Erindale College Council

MINUTES OF ERINDALE COLLEGE COUNCIL meeting held on Friday, April 11, 2003 at 3:10 p.m., in the Council Chamber, South Building, UTM.

PRESENT: J. Poë, I. Orchard, C. Misak, S. Aster, D. Wojna, B. Green, N. Allison, I. Wiecek, W. Ghobriel, L. Brooks, M. Jalland, L. Martin, G. Sprules, A. Bellerby, B. Thompson, P. Silcox, I. Still, C. Capewell, M. Overton, L. Paris, V. TeBrugge, R. Kwok, K. Duncliffe, P. King, S. Munro, H. Gunz, S. O’Connell, A. Lange, J. Kervin, R. Lala, J. Seel, M.A. Mavrinac, M. Lettieri, D. Dilkes, B. Schneider, G. Richter, T. Mann, M.L. Smith, B. Saville, B. Murck, D. Smith, R. Baker, J. Sills, A. Vyas, E. Kobluk, S. Gulati, V. Siritharan, V. Leung
REGRETS: D. Crocker, A. Birkenbergs, A. Mullin

1. Adoption of Agenda
G. Sprules, suggested that discussion of the restructuring plans be moved to item 4dii and discussion of the proposed convergence centre be moved to item 5a. The agenda was approved with the above amendments. (U. Krull/I.Orchard)

2. Minutes of Previous Meeting (March 13, 2003)
The minutes of the previous meeting were approved with one correction. (C. Misak/L. Brooks)

3. Business Arising from the Minutes
a) Erindale College Council Constitutional Review – J. Poë
At the March 13, 2003 meeting of Erindale College Council there was a Notice of Motion given by Professor Mullin regarding constitutional review. At this time, J. Poë left the chair to Vice Chair, Professor Silcox, in order to present the report of the Constitutional Review Committee. P. Silcox took over the Chair, and called on J. Poë to present her report.

As Chair of the Constitutional Review committee, she listed the members of the Committee: ECSU President Adil Mirza, and Professors Guy Allen, Amy Mullin, and Peter Silcox. At the March 13th meeting of Council, the notices of motion set out a number of amendments and recommended that the terms of all current officers and elected members of Council be extended until the first meeting of the Fall term. J. Poë noted that the terms of the Constitution require a two thirds majority vote and the amendments to the Bylaws require a simple majority vote.

She continued her presentation with amendments to the Council’s constitution. The majority of the changes to the constitution were to make it more consistent with the new administrative structure of UTM. Other, more substantive, changes, were regarding elections. It is proposed that elections to Council occur in September of each year, rather than in March, with students strongly favouring such as change. Another, more substantive change to the constitution, calls for combining all of the student constituencies on the Council, so that elections by division are eliminated. She added that the proposed changes to the constitution and the by-laws, reflect the movement from divisions to departments. It is proposed that that there be 50 full time undergraduate students elected to Council. Previously there were 15 undergraduate students from each of the three divisions and additional students were appointed by ECSU. Rather than the appointment of students by ECSU, it is proposed that the ECSU representatives specifically be the President and elected directors of ECSU. Other changes to the membership section of the constitution included adding two postdoctoral fellows appointed by the Vice-Principal Research, the addition of up to 5 retired teaching staff appointed by the Vice-President and Principal and the increase of administrative staff on Council from 5 to 10 members.

It was duly moved and seconded

THAT the Erindale College Council approve the constitution as amended and refer it to Governing Council for approval. (J. Poë/B. Seville)

The Chair opened the floor to discussion.

A member asked why the deans of UTM were not removed from the membership section of the ECC Constitution. J. Poë explained that only one dean remains at UTM, the Dean of Student Affairs, but there may be additional deans appointed in the future. Another member asked whether graduate students in the MMPA program were part of AGSAE. J. Poë explained that the review committee was under the understanding that all of the graduate students are eligible to be members of AGSAE. The Co-President of AGSAE commented that MMPA students were not currently part of their constituency, however added that she would look further into the matter. The member asked that this fact be taken under advisement with respect to membership changes in the constitution.

The Vice-President and Principal commented that undergraduate student representation adds up to 76, as opposed to 75, as required in the Constitution. J. Poë explained that the Committee took the number of 10 because in the past ECSU has had more than that number of directors and this number may vary from year to year. She added that this can be resolved by the minor amendment 9, instead of 10 ECSU members. This will allow for 75 full time undergraduate students, consisting of 14 part-time students, one Part-time student association President, 50 full-time students, 9 ECSU board members and one ECSU President. In response to another member’s question about how students are appointed to Council, J. Poë explained that this was done by means of election.

The motion was called to question. The motion was carried.

J. Poë continued her presentation with a discussion of changes to the by-laws of Erindale College Council. She noted that with the approval of the changes to the constitution, many of the changes to the by-laws had also been approved. These amendments include, the dates of elections, terms of office, the non-divisional election of students, and the addition of the new constituencies of retired faculty and post doctoral fellows.

She added that there were several substantive items of change to the by-laws. Item number 7 in its existing form, although intended to protect matters of privacy, could prevent the Council from discussing matters involving individuals. Therefore, this item was re-written as stated in the revised document. J. Poë proceeded to discuss changes to the appendices of the by-laws, which feature amendments to the Standing Committees. A key change to the membership of the Academic Affairs Committee was in selecting teaching staff based on each department and interdisciplinary unit, whereas previously it was based on divisions. This change also has the effect of allowing the Academic Affairs Committee to break down into a curriculum sub-committee. The Constitutional Review Committee felt that the College Affairs Committee should be dominated by students as opposed to administrative staff, and addressed this view by increasing the number of student members and changing the status of administrative department heads from voting members to assessors. These changes now allow students to have more influence on the College Affairs Committee.
J. Poë explained that the only substantive amendment to the Computing and Data Communications Committee was to address its somewhat dated name, which has been changed to the Computing Committee.

It was duly moved and seconded

THAT Erindale College Council approve the by-laws as amended. (J. Poë / U. Krull)

The Chair opened the floor to questions.

A member suggested that the wording of graduate student membership be made consistent throughout the by-laws. J. Poë accepted this as a friendly amendment.

The Motion was called to question. The Motion was carried.

Professor Silcox left the Chair. J. Poë resumed the Chair of Erindale College Council.

4. Reports of Standing Committees
a) Academic Affairs Committee (Report of April 8, 2003 meeting) – S. Aster
S. Aster reported that the Committee met on April 8, 2003 to hear a report from the Vice-President and Principal and the Vice-Principal Academic on departmental restructuring. Several matters were discussed, including the naming of departments and their synergy. The Vice-President and Principal asked for endorsement of the motion “THAT the Departmental Structure of the University of Toronto at Mississauga, effective July 1, 2003, be recommended to Erindale College Council for approval.” S. Aster reported that the motion was carried. In addition, the Committee heard a presentation by the Vice-Principal Research on the proposed UTM Convergence Centre; the Committee also received a notice of motion regarding the endorsement of this project in the Fall of 2003.

It was duly moved and seconded,

THAT the report of the Academic Affairs Committee be approved. (S. Aster/S. Munro)

The Motion was carried.

b) Computing and Data Communications Committee (Report of March 17, 2003 meeting) – J. Seel

J. Seel reported that the Committee discussed summer projects by the Microelectronics and Computing departments, which included instituting security systems, continued work on the backup project, and a new system for submitting telecommunications trouble tickets.

It was duly moved and seconded,

THAT the report of the Computing Committee be approved. (J. Seel/J. Sills)

The Motion was carried.

c) College Affairs Committee (Report of the April 2, 2003 meeting) – M. Overton (On behalf of E. Martin)

The Chair called on M. Overton to report on behalf of the College Affairs Committee. M. Overton reported that there were two major items of business at the Committee’s last meeting. There was a presentation of further details regarding the new Athletics and Wellness Centre, which was endorsed by the Committee. In addition, the Vice-Principal Research introduced plans for the UTM Convergence Centre, and gave a notice of motion to the Committee. M. Overton noted that the Committee received the Convergence Centre proposal warmly and enthusiastically. He added that Council would hear detailed presentations on these projects at today’s meeting.

It was duly moved and seconded,

THAT the report of the College Affairs Committee be approved. (M. Overton/U. Krull)

The Motion was carried.

d) Resource Planning and Priorities Committee (Report of April 9, 2003) – G. Sprules

i) G. Sprules reported that at its last meeting the Committee heard further details on the Athletics and Wellness Centre capital project and operating budget. He emphasized that the project plans were well received and were endorsed by the Committee.

It was duly moved and seconded,

THAT Erindale College Council accept the report of the Athletics and Wellness
Centre. (G. Sprules/B. Schneider)

The Chair called on Ken Duncliffe, Director of the Centre for Athletics and Wellness and Mark Overton, Dean of Student Affairs, to give details on the program components and the operating plan of the Centre for Athletics and Wellness project.

K. Duncliffe reported that in 2001, the planning group started a needs assessment process and set out on a mission to change the existing under-serviced facilities. 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 of $500,000 from fundraising and $1M from UTM, the total available funding for the Centre for Athletics and Wellness is estimated to meet the projected capital costs, at a projected $24.5M.

K. Duncliffe noted that the Master Plan identified the location of the Centre at the northern end of the campus, but over the course of last year, as additional funding sources were exhausted, the planning group sought a way in which the existing facilities could be reused. Therefore, a plan was formed to re-site the Athletics and Wellness Centre on the southern face of the South Building and to reuse existing facilities. The new Centre will have a direct link to the building’s zero level and is projected to be 72,000 square feet. The main entrance to the South Building will pass through the foyer of the new Centre to the central reception desk. K. Duncliffe added that the plans have also allowed for a drop off and pick up area at the entrance to the facility.

The main components of the Centre for Athletics and Wellness include an Aquatic Centre with a 25-metre, eight-lane pool that is equipped with a moveable floor; a double gymnasium that is sub dividable into two gyms at 900 capacity seating; a 15000 square foot Fitness Centre; an elevated, 3-lane, 200 metre indoor track; change rooms; a sports medicine and therapy clinic; a racquet centre as well as administration and academic space. The current male change rooms will be reused and there will be new family and female change rooms constructed. There will also be a team change room area and the current FitStop area will be reused as the new Sports Medicine Clinic. The Racquet Centre will remain in its current location, but will be updated and renovated. In addition, the current administrative offices will also be reused.

M. Overton stressed that one of the goals of the planning group was to go beyond athletics and fitness and promote concepts of wellness, so that the resulting facilities might engage and encourage all members of the community to be fit. The re-siting of the facility is one of the outcomes of this idea, because the new facility will be the main entrance for most students who use the largest parking lots and enter through the South Building. This will allow students to pass through the Centre’s space, and it is hoped that this visibility will encourage fitness activity. Another goal of the planning group was to demonstrate environmental sustainability in the design of the facility. He added that engineers and environmental consultants would be on hand during the architectural design phase.

C. Capewell, the Director of Business Services, summarized the operating plan. She explained that the student levy of $25 per FTE begins in 2002-03 and will be increased by 3% per year until 2005-06, with all the funds generated going to the capital costs of the building. In 2006-7, when the building opens its doors, the capital levy will be increased to $115 per FTE and the student fee is also increased by $35 for operating costs of the new facility for a total levy of $150. The capital portion of the student fee will be discontinued once the mortgage has been paid. It is projected that there will be an annual deficit during the first few years after the opening of the new facility, however breakeven occurs on an annual basis six years into the life of the facility. Forecasting into the next 20 years, the facility should be able to provide for large items that may need to be replaced. She also emphasized that it is likely that UTM will be able to negotiate a mortgage rate that is much lower than the estimated 8% currently built into the operating plan. She added that final approval of the operating plan is pending on determination of the amount of capital reserve.

The Chair opened the floor to questions and noted that there was a Motion on the floor.

In response to a member’s query about the status of the squash courts, K. Duncliffe explained that they would be reconfigured and renovated. The member remarked that if the courts were not going to be international squash courts, there would be no merit in renovating them. K. Duncliffe explained that there were space constraints in constructing international courts and added that students make use of the courts in their current configuration. In response to a member’s question about the utility and cost of an ice surface as compared to that of a pool, K. Duncliffe noted that original plans contained an ice pad, but that the pool was a higher priority with the planning group, also offering a more programmatically feasible option. A member questioned revenue sources in the eventuality that the projected enrolment growth is not realized. K. Duncliffe explained that the revenue gains are based on a 60% enrolment growth, of which 20% had already been achieved. The Manager of Business Services explained that all UTM plans are based on this amount of growth and that in addition there would be a $150 increase in student fees when the new Centre opens.

The Vice-President and Principal complimented the planning committee on the project and thanked the students for the leadership they showed in approving the levy, which allowed UTM to achieve the Centre.

The Motion was called to question. The Motion was carried.

ii) G. Sprules continued with the report of the Resource Planning and Priorities Committee. He reported that the Vice-Principal Research introduced and gave notice of motion regarding the proposed UTM Biotechnology Convergence Centre. The Committee also heard from the Manager of Campus Police regarding an update on planning for Campus Police and security issues at UTM. G. Sprules noted the Committee’s opinion that given the growth of the campus, the performance of Campus Police had been outstanding. He added that Campus Police plans an expansion in its police force to keep in step with enrolment growth.

iii) The last item of business was discussion and endorsement of UTM’s new departmental structure.

It was duly moved and seconded,

THAT the “Departmental Structure of the University of Toronto at Mississauga” effective July 1, 2003, be approved by Erindale College Council and recommended to Governing Council for approval. (G. Sprules/ P. Donoghue)

G. Sprules requested that the Vice-President and Principal and the Vice-Principal Academic speak in support of the motion.

The Vice-President and Principal began by saying that the 2002/2003 academic year represented a time of change and excitement for UTM. In the Fall of 2003, Erindale College Council heard discussion on the tri-campus restructuring framework document and gave its unanimous endorsement for the creation of departments and the resulting planning process. The discipline groups were then asked to create and submit their departmental plans. Creating departments has resulted in UTM being a division in its own right, and has resulted in UTM being removed from the Faculty of Arts and Science. Governing Council approved the resulting change in UTM’s constitution. These plans were then reviewed by an advisory group consisting of the three associate deans, Professor Ulli Krull, Vice-Principal Research, Professor Sidney Aster, Chair of the Academic Affairs Committee, Professor David Cook, Principal of Victoria College, and Professor Hugh Gunz. The Advisory Group agreed that the Vice Principal Academic should be integrated into this review process, and therefore the committee waited until she commenced her tenure at UTM to finalize a model. Professor Misak met with all relevant discipline groups to discuss their plans and to provide feedback in consultation with the advisory group. I. Orchard remarked that, since much discussion of departmental plans had previously occurred, the plans were accepted in the majority of the cases.

The Vice-President and Principal proceeded to detail the departmental structure at UTM, as outlined in the relevant document. He stated that two changes had been made to the original memorandum, both regarding department names. The Department of Biological Sciences had been changed to the Department of Biology and the Department of Modern Languages, had been changed to the Department of French, German and Italian. Both of these changes were in response to requests from the affected departmental groups. Both the Academic Affairs Committee and the Resource Planning and Priorities Committee endorsed the planning document. Following approval by Erindale College Council, the departmental restructuring document will go to Planning and Budget, Academic Board and then Governing Council for final approval.

The Vice-Principal Academic continued the presentation. On the process of departmental consultation, she reported that she had met with every group in its current form, not in its proposed amalgamated form. She explained that during the past several weeks there was intensive meeting activity, discussion, and consultation with the various groups on the details of the amalgamations. She remarked that the feedback from the various groups was very positive overall, while some groups raised some reservations. The Vice-Principal Academic explained that during the departmental planning process, the intention was to create departments that were recognizable in the academic community and that would attract quality faculty and students, while at the same time balancing the interests of the various faculty members. The planning process continues with the commencement of Chair searches and departments are anticipated to be operational by July 1, 2003.

The Vice-President and Principal emphasized that changes were made to the plans, which were a direct result of the consultative process with the various departmental groups.

The current revised figure in the budget associated with the reorganization of the campus is estimated to be $1.144M. He explained that this funding would support the administrative portion of restructuring, chair stipends, additional departmental staff support, operating costs for departmental offices, and enhanced central support, which includes financial and human resource support. This budget also received favourable response from the Office of the Provost. He added that UTM would be devolving budgets currently within the dean’s offices to the appropriate departments.

The Vice-President and Principal stated that as a result, UTM has the resources in place in order to establish the administrative infrastructure for each of these departments. He ended his presentation by stating that the current amalgamation of departments creates very strong areas and further added that UTM would become increasingly attractive to students, faculty and staff as it continues to grow and evolve in response to its 60% expansion.

The Chair noted that a motion was on the floor and called the item open for discussion.

A member asked how the budget for restructuring was allocated. The Vice-President and Principal explained that the process started in May of 2002, at a joint meeting of the College Affairs and the Resource Planning and Priorities Committees, where there was a discussion of approximately $800,000 in funding for the restructuring process based on the creation of 12 departments. He added that budget figures had been refined since that time and vary by department and that according to the best projections this figure will cover the expenses. The Vice-Principal Academic explained that the $1.114M figure covers basic components of the budget, such as chair stipends; it does not cover travel funds and teaching releases. It is a complex budget because UTM is experiencing a major period of transition and increased hiring activity. She added that departments would be autonomous, similar to St. George campus departments.
A member asked about the establishment of interdisciplinary programs other than CCIT. The Vice-Principal Academic replied that there will be a call for proposals of this kind in the future, however some of the smaller programs have natural homes in already established departments. In response to a member’s query regarding departmental resources as compared to those at the St. George campus, the Vice-Principal Academic explained that the basic budgetary structure would be similar across all departments, but that all budgetary details would be decided on an individual departmental basis. The Vice-President and Principal noted that significant differences exist between the two campuses, such as no graduate offices at UTM, but stressed that enrolment funds will allow UTM to grow and develop similar resources as the St. George campus.
A member expressed the view that the restructuring process had not gone well in certain departments and asked for an assurance that conciliatory help will be provided to certain discipline groups. The Vice-President and Principal assured the member that help would be provided and stressed that there will be a need for faculty and chairs of departments to step forward and provide leadership and vision, in the preparation of a plan to respond to the upcoming White Paper. The Vice-Principal Academic emphasized that the pockets where difficult decisions had to be made arose because there were a number of small units, which if left free floating, might suffer in the next planning cycle.
In response to a member’s question regarding the allocation of enrolment growth funds to capital mortgages, the Vice-President and Principal explained that the UTM and Scarborough campuses were both preferentially treated over the St. George campus and were given a larger flow of funds, because they had to carry mortgages. He further explained that UTM has received $0.90 for every dollar generated by students in the first 30% expansion, while the St. George campus (Arts and Science) received $0.75. During the next 30% expansion, UTM will receive $0.75. Prior to this new agreement, UTM was receiving $0.65 for every dollar generated by students in an expansion. The Vice-President and Principal stressed that the budget model was presented to the Provost, and confirmed that no structural problem existed within the base funding. He added that enrolment growth funds bring in a large amount of funding and that UTM is determined to improve the quality of student experience with these resources. He remarked that 25 new faculty were hired last year and 37 searches have been conducted this year. He explained that there had been a temporary delay in the increase of support staff, but added that the coming year will concentrate on addressing this issue.

The Motion was called to question. The Motion was carried with two abstentions.

5. New Business
a) The Canadian “Innovation Agenda” and the opportunity for creation of Convergence Centre for sciences, health, management and policy at UTM – U. Krull

The Vice-Principal Research, Professor Ulli Krull gave a presentation on the proposed Convergence Centre at UTM. The presentation is available on the Council website, at http://www.erin.utoronto.ca/council/convergence.ppt.

Professor Ulli Krull provided the following Notice of Motion to Erindale College Council:

THAT Erindale College Council approve addition of the UTM Convergence Centre plan to the Campus’ overall strategic plan.

The Chair opened the floor to questions and comments by Committee members.

The Chair noted that a notice of motion had been made so that College Council now had adequate time to consider this major proposal, before it is brought forward for approval in the Fall.

6. Vice-President and Principal’s Report
a) Follow up on the University’s Budget
The Vice-President and Principal reported that a base budget cut of 4.45% would be taken through Planning and Budget, followed by Governing Council. However, he reported that the planned 1.5% one-time-only cut would not be imposed as a result of the support of the provincial government through the double cohort quality assurance fund.

b) SuperBuild Announcement
The Vice-President and Principal reported that he had received notice to be available for a press conference announcing SuperBuild results, on Monday, April 14, at the Scarborough campus. He expressed his belief that the outcome of the announcement would be a positive one for UTM.

7. Other Business
a) C. McGrath, Director of Residence, reported that the Residence Advisory Network’s naming committee met to name the residence Phases 6 and 7. He circulated a memorandum describing the rationale behind the new building names, which will go to Governing Council for approval. It is proposed that Phase 6 be named Roy Ivor Hall, after Roy Ivor, known as the “Birdman of Mississauga.” It is also proposed that Phase 7 be named Erindale Hall, in honour of the historical significance of the name.

b) A student, V. Siritharan expressed a concern about a note in the 2003/04
UTM Calendar, which states that UTM students will not be permitted to take courses
offered at the St. George campus. M. Overton explained that because of double cohort pressures, the Faculty of Arts and Science has restricted registration to its own population, while taking applications from UTM students for any remaining spots. He added that UTM is undertaking similar measures with respect to its Professional Writing and Forensic Science programs. He noted that students who are already in programs that require St. George campus courses are allowed to take these courses to complete their program. The Vice-Principal Academic remarked there is ongoing discussion about this issue at the tri-campus deans committee, where she is making the argument that UTM faculty are aiding in the delivery of undergraduate and graduate education on the St. George campus on a regular basis. She added that UTM faculty should bring this issue to the attention of the appropriate St. George graduate chair and so that this discussion can continue at the departmental level.
The Associate Dean of Sciences stressed that there was often a mismatch between published information on a website and the calendar. As an example, he cited the computer sciences department, where the majority of courses are open to UTM students, contrary to a note on its webpage. In addition, he remarked that UTM students, who require certain courses to graduate, would be granted special consideration in this matter.

8. Adjournment
The Chair reminded members of Council that there was a reception in the Ante Chamber, room 3129, to celebrate the end of the term. The meeting adjourned at 5:25 p.m. (R. Baker/M. Lettieri)