1. Title of Committee: Space Management Group (SMG)
2. Status of Committee: Sub-committee of the School Management Committee (delegated from Council)
3. Responsibilities delegated to the Group by the Council, via SMC:
3.1 The Space Management Group will be chaired by the Pro-Director Planning and Resources (CFO). This group will allocate space on behalf of the School and assess requests for additional space for approval.
3.2 The group will develop space norms for approval by the School’s Management Committee and will utilise these in administering the space allocation.
3.3 The Group ensures that space utilisation data is collected (in accordance with HESA requirements) from the School and seeks to ensure a balanced and equitable use of space across the portfolio.
3.4 This Group must oversee potential space charging processes with Finance Division.
3.5 This Group must oversee the planning of the accommodation for approved new staff within academic units and services through the work of the Planning Unit, resulting from typically Annual Monitoring (AMR), Academic Planning Resources Committee (APRC) and Major Academic Initiatives (MAI). In addition this Group will consider ad hoc accommodation requests to the School.
3.6 The Group is to seek to ensure that all opportunities for increased efficiency and utilisation of space are taken up, incorporating the necessary standards for new and refurbished premises.
3.7 To monitor initiatives, priorities and progress in relation to space management and the development of the School-wide Accommodation Plan, in liaison with appropriate School committees.
4. Authority delegated from the SMG:
Reference is to be made to the general Scheme of Delegation;
Thresholds of expenditure for alterations under £25,000 within Departmental budgets
Thresholds of expenditure beyond Departmental budgets but within the authority of the Director of Estates (DoE)
Thresholds of expenditure within the authority of the CFO and FD, beyond that of the DoE
Thresholds requiring FC approval
Additionally items that are of significant political sensitivity may be brought for SMG decision.
5. Arrangements for the Group to report on the exercise of its delegated authority:
5.1 The Group shall report significant decisions to the SMC, and further committees where relevant (Finance Committee, Estates Strategy Committee and/or Council) following each occasion on which it takes action under 4.2.1 of a key financial or key organisational nature.
5.2 The SMG will submit a report on key activity on a termly basis to SMC and additionally as required with regard to any specific decision of significant impact.
6. Arrangements for the performance of the functions, duties and responsibilities delegated:
6.1 The business of the Space Management Group may if necessary be conducted through telephone or e-mail (virtual) and subject to the Chair’s requirements be acted upon as if quorum had been reached.