Report: UTM Campus Affairs Committee - May 07, 2024

1. Chair’s Remarks
   
   The Chair welcomed members and guests to the last meeting of the committee for the 2024-25 governance year.  He noted that the meeting would feature annual reports from the Campus Affairs Committee's presidential assessors, covering various matters within the committee's responsibilities.
2. Capital Projects Update
   
   At the invitation of the Chair, Muhanad Sidek, Managing Director, Planning, Design & Construction provided a presentation updating members on UTM's capital projects for the fiscal year 2023-24. The projects undertaken aimed to enhance the campus's infrastructure and facilities to support learning, research, and community engagement.
   
   A detailed overview of the project portfolio was presented, categorizing projects into renovations, infrastructure, and capital projects. Key renovations included the Pre-Engineered Building, the Indigenous Creation Studio in the Communication, Culture, and Technology building, Davis Building Spiegel Hall and Commissary Kitchen Renovation, and Wet Lab in Room DV 5017. Infrastructure projects like the Northwest Campus Fiber Infrastructure and Davis Research Uninterrupted Power Supply or UPS were highlighted for their impact on network connectivity and power supply.
   
   Updates on major capital projects, including the new Science Building, Student Services Hub, and proposed new Residence Building, were provided. The new Science Building, targeting LEED Gold certification, was highlighted for its state-of-the-art facilities supporting research and sustainable design principles. The Student Services Hub aimed to be a collaborative home for student-facing services, and a first stop for students with complex challenges.  The proposed new Residence Building, housing 400 additional students, was designed with a focus on natural beauty and minimal site impact, with unique living spaces.
   
   Milestones and timelines for each project were detailed, emphasizing progress made and anticipated completion dates. Building permit applications, and upcoming construction activities were highlighted for ongoing and upcoming projects.
   
   During the question period following the presentation, members expressed appreciation for the detailed overview of the projects and inquired about various aspects. One member commended the presenter for the thorough presentation and expressed amazement at the progress made on various projects. A member inquired regarding the impact of the robotics lab on the nearby Jefferson Salamander breeding ground. In response, the Mr. Sidek highlighted the collaborative efforts with the Ministry of Environment, Conservation and Parks (MECP) and other governmental agencies throughout the project's planning and development phases. He emphasized that all UTM projects followed stringent protocols for environmental impact assessment and mitigation. He outlined several proactive measures undertaken to safeguard the Jefferson Salamander habitat, including the reorientation of the project site and exceeding permit requirements for habitat protection. UTM had also engaged an in-house expert to oversee habitat rehabilitation efforts, such as restoring the original vernal pond and implementing wildlife exclusion measures. 
   
   Additionally, Mr. Sidek pointed to ongoing collaboration with various stakeholders, including the UTM Grounds Services, Department of Biology, and city and provincial authorities, to ensure comprehensive protection measures. Another member asked about the independent power supply leading to the Davis Building for critical equipment and whether it was in addition to existing backup power. Mr. Sidek confirmed this, explaining that the UPS ensured steady power to research equipment in case of any interruption, complementing the existing backup generator system.
3. Annual Report, Campus Safety, 2023
   
   At the invitation of the Chair, Deborah Fritz, Director of Campus Safety presented the annual report. In her presentation, Ms Fritz emphasized the team's core objective of maintaining a safe and secure campus environment for all stakeholders. The report covered safety statistics from the past three years, as well as updates on the team's training initiatives and community engagement.
   
   The presentation included highlights from the annual report, statistics, community partnerships, and upcoming initiatives. Ms Fritz highlighted the addition of new special constables to the team and ongoing recruitment efforts. The team had implemented recommendations from the 2022 cultural review and focused on providing training courses with an emphasis on equity, diversity, and inclusion (EDI) principles.
   
   In terms of statistics, Ms Fritz noted that overall criminal incidents remained similar to those of 2019, with thefts showing a decrease compared to pre-pandemic numbers. However, mischief and harassment incidents had slightly increased, along with numbers of suspicious persons, which was attributed to enhanced community awareness and reporting of suspicious activity.
   
   Ms Fritz also discussed various community partnerships, such as food donation drives for the Mississauga Food Bank, safety discussions with UTM Kids Camp attendees, and welcome sessions for students in campus residences.  She reported that looking ahead, the campus safety team would actively recruit more special constables, continue focus on training initiatives, and continue its collaboration with external partners like Peel Regional Police for joint training and information sharing.
   
   Members had no questions.
4. Annual Report Recognized Campus Groups, (2023-24)
   
   Mark Overton, Assistant Principal, Student Services and Dean of Student Affairs delivered a comprehensive overview of the student organizations recognized at UTM, under the purview of the Center for Student Engagement. He emphasized the rigorous recognition process, which ensured that student groups had functional and democratic constitutions, open membership policies, reasonable fees, defined executive roles, and processes for amending documents and removing non-performing executives. This process sought to maintain the integrity and inclusivity of the student organizations.
   
   He also outlined the various benefits that recognized student organizations enjoyed. These included the privilege of using the UTM name in their group title and social media presence, access to free space bookings on campus, and opportunities for funding from sources such as the Student Engagement Fund and a newly launched fund for BIPOC student engagement.
   
   Additionally, recognized groups received invitations to campus-wide events and support fairs, providing opportunities for recruitment, networking, and collaboration. They also benefited from leadership skills training, conflict mediation resources, and ongoing support to navigate leadership transitions effectively.
   
   Mr. Overton underscored the significance of recognition for individual students as well, as their participation in recognized activities was recorded in their co-curricular record. This record served as a valuable tool for students when applying for jobs and other opportunities, demonstrating their involvement in meaningful extracurricular activities and the development of essential life and career skills.
   
   Members had no questions.
5. Reports of the Presidential Assessors
   
   Mark Overton provided an update on the newly completed Student Services Hub. The Hub was positioned as a first point of contact for students, prospective students, families, faculty, and staff seeking support or information on various campus services.
   
   The project had been recommended by the Campus Affairs Committee on September 13, 2021, while still in meeting in a virtual environment.
   
   Mr. Overton expressed excitement about the progress of the project and its recent opening on campus about a month prior. The Student Services Hub was highlighted as a space designed to provide enhanced services to students in various areas, including accessibility, student engagement, international education, wellness, and career counseling. It offered assignable workspaces for full-time employees and student staff, along with collaboration rooms for informal interactions.
   
   During his presentation, Mr. Overton emphasized the importance of involving student staff in service delivery, acknowledging their valuable insights and peer-to-peer support. The Hub aimed to bring together dispersed offices and coworkers into a centralized space, facilitating collaboration and interaction.  Key features of the Hub included the "hello desk," which served as a central point of contact for students seeking assistance. Mr. Overton described the desk's role in connecting students with resources and facilitating meaningful conversations to address their concerns.
   
   Additionally, the presentation outlined the various types of spaces within the Hub, such as meeting rooms, active learning spaces, and casual conversation areas. The design aimed to accommodate different modes of engagement based on students' preferences and needs.  Mr. Overton encouraged members to visit the Hub and utilize its resources, both for themselves and for directing students with inquiries.
   
   During the question-and-answer period, one member expressed admiration for the Hub and inquired about the current level of student engagement compared to predicted numbers. Mr. Overton referred to the challenge of assessing engagement due to recent opening constraints but anticipated robust metrics once full operation commenced.
   
   Another member asked about marketing strategies to promote the Hub to academic units and campus partners. Mr. Overton outlined plans for a promotional roadshow targeting student affairs departments initially, followed by wider outreach to academic advisors and departments.
   
   A question was raised regarding maintaining transparency and privacy in the Hub's presentation spaces. Mr. Overton explained the design considerations, such as different levels of privacy and soundproofing, to accommodate varying needs while helping promote programming there to students passing by.

CONSENT AGENDA
 

On motion duly moved, seconded, and carried

YOUR COMMITTEE APPROVED

THAT the consent agenda be adopted and that Item 7, report of the previous meeting, be approved.

6. Report on Capital Projects, as of March 31, 2024
7. Report of the Previous Meeting: Report Number 64 – March 27, 2024
8. Business Arising from the Report of the Previous Meeting
9. Date of the Next Meeting – Thursday, September 12, 2024

10. Other Business

    The Chair closed the meeting by thanking the Committee’s voting and non-voting assessors and members for their engagement with governance through the year.  In addition, he expressed his thanks to outgoing members of the committee for their service.
    
    There was no other business.

The meeting was adjourned at 2:07 p.m.

May 13, 2024