Board of Governors Open Session Agenda - May 15, …...BOARD OF GOVERNORS Meeting Friday, May 15,...

BOARD OF GOVERNORS

MeetingFriday, May 15, 2020

Zoom Video Conferencing(refer to link provided in Outlook meeting

invite)

OPEN SESSION AGENDA: 1:00 p.m. – 2:30 p.m. 1. Welcome and Adoption of Agenda 1:00 p.m.

A. La Barge, Chair

2. Declarations of Conflicts of Interest 1:02 p.m. Chair

3. Consent Agenda 1:05 p.m. Chair

Draft motion:That the Consent Agenda be approved [as presented or as amended]

3.1. Approval of Minutes: Open Session, March 27, 2020 (for approval) (pg. 2)3.2. Capital Projects Update: Report (for information) (pg. 5)3.3. Financial Update: Report (for information) (pg. 9)3.4. Forensics Crime Scene Facility: Report (for information) (pg. 17)

4. Chair’s Remarks 1:08 p.m. Chair

5. President’s Report 1:10 p.m. L. Groarke

6. Report on On-Line Learning 1:20 p.m.Report, Presentation (for discussion/information) J. Muldoon / G. Balfour

7. Report from Trent Durham GTA Campus 1:45 p.m.Report, Presentation (for discussion/information) (pg. 23) L. Groarke / J. Muldoon /

S. Henderson

7.1.Trent Durham GTA Campus – Construction Update 2:10 p.m.Report (for discussion/information) (pg. 37) S. Sinclair / K. StringhamVirtual Walk-Thru

8. Meeting Adjournment 2:30 p.m. Chair

Board of Governors Minutes of the Meeting – Open Session

Video Conference, March 27, 2020

Present: A. La Barge (Chair), C. Bonello, D. Cooper Burger, B. Cowie, G. Cubitt, J. Desbiens, P. Dilworth, L. Edwards, C. Gray, L. Groarke, R. Jacobson, G. James, M. Keefer, S. Rafi, B. Remmelgas, S. Rutherford, S. Sinclair, A. Slepkov, J. Smith , T. Smith, K. Zatorski, (Vice-President, External Relations & Advancement) J. Davis, (Vice-President, Research & Innovation) N. Emery, (Provost & Vice-President, Academic) J. Muldoon, (Acting Vice-President, Finance & Administration) K. Stringham, (Associate Vice-President Communications & Recruitment) M. Burns, (Associate Vice-President, Finance) C. Turk, (University Secretary) K. Spearing, R. Hall (Recording Secretary).

Regrets:, C. Bonello

[The Secretary confirms that quorum was present for this meeting.]

1. Welcome and Adoption of Agenda. The Chair called the open session of the meeting to order at 2:05 p.m. Hearing no amendments to the agenda it was moved/seconded (Cooper Burger/Sinclair),

That the Board approve the agenda as presented. Carried.

2. Declarations of Conflict of Interest. No conflicts of interest were declared.

3. Consent Agenda. It was moved/seconded (Sinclair/Keefer),

That the consent agenda be approved as presented. Carried.

3.1 Approval of Minutes. The Open Session of February 14, 2020 was approved as presented.

4. Chair’s Remarks. The Board Chair commented on the extraordinary efforts of Trent and the display of leadership during the current COVID-19 crisis and encouraged Governors to continue to provide their full support to the senior leadership team in advancing the interests of Trent University both now and into the future as it adapts to the current circumstances.

5. President’s Report. The President showed appreciation to the Vice-President team for their exemplary leadership during the crisis. He further recognized Provost Muldoon, whose retirement celebration was initially scheduled for that day, for her 35+ years’ service to the University. Provost Muldoon was scheduled to retire as of June 30, 2020.

The President announced that the University had recently made significant donations of food to Kawartha Foodshare and personal protective equipment to the

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Peterborough Regional Health Centre. Additionally, Trent had a tentative agreement with Peterborough Regional Health Centre to provide residence beds in Gzowski College for health workers who are unable to go home. He highlighted the recent opinion editorial by Armand La Barge in the Peterborough This Week Durham Metroland publications entitled “Trent board of governors chair sees the pandemic as a call for leadership”.

6. Student Seats on the Board of Governors. Governor Cooper Burger, as Chair of the Nominating and Governance Committee, reported that over the previous months the Committee had been engaged in a review of the process for appointment of students to the Board of Governors, with particular attention to considerations raised by student groups over the past year – 1) representational versus non-representational nature of the student seats; and 2) the number of seats designated to students. As a result of a review of the Board’s bylaws, where it was stated that Board members would act in the best interest of the University as a whole, the Committee determined they were not going to recommend any changes to the non-representative nature of the governance model.

The Committee further reviewed the allocation of seats, both internal and external, and determined they would not be making a recommendation of altering the number of seats for either. However, amidst that review the Presidents of the Trent Central and Student Association and Trent Durham Student Association brought forward a deputation to the Committee at the March 10, 2020 meeting where they proposed that the two seats of the Board be designated; one for a Peterborough student and the other for a Durham student. The students made the argument that a student from the Durham campus would bring a very different perspective to the Board than that of a Peterborough student. Additionally, students from the Durham campus struggled to participate in previous student elections due to the majority of students being on the Peterborough campus. They noted that other student organizations were also consulted in bringing their deputation forward. The Committee was in support of the students proposal and was requesting that the Board approve the proposed changes to Special Resolution III.1 to enact this recommendation.

Governor Slepkov joined the meeting at this time.

It was moved/seconded (Cooper-Burger/Remmelgas),

That the Board of Governors approve revisions to Special Resolution III.1 – Appointment of Members of the Board of Governors, as presented. Carried.

7. 2020-21 Operating Budget. Governor Sinclair, as Chair of the Finance and Property Committee, presented the 2020-21 operating budget for approval, stating that an ongoing, review process would be required as more information were to come to light in regard to the coming year as a result of COVID-19.

Associate Vice-President Turk reported that the 2020-21 operating budget assumed enrolment would increase conservatively from 2019-20’s final count by 2.2% to 10,580 FTEs. The budget did assume over 10% of enrolment would be international enrolment, which was unpredictable at that time. In accordance with the Strategic

Board of Governors – Open Session Minutes Page 2 of 3

Mandate Agreement for 2020 to 2025 (SMA3), the budget assumed government funding would be fixed at current levels; that is, enrolment growth would not be funded, performance metrics would be achieved, and special purpose grants will continue. Budget developers were asked to propose budgets that would be within their existing operating resources and any strategic investments required would need to be highly prioritized to address student enrolment and other strategic operating pressures. As a result, the draft 2020-21 operating budget projected a balanced budget, not including strategic investments. Associate Vice-President Turk noted that after careful consideration PVP was recommending approximately $448K in proposed strategic investments (net of incremental revenue) for Board approval. As a result of these strategic investments, it would be necessary to use an additional $342K of prior years’ appropriations to balance the 2020/2021 operating budget.

Associate Vice-President Turk presented the housing and dining fees for approval, noting that they had been reviewed by the Student-Based Housing Advisory Committee and the Colleges and Student Services Committee and they were aligned with comparable institutions. Tuition fees were not being presented for the purpose of this budget as domestic tuition rates had been frozen by the provincial government for the 2020.21 year and international tuition rates were approved by the Board at its December 6, 2019 meeting.

The Finance and Property Committee would receive updates as additional information were to come forward as to the University’s trajectory in light of the current situation. An additional meeting of the Committee was to be scheduled in the summer as the University looked at projections for the fall. If there were any major trajectory changes the President would reach out to the Board.

Following discussion, it was moved/seconded (Sinclair/Dilworth),

That the Board of Governors approve:1.The 2020/2021 Operating Budget; and 2.The 2020/2021 Housing Fees and Dining Fees, as presented. Carried.

8. Session Adjournment. The open session of the meeting was adjourned at 2:55 p.m.

Karen Spearing Armand La Barge University Secretary Chair

Board of Governors – Open Session Minutes Page 3 of 3

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Item 3.2 - Capital Projects Update

Board Report

Session: Closed; Open Action Requested: Decision; Discussion/Direction; Information To: Board of Governors Date: May 15, 2020 Presented by: Scott Sinclair – Chair, Finance and Property Committee

Kent Stringham, Vice President, Finance and Administration Subject: Capital Projects Update

Committee/Board Mandate:

The Board’s Finance and Property Committee is responsible for the overall monitoring of campus capital building programs, stewardship of heritage assets, and makes recommendations to the Board of Governors for the approval of revisions to the Master Plan (siting of new facilities), the appointment of architects, final building designs and major construction contracts.

Motion for Consideration (if applicable):

That the Board of Governors receive this report for information.

Executive Summary:

The current environment related to COVID-19 has posed various issues within the operation of the institution. Capital projects at Trent have also experienced setbacks related to the Provincial announcement of essential workplaces; https://www.ontario.ca/page/list-essential-workplaces

The essential workplaces order by the Province has outlined criteria by which business may continue. Certain sections of the order are quite clear, other sections offer language that requires interpretation. Although workplaces may not be considered essential during a certain period, it may require reconsideration depending on the length of the Order.

The following provides an update with respect to intended capital projects:

2019/2020 Facilities Renewal Program (FRP)The 2019/2020 FRP Grant has been disclosed however not publicly announced and any public communication for such funds is under strict embargo until such time as the government makes an announcement. The Facilities Renewal Program funding allocation

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https://www.ontario.ca/page/list-essential-workplaces


is intended to supplement postsecondary institutions’ own programs in addressing the ongoing need for the maintenance, repair, renovation and modernization of existing facilities.

Notable projects planned for 2020 include DNA sound attenuation work, Traill College exterior walkways and stairs in conjunction with the proposed Amphitheatre project and additional surface repairs to the Faryon Bridge. A detailed project list is provided as Table 1 attached.

The majority of FRP projects will be delayed or postponed due to COVID-19. The Ontario Chapter of APPA (Association of Physical Plant Administrators) has respectfully requested the Province consider extending the 2020 September 30th deadline for project completion. Depending on the response from the Province and the timeline of the Order, Trent may need to reconsider this project list attached.

Traill Campus AmphitheatreThe existing outdoor amenity space bordered by Wallis Hall and Bagnani Hall has deteriorated significantly over the past decade. Additionally, the existing infrastructure within the courtyard at Traill has declined substantially over the past several years. Retaining wall failure and degrading exterior stairs have led to reduced level of service and increased risk. Through various efforts, partial funding has been raised to convert the courtyard outside Wallis Hall to be used for a broader range of outdoor activities. The proposed amphitheatre will continue to serve as an outdoor space for students to work and socialize however will have the added benefit of being used for organized stage events. The amphitheatre design has consideration for the existing uses in Wallis Hall and the Trend pub. The estimated total project cost is expected to be $350,000-$400,000. Further funds are required with the Traill College Principal continuing efforts to raise additional funds. At present, funding has come from the Jalynn Bennett fund and continuing education funds at Traill, totaling approximately $230,000. The project will be tendered for construction when conditions permit. Upon receiving construction costs, the University will get a better sense of possible scope and potential phasing of the project. This project is likely to be delayed based on the Order from the Province and the current timeline expressed under the Emergency Management and Civil Protection Act.

Future Capital Projects On the horizon, the University has multiple capital projects tied into various ongoing processes such as the Trent Lands Plan and Cleantech Commons. Projects looking forward include;

• Grounds Operation Facility Relocation • Campus Watermain Loop from Cleantech Commons • Riverbank Erosion

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• Switchgear Replacements • Infrastructure associated with future phases of the Elder Village • Infrastructure Asset Condition Inspection and Rating

Financial Implications: • Additional funding may be required by the University to complete non-eligible components of the FRP projects.

• Traill campus amphitheatre requires additional funding sources to proceed to construction.

• Capital planning for future projects.

Enterprise Risk Assessment:

Exceeding capital budgets and postponing or delivering projects late can result in additional financial pressures or negative reputational impacts.

Next Steps:

Continue Infrastructure Asset Condition Inspection and Rating

Project completion and project development.

Continue to monitor the information regarding any reassessments in the Province’s Order and reassess Trent projects as further information becomes available.

Consultation: • The Datatel Financial system • VFA Facilities Database • Web Work Order system • Contractor Progress Billings • Heritage Committee • Asset Condition Reports

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Supporting Reference Materials: Table 1 - Facilities Renewal Program Detailed Project List

Project Name Building Name Faryon walking bridge surface repairs Faryon bridge BH AHU #7 replacement Blackburn Hall Water Service Valves replacement Champlain College Flooring Replacements: OC Academic corridor 1st floor

OC Academic computer lab CC JR Common room Enwayaang washroom flooring(1st floor)

Exterior walkways and stairs repairs: CC stairs west facing entrance GH BL external walkway (riverside) BL Receiving entrance repairs

Traill College pathways, walkways, stairs repairs

Traill College

Accessibility - doorways repairs and operators: SC 137 first floor entrance SC/Physics 2nd floor entrance

AODA Signage General Location Washroom refresh LEC first floor refresh Urinal replacements OCA School of Ed urinals replacement DHW Tank replacement Science Complex Entrance way well area/flooring replacements OCAx2, SC, Enwayaang N Replacement dampers with new motorized dampers

Champlain College

Insulation Cladding Site Services East Install windows and roll up door Site Services East Remove from 13.8 - update panel required "F/A" Otonabee Remove from 13.8 - update panel required "F/A" Lady Eaton x 3 Replace underground water valve & refeed Science Complex Fascia repair Great Hall exterior Champlain College Chiller Sound Attenuation - MofE Notice DNA building Pneumatic controls (old) upgrade to electric Otonabee College Academic Performance Space HVAC/Insulation improvement

Enwayaang - Nozhem Theatre

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Item 3.3 - Financial Update

Board Report


Kent Stringham – Vice President, Finance and Administration

Subject: Financial Update to March 31, 2020


The Board of Governors is responsible for ensuring the financial health of the University

and the proper management of its buildings, lands and capital projects. The Finance &

Property Committee assists the Board in carrying out these responsibilities by monitoring

the institution’s financial, property and capital affairs and making related policy

recommendations.

In its finance role, the Committee monitors budget projections and debt levels and

recommends operating, ancillary and capital budgets for the approval of the Board of

Governors. It recommends levels of student fees, spending authority, loans and lines of

credit for Board approval. The Committee makes recommendations to the Board for the

approval of any contract or purchase the total value of which exceeds the level of

spending established for the President. The Committee may make financial policy

recommendations to the Board including but not limited to policies on tuition and ancillary

fees, banking, borrowing and purchasing. It may make recommendations to the Board

concerning fiscal planning, internal financial controls or other areas affecting the financial

health or accountability of the University. The administration may consult with the

Committee on the subjects for internal audits and provide follow-up reports.


That the Board of Governors receive updated information on Trent's financial operating

performance.

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Executive Summary:

Trent's enrolment continued to grow in 2019/2020. Based on the February 1st final

enrolment count, the total 2019/2020 enrolment is 10,349 FTEs. This is an increase of

3.8% over the budget and a 7.2% increase from last year. This enrolment growth results

in additional net tuition revenue, which helps mitigate the enrolment growth funding that

is no longer anticipated. As a result, the University is currently projecting an operating

deficit of $2.8 million.

Preliminary estimates indicate this operating deficit can be mitigated by the use of

unspent departmental and financial aid funds, and prior year appropriations (contingency

and reserve funds).

An overview of Trent's current financial position as of March 31, 2020 and projection to

year-end is attached. These projections are subject to change once year-end

adjustments and appropriations are finalized.

Analysis/Alternatives Considered:

Year-to-Date Performance Cash flows are comparable to the previous year. Cash on hand at March 31, 2020 was

$33,308,156 compared to $51,311,245 on the same date in 2019. In February 2020

$22,000,000 of excess cash was invested in multiple short term GICs to maximize

investment income.

The year-to-date budget is estimated by prorating the annual budget based on last year’s

actual performance to date and other seasonality factors. The year-to-date actual

financial performance indicates a favourable variance as at March 31, 2020 when

compared to budget. Enrolment growth funding assumed in the operating budget is no

longer expected; increased net tuition revenue has helped mitigate this loss. Non-staff

expenses, particularly consulting, are higher year-to-date as a result of increased activity.

Actual results are subject to change once year-end adjustments and approved

appropriations are determined. As per past practice, all departments may request to carry

forward any unspent budgets for future strategic initiatives; these requests are considered

closer to the fiscal year-end.

Year-end ProjectionWith the increase in enrolment, tuition fees revenue is expected to be approximately $5.8

million more than planned while student financial aid is projected to increase by

approximately $165,000 from the budget; a net increase of $5.6 million. The current

projection now excludes the budgeted enrolment growth funding of $7.9 million which is

no longer expected under the current Ministry funding formula.

The projection has also been adjusted for other minor adjustments related to the impact

of the TUFA and CUPE contract agreements ratified in year, legal fees incurred to date

and transfers to endowments made to date.

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As a result, Trent is currently projecting a shortfall of operating revenue over expenses of

approximately $2.8 million for the year.

Financial Implications:

Actual results are subject to change once year-end adjustments and approved

appropriations are determined. Year-end adjustments that may have a material impact

on the financial position include the bad debt provision, employee future benefits, prepaid

expenses, and payroll and other accruals.

With the implementation of the new Human Resources Information System (HRIS) this

year, the University has changed its practice regarding the accounting treatment for

vacation and overtime banked. Previously, vacation costs and overtime banked were

expensed when taken or upon termination. The new practice is to expense these costs

as earned, which better reflects proper accounting treatment. The full impact of this

change is currently being determined, but a preliminary review indicates the actual

accrual is comparable to the estimated accrual already established. Therefore, the

adjustment at year-end is not anticipated to have a material impact on the operating

position.

An initial review of student financial aid indicates the budget for undergraduate and

graduate scholarships may be materially high. For conservatism, the forecast has not

been reduced. If final costs are significantly less than budget, the savings will help

mitigate other negative year-end adjustments or reduce the amount of appropriations

required to mitigate an operating deficit.

At the end of March, Trent received $942,087 in immediate funding to support institutional

priorities in the wake of the COVID-19 outbreak. At this time, incremental costs and the

impact on the operating budget due to lost ancillary revenues is expected to be within this

funding. As a result, there is not expected to be a material impact to the operating

financial position for fiscal 2019/2020. For further details related to COVID-19 funding

and associated costs, please see the separate Board Report presented to the Finance

and Property Committee April 28, 2020.

As per past practice, all departments may request to carry forward any unspent budgets

for future strategic initiatives; these requests are considered closer to the fiscal year-end.

The preliminary in-year projections provided by budget owners during the 2020/2021

Operating Budget process indicate the potential for approximately $1.1 million in unspent

departmental budgets that may be available to contribute positively to the operating

position.

There are sufficient prior year appropriations available, including $2.0 million in

contingency and reserve funds, to reduce the projected deficit to NIL.

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The financial health of the University is paramount to the University's overall success and

ability to fulfill its academic mandate and meet student expectations. Monitoring in-year

financial performance against the approved budget is critical to ensuring well-informed

decision making regarding the allocation and use of limited resources, and mitigating

strategies if financial loss is anticipated.

Next Steps:

The next financial update will be provided at the next Finance and Property meeting on

June 17, 2020.

Alignment with Mission, Vision, Values, Strategic Plan:

To fulfill their responsibilities, Governors should be informed of the University's financial

situation. Regular financial updates will maintain Governors' awareness of the

University's current financial status, and allow for input and oversight where needed.

Such updates also allow for in-year decisions for strategic investments if possible, or

mitigation strategies as necessary in alignment with Trent's mission to "foster

sustainability, in its environmental, social and economic dimensions, on our campuses

and in all aspects of our work" and Trent's Strategic Plan for "financial sustainability:

exploring all means necessary to securing a healthy financial future".

Compliance with Policy/Legislation:

Complying with a Board of Governors directive, the full Board will receive regular financial

updates, through the Finance and Property Committee.

Supporting Reference Materials (attached):

The following analyses are attached:

Appendix A - Cash Position for the period ending March 31, 2020

Appendix B - 2019/2020 Operating Budget Projection as at March 31, 2020

Appendix C - Operating Actual vs Budget for Fiscal 2019/2020 as at March 31, 2020

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Appendix A – Cash Position for the Period Ending March 31, 2020

TRENT UNIVERSITY CASH POSITION FOR 2016-17 to 2019-20 for the period ending March 31, 2020

$110,000,000 $105,000,000 $100,000,000 $95,000,000 $90,000,000 $85,000,000 $80,000,000 $75,000,000 $70,000,000 $65,000,000 $60,000,000 $55,000,000 $50,000,000 $45,000,000 $40,000,000 $35,000,000 $30,000,000 $25,000,000 $20,000,000 $15,000,000 $10,000,000 $5,000,000

$0 -$5,000,000 -$10,000,000 -$15,000,000 -$20,000,000

Credit Line 2016/17 2017/18 2018/19

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2019/20


Appendix B: 2019-20 Operating Budget Projection ($000s)

As of March 31, 2020

2019/20YTD

2019/20 BOARD-

APPROVED 2019/20 ANNUAL

ANTICIPATED ANNUAL

ACTUAL ANNUAL PROJECTION VARIANCES BUDGET

REVENUE Government grants less Growth Funding $49,536 $54,740 $54,740 $ -Growth Funding - 7,852 - (7,852) Tuition fees 81,253 75,490 81,250 5,760 Miscellaneous revenue 1,432 2,192 2,192 -TOTAL REVENUE $132,221 $140,274 $138,182 $(2,092)

EXPENSES Instructional staff $57,897 $70,053 $70,223 $(170) Non-instructional staff 39,756 42,798 42,798 -Student financial aid 8,413 12,493 12,658 (165) Non-staff expense 19,621 23,743 23,902 (159) Total expense $125,686 $149,087 $149,581 $(494)

Cost recoveries (8,171) (9,194) (9,194) -TOTAL NET EXPENSE $117,516 $139,893 $140,387 $(494)

EXCESS (DEFICIENCY) OF REVENUE OVER EXPENSE $14,705 $381 $(2,205) $(2,586)

Change in internally restricted assets & endowment transfers (676) 54 (622) (676) ANNUAL SURPLUS (DEFICIT) for University Operations $14,029 $435 $(2,827) $(3,262)

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Appendix C: Operating Actual vs Budget FY2019/20 Year-to-date, Projection and Budget by Object ($000s)

Report date: March 31, 2020YTD YTD YTD Annual Annual Annual Actual Budget Variances Budget Projection Variances

REVENUE Government grants 49,536 50,178 (642) 62,592 54,740 (7,852) Tuition 81,253 7,198 (7,198) 75,490 81,250 5,760 Miscellaneous revenue 1,432 75,490 5,763 2,192 2,192 -TOTAL REVENUE 132,221 134,416 (2,195) 140,274 138,182 (2,092) EXPENSE Salaries & Benefits Instructional 57,897 59,965 2,068 70,053 70,223 (170) Academic support 10,472 10,499 26 11,718 11,718 -Library 2,751 2,613 (138) 2,975 2,975 -Information technology 2,552 2,459 (93) 2,683 2,683 -Student services 3,478 3,466 (12) 3,781 3,781 -Facilities management 6,887 6,421 (466) 7,005 7,005 -Administration 7,625 7,798 173 8,507 8,507 -External relations 2,563 2,441 (122) 2,663 2,663 -Other 3,427 3,177 (250) 3,466 3,466 -Total Salaries & Benefits 97,653 98,840 1,187 112,851 113,021 (170) Student Financial Aid Undergraduate 6,209 7,780 1,571 9,272 9,272 -Graduate 966 1,683 718 2,148 2,148 -International 1,238 892 (346) 1,073 1,238 (165) Total Student Financial Aid 8,413 10,355 1,943 12,493 12,658 (165) Non-staff expense Utilities Electricity 1,716 1,953 237 2,790 2,590 200 Gas 556 550 (6) 709 709 -Water 131 143 12 150 150 -Oil 7 6 (2) 8 8 -Total Utilities 2,410 2,651 241 3,657 3,457 200 Supplies Computer expenses 1,722 1,602 (120) 1,729 1,729 -Telephone 311 305 (5) 409 409 -Consulting, legal & professional 554 479 (76) 479 579 (100) Facilities maintenance 1,831 1,809 (21) 1,809 2,009 (200) Travel 536 558 22 698 698 -Library acquisitions 1,765 1,574 (191) 1,574 1,574 -External contracts 2,940 2,843 (97) 2,843 2,843 -Fleming - - - 321 321 -Insurance 495 452 (43) 452 452 -Professional development 394 360 (33) 479 538 (59) Interest 1,869 1,869 - 2,039 2,039 -Municipal taxes 654 654 - 654 654 -Other supplies and expenses 4,142 4,400 259 6,601 6,601 -Total Supplies 17,211 16,907 (304) 20,086 20,445 (359) Total Non-Staff Expense (including utilities) 19,621 19,558 (63) 23,743 23,902 (159) Cost Recoveries Facilities management (2,663) (2,271) 392 (3,171) (3,171) -Admin overhead - - - (1,979) (1,979) -Revenue line items (5,400) (3,317) 2,082 (3,619) (3,619) -Other recoveries (108) (191) (83) (425) (425) -Total Cost Recoveries (8,171) (5,779) 2,391 (9,194) (9,194) -EXCESS (DEFICIENCY) OF REVENUE OVER EXPENSE 14,705 11,443 3,262 381 (2,205) (2,586) Change in internally restricted - - - 54 54 -Transfer to endowments (676) - (676) - (676) (676) ANNUAL SURPLUS (DEFICIT) 14,029 11,443 2,586 435 (2,827) (3,262)

SUMMARY Revenue 132,221 134,416 (2,195) 140,274 138,182 (2,092) Expenses Salaries and benefits 97,653 98,840 1,187 112,851 113,021 (170) Student financial aid 8,413 10,355 1,943 12,493 12,658 (165) Non-staff expense 19,621 19,558 (63) 23,743 23,902 (159) Cost recoveries (8,171) (5,779) 2,391 (9,194) (9,194) -

117,516 122,973 5,458 139,893 140,387 (494) EXCESS (DEFICIENCY) OF REVENUE OVER EXPENSE 14,705 11,443 3,262 381 (2,205) (2,586) Change in internally restricted - - - 54 54 -Transfer to endowments (676) - (676) - (676) (676) ANNUAL SURPLUS (DEFICIT) 14,029 11,443 2,586 435 (2,827) (3,262)

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Item 3.4 - Forensics Crime Scene Facility

Board Report


Kent Stringham – Vice President, Finance and Administration Subject: Forensics Crime Scene Facility





Executive Summary:

The existing Crime Scene House is approaching the end of its useful life. The location for the new build will be across from the Life Health Sciences building, on the east bank of the campus.

Construction of the Forensics Crime Scene Facility was expected to begin in Spring 2020. As weather permits and Orders from the province allow, the principle Contractor, Gerr Construction Limited, and supporting sub-contractors will attempt to establish a presence onsite with intentions of completing the project by Winter 2020/2021.

The current environment related to COVID-19 has posed various issues within the operation for the institution. The Forensics Crime Scene Facility new build is also likely to experience some level of delay in its construction schedule. The Provincial announcement of essential workplaces; https://www.ontario.ca/page/list-essential-workplaces has made it difficult to plan and move ahead with the physical construction, supply chains, ordering material and committing consultants.

https://www.ontario.ca/page/list-essential



Following the evaluation of alternatives, the integrated design for Trent’s new Forensics Crime Scene Facility combines the specialized needs of the Forensics program with the best strategies and materials in sustainable building practice. The design included minimizing Embodied Carbon.

Extraction, manufacturing and transportation of construction materials typically causes significant carbon emissions. The total emissions associated with all of the materials in a building is called the Embodied Carbon. The design team for the Forensics Crime Scene Facility chose low-carbon and plant-based materials. Plants use carbon to grow, storing it in their physical structure. When we harvest them to produce building material, the carbon they stored, is now stored in the building. When the amount of carbon stored in the materials is more than the amount used to make them, the result is negative Embodied Carbon or a carbon storing building.

To complement this method of construction, all of the energy needed to power and heat this building will come from rooftop solar panels


Trent will be applying for the Zero Carbon Certification through the International Living Future Institute (ILFI). This is the first worldwide Zero Carbon third–party certified standard. The program recognizes highly energy efficient buildings that are designed to fully account for their carbon emissions impacts.

Next Steps:

Staff have received shop drawing for final approval of the facility. Activity on site is currently on hold based on the Order from the Province. Full construction was scheduled to begin the first week of May however delays could be encountered. Staff will continue to monitor the information regarding any reassessments in the Province’s Order and reassess Trent projects as further information becomes available.

The Canada Green Building Council (CaGBC) has approached the University to showcase the Forensics Crime Scene Facility through their new Zero Carbon Building (ZCB) Standard. This new certification could provide the University an excellent opportunity to showcase the new build on a national stage

Consultation:

Administration discussed the various merits of proceeding with this high-profile project, despite the added cost. The Zero Carbon Certification will demonstrate a commitment on the part of the University to support its “green initiatives”, reduce GHG emissions, and support the continued growth of its successful Forensics program through the provision of this facility.

This new academic space is required to both support a very strong Forensics Program, and to replace the facility on the 9th Line, which has reached the end of its useful life.


Supporting Reference Materials (attached):

Item 7.0 - Report from Trent Durham GTA Campus

Board Report

Session: Closed Session; Open Session Action Requested: Decision; Discussion/Direction; Information

To: Board of Governors Date: May 15, 2020 Presented by: Scott Henderson, Dean and Head of Trent Durham GTA Subject: Durham Community Engagement Plan Report

Committee/Board Mandate:One of the Board strategic objectives is to work collaboratively with our host communities, Indigenous peoples, and with municipal, provincial, and federal governments.

Motion for Consideration (if applicable):That the Board of Governors receive this report for information.

Executive Summary:An overview of the partnerships, initiatives and activities undertaken by the Trent University Durham-GTA campus in the 2019-20AY with resource and personnel support through the Community Relations office at the Durham campus.

Analysis/Alternatives Considered:A review was conducted which examined the following:

1. COVID-19 and Community Response 2. Partnership, Participation & Dialogue with Community Associations & Groups 3. Community Lectures, Presentations, Events and Panel Discussions 4. Student Placements & Community-Based Research Projects 5. Consultation & Communication with the Durham Community 6. New and Notable Initiatives 7. Student Enrolment Growth and Economic Impact

Financial Implications:There could be negative financial implications to fundraising and outreach efforts if our community relations and stewardship are unsuccessful. This report demonstrates positive relations with the local community, which will contribute to philanthropic success. Positive community relations fosters partnerships that can result in, for example, donations of land for expansion.

Item 7.0 - Report from Trent Durham GTA Campus

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Enterprise Risk Assessment:As plans move forward for the Trent Durham expansion, community and philanthropic outreach will increase. This update on community relations at Trent Durham demonstrates positive stewardship of the local community which positions the institution well to successfully continue with the developments.

Next Steps:Continue to strengthen Trent’s visibility and image in the Durham Region, which will contribute to the overall growth of Trent Durham.

Alignment with Mission, Vision, Values, Strategic Plan:Board Strategic Objective #7: Working collaboratively with our host communities, Indigenous peoples, and with municipal, provincial and federal governments.

The Community Relations Office serves to strengthen Trent’s visibility and image in the Durham Region. It seeks to promote positive university engagement through community associations, sponsorships and public events and build out a mutually beneficial relationship with the private sector and community partners. The office works to foster meaningful linkages between University faculties, students and staff and community leaders and organizations.

Consultation: Produced by Hailey Wright, Manager, Community Relations (Durham) and Articulation and Dr. Scott Henderson, Dean and Head, Trent University Durham GTA. Various departments on the Trent Durham campus were consulted to collect the information including: Student Affairs, Workplace partnership coordinators, Campus Operations and the Trent Durham Student Association.

Compliance with Policy/Legislation:N/A

Supporting Reference Materials (attached):Appendix 1: Durham Community Engagement Plan Report PowerPoint presentation, as presented by Scott Henderson, to highlight key functions within the report (to follow)

Item 7.1 - Trent Durham GTA Campus - Construction Update

Board Report


Kent Stringham – Vice President, Finance and Administration Subject: Trent Durham Development





Executive Summary:

The Trent Durham expansion project involves two initiatives; the construction of a new residence and academic building and the renovations to the existing facility.

The new build will see a six-storey contemporary building with additional parking through a partnership with Campus Living Centres (CLC). The project is well under way with interior services being installed and interior walls taking shape on all levels of the facility. The project is moving at a rapid pace, with the opening of the new facility expected by the end of August 2020.

The renovations to the existing Durham building include a full service dining facility for the campus, that will serve the new six storey 200-bed residence referred to above. The renovations will also serve the existing students/staff/employees/visitors attending the campus on a daily basis.

The current environment related to COVID 19 has posed various issues throughout the Province for construction projects. The Durham projects are impacted differently based on nature of construction, timing of planned construction and the timing of permits. The

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Provincial announcement of essential workplaces has made it difficult to plan and move ahead with the physical construction, supply chains, material ordering and committing consultants related to the Durham Renovation of Food Services, to support the new residence building. In contrast, the new construction of academic and residence space has continued with little if any delay as reported by CLC.


There was a tight timeline for the completion of the renovations within the existing building pre-COVID. Staff considered beginning minor work or staging in advance of summer break, however, the interruption to core service and students, in particular, during exams was not considered an option. During the COVID-19 limited operation phase, staff once again considered mobilizing early as the existing campus was unoccupied. The Provinces swift decision to limit new construction projects was established before a decision could be made. Therefore, construction timelines for the interior renovations are currently unknown. Preliminary contingency plans are being formulated to provide temporary Food Services to residence occupants, should construction start delays impact the ability to provide food services by September.

Financial Implications:

There are no financial changes since last reporting in November of 2019.

The total project budget is $2,409,790 (including unrecoverable HST).


Unfortunately, the University was unable to incorporate the dining facility in the new academic and residential building. The additional expense was not financially viable for Trent’s partner (CLC). As a result, Trent designed the space within the existing building. This allows the University to offer a dining plan for students in residence, without which would otherwise make it difficult to market the new 200-bed residence.

Next Steps:

Staff have received shop drawing for final approval regarding the details of the renovation. Activity was expected on site during April with site preparation and construction material delivery. This is now on hold based on the Order from the Province. Full construction was scheduled to begin the first week of May however is currently unknown. Staff will continue to monitor the information regarding any reassessments in the Province’s Order and reassess the project as further information becomes available.

Consultation:

Trent Durham staff were consulted with respect to the need for some reconfigured spaces in the existing building. In addition, Food Services have been integral in the design of the

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http:partner(CLC).As


new kitchen facility. Lastly, the TDSA (student union) were also consulted on the needs of student spaces, which will complement those added in the new build on the adjoining site.

Further communication with Faculty is expected prior to construction.

Supporting Reference Materials:

Progressive photos below.

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Exterior View of Building:

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Interior – Lobby Area:

Interior – Classroom:

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Interior – Lecture Hall:

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1.0 - BG 2020-05-15 1.0 Open Session Agenda3.1 - Board Open Session Minutes - Mar 27 20203.2 - Capital Projects Update3.3 - Financial Update to Mar 31-20203.4 - Forensics Crime Scene Facility7.0 - Report from Trent Durham GTA Campus7.1 - Trent Durham Development

Board of Governors Open Session Agenda - May 15, …...BOARD OF GOVERNORS Meeting Friday, May 15,...

Documents

Transcript of Board of Governors Open Session Agenda - May 15, …...BOARD OF GOVERNORS Meeting Friday, May 15,...