Erindale College Council

REPORT OF THE ERINDALE COLLEGE COUNCIL meeting held on Thursday, March 4, 2004 at 3:15 p.m., in the Council Chamber, South Building, UTM.


PRESENT: R. Beck (in the Chair), I. Orchard, P. Donoghue, J. Linley, B. Thompson, L. Martin, S. McCarthy, G. Keyser, E. Goettler, P. King, A. Bellerby, D. Leeies, K. Duncliffe, D. Crocker, S. Hawrychuck, L. Gaspini, G. Richter, K. Kaun, J. Poë, J. Malcolm, M. A. Mavrinac, I. Still, C. Capewell, A. Vyas, S. Kessler, V. TeBrugge, L. Myrie, S. Abrahim, A. Nicholson, M. Jalland, D. Swieton, J. McCurdy-Myers, M. Overton, M. Rennie, K. Chadder, B. Schneider
REGRETS: S. Aster, J. Percy, S. Kibria, L. Hopcroft

In accordance with section 7 of the By-laws, consideration of item 1 took place In Camera.

1. Naming matter – Kathy Chadder

Be it resolved,

THAT the naming of the Academic Learning Centre as presented in the memorandum from the Interim Director of Development, Alumni and Public Affairs, dated March 4, 2004, be recommended to Governing Council for approval. (K. Chadder / D. Leeies)

The motion after due discussion was called to question. The motion was unanimously approved.

The meeting moved into open session.

2. Adoption of Agenda
The agenda was adopted. (I. Still / S. McCarthy)

3. Minutes of Previous Meeting (January 29, 2004)
The report of the previous meeting was approved. (G. Richter / D.Leeies)

4. Business Arising from the Minutes.

There was no business arising from the Minutes.

5. Reports of Standing Committees

a) Computing and Data Communications Committee (Report of February 24, 2004 meeting) – P. Donoghue

The Chair called on Mr. Paul Donoghue to report on behalf of Computing Committee Chair, Mr. Joe Lim.

i) CCIT Equipment and Facilities

The Chief Administrative Officer reported that the Committee received a report regarding network problems caused by viruses, which were traced to the student residence area. That area recently experienced a significant virus attack. Although continuously advocating the use of Norton anti-virus software (NAV), offered free of charge, UTM computing staff have seen no significant change in the software’s utilization, at 160 out of a total of 1019 users. Students were notified that they would be disconnected from the network if they fail to install the software. As of February 10th, 500 students installed NAV. After issuing a warning, 377 machines were disconnected on February 17 and as of February 24, 180 remain disconnected from the network. Computing staff feel that the above strategy encourages compliance and helps ensure the integrity of the network. The Chief Administrative Officer announced that effective immediately no machines would be allowed to connect to the residence network without UTM’s version of the Norton Anti-Virus Program.

Mr. Donoghue also reported that the Computing Committee received a report about the planned computing equipment in the Communication, Culture and Information Technology building, scheduled for completion in August of 2004. The building includes a 500-seat, a 150-seat and 2, 75 seat lecture halls, and 6 computer classrooms with 50 seats each featuring both MACs and PCs. The CCIT building would add approximately 400 computers for student use to UTM’s existing 300. He added that the main computer centre, room 2045, would be moved to the CCIT building and the language lab would also move into its own specially designed space in the new building. In addition, all lecture halls and computer classrooms in the CCIT building would be incorporated into the central booking system through the Office of the Registrar.

It was duly moved and seconded,
THAT the report of the Computing Committee be accepted. (P. Donoghue/ B. Schneider)
The Motion was carried.

b) College Affairs Committee (Report of February 23, 2004 meeting) – J. Linley

Mr. Jim Linley reported that the working group, which reviewed the terms of reference of the College Affairs Committee (CAC) recommended that the CAC be disbanded in its current form and that it be replaced with a much smaller committee. Members expressed concerns that the creation of another, although smaller committee, would experience the same problems as the current CAC and would essentially be a discussion vehicle. Based on the feedback of members, the Working Group will meet to revise its recommendations and plan its final report, to the College Affairs Committee and Erindale College Council during the next cycle of meetings.

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

c) Resource Planning and Priorities Committee (February 9, 2004) – P. Donoghue

i) UTM multi-year financial projections

Paul Donoghue provided an overview of the current budgetary situation and the institutional policy context for multi-year planning. He reported that the university develops a six-year rolling budget plan, which requires that the accumulated deficit must not exceed 1.5% of gross revenue at the end of a planning cycle. Other assumptions include that the operating grant inflation will be equivalent of the consumer price index beginning in 2006/07 and that the university will be successful in its negotiations with the Provincial government for increased funding. He stated that without taking alternate measures to address the fiscal situation, by 2009/10, the University would be operating under an annual deficit of $86M per year (cumulative deficit $645M.) Therefore, the university has developed a preliminary budget plan, which calls for base budget cuts of 2% in the coming fiscal year and 2% in the year after.

These cuts increase the length of time it will take UTM to return into breakeven position. He explained that the figure of $1.3M under “Extra” EGF or Enrolment Growth Fund, represents revenue from the 208 FTE’s beyond UTM’s target intake for 2003/04. In addition, the BIU weighting increased from 1.25 to 1.276 (based on November 1st counts), which also contributed to the additional $1.3M UTM received. Mr. Donoghue explained that UTM’s strategy has been to make upfront investments in faculty and support infrastructure instead of a ‘catch-up’ approach. In this way, UTM is able to provide the needed resources to support the enrolment growth. This strategy however puts UTM in an annual deficit position of $2.6M for 2004/05. In the current fiscal year, this number is at $6.1M on a base of $39M. He noted that making this investment up front allows UTM to continue to recruit quality faculty, with 47 hires in the last three years and 16 planned for each of the next three years.
The Chief Administrative Officer noted that the discussion at the Resource Planning and Priorities Committee centered around UTM’s fiscal strategy and how to temper expectations with a sense of budgetary reality at a time when departments are actively engaged in a strategic a planning exercise.
It was duly moved and seconded,
THAT the report of the Resource Planning and Priorities Committee be accepted. (P. Donoghue / B. Schneider)

The Chair opened the floor to questions.

The Vice-President and Principal commented that total funding over the multi-year plan is increasing from $38M to $59M because of enrolment growth funding, pointing out that the projected deficit can be attributed to a cash flow problem, not a shortage in base budget funding. He added that these outcomes were anticipated and that the fiscal plan received Provostial approval. He reiterated that the plan allows UTM to make investments up front in order to hire faculty and staff and to create the needed space to meet enrolment growth demands. He stated that UTM is exploring other means of revenue generation, such as fundraising.

In response to a member’s question, the Chief Administrative Officer explained that faculty hiring numbers represent faculty above and beyond retirements.

The motion was called to question. The motion was approved.

6. Report of the Vice-President and Principal
i) Enrolment growth projections:

The Vice-President and Principal updated the Council on enrolment growth projections, which rise from a base of over 1500 students in the year 2000 to a plateau of approximately 2500 in 2005/06. This translates to a headcount of approximately 11000 students by 2006/07, compared to 6000 students in the year 2000.

Professor Orchard described application statistics and two mechanisms by which students seek admission to universities. UTM has received 10,500 applications directly from Ontario high schools, referred to as 101’s. Relative to last year, the number of students choosing UTM as their first choice is down by 27%, (second choice, down by 25% and third choice, down by 27%) and with respect to total applications, it is down by 28%. Professor Orchard noted that 2005/06 applications are expected to increase due to demographic changes in Ontario, which include the baby boom echo generation, increased participation rate and immigration to this area. He explained that this decrease in applications does not pose a problem for UTM, because the enrolment target for 2004 is 24% lower than the actual incoming enrolment of last year.

The Vice-President and Principal went on to describe that the second mechanism by which students apply is through so called 105’s, which are applications from out of Province and international students and from those students who have been out of high school for some time. These applications are up by 32% relative to last year in first choice applications, (up by 18% for second choice and up by 15% for third choice) and up by 25% overall. He pointed out that an analysis of the application statistics has revealed that approximately 30% of the so called 105’s were students from last year’s double cohort who took one year off and therefore can be considered as 101’s.

Professor Orchard expressed confidence that UTM would reach its targeted enrolment for next year and pointed to the outstanding efforts of the recruitment office whose goal is to achieve a strong pool of applicants.

ii) Operating Budget:

The Vice-President and Principal stated that the 2004/05 budget is proceeding through governance along with the six-year budget model. He explained that despite the budget cuts, UTM’s base budget increases by 60-70% by the year 2007/08 because of the enrolment expansion. He pointed out that by 2007/08 and beyond, UTM is fiscally responsible and paying back its accumulated deficit. He emphasized that with careful and controlled expansion, UTM can move forward with its goals and ambitions.

Professor Orchard described several revenue generating mechanisms, which would be utilized to address budgetary constraints. These measures include returns on investments/endowments, lobbying provincial and federal governments for increased funding and for overhead on research grants, government funding opportunities such as the innovation agenda, and advancement activities.

iii) Capital Projects:

With respect to capital projects, Professor Orchard reported that they are all progressing on target and confirmed that both the Academic Learning Centre and Wellness Centre projects have gone through all levels of governance approval and are in the late stages of design. He stated that UTM has recently started to proceed through governance with a 400-bed residence with its own dining facility.

Professor Orchard noted that there are a number of initiatives planned to address the shortage of science facilities. Among the ideas being currently investigated is the construction of pods onto the South Building, similar to the CABB facility. It is estimated that such a facility would house 15 research labs and would be built in increments of $5M per pod.

iv) White Paper “Stepping Up”:

The Vice-President and Principal noted that departments and other offices at UTM have already submitted substantive plans. He added that there are ongoing lateral discussions between departments and institutes at UTM, and linkages with other divisions at the University and elsewhere are being explored in the development of an overall campus plan.

The Chair opened the floor to discussion.

A member asked whether there is a concern about the preparedness of those applicants in the 105 category that are similar to 101’s. Ms. Crocker explained that UTM is in the process looking at this group’s final grades and through phone consultations have found that many in this pool seem mature, some having attended College over their year off in order improve their skills.

In response to a member’s question, the Vice-President and Principal listed the current minimum admission grades as 82%, compared to 80% in the year before, while the same grade for the Life Sciences is 86%.

7. Other Business
There was no other business.

8. Next Meeting:
The Chair reminded members that the next meeting was scheduled for Tuesday, April 6, 2004, commencing at 3:15 p.m. in the Council Chamber.

The meeting adjourned at 4:15 p.m.

Secretary of Council__________________ Chair_____________________

March 25, 2004