Report: February 8, 2006 Special

MINUTES OF THE *Special* EXECUTIVE COMMITTEE MEETING OF ERINDALE COLLEGE COUNCIL, held on Wednesday, February 8, 2006 at 1:00 p.m. in room 2068B, South Building.

Present: R. Beck (in the Chair), I. Orchard, A. Wensley, J. Lim, R. deSouza,
Regrets: R. Carroll, R. Reisz
In attendance: Sameer Wahid, AGSAE

The Chair explained that a special meeting of the Executive Committee was called to consider several issues as follows:

  1. Changes needed to the ECC Constitution/bylaws for governance routing with respect to graduate programs.
  2. Possible addition of a special Council meeting
  3. Timing of Council meetings in general

Regarding item number one, the Secretary of Council referred to the document entitled “Proposal for Changes to Governance Routing with Respect to Graduate Programs,” (Attached hereto as Appendix A) which was distributed to members via email. The Vice-President and Principal explained that the changes suggested by this report stem from the Task Force on Graduate Education that identified moving curriculum changes in existing programs to Faculties as an action to be addressed immediately. Associated with this change, a standardized reporting system was developed and expectations for Faculty protocols were identified. As a result, UTM will have much more responsibility with respect to graduate governance.

The Secretary of Council referred members to a handout that summarized some of the preliminary recommendations of the governance routing report for changes and how they would affect the Constitution and By-laws of ECC (Attached hereto as Appendix B). The report recommends that a new “Graduate Education Committee” be created as part of the governance route to consider changes to graduate units. Further, the report suggests that the Dean of the School of Graduate Studies be added to Council, the Academic Affairs Committee and a newly proposed Graduate Education Committee of AAC, as a non-voting, ex-officio member. In addition, it is recommended that elected versus appointed graduate members should be a part of all stages of the graduate governance process. On the recommendation of Governing Council secretariat, other minor changes in the definition of alumni and teaching staff would also be implemented. Members expressed their agreement with the above preliminary changes.

The Vice-President and Principal emphasized that doctoral stream programs are tri-campus, unitary programs and therefore are excluded from the UTM governance route as described above.

The Chair proposed and members agreed that a Constitutional Review Committee be established to consider the specific changes and report back to the Executive Committee. The Constitutional Review Committee would have the following members: Roger Beck, Chair of Council, Anthony Wensley, Chair of the Academic Affairs Committee, Ryan Carroll, President of ECSU, Mr. Sameer Wahid, President of AGSAE, the Dean, Charles Jones and the Director of Governance, Cindy Ferencz Hammond. “Cross-out” versions of the ECC Constitution and By-laws would be sent to the Governance Council secretariat for feedback and then the Constitutional Working Group would meet to consider the specific changes. The proposed changes would need to be considered at the March 28, 2006 meeting of the Academic Affairs Committee and the April 12 meeting of Erindale College Council in order to be submitted to the May 4 meeting of Academic Board.

The Chair asked members to consider items two and three on the agenda regarding the possible addition of a Special Council meeting to focus on the tuition issue and the timing of Council meetings in general. The Chair noted that at the February 1st meeting of Council a member requested that a special meeting of ECC be convened in order to discuss the issue of a tuition fee freeze. The Secretary of Council noted that logistically it would be very difficult to organize an additional meeting of Council as it would not be advisable to hold the meeting during the upcoming Reading Week (week of February 20th), which does not leave sufficient time to give the proper notice as required by the Constitution. She added that the expected agenda for the March 8 meeting of Council is fairly light and could therefore accommodate a lengthy discussion on the topic. Members agreed that since no real urgency existed, the issue could wait to be discussed at the next regularly scheduled meeting of Council.

Regarding the timing of Council meetings, the Secretary of Council advised members that the current practice varies the scheduling of Council meetings to different days of the week to maximize attendance. She noted that according to data provided by the Office of the Registrar, most classes occur between 10 a.m. and 3 p.m. and therefore it would be unadvisable to hold meetings during this time as many student members would not be able to attend. In addition, holding meetings after 5 p.m. would preclude many staff and faculty members from attending. Therefore the 3 to 5 p.m. timeslot is thought to be the time during which most of the constituencies of Council could attend. The Secretary of Council also noted that only one member has expressed difficulty with attending meetings as they are currently scheduled. Members of the Executive Committee concurred with this assessment, with one member noting that recent meetings of Council were very well attended.

The Executive Committee meeting adjourned at 2:00 p.m. (J. Lim/R. Reisz)