational plans to address campus renewal, including deferred and ongoing capital maintenance.

2.3 Ensure that optimal use is made of the buildings and related physical infrastructure before new construction or renovation of existing buildings is recommended.

2.4 Consider and recommend to the Board of Governors proposals for naming of lands, buildings and related physical infrastructure, consistent with relevant Board policies.

2.5 Ensure that the University honours the terms of gifts and bequests in the form of land or buildings except for those donations to the Heritage Trust. (The Board of Trustees is responsible for oversight of terms of gifts and bequests directed to the Heritage Trust.)

3. Review of Construction and Maintenance Project Proposals

Guided by the Campus Master Plan and related documents, capital development and renewal plans and related capital policies, consider specific proposals concerning the development and maintenance of the University’s lands, buildings and physical infrastructure, including:

  • new construction of buildings or infrastructure; and
  • projects involving major capital maintenance, renovation, additions or replacement of buildings, or physical infrastructure.

In doing so, the Committee will examine the thoroughness of related expenditure estimates and whether optimal use is made of existing physical resources.

3.1 Review and recommend to the Board of Governors, through the Finance Committee, proposals for capital projects entailing expenditure in excess of $2 million related to building construction, major renovation/additions, or physical infrastructure,

3.2 Exercise authority delegated to the Committee by the Board with regard to implementation of individual construction and ongoing capital renewal projects, approval of site selection, appointment of architects and consultants, and approval of design, tendering and awarding of contracts.

3.3 Consider proposals for cost adjustments to Board‐approved projects which are in excess of the original estimates and make recommendations, accordingly, to the Board of Governors through the Finance Committee.

3.4 Receive annually for information a listing of capital projects between $500,000 and $2 million.

4. Oversight of Properties in Relation to Current and Emerging University Requirements

4.1 Review and recommend to the Board of Governors, through the Finance Committee, the acquisition or disposal of land or buildings.

4.2 Receive for information an annual report of the activities of the Board of Trustees’ Real Estate Development Committee.

4.3 Seek optimal financial return on those facilities or lands not currently required for the University’s teaching/learning and research requirements and not assigned to the Board of Trustees for oversight as part of the University of Guelph Heritage Trust.

4.4 Review and recommend to the Board of Governors, through the Finance Committee, the assignment of University lands to the University of Guelph Heritage Trust.

5. Other

5.1 Perform such other functions as may from time to time be assigned to the Committee by the Board of Governors.

C. Membership

1. Chair of the Board of Governors
2. A member of the Board of Trustees from among the external Trustee appointees
3. President
4. Up to eight members appointed by the Board of Governors, who shall normally be members of the Board. 
5. University Secretary or designate of the University Secretary (non‐voting)

D. Quorum

Quorum for the Physical Resources and Property Committee is as provided in General Bylaw 7.9: two‐fifths (2/5) of the membership.

Effective: July 1, 1989
Revised: March 8, 2001; October 30, 2001; April 7, 2004; October 2, 2008; October 7, 2009; June 6, 2012; Oct 23, 2013; October 16, 2018