1. Title of Committee: Space Management Group (SMG)
2. Status of Committee: Sub-committee of the Estate Strategy Committee
3. Responsibilities delegated to the Group by the Council:
3.1 The Space Management Group will be chaired by the Space Management Champion and be led by the Estates Director. This group will allocate space on behalf of the School and approve all requests for additional space. A central register of space data and space allocation will be maintained by the Estates Division.
3.2 The group will develop space norms and the annual space management plan for approval by the Director’s Management Team and will then be responsible for delivering and achieving those objectives.
3.3 The Space Management group will be responsible for developing draft KPI’s for approval by the Director’s Management Team then ensuring that these KPI’s are monitored and reported on.
3.4 This group must ensure that space use statistics are collected from the School and ensure a balanced and equitable use of space across the School. This group must review space utilization surveys, and oversee potential space charging processes with finance.
3.5 This group must oversee the planning of the accommodation for approved new staff within academic units and services within space constraints. Plans must be developed during refurbishment or redevelopment works necessary to improve space utilization.
3.6 The Group shall ensure appropriate liaison is undertaken with academic unit heads to analyse their space needs at least annually.
4. Authority delegated to the Committee by the Council:
4.1 Authority delegated to the Committee to make recommendations to the Council: None
4.2 Authority wholly delegated to the Committee to act on behalf of the Council:
4.2.1 The Group is authorised, when an item of business cannot in the opinion of the Vice-Chairman of the Council, await the next meeting of the Finance Committee, Estates Strategy Committee or Council for a decision:
-
to make decisions within existing School policies during vacations and between regularly scheduled meetings on any urgent space matters which would normally come before the Finance Committee, the Estates Strategy Committee or Council for a decision, with the exception of those matters listed in Article 9.4;
-
to commit expenditure within agreed budgets;
4.2.2 to monitor initiatives, risks, priorities and progress in relation to space management and the School-wide Accommodation Plan, in liaison with appropriate School committees.
5. Arrangements for the Committee to report on the exercise of its delegated authority:
5.1 The Group shall present a note of its proceedings and decisions to the relevant Committee (Finance Committee, Estates Strategy Committee and/or Council) following each occasion on which it takes action under 4.2.1.
6. Arrangements for the performance of the functions, duties and responsibilities delegated:
6.1 The business of the Space Management Group may if necessary be conducted through circular, fax, telephone or e-mail but only telephone participation in the meeting will count towards the quorum.
General Terms and Conditions applying to the delegation of powers by the Council to all committees
-
The SMG shall comply with the terms of the delegated authority.
-
The Council may revoke or vary the delegation giving reasonable notice.
-
It is the duty of each committee to keep the Council informed of its work as appropriate, or on request from the Council. Committees will be responsible for determining whether issues of significance they are progressing should be reported to Council for information/advice.
-
Committees may handle expenditure decisions within existing budgets, but all proposals from committees involving additional expenditure beyond approved budgets should be referred to the APRC or FC, as appropriate.
-
Committees may not change their annual objectives without the Council’s approval.
-
Conditions as to quorum shall apply as decided by Council.