Erindale College Council

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

  1. Adoption of the Agenda
    The Agenda was approved. (A. Birkenbergs / U. Krull)

  2. 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).

  3. 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.

  4. New Business:
    a) Ancillary Budgets / Financial Plans:

    i) Residence
    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 group.

    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 at UTM.

    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 2003.

    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.

    iv) Parking
    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 report).

    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 as well.

    The Motion was called to question. The Motion was carried with 3 opposed and 2 abstentions.

  5. Other Business: None.

  6. Next Meeting
    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.

  7. Adjournment
    Motion to adjourn by A. Birkenbergs. Seconded by C. McGrath. The meeting was adjourned at 5:00 p.m.