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University of Waterloo
Board of Governors
BUILDING & PROPERTIES COMMITTEE
Notice of Meeting
Date: Friday, 10 March 2017
Time: 1:00-3:00 p.m.
Place: Needles Hall, Room 3043
*material attached
OPEN SESSION Action
1. Declaration of Conflicts of Interest
2. Minutes of the 20 January 2017 Meeting* (Gamble)
3. Business Arising from the Minutes
(a) Updated Work Plan Execution Plan* (Gamble)
4. Capital Financing Commitments and Construction Status (Huber)
(a) Building & Properties Finance Summary - March 2017*
(b) Construction Status Report – March 2017*
(c) Capital Financing Commitments – April 30, 2016*
5. Student Life Centre/Physical Activities Complex Addition
Tender Award (Huber)
6. Other Business
7. Next Meeting: Friday 19 May 2017, 1:00-3:00 p.m., NH 3043
Declaration
Decision
Information
Information
Decision
2 March 2017 Nadia Singh, Associate University Secretary
Secretary to the Committee
Building & Properties Committee, 10 March 2017 - Page 1 of 12
CONFIDENTIAL SESSION
8. Declaration of Conflicts of Interest
9. Minutes of the 20 January 2017 Meeting* (Gamble)
10. Business Arising from the Minutes
11. Other Business
Declaration
Decision
2 March 2017 Nadia Singh, Associate University Secretary
Secretary to the Committee
Building & Properties Committee, 10 March 2017 - Page 2 of 12
IN-CAMERA SESSION
12. Declaration of Conflicts of Interest
13. Minutes of the 20 January 2017 Meeting* (Gamble)
14. Business Arising from the Minutes
15. Committee Self-Assessment Survey*
16. Other Business
Declaration
Decision
Discussion/Complete
2 March 2017 Nadia Singh, Associate University Secretary
Secretary to the Committee
Building & Properties Committee, 10 March 2017 - Page 3 of 12
University of Waterloo
Board of Governors
BUILDING & PROPERTIES COMMITTEE
Minutes of the 20 January 2017 Meeting
[in Agenda order]
Present: Catherine Booth*, Robert Bruce*, Tara Collington, Murray Gamble, Chris Lolas
* by telephone
Administration: Dennis Huber, Ian Orchard
Guests: Harry Bakker (4), Dan Parent, Alice Raynard (4)
Secretariat: Mel Knox, Nadia Singh
Regrets: Martha George**, Michael Stork**
**electronic votes received prior to meeting date
Organization of Meeting: Murray Gamble, chair of the committee, took the chair, and Nadia Singh,
secretary of the committee, acted as secretary.
The chair welcomed members to the meeting. The agenda was approved by consensus as circulated.
OPEN SESSION
1. DECLARATION OF CONFLICTS OF INTEREST
No conflicts of interest were declared.
2. MINUTES OF THE 21 NOVEMBER 2016 MEETING
The committee heard a motion to approve the minutes of the meeting as distributed.
Lolas and Collington. Carried.
3. BUSINESS ARISING FROM THE MINUTES
There was no business arising from the minutes.
4. STATUTORY COMPLIANCE
Raynard provided an overview of the Report. She indicated that no issues of material non-compliance
were raised with the exception of one area of non-compliance identified by the Director of Safety, which
has since been corrected, and one area of non-compliance identified by the Executive Director of
Facilities, which Plant Operations has been working diligently towards correcting in consultation with the
City of Waterloo.
5. CAPITAL FINANCING COMMITMENTS AND CONSTRUCTION STATUS
a) BUILDING & PROPERTIES FINANCE SUMMARY JANUARY 2017
Huber presented the Building & Properties Finance Summary to the committee, including an update on
the status of payments on the Blackberry buildings, the student residence and Engineering 7. He noted
that the potential debt related to the Field House project was included in the summary. Members
discussed the University’s credit rating and rough estimates of the cost of the debt to the University.
Building & Properties Committee, 10 March 2017 - Page 4 of 12
b) CONSTRUCTION STATUS REPORT – JANUARY 2017
Huber presented the Construction Status Report and noted that the Report reflects the projects in progress,
and includes the proposed Field House project.
c) CAPITAL FINANCING COMMITMENTS – APRIL 30, 2016
Huber provided an overview of the document and noted the University’s continued commitment to the
protection of green spaces.
6. REAL ESTATE HOLDINGS LIST – DECEMBER 1, 2016
Huber provided the committee with the list of University of Waterloo Real Estate Holdings, including
sites owned by the University and sites leased by the University.
7. RECOMMENDATION – FIELD HOUSE
a) REPORT TO THE BUILDING & PROPERTIES COMMITTEE
Orchard provided the committee with background information on the project. He noted that the project is
being proposed in light of student feedback requesting more student activity space. Orchard noted that
the space is being designed with future expansion and development in mind.
The committee heard a motion to recommend to the Board of Governors the design and construction of
the $15 million Field House facility to be located north of varsity field and designed by Walter Fedy
(Architects).
One member expressed concerns over the current infrastructure of the Columbia Icefields, noting that the
infrastructure will become more strained with the development of the Field House. In response it was
noted that the planning and development of the Field House will take this into account, but this issue may
have to be addressed in a separate plan. There have been no specific discussions on this topic, or on
future funding. Members were in support of the design plan supporting future growth. Members
discussed the funding of operating costs and were told that this funding will be discussed in the future.
Collington and Lolas. Carried.
b) FIELD HOUSE SITE PLAN
Provided for information.
8. COMMITTEE TERMS OF REFERENCE
The committee reviewed its terms of reference. No changes were deemed necessary. The committee
heard a motion to make no modification to its terms of reference.
Lolas and Collington. Carried.
9. COMMITTEE WORK PLAN
Gamble gave an overview of the work plan. The committee heard a motion to approve its work plan for
2017/2018.
Lolas and Collington. Carried.
10. COMMITTEE WORK PLAN EXECUTION PLAN
The committee received the work plan execution plan for information. Singh will expand the work plan
for 2017/2018 year for the information of committee at the next meeting.
Building & Properties Committee, 10 March 2017 - Page 5 of 12
11. OTHER BUSINESS
There was no other business.
12. NEXT MEETING:
The committee is scheduled to meet on Friday, 10 March 2017, 1:00 p.m. to 3:00 p.m., Needles Hall,
Room 3043.
The committee convened in confidential session.
23 January 2017 Nadia Singh
Associate University Secretary
Secretary to the Committee
Building & Properties Committee, 10 March 2017 - Page 6 of 12
1 March 2017
Task Frequency 16/01/15 16/03/11 16/05/20 16/11/21 17/01/20 17/03/10 17/05/19 17/10/13 18/01/19 18/03/09
Campus Master Plan (as
needed)
annuall l l
Capital financing
commitments and
construction status
each
meeting l l l l l l l l l l
Committee self-assessment
survey results
annuall l l
Environmental
sustainability practices
annuall l l
Maintenance program and
energy conservation efforts
annual
l l l
Orientation/tour of campus as requiredl l
Development projects five-
year plan l l
Committee terms of
reference
annuall l l l
Statutory compliance annual l l l
University of Waterloo real
estate holdings
annuall l l
Committee work
plan/special topics;
orientation/briefing
requirements
annual
l l l
University of Waterloo
Board of Governors
BUILDING & PROPERTIES COMMITTEE
Work Plan Execution
Building & Properties Committee, 10 March 2017 - Page 7 of 12
Report to the Building & Properties Committee
Capital Financing Commitments
March 2017
The Building & Properties Committee reviews the summary of Capital Financing Commitments at each
meeting.
Highlights during fiscal 2016/17:
- Year-to-date, the University has paid down approximately $8.1m of the debt related to the
acquisition of the 5 BlackBerry buildings
- Approximately $1.5m of the externally financed debt for the student residences will be
retired by April 30, 2017
- Approximately $3m of the unfunded balance on the recently completed HH In-Fill project
will be funded by the Faculty of Arts’ graduate growth funding from the Province
- $10.25m of the $20.5m vendor-take-back mortgage for the BlackBerry buildings was retired
in February 2017 and has been internally financed
- The $15m Field House project will be funded with operating funds and will be financed over
10 years or less (increases the University’s total financing exposure by ~5%)
- The University remains well within its approved policy limits and below the 4.0% maximum
for principal and interest payments
- The financing position for each project as of April 30, 2016 is attached
Dennis Huber
Building & Properties Committee, 10 March 2017 - Page 8 of 12
Construction Status Report
Mar-17
$000s
Original Current Procurement percent Original Estimated
Projects Budget Approved Budget Method Contractor complete Schedule Completion Risks/Status
In-Progress
Student Residence 47,500 47,500 design/build Melloul Blamey 81% summer 2017 summer 2017 main structure complete; mechanical/electrical and interior finishes ongoing
Engineering 7 88,000 88,000 lump sum Ellis Don 50% Summer 2018 Summer 2018 curtain wall and mechanical/electrical ongoing; interior fit out underway
SLC/PAC Addition 34,000 34,000 lump sum TBD 0% Summer 2018 tenders close March 1
North Campus Field House 15,000 15,000 lump sum TBD 0% Fall 2018 in design
184,500 184,500
Building & Properties Committee, 10 March 2017 - Page 9 of 12
University of Waterloo
Capital Financing Commitments
April 2016
($000s)Planned Lease Currently Estimated
Capital Completion Total Funding Externally Lease-Back Internally Amortization
Project Date Budget Available Financed Financing Financed Period Comments
Completed
Residence 18,983 11 years recovery through student residence feesResidence - Reids Townhouses 22,000 37 years minimum $6 million lease commitments; recovery through student residence feesEngineering 5 and 6 and DWE Renovations 19,871 $3.7 million in pledges; Student Endowment $0.14 million; faculty operating fundsHealth Services Addition/Renovations 5,862 < 12 years compulsory undergrad and grad student fees; donationsFederation Hall Renovations 1,509 3-4 years Food Services annual operating surplusesBlackberry Buildings (5) 20,500 10,799 7 years operating fundsScience Expansion Building 11,787 $10 million in pledges; faculty operating funds
Completed Total 39,483 22,000 49,828 111,311
Funding Status
Total Funding Committed Future Currently
Budget On-hand Funding Unfunded
In-Progress
Applied Health Sciences Addition 2016 18,639 11,527 - 7,112 faculty operating funds; donationsHagey Hall- Courtyard Infill 2016 8,350 4,922 200 3,228 faculty operating funds; donations; grad capital; $.2 million from Arts Student EndowmentStudent Residence 2017 47,500 15,000 32,500 30 years residence feesEngineering 7 2018 88,000 3,490 76,229 8,281 $33.6 in pledges; $10 million operating funds; faculty operating fundsStudent Life Centre and PAC Addition 2018 34,000 - 34,000 $24 million compulsory undergrad and grad student fees; $10 million operating funds In-Progress Total 196,489 34,939 142,929 18,621 161,550
Debt policy: Annual P&I < 4% of annual gross revenueTotal 272,861 $273 million debt P&I payments =2.8% of gross revenue
Building & Properties Committee, 10 March 2017 - Page 10 of 12
University of Waterloo
Board of Governors
BUILDING & PROPERTIES COMMITTEE
Minutes of the 20 January 2017 Meeting
[in Agenda order]
CONFIDENTIAL SESSION
The confidential minutes have been removed.
23 January 2017
Nadia Singh
Associate University Secretary
Secretary to the Committee
Building & Properties Committee, 10 March 2017 - Page 11 of 12
University of Waterloo
Board of Governors
BUILDING & PROPERTIES COMMITTEE
Minutes of the 20 January 2017 Meeting
[in Agenda order]
IN-CAMERA SESSION
The in-camera minutes have been removed.
23 January 2017
Nadia Singh
Associate University Secretary
Secretary to the Committee
Building & Properties Committee, 10 March 2017 - Page 12 of 12
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