Capital Projects and Space Allocation (CaPS) Committee - Terms of Reference

The Capital Projects and Space Allocation (CaPS) Committee provides a review process for proposed capital projects valued at $100,000 and up to $5 million. 

As delegated by the Vice President, Administration and Finance, projects with a value of between $100,000 and up to $5 million and all other applications that fall under the responsibility of the CaPS Committee approval may be given, following review, by a committee with the following membership: 

• Vice-President, Administration and Finance (Chair)  

• Associate Vice-President, Academic Operations  

• Associate Vice-President, Advancement Services   

• Associate Vice-President, Research Grants and Infrastructure 

• Associate Provost, Students  

• Chief Financial Officer  

• Chief Information Officer  

• Director, Real Estate & R+T Park  

• Director, Space Planning Office  

• Director, Sustainability 

• Executive Director, Facilities  

• Executive Officers (two Faculties)  

• Senior Director, Energy & Infrastructure  

• Senior Director, Planning, Design, and Construction 

QUORUM 

• Chair and 50% or more of the members. 

AREAS OF RESPONSIBILITY 

• The CaPS Committee is the monitoring, review, and approval mechanism for all capital and infrastructure renewal projects, including computing network infrastructure costing between $100,000 and up to $5 million. The CaPS Committee is further responsible for reviewing space allocations and changing space usage. 

Terms of Reference for the CaPS Committee 

• Reviews and approves all business cases, new construction, alteration and renovation projects costing between $100,000 and up to $5 million. 

• Considers strategic prioritization of projects, and reviews and recommends projects over $5 million to the Building & Properties Committee. 

• For projects requiring debt, business cases address all required considerations noted within the University’s debt policy and recommendations also consider the opportunity cost of using remaining debt capacity. 

• Reviews all space allocations, management of space, and changes of space usage. When space is to be released, the occupant is responsible for ensuring it is unoccupied and empty of furniture and equipment.  

• Reviews proposals or requests to alter University owned exterior green / open space.  

• Reviews policy, proposals and priorities for allocation and management of space and reports through the CaPS Committee to the Vice-President, Administration and Finance.  

• Reviews priorities for the annual allocation of provincial Facilities Renewal Funds (FRP) and other comparable funds provided by the Ministry of Colleges and Universities and other ministries, federal and provincial.  

• Receives current and upcoming planned deferred maintenance projects for information and feedback from the Committee on an annual basis.  

• Establishes criteria and sets priorities for design. 

• Reviews proposals for signage on University buildings and property based on Guidelines for Interior Building Signage and/or Guidelines for the Installation of Outdoor Banners and Temporary Signs standards as appropriate. 

• Reviews policies and rate schedules for new commercial and third-party use of University spaces and facilities, including leased properties. Additionally, evaluates policies and agreements for the University's leasing of commercial or third-party spaces and facilities. These assessments are conducted only when the lease extends beyond two years and exceeds a total value of $100,000. 

• Review proposals for changes to services provided by internal groups including Planning, Design, and Construction. 

Meeting Cadence 

• The CaPS Committee meets on a monthly basis from September to June and can approve projects with summer executive authority. 

Reporting Procedures 

• The Space Planning Office provides proposals and priorities for allocation and management of space and reports through the CaPS Committee. As an advisory body committed to excellence in the planning, design, and construction of projects, the President’s Advisory Committee on Design (PACOD) reviews proposed construction, renovation, landscape, interior design, and public art projects. The CaPS Committee submits an annual report for information to the President and Vice-Presidents (PVP) summarizing all approved capital projects and infrastructure renewal projects, with a value less than $5 million, undertaken on all campuses of the University of Waterloo.  

PRESIDENT AND VICE-PRESIDENTS (PVP) 

• The President and Vice-Presidents (PVP) considers the CaPS Committee annual report and recommends to Building & Properties Committee approval in principle of projects (e.g., site, space plan, overall cost and sources of funds) with a capital cost as specified in any policies related to Capital Planning and Capital Projects. The Building & Properties Committee is responsible for approving the establishment of appropriations for individual projects and authorizing their execution within the Total Project Cost.  

GOVERNANCE APPROVAL TRACK