MINUTES OF THE JOINT
MEETING OF THE COLLEGE AFFAIRS AND RESOURCE PLANNING & PRIORITIES
COMMITTEES of Erindale College Council held on Tuesday, January 14, 2003
at 3:10 p.m., in the Council Chamber, South Building
PRESENT: Gary Sprules (In the Chair), I. Orchard, P. Donoghue, R. Baker,
M. Overton, J. Malcolm, S. Kessler, A. Mirza, U. Krull, N. Collins, S.
O’Connell, D. Hamilton, R. Hopkins, B. Murck, J. Donovan, J. Malcolm,
D. Borowski, A. Bellerby, A. Birkenbergs, I. Still, K. Duncliffe, J. Lim,
E. Martin, C. McGrath, J. McCurdy-Myers, L. Paris, M.A. Mavrinac, G. Richter,
C. Capewell, P. Silcox, G. Anderson, B. Schneider, P. King, L. Paris,
C. Ferencz Hammond
ABSENT: L. Collins, M. Lettieri, G. Crawford, J.P. Poe, M. Marji, I. Wiecek,
S. Kibria, J. Binks, P. Ash, C. Boyd, A. Vyas, B. Barton, W. Sikora, M.
Sullivan, J. Seligman, P. Nagra, G. Gad
REGRETS: G. Katz, A. Mullin
Adoption of the Agenda
The Agenda was approved. (A. Birkenbergs / U. Krull)
Minutes of the Previous Meeting
The Minutes of the November 18, 2002 meeting of the College Affairs
Committee were approved (J. McCurdy-Myers /M. Overton).
The Minutes of the November 19, 2002 meeting of the Resource Planning
and Priorities Committee were approved (P. Silcox / P. Donoghue).
Business Arising from the Minutes
P. Donoghue requested that the report of the Working Group on Parking
be discussed along with the Parking Ancillary Budget under New Business.
There were no objections to the revised Agenda.
a) Ancillary Budgets / Financial Plans:
C. Capewell called on C. McGrath, Director of Residence to present
the Residence Services Management Report. Referring to the Residence
Services Operating Plan 2003-4 to 2007-8 Management Report, C. McGrath
reported that the number of dons would be increased from 13 in 2002-3
to 28 in 2003-4 in order increase peer support for upper year students.
In addition, the hiring of two Residence Life Coordinators is proposed,
who would be responsible for the supervision of dons, advising student
government groups and program development within specific areas.
He added that three Community Assistant positions had been created
in order to provide support and foster community development to
students living in UTM’s family and graduate housing phases.
Other hiring will include an Assistant Director position in Residence
Facilities. In addition, 2003-4 will see the introduction Theme
Communities, which will allow students who share common interests
to live with one another and participate in shared co-curricular
experiences. C. McGrath noted that Phase 7 with 197 beds in apartment
style units would open in September of 2003. He explained that due
to operational gaps in the availability of housing for mature students,
Phase I will be renovated to provide additional housing for this
C. Capewell, reported on the budget and the long-range financial
plan. She explained that due to University requirements, approximately
$1.75 million was to be set aside as an operating reserve. This
requirement also results in a large negative operating result after
commitment. C. Capewell stated that current rates were based on
the style of residence in which students choose to live, which is
a more equitable rate structure than past rates, which were based
on the student academic year. In terms of long-range plans, the
University requires the Residences to ‘break even’ after
construction of Phase 7, before Phase 8 can be built. In addition,
Phase 8 will be built for a cost of $60,000 per bed (compared to
$75,000 per bed for Phase 7) plus $1.5 million for a major dining
hall, which will be the focus for the introduction of a Meal Plan
Motion by C. Capewell THAT the Residence Services Operating Plan
and Management Report be accepted. Seconded by G. Richter.
A member questioned the elevated increases in salaries as well as
utility costs. C. McGrath explained that the increases in salary
expense reflected the new hires he mentioned earlier in his report.
C. Capewell explained that the reason for utility expense increases
were twofold: they are due to accounting changes the University
requires, such as the operating reserve and also due to increased
utility costs in general, as any caps which are in effect for the
community at large do not apply to University residences. In response
to a question, C. McGrath explained that UTM residence rates were
very competitive compared to other universities as well as the surrounding
community. The Vice-President and Principal complimented C. McGrath
on the expanded programs and other planned residence initiatives
put forward in the Residence Management Report.
The Motion was called to question. The Motion was carried.
ii) Conference Services
C. Capewell reported positive revenue standing for Conference Services
due to the expansion of conference business from major clients as
well as some one time only customers. As was the case for all the
ancillaries, the commitment to operating reserve represents the
central University requirement to set aside 50% of expenses as an
operating contingency. C. Capewell stated that the planned contribution
of $125,000 to the UTM’s operating budget was met. In terms
of long-range plans, Conference services would be maximizing the
utilization of Phase 7, which is slated to open in September of
Motion by C. Capewell THAT the Conference Services Operating Plan
and Management Report be accepted. Seconded by P. Donoghue. The
Motion was carried.
iii) Food Services
C. Capewell reported that sales for the year 2002-3 are expected
to be higher than budget, due to increased catering sales and demand
from increased enrolment. C. Capewell explained that there is a
major need for expansion of Food Services in the face of increased
enrolment. As a result, a new Food outlet is planned in the CCIT
building (opening in September 2004) and in the proposed Phase 8
of Residence (tentative opening in September 2005). C. Capewell
pointed to Schedule 2 of the Report, which showed that the planned
contribution of $25,000 from Food Services to UTM’s operating
plan had been met. In the 2003-4 budget a large expense would be
incurred to replace furniture in Spigel Hall. Also planned is the
hiring of a Manager of Food Services & Retail Operations to
deal with growth plans and to improve all aspects of food services
on a continual basis.
Motion by C. Capewell THAT the Food Services Operating Plan and
Management Report be accepted. Seconded by S. Kessler.
In response to a query C. Capewell explained that the contract with
Aramark would end in August of 2004.
The Motion was called to question. The Motion was carried.
P. Donoghue stated that in previous meetings, both committees rejected
the initial parking ancillary and asked that an Ad-hoc working group
reconsider and refine the initial proposal – with particular
attention to the details of the Master Plan and report back on alternatives
and specific pricing recommendations. P. Donoghue explained that
a cost assessment had determined that it was not fiscally possible
to maintain planned building sites (on parking lots) without incurring
a very large deficit in the long-term. The Ad-hoc parking group
made several specific recommendations, including the implementation
of carpooling and the more even scheduling of classes to ameliorate
the parking situation (please refer to full Ad-hoc Parking report,
posted on the UTM website as part of the Parking Ancillary and Management
P. Donoghue outlined the main features of the proposed parking plan.
Due to its prohibitive costs, underground parking would only be
constructed under the CCIT building and the proposed new Library.
In 2004-5, an above ground parking structure is planned to accommodate
1000 spots. He explained that contingency plans were under development
for temporary solutions to the major shortage predicted for 2003-4
– details of these plans can be found in the Management report.
P. Donoghue stated that as a result of the balance between the protection
of campus green space and the fundamentals of the Master Plan, the
projected rate increase would be approximately 24% for Unreserved
and 30% for Reserved parking.
Motion by P. Donoghue THAT the Parking Ancillary and Management
Report be accepted. Seconded by B. Schneider.
A member pointed to Schedule 6 in the Ancillary report as demonstration
that UTM’s parking rates were very competitive with several
Universities as well as other institutions in the area. Another
member expressed support for the current plan citing benefits to
UTM’s collegial atmosphere in addition to environmental gains.
There was additional discussion on the expected effect that the
more efficient scheduling of classes will produce. A member also
suggested that users be charged for parking in the summer months
The Motion was called to question. The Motion was carried with 3
opposed and 2 abstentions.
Other Business: None.
The next meeting of the College Affairs Committee will be on Monday,
February 3, 2003. The next meeting of the Resource Planning and Priorities
Committee will be on Tuesday, February 25, 2003.
Motion to adjourn by A. Birkenbergs. Seconded by C. McGrath. The meeting
was adjourned at 5:00 p.m.