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Governance and Leadership
4.14 Capital Planning Policy

4.14 Capital Planning Policy

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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: Board of Governors

Original Approval Date: June 19, 2008

Date of Most Recent Review/Revision: April 23, 2020

Office of Accountability: Vice-President: Finance and Administration

Administrative Responsibility: Facilities and Asset Management: Planning, Design and Construction

1.00 Purpose

1.01 The objective of this policy is to support the development of Wilfrid Laurier University’s physical assets by ensuring a best practice approach to physical planning, design and construction.

1.02 This policy defines the terms for carrying out the Capital Planning Process including, prioritization of Capital Projects based on the Priorities set out in the Capital Plan for the University, identification of funding sources, creation of the framework within which individual Capital Projects can evolve and establishment of the reporting and approval requirements for Capital Projects to the Board of Governors and other signing authorities as per 5.7 Signing Authority Policy.

2.00 Definitions

2.01 Campus Master Plan: Establishes a vision and framework to guide how and where the university campus will physically change in support of the University’s Strategic Plan, Academic Plan and Strategic Research Plan.

2.02 Capital Plan: An outcome of the University’s Academic Planning, Campus Master Planning and Capital Planning processes that set out the Capital Projects which the University has assigned Priority for a specified period of time and that require a source of funding. A Capital Plan provides provisional estimates of overall costs and potential sources of funding, and is implemented by Facilities and Asset Management.

2.03 Capital Planning Process: The process by which Capital Projects are assessed, prioritized, approved and implemented. The planning process informs the Capital Plan.

2.04 Capital Project: A new building, a building alteration, an infrastructure investment, or space realignment that involves more than equipment or finishes renewal and is over and above the Facilities and Asset Management maintenance operating budget, e.g. space reorganization, expansion or conversion to new uses. Significant open space projects are also Capital Projects.

2.05 Planning Principles: Planning and design directives that guide the University towards a systematic and comprehensive approach for evaluating design alternatives for buildings and grounds as identified in the Campus Master Plan.

2.06 Priority: The ranking of Capital Projects based on detailed assessment criteria that includes alignment with strategic priorities of the University, compliance requirements and funding strategies.

2.07 University Facility/Facilities: All buildings and grounds, owned, leased or operated by the University, including without limitation outdoor playing areas, athletic and recreational fields and all University residences and housing.

3.00 Jurisdiction/Scope

3.01 This policy applies to all aspects of the Capital Planning Process for all of the University’s Facilities.

3.02 All aspects of the Capital Planning Process for the University must be in accordance with this policy and other University policies, and the budget as approved by the Board of Governors.

4.00 Policy

4.01 The approach to Capital Planning is to invest in a comprehensive Campus Master Plan for each campus and to systematically establish Capital Plans that set out specific Capital Projects to be designed and built in such a way as to meet University design standards as well as present and future needs of the University community.

4.02 Campus Master Plan

4.02.01 The University will undertake a master planning review for University Facilities on a five (5) year cycle. The planning process will be chaired by the Assistant Vice-President: Facilities and Asset Management, and will involve community input from students, faculty, staff and other stakeholders.

4.02.02 The Campus Master Plan will guide the University by establishing fundamental campus Planning Principles through stakeholder consultation.

4.02.03 A Campus Master Plan may designate certain sites as Priority space for specific University units, activities or Capital Projects. The Campus Master Plan normally addresses the type and quality of public spaces on each campus and locations for growth.

4.02.04 At the completion of each review process the Board of Governors shall approve the Campus Master Plan for all University Facilities.

4.03 Capital Plan

4.03.01 The Board of Governors shall approve the Capital Plan, which is normally adopted for multi-year periods and is updated at minimum annually or as required, to reflect progress made and new or updated Priorities.

4.03.02 A Capital Plan will include provisional estimates of overall costs and potential sources of funds for each Capital Project, and is implemented by Facilities and Asset Management.

4.03.03 A Capital Plan will include all Capital Projects that are expected to be in the planning and/or implementation stage during the period of the Capital Plan.

4.03.04 A Capital Plan will include funding requirements for Facilities Renewal related projects.

4.04 Facilities Renewal

4.04.01 The Board of Governors shall receive an annual briefing on Facilities Renewal for building systems and other infrastructure to identify priority areas. The briefing on Facilities Renewal is a subset of the Capital Plan and Capital Planning Process.

4.05 Capital Planning Principles

4.05.01 The Capital Plan should be developed and implemented within the context of the Planning Principles that express the University’s commitment to the orderly and responsible development and use of its assets. Such Planning Principles extend to the development of individual Capital Projects that are integral to the academic mission of the University.

4.05.02 All Capital Projects should stand as examples of quality design, incorporating an appropriate level of functionality and responsibility towards the environment.

4.05.03 Each Capital Project should follow the intent of the comprehensive Campus Master Plan of the University.

4.06 Capital Planning Process

4.06.01 Capital Projects are initiated in response to a variety of needs and opportunities. These can include, but are not limited to, academic needs, space needs, legislative requirements, health and safety requirements, grant and partnership opportunities, protecting and retaining asset value and maintaining property quality levels.

4.06.02 The Capital Planning Process will be initiated annually at the beginning of the fall semester for assessment and prioritization.

4.07 Capital Planning Process: Capital Project Implementation

The process for implementing Capital Projects is informed by signing authority requirements as outlined in 5.7 Signing Authority Policy. For information on the Capital Project implementation process see the Procedures for Capital Planning.