Report: Executive Committee - June 27, 2023

REPORT NUMBER 544 OF THE EXECUTIVE COMMITTEE

TUESDAY, JUNE 27, 2023

To the Governing Council,
University of Toronto.

Your Committee reports that it met on Tuesday, June 27, 2023 at 3:30 p.m. with the following members present:

Janet Ecker (Chair), Anna Kennedy (Vice-Chair), Meric S. Gertler (President), Shashi Kant, Paul Huyer, Sarosh Jamal, Ernest W.N. Lam, Mark Lautens, Jan K. Mahrt-Smith, Doug McDougall, Joanne McNamara, Arman Rasekh

Regrets: David Bowden, Dveeta Lal, Kikelomo Lawal, Lara Zink

Non-Voting Member:  
Sheree Drummond, Secretary of the Governing Council  

Secretariat:  
Anwar Kazimi, Joanne Chou

In Attendance:  
Cheryl Regehr, Vice-President and Provost
Ron Saporta, Vice-President, Operations (Acting)
Trevor Rodgers, Chief Financial Officer
Sandra Hanington, Chair, Business Board and Member of the Governing Council  
Vikram Chadalawada, Chair, University Affairs Board and Member of the Governing Council  
Kristin Taylor, University Counsel & Chief Legal Officer 
Anthony Gray, Director, Strategic Research, Office of the President
Carmelle Salomon-Labbé, Office of Appeals, Discipline and Faculty Grievances
 

Pursuant to section 28 (e) and 38 of By-Law Number 2, consideration of items 10-13 took place in camera.
 

The meeting was held in closed Session.

1. Chair’s Remarks
   
   The Chair welcomed attendees to the meeting.
    
2. Items for Confirmation

   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 – Project Scope and Sources of Funding
      
      The Committee received an introduction on the project from Ron Saporta, Vice-President, Operations (Acting). Mr. Saporta provided the following highlights:

   • The Temerty Faculty of Medicine (TFoM) Division of Teaching Laboratories (DTL) relocation to Ramsay Wright (RW) was a staging project of The Temerty Building Project.

   • DTL was located on the second and third floors in the existing west wing of Medical Sciences Building (MSB) the site of The Temerty Building project.

   • DTL delivered around 17 different courses to ~800 undergraduate students primarily from the Faculty of Arts & Science (A&S).

   • This project modernizes the Ramsay Wright labs to create purpose-built modern lab facilities and provided an opportunity to create instructional space and upgrades to student-oriented spaces to support a consistent experience of educational excellence at the University of Toronto.

   • The project was funded by various sources including the Faculty of Medicine Division of Teaching Laboratories, operating reserves, Future Major Capital Projects Reserve Fund, and Division of Teaching Laboratories financing.

   • The construction manager had been on boarded and completed a constructability review, a pre-tender cost assessment, and finished construction documents in June 2023.

   • Occupancy was targeted for March 2025.
     
     On a motion duly moved, seconded, and carried  

      

     YOUR COMMITTEE CONFIRMED 

     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 project 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 ​​​​​​.
      

   2. Capital Project (Level 2): Report of the Project Planning Committee for Innis College Renovation & Addition – Project Scope and Sources of Funding
      
      The Committee received an introduction on the project from Ron Saporta, Vice-President, Operations (Acting). Mr. Saporta provided the following highlights:

   • The Innis College Renovation and Addition provided the necessary investments and improvements into the college by renovating and expanding many of the critical student services and library spaces of the college.

   • This included:

     • Expanded commuter lounge for college students;
     • Improving accessibility to all floors;
     • Enhancing the library by making it fully accessible and expanding student facing services such as Writing Centre and the Office of Student Life;
     • Providing amenity space such as the expanded Innis Café.
   • The project had a prolonged planning phase; the project had kicked off with initial approval in 2017, which lead to a detailed design.  The project approval process and tendering were halted by the onset of COVID. 
   • The project scope was adjusted to reflect changing community needs and lessons learned during the pandemic and evolving market conditions that led to the re-prioritization of scope elements to meet available funding.
   • Hired a Construction Manager to participate in the drawing review and scope adjustments.
   • The project was funded by a combination of different sources.  
   • Construction was anticipated to begin July 2023, with an approximate 24-month duration.
     
     Professor Doug McDougall, Chair of the Academic Board, then commented on the discussion of the item at that body:
   • Members’ questions were related to the project’s connection to and impact on the surrounding Huron/Sussex neighbourhood community.
   • Professor Charlie Keil, Principal of Innis College, explained that creating walkways toward the western community was not physically possible because of existing buildings, and everything had been done to visually connect Innis College to the westward community. 
   • In addition, there were some limits because BP Nichol Lane was a city street that could not be encroached upon. 
   • In addressing a member’s concern about the impact of construction on the community and how it might encroach upon residents’ use of the green space as a ‘community backyard’, Professor Keil stated that the planning department developed a communication strategy to keep the neighbourhood informed as the project progressed and aware of potential restrictions on the green space access.
   • Dave Lehto added that a construction manager had been engaged during the design stages to develop solutions through consultation, that would ensure everyone’s comfort with the planned construction.    

     
     On a motion duly moved, seconded, and carried  
     
     YOUR COMMITTEE CONFIRMED 
     
     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 of Arts & Science, Innis College and the Provost through a combination of Divisional Future Major Capital Reserves & Operating Reserves, Student Levy, Fundraising and Financing.
      

3. Items for Endorsement and Forwarding to the Governing Council
   1. Audited Financial Statements for the Fiscal Year ended April 30, 2023
      
      Ms Sandra Hanington, Chair of the Business Board, noted that the audited financial statements were examined in detail by the Audit Committee and by the Business Board at their recent meetings.

On a motion duly moved, seconded, and carried

YOUR COMMITTEE RESOLVED

THAT the following recommendation be endorsed and forwarded to the Governing Council: 

THAT the University of Toronto audited financial statements for the fiscal year ended April 30, 2023, be approved.  

2. External Auditors: Appointment for 2023-2024
   
   Ms Hanington advised members that the Audit Committee and Business Board had supported that Ernst & Young LLP (EY) be retained for the fiscal year ending April 30, 2024. She also advised members that EY had been providing the university with auditing services since 2014, and that there would be a review of audit services in 2024.

On a motion duly moved, seconded, and carried

YOUR COMMITTEE RESOLVED

THAT the following recommendation be endorsed and forwarded to the Governing Council: 

THAT Ernst & Young LLP be re-appointed as external auditors of the University of Toronto for the fiscal year ending April 30, 2024.  

The Chair offered her commendations to everyone involved with preparing the annual financial statements.

CONSENT AGENDA
 

On motion duly moved, seconded, and carried

YOUR COMMITTEE APPROVED

THAT the consent agenda be adopted and that Item 4 be confirmed, and Item 5 be approved.
 

4. Establishment of an Extra-Departmental Unit C (EDU:C) - Institutes for Resilient and Inclusive Societies and Ecosystems (iRISE)Constitutional Amendments: Faculty of Arts & Science
   
   On a motion duly moved, seconded, and carried
   
   YOUR COMMITTEE RESOLVED
   
   THAT, the Establishment of an Extra-Departmental Unit C (EDU:C) - Institutes for Resilient and Inclusive Societies and Ecosystems (iRISE) as described in the proposal, dated June 4, 2023, be approved effective June 28, 2023.
    
5. Report Number 543 of the Executive Committee (June 15, 2023) (for approval)
   
   Report Number 543 of the Executive Committee (June 15, 2023) was approved.
    
6. Business Arising from the Report of the Previous Meeting
   
   There was no business arising from the reports of the previous meetings.
    
7. Reports for Information
   
   Members received the following reports for information:
    

   1. Report Number 273 of the Business Board (June 20, 2023)

   2. Report Number 59 of the University of Toronto Scarborough Campus Council (June 21, 2023)

END OF CONSENT AGENDA

8. Date of Next Meeting
   
   The Chair advised members that the next meeting was scheduled for Tuesday, October 17, 2023 from 5:00  to 7:00 p.m.
    
9. Other Business
    

   There was no other business.

   The Committee Moved In Camera.
    

10. Report of an Ad Hoc Committee for a Capital Project
    
    Members received a Report of an Ad Hoc Committee for Capital Projects for information.
     
11. Items for Approval by the Executive Committee

    1. Establishment of Judicial Board
       
       The Committee approved a recommendation regarding the establishment of a Judicial Board, as outlined in the memorandum and supporting documentation from the Secretary of the Governing Council, dated June 20, 2023.
       
        

    2. External Appointment: Member and Director, University of Toronto Asset Management Corporation (UTAM)
       
       On a motion duly moved, seconded, and carried
       
       YOUR COMMITTEE RESOLVED
       
       THAT Professor Lisa Kramer be approved and nominated as a member and director of the University of Toronto Asset Management Corporation for a one-year term until the 2024 annual meeting of the Corporation or until her successor is appointed.
        

12. Items for Confirmation

    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 Costs and Sources of Funding
       
       On motion duly moved, seconded, and carried 
       
       YOUR COMMITTEE  CONFIRMED 
       
       THAT the recommendation of the Acting Vice-President, Operations, as outlined in the memorandum dated June 20, 2023, regarding the Total Project Cost and Sources of Funding for the University of Toronto Faculty of Medicine Division of Teaching Laboratories Ramsay Wright Staging Project, be approved in principle.

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

On motion duly moved, seconded, and carried 

YOUR COMMITTEE CONFIRMED 

THAT the recommendation of the Acting Vice-President, Operations, as outlined in the memorandum dated June 20, 2023, regarding the Total Project Cost and Sources of Funding for the Innis College Renovation & Addition, be approved in principle.
 

13. Item for Endorsement and Forwarding to the Governing Council

    1.  Senior Appointment
       
       On motion duly moved, seconded, and carried 
       
       YOUR COMMITTEE APPROVED
       
       THAT the following recommendation be endorsed and forwarded to the Governing Council for approval:
       
       THAT Professor Trevor Young be appointed as Vice-President and Provost, effective January 1, 2024 until December 31, 2028.

The meeting adjourned at 4:00 p.m.