| Terms of Reference and Procedures
| Campus Design & Development (CDD) Committee
University of Toronto Scarborough
1.1 Campus Design & Development Committee
Chief Administrative Officer & Chair of Campus Design & Development Committee
Director, Campus Safety and Security
Director, Facilities Management Department (Co-Chair)
Director, Financial Services Department
Director, Instructional and Information Technology Services
Director of Operations, Office of the CAO, Business, Operations and Strategic Affairs
Assistant Director-Building Operations, Facilities Management Department
Assistant Director-Capital and Business Operations, Financial Services Department
Manager, Engineering Design, Facilities Management Department
Manager, Engineering Operations, Facilities Management Department
Manager, Security Systems and Services, Campus Safety and Security
Project Manager, Facilities Management Department
Supervisor, Design and Construction Management
Financial & Budget Analyst, Financial Services Department (Secretary)
1.2 Strategy Review Group of the Campus Design & Development (CDD) Committee
Principal and Vice-President
Vice-Principal and Dean (Academic)
Chief Administrative Officer
2. Areas of Responsibility
The Revisions to the Policy on Capital Planning and Capital Projects dated May 19, 2012 from the Office of the Vice-President Operations, presented three levels of approvals for capital projects as described in the following areas of responsibility:
2.1 Campus Design and Development Committee
The CDD Committee meets quarterly or as required.
2.2 Strategy Review Group
The Strategy Review Group is responsible for the review of all capital proposals to ensure that those proposals are consistent with institutional plans, and to authorize those proposals to proceed to the next stage of development; and to approve all projects expected to have a Total Project Cost up to $3 million.
2.3 Executive Committee – Capital Projects and Space Allocation Committee (CaPS)
The Executive Committee is responsible for:
a. Approving the Membership and Terms of Reference for Project Planning Committees for all projects expected to have a Total Project Cost of $3 million or more. Terms of Reference for new Project Planning Committees, following review by the CaPS, the Vice President and Provost and the Vice President University Operations, will be posted on the Governing Council website.
b. Reviewing all capital projects with an estimated TPC of $3 million and above providing a written report with recommendations to the Vice President and Provost and Vice President University Operations. On the joint recommendation of the Vice President and Provost and the Vice President, University Operations:
c. Reporting annually, for information, to the Planning and Budget Committee of the Academic Board on approved capital projects less than $3M.
The Executive Committee meets monthly or as required.
2.4 Planning and Budget, Academic Board and Business Board
The Planning and Budget Committee considers reports of project planning committees and recommends to the Academic Board approval in principle of projects (i.e. site, space plan, overall cost and sources of funds) with a capital cost as specified in the Policy on Capital Planning and Capital Projects.[The Business Board is responsible for approving the establishment of appropriations
for individual projects and authorizing their execution within the approved costs.]The level of approval required is dependent on the cost of the project. Significant changes to a space program/approved project require the same level of approval as the original proposal.
3. Project Application Form and the CDD Process
a. The CDD Project Application Form is available in the CDD website: http://www.utsc.utoronto.ca/~bao/dcm/cdd/renovation_process.html
b. Client Department completes Steps 1 and 2 of the CDD Project Application Form and fulfills the requirements accordingly
c. Design and Construction Management or Facilities Management Department performs a preliminary review of the project requirements with the Client and provides a low-high estimate of the project cost.
d. The Strategy Review Group reviews the application to confirm that the proposal is consistent with institutional plans and authorizes the application to proceed to design review and costing
e. Design and Construction Management or Facilities Management Department finalizes the design review and costing with the Client and submits the following documents for final approval by the CDD Chair:
4. UTSC Capital Project Execution Chart
* Consent = on agenda and item will be given consideration (discussion) only if a committee member so requests, otherwise is for the purpose of recording the motion in the minutes of the meeting.
(a) Detailed PPR required for all projects >$3M
(b) Abridged Project Planning report (no Project Planning Committee required) for all projects <$3M
(4) CDD approval letters for all projects $100,000 - $3M Capital Accounting and cc Secretary of CaPS Executive Committee, Capital Accounting – St. George
Design Review Committee (DRC)
Subcommittee of the CDD; formerly Campus Design Review (CDR) Subcomittee
Chair, DRC reports in writing its discussions and decisions to the Chair, CDD.