F 2009 31 Finance and General Purposes Committee 4 March 2010 For decision Report of the ESTATES COMMITTEE 19 January 2010 F&GPC is invited to endorse the attached Carbon Management Plan for approval by Governors. Section 6 below sets out further details. For report 1 BIRKBECK STRATFORD 1.1 Estates Committee received an update on progress in the Stratford campus building initiative. 1.2 In December, the University of East London (UEL), together with Birkbeck, had successfully bid for a further 4M grant from the HEFCE Strategic Development Fund. 1.3 It was reported that Birkbeck s Governors had noted the possibility that decisions following the outcome the bid would need to be made before their next scheduled meeting; and delegated authority for the decision to proceed with the project to a group of senior Governors. A meeting was being convened. 1.4 Subject to Governors approval and receipt of the formal award letter, the necessary elements are in place for the building project to go ahead. The cost of the project will be shared as follows: Birkbeck 7M UEL 14M HEFCE - grant 7M HEFCE repayable loan 1M LTGDC 4M Total funds 33M 1.5 Birkbeck and UEL have agreed to divide their share of the capital cost one-third to twothirds, reflecting the planned allocation of space in the building. It is proposed that the 1M repayable loan from HEFCE is funded by Birkbeck and UEL in the same proportions. 1.6 As reported last term, Birkbeck s contribution of 7M will be funded from a combination of sources including fundraising, capital grant and cash balances/reserves. 2M is available from the current capital programme budget and it is anticipated that a significant amount of the remaining balance will be resourced through fundraising. Discussions with two potential donor organisations are taking pace. Confirmation that the project has moved from the planning stage to live status will be a key factor in securing the commitment of these and other donors.
1.7 Noting that some of the funds earmarked for Stratford are from the HEFCE Capital Infrastructure Framework (CIF) allocation, the Committee explored the risk of clawback following recent announcements about HE funding cuts. It was reported that Birkbeck s capital programme was being funded partly by CIF and partly by donor funding and that as much of the CIF funding has already been drawn down from the funding council, clawback is unlikely. 1.8 A design brief for an 8,300 metre² building at Stratford has been developed. The next stage is pre-construction and it has been agreed that UEL will act as lead partner, although all decisions relating to the project will be made jointly. A Project Board chaired Birkbeck s Director of Estates will meet on a regular basis to oversee design and construction. 1.9 Negotiations are under way to confirm the appointment of the design team led by Make architects, cost consultants Gleeds and project managers Gardiner and Theobald. The plan is to secure planning consent in and hand over the completed building in time for the 2013-14 academic year. 1.10 Plans for Birkbeck s dedicated space in the building include seminar rooms, IT teaching rooms and library resource areas. Estates Committee heard that Birkbeck s Schools would be consulted on the facilities and design of the building. It asked Executive Deans to identify potential requirements for facilities in Stratford, including activities identified during the development of School strategic plans. 1.11 Birkbeck and UEL are negotiating a formal co-operation agreement to govern the ownership and operation of the building. 1.12 As reported previously, negotiations for purchase of a long land lease from Newham Council are ongoing and a price of 0.75M has been agreed. The detailed Heads of Terms of the lease are now under development with the aim of completing the deal in the early part of this year. 2 RUSSELL SQUARE 2.1 Birkbeck and the Wiener Library are in the final stages of confirming the lease agreement for the Wiener s accommodation at 29 Russell Square. 2.2 Estates officers have been working with a quantity surveyor on options for the refurbishment of the other houses. Estates Committee heard that the condition of the Georgian houses 27 and 28 make it unlikely that planning permission for a lift will be granted. Instead, a planning application for minor changes to 27 and 28 Russell Square will be made to Camden Council, to provide circa 20 offices in time for the 2010-11 academic year. 2.3 The possibility of carrying out more extensive work in 25 and 26 Russell Square is being evaluated. This could include one or more of a lift, common reception area and internal access between 26 and 27, which would increase access to large rooms in 27 suitable for teaching. The benefits of this must be weighed against the costs given that resources are limited; and against the risk that a protracted planning permission process will lead to delays in occupying the space. 2.4 Discussions with Camden s conservation officer on the potential planning application for 25-26 are also taking place. As was the case with the planning application for lift installation
in the Wiener s premises at 29 Russell Square, these discussions take in the benefits of accessibility, including wheelchair access; and the need to preserve the historical fabric of the listed building. 2.5 Options are being evaluated and costed and discussions are taking place with the School of Social Sciences, History and Philosophy who will be the occupants of 25-28 and 30 Russell Square. The Committee noted the need to minimise disruption for School staff and to move them into their new accommodation as soon as possible and at a time which will not disrupt teaching. 2.6 The outcome of these discussions may lead to a revision of the capital programme budget agreed last term, but any variation will be within the overall envelope of 16M. A further report will be made next term. 3 GORDON SQUARE 3.1 Birkbeck has now taken possession of the space acquired through the accommodation exchange with UCL previously reported. Over the remainder of this academic year, the heating system will be replaced and the building infrastructure refurbished and, in a sequence of moves staff in the School of Arts will be brought together at Gordon Square. 3.2 The work being carried out is intended as a long term investment for the Birkbeck estate intended to resolve longstanding issues with the heating at Gordon Square. 3.3 Estates officers and School of Arts staff were thanked for their consideration and cooperation in planning and carrying out the moves. 4 SENATE HOUSE NORTH BLOCK 4.1 As previously noted, the University gave Birkbeck formal notice to vacate Senate House North Block (SHNB) in summer 2009 but did not enforced the notice. The University was issuing short-term ad-hoc rental extensions, although it was reported that an agreement for Birkbeck to stay until summer 2010 has been reported to University committees. 4.2 Estates Committee heard that Birkbeck s planning is being done on the basis that the Departments of Computer Science and Psychological Sciences will move out of SHNB and into Malet Street accommodation by 31 July 2010. 4.3 As reported in October, the matter of the University compensating Birkbeck for relinquishing SHNB space is being pursued through negotiation at Head of Institution and Governor/Trustee level. It was reported that Master would be discussing the matter with the University s Board of Trustees. 4.4 As an alternative to cash, the possibility of property as compensation has been raised. Discussions related to this are currently focused on the University s agreement to lease the house at 31 Tavistock Square to SOAS, with the possibility of an agreement for Birkbeck to secure a sub-lease. 5 MALET STREET 5.1 The Committee heard that discussions with the relevant Schools and Departments on Malet Street relocations are in train. This involves the departments of Geography Environment and Development Studies, Computer Science and Psychological Sciences.
These moves will take place after and are therefore contingent on moves of Social Science, History and Philosophy staff into Russell Square. 6 ENERGY AND ENVIRONMENTAL MANAGEMENT 6.1 Estates Committee received a report on energy and environmental management initiatives in the College and considered a proposed carbon management plan. 6.2 The College has secured a 500K interest free loan funding from Salix (a company funded by the Carbon Trust which supports public sector to reduce energy consumption) related to improving the energy-demanding electrical heating system at Russell Square and Gordon Square as well as energy saving enhancements for the new data centre being constructed in the main building basement. 6.3 The Committee discussed HEFCE s proposed criteria for the next round of CIF funding to be linked to criteria for improvement of the condition of the estate and environmental and energy performance. 6.4 Energy use in the College has increased since 2005 and this issue must be addressed. The proposed Carbon Management Plan included carbon reduction targets against a 2006 baseline of 15% by 2012 and 50% by 2020. It was reported that the planned next phase of building work including the work described in 6.2 above should enable the College to meet the first phase of the commitment. 6.5 As well as energy, the plan covers travel, procurement and raising staff awareness of the need to reduce energy use (through use of lighting, lifts, electrical appliances etc). 6.6 Members noted that this was a major challenge in view of the College s planned expansion, requiring it to reduce energy use at the same time as it was planning to teach more students. Estates Committee discussed measures to offset this including improving efficiency of use of teaching and office space; alternative teaching patterns including blended and distance learning; and raising student as well as staff awareness of the energy implications of travel. 6.7 As reported at the last meeting, Birkbeck is working with other Bloomsbury Colleges on shared energy and environmental management posts. The Committee heard that an Energy, whose core job is to manage the shared Central Heat and Power contract, has been appointed and that four Colleges have agreed to work together to appoint an environmental manager. 6.8 Estates Committee endorsed the Carbon Management plan, which is attached as Appendix A. F&GPC is invited to endorse the plan for approval by Governors. 7 TEACHING SPACE AND MEDIA SERVICES REVIEWS 7.1 Estates Committee noted the establishment of Strategic Review projects to review the planning and allocation of teaching space and the provision of media services, including audio visual services in teaching space. 7.2 The Committee emphasised the need to consider levels and quality of service and space as well as costs. This was an important factor in the student experience especially as the College was also pursuing a strategy to increase tuition fees.
7.3 The Committee also noted the need to ensure effective consultation with academic staff as users of the facilities and services; and to take into account quality of space and facilities in teaching space hired from other institutions. 7.4 The Committee endorsed the initiation of these projects and will monitor their progress. 8 ESTATES PROJECTS 8.1 The Committee received report on progress in agreed Estates projects, noting that they were progressing according to plan and that spending was within the agreed budget allocations. 9 LONG TERM MAINTENANCE 9.1 The Committee received and was satisfied with its regular report on the Long Term Maintenance programme for 2009-10. 10 OPERATIONAL ESTATES MANAGER 10.1 Estates Committee noted that this was the last meeting for the s Martin Gummer, who was about to take up the post of Director of Estates at Westminster Kingsway College. The Committee thanked Mr Gummer for his work which had had a lasting impact, in particular improving accessibility of the buildings. David Latchman (Chair) Keith Harrison (in the Chair for this meeting) February 2010
F 2009 31 Appendix A BIRKBECK CARBON MANAGEMENT PLAN JANUARY 2010 Introduction This document describes Birkbeck Colleges detailed Carbon Management Plan. This Plan will be used to assist in the attainment of Birkbeck College overall 2020 carbon emission goals. Further iterations of the Plan will address 2050 targets. Martin Gummer,, has overall responsibility for the of the Carbon Management Plan. Relevant training will be provided for all parties to support achievement of these targets. Necessary resources will be approved through the Birkbeck Estates Committee. Organisational Structure Organisational Structure Targets Responsibility for energy management placed with Estates and Facilities Appointment of shared Energy and Environment s Job description compiled for Energy and Environment s Provision of annual recurrent budget for investment in energy efficiency Regular management meetings to review energy use Establishment of Green Teams Management Commitment and Energy Director of Estates and Facilities Director of Estates and Facilities Completed: May 2007 April 2010 Completed: Jan 2009 Commenced September 2006 and continuing as required thereafter October 2007 and continuing Birkbeck is committed to the efficient use of energy. Its energy policy targets and dates for achieving those targets are given below: Energy Policy Targets completion Carbon Management plan agreed and adopted Governors February 2010 Revised Energy Policy adopted by Birkbeck Governors Governors February 2010 Policy promulgated to all staff and students April 2010 Quantitative energy consumption and carbon emission targets adopted Governors February 2010
Annual report prepared Date for revision of Carbon Management plan Completed: May 2009 and reported annually thereafter. January 2013, and triannually thereafter. Energy consumption and carbon emission targets Targets for the reduction of energy consumption and carbon emissions are given separately for existing buildings and for new buildings. Targets for existing buildings are given compared to carbon emission in financial year (FY) 2006/07. Actual electricity consumptions will be used to calculate compliance with targets, but gas consumptions will be corrected for the influence of year-to-year variations in weather conditions using the degree-day methodology. Degree-day corrected gas consumptions will be used in the calculation of carbon dioxide emissions. Energy consumption and carbon emission targets Achieve a reduction of least 15% in scope 1 and 2 carbon emissions (compared to 2006) by 2012 Achieve a reduction of at least 50% in scope 1 and 2 carbon emissions (compared to 2006) by 2020 Achieve carbon neutrality (after allowance for permitted carbon trading and offsetting) by FY 2050 1 Ensure that designs for new non-residential buildings or major refurbishments are assessed using the Higher Education BREEAM Assessment methodology. Only proposed designs rated as very good, or better will be accepted. Ensure that designs for new residential buildings or major refurbishments are assessed using the Code for Sustainable Homes. Proposed designs must have carbon emissions giving at least level 3 compliance until 2012, at least level 4 from 2013, and level 6 by 2016. 2 Year-on-year comparisons will be made to ensure that progress is being made towards 2012 and 2020 targets Director of Estates and Facilities Director of Estates and Facilities, Energy and School s FY 2012 FY 2020 FY 2049/50 From From October 2010 and annually thereafter Travel Birkbeck has recognised the importance of Green travel planning and a green travel co-ordinator was appointed in 2005. Measures to identify and control carbon emissions from transport are given below: 1 The targets for reduction in emissions of carbon match those given in the HEFCE document Consultation on a Carbon Reduction Target and Strategy for Higher Education in England, 2009. 2 Targets for residential buildings are those that are expected to be required in Building Regulations for 2010, 2013 and 2016.
Procedures for Monitoring and Analysing Travel Appoint Green Transport Co-ordinator Governors Completed: 2005 Actively promote walking, cycling and the use of public transport for staff, students and visitors travelling to Birkbeck Incorporate green travel information including rail, tube, bus, cycle and pedestrian routes into the prospectuses and brochures issued to staff, students and visitors. Progressively reduce provision of car parking spaces Survey staff and student travel to Birkbeck, and on Birkbeck business to determine annual carbon emissions Ensure that travel surveys are undertaken on a tri-annual basis Calculate CO 2 emissions from travel tri-annually, and compare with datum values Green Transport Coordinator Green Transport Coordinator Facilities Green Transport Coordinator Green Transport Coordinator Energy and / or Environment Completed: 2005 and continuing Completed: 2005 Continuing From July 2010 From July 2010 From July 2010 Energy information systems The procedures for monitoring and analysing energy consumption are described below: Procedures for Monitoring and Analysing Energy Use Regular collection of monthly energy consumption data from site meters Ensure that energy data from meter readings is compared with utility bills Identify buildings where additional metering is required to enable comparisons with targets to be made Analysis of monthly and annual gas consumption against degree days Analysis of daily and weekly electricity consumption patterns using half-hourly data Ensure that energy surveys are undertaken on a tri-annual basis Calculate CO 2 emissions annually, and compare with datum values and Energy and Energy From present From present July 2010 Energy Energy Energy Energy Surveys of all premises in summer 2006. To be resurveyed in 2010. From December 2006: continuing
Staff Involvement The measures required to maximise the energy savings available from good housekeeping through the involvement of staff and students are detailed below: Involvement and Training of Staff and Students Identify specific training requirements for staff key to reducing energy use. (Maintenance, boilerhouse, security, building managers etc) Ensure that new contracts for maintenance providers include requirements to identify and reduce energy waste Identify training requirements for wider staff involvement Prepare and present material for bi-annual energy awareness campaigns, for key staff and wider Birkbeck Community Ensure that energy awareness training is included in new Estates staff induction Set up reporting systems for energy waste and suggestions e.g. lights on, water leaks, doors and windows left open etc. Ensure that all students receive a guidance note on appropriate good housekeeping measures and information on Birkbeck College carbon management plan and its targets September 2010 Energy and School s December 2009