Erindale College Council

MINUTES OF ERINDALE COLLEGE COUNCIL meeting held on Thursday, March 13, 2003 at 3:10 p.m., in the Council Chamber, South Building, UTM.

PRESENT: J. Poë, I. Orchard, C. Misak, A. Mirza, L. Thomson, M. Rabba, G. Sprules, S. Aster, R. Baker, M. Overton, D. Crocker, J. Malcolm, J. Lim, M. Massey, S. Munro, A. Mullin, B. Thompson, L. Paris, A. Birkenbergs, J. Chin, W. Ghobriel, B. Murck, V. TeBrugge, R. Kwok, A. Bellerby, J. Maw, C. Rubincam, J. McCurdy-Myers, L. Gaspini, G. Allen, S. O’Connell

Note: Although not everyone who attended signed the attendance list, approximately fifty members of the UTM community were present at the March 13, 2003 meeting, The Chair welcomed Professor Cheryl Misak, Vice Principal Academic, to UTM and as a member of Erindale College Council.

  1. Adoption of the Agenda
    The agenda was approved. (A. Birkenbergs / P. Silcox)

  2. Minutes of the Previous Meeting
    The minutes of the previous meeting held of January 24, 2003 were approved (P. Silcox / G. Sprules).

  3. Business Arising from the Minutes
    None.

  4. Reports of Standing Committees

    a) Academic Affairs Committee – S. Aster
    S. Aster reported that three items of business were discussed at the March 11th meeting of the Academic Affairs Committee. A report was given on the latest enrolment figures relevant to UTM and the double cohort. He called on D. Crocker, UTM Registrar and Director of Enrolment Management to give a short overview. She stated that indications based on the enrolment figures thus far, showed an increase in application numbers. She also announced that UTM was having a March Break Open House on Saturday, March 15 from 10:00 a.m. to 2:00 p.m., which will feature program information sessions, student service sessions and campus and residence tours. Approximately 14,000 Ontario High School students were invited, with 1000 being the attendance goal. She asked that questions on application figures be tabled until the report of the Vice President and Principal on this topic. S. Aster continued with his report to say that the Academic Affairs Committee heard information on the new grade 12 curriculum and its course comparability to OAC High School courses. The committee heard that the new curriculum’s expectation of students is focused on outcomes, which is a change from the old, process driven OAC curriculum and C. Boyd encouraged faculty whose first year courses contained a substantial amount of Mathematics, to examine Grade 12 curriculum expectations of outcomes. Details on the new curriculum could be found on the Ontario Ministry of Education website at www.edu.gov.on.ca (under elementary and secondary education) and was also available at UTM’s Academic Skills Centre. C. Boyd also pointed to information on this topic found in Redesigning Higher Education: Producing Dramatic Gains in Student Learning by Lion F. Gardiner. The committee also discussed the importance of communicating information about the grade 12 curriculum and its expectations of students to UTM faculty and passed a motion, which asked that the office of the Vice Principal Academic coordinate action in this regard.

    The Committee also heard updated information on departmental planning from the Vice President and Principal; the Council would receive details on this in his report.
    It was duly moved and seconded,
    THAT the report of the Academic Affairs Committee be approved.
    The Motion was carried. (S. Aster / D. Crocker)

    b) Computing and Data Communications Committee – J. Lim
    The Chair called on J. Lim to report on behalf of J. Seel for the Computing and Data Communications Committee’s meeting on February 24, 2003. The committee heard that in Canada there was no specific legislation on web accessibility, but that all federally funded websites had to follow a template, which required accessibility. J. Lim also reported that the UTM webpage was compliant with W3C accessibility guidelines. J. Lim reported that the Committee was also updated on computer thefts and the security measures undertaken to prevent future such incidents. These measures included the installation of alarm systems and equipment enclosures.
    It was duly moved and seconded,
    THAT the report of the Computing and Data Communications Committee be approved.
    The Motion was carried. (J. Lim / A. Mullin)

    c) College Affairs Committee – M. Overton
    The Chair called on M. Overton to report on behalf of E. Martin for the College Affairs Committee’s meeting on February 3, 2003 and March 10, 2003. On February 3rd, the Committee heard a report from N. Collins on behalf of the Grounds Monitoring Subcommittee. He proposed that an accelerated naturalization plan be undertaken in cooperation with the Evergreen Environmental Education Organization and he also informed the committee that pending approval, UTM would contribute $10,000 towards the project. D. Borowski, from the department of Development, Alumni & Public Affairs, also gave a presentation on UTM’s connection to the outside community, focusing on beneficial partnerships with organizations and business clusters within Mississauga. At this meeting, P. Donoghue also gave a status report on construction on campus, and stated that the CCIT construction contract had been awarded.
    At its March 10 meeting, the Committee had an update on the UTM/Evergreen Naturalization project and heard details on the formation of the Naturalization Steering Committee, which was approved. M. Overton reported on the Athletics and Wellness Centre plan, and stated that details regarding this plan would be given under the report of the Resource Planning and Priorities Committee.
    It was duly moved and seconded,
    THAT the report of the College Affairs Committee be approved.
    The Chair opened the floor for discussion. As an addition to the College Affairs report, the Vice President and Principal stated that Alan Rock, Minister of Industry had visited UTM to discuss the government’s innovation agenda and UTM’s involvement in it.
    The Motion was called to question. The Motion was carried. (M. Overton / A. Birkenbergs)

    d) Resource Planning and Priorities Committee – G. Sprules
    G. Sprules reported that the principal item of business at the February 25th meeting of the Resource Planning and Priorities Committee was the location change of the Athletics and Wellness Facility. It was reported that rather than building at the original planned location by Lot #2, a substantial amount of money could be saved by reusing the existing Athletics Centre and combining it with the new facility. This new plan was enthusiastically received and endorsed by the Committee. He called on M. Overton to provide further details regarding this matter. M. Overton stated that a planning committee of student leaders, faculty, staff and alumni undertook an extensive consultative process beginning in September of 2001 regarding the Centre. He explained that the total cost of the initial project was estimated to be $38.53M, and consisted of multiple phases. In March of 2002, the group Quality of Service to Students (QSS) approved a fee increase for students in incidental fees, which resulted in approximately $16M towards the project. He added that the Provostial match of $0.50 for every dollar contributed by the students (up to a max. of $7M) adds another $7M in available funds to cover the project’s capital costs. Along with contributions from Alumni and UTM, the total available funding for the Athletics/Wellness Centre is estimated to be $24.5M.

    In its initial proposal, the Athletics planning committee recommended the following elements to be included in the final capital project: a 25 metre pool, a triple gymnasium, a multipurpose auxiliary gymnasium, a cardio/strength fitness area and teaching studio, three international squash courts, an indoor casual running track, an outdoor seasonal ice pad and a field house. Due to the availability of funds, it was envisioned that the project would need to be built in phases. M. Overton explained that, by reusing the existing physical education and athletics facilities located in the South Building and constructing an addition to part of the southern face of the building, most of the necessary elements of the first phase of the plan (all elements except the ice pad and field-house) could be realized within the available funding, with the notable exception of one gymnasium. He added that the alternate site proposal adds a new entrance area to the South Building and because most students approach UTM from the south end of the campus, the new Athletics entranceway would create a more attractive entrance and a greater awareness of athletics and wellness.

    It was duly moved and seconded,
    THAT the report of the Resource Planning and Priorities Committee which recommends the approval of the alternate site of the proposed new Athletics Facility be approved, with the understanding that more details would be provided with a further report from the Resource Planning and Priorities Committee at a future College Council meeting.

    The Chair opened the floor for discussion. In response to a member’s question regarding the start of the project, M. Overton explained that the alternate site plan for Athletics would be carried through this year’s governance cycle and added that the new Athletics and Wellness Centre’s anticipated opening is the Fall of 2005, or in the eventuality of delays, January or the summer of 2006. In response to another member’s query regarding the height of the facility, M. Overton stated that it is likely that the building would rise from the current gymnasium’s level to the level of the Meeting Place.
    The Motion was called to question. The Motion was carried. (G. Sprules / B. Murck)

  5. Vice-President and Principal’s Report – I. Orchard
    The Vice-President and Principal began by extending a warm welcome to Professor Cheryl Misak, UTM’s Vice Principal Academic. He also welcomed Diane Crocker, UTM’s Registrar and Director of Enrolment Management to her first Council meeting. I. Orchard also congratulated Professor John Percy who had been awarded the Northrop Frye Award, which is given to an individual faculty member demonstrating exemplary and innovative ways of linking teaching and research.

    a) Enrolment Growth Projections
    I. Orchard commenced with his presentation on enrolment growth projections. He pointed to statistics in the handouts that show total intake projections (FTEs) and total head count for UTM, both from the base year of 2000/01. He stated that a few months ago Presidents of Ontario Universities signed off on an Enrolment Target Agreement with the government, which sets enrolment targets for each university, subject to the conditions of full average funding and SuperBuild funding. Realizing that the Province was short of spaces, the government of Ontario has asked the Presidents of Ontario Universities to agree to take in more students for the year 2003/04. Therefore, UTM will take in an additional 150 students in the year 2003/04. The Scarborough and St. George campuses are also taking in more students at a differential level. In this way, total UTM intake projections reach a steady state in the year 2006/07, where it plateaus. He also stated that there have been and will continue to be increases in faculty and staff to accommodate increases in student enrolment and observed that universities have a responsibility to the citizens of Ontario to try and accommodate these additional students.

    According to actual and projected UTM headcount, the steady planned growth will reach 10,000 or 11,000 students in 2009/10. The average number of choices students made has increased to five over past years. In terms of the crucial figure of first choice applications, UTM has had a 41% increase relative to 2002 figures. This statistic is 27% for second choice applications, 38% for third choice and 63% overall.

    He added that active recruitment efforts are underway for quality students. One of these efforts is the upcoming UTM Open House. He expressed gratitude to faculty and students who have volunteered their time to showcase UTM programs and help during this event.
    At this point, the Vice President and Principal opened the floor to questions. A member asked whether there UTM had specific information on the discipline choices of the additional 150 students the campus had been asked to take in. I. Orchard replied that this is being investigated by the Registrar and Director of Enrolment Management, as well as the Associate Deans. In addition, in response to a member’s question regarding the statistics on student numbers, he explained that a headcount is 1.3 times an FTE.

    b) The University’s Budget
    I. Orchard stated that the 2003/04 budget is scheduled to proceed through governance in the near future. He explained that this year is the final year of a six year budget cycle and added that the University has a policy, whereby the operating budget has to be balanced in this final budget cycle year. The Provost has realized that not all of the stated assumptions of the University’s budget had been met over the past five years. I. Orchard highlighted a number of these unrealized assumptions as follows: increase in the operating grant from the government adjusted for inflation; anticipated invested income from the University’s float; and an assumed surplus in the Pension plan. Other University expenditures have been higher than projected, including utility costs, legal settlement costs, an over commitment in the academic priorities fund and an unanticipated directive regarding the removal of asbestos.

    The Provost has put forward a plan to remedy the above budget shortfall and has proposed an approximate 4.5% cut in the base budget for 2003/04. This figure still has to go through the governance cycle for approval. In addition, a possible one time only cut of 1.5% for 2003/04 may be imposed. In light of all these budget factors, there is an ongoing review of revenue generation and investment policy, with increased efforts in advancement and in the lobby of both levels of government.

    I. Orchard went on to explain how these potential budget issues would affect UTM. He stated that the potential budget cut would be made in UTM’s current or 2003/04 base budget. As a result of the expansion, UTM will see an increase in its base budget of 60% to 70%, by the year 2007/08. UTM is in the process of hiring faculty and staff and increasing student, research and teaching space in advance of the students arriving, therefore, in advance of expansion funding. He added that discussions have started with the Office of the Provost regarding the possibility of UTM carrying an OTO deficit, which would be remedied by 2006/07. He emphasized that with careful and controlled efforts, the budget cuts will not affect UTM’s plans for a 60% expansion, along with a concomitant increase in faculty and staff and in research, teaching and student space.

    The Vice President and Principal accepted questions from the floor. In response to a member’s request, he explained that the University’s agreement with the government provides for full average cost funding for students in the expansion, not only funding the tuition, but full BIUs in this expansion phase. In addition, the University of Toronto has stipulated that it will only expand if there is additional funding for capital projects. To explain a member’s query regarding funding categories, he stated that Universities receive BIU funding for FFTEs, differentiated based on whether students are in the humanities or sciences or whether they are first or upper year students.

    c) Progress Report on UTM Restructuring Plans and Timetable for Bringing Plans to Council and its Committees
    The Vice-President and Principal reported that departmental plans have been submitted and reviewed by an Advisory Group on Departmental Planning. The Advisory Group agreed that the Vice Principal Academic should be integrated into this review process, and therefore the committee waited to finalize a model until she commenced her tenure at UTM. Currently and over the next three weeks, Professor Misak will drive the review process by meeting with all relevant departmental groups to discuss their plans and provide feedback in consultation with the advisory group. I. Orchard remarked that, since much discussion of departmental plans had previously occurred, in the majority of the cases the plans were accepted. He added that there were a small number of cases where the plans needed revision. He stated that the number of departments would likely be between thirteen and fifteen, and an Institute may also be created. He added that there had also been ongoing discussion on how to create an environment and structure in which interdisciplinary programs could flourish. The Vice-President and Principal concluded his report by stating that once the review process was complete, its results would be brought through the appropriate Standing Committees of Erindale College Council, followed by College Council, and in the May governance cycle, (Planning and Budget, Academic Board and finally Governing Council) for approval. Parallel to this process and subject to Governing Council approval, chair searches would be conducted, with the goal of having Chairs and Interim Chairs in place by July of 2003. This would provide the structure needed for an appropriate response to the White Paper, which is expected to be released in early Fall.

    The Chair opened the floor to questions. I. Orchard took note of a suggestion by a member that the timeline for the formulation of departments be circulated in official form throughout the campus.
    C. Misak clarified that her meetings with departmental groups are consultative in nature.

    d) Update on Partnership with the School of Continuing Studies
    I. Orchard announced that UTM is entering into an agreement with the "School of Continuing Studies" ("SCS"), which will allow courses to be offered at UTM in September of 2003. He remarked that with regard to the scheduling of "SCS" related classes, undergraduate and graduate courses would be given priority and added that the full administration of the program will be managed by "SCS". He described several advantages of such a program to UTM, including: outreach to under-represented groups, student recruitment, economic development of the City and continuing development of and interaction with UTM alumni. He noted that he would keep the campus community apprised of program details.

  6. Other Business

    a) A. Mullin, a member of the Constitutional Review Committee, provided the following notices of motion to the Council:

    1. Notice of Motion from Professor A. Mullin THAT the Constitutional Review Committee will recommend a number of amendments to the Erindale College Council, and especially THAT the timing of Elections to the Council be changed from March to September of 2003. [By-Laws; Section 4.0]

    2. Notice of Motion from Professor A. Mullin THAT the Constitutional Review Committee recommend to Erindale College Council that the terms of all current officers and elected members of Erindale College Council be extended to the first meeting of the Council in the Fall term of 2003.
      She added that the motions and the relevant constitutional documents would be posted on the Erindale College Council website.

    b) G. Allen announced that Dr. Margaret Procter, a cross appointed member of the Professional Writing Program was a co-winner, along with Carl Amrhein of the Joan E. Foley Quality of Student Experience Award and is the third UTM faculty member to receive this award.

  7. Next Meeting
    The next meeting of Erindale College Council is scheduled for Friday, April 11, 2003.
    The meeting was adjourned at 4:45p.