Report: UTM Campus Affairs Committee - January 09, 2024

1. Chair’s Remarks
   
   The Chair welcomed members to the third meeting of the Committee and provided reminders about the elections and nominations process for membership on governance bodies. He encouraged those eligible to consider submitting a nomination form to serve on the relevant bodies and directed them to Cindy Ferencz-Hammond, Deputy Returning Officer for more information about the elections.
    
2. Advancing Academic Advising
   
   At the invitation of the Chair, Brian Ingoldsby, Senior Project Manager, Project Management Office, Office of the Vice-President & Principal, provided a presentation on an exciting academic advising initiative underway at UTM that aimed to support students and ensure their success.
   
   The Advancing Academic Advising project was driven by several factors, including feedback from students and staff who felt that there was room for improvement in academic advising. Multiple student surveys, including the National Survey for Student Engagement (NSSE) also showed that 58% of students saw “lack of good academic advising” as an obstacle to their academic progress, which was particularly high for students from marginalized backgrounds.  UTM retention and graduation rates also lagged behind those of other UofT divisions.  Therefore, the project was also guided by research on student retention, which pointed to academic advising as a promising pathway to enhancing student success.
   
   Mr. Ingoldsby emphasized the importance of academic advising by leading experts in the field. The project aligned with the priorities of the institution and the UTM community, making it an institutional priority. It had three main goals, which included identifying a goal state for academic advising, developing an implementation strategy, and involving the UTM community in the project. An executive steering committee and project team oversaw the project, and seven working groups were formed to review and make recommendations for different areas of the academic advising program. The project was divided into two sub-projects, with the first one focused on recommending a goal state and the second one planning the implementation.
   
   During the question-and-answer period, Mr. Ingoldsby addressed several questions. On the topic of the definition that was used for the project, he explained that it was broad and encompassed topics provided by the National Academic Advising Association (NACADA). He also mentioned that the project would involve academic advisors, faculty advisors, and student affairs and services staff. Next, about the implementation process of the project, it was noted that it would involve the project management office, but it would depend on the recommendations made.
   
   There were also questions about indicators of success for the project, and Mr. Ingoldsby mentioned that aside from graduation rates, UTM would also be monitoring student engagement, sense of belonging, and confidence in navigating the academic system. He explained that quality academic advising could help students feel more connected and engaged with the University.
   
   Another question was about the specific goals of the working groups involved in the project. Mr. Ingoldsby explained that each group would produce a report on their analysis of their specific area and how it aligned with national standards. The reports would be synthesized to create the final recommendations. He also noted that the focus of the project was on improving the current structures and policies in place, rather than making structural changes in systems.  
    
3. Operating Plans: UTM Service Ancillaries for 2024-25
   
   The Chair invited Lucas Barber, Acting, Chief Administrative Officer, to introduce the item. Mr. Barber noted that Service Ancillaries at U of T were measured over the long-term on their success in meeting Service Ancillary Reporting Group (SARG) objectives. He reported that at UTM, the ancillaries re-invested all positive net results to provide improved facilities, equipment and services to students, faculty and staff. He expressed his thanks to students, faculty and staff who participated in the consultations for these ancillary budgets.  He also referred members to details of the consultation process and rate comparisons to UTM’s peer universities in the materials that were made available for these budgets.
   
   Mr. Barber then invited Antonia Lo, Director, Student Services and Ancillaries, Brian Cunha, Director, Student Housing & Residence Life, and Vicky Jezierski, Executive Director, Hospitality & Ancillary Services, to provide details on the proposed ancillary budgets.
   
   During the presentation, an overview of the financial results forecast for ancillary services at UTM was provided. Student Housing & Residence Life was expected to have a net operating profit of $1.5 million, which was better than anticipated. Hospitality was projected to have a net operating loss of $729,000 due to lower commission rates and reduced facility space rental income during the summer months resulting from writers and actors strikes. Parking was forecasted to have a net operating profit of $1.8 million, thanks to increased sales of parking permits and higher pay and display revenues.
   
   Presenters discussed the capital budgets for each ancillary, with plans for renovations and construction projects. The Director of Student Housing and Residence Life shared information about the high demand for housing at UTM, with an increase in applications for residence spaces. While the operation was still able to meet the housing guarantee for students, there was a concern about meeting the needs of upper year students. He also discussed the ongoing townhouse renovation plan and efforts to provide affordable housing rates for students.  It was noted that the rates for the upcoming year had been determined after comparing them to rates on the St. George and UTSC campuses, as well as other university residences in Ontario and off-campus housing rates in Peel. The proposal was to increase undergraduate residence rates by 6.5%, while graduate, medicine, and family residence rates would increase by 3%. These rates were developed in consultation with the Student Housing and Residence Life Advisory Committee, which was made up of residence students.
   
   The Director of Hospitality Services discussed the challenges faced by the unit, including food inflation and a change in UTM’s food services provider, resulting in a forecasted operating loss. The loss of revenue due to actors and writers strikes in the summer of 2023 also negatively affected the ancillary.  The ancillary proposed a cash price increase average of 3.3% and meal plan increases of 3.4% for Basic Funds, with no change in Flex, with an overall average meal plan increase of 3%. Assumptions for this ancillary focused on external revenue sources such as rental fees and filming and production revenue.
   
   The Parking Services ancillary did not contribute to construction reserves due to a deficit. However, it was anticipated that contributions could be made in two years for new projects or upgrades to parking lots. The implementation of the License Plate Recognition (LPR) system, the pay by plate feature for pay and display machines, the upcoming pay by app system, and the investment in EV charging stations, were mentioned as investments. Parking was proposing a 3% increase across the board for permits. This increase was part of a long-standing plan that was established to speed up the repayment of mortgages, which would be paid off in 2025. There were no proposed increases for the parking fee obtained from pay and display machines.
   
   During the discussion, members inquired about the planning and expansion of electric vehicle (EV) charging stations, considering the federal government's push towards transitioning to more EV usage. The response highlighted the status of 12 charging stations operating at over 70% capacity during peak hours, plans for additional stations, and efforts to explore faster charging options.
   
   Another member raised concerns about budgeted cash price and meal plan increases, asking whether these were real price increases. The response clarified that meal plan rates were set for September, offering flexibility for students to choose plans. The discussion touched on the challenges of managing price increases for branded outlets, addressing exceptions like specific item costs.  The topic of food insecurity on campus was also addressed, noting that the UTM Student Union operated a food bank to support students, and the ancillary would support the urgent needs of students in distress.  A member inquired about the reliance on facility rental revenue, considering the impact of COVID-19 and strikes during the summer of 2023. It was noted that external rental revenue had been positively affected during the pandemic, particularly from movie productions. The outlook for the coming year seemed optimistic due to increased interest from the film industry.
   
   A member expressed concern about food portions at Bento Sushi, where students reported decreased portions despite unchanged prices. Ms Jezierski promised to look into the issue and monitor portion sizes.
   
   On motion duly moved, seconded, and carried
   
   YOUR COMMITTEE RECOMMENDED
   
   THAT, the proposed 2024-25 Operating Plans and Budgets for the UTM Service Ancillaries, as summarized in Schedule 1, the service ancillary capital budgets as summarized in Schedule 5, and the rates and fees in Schedule 6, as detailed in the proposal dated December 1, 2023, be approved, effective May 1, 2024.
    
4. Reports of the Presidential Assessors
   
   At the invitation of the Chair, Mark Overton, Dean of Students provided an update on recent work in the development of development of next year’s Compulsory Non-Academic Incidental Fees.
   
   Mr. Overton noted that at the Committee’s next meeting, he would be bringing forward the advice of UTM’s Quality Service to Students committee (QSS), which provided student governments with opportunities whether to support proposed increases to non-academic incidental fees that partially or fully funded student services, such as the Health & Counselling Centre, the Recreation, Athletics and Wellness Centre, the intercampus Shuttle Service, the Career Centre, the International Education Centre, the Centre for Student Engagement and others.
   
   He showed a summary of the proposed fees to be brought forward at the next CAC meeting, noting that the proposed fees at this time were well below the maximums allowed.

On motion duly moved, seconded, and carried
 

YOUR COMMITTEE APPROVED
 

THAT the consent agenda be adopted and that Item 5, report of the previous meeting, be approved.
 

5. Report of the Previous Meeting: Report Number 61 – October 19, 2023
    
6. Business Arising from the Report of the Previous Meeting
    
7. Date of the Next Meeting – Thursday, February 8, 2024

8. Other Business
   
   There was no other business.

The meeting was adjourned at 4:13 p.m.

January 15, 2024