AAPPA 2003 Workshop Space Revisited

1. AAPPA 2003 Workshop Space Revisited Charging For Space in 2003

2. A bit about Us Timeline Space ManagementPurpose & Key Policies Occupancy Agreement & Base Rent Charging Service Level Agreements & Opex Charging Teaching Space Operations & Charging Accommodation Planning & Reporting Agenda

3. 3 and a bit Campuses – City, Grafton, Tamaki and a bit at Takapuna 2 outlying Research Stations 177 ha land holdings 375,000 m2 GFA plus 25,000 during 2003 181 buildings – 150 owned 31 leased Land, buildings and work in progress make up 75 % of our total fixed assets of NZ$650M A Bit About UsOur Facilities

4. Facilities Management is Insite Work Mgmt & Cost Accounting is Maximo ERP is People Soft Financial Accounting Student Administration Project Management is Primavera Access Control is Tecom BMS is Siemens Voice is Ericsson Room Bookings is Schedule 25 Benchmarking is AAPPA A Bit About UsOur Systems

5. Timeline Insite Space Inventory System 1996-7 Charging for space starts 1998 Space Management Review 2001-2 For 2003 :-Full Market Rentals monthlyTeaching space – Hourly Charges Utilities charges based on consumptionSLAs for Operational Expenses

6. Purpose Occupancy Agreement - Rent Facilities Management - SLAs Teaching Space – Hourly Charges Space Planning / Budgeting Space ManagementPurpose & Key Policies

7. The Parties Occupancy Rights Occupancy Responsibilities Occupier Manager Compliance with Regulations Common and Communal Spaces Good Order and Discipline Financial Contribution Schedule of Space Occupied Occupancy Agreement

8. Policy Space Allocation Information Space Area Measurements Rentable Area Base Building and Fitout Charges DTZ Ltd – Rental Analysis Methodology Separation of Fitout Base Rent ChargingOccupancy Charge Handbook

9. Budget Occupancy Charges

10. The Parties Scope Building & Plant Maintenance Cleaning Grounds Maintenance Security Occupier Responsibilities Manager Responsibilities Joint Responsibilities Quality Standards Schedules Service Level AgreementGeneral

11. The Parties Scope Electricity Water (& Waste Water Disposal) Natural Gas Steam Occupier Responsibilities Manager Responsibilities Joint Responsibilities Quality Standards Schedule Service Level AgreementUtilities

12. Utility Charges

13. Teaching spaces are placed in the pool by default. PACs will keep those spaces which are specialised and inappropriate for pool use Rooms will be allocated on the basis of technological requirements and student numbers, rather than on preference or historical precedent Rooms will be charged per hour booked Faculties will receive detailed explanations of the charges incurred to assist with developing future timetables A discount structure will be set each year to encourage behaviour which maximises the utilisation of teaching spaces. The structure will be published before faculties create timetables Timetabled teaching will always take priority over other uses of teaching spaces Casual bookings will not receive the discounts available to timetabled teaching Teaching Space Policy Features

14. Teaching Space Operations

15. Charges are per hour booked Rooms will be split into 4 size bands for charging Initial targeted off peak utilisation is 15% If the PAC does not achieve target it will pay premium rates on all classes For every 1% over target off peak utilisation, PACs will receive a 4% discount up to a maximum of a 50% discount Teaching Space Charging

16. Accommodation Planning Annual Review Space Needs Analysis Accommodation Plan (10yrs) Capital Investment Plan Accommodation Planning

17. Space Reporting • Financial Report • Statistics Report • Utilisation Report • Publication of Policies, Agreements and Handbooks