Minutes: September 25, 2006

UNIVERSITY OF TORONTO AT MISSISSAUGA

Erindale College
Report of the RESOURCE PLANNING AND PRIORITIES COMMITTEE meeting of Erindale College Council held on Monday, September 25, 2006 at 3:10 p.m. in the Alumni Lounge.
Present: R. Reisz (in the Chair), R. Beck, U. Krull, R. deSouza, D. Crocker, S. Al-Abdul-Wahid, C. Capewell, M. Jalland, D. Pond, G. Rattan, K. Duncliffe, P. Pliner, S. Munro, M. A. Mavrinac
Regrets: C. Jones, C. Misak; N. Collins In attendance: Aubrey Iwaniw, Ben Louie, Bill McFadden

1) Approval of Minutes of the Previous Meeting (March 27, 2006)

The report of the last meeting was approved.

2) Reports of Committees and Officers:

a) Report of the Chief Administrative Officer, Ray deSouza

i. Capital Planning: Academy of Medicine; Library space – Ray deSouza

The Chief Administrative Officer reported that UofT Mississauga has invested heavily in human resources in the administrative areas of Business Services, Facilities Resources, Utilities and Grounds, Police Services, and Caretaking over the past year. In the conference services area, plans are being developed to make it a truly self-funding unit.

Reporting on resource related issues, Mr. deSouza noted that he would be discussing long-range budget plans at this Committee in the near future in light of all of the new buildings and their effect on operating costs. In addition, the campus will need to make improvements in infrastructure to the electrical grid and devise a storm water management plan. Reviews of the residence operation and of the use of Alumni House and Gates and the North Building are also planned for this year.

Mr. deSouza continued his report with an update on the expansion of the Academy of Medicine to UofT Mississauga and its space implications for the campus. He noted that the project planning report would be submitted to the Planning & Budget Committee in October and would be available on the Governing Council web site. He reported that although the report was fairly lengthy and complex, actual space implications for UofT Mississauga were not substantial as only 36 students would need to be accommodated per year in the program. In addition, most of the work would take place in the surrounding community hospitals and only two pre-clerkship years would be done at the UofT Mississauga campus, so the amount of teaching space and related student services space is not sizeable. Minor renovations of vacated space in the old library administration areas on the second floor will accommodate the Mississauga Academy administration, classrooms and student space for the 2007/08 year. Permanent space for the Medical Academy would be located in renovated space vacated by the library and a new storey addition on the west end of the South Building.

Mr. deSouza reported that the balance of the vacated space in the old library is available to UofT Mississauga to address other space needs, such as expanded spaces for the departments of sociology and geography, police services, an all-encompassing student services space, office of the registrar and recruitment, and administrative spaces for the offices of governance, Vice-President and Principal, CAO and Dean.

In order to capitalize on resources, a single architect and consultant will be used in planning for the space requirements of the academy of medicine and the vacated space in the library.

The Chair opened the floor to questions.

In response to a member’s suggestion of increasing the number of police officers throughout the campus, the CAO noted that the first priority for campus police was to expand their existing space to provide them with private interview space, which the expansion into the old library space would allow. For future initiatives, campus police will be working with various campus groups to decide on possible locations for a satellite presence.

In response to a member’s question about whether there would be any teaching space in the old library, Mr. deSouza replied that teaching space represents the largest part of the Academy of Medicine. The planned teaching space includes lecture rooms, seminar rooms, small-group teaching space, patient simulation (clinical skills) rooms, and associated administrative support space.

ii. Update on current capital projects – Ben Louie, Development Manager, Capital Projects

Mr. Louie reported that the current major capital projects were between 95% and 97% complete.

With respect to the North Building, he reported that the planned electrical upgrades beside the building’s main entrance would be completed without any largely visible electrical implements, giving that entrance a more pleasant appearance.

He described and showed pictures of the Recreation, Athletics and Wellness Centre, highlighting the space at the centre’s entrance including the front desk, and the areas of the pool, gymnasium, fitness equipment and the running track. He noted that the project addressed the design of the gateway and entrance to the east side of the building connecting to parking lot 8. As with other new buildings, much effort was expended in making the public spaces efficient. In addition, the building was designed to allow in as much natural light as possible.

He continued his presentation with the Hazel McCallion Academic Learning Centre. The building has 11 group and meeting areas, meets all functional requirements and is anticipated to be the hub of activity on campus. Much emphasis was placed working with materials and a design that would provide the best possible acoustics. The building also acts as a connector to the north of the campus and students can be dropped off at the entrance from the outer ring road. The building also connects to the Communication, Culture and Technology building via a covered walkway, further advancing the sense of a cohesive campus with not only an east west connection, but also a north south one. The landscaping is expected to be done by late fall.

Regarding the progress of phase 8 of residence, Mr. Louie reported that it was at approximately 50% completion. The over 400 bed facility, which includes a dining hall, has been very carefully inserted into the surrounding landscape to ensure a connected, residential village experience. It is expected to be completed in the summer of 2007.

iii. New budget model – Ray deSouza

Mr. deSouza reported that the previous budget was an expense based budget, with each division having a base budget that resulted from an accumulation of historical decisions. The principles of the new budget model are that academic priorities must be the ultimate determinant of budgetary allocations, that there has to be a transparency of revenues and expenses and that incentives should be created to decrease expenses and increase revenues. The new model is based on revenue attribution from sources such as Provincial operating grants, tuition fees, special program revenue, research grant overhead and recoveries, investment income and endowment revenue. From this revenue base, funding is attributed back to the base, by way of central cost allocations, meaning that all divisions pay a share of central costs. Divisions would pay a share of costs related to the following services: central information technology systems (such as administrative management systems, computing and networking services, student information systems, telecommunications and the IT fund); university management (central administrative costs, office of the President and vice-presidents); financial management (offices of the CFO, business affairs, internal audit procurement etc.); university wide human resources services to all employees (pension, payroll, staff development, health and safety); pension amortization; university advancement; central library; research administration; student recruitment; university wide academic and administrative expenses; university fund and student aid. U of T Mississauga and Scarborough are exempt from St. George occupancy costs, but must assume their campus costs.

The Chair opened the floor to questions.

A member commented that as the campus expands with respect to graduate students, U of T Mississauga needs to lobby for more funds back from central to the campus. Another member noted that this idea should be represented to the Chairs so that they can lobby their respective graduate chairs about this issue.

In response to a member’s question about how funds would be distributed this year in light of the new budget model, Ms. Capewell explained that although in theory a different model is being introduced, it would make no difference in the current year and would likely take a considerable period of time before any substantial changes are observed. Also in response to a member’s question about whether this change would be a positive one given that U of T Mississauga has historically been under funded, Mr. deSouza expressed his hope that the campus would benefit from the change.

b) The Hazel McCallion Academic Learning Centre: the transition – Mary Ann Mavrinac, Chief Librarian

Ms. Mavrinac announced that the library was scheduled to open in two weeks and that the entire staff was committed to a smooth transition. She explained that the move was planned to occur over the Thanksgiving weekend, so as not to delay it until the Christmas holidays. She noted that although the building was finished on the exterior, there was still much to be completed internally. Two communication pieces on the move and transition had been developed: one for faculty and staff and the other for students. Through focus groups with students, it was learned that although students did not mind a late move date, they wished to be kept informed of all related developments. In response to this, the library has arranged to staff an information desk in the Meeting Place for the next several weeks to answer questions and to hand out informational materials specifically developed to deal with questions on the move.

Ms. Mavrinac reported that staff offices would be moved on Saturday, September 30th and library operations will remain open, with the exception of Thanksgiving Day. Books are to be moved on Thursday, October 5th. She noted that books would be retrieved throughout this process and that staff were committed to a continuation of activity throughout the transition process.

The Chair opened the floor to questions

Members expressed their appreciation of the library’ communication efforts related to the transition and commented on the high quality of work and finishes in the building itself.

c) Report from the Grounds Monitoring sub-committee and Environmental Affairs at UTM – Aubrey Iwaniw

Ms. Iwaniw gave a summary of the previous year’s projects and their outcomes, as well as a report of upcoming initiatives as part of her portfolio. She noted that 30 students from various disciplines managed projects ranging from recycling and waste management in the residences, to alternative transportation and bike share programs as part of the university’s work-study program for the 2006/07 academic year.

Ms. Iwaniw showed a map of the campus and pointed to various areas where over the past four years the U of T naturalization steering committee, along with the U of T Mississauga community and other community groups have planted trees, shrubs and native grasses and wildflowers in an effort to naturalize these areas. During the past year, events have moved into the maintenance phase of these areas. Over the past growing season 15 events have drawn 230 volunteers focusing on maintenance of these areas. In addition, 116 volunteers have participated in 5 planting events of over 1200 plants. Most of the planting events took place close to the new entrance. She reported that future plans include naturalizing UofT Mississauga’s ‘old field’ area.

Ms. Iwaniw also listed some of the ongoing issues considered by the grounds monitoring subcommittee and the Evergreen naturalization steering committee as follows: management of invading or noxious plants; Gypsy moth control; storm water management pond; landscaping of the new entrance; and trail management and maintenance. She highlighted one of the group’s new projects, the evaluation of the current status of a population of Jefferson Salamanders, which is a provincially threatened population.

Ms. Iwaniw continued the presentation with an update of transportation program initiatives. UofT Mississauga began a partnership with Smart Commute Mississauga, which meant a transition of service providers from CarpoolTool to Carpool Zone, gaining better service for the same price. Work has also continued on anti-idling education, a universal bus pass and the BikeShare program, which has been expanded.

Ms. Iwaniw also reported on the activities of the Centre for Emerging Energy Technologies. UofT Mississauga saw 4000 public visits at its hydrogen initiatives display at the CNE. The Solid Oxide Fuel Cell was installed in residence, and the hydrogen retrofit is to be completed by the end of November. Fuel Cell Technologies and Natural Resources Canada are interested in continued research on fuel cells. The hydrogen tanks arrived this week and will connect one fuel cell to hydrogen, while the others remain on the more efficient natural gas. In addition, the hybrid hydrogen ICE bus is expected to arrive sometime during this academic year and is funded by the Federal government. UofT Mississauga’s expense for the bus will be in its operations and refuelling. She added that the Carrier micro turbine will be connected to the new library to warm the building with exhaust heat.

Ms. Iwaniw concluded her presentation by talking about some of the initiatives the sustainability office, and the grounds monitoring subcommittee are planning for the future. These projects include the

Community Foundations of Mississauga/UofT Mississauga Rainwater Harvest project; integrating sustainability into campus operations and presenting ecological footprint research to the Latornell symposium.

The Chair opened the floor to questions:

A member commented on the great use of the work-study program and having 30 students participate in the above initiatives.

3) New Business:

a) Retail planning and operations - Christine Capewell, Director of Business Services

Ms. Capewell introduced Bill McFadden, Manager of Retail Planning, Development and Operations. Mr. McFadden will be responsible for food services, the copy centre, travel cuts, and the bank machines. He will also be working on developing a master plan for food services.

A member said that he hoped that the food services advisory committee would continue to exist as a venue through which direct feedback on food services could be given. Ms. Capewell noted that the committee is an ongoing group that will continue to work on ideas related to food service development.

The next meeting of the Committee is scheduled for Monday, October 23, 2006.

The meeting adjourned at 4:50 p.m. (S. Wahid/R. deSouza)

Secretary _______________________________________ Chair _________________________________