No 6356
Wednesday 30 July 2014
Vol cxliv No 39
pp. 759–815
24 September, Wednesday. First ordinary number of the Reporter in the academical year 2014–15.
1 October, Wednesday. Congregation of the Regent House at 9.30 a.m. (Vice-Chancellor’s address, and election and admission of the Proctors).
7 October, Tuesday. Full Term begins.
14 October, Tuesday. Discussion at 2 p.m. in the Senate-House (see below).
This issue is the last ordinary number of the Reporter for the 2013–14 academical year. The first ordinary number of the 2014–15 academical year will be published on 24 September.
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Discussions at 2 p.m. |
Congregations |
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14 October |
1 October, Wednesday at 9.30 a.m. |
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28 October |
25 October, Saturday at 11 a.m. |
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11 November |
29 November, Saturday at 2 p.m. |
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25 November |
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9 December |
The Vice-Chancellor invites those qualified under the regulations for Discussions (Statutes and Ordinances, p. 103) to attend a Discussion in the Senate-House, on Tuesday, 14 October 2014, at 2 p.m. for the discussion of:
1. Report of the Council, dated 15 July 2014, on the implementation of electronic voting in ballots of the Regent House (Reporter, 6355, 2013–14, p. 744).
2. Report of the General Board, dated 2 July 2014, on the establishment of the University offices of Lecturer (teaching) and Senior Lecturer (teaching) (Reporter, 6355, 2013–14, p. 745).
3. Report of the General Board, dated 2 July 2014, on the establishment or re-establishment of two Professorships in the Department of Clinical Neurosciences (Reporter, 6355, 2013–14, p. 747).
4. Report of the General Board, dated 2 July 2014, on the re-establishment of a Professorship of Surgical Oncology (Reporter, 6355, 2013–14, p. 748).
5. Report of the General Board, dated 2 July 2014, on certain University offices in the School of Clinical Medicine (Reporter, 6355, 2013–14, p. 748).
The Vice-Chancellor gives notice that he has accepted with gratitude the following benefactions, of which both the capital and the income may be used:
(i)philanthropic grants totalling £553,233 from the Evelyn Trust to support six health research projects in the School of Clinical Medicine;
(ii)a benefaction of £249,000 from the Wolfson Foundation, payable over three years, to provide scholarships for three Ph.D. students over the same period, one in each of the nominated disciplines of history, literature, and languages. This is the latest gift from the Foundation to provide funding for Wolfson Postgraduate Scholarships in the Humanities at the University;
(iii)a benefaction of £150,000 from Dr Darrin Disley, payable over three years, to support students in the Department of Chemical Engineering and Biotechnology by providing funding for bursaries, prizes, and an annual innovation conference, to be known as the Chemical Engineering and Biotechnology / Christopher R. Lowe Carpe Diem Enterprise Programme;
(iv)a benefaction of £150,000 from Dr Gavin Ferris to support the research of Dr Robert Mullins, Computer Laboratory.
(v)a benefaction of £101,603 from Ms Claire Barnes to support a studentship for four years for a candidate for the Ph.D. Degree undertaking studies in the Department of Zoology on a topic relevant to the biology and ecology of Asia, to be called the ‘Claire Barnes Studentship in Zoology’.
The Vice-Chancellor also gives notice that he has accepted with gratitude a bequest of £113,438 from the late Mrs Elizabeth Evans to the University, which will be added to the Vice-Chancellor’s Endowment Fund (Statutes and Ordinances, p. 976).
The Vice-Chancellor gives notice that Dr Drew Gilpin Faust, President of Harvard University and Lincoln Professor of History in the Faculty of Arts and Sciences has been appointed to give the next Rede Lecture. Dr Faust will lecture on Monday, 19 January 2015 and it is expected that the lecture will be delivered at 5.30 p.m. in the Senate-House.
Further details will be published early in Michaelmas Term.
The Vice-Chancellor gives notice that, under the provisions of Regulation 6 of the regulations for Graces and Congregations of the Regent House (Statutes and Ordinances, p. 103), he has withdrawn Grace 1 of the Graces submitted to the Regent House on 16 July 2014 (Reporter, 6355, 2013–14, p. 751) concerning the Report of the Council on the process for the nomination and election of the Chancellor.
The Vice-Chancellor gives notice that, under the provisions of Regulation 5 of the regulations for the Graces of the Senate (Statutes and Ordinances, p. 107), he has withdrawn Grace 1 of the Graces submitted to the Senate on 16 July 2014 (Reporter, 6355, 2013–14, p. 754) concerning the Report of the Council on the process for the nomination and election of the Chancellor.
The Council has accepted a recommendation made by the Finance Committee to extend Phase 1 of the North West Cambridge development (Reporter, 2012–13; 6282, p. 59, 6295, p. 342).
The significant advantages to extending the scope of Phase 1 include provision of additional much-needed affordable rental accommodation for University and College staff in the context of rising house prices in Cambridge, achievement of economies of scale, avoidance of inflationary pressure due to the current low rates of building cost inflation, and the benefits to new residents of minimized building work on neighbouring lots.
Accordingly the Council has endorsed the plans to extend Phase 1 by including a further 164 key worker units and make additional provision for the Office of Postdoctoral Affairs, and the resulting increase to the borrowing limit to £311m, with short-term flexibility to £320m.
The Council will publish a Report early in the Michaelmas Term 2014 seeking approval for these proposals.
In paragraph 12 of the Report of the Council on revised committee arrangements for estates strategy and buildings (Reporter, 6344, 2013–14, p. 467), the Council noted that, if the Report’s recommendations were approved, amendments would be made to the Sites and Buildings regulations to reflect the revised committee structure. The recommendations of the Report were approved by Grace 5 of 21 May 2014 (Reporter, 6348, 2013–14, p. 577), and the Council, Finance Committee, and the General Board have subsequently approved amendments to the Sites and Buildings regulations, which are reproduced in full below.
Adopted and approved on 21 July 2014 by Order of the Council, Finance Committee, and the General Board, following approval of Grace 5 of 21 May 2014.
1.1 The Council, Finance Committee, and General Board have responsibilities in relation to University land and buildings.1 These regulations are issued as part of the discharge of those responsibilities and to facilitate compliance with Statutes and Ordinances. In particular these regulations seek to set out in one place the arrangements for management of University land, buildings, and capital projects from a technical, operational, and financial perspective.
1.2 A Grace is required for the disposal of land of present or prospective use to the University;2 and for substantial alteration of an existing University building (understood as involving aesthetic as well as financial considerations), the erection of a new University building or the demolition of an existing University building.3 Disposal of land means the sale or transfer of any freehold or leasehold property or the grant of a lease for more than 60 years.4
1.3 These regulations apply to all University land and buildings owned or leased or to be acquired by the University and related capital and maintenance expenditure. The regulations must be followed by all Staff; all Departments and University subsidiary companies but not Cambridge University Press except where specifically provided (the Press is governed by its own Statute and Ordinances) or in general Cambridge Assessment (see further Schedule 2).
1.4 Compliance with these regulations does not remove any requirement to comply with the University’s Financial Regulations issued by the Council.
1.5 Committee and other responsibilities in relation to land and buildings are set out diagrammatically in Schedule 1 and summarized in Schedule 2.
1.6 Breach of these regulations may result in disciplinary action and will be reported to the Registrary, who will then report to the appropriate committee.
2.1 Projects which relate to land and buildings require Expenditure Approvals and in some cases Specific Operational Approvals. The Expenditure Approvals are set out in Schedule 3 and the Specific Operational Approvals in Schedule 4.
2.2 Compliance with Schedule 3 satisfies the requirement in Financial Regulations for Capital Approval.5
2.3 Heads of Department (see definition in Schedule 5) shall
(a)take all necessary advice and
(b)for projects involving their Department secure the approvals required by these regulations before any contractual commitment is given.
2.4 Subject to the issue of Expenditure and Specific Operational Approvals, the Head of Estate Management shall approve and sign all contracts for the purchase, lease, or licence of land or property or for the erection, demolition, substantial repair, or alteration of buildings. Financial Regulation 7.1 governs who may authorize the affixing of the University’s seal.
2.5 Financial Regulation 8.3 governs when contract performance may begin.
3.1 The Council, Finance Committee, and General Board hereby give all delegations and directions contemplated by these regulations.
3.2 Chairmen of committees shall have delegated authority to act for their committees between meetings in urgent, minor, or straightforward cases, reporting in full to the next committee meeting.
3.3 All decisions made under delegation shall be reported back to the responsible committee, which may call the matter back for further consideration.6
3.4 Every three years, or more frequently if appropriate, the Registrary shall arrange for these regulations to be reviewed and for proposed changes to be submitted to the Council, Finance Committee, and the General Board and adoption by their joint Notice.
1.1 The Council7 is the principal executive and policy making body of the University, responsible for administration, planning, resources, and supervision of finances.8 The Council delegates business to its standing and occasional committees.9 The committees dealing with finance, planning, and resources are the Finance Committee and the Planning and Resources Committee (PRC).10
1.2 The Council has the primary responsibility for determining if the sale or transfer of freehold or leasehold land or the grant of a lease for 60 years or more would deprive the University of the use of land or buildings which are of present or prospective use to the University (defined in Schedule 5 to these regulations as ‘PPU Land’). If so its disposal requires a Grace.11 For the purposes of ongoing management, PPU Land is divided into the Operational and the Non-Operational Estate (both as defined in Schedule 5).
1.3 The Council lays down the scheme of Expenditure and Specific Operational Approvals set out in Schedules 3 and 4.
1.4 The Council and Finance Committee delegate the overall management of the Operational Estate to PRC and the Buildings Committee, which report back to the Council.
1.5 The General Board is responsible for ensuring there are adequate resources for teaching and research.12
2.1 The Finance Committee and Audit Committee are standing committees of the Council.13 The Council from time to time establishes further standing or occasional committees.14
2.2 The Finance Committee is responsible under the Council for financial management and stewardship of all assets and land, whether PPU Land or land held for investment. The Finance Committee itself oversees the management of the Non-Operational Estate, which is managed and maintained on a self-funding basis. The Non-Operational Estate includes land held for investment. The Finance Committee’s remit includes overview of the University’s accounts (and accounting policies, practices, and systems), consideration of management accounts and investment management, and the custody of tangible and intangible University assets. It reports to the Council as necessary and advises PRC about the budgetary envelope predicted prudently to be available to the University for both capital and recurrent expenditure. It is responsible with the Council for investment.15
2.3 All borrowing requires Finance Committee approval.
3.1 The Planning and Resources Committee (PRC)16 is a joint committee of the Council and General Board, reporting to both bodies. It is responsible for advice to the central bodies about major strategic matters and for the conduct, subject to the responsibilities of the Council and the General Board, of the higher-level planning and resource management of the University including, with advice from the Finance Committee, proposing the University budget to the Council and the General Board.
3.2 PRC provides the financial oversight for the management of the Operational Estate and approves the estate plans for the management of PPU Land. It ensures the provision of funding for acquisition of land and work in relation to land.
3.3 PRC gives Funding Approvals (see Schedule 3).
3.4 The Estates Strategy Committee is a sub-committee of the PRC which advises on the strategic management of the Operational and Non-Operational Estate. In doing so it takes account of the estate plans for Cambridge University Press and Cambridge Assessment.17
3.5 The Buildings Committee18 is a sub-committee of the PRC. It gives Technical Approvals where the Total Cost exceeds £1m. It reviews retrospectively the Technical Approvals given by the Space Management and Minor Works Sub-Committee, giving advice where necessary about how to approach future decisions. Estate Management advises and conducts the operational work for Buildings Committee with the assistance of Finance Division and the Planning and Resource Allocations Office (PRAO).
3.6 The Buildings Committee advises PRC on the annual budget needed in the Building Maintenance Fund for the maintenance of the Operational Estate. It gives Technical Approvals (see Schedule 3) and technical advice on the management of the Operational Estate. The cost of maintaining the Operational Estate is chargeable to the Buildings Maintenance Fund or, if the body giving the Funding Approval determines (see Schedule 3), to departmental or other funds.19 The Buildings Committee has power to delegate maintenance responsibility.20
3.7 The Buildings Committee oversees applications for planning approvals for the Operational Estate and is consulted by Cambridge University Press and Cambridge Assessment about planning applications for premises and land in the city of Cambridge.21 Planning Applications which it considers are inconsistent with the University’s long-term estate strategy and agreed principles and policies for planning and design may be referred to the Estates Strategy Committee before any approval is given.
3.8 The Space Management and Minor Works Sub-committee (SMMWS) is a sub-committee of the Resource Management Committee22 to which it reports, reporting for information to the Buildings Committee. It gives Technical Approvals where the Total Cost is £50,000 to £1m, reporting these decisions retrospectively to the Buildings Committee. It makes funding recommendations to the Resource Management Committee (RMC) where the Total Cost is between £50,000 and £1m in parallel with the application to RMC for Funding Approval.23 It makes proposals about allocation of University space.
3.9 The Resource Management Committee (RMC)24 is a joint committee of the Council and General Board and reports in to those committees via PRC. RMC deals with the detailed work of resource allocation.25
3.10 RMC gives Funding Approvals (see Schedule 3).
3.11 RMC26 allocates space, dealing with the detailed work on resource allocation, following a proposal by the SMMWS. The PRAO allocates space less than 100 square metres under RMC supervision. As part of its space allocation remit, RMC approves proposals to share University space, including with Embedded Companies.
3.12 The Health and Safety Executive Committee27 is a joint committee of the Council and General Board. It is advised by the Consultative Committee for Safety. The Consultative Committee receives and considers the annual University Fire Report from Estate Management. The report then goes to the Health and Safety Executive Committee for consideration.
3.13 The Environmental Strategy Committee28 is a joint committee of the Council and General Board and reports in to those committees via PRC. It is responsible for monitoring and enhancing the University’s environmental management system.
4.1 RMC and PRC propose the budget parameters, which are approved by the Finance Committee. RMC then constructs the budget for PRC approval. The budget then goes to Council with advice from the Finance Committee, prior to being graced.
5.1 The Press Syndicate is responsible for the management of the finance, property, and affairs of Cambridge University Press, except if Statutes and Ordinances expressly or by necessary implication provide otherwise.29 Cambridge University Press will consult the Buildings Committee and if necessary the Estates Strategy Committee about any significant planning applications to be made in respect of any premises or land in the city of Cambridge.30
5.2 A Grace is not required for the sale or transfer of freehold or leasehold land by Cambridge University Press or for the grant of a lease of more than 60 years or for the erection of a new building or for the demolition or substantial alteration of an existing building.31 However the Press Syndicate have undertaken not to dispose, without the approval of the University, of the Pitt Building or of any property acquired from the University and specially designated by agreement between the Press Syndicate and the Council at the time of acquisition. The Press Syndicate have also undertaken to offer the Council the first option to acquire, at prevailing market price, any property in Cambridge which is to be disposed of by the Syndicate, such option if not taken up to lapse fourteen days after the offer.32 Cambridge University Press will share its estate plan and co-operate with the Estates Strategy Committee in strategic decisions affecting its estate.33
5.3 The Local Examinations Syndicate provides the oversight of Cambridge Assessment, including in relation to the management of property assigned to Cambridge Assessment subject to the following requirements:
•A Grace is required for the disposal of land.34
•The Local Examinations Syndicate shall offer the Council the first option to acquire, at prevailing market price, any property in Cambridge which is to be disposed of by the Syndicate, such option if not taken up to lapse fourteen days after the offer.
•Cambridge Assessment shall seek the prior written consent of the Finance Committee before contracting for any land or building acquisition or borrowing for capital purposes above £15m. Cambridge Assessment will share its estate plan and co-operate with the Estates Strategy Committee in strategic decisions affecting its estate.33
•Cambridge Assessment shall consult the Buildings Committee about any significant planning applications to be made in respect of any premises or land in the city of Cambridge.
6.1 The Estate Management Division of the UAS undertakes the technical management of the Operational and Non-Operational Estate (but not investment land within the CUEF), including the following:
•preparing the draft estate plans (estate strategy and its implementation) for approval of PRC, the Council, and the General Board, including the categorization of land not held as part of PPU Land;
•undertaking all planned maintenance, drawing on the Building Maintenance Fund, and all unplanned maintenance (under the supervision of and reporting to the Buildings Committee);
•providing monitoring, guidance, and training for Departments on fire safety; checking fire equipment; managing the Fire Team; reporting annually on fire safety to the Consultative Committee for Safety;35
•planning and managing University property and facilities;
•advising on security matters and responding to incidents;36
•securing planning permission as required;
•procuring University building work;
•managing University and private rented residential accommodation for University use;
•operating the University Centre and other catering outlets around the University;
•advising on the drafting and negotiation of licences and leases for the approved sharing of space; and
•managing the University Farm.
6.2 Following the issue of a Funding Approval for building work, the Finance Division conducts final due diligence checks including as to the sources and reliability of funding. The building warrant (being the formal authority to spend) is issued
•by the Director of Estate Management for maintenance work,
•by the Deputy Director of Finance for other building work up to and including £100,000,
•by the Pro-Vice-Chancellor for Planning and Resources for other building work above £100,000.
6.3 PRAO is a unit within the Academic Division. Among other responsibilities it gives Funding Approvals and, under RMC supervision, allocates space less than 100 square metres. PRAO services PRC, RMC, the Buildings Committee, and the SMMWS.
7.1 Schools are responsible for resource allocation within the parameters set by the annual budget report.
7.2 Heads of Department
The definition in the Financial Regulations from time to time in force37 is adopted for the purposes of these regulations. At the time of adoption of these regulations this means: ‘the Head of a Department or a Faculty not organized in Departments, Secretaries of Faculty Boards, Head of a Centre, Institute or other body under the supervision of the General Board or Council and Head of a Division within the Unified Administrative Service’. ‘Department’ is interpreted accordingly.
Heads of Department are responsible, in respect of buildings assigned to the Department, for
•identifying and reporting to Estate Management the need for any unplanned maintenance;
•cleaning;
•observance of safety, security, and fire precautions in line with advice and guidance from Estate Management;38
•maintenance only where specifically delegated by Buildings Committee (see Schedule 4); and
•undertaking a cost and space analysis for any Embedded Company, securing a Specific Operational Approval to share space with the company (see Schedule 5) and ensuring contractual arrangements are put in place between the company and the University and that the company complies with health and safety legislation and University policies.39
8.1 The Investment Office buys and sells and arranges the technical management of land and buildings held for investment purposes within the CUEF, under the oversight of the Investment Board, reporting to the Council via the Finance Committee.
9.1 All payments of premium for the lease of land and receipts from the sale of land (other than land held for investment purposes) shall be credited to the Land Fund. The capital and the income of the Fund may be used (a) to purchase sites which are suitable for development for University purposes, and (b) to meet the cost of planning and providing the infrastructure for the development of sites in University ownership, including costs relating to the requirements of Town and Country Planning legislation.40
*Where any delegation has been approved pursuant to Schedule 4, the Department will act in place of Estate Management
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Total Cost |
Head of Department |
Estate Management* |
PRAO |
SMMWS |
Buildings Committee |
RMC |
PRC |
|
Total Cost of less than £50k unless Buildings Committee has approved a Minor Works Expenditure Approval Exemption. |
Provides Brief Business Case to PRAO. |
Estate Management prepares the budget for PRAO and gives Technical Approval. |
PRAO checks funding availability. Provided Estate Management agrees PRAO issues the Funding Approval. |
||||
|
Total Cost is £50k to £1m. |
Provides Brief Business Case to PRAO. |
Estate Management checks value for money and prepares the budget for SMMWS. |
PRAO checks funding availability and consults Estate Management. Reports to SMMWS. |
Receives Estate Management and PRAO advice. Makes a funding recommendation to RMC. Gives the Technical Approval which is then reported to Buildings Committee |
Funding Approval. |
||
|
Total Cost is >£1m to <£2m. |
Provides Brief Business Case to PRAO. |
Estate Management checks value for money and prepares the budget for Buildings Committee. |
PRAO reviews and recommends to Buildings Committee business need (academic or administrative need and value for money). |
Technical Approval |
Funding Approval. |
||
|
Total Cost is £2m or above (Capital Projects Process). |
Registers the project with PRC at the outset. The Chairman of PRC has power to register small, straightforward projects. Prepares the Concept Paper.When the Concept Paper is approved, prepares full business case including the confirmation/revision of the Concept Paper and business plan and the provision of estimates. |
Estate Management checks value for money and prepares the budget for Buildings Committee. |
PRAO assists Department working with Estate Management. |
Technical Approval |
Approves Concept Paper before proceeding further and determines how the preparation of the full business case is to be funded. Funding Approval. |
|
Subject |
Approval or determination by |
Other requirements |
Alienation of land |
||
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Determination whether land is PPU Land.1 |
• Finance Committee • In straightforward cases the determination can be made by the Director of Finance (on advice of the Director of Estate Management) and reported to the Finance Committee |
• PRC advises the Finance Committee • Estate Management provide technical advice |
|
Approval for sale or transfer or grant of a lease for more than 60 years of land which is PPU Land.2 |
Regent House (Grace) |
Report from Council to Regent House |
|
Approval for sale or transfer or grant of a lease for more than 60 years of land which is not PPU Land.3 |
Finance Committee |
|
|
Approval for grant of a lease of PPU Land for less than 60 years.4 |
Finance Committee |
|
|
Use of Land Fund (receipts from sale or lease of land other than land held for investment purposes).5 |
Finance Committee |
|
Alteration or change of use |
||
|
Consideration of whether a repair or alteration is substantial and, if not substantial, what publicity is appropriate.6 |
The body which gives the Technical Approval (SMMWS or Buildings Committee depending on project Total Cost) |
|
|
Preliminary approval of proposals for substantial repair or alteration (prior to seeking a Grace).7 |
PRC gives the Funding Approval. Buildings Committee gives the Technical Approval |
|
|
Approval for substantial alteration of an existing University building.8 |
Regent House (Grace) |
Consult the Directors of Estate Management and Finance and the Taxation Section. Execution of contract documents is done by the Director of Estate Management 9 |
|
Approval for change of use.10 |
RMC |
Estate Management advises |
Erection or demolition of a
building |
||
|
Approval for the erection of a new University building or for the demolition of an existing University building.11 |
Regent House (Grace) |
Consult the Directors of Estate Management and Finance and the Taxation Section. The Director of Estate Management signs the contract documents12 |
Maintenance |
||
|
Setting the annual budget for the Building Maintenance Fund. |
PRC – Financial approval Buildings Committee – Technical approval |
|
|
Delegation of maintenance (for the execution of one or more maintenance projects). |
Buildings Committee |
When considering a request until further notice to delegate maintenance, Committee shall set any appropriate thresholds and conditions and shall have regard to the following: (a) The extent of delegation to be given (scope and Total Cost delegated). (b) Legal, regulatory, and insurance issues. (c) Levels of necessary expertise (technical, health and safety, purchasing, etc.). (d) Value for money. (e) Conditions to be imposed in addition to those in Financial Regulations. A list shall be published on the Estate Management website setting out delegations made.13 |
Minor Works
Expenditure Approval Exemption
|
||
|
Exemption from need to seek an Expenditure Approval for work not exceeding £50,000. |
Buildings Committee |
When considering a request for exemption until further notice from the need to seek an Expenditure Approval for work where the Total Cost does not exceed £50,000, Committee shall set any appropriate thresholds and conditions and shall have regard to the following: (a) The extent of permission to be given (scope and Total Cost permitted). (b) Legal, regulatory, and insurance issues. (c) Levels of necessary expertise (technical, health and safety, purchasing, etc.). (d) Value for money. (e) Conditions to be imposed in addition to those in Financial Regulations. A list shall be published on the Estate Management website setting out delegations made. |
Permission to carry out minor works |
||
|
Permission to carry out minor works. |
Buildings Committee |
When considering a request for permission until further notice to carry out minor works, Committee shall set any appropriate thresholds and conditions and shall have regard to the following: (a) The extent of permission to be given (Total Cost permitted). (b) Legal, regulatory, and insurance issues. (c) Levels of necessary expertise (technical, health and safety, purchasing, etc.). (d) Value for money. (e) Conditions to be imposed in addition to those in Financial Regulations including requirements to consult EM and/or not to do certain specified work. A list shall be published on the Estate Management website setting out delegations made. |
Permission to carry out Emergency Work |
||
|
Permission to carry out Emergency Work without seeking an Expenditure Approval. |
Buildings Committee |
When considering a request for permission until further notice to carry out emergency work as it arises, Committee shall set any appropriate thresholds and conditions and shall have regard to the following: (a) The extent of permission to be given (Total Cost permitted). (b) Legal, regulatory, and insurance issues. (c) Levels of necessary expertise (technical, health and safety, purchasing, etc.). (d) Value for money. (e) Conditions to be imposed in addition to those in Financial Regulations including requirements to consult EM and/or not to do certain specified work. A list shall be published on the Estate Management website setting out delegations made. |
Acquisition of land |
||
|
Approval for acquisition of property (freehold leasehold or any building) anywhere in the world to form part of PPU Land whether for value or not.14 |
Finance Committee |
PRC advises Finance Committee as necessary |
Borrowing |
||
|
Prior approval required |
Finance Committee |
|
Allocation of space |
||
|
Allocation of space. Approval for sharing University space with any third party, including an Embedded Company, and whether by way of lease, licence, or any other formal or informal arrangement. A change to the net usable area of the building. A change of use.15 |
RMC |
Consult the SMMWS, which considers and puts proposals to RMC. Consult Estate Management about the terms of any arrangement with a third party. Execution of contract documents is done by the Director of Estate Management.16 |
1Regulation 2(a) of the regulations for Financial Matters: A Grace is required for a sale or lease of more than sixty years if in the judgement of the Council this would deprive the University of the use of lands or buildings which are of present or prospective use to the University.
2Regulation 2(a) of the regulations for Financial Matters.
3Regulation 2(a) of the regulations for Financial Matters.
4Regulation 2(a) of the regulations for Financial Matters.
5Premiums from the lease of land and receipts from the sale of land (other than land held for investment purposes) are credited to the Land Fund and are subject to the requirements of the regulations for the Land Fund.
6Delegation from Council: i.e. is it substantial for the purpose of Statute F II 3.
7Delegation from Council to PRC and (per previous Regulation 8 of the Sites and Buildings regulations (1994 as amended in 2005)) to Buildings Committee, re-confirmed by these regulations.
8Statute F II 3.
9Financial Regulation 6.2. Regulation 2.4 of these regulations.
10Delegation by Council in line with previous Regulation 6 of the Sites and Buildings regulations (1994 as amended in 2005).
11Statute F II 3.
12Financial Regulation 6.2. Regulation 2.4 of these regulations.
13Statute F II 2–3; Statute J; confirmation of delegation by Council in line with previous Regulations 1, 7, and 9 of the Sites and Buildings regulations (1994 as amended in 2005).
14New requirement of the Council under its supervisory jurisdiction.
15Delegation by Council in line with previous Regulation 5 of the Sites and Buildings regulations (1994 as amended in 2005).
16Financial Regulation 26. Regulation 2.4 of these regulations.
|
‘Brief Business Case’ |
A paper setting out the academic or administrative need, value for money, and funding source and confirming that, where the Department belongs to a School, the Head of School approves the project. |
|
‘Buildings Maintenance Fund’ |
The fund referred to in the special regulations for University Funds. |
|
‘Cambridge Assessment’ |
The operational arm of the Local Examinations Syndicate. |
|
‘Capital Approval’ |
The approval required (under these regulations) for capital projects where the Cost of works is £2m or above and (under Financial Regulations) expenditure on capital items (inclusive of VAT), is £2m or above. |
|
‘Concept Paper’ |
A paper setting out the academic or administrative case, value for money, and preliminary costings. |
|
‘CUEF’ |
Cambridge University Endowment Fund. |
|
‘Department’, ‘Head of Department’ |
As defined in Financial Regulations. |
|
‘Embedded Company’ |
A company occupying University premises or whose employees’ normal place of work is on University premises, other than as temporary visitors or to provide services to the University. |
|
‘Emergency Work’ 41 |
If an unforeseen Maintenance event causes damage, the minimum work immediately necessary to preserve property and address health and safety risks. |
|
‘Estate Management’ |
The University’s Estate Management Service. |
|
‘Expenditure Approval’ |
An approval in accordance with Schedule 3. |
|
‘Funding Approval’ |
Authority given to Finance Division to issue a building warrant. |
|
‘Financial Regulations’ |
The University’s Financial Regulations (an Order of Council set out in Ordinances). |
|
‘Investment Board’ |
The board which manages for the University the investment of the Cambridge University Endowment Fund (CUEF). |
|
‘Investment Office’ |
The officer group which provides technical management for the Investment Board. |
|
‘Maintenance’ |
The repair, refreshment, or renewal of what already exists to enable the facilities to function as originally intended, as distinct from Refurbishment and Restructuring; Maintenance does not change the scope, capacity, or structure of any facility, nor does it add or remove any facility; it has the sense of continuance and preservation. |
|
‘Minor Works Expenditure Approval Exemption’ |
Buildings Committee approval for a Department to proceed with work (not to exceed £50,000) without seeking an Expenditure Approval. |
|
‘Non Operational Estate’ |
Land and buildings held for the general purposes of the University (e.g. residences) and land and property that could be needed in the foreseeable future for the Operational Estate. It is managed on a self-funded basis and remits income to the Chest. |
|
‘Operational Estate’ |
Land and buildings currently used for teaching and research or for administrative and other support functions, including the University Farm, and retention of specialist use and ‘churn’ space but excluding land used by Cambridge University Press and Cambridge Assessment (the Local Examinations Syndicate). |
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‘PPU Land’ |
Freehold or leasehold land where the sale or transfer or the grant of lease for sixty years or more which would deprive the University of the use of land or buildings which are of present or prospective use to the University. |
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‘PRC’ |
Planning and Resources Committee of the Council and the General Board. |
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‘PRAO’ |
Planning and Resource Allocation Office. |
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‘Refurbishment’ |
Upgrading what exists. |
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‘Restructuring’ |
Changing what exists. |
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‘RMC’ |
Resource Management Committee. |
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‘SMMWS’ |
Space Management and Minor Works Committee |
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‘Specific Operational Approval’ |
An approval in accordance with Schedule 4. |
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‘Staff’ |
All employees irrespective of whether their appointment specifically includes responsibilities for land and buildings and however their employment is financed together with anyone else who has any responsibility for the management or Maintenance of or expenditure on any University land or buildings. |
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‘Technical Approval’ |
Confirmation that the proposed budget and specification for building work meet the operational, quality, and technical needs and provide value for money. |
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‘Total Cost’ |
The total cost or estimated total cost to bring a project to completion, including without limitation all design work, VAT, constructions costs, and planning advice. |
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‘University’ |
The Chancellor, Masters, and Scholars of the University of Cambridge. |
Terms are to be understood as used in Statutes and Ordinances, unless the context of the regulation requires otherwise. Words preceding ‘include’, ‘includes’, ‘including’ and ‘included’ shall be construed without limitation by the words which follow those words.
If in doubt, consult Estate Management or PRAO. Further written guidance is contained in the Finance Committee, PRC, RMC, and Estate Management42 web pages.
1Statutes A IV 1, F I 1(a), F II 2–3, and Regulation 2 of the regulations for Financial Matters.
2Regulation 2(a) of the regulations for Financial Matters.
3Statute F II 3.
4Regulation 2(a) of the regulations for Financial Matters.
5Financial Regulation 18.1.
6Special Ordinance A (vii) 4(b): delegation does not relieve the delegating body of responsibility.
8Statutes A IV 1, F I 1(a), F II 2–3, and Regulation 2 of the regulations for Financial Matters. See also the special regulations for Syndicates, the Local Examinations Syndicate, and the Press Syndicate.
9Statute A IV 7(b)
10The Consultative Report of the Council in March 2004 (see http://www.admin.cam.ac.uk/reporter/2003-04/weekly/5955/11.html at para 1(a)).
11Regulation 2(a) of the regulations for Financial Matters.
12Statute A V 1(c)(ii).
13Statute A IV 7(a).
14Statute A IV 7(b).
15Statutes A IV 7–10 and A II 3–8, Regulation 2 of the regulations for Financial Matters, the Consultative Report of the Council in March 2004 (see http://www.admin.cam.ac.uk/reporter/2003-04/weekly/5955/11.html at para 8(b).
16See http://www.admin.cam.ac.uk/cam-only/committee/prc/.
The PRC is a joint committee of the Council and General Board, serviced by the Planning and Resource Allocation Office (PRAO). See the Council Consultative Committee report in March 2004 at http://www.admin.cam.ac.uk/reporter/2003-04/weekly/5955/11.html at para 6, 8(a), 10(a), and 19.
17See Grace 5 of 21 May 2014.
18See http://raven.intranet.admin.cam.ac.uk/committee/council/building_committee.aspx. The Consultative Report of the Council identifies the Building Committee as responsible for advising the PRC about executive matters relating to the operational estate and the buildings programme, including buildings maintenance, within budgets and estate plans approved by the central bodies on the recommendation of the PRC. It is a joint committee of the Council and General Board serviced by the Planning and Resource Allocation Office (PRAO), with business prepared by the Director of Estate Management. See http://www.admin.cam.ac.uk/reporter/2003-04/weekly/5955/11.html at para. 8 and 10(c). See also Grace 1 of 9 Feb 2005, and Regulation 9 of the Sites and Buildings regulations (1994 as amended in 2005), confirmed by these regulations.
19Regulations for Buildings Maintenance Funds; and Regulation 9 of the Sites and Buildings regulations (1994 as amended in 2005), re-confirmed by these regulations.
20Regulations 9 and 10 (1994 as amended in 2005). The delegation is confirmed by these regulations.
21Previously Regulation 11(a) of the Sites and Buildings regulations (1994, as amended in 2005), delegation confirmed by these regulations in relation to the Operational Estate.
22The Council Consultative Report of March 2004 confirmed, for the time being, the (predecessor) Minor Works Review Group as a technical review and implementation group, reporting to the Buildings Committee but suggested it would be reconstituted as a sub-committee of the Buildings Committee – see http://www.admin.cam.ac.uk/reporter/2003-04/weekly/5955/11.html, para 1(f) and 8(d). The combining of the Minor Works Sub-Committee and the then Space Management Advisory Group into the Space Management and Minor Works Sub-Committee of the Resource Management Committee was approved by Grace 5 of 21 May 2014 (see the Report, Reporter, 6344, 2013–14, p. 467).
23See Schedule 3.
25See further the RMC terms of reference on the RMC website and the Consultative Report of the Council in March 2004 (see http://www.admin.cam.ac.uk/reporter/2003-04/weekly/5955/11.html at para 1(e) and 16 and RMC terms of reference at http://www.admin.cam.ac.uk/cam-only/committee/rmc/terms.pdf.
26Regulation 5 of the Sites and Buildings regulations (1994 as amended in 2005) described as a Council responsibility the assignment of buildings to Faculties, Departments, and other institutions or bodies. This task has been delegated to RMC.
27See Regulations 3 and 4 of the regulations for the Health and Safety Executive Committee and http://www.admin.cam.ac.uk/cam-only/committee/safety/. See also Council Notice of 26 April 2010 which revised the membership of the Consultative Committee for Safety.
28See http://www.admin.cam.ac.uk/cam-only/committee/environment/terms/. The Buildings Committee confirmed the organization, terms of reference, and constitution of the Committee for Environmental Management on 21 June 2000; see http://www.admin.cam.ac.uk/cam-only/committee/environment/constitution/.
29Statute J; Regulation 3 of the regulations for the Press Syndicate; Regulation 5 of the regulations for Financial Managers; Financial Regulation 1; see also Regulations 1 and 11 of the Sites and Buildings regulations (1994 as amended in 2005), re-confirmed in these regulations. The Council has power to limit the Press’s powers and may reclaim control – see Statute J 5 and 13.
30Regulation 11 of the Sites and Buildings regulations (1994 as amended in 2005), continued in the current regulation.
31Statute J 3 and Regulation 5 of the regulations for Financial Matters.
32Footnote to Regulation 3(c) of the regulations for the Press Syndicate.
33See the recommendations of the Report approved by Grace 5 of 21 May 2014 (Reporter, 6344, 2013–14, p. 467).
34See Regulation 1.2.
35Previously the Buildings Committee had overall responsibility for the taking of measures for the safety of premises (including fire precautions) – see Regulation 9(a) and (b) of the Sites and Buildings regulations (1994 as amended in 2005).
36Previously the Buildings Committee had overall responsibility for the taking of measures for the safety and security of the premises in consultation with the bodies concerned – see Regulation 9(a) and (b) of the Sites and Buildings regulations (1994 as amended in 2005).
37See Financial Regulation 4.1.
38Previously Schedule 1 paragraph 1(c) of the Sites and Buildings regulations (1994 as amended in 2005), delegation confirmed by these regulations. Security obligations not previous itemised.
39Regulations for Financial Matters, Financial Regulation 26.
40Regulations for Financial Matters, regulations for the Land Fund.
41Emergency Work conducted by Estate Management is authorized as part of the approval of the Buildings Maintenance Fund which includes an allocation for emergency work.
42http://www.admin.cam.ac.uk/offices/em/, http://www.admin.cam.ac.uk/cam-only/offices/em/about/sla.html
The General Board have received the remarks made at the Discussion on 8 July 2014 (Reporter, 6355, 2013–14, p. 757) concerning the above Report (Reporter, 6351, 2013–14, p. 621).
The Board note Mr Goode’s observation that ‘no women [from the School of the Physical Sciences] were put forward for promotion…’. The Board comment as follows:
(a)The Senior Academic Promotions procedure is dependent on an officer making an application for promotion. Although it may appear from the statistical summary that no female academic staff from the School of the Physical Sciences chose to apply, one female candidate from the Department of Geography is recommended for promotion to a Readership; however, as this was an interdisciplinary application considered by the Sub-committee for the School of the Humanities and Social Sciences, it is recorded under that School in the annexed statistical analysis.
(b)It is not helpful to consider the statistics relating to a single year’s exercise in isolation, given the small numbers of applications involved and the time taken for an individual, following a promotion, to develop their academic record to constitute a strong case for promotion to a more senior level. It is not unusual for numbers of applicants and recommendations to fluctuate from year to year.
(c)Nevertheless, the Board attach the highest priority to improving the representation of women in academic posts, and to ensuring that all are supported in achieving their full potential during their career in the University. To that end, the work of the Equality and Diversity Section, through the Gender Action Plan, approved by the General Board and the Council, includes a number of initiatives specifically aimed at supporting the career development of women and their applications for Senior Academic Promotions in particular. These include:
•establishing gender champions in each School;
•support for returning carers;
•mentoring and coaching;
•support with preparing curricula vitae.
The Board intend to keep the effectiveness of this work under close review, in the light of experience, and will consider further steps as necessary.
The Board note that Mr Goode did not oppose the recommendations of the Report. Accordingly, a Grace is being submitted for the approval of the recommendations of the Report (Grace 2, p. 799).
A change of the rules of the Cambridge University Assistants’ Contributory Pension (CPS) is required to permit the surviving spouse of a CPS member to receive the same pension as would be payable to an opposite sex spouse or to a Civil Partner of the member. The proposed rule change, adding new Rule 72 set out below, has been agreed by the CPS Managing Committee.
The change will allow the spouse of a member who is married to the deceased by virtue of the Same Sex Marriages Act (2013) to receive the same pension on the death of the member as would be paid to a spouse of the opposite sex or a registered Civil Partner. It is not expected that this will result in a significant increase in the value of spouses’ pensions payable.
Proposed new Rule 72:
72 Same sex marriages
72.1The Rules shall be read and construed as if following the death of a Member, Deferred Pensioner, Postponed Pensioner or Pensioner who does not leave a spouse entitled to benefits under the Scheme but instead leaves a person to whom he was married pursuant to the Marriage (Same Sex Couples) Act 2013 any benefit under the Scheme that would have been payable to a spouse of the said Member, Deferred Pensioner, Postponed Pensioner or Pensioner will be paid to the same sex spouse provided that:
(a)the same sex spouse must meet any requirements in the Rules which would have applied to the spouse before such benefit can be paid; and
(b)any benefit which is reduced by reason of a benefit being payable to a spouse will be likewise reduced if the benefit is payable to a same sex spouse.
The Council is submitting a Grace (Grace 1, p. 799) for the approval of this amendment to the rules governing the CPS.
The following Annual Reports have been received by the Council or the General Board during the Easter Term 2014 and are available on the websites indicated:
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Annual Report of the Sports Syndicate 2012–2013 |
http://www.admin.cam.ac.uk/reporter/2013-14/weekly/6356/SportsSyndicateAnnualReport2012-13.pdf |
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University Botanic Garden Annual Report 2012–13 |
http://www.botanic.cam.ac.uk/ (from the ‘About us’ tab) |
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Scott Polar Research Institute Review 2013 |