(as of September 14, 2023)
Mandate
The Campus Design and Development Committee (“the CDD Committee”) is the body which provides oversight and approval authority for the capital planning and capital budgeting process at The University of Toronto Scarborough (“UTSC”) within the framework of the campus master plan and in alignment with UTSC’s strategic priorities. The CDD Committee is accountable to the UTSC Vice-President and Principal.
The CDD Committee receives its mandate from the University Policy on Capital Planning & Capital Projects (“the Policy”). The Policy provides authority to the CDD Committee to approve capital projects up to a delegated limit. The Policy outlines the approval process for capital projects which exceed the delegated limit and the role of the CDD Committee, campus governance bodies and University-wide governance bodies in the approval of such projects. Any changes to the Policy affecting the delegated authority are deemed to be incorporated into
these terms of reference, pending a formal update.
Scope of Authority
The Policy establishes three financial thresholds for capital projects
- Approval Level 1 for projects with a value between $100,000 and up to $10 million
- Approval Level 2 for projects with a budget of greater than $10 million and up to $50 million
- Approval Level 3 for projects exceeding $50 million
The CDD Committee receives, reviews and has the authority to approve Level 1 project applications for the renovation of existing facilities, infrastructure renewal, computing network infrastructure and security systems within the scope of its delegated authority, including the approval of funding sources, excluding borrowing.
The CDD Committee may recommend Level 2 and 3 projects for approval by Campus Council and other governing bodies where the project cost exceeds its delegated authority or where borrowing is required.
Level 3 projects require greater approval oversight than Level 2 projects, as outlined in the Policy.
The CDD Committee receives recommendation of space allocation and space use changes from the Space Planning Committee (SPC). The CDD Committee has the authority to approve space allocation and space use changes across campus.
The CDD Committee delegates oversight of approved Level 1 capital projects to the Capital Projects Operational and Progress Review Group (OPRG), which monitors capital projects in the approval pipeline and in progress until they are completed and financially closed.
Membership
The Campus Design and Development Committee provides a process for approval of proposed capital projects valued at $100,000 and up to $10 million and all other applications that fall under the responsibility of the Campus Design and Development Committee, following review, by a committee with the following membership:
Voting Members
- Vice-President and Principal (Chair)
- Chief Administrative Officer
- Vice-Principal Academic and Dean
- Vice-Principal Research and Innovation
- Dean of Student Experience and Wellbeing
Non-Voting Members
Non-voting members regularly making recommendations and providing support to the Committee include:
- Campus Architect/Director, Architecture, Planning and Project Development
- Director, Facilities Management and Capital Projects
- Senior Director, Financial Services
- Director, Business Operations and Campus Development
- Senior Director, Informational and Instructional Technology
- Financial and Budget Analyst, Financial Services (Committee Secretary)
Project proponents may be invited to present their projects when seeking approvals from the CDD Committee.
Sub-Committees
a. Capital Projects Operational and Progress Review Group (OPRG)
A Capital Projects Operational and Progress Review Group (OPRG) is established for coordination and execution of projects. This Group, comprised of ex-officio members, is not a decision-making body.
- Chief Administrative Officer (Chair)
- Assistant Dean, Office of the Vice Principal Academic and Dean
- Director, Office of the Vice Principal Research and Innovation
- Campus Architect/Director, Architecture, Planning and Project Development
- Director, Facilities Management and Capital Projects
- Senior Director, Financial Services
- Senior Director, Campus Safety
- Senior Director, Information and Instructional Technology Services
- Director, Business Operations and Campus Development
- Assistant Director, Engineering and Physical Plant
- Assistant Director, Business Operations, Financial Services
- Assistant Director, Project Management and Development, DCM
- Assistant Director, Campus Safety Operations (EHS)
- Manager, Security Systems and Services, Campus Safety
- Financial and Budget Analyst, Financial Services (Committee Secretary)
b. Space Planning
A Space Planning Sub-Committee is established for review of space allocation and space use changes, and makes recommendations to the CDD Committee for approval.
Meetings
The CDD Committee meets on a quarterly basis. Secretarial supports are provided by Financial Services.
The Capital Projects Operational Group meets on a quarterly basis. Secretarial support is
provided by Financial Services.
The Space Planning Sub-Committee meets on a quarterly basis. Secretarial support is provided by Design and Construction Management.
Additional meetings may be called by the respective Chair to address urgent urgent project requests.
Quorum and Voting Procedures
50% of members shall constitute a quorum for each group. A simple majority of voting members in attendance and voting shall be required to approve decisions and recommendations.
CDD Committee approval will be completed by voting and the minutes will serve as the approval document. Urgent project requests, in-between meetings, will be given consideration through an accelerated email approval process.
Criteria for Approvals
Level 1 Projects
Prioritization of projects is to be considered on the merit of the following:
- Alignment with Strategic Plan
- Alignment with Academic Plan and Academic Priority
- Alignment with Research Planning and Priority
- Funding availability
Projects are to be reviewed and prioritized annually by the CDD Committee for consideration of funding prior to annual budgeting.
Projects funded through the annual budget process (Planning & Priorities) are to be reviewed by the CDD Committee for priority scheduling and implementation.
Ad-hoc projects may be considered by the CDD Committee on a one-off basis, where funding is identified.
If a Project Request is declined, the CDD Committee may instruct the appropriate staff to review the proposal with the applicant with the purpose of amending the application and or scope to achieve CDD Committee approval.
Level 2 and 3 projects
Level 2 and 3 projects are to be reviewed by the CDD Committee and recommended for approval by Campus Council and other governing bodies as set out in the Policy.
Prioritization of projects is to be considered on the merit of the following:
- Alignment with Strategic Plan
- Alignment with Academic Plan and Academic Priority
- Alignment with Research Planning and Priority
- Funding availability
Annual Review and Reporting
All projects that fall within the authority of the CDD Committee are to be reported annually, in June, to UTSC Campus Council and Capital Projects and Space Allocation Committee (CaPS) for information.
Data is to be compiled and included in an annual report, including for all approved projects:
i. Budget (original approval and subsequent approvals)
ii. Schedule (planned and at completion)
iii. Vendor/Contractor evaluation (at completion)
The following chart illustrates how applications proceed the through approval and implementation process.
Appendix 1: CDD Application Approval Process
Application Process – Renovation Projects
For assistance and questions regarding the CDD Process please contact cddprojects@utsc.utoronto.ca