Report: UTM Campus Affairs Committee - February 08, 2024

1. Chair’s Remarks
   
   The Chair welcomed members to the fourth meeting of the Committee and provided reminders about the ongoing governance elections and encouraged eligible voters to participate. He noted that the agenda featured the consideration of a capital project and explained that such items were considered in two parts:  the project planning report in the open session and the total project cost in the in-camera session, so as to prevent interference with the tendering process. The chair concluded by emphasizing the confidentiality of information shared during the In-camera session.
    
2. Capital Project (Level 3): Report of the Project Planning Committee for University of Toronto Mississauga Residence (Phase IX) – Project Scope and Sources of Funding
   
   At the invitation of the Chair, Mark Overton, Assistant Principal of Student Services and Dean of Student Affairs, provided a presentation about the proposed capital project.  He began by expressing gratitude about the extensive work that had gone into the proposed residence project over the past five years, including the following units: University Planning, Design, and Construction, Planning & Budget, Facilities Management and Planning, UTM Budget Planning and Finance, UTM Student Housing and Residence Life, and external experts like The Scion Group, one of North America’s leading advisors student housing and the architectural team from Montgomery Sisam Architects.
   
   Mr. Overton noted that UTM accommodated 1500 residents in on-campus housing, primarily consisting of first-year students, but also including upper-year students, graduate students, medical students, and those with families. The UTM Student Housing and Residence Life was the largest residence operation within the University, with a team of over 100 student and professional staff offering support through various residence styles and hosting a significant 50% international student population.  He emphasized that UTM's residences were not just a place to live but a supportive environment that fostered both personal and academic development. The proposed Phase IX residence project intended to add 400 beds in single and double rooms and was to be completed in the summer of 2026. This expansion was aimed at increasing the campus capacity to accommodate 1,000 residents. The scale of this new building was likened to Oscar Peterson Hall, which opened in 2007.  Mr. Overton stressed that this expansion was crucial for maintaining UofT’s first-year housing guarantee.
   
   The Assistant Dean Students and International Initiatives, Chad Nuttall, explained how the project aligned with UTM's enrollment strategy and supported the first year housing guarantee, emphasizing the university's commitment to meeting the guarantee requirements.  Mr. Nuttall elaborated on the strategic priorities addressed by the proposed new residence project, including fostering student success by enhancing the overall student experience, encouraging collaboration and a sense of belonging through on-campus housing, promoting efficient and sustainable operations, embracing UTM's unique place, and addressing the high demand for student housing. Mr. Nuttall explained that UTM’s ability to fulfill UofT’s first-year housing guarantee was becoming increasingly challenging and that the proposed new residence was positioned as a solution to drive efforts in meeting that housing guarantee, particularly in attracting students from outside Ontario and Canada.  There was a very strong demand for student housing, evidenced by a consistent trend over the last decade, which the current capacity could not accommodate.  He emphasized that both the residence guarantee and first-year housing guarantee were critical components of UTM's enrollment strategy.
   
   The Director of Student Housing and Residence Life, Brian Cunha, discussed the positive outcomes of living in residence. He presented research findings that showed that students spending a semester in residence were more likely to graduate. He then shared striking visuals of the intentional design of the new residence building, emphasizing its focus on community-building, spaces for students to meet, study, learn, and live.  The visuals included a map indicating the residence's location, images of the entrance plaza, amenity spaces, gathering areas, and renderings of interior spaces, including bedrooms and bathrooms. The proposed site was adjacent to Oscar Peterson Hall (OPH), occupying the existing P6 Parking Lot to the northwest as well as one row of existing townhouses (Shreiberwood Residences Townhouse Complex G), both of which would be demolished for the anticipated project. The main entrance of the building would be off Residence Road.
   
   Following the presentation, the following topics were discussed by members:

• Government Impact on International Student Guarantees: regarding the recent government announcements about international student visa caps, it was noted that new residence plans were well in motion before these announcements, providing more capacity to guarantee housing for international students. The need for future construction to sustain this was acknowledged.
• Impact on Dining Hall: Concerns were raised about the impact of adding 400 new students using the existing dining hall. The response highlighted that the dining hall had been designed and built with excess capacity in anticipation of residence system growth.
• Impact on Dining Hall Staff: Concerns were raised about the potential overworking of dining hall staff due to increased demand. The response emphasized plans to expand dining hall operations, hire additional staff, and promote other dining options on campus.
• Faculty Housing: A comment was made about reserving a few units for new incoming faculty members due to concerns about the increasing cost of living. The response indicated that that was not included in this project, which was geared towards housing students, but UTM continued actively exploring ways to improve access to faculty housing.
• Impact on Student Experience during Construction: A question was raised about minimizing the impact of construction on the student experience, particularly for those residing in nearby areas. The response emphasized giving notice, options for students to share complaints, and strategic timing of noisy work. Thought had also been given to increasing nearby accessible parking spaces.
• Accessibility and Inclusivity: Questions were raised about the accessibility and inclusivity of the entire building, especially for individuals with physical disabilities. The response highlighted a design focus on adherence to building codes, wheelchair-accessible rooms, elevators, and a commitment to ensuring the building was accessible.
  
  On motion duly moved, seconded, and carried
  
  YOUR COMMITTEE RECOMMENDED
  
  THAT the project scope of the University of Toronto Mississauga (UTM) Residence (Phase IX), as identified in the Report of the Project Planning Committee for the UTM Residence (Phase IX), dated January 26, 2024, be approved in principle; and,
  
  THAT the project totaling 6,538 net assignable square metres (nasm) and 10,088 gross square metres (gsm), be approved in principle, to be funded by UTM Residence Construction Reserve, UTM Operating Reserve, and Financing.
   

3. Compulsory Non-Academic Incidental Fees – Report and Analysis for 2023-24
   
   Dr. Melinda Scott, Executive Director, Office of the Vice-Provost, Students, provided a presentation, on non-academic incidental fees.  The report covered fee data for the academic years 2022-23 and 2023-24, listing fees paid by students by division. It also highlighted upcoming considerations for St. George and university-wide student services fees. The presentation clarified distinctions between divisional, cross-divisional, and university-operated student society fees. The fees varied across campuses, reflecting local needs and special programs. Visual overviews illustrated fee differences for both full-time and part-time students.
   
   A question was raised about the higher fees for UTM graduate students, particularly regarding health and dental plans. The response clarified that the difference was related to these plans, with the ability for students to opt out if they had alternative coverage.
    
4. Operating Plans and Fees: UTM Student Affairs and Services for 2024-25
   
   At the invitation of the Chair, Mr. Overton provided a presentation of the proposed operating plans and fees. Mr. Overton discussed the development process of campus fees related to student services and UTM student societies' fees. He highlighted the consultation process with students and student government representatives through the QSS or Quality Service to Students committee.
   
   Mr. Overton presented the proposed fee increases, with a focus on maintaining and enhancing services while managing costs. QSS’s endorsement of the proposed fee increases for Health Services and Recreation, Athletics & Wellness was discussed, along with feedback about not endorsing the student services bundle fee.   Ms Maëlis Barre, Chair of QSS was invited to provide feedback on behalf of QSS and she noted that while QSS positively acknowledged the services provided, it did not endorse the increase in the student services bundle fee due to general financial challenges faced by students.

• Mr. Overton continued the presentation by providing an overview of each student service area and examples of the enhancements planned based on the proposed fees as follows:

• Health and Counseling Centre: intended to maintain service levels, including same-day mental health care. It also supported the ongoing operation of the newly renovated and expanded clinic space starting in 2024.
• Recreation, Athletics, and Wellness: plans were aimed at expanding operating hours and supporting renovations and capital improvements.
• Career Centre: plans to support increased academic partnerships, connections with employers and alumni, and enhancements to services.
• International Education Centre: plans aimed to retain existing staff and increase support for international and global learning initiatives.
• Center for Student Engagement: directed towards enhancing student staff compensation and developing/expanding summer programming.
  
  Mr. Overton then presented a table with specific fee amounts for each service area and noted that there was a proposed decrease in childcare fees to zero due to increased government support, and the proposal to maintain a portable grant to assist student families with daycare expenses.  He noted that the proposed fee increases were less than what the university indexes might consider reasonable, demonstrating a commitment to controlling costs. The presentation also included a comparison of UTM's student service fees with those of St. George and Scarborough campuses, highlighting the differences and specific services covered by each campus.
  
  During the discussion that followed, a member raised concerns about fee increases in the context of affordability and suggested exploring increased financial support options. Mr. Overton highlighted the existing financial support mechanisms, such as OSAP and University of Toronto Advanced Planning for Students program (UTAPS) and emphasized ongoing efforts to coordinate with student governments in support of their grants as well. Additionally, he highlighted the university's consideration of emergency support for students facing extreme circumstances and pointed students experiencing such difficulties to the Office of the Registrar’s financial assistance services. The member sought clarification on the assistance available for a student whose circumstances changed mid-semester, and it was noted that UTAPS provided grants on top of other government funding and could be accessed throughout the term when students’ financial circumstances changed significantly. The discussion highlighted the importance of maintaining affordability and supporting students facing challenging situations.  A member expressed concern about apparent deficits in many departments. In response, Antonia Lo clarified that student service fee budgets involved revenues, expenses, and a surplus from the previous year, with deficits being offset by the prior surplus. She noted that the goal was to maintain a balanced approach, ensuring a modest surplus without accumulating excessive funds and added that while deficits might be present, the overall budgeting strategy involved managing surpluses from previous years to maintain financial stability.
  
  On motion duly moved, seconded, and carried
  
  YOUR COMMITTEE RECOMMENDED
  
  THAT the 2024-25 operating plans and budgets for the UTM Health & Counselling Centre; the UTM Department of Recreation, Athletics & Wellness; the UTM Student Services under the Student Services Fee, recommended by the Dean of Student Affairs, Mark Overton, and described in the attached proposals, be approved; and
  
  THAT the sessional Health Services Fee for a UTM-registered or UTM-affiliated full-time student be increased from $60.86 per session ($12.17 for a part-time student) to $77.27 ($15.45 for a part-time student) or 27.0%
  
  THAT the sessional Recreation & Athletics Fee for a UTM-registered or UTM-affiliated full-time student be increased from $211.68 per session ($42.34 for a part-time student) to $218.45 ($43.69 for a part-time student) or 3.2% ; and
  
  THAT the sessional Student Services Fee for a UTM-registered or UTM-affiliated full-time student be increased from $247.26 per session ($49.45 for a part-time student) to $283.98 ($56.80 for a part-time) student or 14.9% (resulting from a permanent increase of 2.2% and a temporary increase of 12.7%).
   

5. Compulsory Non-Academic Incidental Fees: UTM Student Societies - Proposals for Fee Increases for 2024-25
   
   The Chair noted that student society fees were subject to the terms and conditions of the Policy on Ancillary Fees and the Policy for Compulsory Non-Academic Incidental Fees.
   
   At the invitation of the Chair, Mr. Overton advised members that the fee increases requested by student societies adhered to their internal approval processes which met University standards. He further explained that the primary element of both societies’ fees was the annual increase in the cost of the U-Pass, which was the universal transit pass provided in cooperation with the City of Mississauga that allowed for fare-free use of Mississauga Transit by UTM students. 
   
   He noted the following representatives of student societies, who were present to answer questions about the internal processes relate to their proposed fees.  They were, from the UTM Student Union, Jasnoor Sandhu, Vice-President Campus Life and Kiki Ayoola, Vice-President External and from the UTM Graduate Students Association, Areej Al-Dailami, Academic and Professional Initiatives Director.
   
   During the discussion, a member raised a question about the potential for an opt-out option for the U-Pass, similar to the health and dental plan. The response noted that the University was a party to the contract negotiations, but focused on the process and implementation, leaving the negotiation of fees primarily to the student societies and the City. It was mentioned that the pricing offered for the U-Pass was advantageous because of the collective payment by all students. A member noted the impact on students if many opted out, leading to significant cost increases for those who remained in the arrangement. Additionally, it was noted that financial negotiations for the U-Pass contract were scheduled for the following year.
   
   On motion duly moved, seconded, and carried
   
   YOUR COMMITTEE RECOMMENDED
   
   THAT, subject to confirmation of approval of the following fee change proposals by the University of Toronto Mississauga Association of Graduate Students (UTMAGS) Executive Committee, beginning in the Fall 2024 session, the UTMAGS fee be increased as follows: (a) an increase of up to $15.78 per fall and winter session (full-time & part-time) in the Mississauga Transit U-Pass portion of the fee, and (b) an increase of up to $7.89 per fall and winter session (full-time and part-time) in the Mississauga Transit Summer U-Pass portion of the fee.^[1]
   
   THAT, subject to confirmation of approval of the following fee change proposals by the University of Toronto Mississauga Students’ Union (UTMSU; legally, Erindale College Students’ Union) Board of Directors, beginning in the Fall 2024 session, the UTMSU fee be modified as follows: (a) an increase of up to $1.35 per session (up to $0.04 part-time) in the society portion of the fee, (b) an increase of up to $11.23 per fall and winter session (full-time only) in the Health Plan portion of the fee, (c) an increase of up to $9.39 per fall and winter session (full-time only) in the Dental Plan portion of the fee, (d) an increase of up to $14.20 per fall and winter session and up to $17.31 per summer session (full-time & part-time) in the Mississauga Transit U-Pass portion of the fee, (e) an increase of up to $0.04 per session (full-time & part-time) in the Academic Societies portion of the fee, (f) an increase of up to $0.32 per session (full-time only) in the Canadian Federation of Students (CFS) portion of the fee, (g) an increase of up to $0.04 per session (full-time only) in the Downtown Legal Services portion of the fee, (h) an increase of up to $0.02 per session (full-time & part-time) in the Food Bank portion of the fee, (i) an increase of up to $0.02 per session (full-time & part-time) in the On-Campus First Aid Emergency Response portion of the fee, and (j) an increase of up to $0.07 per fall and winter session (up to $0.05 part-time) and up to $0.03 per summer session (full-time only) in the World University Service of Canada (WUSC) Levy portion of the fee; and
   
   THAT, subject to confirmation of approval of the following fee change proposals by the UTMSU Board of Directors, beginning in the Fall 2024 session, the UTMSU fee charged to Mississauga Academy of Medicine students be increased as follows: (a) an increase of up to $7.09 per fall session and up to $7.10 per winter session in the Mississauga Transit Summer U-Pass portion of the fee.

CONSENT AGENDA

 

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.
 

6. Capital Projects Report, as at December 31, 2023
    
7. Report of the Previous Meeting: Report Number 61 – October 19, 2023
    
8. Business Arising from the Report of the Previous Meeting
    
9. Date of the Next Meeting – Thursday, February 8, 2024

10. Other Business

    There was no other business.
    
    The Committee moved In Camera.

IN CAMERA SESSION

11. Capital Project (Level 3): Report of the Project Planning Committee for University of Toronto Mississauga Residence (Phase IX) – Total Project Costs and Sources of Funding+
    
    On motion duly moved, seconded, and carried
    
    YOUR COMMITTEE RECOMMENDED
    
    THAT the recommendation regarding the Total Project Cost and Sources of Funding for the University of Toronto Mississauga Residence (Phase IX) capital project contained in the memorandum from the Acting Chief Administrative Officer, UTM, dated February 1, 2024, be approved.
    
    The Committee returned to Open Session. 

[1] Further to UTMAGS’ request, Mississauga Transit U-Pass fees will not be charged to Master of Forensic Accounting (MFAcc) and Master of Management and Professional Accounting (MMPA) students.

The meeting was adjourned at 4:42 p.m.

February 16, 2024