College Redevelopment Project Group
Terms of Reference
Purpose of the Group
The Group is a formal committee of the Board with delegated powers from the Board, as set out below.
The Group will dissolve on completion of the College Redevelopment Project as determined by the Board.
1. Membership and Operation
1.1 The College Redevelopment Project Group (the Group) will comprise at least five members of the Board. Membership will include the Principal, the Chair of the Board, a Vice-Chair of the Board, the Chair of the Finance and Resources Committee and the Chair of the Audit Committee. The Chair of the Group shall be the Chair of the Corporation or another member of the Group as agreed by the Group.
1.2 The Chair has the power to:
a) co-opt members with relevant expertise when necessary, and
b) invite other individuals to attend any meeting, if deemed appropriate to the business.
Co-opted members and invitees will have no voting rights.
1.3 The quorum for meetings of the Group shall be three members.
1.4 The Director of Finance, Planning and Funding, Director of Business, Development and Innovation, Deputy Principal Curriculum, Director of Estates and IT, Commercial Facilities Manager, and representatives of Fusion (Consultants/Project Manager) shall attend meetings. A representative of the GLA will be invited to all meetings.
1.5 The Group shall meet as and when required and shall meet frequently at key stages in the project.
1.6 The agenda for meetings will be compiled by the Chair of the Group and the Head of Governance, in liaison with the Principal and the Director of Business Development and Innovation.
1.7 The Head of Governance shall circulate minutes of the meetings of the Group to all members of the Group
1.8 The Group shall report regularly to the Board at each meeting, and between meetings at key stages in the project. Minutes of meetings shall be circulated to the Board.
2. Notice of meetings
2.1 Meetings of the committee shall be convened by the Head of Governance of the committee at the request of any of its members or at the request of the Chair if he or she considers a meeting necessary.
2.2 Unless otherwise agreed, notice of each meeting confirming the venue, time and date of the meeting, together with an agenda of items to be discussed, shall be forwarded to each member of the committee, all other non-executive directors and any other person required to attend, no later than five working days before the date of the meeting.
2.3 The agenda shall be circulated together with relevant supporting papers to committee members and to other attendees as appropriate.
3. Minutes of meetings
3.1 The Head of Governance shall minute the proceedings of all meetings of the committee, including recording the names of those present and in attendance.
3.2 Draft minutes of committee meetings shall be circulated promptly to all members of the committee. Once approved, the minutes should be circulated to all other members of the board unless it would be inappropriate to do so in the opinion of the chairman of the Audit & Risk Committee.
3.3 Final signed copies of the minutes of the meetings of the Audit & Risk committee should be maintained for the college’s records, in hard and soft copy where possible.
4. Responsibilities
4.1 To oversee and monitor the College Redevelopment Project throughout all its phases and to ensure that the project adheres to the aims and aspirations of the College as agreed from time to time.
4.2 To receive and monitor reports from the main consultants, covering progress against timelines and spend against budget.
4.3 To receive reports from advisers including lawyers, consultants and contractors as appropriate and agreed by the Group.
4.4 To receive the Project’s Risk Register; to monitor the key risks associated with the College Redevelopment Project, and to report regularly on these risks and any concerns to the Board.
4.5 To ensure partnerships with third parties, including Haymarket, Clarion and REEC members are working effectively to meet the objectives of the project and receive reports and minutes of any meetings
4.6 To ensure all contractual arrangements are in place to meet the objectives of the project including those with Harlequins, Haymarket and LBRUT
4.7 To ensure oversight of the development and implementation of the College marketing and communication strategy for the project and the alignment of relevant strategies of partners.
5. Powers of the Project Group
5.1 The Group shall have the power, on behalf of the Board, to discuss, consider and approve the following:
5.2 Any amendments to the LEP Capital Funding Bid and related processes which are required to satisfy LEP deadlines on such a bid.
5.3 The appointment of consultants and contractors for Project works with a value that is within the project budget and approved levels of expenditure as set out in the prevailing approved College Financial Regulations (extract appended).
5.4 Legal contracts and agreements between the College and third parties (for example, Harlequins, Haymarket and LBRUT), in relation to the use of the site and associated issues.
5.5 Any variations to any consultants’ and contractors’ contracts save that where such variations are of a significant nature, such variations to be discussed and agreed by the Board
5.6 The final design of the new buildings and the site (RIBA Stage 3).
5.7 The overall plan and detailed analysis addressing the decanting, in each Phase to the new build including the STEM Centre, from the existing college buildings and all concomitant issues arising from such move to ensure that the transfer is as smooth as possible and with minimal disruption
Powers Reserved to the Board
5.8 The following powers are reserved to the Board:
(i) To change the composition of the Group and its Terms of Reference
(ii) The overall strategy for the College Redevelopment Project
(iii) Approval of the overall Project Budget
(iv) The approval of any borrowing
(v) Any decision to dispose of land
