Report: October 6, 2004



REPORT OF THE ERINDALE COLLEGE COUNCIL meeting held on Wednesday, October 6, 2004 at 3:15 p.m., in the Council Chamber, South Building, UTM.

PRESENT: R. Beck (in the Chair), I. Orchard, S. Aster, J. Linley, R. Baker, U. Krull, S. Kibria, M. Wright, J. Laycock, K. Chadder, S. Khan, A. Bhatti, G. Keyser, L. Myrie, D. Crocker, J. Griffin, D. Hill, S. Kessler, S. McCarthy, J. Hendricks, J. Poë, I. Haq, S. Khan, G. Richter, B. Khan, K. Akhtar, V. Te Brugge, C. Thibault, B. Thompson, A. Vyas, C. Bryson, L. Gaspini, B. Klisz, S. Miranda, K. Raufi, A. Wallar, P. Calderon, J. Lim, M. Rennie, K. Krupica, S. McGlashan, J. Tran, M. Bizzari, G. Crawford, I. Still. M. A. Mavrinac, L. Younes, W. Ghobriel, B. Louie, J. McCurdy-Myers, M. Massey, H. Aboghodieh, B. Branfireun, S. O'Connell, M. Overton
REGRETS: P. Tseng, H. Bahsous, C. McGrath, S. Noreen Syed, S. Karan Malik

1. Adoption of Agenda

The Agenda was adopted. (I. Orchard / R. Baker)

2. Minutes of Previous Meeting (April 6, 2004)

The report of the previous meeting was approved. (M. Overton / R. Baker)

3. Ratification of the new Erindale College Council membership

a) Ratification of the newly elected and appointed members of Council

The Chair noted that all constituencies were filled with two exceptions. In the full-time undergraduate student constituency, there are 48 seats filled out of an available 50 seats, and in the part-time undergraduate student constituency, one seat is filled out of an available 14 seats. He noted that there was also one vacancy for an alumni member, who is to be appointed by the UTM Alumni Association. The Chair announced that nominations for the available positions for full-time and part-time students will be accepted until all of the available positions are filled.

It was duly moved and seconded,
THAT the new membership of Erindale College Council be approved.
The motion was approved. (S. O’Connell / I. Orchard)

b) Election of the Vice-Chair of Council

The Chair announced that there was one nomination for Vice-Chair of Council to replace Mr. Sameer Al-Abdul-Wahid, who resigned his position. The Chair declared Professor Brian Branfireun elected to the Vice-Chair position of Erindale College Council by acclamation. The Chair thanked Mr. Wahid for his work on Council over the past year.

4. Business Arising from the Minutes

a) Update on the activities of QSS – Mark Overton

The Chair explained that at the April 6th meeting of Council, the Dean of Student Affairs agreed to report on the activities of Quality of Service to Students (QSS). The Chair called on Mr. Mark Overton to proceed with his report.

The Dean of Student Affairs explained that QSS was established in 1991, the first group of its kind at the University of Toronto, which provided a forum for an informed discussion between students and administrators on quality of life issues from a student perspective. In 1996 due to some changes in funding from the Provincial Government, the formal consideration of student incidental fees was added to the responsibilities of the group. As a result, QSS approves the operating plans and budgets of the Career Centre, the Centre for Physical Education, Recreation and Athletics, Health Services, shuttle bus services, child care support and fees and attributions for some central services that are also funded by student incidental fees. The ancillary budgets follow a formal approval process and once approved by QSS, they are forwarded to the University Affairs Board (UAB) for approval; if QSS rejects them, services can propose modest increases in fees directly to the UAB. Historically, QSS has always approved operating plans and budgets. Mr. Overton noted the important forum QSS provides for the informal discussion of quality of student life issues, which often yield creative solutions to problems.

The Dean of Student Affairs outlined the membership of QSS, noting that the group always maintains a student majority, and consists of representatives from student organizations such as ECSU, EPUS, SAC UTM, AGSAE, Residence Council and the Athletics Council, in addition to administrators such as the Manager of Health Services, the Manager of Career Centre, the Chief Administrative Officer and the Dean of Student Affairs.

Mr. Overton outlined some of the ongoing topics considered by QSS. Student study space has received much focus and members have discussed, and continue to work on ways in which the space constraint problem could be improved. These discussions have resulted in the renovation of a major study room in the North Building, to increase the capacity of the room and make it more conducive for studying. Other activities and discussions of QSS include, lobbying Mississauga Transit for improved transit service, coordinating new student orientation, and the Walk Safer program. QSS has also implemented a new shuttle service fee, meaning that the shuttle bus is completely funded by UTM students’ fees, eliminating the need for shuttle fares for UTM students. (Others are required to pay a fare, which is the cost of the actual service, approximately $6.00 each way.) This group was also responsible for the establishment of the volunteer fair and volunteer recognition ceremony at UTM. Another area of discussion are safety issues related to the ongoing construction and renovation projects on campus, and input from members has resulted in improvement in this regard. QSS has had regular discussions about new ways to support students through the Career Centre as they make the transition through university into the working world. Student lobbying initiatives are brought forward at QSS, for example, EPUS has formed a group that has now become university wide and lobbies the government for increased funding. QSS also spends a significant amount of time discussing how to improve tri-campus services.

Mr. Overton concluded his report by stating that QSS is open to feedback from all members of the UTM Community. However, he asked that issues of concern be directed to the attention of QSS through its voting membership.

The Chair opened the floor to questions.

In response to a member’s question about the difficulty experienced by teaching assistants and faculty members in having access to the shuttle bus, Mr. Overton explained that UTM is still working on the best schedule possible to handle anticipated loads, which change from term to term. He added that QSS recognizes the problem and this group ultimately has to determine whether students wish to increase their spending in order to provide additional scheduled or overload shuttle bus services.

5. Vice President and Principal’s Report

i) UTM Steps Up: The Response to the Stepping Up document

The Vice-President and Principal thanked outgoing members of Council and welcomed in-coming members, encouraging them to fully participate in the governance process.

He reported that in response to the Stepping Up document, academic plans from every academic and administrative department have been received. These plans have been consolidated and changes have been incorporated in response to feedback. The plan was presented to the Provost in June and has been positively received. The Executive Summary of the academic plans has been linked to the agenda for distribution to the UTM community and is attached to this report as Appendix A.

Professor Orchard explained that the plans were assembled against the background of UTM’s unprecedented growth and expansion. Currently at 9,200 students, this figure will increase to 11,500 by 2006-07. He expressed his thanks to all faculty, staff and students for bearing with the pressures associated with the expansion.

He continued his report by discussing UTM’s priorities, which can be viewed through the two main categories of building on human capital (enriching our community of faculty, staff and students) and building an environment for success. He went on to discuss a detailed list of priorities that stem from these two categories. UTM will continue to focus on recruiting and retaining quality faculty, staff, and students through mentoring, orientation, professional development and transitional programs. UTM’s focus on high quality faculty will include hiring and tenuring only outstanding faculty and providing ongoing support for their academic careers and rewards for achievement.

To enhance the student experience, UTM will create an Office of New Students dedicated to the transition and health of new, transfer and international students. In addition, UTM will create a Student Services Plaza, a one-stop venue for the provision of student services. UTM will strive to create a student-centered research community and expand the number and range of learning opportunities for students through peer mentoring, internships and international exchange programs. To enrich the student experience, plans also entail improving their academic success through pre-university academic orientation, academic skills development and promoting learning skills in academic programs. In addition, the goal is to increase the infrastructure in the quality and quantity of space for research, teaching and study space, and UTM is already on its way to achieving this, with a 70% increase in study space provided in the future Academic Learning Centre.

In terms of academic programs, over the past year, UTM has amalgamated disciplines and created new programs with the objective of exploiting the newly formed departmental structure to encourage innovative cross-disciplinary and interdisciplinary programs. UTM will also focus on increasing opportunities for student participation in research and exposure to inquiry-based learning.

With the strategic goal of extending its reach, UTM will strive to develop links with other divisions of the University of Toronto. Progress has already been made in this regard by collaborating with Applied Science and Engineering, Pharmacy/Medicine, OISE/UT and the School of Continuing Studies. Currently, discussions are in progress with the Faculty of Medicine to have an undergraduate stream of the program located at UTM, in collaboration with Trillium Health Centre and the Credit Valley Hospital. Extending UTM’s reach also involves enhancing partnerships with the City of Mississauga, business, community and educational leaders and the Provincial and Federal Government. The Vice-President and Principal added that many of these relationships are already strong and referred to the partnership with the City of Mississauga on the Healthy Cities project as just one example of the strides UTM has made in this area.

Regarding the strategic goal of strengthening UTM’s infrastructure and resource base, he pointed to the role of the Office of Advancement in fundraising, in part to reduce mortgages on capital projects. Aggressive fundraising targets that are relevant and achievable have been set as part of this plan. He reported that the Office of Advancement has in the last year undergone significant staffing changes to position itself to meet the needs of the University, including the addition of an Executive Director of Advancement and a Senior Development Officer. Furthermore, UTM has hired a Director, in Marketing and Communication to enhance services and create a strategic plan in that area. The Office of Advancement has set a fundraising goal of $6M for the Hazel McCallion Academic Learning Centre and has set up a Campaign Cabinet, led by honorary co-chairs William Davis and Ignat Kaneff, to help accomplish this goal. Similarly, a campaign cabinet for Alumni Gates and Alumni House has been established with important links to the surrounding community.

The Vice-President and Principal concluded his report by referring members of the UTM community to the Executive Summary posted on the Council Web site. He thanked department chairs, the Vice-Principal Academic, the Chief Administrative Officer and administrative department heads for their leadership and hard work as part of this planning process. He added that implementation of this plan would require items progressing through Erindale College Council and its standing committees.

The Chair opened the floor to questions.

In response to a member’s question, the Executive Director of Advancement confirmed that fundraising initiatives included the Athletics and Wellness Centre. She added that a wall breaking ceremony was planned for the Centre for Thursday, October 14, at 4:00 p.m. in the gymnasium.

6. Reports of Standing Committees

The Chair called on the Professor Sidney Aster to report on behalf of the Academic Affairs Committee.

a) Academic Affairs Committee: Report of September 14, 2004 meeting – S. Aster

i) Terms of Reference of the Academic Affairs Committee

Professor Sidney Aster reported that at its September 14, 2004 meeting, the Academic Affairs Committee’s agenda included a minor change in the terms of reference of the Advisory Committee to the UTM Library, changes to the terms of reference of the AAC and a change in the Religion program. Prof. Aster explained that the minor change to the terms of reference of the Library Advisory Committee involved updating the way in which faculty were appointed to the membership to reflect administrative changes at UTM – faculty appointments are now made through the Dean (in the past, the Associate Deans served this function.)

Prof. Aster explained that the Committee also discussed and approved several changes to the AAC terms of reference stemming from administrative and academic restructuring and other administrative changes over the past several years. These changes involved deleting some sub-committees that were no longer in operation, updating the names and number of sub-committees, and removing from the terms of reference those issues that were under the purview of the Computing Committee.

It was duly moved and seconded,
THAT given that the Computing Committee is a standing committee of ECC, it is recommended that “Instructional Media, Technical Services” and “Computer Services” be deleted from the terms of reference of the Academic Affairs Committee and that the corresponding change be made in section 2.1 of the Erindale College Council By-laws.
THAT given that information regarding the Committee On Standing flows through the Academic Appeals Board, the Standing subcommittee be deleted and that the corresponding change be made in section 2.6 of the Erindale College Council By-laws
THAT the Curriculum subcommittee be listed in its three present components: Humanities, Social Sciences and Sciences Curriculum subcommittees and that the corresponding change be made in section 2.6 of the Erindale College Council By-laws.
THAT the name of the Library subcommittee be changed to its present designation as the Advisory Committee to the UTM Library
THAT given that issues regarding scholarships and awards are covered in the Academic Affairs Committee terms of reference, the Scholarships and Awards sub-committee be deleted and that the corresponding change be made in section 2.6 of the Erindale College Council By-laws. (S. Aster / D. Crocker)

The motion was approved.

ii) Change in the Religion Program

Prof. Aster reported on the final item of business, that of the relocation of the Religion program from the Department of Anthropology and Religion to the Department of History and Classics and the subsequent name changes to both of these departments, was thoroughly discussed by members. The topic was introduced by the Vice-Principal Academic and the Committee also heard from two guest speakers speaking both for and against the relevant motions. The Committee voted to accept the recommendations as brought forward by the Dean.

It was duly moved and seconded,
THAT the program in religion be moved from the Department of Anthropology and Religion to become part of the Department of History and Classics.
THAT resulting from the above change, the name of the Department of Anthropology and Religion be changed to the Department of Anthropology
THAT the name of the Department of History and Classics be changed to the Department of Historical Studies. (S. Aster / C. Misak)

The motion was approved.

It was duly moved and seconded that the report of the Academic Affairs Committee be accepted. (S. Aster / C. Misak) The motion was approved.

The Chair noted that Professor Sidney Aster’s term as Chair of the Academic Affairs Committee has come to an end and thanked him for his ongoing support and leadership as Chair over the past several years.

b) College Affairs Committee: Report of the September 16, 2004 meeting

Jim Linley reported on behalf of the College Affairs Committee, which had its final meeting on September 16, 2004. Members were presented with the “Campus Life” Web site, and had an opportunity to provide feedback and suggest changes to the site. Mr. Linley reported that the scope of the Web site is beyond that of the original terms of reference of the College Affairs Committee and covers information on other campus related topics suggested by members, such as room bookings. The Web site was well received by members. He also expressed his thanks to members of the working group who assembled the content of the web site.

It was duly moved and seconded,
THAT the report of the College Affairs Committee be accepted. (J. Linley / U. Krull) The motion was approved.

The Chair thanked Mr. Linley for his work during the past year in steering the College Affairs Committee through this significant change.

c) Resource Planning and Priorities Committee: Report of the September 13, 2004 meeting – Robert Baker

Prof. Baker reported that the Committee received a very comprehensive presentation on all of the environmental projects being implemented at UTM, combined with a report from the grounds monitoring sub-committee. The environmental report included information on projects aimed at energy conservation, the reduction of waste through a new recycling program, and transportation projects such as carpooling and bikeshare. UTM is working with Leadership in Energy and Environmental Design (LEED), an internationally recognized assessment tool, which helps organizations develop high performance sustainable buildings by evaluating specific criteria, such as site development, water savings, energy efficiency, material selection and indoor environmental quality. The Academic Learning Centre has been designated as striving to achieve a LEED Silver Level (one level above base line). Professor Baker directed members of Council to the Grow Smart, Grow Green Web site, accessible on the UTM home page for a comprehensive look at all of these projects.

Prof. Baker called on Mr. Ben Louie, Development Manager, from the Capital Projects Department to provide an update on capital construction projects.

i) Update on Capital Construction Projects – Ben Louie

Mr. Ben Louie began his report by summarizing the types of lecture halls, seminar rooms and faculty offices that are part of the CCIT building, which opened on September 7, 2004, with the completion of deficiencies scheduled for December of 2004. He explained that CCIT follows the direction set out in the Master Plan along a north/south axis beside the Middle Road and that the building and the parking garage were completed on budget at $34.6M, $12.9M respectively.

He proceeded to talk about the Recreation, Athletics & Wellness Centre (RAWC) and highlighted some of its programmatic features, such as, a main double gym with 700 spectator seats, a fitness centre with 300 stations, a 3-lane, 200 m elevated running track and a 25m, 8-lane pool for swimming, aqua fit and water polo. He reported that the building was 9% over budget, but that UTM has worked very hard with the contractors to reduce and possibly eliminate this overrun. Phase 1 of the project, which is the excavation and staging part, is at 90% completion. With an anticipated construction start in October of 2004, RAWC is scheduled to open in August of 2006.

Mr. Louie continued his report with the Hazel McCallion Academic Learning Centre (ALC). The ALC will emphasize teaching and learning services and will feature smart classrooms and a Library Café. The project is on budget, which is set at $34M. The construction is anticipated to start in late October of 2004, with a projected occupancy of June to August of 2006. Mr. Louie pointed out that the location of the building takes full advantage of the spectacular sight lines of the surrounding green space and the pond.

Mr. Louie concluded his presentation with Phase 8, to be located in the area near the middle of the student residence village, on top of Lot t#6. The height of the building is 5.5 floors, and will contain administrative and support facilities and a dining hall. He reported that the budget is set at $26.2M and had recently been revised to take advantage of an opportunity to build 7 additional bedrooms and increase the size of the dining hall. The design and development of Phase 8 has been completed, and construction on the project is scheduled for February of 2005, with the anticipated occupancy date of August 2006.

The Chair opened the floor to questions.

In response to a member’s question, Mr. Louie confirmed that construction of Phase 8 will not eliminate Thomas Cottage. Also in response to a member’s query, he explained that the replacement of parking spots lost through the above capital projects is addressed through the building of a parking structure, as part of the overall parking management plan and the Master Plan. He added that the parking structure would be built on existing parking lots close to the planned new entrance of the campus. Mr. Louie also confirmed that Phase 8 had been designed to meet better than university standards with respect to accessibility.

It was duly moved and seconded,
THAT the report of the Resource Planning and Priorities Committee be accepted. (R. Baker / G. Crawford) The motion was approved.

7. Other Business

i) The Executive Director of Advancement announced that in recognition of UTM’s environmental efforts, UTM was the recipient of the Mississauga Board of Trade 2004 Environmental Excellence Award to be awarded on October 7, 2004.

ii) Special meeting of Erindale College Council: October 25, 2004

The Chair announced that a special meeting of Erindale College Council is scheduled for the visit of the President and Provost on Monday, October 25, 12:00 to 1:00 p.m. in the Council Chamber.

iii) ECC member orientation

The Chair invited all members of Council to an orientation scheduled for Wednesday, October 20, at 3:00 p.m. in the Council Chamber. The Vice-President and Principal encouraged everyone to attend the orientation and emphasized the importance of effective governance and learning how one can be an effective governor.

8. Next Meeting – Thursday, November 4, 2004

The next meeting of Erindale College Council is scheduled for Thursday, November 4, 2004.

The meeting adjourned at 4:41 p.m. (K. Chadder / I. Orchard)

Secretary of Council_______________________________ Chair_____________________

October 26, 2004