UNIVERSITY OF TORONTO MISSISSAUGA SPACE PLANNING AND MANAGEMENT COMMITTEE (SPMC) Space Planning and Management Committee: Terms of Reference

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1 UNIVERSITY OF TORONTO MISSISSAUGA SPACE PLANNING AND MANAGEMENT COMMITTEE (SPMC) Space Planning and Management Committee: Terms of Reference Role Scope The primary purpose of the SPMC is to review and approve proposals for the use of space at the University of Toronto Mississauga, including those which involve new construction, renovations, or change in occupancy of space. The overall objective of SPMC is to ensure the optimal utilization of space at U of T Mississauga. The SPMC will consider for approval the following types of projects: All projects with TPC that exceeds $10,000 and that require UTM central funding (including furniture and equipment). All projects with TPC that exceeds $50,000 and do not require UTM central funding (funded by division, research grants, etc.). All proposals for space reallocation and requests for new space (interior or exterior). All proposals for space development which will significantly alter, directly or cumulatively, the appearance or use of spaces, buildings, grounds or facilities of U of T Mississauga (both interior and exterior). All proposals for temporary and permanent installation of large scale banners, posters, seasonal landscaping, bulletin boards and display cases regardless of the source of funding. Proposals for all activities, temporary or permanent, that will affect the appearance, maintenance or operation of facilities at U of T Mississauga regardless of the source of funding. All projects that affect the exterior of buildings, and appearance of all public interior spaces, regardless of the source of funding. Projects which are required to meet legislative requirements (including changes in building codes, accessibility and health & safety standards), and require UTM central funding will be formulated as SPMC projects and presented to the committee. Proposals that do not require approval of SPMC, but must be reported once per year (typically in October) include the following: Projects involving facilities renewal, repairs or maintenance. Projects for ancillary units which only affect space that has been assigned to them and only if UTM central funding is not required. Projects for student services units and student organizations which only affect the space that has been assigned to them and only if UTM central funding is not required.

2 Projects which are required to meet legislative requirements including changes in building codes / accessibility and health / safety standards, and do not require UTM central funding. Note: all UTM projects that exceed $3,000,000 have to follow Capital Project and Space Allocation Committee (CaPS) procedures and guidelines. Approve SPMC projects under $3,000,000. Review projects valued above $3,000,000 and less than $10,000,000 and then submit to the Executive Committee of CaPS for approval. Note: all projects that require borrowing or use government grants require CaPS approval (regardless of project cost). Report on regular basis to the Vice President & Principal. Report twice per year to CaPS for information. Report at least once per year to the Resource Planning & Priorities Committee of Erindale College Council. Responsibilities Receive project summary reports for each of the ancillary units (Conference Services, UTM Hospitality & Retail Services, Parking & Transportation, and Student Housing & Re_sidence Life) outlining changes of space use, new construction, and renovations for projects with total costs above $50,000 (once per year). Receive a summary report for all student services units and student organizations outlining all changes of space use, new construction, and renovations for all projects with total costs above $50,000 (once per year). Receive a summary report on projects involving facilities renewal, repairs or maintenance with total project costs above $50,000 (once per year). Become the guardian of all vacated space until it is reallocated according to the SPMC procedures and priorities. Receive all space utilization studies prepared by the Facilities Management and Planning office and address recommendations. Review periodically a Space Utilization Plan and a Capital Plan. Review any university policies, proposals and priorities for renewal, renovation and space allocation. Consult with and propose to the Vice-President & Principal, and Vice- Principal & Dean UTM, the terms of reference and membership of all Project Planning Committees for University of Toronto Mississauga projects valued at more than $3,000,000.

3 Within the framework of consistency with official institutional and academic plans, the following hierarchy of criteria will be used to rank proposals and allocate space. All requests will be assessed against institutional space requirements as measured by COU standards, University of Toronto space standards, U of T Mississauga space inventory, and in terms of the academic, teaching and research mission of the University. Criteria for carrying out responsibilities Criteria normally used to prioritize new construction and renovation: 1. Projects that enhance existing instructional and research programs. 2. Projects that improve the efficiency of existing administrative and student services. 3. Projects that are required to implement new and approved instructional and research programs. 4. Projects that are required to implement new and expanded administrative and student services. 5. Projects that are required to accommodate newly proposed instructional and research programs. Criteria normally used for Allocating Space: 1. Space requirements to meet changes in building codes or legislation or government policy (e.g., accessible washrooms, health and safety legislation). 2. Space requirements to meet needs generated by officially approved academic and institutional plans. 3. Space requirements to reduce current deficiencies; these requests may be ranked by SPMC according to institutional space requirements as measured by COU standards and the space inventory. Membership and Voting Chief Administrative Officer (CAO) (Chair) Director, Facilities Management and Planning (Vice-Chair) Vice-Principal Academic & Dean (or designate) Three academic representatives (appointed by the Dean) Vice-Principal Research Dean of Student Affairs Executive Director of Advancement Registrar and Director of Enrolment Management Director of Business Services Assistant Director PDC, Facilities Management and Planning (Executive Secretary, non-voting member) Senior Facilities Planner, Facilities Management and Planning (nonvoting member) Student Representative (appointed by the chair of SPMC) Chair of the Resource Planning and Priorities Committee (RPPC) (non-voting member)

4 Membership Details The three academic representatives will be appointed by the Dean for 2 years, with the possibility of future reappointments. The focus of their input shall not be the representation of their own department, division or building, but impartial perspective of the academic community ensuring fairness and effectiveness in allocating funds and space at the U of T Mississauga. All other representatives are permanent members of the SPMC committee as each appointment is linked to their function within the U of T Mississauga administration. SPMC meetings will be closed. Meetings are to be attended only the SPMC committee members and invited individuals. Quorum Resources More than one third of the members entitled to vote. The Executive Secretary shall prepare SPMC Request packages for each of the submissions. This work will include identification of possible solutions, and their resource and space implications. All work will be done in cooperation with various SPMC members and the affected UTM community. Request packages will be circulated to SPMC committee members for review and priority level allocation. The Executive Secretary shall ensure that the official space inventory is updated as changes occur. Proposals by all academic units must be submitted first to the appropriate Department Chair, Institute Director, who will, if approved, submit it to the Office of the Dean. Only projects that have been validated by the Office of the Dean will be analyzed by the Executive Secretary of SPMC to prepare Request Packages for SPMC review. Note: proposals related to research activities also require the approval of the Vice Principal Research. Submission requirements Proposals from all administrative units, Office of the Registrar, and the Library must be submitted to the Senior Manager or Director, who will, if approved, submit them to the CAO. Only projects that have been validated by the CAO, will be analyzed by the Executive Secretary of SPMC to prepare Request Packages for SPMC review. Proposals by all student services units and student organizations must be submitted to the Dean of Student Affairs. Only projects that have been signed by the Dean of Student Affairs, and validated by the CAO will be analyzed by the Executive Secretary of SPMC to prepare Request Packages for SPMC review.

5 Proposals for allocation of external space require review by the Grounds Monitoring Committee. All proposals have to be submitted by mid January. Only unexpected and urgent requests will be considered at other times. SPMC application that do not require SPMC funding and new space allocation can be submitted at any time. Format of SPMC Proposal submission Each SPMC proposal must contain the following information: SPMC application Department Name Name and signature of the Chair/Director Signature of the Dean/CAO/Vice-Principal Research Contact Information ( , phone number) Funding source (if applicable) Request description, background information, possible solutions (text, graphics -min ½ page) Date of last review October, 2012 Main Meeting Schedule and Agenda All proposals have to be submitted by mid January to allow for efficient allocation of funds and space. Once the deadline passes SPMC will review only unexpected and emergency requests. All other proposals and requests for space will be reviewed the following SPMC cycle. Urgent proposals that have to be considered immediately may be circulated to SPMC members electronically for comments and approval. The Chair will report to SPMC at each meeting, the details of any proposals that have been approved between regular meetings. Other items will be added to the SPMC agenda as required.

6 SPMC Project Schedule Date October Action Report by Facilities Management and Planning on projects completed in the previous SPMC cycle. November December January February March April May Broadcast the call for submission of anticipated space issues and renovations. Deadline for submission of departmental space utilization charts. Deadline for submission of space and renovation requests. Space analysis and evaluation of space and renovation requests. Deadline for requests from Student Services. Report by Ancillary Services, Facilities Management and Planning, Student Services and Student Organizations on projects over $50,000. Approval of high priority projects. June July August Project implementation. September Notes: The proposed schedule will be reviewed on annual basis. Research proposals that do not require new space and do not require UTM central funding will be reviewed throughout the year (they do not have to follow the SPMC cycle listed above). Special SPMC meetings can be called if urgent approval or decision by SPMC is required.