Report: April 12, 2006


Report of the ERINDALE COLLEGE COUNCIL meeting held on Wednesday, April 12, 2006 at 3:15 p.m. in the Council Chamber, Room 3130, South Building

PRESENT: R. Beck (in the Chair), I. Orchard, R. deSouza, A. Wensley, P. Goldsmith, K. Giuliani, B. Louie, D. Kreuger, M. Overton, C. McGrath, I. Mazic, C. Bryson, G. Richter, C. Jones, J. McCurdy-Myers, S. Kessler, L. Paris, A. Vyas, R. Arora, S. Abrahim, G. Anderson, D. Carson, M.A. Mavrinac, J. Seel, S. Al-Abdul-Wahid, L. Bailey, K. Chadder, J. Tran, M. Rennie, C. Boyd, M. Tombak, J. Stirling, S. McCarthy, M. Lettieri, H. Aboghodieh, A. Lange, L. Wilson Pauwels, N. Kanda, S. Foster

The Chair reminded members about the reception taking place immediately following the Council meeting in the Ante Chamber.

1. Adoption of the Agenda

The agenda was adopted (I. Orchard/S. McCarthy)

2. Minutes of Previous Meeting (March 8, 2006)

The report of the previous meeting was approved. (I. Orchard/M. Lettieri)

3. Business arising from the minutes

There was no business arising from the minutes.

4. New Business

a) University of Toronto at Mississauga Student Union Constitutional Changes – Ryan Carroll, President

Supporting Documents: i) Cover document ii) Constitution

The Chair called on Mr. Ryan Carroll, the President of the Erindale College Student Union (ECSU) to introduce this item of business. Mr. Carroll explained that ECSU had recently changed its Constitution and submitted the document to the Executive Committee for approval. He summarized the changes to the ECSU constitution as follows: (the detailed cover document and a copy of the new constitution are attached hereto as Appendices A and B respectively)

  • The name of ECSU has changed to the University of Toronto at Mississauga Student Union or UTMSU
  • The membership of the board has increased significantly from 8 to a total of 18
  • The hours of all executive members has been increased
  • The incidental fee collected by the student union now increases by CPI every year
  • Formal committee structures have been created with permanent standing committees that report directly to the board
  • Annual General Meeting Attendance has increased to at least 150 of which 40 or more must be present, the rest of the attendance is attained through proxy votes
  • Officially added joint board meetings to ensure a proper transition occurs between outgoing and incoming council members
  • Increased the portfolios of all executive members
  • The advertising position and clubs position are now hired
  • Fiscal year and council transition have been moved from May 15th to May 1st
  • Mandatory presentations of sessional budgets are outlined
  • Amendments to the constitution can be done through a simple majority referendum or a ¾ majority vote at the board followed by a ¾ majority vote at the Annual General Meeting
  • Signing authority now rests with President, VP Operations, and VP Human Resources whereas it rested previously with the President, VP Finance, and VP Administration

He introduced the following motion.

It was duly moved and seconded,
THAT, ECC ratify the Erindale College Student Union Constitution as amended. (R. Carroll/A. Lange)

The Chair opened the floor to questions.

The Vice-President and Principal expressed his appreciation to Mr. Carroll and his executive for their work in creating the new constitution.

A member noted that before introducing any funding changes for student ancillaries, administrators are required to go though an extensive consultation process; he asked Mr. Carroll to justify the yearly consumer price index increase built into the new constitution without any provisions for a consultative process. Mr. Carroll replied that UTMSU’s funding is under student control. He assured members that management and allocation of its funding is done in a transparent manner in that UTM’s student population has direct control of UTMSU’s budget through the organization’s Annual General Meeting. He further remarked that UTMSU would be accepting applications for funding student services.

The motion was approved.

b) Changes to the ECC By-laws with respect to graduate governance – Charles Jones, Dean
Supporting Documents: i) Changes to Governance Routing with respect to Graduate Programs ii) By-laws Excerpt with proposed changes (attached hereto as Appendices C and D respectively)

Professor Jones reported that the School of Graduate Studies was making changes to its governance, moving curriculum changes in existing programs to the divisions. While the School of Graduate Studies will retain certain core functions, including the establishment of graduate departments, new programs and major initiatives, the setting of graduate policy, academic appeals, and the coordination of all initiatives that require OCGS approval, many functions currently undertaken by SGS committees will be devolved to the faculties. As part of this plan, each faculty was asked to make changes to its by-laws, which would enable its governance bodies to carry out governance functions with respect to graduate studies; in UofT Mississauga’s case, this would refer to campus based masters programs.

Professor Jones summarized the changes to the Bylaws of ECC as follows: (see cross out version attached for detailed changes)

  • Change of the length of term of graduate student members of Council from two years to one year (same change for the Academic Affairs Committee)
  • Addition of the Dean of the School of Graduate Studies and the Vice-Dean, Graduate, UTM to the membership of Council, the Academic Affairs Committee and the proposed Graduate Curriculum Subcommittee (CGS)
  • Increase membership of graduate students to the Academic Affairs Committee from one to two and change their selection mode from appointed to elected (AAC)
  • Create a new subcommittee of the AAC, the Graduate Curriculum Subcommittee (GCS) which would approve any academic changes related to UTM’s campus based master’s programs

He noted that the expected changes to the Constitution of Erindale College Council, including revised definitions of membership, and a clarification of Council’s authority on approving academic programs have been delayed because of the planned general review of all divisional and faculty constitutions by the Provost’s Office, Governing Council and the University of Toronto legal department, to ensure that they comply with generally accepted governance principals. This is expected to be completed over the summer months and would be brought before Erindale College Council sometime in the fall.

Professor Jones further reported that the main change in the bylaws was the creation of the graduate curriculum subcommittee and referred members to the diagram in the accompanying cover document, which explained the progression of graduate program changes through the governance cycle. He explained that any proposals for changes to UTM’s campus based master’s programs, after due consultation with the program directors, faculty and graduate chairs, would be received by the Vice-Dean Graduate for vetting and then would be posted on a university wide SGS web posting system for feedback before being brought to the newly created graduate curriculum subcommittee and other UTM governance committees. In the case of major changes or new programs, proposals would then go on to the SGS Council and eventually to OCGS; in the case of minor course or program changes, ECC or the Academic Affairs Committee would have final approval power as appropriate.

It was duly moved and seconded,
THAT, the changes to the ECC By-laws be approved as amended.

(C. Jones/S. Wahid)

The Vice-President and Principal commented that these are appropriate changes given that SGS is devolving some of it responsibilities, which give the divisions more authority over graduate governance. He added that all of the divisions are going through this process of revision.

Another member expressed support for the above changes.

The Chair thanked members of the Constitutional Review Committee and reminded members that the minor changes in the Constitution of Erindale College Council as discussed above would be forwarded to members for approval in the fall of 2006.

5. Reports of Standing Committees

a) Academic Affairs Committee – Prof. Anthony Wensley

Professor Wensley reported that the committee met on March 28, 2006, and approved the creation of the graduate curriculum subcommittee as described in the previous item. He noted that members considered this a positive addition to Committee’s responsibilities. Members also received three reports for information as follows: the annual report of the Academic Appeals Board, the annual report of the Committee On Standing regarding petitions and the annual report of the academic discipline area.

b) Resource Planning and Priorities Committee – Prof. Robert Reisz

Professor Reisz reported that at its last meeting on March 27, 2006 the committee received two reports, all for information. Members received the annual report of Police Services, presented by Mr. Len Paris, Manager of Campus Police. This annual report is also submitted to the University Affairs Board of Governing Council. The second report was an update on UTM’s capital projects focusing on the progress of each project, by Mr. Ben Louie, Development Manager of Capital Projects. Professor Reisz called on Mr. Louie to give this same presentation to Council.

i) An update on the progress of capital projects – Mr. Ben Louie, Development Manager – Capital Projects and Ray deSouza, CAO

Regarding the Recreation, Athletics and Wellness Centre (RAWC), Mr. Louie reported that it was 75% complete. Glass installation and the roof have been completed, and masonry work was in the preparatory stages. The grand staircase, which affords a view of all the activity in the centre of the building, is under construction. The double gym is in the process of being completed and flooring work is anticipated to begin in a few weeks. Mr. Louie commented that much of the work has been done without major disruption to the campus. He added that work was progressing well to accomplish September completion.

Regarding the Hazel McCallion Academic Learning Centre (HMALC) Mr. Louie reported that a problem had arisen with the contractor because of the difficulty of winter construction. As a result, at 70% completion, the project’s finish deadline has been delayed by a couple of months, but capital projects would continue to work on an accelerated completion plan with the contractor. He noted that the inside work was progressing well, with drywall, painting and millwork currently ongoing.

Regarding Phase 8 of residence, Mr. Louie reported that the tower crane was now in place and much activity would be occurring at that location in the near future, working within the confines of the spring exam schedule, to minimize noise.

The Chair opened the floor to questions.

The Chief Librarian noted that the ALC would have 1079 study spaces, which represented an 85% increase in such space and proceeded to thank her staff for all their hard work in the building’s conception and in planning the upcoming transition and move.

The Chief Administrative Officer continued reporting on this item by providing information on recent upgrades in infrastructure. He noted that all of the ongoing capital construction projects have had a major impact on the campus’ infrastructure. As a result, campus’ electrical power had to be doubled. He remarked that a very positive partnership with Enersource has ensured successful completion of these upgrades. Regarding power and cooling systems, UTM has now implemented secured identifiable duct banks, which would make any future upgrades in electrical, networking or fiber-optics upgrades much easier to realize. Mr. deSouza further reported that a new chiller had been ordered to provide cooling for new buildings coming online in the near future.

He reported on infrastructure upgrades that were in the planning stages. A major upgrade of the UTM sewers and its connections was needed to service the new buildings and to improve connections to existing buildings.

Regarding the storm water management pond, Mr. deSouza reported that UTM would be negotiating with the Credit Valley Conservation Authority on its placement and he would report back to ECC on the progress of this project.

The Chair opened the floor to questions.

A member asked about the progress on the creation of the pond. Mr. deSouza explained that UTM would have to negotiate the pond’s appropriate minimum capacity with the Credit Valley Conservation Authority. In addition, planners would work very closely with faculty in the Department of Geography on the implementation of the pond, as it will also be used by that department for research. He stated that the location of the pond will not be confirmed until the appropriate engineering studies have been completed.

c) Computing Committee – Anil Vyas

Mr. Vyas reported on behalf of the Chair, Mr. Joe Lim. Mr. Vyas reported that the committee met on March 29, 2006 and received reports from the following areas: the webmaster, Ms. Jenny Hu presented the results of the computing services survey; and informational reports were given on both the UTORid migration and the testing phase and introduction of the Voice Recognition Project. Mr. Vyas noted that the survey results showed that the average level of satisfaction with the quality of computing services was very good at 4.1 on a scale of 1-5 (with 5 being extremely satisfied.) Similarly, response time to service requests was also rated very well, at 4.0. UTM email and UTORwin were rated at the lowest levels with 3.3 and 3.5 respectively on the same scale. For the detailed results of the computing services survey, Mr. Vyas referred members to the minutes of the Computing Committee, posted in the Calendar section of the ECC web site.

Regarding, UTORid migration, Mr. Vyas reported that by the end of the summer students would be migrated to the UTORid system from the UTMid system. This would allow current services offered by the St. George campus to be utilized by local users and it would allow for the use of one password per user. He noted that emails would be moved to a downtown server to accomplish this.

Regarding the introduction of the Voice Recognition Project, Mr. Vyas reported that the directory, which is referred to as a speech attendant, allows users to call in and access voice recognition by stating the first and last name or the title of the individual being sought. The advantage of such a system is that users do not need to know exact phone numbers to be directed to the correct mailbox. He added that over time, the system would reduce or eliminate the need for a hardcopy phone book.

6. The Vice-President and Principal’s Report

The Vice-President and Principal reported that the expansion of Doctor of Medicine (MD) Program at the Faculty of Medicine to an Academy of Medicine at UTM was recently approved by Governing Council. This expansion is done in partnership with Mississauga’s community hospitals, the Credit Valley Hospital (CVH) and Trillium Health Centre (THC). Professor Orchard noted that a number of committees have been struck to steer and plan the expansion project; he listed them and gave brief descriptions as follows:

  • Steering Committee and Executive Sub-Committee: these committees provide overall guidance and oversight to the planning of the expansion
  • Planning Committee on Preclerkship Curriculum: this committee plans for the implementation of the Preclerkship curriculum
  • Planning Committee on Clerkship Curriculum and Links with Postgraduate Training Programs: this committee plans for the implementation of the Clerkship curriculum and explores links to Postgraduate education
  • Planning Committee on Space, Facilities, and Infrastructure: this committee identifies all infrastructure requirements associated with the expansion at all sites.
  • MEC Implementation Committee: the Medical Education Campus (MEC) Implementation Committee was established jointly by the Ministry of Health and Long-Term Care and the Ministry of Training, Colleges, and Universities, to provide a forum for collaborative planning and problem solving for the U of T medical school, affected communities, and the government
  • Project Committee (U of T planning committee): tThis committee, which originates within the Office of the Assistant Vice-President, Space and Facilities Planning, U of T, makes recommendations to address the requirements of the proposed academic program associated with the creation of a new Academy, and rationalizes the use of existing facilities that can contribute to this initiative.

He further referred members to the following web site at the Faculty of Medicine, for more extensive information, including each committee’s terms of reference: (<-- broken link)

Professor Orchard also reported that Governing Council approved the Master of Innovation Management program, starting in September of 2007.

The Vice-President and Principal also updated members on the faculty strike in colleges and the effects on UTM students. He noted that the strike did not last long enough to cause a declaration of disruption of academic programming. The grading scheme was changed so that the academic term did not have to be extended. Professor Orchard noted that many affected courses could report 100% of grades because of existing assessment measures and any outstanding issues have now all been handled through one-on-one consultations between students and faculty. In additions, those students that reported experiencing a major disruption as a result of the strike, were allowed to withdraw from their courses without academic penalty. He noted that 10 out of 800 affected students were in the process of receiving academic counselling from the Office of the Registrar with respect to the implications of dropping a course.

The Vice-President and Principal concluded his remarks by congratulating Rochelle Mazar from the Library, Joe Lim from Computing Services and Professor Mohammed Tavakoli-Targhi of the Historical Studies department, who working in collaboration, recently received a $27,000 course ware development fund for a Blackboard plug-in used in the first year history classes of Professor Tavakoli-Targhi.

Professor Orchard also expressed his thanks to the Director of Governance, the Chair of Erindale College Council and the Chairs of the various standing committees for their valuable contributions to governance at UTM throughout the year.

7. Other Business

There was no other business.

The meeting adjourned at 4:20 p.m. (I. Orchard/A. Lange)

Secretary ___________________________________ Chair _____________________________________