Minutes: October 6, 2011

MINUTES OF THE UNIVERSITY OF TORONTO MISSISSAUGA ERINDALE COLLEGE COUNCIL meeting held on Thursday, October 6, 2011 at 10:10 a.m. in the Council Chamber, Room 3130, South Building

Present: A. Wensley, G. Anderson (in the Chair), D. Saini, A. Mullin, N. Woolridge, L. Bailey, P. Donoghue, A. Fleming, P. Macdonald, K. Wilson, J. Sidnell, S. Munro, E. Johnson, P. Michelucci, A. Daniere, P. Hannaford, S. Hawrychuk, P. King, S. Laughton, R. Mazar, M. Meth, A. Nicholson, S. Senese, I. Whyte, E. Stepanian, I. Di Millo, D. Di Censo, M. Jalland, S. McCarthy, J. Delves, M. A. Mavrinac, M. Overton, M. Alekson, L. Barber, M. Berger, A. Birkenbergs, L. Gaspini, D. Hill, K. Horvath, D. Iafrate, R. Lala, L. Oliver, C. Valentine, M. P. Galvez, R. Guo, T. Kim, D. Lee, D. Cassar, D. Dicenzo, M. Sajjad, C. Thompson, R. El-Kadri, A. Chakraborty, G. Abdullahi, R. Abraham, A. Ahmed, D. Amos, R. Dantes, D. Dick, T. Didiano, C. Enweugwu, A. Faruqi, H. Havili, A. Irimie, S. Khan, G. Kiwana, E. Madan, K. Moinuddin, R. Nero, J. Parhar, A. Saeed, J. Shek, S. Sumra, P. Taneja, L. Trang, N. Yousaf, T. Ahmed, J. Korelin, M. Zandawala, M. Avadisian, K. Ercit, D. Lee, S. Da Silva, A. Burnett, C. Capewell, D. Clancy, P. Goldsmith, D. Kreuger, J. Lim, E. Martin, B. McFadden, L. Paris, J. Stirling, A. Vyas Regrets: R. Vieira, L. Oliver, U. Krull, H. Gunz
In attendance: W. Khogali, UTMSU

1. Approval of Minutes of Previous Meeting (April 13, 2011)

The report of the previous meeting was approved as circulated. (P. Donoghue/D. Kreuger)

2. Ratification of the new Erindale College Council membership and election of new Chair and Vice-Chair

Professor Wensley referred members to the 2011-12 membership list that was made available to members with the notice of the meeting and on the ECC website. He noted that all constituencies were filled with the exception of the part-time undergraduate student constituency, where 7 vacancies remain and one appointment of a post-doctoral fellow. Two vacant administrative staff constituency positions were also filled.

In the full-time student constituency there were 70 nominations for the 50 available positions, and the election occurred on September 23, 2011. The Chair welcomed all new members to ECC.

The Chair called on Mr. Gilbert Cassar, President of UTMSU to list three late additions to the UTMSU Executive membership on ECC. The membership list was amended with these three additional executives.

It was duly moved and seconded,
THAT the 2011-12 membership of Erindale College Council, as amended, be ratified. (A. Birkenbergs/M.A. Mavrinac)
The motion was carried.

The Chair announced that there was one nomination for Chair of Council, Professor Gordon Anderson, from the Department of Economics. He declared Professor Anderson elected by acclamation. There was also one nomination for the Vice-Chair position of Council, Ms. Susan Senese, librarian. The Chair declared Ms. Senese elected by acclamation.

Professor Anderson thanked outgoing Chair, Professor Anthony Wensley and took the Chair.
The Chair called on Professor Wensley to give the report of the last meeting of the Executive Committee.

3. Reports of Standing Committees and Officers

a) Executive Committee: Report of September 1, 2011 meeting - Professor Anthony Wensley, Chair

Professor Wensley reported that the Executive Committee, at a special meeting on September 1, 2011 approved the creation of the Governance Review Committee (GRC). He referred members to the GRC's terms of reference / mandate, which was circulated with the meeting agenda and is attached hereto as Appendix A.

Professor Wensley explained that there were two parallel processes that called for governance review and constitutional revisions. In addition to the University of Toronto's Task Force on Governance (TFOG) and the resulting comprehensive governance review, the Council of Ontario Universities (Ontario Council of Academic Vice-Presidents) reviewed and restructured the quality assurance processes for undergraduate and graduate programs. This resulted in a policy change and in changes to the Terms of Reference of the Academic Board and two of its standing committees. The resulting revisions to the terms of reference GC boards and committees together with the TFOG's recommendation that delegation of authority with respect to transactional matters be transferred to the lowest appropriate level of governance have necessitated constitutional and by-law revisions. TFOG's recommendations were sufficiently complex to require the establishment of a special committee to review them, hence the creation of the GRC. In addition, Professor Wensley noted that UTM had not undergone a comprehensive review such as this in a very long time, since historically most of the changes to ECC's structure through its constitution and by-laws, represented smaller reviews and more minor changes. He added that with the campus' growth and the TFOG implementation committee's recommendations, it was timely for UTM to conduct a more comprehensive review.

Professor Wensley also reported that as a result of the university's quality assurance review for both undergraduate and graduate programs, immediate changes were necessary to the Constitution and By-laws of ECC, and noted that these changes would be detailed later on in the meeting agenda.

He referred members to the proposed terms of reference of the GRC and noted that it contained a list of members proposed for the GRC, who were selected with a focus on wide constituency representation. The document also contains a list of questions the GRC would address and a timeline for the Committee's work.

It was duly moved and seconded,
Erindale College Council accept the recommendation of the Executive Committee to establish a Governance Review Committee as described in the terms of reference document above. (A. Wensley/D. Saini)

The motion was carried.

The Chair called on Professor Wensley to continue with the next item on the agenda, the revisions to the UTM Council Constitution and By-laws. The Chair noted that this item was for information and was given as a notice of motion for the November 3, 2011 meeting of Erindale College Council.

Professor Wensley referred members to the memorandum outlining the proposed changes to the Constitution and By-laws and as well as the cross-out/review versions of both documents, which were circulated with the agenda for this meeting.

The proposed changes to the University of Toronto Mississauga Constitution and By-laws are in large part those required for the approval of new academic programs and the modification of existing programs. The remaining changes, which although numerous, are changes that follow accepted standards and wording of such documents and will bring UTM's Constitution and By-laws in line with such documents across all of the divisions of the University of Toronto. In addition, these revised documents will provide UTM's newly formed Governance Review Committee with a Constitution and By-laws that are updated with respect to academic powers and consistently worded across all divisions.

The Councils of the academic divisions now have delegated authority to approve:
(a) modifications to existing degree programs;
(b) transcript notations within existing degree programs;
(c) the modification of diploma programs and certificate programs, where authority is delegated to the academic divisions in the University's Policy on Diploma and Certificate Programs. The Committee on Academic Policy and Programs receives for information an annual report on such actions as appropriate.

Divisional Governance offices and Council Chairs have therefore been asked to consider updating their constitutions and by-laws in order to incorporate the terms of delegated authority outlined above. Other changes in the two documents include clarification of wording, ensuring consistency of text and a re-organization of sections of the documents to reflect standard practice.

Professor Wensley gave a summary of the changes in both documents.

In the Constitution the following changes were being proposed. Under section II, definitions were moved from the Interpretation section of the By-Laws to reflect standard constitutional format; there are no other changes here except for clarification of text and the removal of research associates as a separate category - they are in fact considered to be administrative staff and would be classified under that category. In Section III, for clarity and to follow standard constitutional format, the powers, duties and responsibilities of Council have been divided into two sections: III and IV. Section III, dealing with general powers of Council consists of text editing changes and grouping of various items for clarity and consistency. This section contains no substantive changes.

Under Sections IV-1 to IV-6: UTM Council has always had powers associated with establishing committees, determining their composition, admissions policy, scholarships, petitions and appeals, so this section consists of re-written text, for the purposes of clarification and consistency only.

Section IV-7 to IV-11: on Specific Powers with respect to academic programs is the major change in this document in response to the delegated authority transferred to divisions as a result of TFOG'S comprehensive governance review, and the review of the quality assurance processes for undergraduate and graduate programs. The substantive changes with respect to the specific academic powers of Council were made in response to this UTQAP review and the resulting changes. Council has delegated authority to approve proposals for major and minor modifications to existing degree programs; transcript notations within existing degree programs; and the modification of diploma programs and certificate programs. (Sections IV-7, 8 & 11)

Section IV-8 specifies that Council will delegate its authority for the approval of minor modifications to the Academic Affairs Committee; this follows current practice. Section IV-9 specifies that Council approve and recommend for Governing Council approval, proposals concerning Extra-Departmental Units at UTM and IV-10 also specifies that Council receive for information reviews of academic programs and units.

Section V is a new addition to the document and outlines the specific duties, powers and responsibilities of the Vice-President and Principal with respect to the work of Council. Again, this follows existing practice and standard wording across the U of T with respect to the role of the head of a division and follows the Policy on Appointment of Academic Administrators.

The following remaining sections of the Constitution contain no substantive changes and simply reflect re-organization, editing and clarification of text:

Section VI: Membership of Council; VII: Term and Quorum of Council; VIII: Officers; IX: Meetings, X: By-Laws; XI: Parliamentary Authority and XII: Amendment of the Constitution and By-Laws.

In the By-laws, the following changes were being proposed. The entire section with respect to term quorum, officers, meetings, voting and parliamentary authority has been moved with no substantive changes to the appropriate sections of the Constitution (sections VI to XII), to follow the standard template. In Section I, by-laws regarding elections and appointment procedures have been moved into section I from Appendix 1 of the By-Laws, unchanged except for the numbering sequence.

Section II, Rules of Order, was moved here from appendix 2 of the By-Laws; there are no substantial changes here except for a minor re-organization of items into their appropriate sections as noted. Under Section III-2, with respect to special committees, the only substantive change here is making explicit the authority of Council to appoint special subcommittees; this section details how and under what conditions these special subcommittees can be formed. This is again a standard addition into such documents and refers back to an authority detailed in Appendix 3.5 of the existing By-Laws, which gives each standing committee of Council the ability to appoint special working groups or subcommittees. In Section III-3, General Procedures, there are no substantive changes here; modifications represent a consolidation of existing material dealing with general procedures of committees into one area, which were previously scattered throughout the By-Laws. In section III-4, the Executive Committee has always served the function of a striking committee, but this section makes this role more explicit and refers to section III-7, which lays out the terms of reference of a striking committee. The only other substantial change in this section is the inclusion of the requirement to conduct periodic reviews of the Constitution and By-Laws; again, this is standard practice in these types of documents.

In section III-5, regarding the function of the Academic Affairs Committee (AAC), the middle of this section contains the only substantive change to the AAC terms of reference. Similar to section IV of the Constitution, the authority of the AAC with respect to academic programs is addressed, in response to the delegated authority transferred to divisions as a result of TFOG'S comprehensive governance review, and the review of the quality assurance processes for undergraduate and graduate programs. This includes the delegated authority previously discussed, and makes explicit the governance route involved in each. For example, the AAC approves minor modifications to academic programs on behalf of Council, while major modifications are recommended to Council for approval and reported for information to the appropriate body of Governing Council. In section III-5.3 regarding subcommittees, there are no substantial changes. Terms of reference for the six subcommittees of the Academic Affairs Committee have been added into the By-laws unchanged; previously these existed in separate documents, except for the curriculum subcommittees, which have been somewhat expanded and made consistent with the wording as expressed in the terms of reference of the AAC function.

In section III-6, regarding the terms of reference for the three subcommittees of the Resource Planning and Priorities Committee have been added into the By-laws unchanged; previously these existed in separate documents. Section III-7, with respect to the Executive Committee acting as a striking committee, is a new addition into the By-Laws, as explained in the section dealing with changes to the Executive Committee. This section makes the striking committee function of the Executive Committee more explicit and lays out its the terms of reference; again, this is a standard function of this type of committee.

There were no questions. Professor Wensley reminded members that this information was given as a notice of motion and that these changes would be up for approval at the next meeting of Council.

b) Resource Planning & Priorities Committee: Report of the September 19, 2011 meeting - Professor Lee Bailey

Professor Bailey reported that members heard about the establishment of the Governance Review Committee from the Chair of ECC and the revisions to the ECC Constitution and By-laws, presented by the Director of Governance. The Committee then approved the establishment of the Institute for Human Development (IHD) presented by the Vice-Principal Academic and Dean.

c) Academic Affairs Committee: Report of the September 20, 2011meeting - Professor Nick Woolridge

Professor Woolridge reported that the AAC received the same reports for information as the RPPC. The AAC, similar to RPPC also approved the establishment of the IHD, which would now be forwarded to ECC for approval. He called on Professor Amy Mullin, Vice-Principal Academic and Dean, to present the item to Council.

Professor Mullin referred members to the documentation circulated with the meeting agenda, which included a memorandum to Erindale College Council, the IHD Proposal, the business model, as well as the full budget of expenditures and contributions. She reported that the IHD is planned with cross-appointed faculty; there will be no faculty appointments. The administrative hub of the Institute will be at OISE and will include a director, executive assistant, business officer, and communications officer.

IHD theme coordinators (faculty in different units, on different campuses) will provide leadership for research clusters or nodes, defined by problem studies rather than disciplinary approach.

Professor Mullin emphasized that the IHD will have an interdisciplinary and trans-disciplinary focus. It will take a multi-pronged approach to identifying solutions to major problems in human health and development, and will focus on interventions in the prenatal period and childhood. A major goal of the Institute will be to develop and intensify interdisciplinary courses and programs at both the undergraduate and graduate level, with an early goal of developing a collaborative graduate program. The IHD will also communicate its results to both the government and the public.

She explained that the governance process for the proposed IHD included consideration at the faculty Councils of OISE, the Faculty of Medicine and UTM. FAS and UTSC were also engaged as partners. There was also significant involvement from the university's fully affiliated hospitals and agreements with the lead hospitals/research centres would be established through the Vice Provost Relations with Health Care Institutions.

The resource commitment from UTM will be "in kind" and will represent a commitment of faculty time, and overhead on the research of relevant faculty members. It is estimated that this cost will be $150,000 per year in first two years of the IHD, and $300,000 per year in the next three years. With respect to space implications, UTM may attract faculty positions that would require office and research space, but any hires would be consistent with departmental plans. In addition, the IHD is anticipated to be a campaign priority.

Professor Mullin referred members to the budget contributions and planned expenditures that were outlined in the materials made available to the committee. Expenditures include the following: a director salary, business manager, executive assistant, stipends for theme coordinators (covered through fundraising that has already been successful), communications officer, research communications, visiting scholars (funded through a successful Connaught), funding for research and research project infrastructure and knowledge mobilization (in kind contributions, grant applications, fundraising).

Professor Mullin discussed consultation efforts with respect to the development of the IHD proposal. The Vice-Principal, Research, the Vice-President and Principal, and Professors Fleming and Sokolowski were involved in the proposal's development. The proposal was also sent to department chairs for feedback, who indicated that the IHD proposal needed to do more to stress the potential global focus of the institute and to clarify the interaction of social/cultural with physical science research. This feedback was subsequently incorporated into the proposal. The IHD was also discussed at a September chairs' meeting and received broad support, especially for its trans-disciplinary nature and potential impact on health and well-being.

She added that the departments of Anthropology, Biology, Mathematical and Computational Sciences, Philosophy, and Psychology have all signaled that they have researchers with strong interest in the IHD. The departments of Languages and Sociology also have researchers doing relevant work on language acquisition, gender and the family.

In conclusion, and with respect to faculty appointments, Professor Mullin explained that faculty may have core appointments or associate appointments (depending on their degree of involvement), but that these appointments were term-limited and the relevant Chair and Dean must approve them.

It was duly moved and seconded,
The University of Toronto Mississauga serve as one of the lead collaborating divisions in establishing an Institute for Human Development (IHD) at the University of Toronto, as described in the proposal dated September 9, 2011, effective October 19, 2011. (A. Mullin / S. McCarthy)

The Chair opened the floor to discussion.

The Vice-President and Principal expressed support for the IHD, and noted that he hoped this would be the first of many such initiatives.

A member asked whether due to existing commitments of faculty, related courses were going to be taught by sessional lecturers. Professor Mullin explained that although it was difficult to predict, sessional lecturers would not represent a large amount of the teaching; she added that associate members might not receive course release depending on the extent of their involvement in IHD.

In response to several members' questions related to the likely success of fundraising for this project, Professor Mullin explained that because the main focus of the IHD is human health, especially that of children, it is of great interest to people in general and is therefore attractive to prospective donors. She added that some donors have already been identified and have expressed support. In response to another member's question about the need for a contingency plan, should fundraising not be successful for this project, she emphasized that fundraising revenue was not required to meet UTM's contribution and indeed that excess capacity existed for this project in terms of potential for funding.

A member commented that new hires for this project would put further pressure on already scarce research space. The Dean explained that while UTM has goals to hire more faculty, only hires that were consistent with departmental plans would be made. In response to a member's question, Professor Mullin explained that a future goal of the IHD would be to create a collaborative graduate program. She emphasized again the interdisciplinary and trans disciplinary nature of the IHD and pointed to the exciting research conducted by Professor Fleming in her work concerning the Ontario Birth Study.

The motion was put to a vote. The motion was carried.

The Chair called on the Dean again to discuss the university's academic planning process. She explained that the academic planning process would identify goals (for period up to five years) and strategies for achieving them that reflect UTM's values. Academic goals will concern teaching, research, and the student academic experience both inside and outside the classroom and planning will address plans for enrolment, faculty and staff hiring, directions for courses and programs, and strategies to enrich student's academic experience. She noted that the academic plan must identify strategies for achieving goals and identify resources available or to be pursued to achieve those goals.

Professor Mullin emphasized that Academic planning should be broadly consultative and involve plenty of two-way communication. She encouraged students, faculty, staff, alumni and interested members of the UTM community to be involved in the process.

In terms of the process, the Dean explained that a planning committee was formed whose membership represented various constituencies. Next, broad consultation (website, town halls) is planned in order to articulate UTM's academic aalues, which will eventually lead to the development of unit plans (department and institute plans), followed by development of a UTM divisional plan. Units will consult broadly across faculty, staff, students, cognate units, alumni, and community partners. A divisional plan will be developed, responsive to unit plans, and will be widely circulated for discussion. Finally, the UTM plan will go through governance at UTM and at the University wide level. In terms of specific timing, town hall events on academic planning and the availability of a draft statement of UTM divisional values were planned for October 26, 2011. A statement of divisional values to guide academic planning and departmental current state assessments were planned for Nov. 30, 2011. The first draft of unit plans are projected for a Jan. 15, 2012 completion, with feedback from the dean and the academic planning committee to be done by Feb. 15, 2012. The deadline for the development of final unit plans is March 30, 2012, and for draft divisional plans, June 30, 2012. It is projected that plans would be ready for UTM and university wide governance consideration by Nov. 30, 2012.

4. Vice President and Principal's Report

Professor Saini thanked Professor Anthony Wensley for chairing ECC for two consecutive terms and commended him for once again taking on a leadership role with the UTM United Way campaign as its co-chair. He encouraged everyone to participate in whatever measure they could in the campaign.

He also expressed his appreciation to Susan Senese and Professor Gordon Anderson for taking on leadership roles as Vice-Chair and Chair of ECC, respectively.

The Vice-President and Principal also expressed his thanks to past Dean Gage Averill, Professor Ian Orchard and CAO Paul Donoghue for their roles in the opening of two major buildings and worthy additions to the UTM campus: the Health Sciences Complex and the Instructional Centre.

He noted that the availability and quality of space remained one of the biggest challenges of the campus, but that steps were being taken to remedy these shortcomings by taking advantage of government funding opportunities, such as the one related to the North Building re-construction. Starting in early 2012, $50M would be slated for that building's reconstruction, starting with demolishing one third of the building. Planned renovations of physics and biology teaching labs would take up another $2.5M.

The Vice-President and Principal reported that U of T was gearing up for a major fundraising campaign and added that UTM's own very ambitions campaign would be launched in the spring of 2012.

Professor Saini went on to talk about the upcoming governance review. He noted that the review's significance was apparent when looking at the central question behind the 2030 planning process, which was: "Looking to and beyond our second centennial, how can we ensure that our institution reaches new levels of excellence?" He remarked that with the evolution of the three campuses new complexities emerged that were not contemplated when the Governing Council, its Board and Committees and the Erindale College Council structures were established. As demographic pressure grew, any new governance approach would need to be able to respond to changes. In the university's Task Force On Governance, several areas of governance were identified as needing examination: the structure of meetings and whether the forum is too large, public and orchestrated for essential strategic discussion and meaningful debate; the duplication and repetitive nature of the existing model; the delegated authority for divisions, although some of this has been addressed with the recent changes to the ECC Constitution and By-laws; quality of governors: attracting and retaining the most capable governors and ensuring an appropriate mix of knowledge, skills, expertise and experience across memberships; consistently appropriate representation across constituencies; and appropriate interfaces between governors and administration.

Professor Saini continued his report by stressing the importance of fostering collaborative partnerships between faculty, staff and students as UTM embarks on a busy year of academic planning, governance review and capital planning. He emphasized the importance of the involvement of all campus groups in institutional planning and highlighted his strong desire for collaboration between administrators and student groups.

In closing, Professor Saini remarked on some of the unsafe driving, especially speeding, that he has observed on campus and urged members to work within their groups to raise awareness about this issue.

The Chair noted that there was no new business submitted to him and asked whether anyone had any further new business or questions for senior administrators.

A member expressed his concern about safety around the Instructional Centre, where a speed breaker does not extend all the way across the road; in addition the crossing area light across from the athletics centre were malfunctioning. The CAO noted that both of these issues would be examined.

A member commented on the need for research space asked about whether or not the idea of a Science building was still being contemplated in the campus' capital plan. The Vice-President and Principal responded that although the idea had not been shelved, the funding did not exist for the development of more concrete plans.

In response to a member's question, the Vice-President and Principal stated that enrolment growth was projected at 5% per year.

The President of UTMSU announced that voting booths for the Provincial election would be open to residents until 9 p.m. and encouraged everyone to vote.

Another member raised a safety concern about the bus drop off area adjacent to the Kaneff Centre, which seemed to also be a fire route, a main pedestrian route and a parking lot.

The Chair noted that the next meeting of Erindale College Council will be on Thursday, November 3, 2011.

The meeting adjourned at 11:30 a.m. (D. Kreuger/A. Vyas)

Secretary _______________________ Chair _________________________
Cindy Ferencz Hammond Professor Gordon Anderson