Report: Planning and Budget Committee - May 03, 2023

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Council Chamber, Simcoe Hall


REPORT NUMBER 208 OF THE PLANNING AND BUDGET COMMITTEE


MAY 3, 2023


To the Academic Board,
University of Toronto

Your Committee reports that it held a meeting on May 3, 2023, at 3:10 p.m., with the following members present:

Jan K. Mahrt-Smith, (Chair), Mark Lautens, (Vice Chair), Cheryl Regehr, (Vice-President and Provost), Ron Saporta, (Acting Vice-President, Operations), Jeff Lennon, (Assistant Vice-President, Planning & Budget), Carol Chin, Janet Cloud, Lisa Dolovich, Markus Dubber, Summer Hart, Linda Johnston, Rita Kandel*, Scott MacKendrick, Nicole Mideo, John Oesch, Steven Thorpe, Melanie Woodin

*participated remotely via Zoom

REGRETS: Missy Chareka, Amy Mullin, Ali Syed,

NON-VOTING ASSESSORS
Dave Lehto (Chief University Planning, Design & Construction), Trevor Rodgers, (Chief Financial Officer)

SECRETARIAT
Tracey Gameiro, Secretary

IN ATTENDANCE:
Emma del Junco, (Acting Coordinator, Academic Planning & Reviews, Office of the Vice President and Provost, Academic Programs)
Dickson Eyoh, (Acting Principal, New College)
Annette Knott, (Coordinator, Academic Change, Office of the Vice President and Provost, Academic Programs)
Poppy Lockwood, (Vice-Dean, Academic Planning)
Daniella Mallinick, (Director, Academic Programs, Planning and Quality Assurance, Office of the Vice President and Provost, Academic Programs)
Glen Morales, (Chief Administrative Officer, University Toronto Libraries)
Karen Reid, (Acting Principal, Innis College)
Archana Sridhar, (Assistant Provost, Office of the Vice-President and Provost)
Isaac Straley, (Chief Information Security Officer)
Heather Taylor, (Executive Director, Major Projects and Facilities Management, Temerty Faculty of Medicine)
Vince Tropepe, (Vice-Dean, Research, Faculty of Arts & Science)
Bo Wandschneider, (Chief Information Officer)

ITEMS 3, 4, 5, 6 AND IN CAMERA ITEMS 13, 14, AND 15 ARE RECOMMENDED TO THE ACADEMIC BOARD FOR APPROVAL. ITEM 9 WAS APPROVED. ALL OTHER ITEMS ARE REPORTED FOR INFORMATION.


Pursuant to section 33(i) of By-Law Number 2,
items 13-16 was considered in camera.


OPEN SESSION

  1. Chair’s Remarks

    The Chair welcomed members to the final meeting of the governance year and thanked them for their valuable service to the Committee.
  2. Assessors’ Reports

    There were no reports from the assessors.
  3. Capital Project (Level 2): Report of the Project Planning Committee for University of Toronto Temerty Faculty of Medicine Division of Teaching Laboratories (“DTL”) Ramsay Wright Staging Project – Project Scope and Sources of Funding

    The Committee received a presentation from Mr. Ron Saporta, (Acting Vice-President, Operations). Professor Vince Tropepe, (Vice-Dean, Research, Faculty of Arts & Science), and Ms. Heather Taylor, (Executive Director, Major Projects and Facilities Management, Temerty Faculty of Medicine), were present to assist with questions.

    Highlights of the presentation included:
  • the relocation of DTL to Ramsay Wright would impact current building occupants, through a series of relocations, reallocations, and upgrades to existing facilities;
  • one of the main goals of the project was to create purpose-built modern lab facilities to support the delivery of life sciences instruction on the St. George campus;
  • 51% of the total affected renovation area would be dedicated to creating classroom facilities and undergraduate teaching labs and teaching lab support spaces;
  • the project was an interior renovation;
  • project consultation involved both undergraduate and graduate student representatives from the Division of Teaching Labs and the Faculty of Arts and Science, with students engaged in the initial Project Planning Committee meetings and during the early design stage;
  • occupancy was targeted for March 2025;

    In reply to a member’s request for clarification, Mr. Saporta confirmed that the total scope of the project was 2,695 gross square meters.

On motion duly moved, seconded and carried

YOUR COMMITTEE RECOMMENDED

THAT the project scope of the Ramsay Wright Laboratories Building renovation as identified in the Report of the Project Planning Committee for University of Toronto Temerty Faculty of Medicine Division of Teaching Laboratories Ramsay Wright Staging Project, dated March 28, 2023, be approved in principle; and, 

THAT the Ramsay Wright Laboratories Building Renovation, described in the Report of the Project Planning Committee for University of Toronto Temerty Faculty of Medicine Division of Teaching Laboratories Ramsay Wright Staging Project, dated March 28, 2023, totaling 2,367 net assignable square meters (nasm) (2,695 gross square meters (gsm)), of renovated space be approved in principle  to be funded by the Faculty of Medicine Division of Teaching Laboratories and the Faculty of Arts and Science operating reserves, divisional contributions to the Future Major Capital Projects Reserve Fund, and Division of Teaching Laboratories financing. 

  1. Capital Project (Level 2): Report of the Project Planning Committee for Innis College Renovation & Addition – Project Scope and Sources of Funding

    Mr. Saporta presented an overview of the Innis College Renovation & Addition project, noting the following:
  • the project was not identified in the 2011 Master Plan but aligned with the policies and guidelines of the St. George Secondary Plan;

  • the renovation involved the original College, including the interface with the Victorian house component, and would substantially expand the College’s capacity for student engagement, academic delivery, and community amenities;
  • the focus of the project was on student facing elements;
  • one of the key components of the project would be a larger Innis Café;
  • the new location would incorporate a range of student services, transforming the Library into a hub of student learning resources and services, within a combined library and study centre;
  • the new Library would be a more accessible barrier-free space;
  • the renovated commuter lounge would be significantly larger and afford spaces for students to collaborate;
  • the design incorporated an accessible green roof area;
  • an elevator would be added, allowing for barrier-free access to all floors;
  • the proposed design reinvigorated and improved the existing pedestrian network;
  • construction was anticipated to being July 2023, with an approximate 24-month duration;

    In the discussion that followed, Mr. Saporta addressed a member’s inquiry as to whether a full renovation of the Victorian house had been considered given construction to the area was already planned for the interface. Mr. Saporta clarified that it was the addition to the Victorian home and not the original home itself that would be impacted. He further explained that the project prioritized student amenities and spaces, and that budgetary constraints required other material renovations to be deferred at this time.

On motion duly moved, seconded and carried

YOUR COMMITTEE RECOMMENDED

THAT the project scope of the Innis College Renovation & Addition as identified in the Report of the Project Planning Committee for University of Toronto Innis College Renovation & Addition, dated March 28, 2023, be approved in principle; and,

THAT the project totaling 1,030 net assignable square metres (nasm) (2,328 gross square metres (gsm)), be approved in principle, to be funded by the Faculty Arts & Science, Innis College and the Provost through a combination of Divisional & Operating Reserves, Student Levy, Donations and Financing.

  1. Capital Project (Level 2): Report of the Project Planning Committee for University of Toronto Libraries Downsview High-Density Storage Expansion 2 (“UTL 2”) – Project Scope and Sources of Funding

    Mr. Saporta highlighted the following aspects of the UTL 2 project:
  • the project proposed the addition of 3 million volumes (equivalent to 3 bays), of high-bay storage as well as an additional 1-storey processing area and additional space for mechanical equipment;
  • the high-density shelving installation was not included in the project scope and would be implemented as a separate project upon completion of this facility;
  • no increase in staffing was anticipated as part of the addition;
  • UTL’s existing high-density storage facility was projected to be at capacity by Fall 2024;
  • the project would free-up valuable space at the downtown campus for more productive uses and an enhanced student experience (e.g. additional student study spaces, the Engineering Computer Science Library, Robarts East Asian Library Renovation common space);
  • the cost to store books at Downsview was much less relative to equivalent downtown space;
  • given the nature of the facility and that students did not interact with this facility, student consultation was not proposed;
  • construction was scheduled to start mid-2024, with full operational occupancy targeted for October 2025;

    Mr. Glen Morales, (Chief Administrative Officer, University Toronto Libraries), and Ms. Julie Hannaford, (Deputy Chief Librarian), were in attendance to assist with questions.

    Following the presentation, the Vice-President and Provost, Professor Cheryl Regehr, addressed a member’s question as to whether any revenue was generated from the shared storage space the project offered other universities involved in the project. Professor Regehr confirmed that the partner universities had agreed to share some of the construction and storage space costs, but that this had been less robust than originally hoped. She noted, however, that there was still the potential to grow this revenue stream.

    Professor Regehr went on to highlight that the true value of the project came from the reclaimed space moving books to the Downsview site would reanimate for students; the cost of which were those spaces to be newly constructed, would far exceed the costs related to the UTL2 project.

On motion duly moved, seconded and carried

YOUR COMMITTEE RECOMMENDED

THAT the project scope of the University of Toronto Libraries Downsview High-Density Storage Expansion as identified in the Report of the Project Planning Committee for University of Toronto Libraries Downsview High-Density Storage Expansion 2, dated March 28, 2023, be approved in principle; and,

THAT the project totaling new 2,360 net square metres (m2) (2,515 gross square metres (gsm)), be approved in principle, to be funded by University of Toronto Libraries Future Major Capital Projects Reserve and University of Toronto Libraries Operating Funds. 

  1. Proposal to Establish an Extra-Departmental Unit B: Centre for African Studies, Faculty of Arts & Science

    Professor Regehr provided an overview of the proposal, sharing with members that the African Studies program was first established in 1978 at New College, making it the longest standing and most established undergraduate program in the field in Canada. She stated that creation of the EDU B would enhance scholarship in this area of specialization and also reflected the Faculty of Arts and Science’s commitments to equity, diversity, and inclusion, prioritized in its academic plan.

    Professors Poppy Lockwood, (Vice-Dean, Academic Planning) and Dickson Eyoh, (Acting Principal, New College), led the initiative and were also present to answer questions.

    There were no questions from members.

On a motion duly moved, seconded, and carried,

YOUR COMMITTEE RECOMMENDED

THAT the proposal to establish the African Studies Centre as an EDU:B, as described in the Proposal to establish the African Studies Centre (ASC) as an Extra-Departmental Unit B, dated March 23, 2023, be approved effective July 1, 2023. 


OPEN CONSENT AGENDA

  1. Annual Report: Executive Committee of the Capital Project Space Allocation Committee (CaPS)

    The Annual Reports of the CaPS Executive Committee was received for information.
  2. Annual Report: Design Review Committee

    The Annual Report of the Design Review Committee was received for information.
  3. Report of the Previous Meeting: Report Number 207 – April 12, 2023

    Report Number 207 of April 12, 2023, was approved.
  4. Business Arising from the Report of the Previous Meeting

    There was no business arising from the report of the previous meeting.

  5. Date of the Next Meeting – September 28, 2023, 3:10 – 5:10 p.m.

    The Chair reminded members that the next meeting would be held on September 28, 2023.

  6. Other Business

    There were no items of other business.

    Professor Mahrt-Smith expressed thanks to all members of the Committee and to the assessors for their contributions. The Chair also acknowledged the support of the Vice-Chair, as well as the Secretariat.

    The Committee moved IN CAMERA.


IN CAMERA SESSION

  1. Capital Project (Level 2): Report of the Project Planning Committee for University of Toronto Temerty Faculty of Medicine Division of Teaching Laboratories Ramsay Wright Staging Project Total Project Cost and Sources of Funding

On motion duly moved, seconded, and carried

YOUR COMMITTEE RECOMMENDED

THAT the recommendation of the Acting Vice-President, Operations, as outlined in the memorandum dated April 26, 2023, regarding the Total Project Cost and Sources of Funding for the University of Toronto Temerty Faculty of Medicine Division of Teaching Laboratories Ramsay Wright Staging Project, be approved in principle.

  1. Capital Project (Level 2): Report of the Project Planning Committee for the Innis College Renovation & Addition - Total Project Cost and Sources of Funding

On motion duly moved, seconded, and carried

YOUR COMMITTEE RECOMMENDED

THAT the recommendation of the Acting Vice-President, Operations, as outlined in the memorandum dated April 26, 2023, regarding the Total Project Cost and Sources of Funding for the Innis College Renovation & Addition, be approved in principle.

  1. Capital Project (Level 2): Report of the Project Planning Committee for the University of Toronto Libraries Downsview High-Density Storage Expansion Lab 2 - Total Project Cost and Sources of Funding

On motion duly moved, seconded, and carried

YOUR COMMITTEE RECOMMENDED

THAT the recommendation of the Acting Vice-President, Operations, as outlined in the memorandum dated April 26, 2023, regarding the Total Project Cost and Sources of Funding for the University of Toronto Libraries Downsview High-Density Storage Expansion 2, be approved in principle.

  1. Annual Report: Information Security and the Protection of Digital Assets

    Members received the Annual Report on Information Security and the Protection of Digital Assets, for information. The Report was presented by Isaac Straley, Chief Information Security Officer.

    The Chair reminded members that the annual report was received by the Committee as a requirement of the Policy on Information Security and the Protection of Digital Assets, and noted that review of the report was a critical function of the Committee in dispensing with its oversight duties of accountability frameworks, and should be reviewed carefully in view of the resource allocations for the priorities identified and the security programs and protocols developed in response.

    The Chair noted that the Report would also be presented to the Audit Committee who would consider it from a risk management perspective at its upcoming meeting on June 19, 2023.

    The overarching theme of the report and of Mr. Straley’s presentation was “Secure Together”, and the fundamental shift to a more shared approach to reduce risk. Mr. Straley recognized the significance of divisional efforts to improve channels of communication and education through which collective priorities to risk mitigation were identified and shared on an institutional level.

    Members discussed the complexity of the cybersecurity protocols and information security plan required given the size and decentralized nature of the University of Toronto, and the customization of software applications and platforms often required by individual academic units. Mr. Straley, along with leadership from academic units present at the meeting who had engaged with the CISO’s office, noted the renewed attention on shared versus distributed resources, the focus on risk mitigation and regular self-reporting from units, and the value of embedded expertise and security leads at the divisional level.

    Members of the Committee affirmed the importance of the Policy and the need to adhere to the guidance provided by Information Technology Services to address information security and privacy challenges.

    In closing, Mr. Straley reported that key focus areas for the coming year included security awareness, development of unit-level risk management programs, continued participation in CanSOC and reduction of risk to critical assets through expansion of next-generation anti-virus protection and improved visibility into vulnerabilities.

    The Committee returned to Open Session.


    The Chair thanked members for their attendance and participation.

The meeting adjourned at 4:58 p.m.

May 5, 2023