Minutes: RPPC, November 26, 2012

REPORT OF THE UNIVERSITY OF TORONTO MISSISSAUGA MEETING OF THE RESOURCE PLANNING AND PRIORITIES COMMITTEE of Erindale College Council held on Monday, November 26, 2012 at 2:10 p.m., Room 3214 William G. Davis Building

Present: L. Bailey (in the Chair), D. Saini, P. Donoghue, C. Capewell, D. Crocker, U. Krull, C. Thompson, A. Lange, B. Schneider, T. Conway, P. Goldsmith, J. Lim
Regrets: A. Mullin, A. Galasso,
In attendance:  A. Birkenbergs, M. Berger, S. Borg, H. Gunz, A. Lopatriello, B. McFadden, D. Mullings, M. Overton

1.  Approval of Minutes of the Previous Meetings (October 29, 2012)

The report of the previous meeting was approved.

2.  Reports of Committees and Officers:

a)  Ancillary Budgets and Financial Plans: For Approval

i.  Parking Services – Christine Capewell, Director of Business Services

Ms. Capewell referred members to the parking services management report and budget, distributed with the meeting agenda and attached hereto as Appendix A (Management report and budget). 

She noted that Reserved, Premium Unreserved and Unreserved permit prices will increase by 3%, as planned and that Pay & Display prices will not increase.  Last year it was estimated that UTM would need an extension on the parking deck by 2016.  She reported that this year, a more detailed analysis, combining statistics on wait lists, net usable spaces and enrolment growth patterns, yielded the same conclusion:  UTM will still need an extension on the parking deck by 2016.

She referred members to the statement of reserves, which shows that the ancillary will be accumulating funds towards a parking deck extension:  by 2016, approximately $3.5M will be accumulated towards the projected $8.6M cost of the deck.   With respect to the shortfall that results, Ms. Capewell pointed out that UTM does not as yet have confirmation of UTM’s borrowing capacity with respect to this project;  this will need to be carefully monitored in the next few years.

It was duly moved and seconded,

THAT the Parking Services Operating Plan and Management Report for 2013-14 be recommended to Erindale College Council for approval.  (C. Capewell/ U. Krull)

The Chair opened the floor to discussion.

The President of UTMSU reported that he had many meetings with Ms. Capewell about the budget and that he understood the underlying issues.  However, he noted that students could not support the parking fee increase.  He suggested that there be more coordination of class scheduling to ensure the most efficient use of existing spaces.

The motion was carried.

ii.  Residence – Dale Mullings, Director Residence and Student Life

Mr. Mullings referred members to the residence management report and budget, distributed with the meeting agenda and attached hereto as Appendix B (Management report and budget). 

He reported that for the 2012-13 operating plan forecast, the Operating Result Before Transfers for the UTM department of Student Housing & Residence Life is projected to be a surplus of $263,410, which reflects a negative variance of $328,826 than budget. The reasons for this variance are detailed in the report’s Highlights section, but are primarily related to additional expenses from two capital renewal projects (Erindale Hall & Schreiberwood), impacting Annual & Major Maintenance expenditures. The Total Fund Balance-Closing, shown on Schedule 2, is a forecast cumulative deficit of $3.36M, which is primarily the result of rapid expansion of student residences between 1999 and 2007, which included the addition of 812 new undergraduate beds to support the campus’ enrollment expansion plan.

The 2013-2014 budget continues to work towards the ancillary’s commitment to meet the capital expansion guideline outlined by the University of Toronto. The budget reflects a negative operating result of $1.2M in 2013-2014, and a Total Fund Balance-Closing, shown on Schedule 2, forecasting a cumulative deficit of $4.56M, the seventh year following capital expansion. The UTM Student Housing Advisory Committee, recognizing the unique challenges related to the ancillary in the upcoming budget year, recommends this budget as presented.

Residence fees are planned to increase at a rate of 5% for the 2013-2014 budget year. Projected occupancy will increase to 96% projection, reflective of operational changes to meet market demand. 
The ancillary’s long-range plans remain on pace to turn a positive total fund balance in year 9 (2016-2017) of the plan. 
Two (2), three (3), and four (4) bedroom townhouses within family & graduate housing will increase at a rate of 5% prior to incorporating hydro fees into the fixed costs of residence. As a result, the combined fee for these units will increase at a rate greater than 5%, but will result in a net savings of approximately $120 for the average tenant annually.

Ms. Capewell handed out a revised schedule 2, Statement of Reserves, which incorporates an accounting change in the way information is shown in the operating results before transfers in and out of the ancillary operations for 2012-13 variance as well as the 2013-14 budget.  This has no effect on the financial figures of the budget.

Mr. Mullings reported that for 2013-14 Combined Annual and Major Maintenance expenses will significantly increase in this budget year, primarily to address issues related to the necessary repairs for Erindale Hall, including the completion of repairs to the brick & roof parapet, and repairs to 85 bathroom shower stalls. Additionally, major expenses will be realized for reinvestment in Erindale Hall and Oscar Peterson Hall chiller compressors, and Roy Ivor Hall air-conditioning units.  He noted that this represents a large cost to the ancillary and that two options were being considered for financing: obtain a loan through Business Board or ask for bridge financing from the UTM operating budget. 

It was duly moved and seconded,
THAT the Residence Operating Plan and Management Report for 2013-14 be recommended to Erindale College Council for approval.  (D. Mullings / P. Goldsmith) 

The Chair opened the floor to discussion.

A member asked why the facilities and overhead increased by such a large amount.  Mr. Mullings explained that this was due to the additional management cost of facilities staff, which was transferred during the summer to the Facilities department. 

The motion was carried.

iii.  Food Services – Bill McFadden, Director of Hospitality and Retail Services
 

Mr. McFadden referred members to the food services management report and budget, distributed with the meeting agenda and attached hereto as Appendix C (Management report and budget). 

Mr. McFadden reported that 2012-13 forecasted year-end statement shows an operating result of $35,330, which is $68,948 higher than the budgeted operating deficit of $33,618. The positive operating result is primarily due to increased revenue.

He noted that Food services made a concerted effort over the past year to directly respond to the needs of users by adding services that were identified in the food survey.

Referring to the 2013-14 budget, he reported that the total food and beverage revenue was increasing by 6.0% (when compared to forecasted 2012-13 forecasted amounts), total direct expenses were decreasing by approximately 6.0% (when compared to forecasted 2012-13 amounts) and that this was primarily due to the absence of construction projects schedule for this fiscal year, and the operating results before transfers is $161,839.

The total revenue for 2013-14 is forecasted to be $9,442,111 – an increase of $538,215 from the forecasted revenue for 2012-13. The increase in sales is primarily due to meal plan revenue increase of 4% and cafeteria sales increase of 9.2%. 

He stressed that UTM meal plans continued to benchmark exceptionally well against peer institutions: UTM Group A meal plan average is ranked 6th out of 14 Ontario peer institutions; UTM Group B meal plan average is ranked third out of 4 Ontario peer institutions that offer a partial meal plan; UTM overall average meal plan continues to be the second lowest of 14 peer institutions when factoring in the Group A and Group B meal plans together.

It was duly moved and seconded,

THAT the Food Services Operating Plan and Management Report for 2013-14 be recommended to Erindale College Council for approval. (B. McFadden/B. Schneider)

The Chair opened the floor to discussion.

The motion was carried.

iv.  Conference Services – Bill McFadden, Director of Hospitality and Retail Services

Mr. McFadden referred members to the conference services management report and budget, distributed with the meeting agenda and attached hereto as Appendix D (Management report and budget). 

Referring to the 2012-13 budget, Mr. McFadden reported that total revenue is expected to be $134,766 lower than the budget. This is due primarily to revenue shortfalls in food revenue of $80,738 and facilities rentals of $39,039. These shortfalls are due to a reduction of room bookings by external groups and the general overall reduced availability of classroom and event space on campus.

Mr. McFadden noted that the Conference Services Budget for 2013-14 reflects a conservative approach to operational and financial planning. The number of accommodation units will be significantly decreased for the 2013- 14 operating season. This is due to:  the required maintenance on Erindale Hall and that Roy Ivor Hall will be used for UTM summer session students.  In addition, a portion of the dormitory rooms in OPH will be used for students in other academic programs (such as the ACE program).  The units available to Conference Services for 2013-14 are the non-air-conditioned townhouse units and a little more than 300 air conditioned dormitory rooms to market to conference groups.

Additionally, although Conference Services is awaiting final word on bids for a few conference groups, the budget cannot assume the associated revenue. As a result of these challenges, total revenues are projected to be $977,049.

It was duly moved and seconded,

THAT the Conference Services Operating Plan and Management Report for 2013-14 be recommended to Erindale College Council for approval.

(B. McFadden/ U. Krull)

The motion was carried.

2b)  Proposal for an EDU: C:  Centre for South Asian Civilizations (CSAC) - Professor Bernard Katz, Vice-Dean Graduate (acting) - For Approval

The proposal is attached hereto as Appendix E.

Professor Katz explained that the Centre for South Asian Civilizations has dimensions connected both to research and to teaching. It will serve as a hub to encourage interdisciplinary research on South Asian civilizations and the South Asian diaspora, drawing upon the strengths of UTM faculty, and providing enhanced ways to involve undergraduate students in that research. It will serve UTM’s educational mission by providing co-curricular experiential learning opportunities to students and support for the proposed Minor program in South Asian Civilizations.  As an EDU-C it will neither appoint its own faculty nor offer its own programs, so it will not offer the new freestanding Minor program to be discussed shortly. It will provide enhanced opportunities for experiential learning by bringing academics, cultural performers, and community groups on campus to engage both with students and with interested members of surrounding communities.

The university is grateful to have received a donation that will fund many of the activities of the Centre, such as its Talent on Campus program and Undergraduate Research bursaries. While the donation accumulates over a ten-year period, the Office of the Dean will provide start up support. The Centre’s distinctiveness includes its use of the UN Geoscheme definition of South Asia to include the Persianate connection, and major representation of the humanities in the faculty who will be connected with it. As a result of academic planning, new hires in South Asian are underway in Historical Studies and Political Science. They will add to existing hires in Anthropology (2), Historical Studies (7, divided into History, Religion, and Women’s/Gender Studies), Language Studies (1) and Visual Studies (1). In addition to the many UTM faculty members with research and teaching interests in South Asia, there is significant student interest in the study of South Asia. This proposal has been shared with the Centre for South Asian Studies at UTSG, and the Department of Historical and Cultural Studies, UTSC and has their support.

It was duly moved and seconded,
THAT
the Academic Affairs Committee recommend to Erindale College Council the establishment of the Centre for South Asian Civilizations (CSAC), an EDU: C, as described in the attached proposal, effective July 1, 2013. (B. Katz/D. Saini)

The Chair opened the floor to discussion.

In response to a member’s question about the relationship of the CSAC Minor to the Centre, Professor Katz explained that the Centre would not offer the Minor program, but that the Centre will have an association with program with respect to faculty and its academic life. 

In response to a member’s question about whether or not the Centre will have a physical space, Professor Katz explained that although this may be a possibility in the future, in the immediate future the only space implication was an office for the director.  The Vice-President and Principal added that the functions of this Centre would currently be embedded in various departments, but that a larger physical presence for the Centre is possible in a future renovation phase of the North Building. 

The motion was carried. 

2c)  Proposal for an EDU: B at the University of Toronto Mississauga: Institute for Management and Innovation – Professor Bernard Katz, Vice-Dean Graduate (acting) - For Approval

The proposal is attached hereto as Appendix F.

Professor Katz explained that IMI is proposed as an EDU-B, with both a research and a teaching mission. As an EDU-B, faculty may hold budgetary cross-appointments to it, and it may offer programs. To begin, the programs that it will offer are postgraduate: the MMPA and DIFA programs, and the Master of Biotechnology program, but it will explore developing and offering interdisciplinary undergraduate programs. Its general research mission will be to facilitate and highlight research that brings together management with a particular profession, economic sector, or science (social or natural), especially that connected to innovation broadly conceived. Innovation as understood here includes innovation in social policy and the application of policy as well innovation in particular products, processes and services.  He noted that what is proposed is an Institute of Management and Innovation rather than more narrowly an Institute of the Management of Innovation. Its teaching mission involves both graduate and undergraduate education, and it will offer some programs and support others, as outlined in the proposal. It is expected that it will heighten the profile of the programs under its umbrella, and may attract substantial interest from potential donors and our surrounding communities.

Professor Katz noted that members have been supplied with the text of an amendment to the original proposal that is regarded as very friendly by the Office of the Dean. The Department of Economics has been added to the list of supporting departments, and its faculty members in continuing positions have expressed unanimous interest in accepting non-budgetary cross-appointments to IMI. Many of them teach in UTM’s Commerce programs, offered jointly by Management and Economics; these are among the programs to be supported by IMI.

It is anticipated that IMI will provide a platform to bring undergraduate and graduate students in closer contact, to expose all of them to cutting edge research talks and symposia, and to allow enhanced opportunities for experiential learning.

It was duly moved and seconded,
THAT
the Academic Affairs Committee recommend to Erindale College Council the establishment of the Institute for Management and Innovation (EDU: B) as described in the attached proposal, effective July 1, 2013.  (B. Katz/U.Krull)

The Chair opened the floor to discussion.

In response to a member’s question about what the curriculum process would entail for any new programs under IMI, Professor Katz explained that the curriculum process and related approvals would be the same as before.

The motion, as described in the revised proposal, was carried.

The chair noted that he next regularly scheduled meeting of the Committee was Monday, February 11, 2013.  The meeting adjourned at 3:23 p.m.

 

Chair ____________________ Secretary ____________________