University Surplus (Deficit) from Prior Years: 507 0 (1,746) (1,746)

University of Guelph BOARD OF GOVERNORS 4:00 p.m., The Gallery (Room 210) Zavitz Hall University of Guelph Thursday, November 28, 1991

-AGENDA-

Prior to the start of business, Dr. Ron Shuebrook, Chair, Fine Art Department will provide the Board with a brief presentation on his unit.

1. Approval of Agenda - Motion

2. Approval of Minutes - Motion

3. Business Arising from the Minutes

4. University Centre 1990-91 Annual Report [Bill MacNaughton, Director, University Centre] - Information

5. Report on Environmental Health and Safety [John Campbell, Manager, Environmental Health and Safety]

6. Parental Leave (Faculty) Policy [Jack MacDonald; Janet Kaufman, Director, Employment Educational Equity Office]- Motion

7. Report of the Finance Committee [Murray McEwen; University resource people: Item (a) John Miles; Item (b) Garry Round; Item (c) Charles Ferguson (a) University of Guelph Revised 1991/92 Operating Budget - Motion (b) Hospitality Services Revised 1991/92 Operating Budget - Motion (c) Transfer of funds to the Heritage Fund - Motion

8. Report of the Membership Committee [Bernard Ostry] (a) Board Committee Composition - Motion

9. Report of the President (a) Status Report (b) Appointments

10. Monthly Financial Statements 11. Other Business

IN CAMERA

12. Report of the Executive Committee. Board of Trustees (Heritage Fund) [Michael McMillan (a) Notice of Motion: Change in Board of Trustees Bylaws - Motion (b) Composition of the Board of Trustees - Motion

13. Report of the Physical Resources and Property Committee [Michael McMillan (a) Property Acquisition, London England - Motion (b) Other Business

14. Adjournment University of Guelph BOARD OF GOVERNORS

Thursday, November 28, 1991

- MOTIONS -

Approval of Agenda

RESOLVED, That the agenda be approved as presented.

Approval of Minutes

RESOLVED, That the minutes of the 215th meeting of the Board be approved as presented.

Parental Leave (Faculty) Policy

RESOLVED, that the Faculty Policy on Parental Leave, as presented, be approved.

Report of the Finance Committee

RESOLVED, That the University of Guelph Revised Operating Budget for 1991-92 be approved.

RESOLVED, That the 1991/92 Revised Budget for Hospitality and Retail Services be approved.

RESOLVED, That the $298,983 realized from the sale of the Cruickston Park Farm herd be transferred to the Heritage Fund.

Report of the Membership Committee

RESOLVED, That David Phipps be appointed to the Physical Resources and Property Committee, effective immediately. University of Guelph Board of Governors Retreat October 18-20

RECORD OF DECISION

The following represents the results of the "wrap-up" session of the Board retreat. The wrap-up summarized discussions on a variety of topics conducted over the previous two days. The summary is organized under four headings, representing the topics which emerged during the retreat as being of particular importance.

1. Positioning of the University

It was agreed that the University's basic vision is as contained in the document "Toward 2000". However, it was also agreed that this document is a general statement of principles and that more specific strategies for the university need to be developed to implement the vision.

It was agreed that the Administration should flesh out the characteristics of the "ideal scenario" for the University. In other words, the specific success factors that would lead to achievement of the University's overall goals should be defined, probably by reference to a sample of "role model" universities that bear a close relationship to where the University of Guelph would like to position itself over the long term. The Board Committee on External Relations would then be asked to assist with the development of a communications and marketing plan aimed at a diverse clientele, while the Board would concentrate on securing the representation and financial resources needed to attract the best students and faculty.

In addition, it was agreed that the Administration should review progress towards the achievement of the goals set out in "Toward 2000", and that this information should be provided to the External Relations Committee, who will consider how it should be communicated to the public.

A particular position issue was the question of whether and how the University should make greater use of innovative information technology to achieve learning objectives. It was expressed that this would both differentiate the University and may also enable more cost-effective teaching. The Administration should undertake an examination in consultation with the Senate, and report to the Board.

The Membership Committee should create instruments for increasing involvement of leaders from a variety of communities in the University's work.

2. Finances

The Board is of the view that it does not have adequate information about the financial situation of the University, partially due to the complex accounting

1 principles that universities are presently required to use in their external reporting and the absence of any allowance for asset depreciation.

It was agreed that the Finance Committee of the Board should mandate the Administration to produce improved financial information for the Board and for internal management purposes, including an asset management plan that addresses asset replacement and maintenance requirements. The Physical Resources Committee and the Board of the Heritage Trust should oversee the development of the asset management plan in their respective areas of responsibility.

It was also agreed that the Board should attempt to influence changes in accounting principles for Canadian universities.

The Board was of the view that it was not adequately involved on a timely basis in the resource allocation process. It was felt by some members of the Board that the submission of the complete budget is too late to influence these decisions because of all the effort expended to that point and the difficulty in having staff redevelop detailed budgets.

It was agreed that the Finance Committee should review a summary financial plan prepared by the Administration before the detailed budget is developed. In this review of the financial plan, the Committee could discuss broad resource allocation criteria and decisions with the Administration with a view to their impact in the movement toward institutional goals.

The Board should assist in the development of a financing strategy which (a) identifies new sources of funding such as royalties, tax incentives, income- contingent repayment of tuition loans; (b) unleashes entrepreneurial potential; (c) and fosters partnerships with industry.

3. Accountability

It was agreed that the demonstration of accountability by the University is a key success factor in dealing with external stakeholders.

It was agreed that the Administration should develop an accountability framework, defining: who the University is accountable to; and what the University is accountable for. It should include enhanced measures of outputs directed at each constituency identified.

• The accountability framework should be related to the University's aims and objectives and should outline clearly Board and Senate responsibilities in their respective areas of jurisdiction.

• The Administration should report on the accountability framework to the Executive and Audit Committees after which it will be presented to the full Board. Thereafter, individual Board Committees will be asked to examine accountability issues within their own jurisdiction, e.g. , responsibility for health and safety.

• It was further agreed that the Administration should provide the Board periodically with an "executive summary" of important accomplishments and issues, together with the more detailed reporting presently provided. This could be submitted to each 'Board meeting with the vice-presidents' reports. In addition, regular reports should be provided by the Administration to government ministries, industry leaders and the public as part of a planned initiative in government/public sector relations.

4. Focus on Quality of Student Experience

• It was agreed that the quality of the student experience is critically important to the University's reputation. It was agreed that the Administration should develop a plan for review by the Executive Committee of the Board on the quality of the student experience and ways of improving this.

• It was agreed that there should be an increased focus on Quality from the student's perspective.

• It was further agreed that the Board should identify additional ways for representatives of the student body to interact with the Board of Governors, while the Administration should seek to improve student interaction with their departments.

• The Administration should examine some specific recommendations arising from the retreat, e.g., tuition waivers for international students, extension of residence guarantee to second year, and report back to the Board.

5. Staff and Faculty

• It was agreed that special attention should be paid to attracting new chairs and faculty.

• It was agreed that the Administration should quantify the financial requirements to attract chairs and faculty, and that the Board should develop a funding strategy to deal with this requirement.

• The Administration should develop service and empowerment philosophies as a major theme in the development of staff and should report on same to Board.

c:\board\retreat.rep

3 UNIVERSITY OF GUELPH BOARD OF GOVERNORS

Minutes of the 215th meeting of the Board of Governors, Thursday, September 26, 1991, 4:00 p.m., Room 141, Animal Science and Nutrition Building.

Present: Bill Brock, Chair Bill Brohman Lloyd Cummins Solette Gelberg Kofi Hadjor Roger Horton Catherine Hume Clara Marett Ian McCallum Murray McEwen Michael McMillan John Morrison Bill Pattison Ellen Pearson Maureen Sabia Brian Segal Don McQ. Shaver Marty Williams

Regrets: B. Kay E. Macrae B. Ostry D. Weinberg

Visitors: C. C. Ferguson, Vice-President Administration J. R. MacDonald, Vice-President Academic L. P. Milligan, Vice-President Research G. I. Quinn, Vice-President, University Affairs and Development L. W. Conolly, Associate Vice-President Academic B. D. Sullivan, Associate Vice-President Student Affairs J. Miles, Director, Director Financial and Administrative Services G. Round, Director, Hospitality Services/Retail Operations R. Jenkins, Director, Physical Resources R. McCormick, Head, Security Services D. Phipps, President, Graduate Student Association J. Dines, Ernst & Young

A. Schulte, Secretary

5 Observers 2 The Chair introduced three newly elected members of the Board: Professor Roger Horton, elected by Senate in June; Marty Williams and Ian McCallum, student representatives elected in the Spring.

The Chair then informed the Board that meetings would be held in various locations around the campus this year, in order to give members an opportunity to become better acquainted with the University.

Dr. Donald G. Grieve, Chair, Animal and Poultry Science was then invited to provide the Board with a brief overview of his Department. The Board learned that this Department has one of the largest research programs in the University, with an operating budget of $10 to $11 million and a research budget of $7 million. A recent increase in the number of graduate students had pushed the total complement to 94. Research funding support was obtained from OMAF, NSERC, and private industry. Currently, private sector support was strong, however, Professor Grieve expressed concern that due to economic factors this support might decrease in the short term.

The Chair expressed the thanks of the Board for the learning opportunity provided by Dr. Grieve, who then left the meeting.

Agenda AGENDA 69/91 On motion duly made and seconded, it was

RESOLVED, That the agenda for the meeting of September 26, 1991 be approved.

Minutes MINUTES 70/91 On motion duly made and seconded, it was

RESOLVED, That the minutes of the 214th meeting of the Board of Governors be approved.

Executive EXECUTIVE AUTHORITY Authority 71/91 On motion duly made and seconded, it was

RESOLVED, That the authority of the Executive Committee be continued until September 24, 1992.

REPORT OF THE EXECUTIVE COMMIT TEE

Board Board of Governors By-laws Bylaws 72/91 Mr. Morrison reminded the Board that first reading of the two new By-laws had 3

taken place at the June meeting; the first by-law was designed to provide a specific link between the Board and the Heritage Fund, while the second would cover any extraordinary expenses incurred by a Board member on behalf of the University. A brief discussion ensued on the type of expenses for which members might expect to be reimbursed; it was the general consensus that in some circumstances, even 'everyday expenses' could be covered to ensure that no person was ever prohibited from Board membership because of an inability to pay the cost of attending meetings. In response to the concern of some Board members, it was agreed that any expenses paid on behalf of Board members would be reported annually to the Audit Committee for review.

RESOLVED, That the following be added as By-law 12 under III MEETINGS OF THE BOARD OF GOVERNORS, and that the subsequent items be renumbered accordingly: "At any meeting at which matters properly coming within the jurisdiction of a committee of the Board of Governors - including the Board of Trustees of the University of Guelph Heritage Fund - are to be discussed, the Chair of the relevant Committee shall be in attendance or shall be requested to send a designate."

RESOLVED, That the following be added to the By-laws of the Board of Governors as item XII REMUNERATION, and that the subsequent items be renumbered accordingly: "No governor shall be entitled to receive remuneration for accepting the office of Governor or for performing any of the responsibilities and powers of a Governor provided that, notwithstanding the foregoing, any Governor may be exonerated or reimbursed for all reasonable expenses, including travelling expenses, incurred in connection with the performance of any such responsibilities and powers."

Grad. Graduate Student Seat on the Board of Governors Student Seat 73/91 Mr. Morrison reported that in response to concerns expressed by the Graduate Student Association, a review had been conducted by the Membership and Executive Committees; both concurred with the opinion of the Association that Board-approved changes to the electoral procedures governing election of students to the Board placed the graduate study body at a disadvantage with regard to obtaining one of the two existing student seats. As a result, the Executive Committee was recommending that the Board seat currently vacant be designated as a graduate student seat. Ms. Sabia spoke against the recommendation, noting that while in agreement with the need for graduate student representation, she did 4 not consider it in the best interest of the Board to decrease the number of external seats, thereby decreasing the pool of members with financial/management/ business expertise. Following further discussion, during which Dr. Segal expressed the view that as graduate students perform a valuable role in many other areas of the University, it was appropriate that they should also be given the opportunity to participate in the business of the Board, and on motion duly made and seconded, it was

RESOLVED, That effective immediately, a position on the Board of Governors be designated for a graduate student, and that the Graduate Student Association be asked to recommend for the Board's approval a candidate to serve on the Board, on an interim basis, to June 30, 1992.

The Secretary was instructed to ask the Graduate Student Association to appoint a nominee at their earliest convenience. The Board was informed that the President of the Graduate Student Association would meet with the Board Secretary to discuss electoral procedures; a proposal would be forthcoming at a future meeting.

Parking Parking Regulations Regul. 74/91 Mr. Morrison drew the Board's attention to changes in Parking Regulations approved by the Executive during the summer noting a correction to item 2, line 2, which should read fourteen (14) calendar days.

Lloyd Cummins suggested that the amended regulations would disadvantage employees and students who use the combined transportation of motorcycle and automobile; they would now be required to purchase two parking permits. The Administration agreed to look into this matter.

Family REPORT OF THE FINANCE COMMITTEE Housing 75/91 Mr. McEwen reported that, in response to a Ministry of Housing requirement, a borrowing resolution was needed from the Board of Governors. In response to a question from Mr. Hadjor on the project cost plan, Mr. Ferguson explained that additional costs had been incurred due to unexpected requirements imposed by the Ministry of Housing. Dr. Segal added that $222,000 was currently under dispute with the City; this amount represented the park land dedication fee required by the City. The Board was reminded that the total project had been completed under budget.

On motion duly made and seconded, it was

RESOLVED, That the Administration be authorized to borrow up to 13.5 million dollars from the Ministry of Housing to finance the Family Housing Project. 5 Financial REPORT OF THE AUDIT COMM:1'1 hE Stmts. 90-91 76/91 In presenting the report, Mr. Pattison noted that the Audit Committee had reviewed management's response to last year's Management Letter, and were satisfied that appropriate action had been or was being taken to respond to points made. In response to a question, Mr. Ferguson outlined issues raised in this year's Management Letter: computer systems, off-site storage of information, and some items of follow-up from the prior year. Mr. Dines of Ernst and Young confirmed that the auditors were satisfied with management's response to recommendations made during this year's audit. He further noted that recommendations regarding the computer system were made to further improve what was already an adequate operation. Mr. Miles then gave the Board a brief overview of the financial statements. In the discussion that followed, the Board was informed that the $6 million savings anticipated from reduced payroll costs following the internal review of non-academic units were expected to be achieved over a three-year period. With regard to pay-back on the one-time costs, a revised 1991-92 budget would be presented to the Finance Committee within the near future. The Committee would be asked to give consideration to the most effective time period over which to finance these costs.

Mr. Brock drew members attention to the $17 million in cash and marketable securities on the balance sheet, noting that this amount was not at the Board's disposal, as some money already designated to the Heritage Fund was included in this figure.

On motion duly made and seconded, it was

RESOLVED, That the University of Guelph's Financial Statements for 1990-91, as presented, be accepted.

Fac. Pol. FACULTY POLICY ON TIME AND PERFORMANCE STEP INCREASE T.P.S .I. 77/91 The Vice-President Academic reminded the Board of their approval two years ago of a new faculty salary policy; the revisions now before the Board had evolved through operating with the policy over the past two years. The major change was to place allocation of time and performance step increases within the purview of department and college committees, leaving the President to deal only with appeals. The second major change was an increase in the funding to allow a maximum of 25% (an increase from 15%) of faculty to achieve a double step increase; this would represent a cost increase of 1/10th of 1 percent ($50,000-$70,000 per year). In addition, a 1% salary supplement would be available to the President for distribution at his discretion. The revisions had been circulated to all members of the faculty, as prescribed in the Special Plan Agreement.

In the lengthy discussion that followed, concern was expressed by some members of the Board that the 25% figure was arbitrary, and not necessarily reflective of 6

the number of faculty whose performance could be judged as truly outstanding. The Board was informed that experience over the past two years had demonstrated that in fact the number of people rated outstanding did represent approximately 25%; with funding available for only 15%, a number of faculty receiving 'outstanding' ratings had been denied the expected two-step increase. The Board was further informed that the promotion and tenure process was conducted using explicit guidelines, and was generally both tough and fair. The process is overseen by the Joint Faculty Policies Committee, which reviews all departmental and college documents in an effort to ensure equity across the institution.

Dr. MacDonald confirmed that the previous changes to the salary policy had placed the University in an excellent position to compete both across Canada and internationally for top-quality faculty. The current revisions were necessary only for fine tuning.

Some members of the Board were uncomfortable with the change from using "unsatisfactory", "satisfactory", "outstanding" to "0 step", "1 step" and "2 step", suggesting that the new wording might be less effective in improving poor performance. Dr. MacDonald explained that the change was faculty-driven, and that there was substantial evidence to suggest that assigning a "0 step" increase rather than a rating of "unsatisfactory" was extremely effective. In addition, use of the step system avoided a situation where monetary expectations were created by an outstanding rating when funds were not available.

Dr. MacDonald confirmed that the revised policy was consistent with the culture of the University, and noted that the Board retained the power to make changes should any problems arise.

On motion duly made and seconded, it was

RESOLVED, That the proposed amendments to the Faculty Salary Policy, as outlined, be approved.

Signing SIGNING OFFICERS OF THE UNIVERSITY OF GUELPH Officers 78/91 In response to a request from the Board, the Administration agreed to review the signing authority and take forward to the Audit Committee a hierarchical system to afford better protection to the University. On this understanding, and on motion duly made and seconded, it was

RFSOLVED, That the individual in the position of Controller, and the individual in the position of Treasurer, or individuals appointed as acting in those positions, be designated as signing officers of the University of Guelph, effective immediately; the positions of Bursar and Assistant Bursar are hereby deleted. 7 On motion duly made and seconded, it was

RESOLVED, That the individual in the position of Director of Real Estate or an individual appointed as acting in that position, be designated, with limitations as specified, as signing officer of the University of Guelph, specifically to approve on behalf of the University tenant leases and properties designated as leasable by the Board of Governors.

REPORT OF THE PRESIDENT

Status (a) Status Report Report 79/91 The President reported on

- the upcoming installation of the Lieutenant Governor - the recent opening of the Bovey Complex the search for a treasurer, noting that the two preferred candidates had been interviewed by the Board Chairman; an announcement would be made shortly - both Mona Campbell and Kenneth Murray had agreed to join the Board of Trustees of the Heritage Fund; a meeting of the Executive Committee of that Board was scheduled for October 17th, and it was expected that a slate of names would be brought forward to the Board of Governors in November - the new status of the 'Friends of the University of Guelph' organization in the United States, which allowed gifts to be accepted from sources in the United States without the need to become a private foundation. A search would be conducted through the Alumni records to identify membership for a governing Board in the United States for the FRIENDS. - a forthcoming article in McLeans Magazine ranking the "best universities"; their ranking was based on a survey of university Presidents which had used no specific criteria, and was therefore not particularly meaningful - the forthcoming Smith Commission report the Canada Symposium to be held at the University of Guelph in October, where speakers would be on hand from many areas of both public and private sectors. In response to a question from Mr. Williams, Dr. Segal explained that speakers had been chosen to represent a diversity of opinion rather than to ensure representation from various constituencies (such as native, women, ethnic minorities), however, there were both native and women speakers participating - a recent meeting of university Presidents with the Minister of Colleges and Universities, which indicated that there was no relief in sight for the institutions' financial difficulties; a claw-back was possible this year, and there appeared to be little improvement expected for next year. The Presidents had urged the government, in the strongest terms, to refrain 8 from implementing a claw-back, which would only transfer the government's deficit to the universities. In addition, the government had been encouraged to legislate wage restraint, if that was their goal - the Alliance for Ontario Universities, whose objective was to form a coalition of people interested in supporting universities, thereby increasing communication to the public. Gerry Quinn added that the Alliance intended to establish community advisory committees across the province, and that Guelph had been chosen as a proto-type.

Dr. Segal then invited the Associate Vice-President Academic, Dr. Leonard Conolly to report to the Board on current enrolment. Dr. Conolly informed the Board that as a result of the high enrolment experienced in the fall 1990 semester, enrolment for fall 1991 had been reduced by 20%. This reduction (approximately 700 fewer students) was contrary to the system as a whole, where Semester One enrolment was slightly up from last year. Dr. Conolly noted that the quality of our incoming students was the best ever, with the highest cut-off admission averages to date; 48% of incoming high school students were Ontario scholars (compared to 17% a few years ago). The Board was advised that despite the decrease in Semester One admissions, enrolment across the University was still at record levels; this could be attributed to the influence of the recession, which forced students to remain in school, as well as the effectiveness of the University's programs instituted over the past couple of years to combat attrition. It was the intention of the institution to reduce overall enrolment by approximately 10%, providing government funding regulations did not change.

Apptmts. (b) Appointments 80/91 The Board received the Report of the President on appointments of faculty and administrative personnel from June 25 to September 18, 1991 for information.

Status REPORT OF THE VICE-PRESIDENTS Report 81/91 The Chair explained that in an effort to save time, the reports from the Vice- Presidents would be provided with the agenda package for each Board meeting; members were encouraged to ask questions should they need clarification on points contained in the reports.

Financial FINANCIAL STATEMENTS Statements 82/91 Mr. Ferguson pointed out that tuition and ancillary fees would appear in the next monthly statements, thereby bringing revenue figures to a more normal level.

OTHER BUSINESS

Mr. Brock reminded members of the upcoming Board Retreat, noting that the last retreat had been extremely productive, and encouraging members to attend. He informed the Board that the format would involve presentations from the 9 President and Vice-Presidents on the Friday night to provide background information on the macro issues; from Saturday morning on, with the help of a facilitator, members of the Board would work toward identifying means of responding to the relevant issues.

ADJOURNMENT

The meeting was adjourned at 6:40 p.m.

W.T. Brock (Chair)

A.A. Schulte (Secretary) THE LIEUTENANT GOVERNOR OUEEN'S PARK

TORONTO, ONTARIO

M7A IA1 October 17, 1991

Dear

I wo ld like to thank you for the great honour which was bestowed on me when I was installed as Chancellor of the University of Guelph on October 4, 1991.

Would you kindly convey my deep appreciation to the rest of the University of Guelph and the Board of Governors for the confidence they have shown in me.

Needless to say October 4, 1991 will always be remembored as a special day in my career.

Her Honour joins me in thanking you and the Board of Governors.

With warm best wishes,

Dr. Brian Segal President and Vice-Chancellor University of Guelph University Centre 4th Floor, Room 413 Guelph, Ontario N1G 2W1 UNIVERSI ,GUELPHTY

BOARD OF GOVERNORS

MEMORANDUM

TO: Members, Board of Governors

FROM: Andrya A. Schulte, Secretary

SUBJECT: Lieutenant Governor Order-in-Council Appointees

DATE: November 15, 1991

I am pleased to inform you that the Appointments Office has confirmed term extensions for Mr. Bill Brohman and Mrs. Elizabeth Macrae. Their term, originally scheduled to end on January 15, 1992, has been extended to June 15, 1992. We appreciate having the benefit of their experience for a few months more!

AAS/sm

GUELPH • ONTARIO • CANADA • N1G 2W1 • (519) 824-4120, EXT. 2114 • FAX (519) 767-1350 University of Guelph BOARD OF GOVERNORS

2:30 p.m. Unveiling Ceremony Donor Plaque Main Level, University Centre (opposite the Information Desk)

3:00 p.m. Tour Zavitz Hall (tour will leave from The Gallery, Room 210, Zavitz Hall)

4:00 p.m., The Gallery (Room 210) Zavitz Hall University of Guelph Thursday, November 28, 1991

-AGENDA-

Prior to the start of business, Dr. Ron Shuebrook, Chair, Fine Art Department will provide the Board with a brief presentation on his unit.

1. Approval of Agenda - Motion

2. Approval of Minutes - Motion

3. Business Arising from the Minutes

4. University Centre 1990-91 Annual Report - Information

5. Report on Environmental Health and Safety

6. Parental Leave (Faculty) Policy - Motion 7. Report of the Finance Committee (a) University of Guelph Revised 1991/92 Operating Budget - Motion (b) Hospitality Services Revised 1991/92 Operating Budget - Motion (c) Transfer of funds to the Heritage Fund - Motion

8. Report of the Membership Committee (a) Board Committee Composition - Motion

9. Report of the President (a) Status Report (b) Appointments

10. Monthly Financial Statements

11. Other Business

IN CAMERA

12. Report of the Executive Committee. Board of Trustees (Heritage Fund) (a) Notice of Motion: Change in Board of Trustees Bylaws - Motion (b) Composition of the Board of Trustees - Motion

13. Report of the Physical Resources and Property Committee (a) Property Acquisition, London England - Motion (b) Other Business

14. Adjournment UNIVERSITY /GUELPH

BOARD OF GOVERNORS

MEMORANDUM

TO: Members, Board of Governors

FROM: Andrya A. Schulte, Secretary

SUBJECT: University Centre 1990-91 Annual Report

DATE: November 20, 1991

Included with your agenda it the 1990-91 Annual Report, which is provided for your information. Mr. Bill McNaughton, Director of the University Centre, and Mr. Mark Rodford, Chair of the University Centre Board this year, will attend the Board meeting to report on the year's activities and answer any questions you may have on the Report.

Andry chulte AAS/sm

GUELPH • ONTARIO • CANADA • N1G 2W1 • (519) 824-4120, EXT. 2114 • FAX (519) 767-1350 NIVERSITY CENTRE UNIVERSITY OF GUELPH

ANNUAL REPORT 01

•

ABLE OF CONTENTS Organizational Chart 02 Overview of the University Centre 03 University Centre Board 04 Chairperson's Comments 06 Director's Comments 07 Food & Beverage 08 Programming 10 Building Management 12 Accounting/Systems 13 Financial Statements 14 Photo Essay 19

• BOARD OF GOVERNORS University of Guelph

UNIVERSITY CENTRE BOARD OF DIRECTORS 20 Directors

DIRECTOR Admin. University Centre Assistant W.J. McNaughton Secretary to the Board L Barrington

BUILDING ACCOUNTING/ FOOD & BEVERAGE PROGRAMMING MANAGEMENT SYSTEMS J. Milton, Manager W. Hepburn, Manager M. Hahn, Manager K. Upton, Manager

Assistant Assistant Technical Business Manager Manager Manager Co-ordinators Programming (1-2) S. Elo B. Woods P. Holland

11 Part-Time Accounting Assistant Students: Clerk Manager Crew AV Technicians S. Rebellati J. Liddle (1-20) PA Operators 80% Time Gen. Lab.

Box Office Accounting Co-ordinator /Word Clerk Publicity/ Process. Ctr. Public Part-Time L. Bowen Artist J. Folk/Dawson 75% Time Relations S. Smith

Student Managers 12 Part-Time Receptionist/ D. Wood Students: Secretary Ushers D. Blake Box Office/WP Position Vacant (3-25) Centre Clerks B. Edwards C. Wood

Supervisors Student Postering S. Rattray Manager Crew M. Tawse Programming (2-6) W. Hawley

120 P/T 4 Part-Time Students: Part-Time Students: Bartenders Office Help Information Watt/Floor/ As Required Desk Clerks Door/Food (1-3) Staff 03

The University centre is the focus for the community of the University of Guelph, providing social, recreational, educational and cultural activities which are not normally available through the academic curriculum or other university services. The Centre provides facilities for the use One of several hospitality areas adjacent to the Centre Six and enjoyment of all members of the university cafeterias community. VERVIEW OF THE UNIVERSITY CENTRE

Within the University Centre are cafeterias, meeting community. It is a place where university rooms, administrative offices, lounges, club offices, community members can socialize, learn, relax licensed facilities, instant tellers, the campus radio and recreate outside of the classroom, laboratory station and transmittor, a travel agency, dentists' or office. offices, a pharmacy, a copy centre, a retail operations store, plus thousands of students, To ensure the needs of the university community faculty and staff who make use of the Centre on are recognized and met, the University Centre is a regular basis - all of which combine to make the governed by a Board of Directors composed of University Centre a thriving community focus. representatives of the various University Centre Besides these services, the University Centre offers user groups. These groups include graduates, many events and activities such as noon hour undergraduates, faculty, administration, staff and concerts, lectures and performing arts throughout alumni. Through their combined efforts, the the year which enhance the cultural life of the University Centre Board and the University Centre campus community. Appropriately, the University Staff strive to make life on campus more satisfying Centre has been called the "hub", the "focal point", and enjoyable for every member of the university and the "living room" of the University of Guelph community.

Students, staff and faculty gather for a memorial service on the first anniversary of the Montreal massacre 04

CHAIRPERSON: VICE-CHAIRPERSON: Marty Williams Bill Apsit

NIVERSITY CENTRE BOARD

DIRECTOR: SECRETARY TO THE BOARD: (W.J.) Bill McNaughton Lynn Barrington

Judy Murray David Overton Central Student Faculty Club Association Shawn Lucas Central Student Association CHAIRPERSON

SUB-COMMITTEE

Sue Novosad Student Affairs VICE-CHAIRPERSON Kathe Gray Ted Rush Central Student Central Student Association Association 05

Marc Charbonneau Drew Avis Karen Werezak Graduate Student Central Student Graduate Student Association Association Association Mark Rodford Central Student Association CHAIRPERSON

SUB-COMMITTEE

Ted Livingstone Graduate Student Association Nicole Seguin Michael McMullen Elizabeth Honneger VICE-CHAIRPERSON Central Student Central Student Counselling & Student Association Association Resources

Marty Williams • Central Student Bill Apsit Association Personnel Department

Ralph Dietert Alumni CHAIRPERSON

SUB-COMMITTEE

Bob Megens Alumni VICE-CHAIRPERSON

Peter Willoughby Garry Round Communication Services Hospitality Services 06

HAIRPERSON'S COMMENTS

Once again it is my pleasure to offer some With the help of Director, Bill McNaughton, who comments on behalf of the Board of Directors has been so key in keeping the University Centre about the past year at the University Centre. vital and important to our communities, I am confident that future Boards of Directors will find As always, it has been a hectic and rewarding that - in the end - that which is hectic is by far experience. Hectic because there is so much to outweighed by the pleasure and rewards of a job be discussed and debated and set into motion; well done. rewarding because through that arduous democratic process all groups represented on the Sincerely, Board have had a fair chance to comment and give input into what goes on in this special place we call the University Centre. As the Chairperson of that Board I am extremely pleased at the level of insight and understanding, as well as the sense of fair play that divergent members bring with them. They have set a standard that others must follow. My thanks to all who freely gave of their time and expertise.

This has been a good news year for the University Marty Williams Centre. We have received approval from the Chairperson University's Board of Governors to embark on an University Centre Board of Directors ambitious expansion and renovation program that will see our competitive abilities in our Food & Beverage operations increased, and for the first time in a long time the key word seems to be co- operation. And on top of that, and even through this recession, a careful management team and a dedicated staff have made the financial picture better than we'd predicted, which is good news and a great relief to us all.

The challenge ahead is to build on the successes to the past, and learn too from our mistakes. We must always recognize the legitimate claim of control that the groups represented on the Board have, and fight with our combined influence and the power of common historical knowledge to keep this building special. To keep it ours. 07

IRECTOR'S COMMENTS

The fiscal year 1990-91 has been very successful I would like to thank the University Centre Board for the University Centre. It is a year in which the of Directors. Their interest, involvement and directorate has rebounded from the major dedication are unquestionably a major factor in the personnel changes and operational difficulties success of the organization. In particular, I would experienced in the 1989-90 fiscal year. It is also like to thank the Executive Committee, Marty the year in which I have concluded my first full Williams, serving his second year as Chairperson, year's service as Director. As I look back on this and Mr. B. Sullivan, Associate V.P. Student Affairs, year, I am very proud of our accomplishments all of whom hold the interest of the University and the way in which the directorate as a whole Centre in high regard. Finally, I must not fail to has come together. recognize the importance of the input and effort the University Centre staff have contributed over In financial terms, the University Centre had an the year. Their efforts are the reason this excellent year. Contributions from the various organization is successful. operational divisions within the directorate generated a "Contribution Before Capital Expenditures" figure of $207,953. This is 7.8% better than last year and $42,731 or 25.9% above budget. Capital expenditures at $138,940 were $44,560 less than planned. As a result of this year's operation, a contribution to the surplus account is being reported at $69,013 compared to a budgeted deficit of $18,278.

Our University Centre continues to be one of the finest anywhere. It is a vibrant organization living W. J. McNaughton, up to its mandate of being the "Main Street" or Director central focus point for the university and providing those social, recreational, educational and cultural situations not normally available through the academic curriculum or other university services.

The University Centre is not just a building. It is an organization and a program. It provides an environment where students can expand and augment their formal studies and personal development through such areas as guest speakers, debates, and discussions, in addition to offering them a variety of entertainment and activity venues they may not normally experience. It serves as a unifying force in the life of the university. 0 8

Happy winners of the Beach Volleyball Tournament along with staff of the Brass Taps who helped organize the event

Fall 1990

* The "Front End Entertainment" program began again, presenting various musical acts on Monday, Tuesday, & 000 AND BEVERAGE Wednesday nights in the Brass Taps. Sales were considerably improved during these events. Bands presented included: The ongoing goal of the Food & Beverage Department is to provide friendly and efficient service while maintaining good The Paul James Band Fat Man Waving value for the university community. Facilities include the The Look People Seventh Son Brass Taps Lounge, Peter Clark Hall, Licensed Special The Bourbon Tabernacle Choir Mel Brown & Events, and the "Boo" Sports Bar & Games Room. Guitar Jimi Avon The Homewreckers The Tiger Sharks Lucky 7 The Brass Taps is one of the busiest meeting spots on Mike Woods Mark Haines & The Zippers campus. Peter Clark Hall is a flexible facility available to user groups for various licensed functions. The "Boo" Sports Bar * The "Friday Afternoon Matinee" was tested -presenting a & Games Room provides recreational and sports-related band from 4:30 p.m. -7:00 p.m. Results were favourable and entertainment and activities. plans were made to develop this program. In all three venues, the Food & Beverage Department provides a full beverage service and a limited fast food menu Winter 1991 in a congenial environment. Promotional activity is oriented towards food and entertainment. * A "Late But Great New Year's Party" was held in early January to such success that it will be repeated every year. The Food & Beverage Department remains committed to a program of Alcohol Awareness. Alternative, non-alcoholic * The "Mel Brown Blues Jam" was introduced as a regular beverages are available in the Brass Taps, Peter Clark Hall, event every Friday afternoon and proved to be an extremely and the "Boo" Sports Bar. Patrons are encouraged to take successful draw. advantage of the ongoing programs such as free coffee after midnight and the key drop service, which is provided for * The "Front End Entertainment' continued, presenting the those who would prefer to leave their vehicle on campus following bands: rather than drive. Further, all Food & Beverage staff are required to complete the "Server Intervention Program The Bourbon Tabernacle Choir Smalltown Preachers Seminar" as a condition of their employment. The Tony Springer Band Still Life One Mark Haines & The Zippers Kokomo Beach Band Black Cat Bone Tiger Sharks Gary McGill THE BRASS TAPS Lucky 7 The Brass Taps remains one of the most popular meeting * February saw the introduction of the first annual "Brass spots on campus. This year saw an increase in special Taps Beach Volleyball Tournament' which featured an open events offered through the Brass Taps and a renewed interest tournament in the Courtyard, The Kokomo Beach Band and in the facilities. various special promotions. Winners of the tournament were awarded with a trip to Florida during the spring break. The Summer 1990 program drew favourable response and a definite show of spirit. Plans were made to continue this as a yearly event. * The audio-visual system was upgraded with the addition of three new T.V. monitors and the introduction of a D.J. LICENSED SPECIAL EVENTS/PETER CLARK HALL Booth. The Food & Beverage Department and the Programming * A new blue and green colour scheme was introduced. Department' together assist various user groups in the production of user-initiated Licensed Special Events. These * Menus for the kitchen and the Hole-In-The-Wall were events take place in the licensed facilities of the University expanded to include more road-house style items. Centre.

* New gas-fired friers were installed and this, coupled with Many user groups run Licensed Special Events as fundraising a reorganization of other kitchen equipment, helped to speed activities. To this end, $113,413 was returned in rebates to up production. user groups during the fiscal year (including some War Memorial Hall events). The consistent and professional * S.I.P.S. (Server Intervention Program Seminar) training was guidance provided by the Licensed Special Events staff and provided for most new staff with a session organized for Programming staff is invaluable to the successful execution October to cover all remaining and yet-to-be hired staff. of each event. 09 Fall 1990 Mel Brown and the Homewreckers bring down the house in the Brass Taps every Friday afternoon * Staff completed the S.I.P.S. Training program.

* Plans were developed to improve the Q.S.A. (Quality Service Atmosphere) of the room.

* Changes to the admission procedure were reorganized to facilitate smoother entry.

"BOO" SPORTS BAR

The "Boo" Sports Bar provides sports-oriented programming and special events, including weekly hockey nights, appearances by special guest sports personalities and shuttle bus trips to sports events. Televised sports programming is offered from around the world via satellite. Similar to the University Centre's other licensed facilities, the "Boo" Sports Bar supports the development of responsible drinking habits on the part of university community members. Emphasis focuses upon food and entertainment. Not only are popular snacks available, but food may also be ordered from the Brass Taps menu and delivered to one's table in the "Boo" Sports Bar.

THE GAMES ROOM

The Games Room organizes and provides for various game leagues and tournaments throughout the year, encouraging the highest possible participation. Snooker, euchre, pinball and bridge are the major tournament and league interests; however, billiards, pool, darts and board games are also Play is underway in the 1st Annual Winter Beach Volleyball Tournament . available. Games Room staff are on hand to provide instruction in game skills and rules. The Games Room also promotes and participates in intervarsity competition throughout the year with other universities and colleges across Ontario.

Summer 1990

* Several Boo-Jay Skydome shuttles were run throughout the summer -all sold out.

* The NTN Sports Satellite was re-introduced to the "Boo" Bar. This system allows patrons to interact in competition with patrons in other lounges all across North America watching football, hockey and baseball games and participating in trivia contests.

Fall 1990

* A "Boo" Bar Holding policy was introduced whereby patrons waiting to get in to the Brass Taps were seated in the "Boo" Bar until a spot became available in the Brass Taps. This reduced unsafe congestion on the stairway and increased business in the "Boo" Bar.

* The "Boo" Bar sponsored a special noon hour presentation in the Courtyard by world-renowned billiard ace, Gerry Fat Man Waving brings their funky pop sound to the Brass Taps Watson, who demonstrated his masterful technique, placed his best trick shots and challenged our most accomplished players.

* Monday night football proved again to be an excellent draw.

Winter 1991

* New pool table lights were installed which helped to brighten and improve the room.

* Modifications were made to the big screen television to improve clarity.

* Sales remained high due to using the "Boo" Bar as a holding area for the Brass Taps.

* New logo colours were introduced and additional decorative painting - an eye-catching blue stripe with yellow stars -was completed on the outer walls of the lounge. 10

As well as initiating new programs, attracting the maximum potential audience to University Centre events, and ensuring that all programs are professionally staged and executed, the Programming Department is responsible for the promotion of University Centre Awareness. The aim is to encourage maximum awareness of the services, facilities and programs of the University Centre so that they in turn may be utilized to their fullest extent.

NOON HOUR CONCERTS

Still Life Sue Medley The Rheostatics 3 Dead Trolls In A Baggie Set-up is underway converting the University's newest athletics Nyetz facility into a 2500+ seat performance hall: a brand new venue Josephine initiated by the Programming Department The Bawdy Shop Dynamo Theatre Moosician's Guild/Univ. of Guelph N.D.P. Talent Show ROGRAIMING

The University Centre Programming Department provides Gerry Watson - Billiards Demonstration events and activities to enhance the social, cultural, Kurt Swing hammer recreational and educational interests of the university Fat Man Waving community. Programs include special lectures, performing Jeff Bradley arts, noon hour concerts, children's concerts, fairs, and Shirley Eikhard licensed dances. A broad range of entertainment is offered Sue Johannson -Sex Educator including drama, music, comedy, dance, variety, and Ballet Jorgen lectures, and all events are professionally staged by the Rawlin's Cross Programming Department Crew. These activities are usually Los Amigos held in on-campus venues such as War Memorial Hall, the The Kokomo Beach Band Athletics Centre and various venues within the University Nonesuch Centre itself. Fresh Start Fashion Show Michael Something The University Centre often co-sponsors events with other Univ. of Guelph Performance Dance Ensemble campus groups such as College Royal, The Central Student Association, Homecoming, campus clubs and more, and SPEAKER SERIES lends assistance to campus groups who wish to plan and execute their own events. Georges Erasmus Hamit Begja The Programming Department intitiated 3 successful new Dan Valkos programs over the past year. These included a 2nd Elijah Harper Collectibles Fair, a Spring Craft Show and special concerts in Forum on the Middle East: Panel Discussion the new Twin Pad Arena - all of which attracted excellent Ambassador Kulcsar. Ambassador to Canada from Hungary attendance. Gwynne Dyer

PETER CLARK HALL

Bart's Welcome Back Party Rumbleseat The Good Brothers The Northern Pikes Spirit of the West Michelle Wright Johnny Clegg & Savuka End of Exams Bash 1964 Much Music Video Dance Party Valentine's Extravaganza/Hotel California College Royal Kick-Off Dance

PERFORMANCE SEASON

Dance

Desrosiers Dance Theatre The National Ballet of Canada -The Concert Group

Frank Mahovlich, ex-Maple Leaf. and Elaine Tanner. Olympic Drama swimming medalist, join the Guelph Collectibles Fair as celebrity The Perils of Persephone guests A Gift To Last Wingfield's Folly 11 Music Georges Erasmus, during his tenure as National Chief, Assembly of First Nations, speaks to a capacity audience in Peter Clark Hall on the topic, "Canada & The First Peoples" Loreena McKennitt Rita MacNeil The Nylons The Tommy Dorsey Orchestra

CHILDREN'S PROGRAMMING

Matt The Funland Band Sharon, Lois & Bram Rick & Judy Robert Munsch Fred Penner Romper Room Live Show

SPECIAL EVENTS PROGRAMMING

The University Community Barbecue Fair November The Guelph Collectibles Fair -with Frank Mahovlich, Elaine Tanner, Ron Boyd, Anthony Van Bruggen and Andrew Pywowarczuk The Annual University of Guelph Christmas Dinner & Dance The Guelph Collectibles Fair Signs of Spring Gryphcon Gaming Convention

Karen Kain and Serge Lavoie in the Pas de Deux from Sir Kenneth MacMillan's CONCERTO during the University Centre's presentation of the National Ballet of Canada

Sue Johanson. Sex Educator, addresses an enthusiastic crowd in the Courtyard during a Brass Taps Noon Series presentation co- sponsored by the Wellness Learning Centre

GROUPS ASSISTED BY UNIVERSITY CENTRE PROGRAMMING DEPARTMENT 1990-91

The Centre For Employable Workers Univ. of Guelph NDP Lennox/Addington Hall Homecoming '90 Financial Services Interhall Council Orientation OVC '93 Sharon, Lois & Bram razzle and dazzle a happy crowd in the twin pad arena Engineering Society East European And Soviet Linkages Program The Games Club Moosicians Guild S.F.O.A.C. Committee for the Guelph Centre For the Performing Arts The Ontarion C.S.A. College Royal '91 Junior Farmers 04, H.A.F.A. '92 CFRU-FM The Wellness Centre College of Arts Student Union The Baseball Club G.C.V.I. The Rugby Team Homecoming '91 12

Building Management provides, administers and ensures the Fall 1990 maintenance of the physical facilities and equipment controlled by the University Centre. The Information Desk, • Orientation Room Reservations, Central Box Office and Word Homecoming Processing/Copy Centre all exist under the jurisdiction of Meeting Day for Arts & Social Science Colleges Building Management. This department also oversees the International Student Luncheon development of policies and procedures regarding the C.S.A. Election Enumeration booking of University Centre space, facilities and equipment Shinerama Kick-Off and co-ordinates maintenance, renovations and equipment New Student Registration replacements. Building regulations and University Centre C.S.A. Used Book Sale policies are also enforced by this department. C.S.A. Club Days Alcohol Awareness Week The Information Desk, one of Building Management's most Campus Junction Computer Display visible and indispensable services, is located at the south Convocation Tea entrance of the University Centre. Here, a friendly and Collectibles Fair efficient service is provided to the university community as Career Fair well as to campus visitors, supplying answers to any 12th Annual Greenhouse Conference questions regarding the University Centre, the University of Police Auction Guelph, the City of Guelph and the surrounding area. The Fall Preview Day (Admissions) Information Desk also provides the following services: Elijah Harper Lecture MING MANAGEMENT

lost and found MBA Fair shower and towel service Chamber of Commerce A.G.M. & Dinner/Dance magazine borrowing service C.S.A./C.F.R.U.-FM Poster Sale music practise room 16th Annual Fair November locker rentals CUSO Third World Bazaar vending machine refunds The Fine Art Network Print Sale building security control of banners and signage Winter 1991 liaison with various campus groups • New Student Registration New services added over the past year include lottery ticket Ontario Turfgrass Symposium sales, and expansion of the copying services and most C.S.A. Used Book Sale visibly, the introduction of the video information system which C.S.A. Club Days is administered by Building Management and includes a Summer Job Fair network of 8 video display monitors throughout the building. Working In Development Conference Gryphon Football Superbowl All accredited university groups and organizations have an Red Cross Blood Donor Clinic equal opportunity to reserve and use bookable facilities and C.S.A. Poster Sale equipment in the University Centre. This past year, University A.I.E.S.E.C. Dream Auction Centre meeting rooms were used by university community Convocation Tea members and conferences a total of 6429 times. Residence Life Conference Development Week -International Education Services The University Centre Box Office provides a convenient College Royal campus outlet for the sale of Gray Coach and United Trails Guelph Agricultural Alternatives Conference bus tickets as well as tickets to various entertainment events Collectibles Fair on campus and in the area. Indoor Beach Volleyball Tournament Update '91 The Word Processing/Copy Centre offers the rental of fully- Tommy Dorsey Orchestra Dinner & Dance loaded microcomputers by the hour, complete with up-to- Iron Ring Ceremony date word processing and graphics packages, ergonomic Campus Days work stations and a trained staff to assist users. Other C.S.A. Election - All Candidates Forum services available here include cirlox binding, lamination and Athletics Awards Dinner & Dance photocopying. Red Cross Blood Donor Clinic

Building Management also acts as a support to other University Centre operations. This entails working with other management staff to ensure that any maintenance, room set- up, and audio-visual needs are met.

Summer 1990

* Summer refurbishment included stacking chairs for Peter Clark Hall, folding tables, a new television set for the T.V. Lounge, and a replacement P.A. System for room 442.

* Preparations were begun for the installation of the new Video Information System with an operational target date set for October 1, 1990.

The Information Desk - responding to hundreds of enquiries in person and by telephone every day 13

Accounting/Systems ensures the University Centre's financial accountability, provides meaningful financial information and interpretation, maximizes net income through sound business practice, and administers personnel matters for all staff. It also safeguards the University Centre's assets and assists in the selection, training and development of staff as required. CCOUNTINGISYSTEMS

Accounting/Systems is responsible for providing administrative support to all of the University Centre's operational areas with a special focus on financial planning and systems management. Daily responsibilities include reconciliation and control of revenues generated by the Brass Taps, Games Room, "Boo" Sports Bar, Programming Department and Box Office. Accounting staff also prepare daily/weekly operating statements, place orders for alcoholic beverages and other supplies, prepare activity reports for special licensed events, Peter Clark Hall and War Memorial Hall programs, complete the bi-weekly, part-time payroll by submitting time-sheets via the University's Direct Data Entry (DDE) System, and distribute payroll and rebate cheques.

Summer 1990

* The main office Novell Network -11 separate terminals connected to share common software - was upgraded for higher efficiency.

* The ACCPAC accounting package was installed and phase-in procedures were begun to improve the financial reporting procedure both internally and in conjunction with the University's accounting system. Clerk staffing was reduced throughout the summer period.

* Assistance was provided to the external auditors in their review of the University's financial records.

Fall 1990

* The Video Information System was installed with a billing method in place.

* Revised budget forecasts were prepared.

Winter 1991

* January brought with it the introduction of the G.S.T. and the resultant need for changes in accounting and systems management. The ACCPAC system was restructured to account for G.S.T. procedures.

* The 1991-92 budget procedure was begun in January with presentations to the University Centre Board made in March.

* Preparation for year-end was begun. 14

Year ended April act

REVENUES: FINANCIAL STATEMENTS BEVERAGE & FOOD SALES COST OF SALES

EVENT ADMISSION SALES INCOME FROM FAIRS & SHOWS GRANTS & SPONSORSHIPS INCOME FROM LEASED PREMISES COMMISSIONS FROM AMUSEMENT DEVICES GAMES ROOM TABLE SALES TATEMENT OF INCOME LOCKER RENTALS MEETING ROOM RENTALS PHOTOCOPIER C.S. — ROOM RESERV SUPP COST SHARING — BOX OFFICE CENTRAL BOX OFFICE COMMISSIONS AND EXPENSE COST RECOVERIES WORDPROCESSING SERVICES MISCELLANEOUS

TOTAL OPERATIONAL INCOME

EXPENDITURES:

PERSONNEL COSTS OPERATING SUPPLIES & EXPENSES PERFORMERS AND SHOWS SPACE CHARGES REBATES ON STUDENT FUNCTIONS

TOTAL OPERATIONAL EXPENDITURES

CONTRIBUTION FROM OPERATIONS

OTHER INCOME & EXPENSES

OTHER INCOME: STUDENT FEES FACULTY CLUB FEES MISCELLANEOUS

FIXED EXP: PERSONNEL COSTS OP. SUPPLIES & EXP SPACE CHGS.

EXCESS (DEFICIENCY) BEFORE CAPITAL EXPENDITURES

CAPITAL EXPENDITURES

EXCESS (DEFICIENCY) OF INCOME OVER EXPENSES 15

BLDG. MANGT,& BRASS TAPS LEASED PREMISES PROGRAMMING GAMES ROOM PETER CLARK I-IALL TOTAL

1 991 1 990 1 991 1 990 1 991 1 990 1 991 1 990 1 991 1 990 1 991 1 990

$1,696,884 $1,527,835 $210,164 $184,737 $170,561 $141,693 $2,077,609 $1,854,265 $546,034 $519,389 66,764 64,706 54,983 46,202 $667,781 $630,297

$1,150,850 $1,008,446 $143,400 $120,031 $115,578 $95,491 $1,409,828 $1,223,968

$189,795 $165,127 $110,077 $44,931 $299,872 $210,058 90,564 61,631 $90,564 $61,631 20,095 17,200 $20,095 $17,200 $232,872 $224,644 $232,872 $224,644 $7,181 $3,704 $63,145 $60,372 $70,326 $64,076 47,631 50,534 $47,631 $50,534 6,293 5,964 $6,293 $5,964 22,159 50,257 $22,159 $50,257 17,003 15,406 $17,003 $15,406 51,094 47,121 $51,094 $47,121 5,000 5,000 55,000 $5,000 21,939 18,253 $21,939 $18,253 11,953 15,986 $1 1 ,953 $15,986 45,524 28,324 $45,524 $28,324 10,883 8,945 18,572 12,619 12 830 $21,564 $42,285

$1,158,031 $1,023,033 $413,837 $410,975 $309,399 $262,530 $266,795 $243,767 $225,655 $140,422 $2,373,717 $2,080,727

$458,399 $397,036 295,659 247,887 $155,355 $128,978 $88,809 $90,425 $95,463 $81,865 $1,093,685 $946,191 144,355 145,967 78,680 76,600 144,547 1 21 ,294 43,487 30,425 25,604 16,834 $436,673 $391,120 4 36,442 32,230 119,063 102,485 30,264 44,979 $185,769 $179,694 87,786 82,042 142,423 133,105 71,917 67,212 3,076 2,875 $305,202 $285,235 113,412 50,054 11 13,412 $50,054

$726,982 $657,276 $516,762 $457,592 $418,965 $352,757 $204,213 $188,062 $267,819 $196,607 $2,134,741 $1,852,294

$431,049 $365,757 ($102,925) ($46,617) ($109,566) ($90,227) $62,582 $55,705 ($42,164) ($56,185) $238,976 $228,433

292,146 270,986 10,974 11,893 1,920 2,461

$544,016 $513,773

254,965 238,897 60,655 62,850 20,443 19,106

$207,953 $192,920

$138,940 $102,115

$69.01 3 890.805 ALA CE SHEET

As At April 30

1991 1990 11 $ $ ASSETS Accounts receivable 17,574 10,652 Due from University of Guelph 853,800 716,138 Prepaid expenses 3,776 890 Inventories 60,544 97,689

935,694 825,369

LIABILITIES AND SURPLUS Accrued liabilities 85,874 63,307 Sales tax payable 25,834 11,744 Rental deposits 8,466 3,811

Total liabilities 120,174 78,862

Surplus Unappropriated 480,675 450,749 Appropriated 334,845 295,758

Total Surplus 815,520 746,507

935,694 825,369 17

TATEMENT OF SURPLUS

Year ended April 30

1991 1990 $

UNAPPROPRIATED

Balance, beginning of year $450,749 $345,116 Excess of income over expenses $69,013 $90,805 Transfer to/from appropriated surplus ($39,087) $14,828

Balance, end of year $480,675 $450,749

APPROPRIATED

Balance, beginning of year $295,758 $310,586 Transfer to/from appropriated surplus $39,087 ($14,828)

Balance, end of year $334,845 $295,758 18

1. SUMMARY OF SIGNIFICANT ACCOUNTING PRINCIPALS

The financial statements of the University Centre have been prepared by management in accordance with generally accepted accounting principles. The more significant of these accounting policies are summarized below.

Inventories

Inventories are valued at the lower of actual cost determined on a specific item basis and replacement value.

Accrual Accounting

The accrual basis of accounting for income and expense is followed. ORIENTS ON FINANCIAL STATEMENTS

Capital Expenditures 5. COST SHARING

Capital expenditures are expensed in the statement of The University Centre shares the cost of providing bookable income and expense in the year of acquisition. No charge facilities, associated support services and the cost of for depreciation is made against operations. refurbishing meeting rooms based on usage of these facilities by Accredited Non Student University Groups and Appropriations of Surplus Organizations. These contributions amounted to $51,094 in 1991 (1990 -$47,121). Appropriations are made from surplus for future contingencies in such amounts as are deemed necessary upon approval of the University Centre Board.

2. DUE FROM UNIVERSITY OF GUELPH

The University Centre uses the University of Guelph as its banker. Under this procedure all funds are deposited in the University's bank account and all expenses of the University Centre are paid by the University. The amount reported as due from the University of Guelph represents the net cash position of the University Centre as at April 30, 1991.

3. SPACE CHARGES

The University Centre currently pays a charge per square foot to the University of Guelph for the areas of the building under the University Centre's direct control. This charge is for utilities, maintenance, housekeeping, safety and security, and a share of campus-wide renovations and grounds care. The annual space charge allocations for the years ended April 30, 1991 and 1990, have been established at $325,645 ($305,202 Operational, $20,443 Administrative) and $304, 341 ($285,235 Operational, $19,106 Administrative) respectively.

4. REBATES ON STUDENT FUNCTIONS

Rebates on student functions, amounting to $113,412 for the year ended April 30, 1991 (1990 - $50,054), represent revenue in excess of direct expenses on functions initiated by accredited user groups and operated on their behalf by the University Centre. This excess revenue is paid to the sponsoring organization following each event. Under operating policy, direct expenses do not include any cost being charged to the group's function which would represent a contribution to the facility's space costs or indirect labour and management costs. 19

Frank Mahovlich autographs a prized possession for a fan during the Collectibles Fair

The Tommy Dorsey Orchestra, under the direction of Buddy Morrow, keeps the dancers on the floor during a benefit event presented by the University Centre for Guelph Centre for the Perform- ing Arts

The Box Office and Word Processing Centre serves as many as 400 customers per day during peak season * * I I S-4.1 1 wit"1 /

After her commanding performance with the National Ballet of Canada's Concert Group. Canada's prima ballerina, Karen Kain, joins Wayne Hepburn for the door-prize give-away

A new program this year: the 1st Annual Signs of Spring craft fair was initiated by the Programming Department

The Karen Jamieson Dance Company performs in the Courtyard as part of the Brass Taps Noon Series 18

1. SUMMARY OF SIGNIFICANT ACCOUNTING PRINCIPALS

Inventories

Inventories are valued at the lower of actual cost determined on a specific item basis and replacement value.

Accrual Accounting

The accrual basis of accounting for income and expense is followed. OMMENTS ON FINANCIAL STATEMENTS

Capital Expenditures 5. COST SHARING

2. DUE FROM UNIVERSITY OF GUELPH

3. SPACE CHARGES

4. REBATES ON STUDENT FUNCTIONS

Frank Mahovlich autographs a prized possession for a fan during the Collectibles Fair

The Tommy Dorsey Orchestra, under the direction of Buddy Morrow, keeps the dancers on the floor during a benefit event presented by the University Centre for Guelph Centre for the Perform- ing Arts

The Box Office and Word Processing Centre serves as many as 400 customers per day during peak season * 4 4 P1 i 1

After her commanding performance with the National Ballet of Canada's Concert Group, Canada's prima ballerina, Karen Kain, joins Wayne Hepburn for the door-prize give-away

A new program this year; the I st Annual Signs of Spring craft fair was initiated by the Programming Department

The Karen Jamieson Dance Company performs in the Courtyard as part of the Brass Taps Noon Series PRESENTATION TO THE BOARD OF GOVERNORS

ENVIRONMENTAL HEALTH AND SAFETY - NOVEMBER 28TH, 1991

(1) OCCUPATIONAL HEALTH AND SAFETY COMMITTEES

The University of Guelph Central Health and Safety Committee, which has been in place for a

number of years, meets the basic requirements of the revised Occupational Health and Safety Act.

However, to ensure compliance with the intent of the revised statute and to further the University's

commitment to increase the role of employees in workplace management, a decision was made in

consultation with the Central Occupational Health and Safety Committee to reorganize and expand

the role of occupational health and safety committees at the department level. Committees have been

struck in Physical Resources and Hospitality Services and the process is underway to strike or

restructure committees in departments throughout campus.

While not covered under the Act, graduate students are being invited to participate on the

departmental committees. The University of Guelph Staff Association has acknowledged the need

for such involvement and has agreed on a trial basis to terms of reference for the committees, which

include graduate students.

It is anticipated that with increased employee participation and a mandate for the committees which

includes training and audit functions, the overall management of risk on campus will be significantly

improved. The positive role played by the Employee Health and Safety Representatives during the

past year has clearly demonstrated the benefits to be derived from such participation.

The Terms of Reference for department committees were reviewed with Deans and Department

Chairs. Potential individual liabilities under the Occupational Health and Safety Act were also

outlined at these meetings, as was the need to demonstrate support for the activities of the

committees.

(2) COMPONENTS OF SAFETY POLICY STATEMENT

A revised safety policy statement will shortly be proposed for adoption by the University. Such a statement is required under the Occupational Health and Safety Act and must include the following

provisions.

(a) Senior management commitment to provide a healthy and safe workplace and environment.

(b) Commitment to comply with legislated health and safety requirements.

(d) Duty of employees to work in compliance with statutory requirements and University

procedures for health and safety.

(e) Commitment to ensure that contractors and subcontractors will be required to work in

compliance with relevant workplace or environmental health and safety regulations.

(f) Responsibility for the implementation of the policy must also be assigned in the document.

(3) ONTARIO ASSOCIATION OF UNIVERSITY PERSONNEL ADMINISTRATORS AND

COUNCIL OF ENVIRONMENTAL HEALTH AND SAFETY OFFICERS TASK FORCE

REPORT

The OAUPA/CEHSO Occupational Health and Safety Task Force was struck to examine the duties

and liabilities of directors and officers of universities under the Occupational Health and Safety Act

and to determine what, if any, standard practices could be developed and recommended for adoption

by all universities. While the different traditions and management styles of Ontario universities

precluded specific recommendations about the implementation of safeguards, the following

recommendations relating to human resources practices were made.

(i) Appointment of competent persons as supervisors. "Competent person" has a specific

meaning under the Act. One who:

is qualified - through knowledge, training and experience - to organize the work and

its performance;

is familiar with the Act and the regulations that apply to the work being performed

in the workplace;

knows about any actual or potential danger to health and safety in the workplace. Recommendation: To comply with the appointment requirements for a supervisor the Task

Force recommends that all job vacancy advertisements include a statement such as:

all applicants must become familiar with the Occupational Health and Safety Act and

its Regulations as it relates to the work being performed. ii) Supervisory/Managerial Accountability

(a) Administration

(b) Faculty

Recommendation: That each university undertake to ensure that all employees who have

supervisory accountability be sufficiently trained in all aspects of worker and workplace safety

as is necessary to meet a reasonable test of due diligence. iii) Communication of Accountabilities

(a) Job descriptions

(b) Letters of Appointment

(d) Written instructions

(e) Other

Recommendation: The Task Force recommends that every supervisory job description

contain a statement of supervisor responsibilities for occupational health and safety. In the

absence of a job description all appointments to a supervisory position should receive a letter

clearly spelling out their responsibilities for health and safety issues associated with job tasks

in the assigned area. iv) Holding Supervisors Responsible

(a) Performance appraisals

(b) Disciplinary procedures

Recommendation: All institutions are strongly encouraged to put audit procedures in place

which will ensure that every reasonable step has been taken to fulfil the responsibilities set

out in the Act. The proposed safety system audit is recommended for voluntary adoption, as the standard to be worked towards, by all CSAO-UO members.

The safety management audit referred to is a modified version of the Workers' Compensation Board -

Workwell Program, which has been in place for some time. Such a de facto standard is desirable to

demonstrate due diligence in the event of charges being made against the University or its officers

under the new Occupational Health and Safety Act.

(4) ORDERS AND RECOMMENDATIONS ISSUED BY GOVERNMENT AGENCIES

During the calender year to date these orders and recommendations were issued by government

agencies.

i) Atomic Energy Control Board Radioisotope Licence Compliance Inspection - 91 05 28

Six items of non-compliance with AECB regulations and/or licence conditions

observed in six departments.

University compliance with the orders was reported to AECB - 91 07 16.

ii) Ministry of Labour Recommendations Resulting From Invited Consultation Concerning Air

Quality in the Pathology Building

Seven recommendations received 91 05 03.

University reaction to recommendations reported to M.O.L. - 91 09 23.

ill) Ministry of the Environment site visitation to the V.M.I. Incinerator in response to an

anonymous telephone complaint regarding operation of incinerator

Three recommendations received 91 10 04.

University reaction to recommendations reported to M.O.E. - 91 10 04.

In addition to the foregoing involvement with regulatory agencies, the Ministry of Labour was

consulted on several occasions concerning asbestos removal projects. There are no outstanding orders

or recommendations by regulatory agencies on file at this time.

(5) ASBESTOS MANAGEMENT PROGRAM

During the past year, Physical Resources reorganized the asbestos control and abatement program with the appointment of an Asbestos Co-ordinator and an Asbestos Tester. An environmental and industrial consultant firm was contracted to conduct the annual inspection of asbestos insulation on the structural steel in the following buildings: Chemistry/Microbiology, Landscape Architecture,

Animal and Poultry Science and East Residences (summaries of these reports are attached). For the most part, the recommendations involve clean-up in areas where asbestos had been disturbed by contact during repairs to mechanical systems. However, encapsulation and removal was recommended in a few locations. The primary effort with respect to clean-up and on-going monitoring is required in Chemistry/Microbiology where despite the fact that the insulation was applied in a cement form, the required clean-up above ceilings is fairly extensive. All air samples conducted for asbestos exposure during the annual audit, major removals and repair projects were negative.

PRIORITIES FOR COMING YEAR i) Where appropriate, implement the Human Resources-related recommendations outlined in

the Joint OAUPA/CEHSO Occupational Health and Safety Task Force Report. ii) Provide additional occupational health and safety training for supervisory personnel. iii) Continue to establish departmental health and safety committees and provide support which

encourages increased employee and graduate student participation in health and safety

activities at the department level. iv) Implement a wellness program which facilitates employee participation in preventative health

care activities and addresses the concern for health-related absenteeism on campus. UNIVERSITY gGUELPH

BOARD OF GOVERNORS MEMORANDUM

TO: Members, Board of Governors

FROM: Andrya A. Schulte, Secretary

SUBJECT: Faculty Parental Leave Policy

DATE: November 20, 1991

As you may recall, the Board of Governors, at its meeting of September 27, 1990 gave approval in principle to changes to University maternity, adoption and paternity leave policies. The outline of those changes was referred to the Administration and faculty for proper drafting of legislative changes to the University of Guelph Personnel Manual and Faculty Policies, with the request that formally worded changes based on these principles be returned to the Board for approval:

(i) Maternity, Adoption and Paternity Leave shall be named "Parental Leave".

(ii) Waiver of the waiting period for eligibility for paid parental leave for regular full- time employees.

(iii) Provision for a voluntary shortening of previously arranged parental leave.

(iv) No loss of seniority or benefits for employees taking unpaid parental leave.

(v) Paid paternity leave for biological or adoptive fathers will be extended to five days.

The President has now received from the Chair of the Joint Faculty Policies Committee the Parental Leave Policy (attached), as well as the following information:

Changes to the federal Unemployment Insurance Act and Ontario's Employment Standards Act in many respects have dictated the University's revision of its personnel policies. The effect of this rather complicated set of legislative changes may be briefly stated as follows:

GUELPH • ONTARIO • CANADA • N1G 2W1 • (519) 824-4120, EXT. 2114 • FAX (519) 767-1350 2

The combined effect of Bill C-21 amending the Unemployment Insurance Act and the amendments to the Employment Standards Act add to the existing 17 weeks of paid pregnancy leave a further 18 weeks unpaid parental leave for both parents, whether biological or adoptive. The changes make it possible for a mother to take 35 weeks of leave, and the father a further 18 weeks of unpaid leave, for a total of 53 weeks between them. Parental benefits may be claimed at any time within 52 weeks following the arrival at home of a newborn child or children or placement of an adopted child in the home. The Act has been amended to reduce the 17 weeks of U.I.C. benefits to 10 weeks for adoptive parents. However, the University will continue to guarantee the adoptive parent 17 weeks of leave at 95 percent of salary. Biological mothers may be eligible for a further 10 weeks of U.I.C. benefits following their 17 weeks pregnancy leave.

The University is proposing to extend the legislated provisions by:

supplementing U.I.C. maternity leave benefits to provide faculty with 95% of salary during paid parental leave (a long-standing provision); waiving the waiting period for paid parental leave benefits for faculty, as approved in principle by the Board of Governors; providing faculty who are fathers with a paid paternity leave period of three days (existing provision), now extended to five days (approved in principle by the Board last Fall), to assist with family care at the time of childbirth or adoption.

Maternity benefits are paid to women employees through the Unemployment Insurance Commission as UI benefits. The University has recently discovered that faculty members earning a taxable income in excess of $40,000 in 1990 are considered by Revenue Canada to have received an overpayment of UI benefits. At the time of filing an income tax return, the amount of the overpayment is determined. Faculty members filing tax must then repay this amount to Revenue Canada.

J.F.P.C.'s interpretation of the Parental Leave Policy, Sections 1.02 and 1.03, is that the intent was to provide faculty members with 95 % of normal salary, so that any repayment required by Revenue Canada would be reimbursed to the faculty member by the University, upon presentation of Revenue Canada's verification of the repayment. The University is currently seeking an opinion from Revenue Canada as to whether this is permissible. A ruling will not be made until the approved Faculty Policy is submitted to the government. Implementation of the Policy as interpreted by J.F.P.C., therefore, is contingent upon a favourable ruling from Revenue Canada; however, if the ruling is adverse, the Policy still can be implemented as currently drafted. An estimate of the cost to the University in 1991, based on last year's maternity leaves to faculty, would be $5,355 or .009% of the bargaining unit salary, with a considerably smaller amount being required to compensate eligible professional staff employees. / -3

CHANGES TO FACULTY POLICIES RECOMMENDED BY J.F.P.C.

In accordance with Article 10 of the Special Plan Agreement, the Joint Faculty Policies Committee has approved a new Policy on Parental Leave (attached as Appendix 1) following the required consultation with all faculty members. This policy is intended to replace the existing Faculty Policy on Maternity Leave (attached as Appendix 2).

Dr. Jack MacDonald and Ms. Jan Kaufman (Director, Employment and Educational Equity Office) will attend the Board meeting to give additional details and answer any questions you may have.

The Board is asked to

RESOLVE, that the Faculty Policy on Parental Leave, as presented, be approved.

AAS/sm APPENDIX 1 V. PARENTAL LEAVE

Note: Special cases which do not conform to this Policy may be referred to the Vice- President, Academic.

1.01 Purpose of Paid Parental Leave

Paid parental leave is offered to accommodate the special needs of faculty members who bear or adopt children and who remain at home to care for children during the post-delivery and/or post-adoption period. It is expected that faculty members will return to employment at the University of Guelph following such paid parental leave.

1.02 Eligibility for Paid Parental Leave

(i) A faculty member with a probationary or tenured, full-time or part-time appointment who is the biological mother or the adoptive parent having primary care of the child will be eligible for seventeen (17) weeks of normally continuous paid parental leave with salary, including the date of birth or adoption per pregnancy or placement where it is intended to lead to an adoption.

(ii) Faculty members must apply for Unemployment Insurance (U.I.) benefits before supplementary income from the University becomes payable. To be eligible for paid parental leave, a faculty member must provide appropriate documentation of the birth or adoption' of a child and of the receipt of U.I. maternity or parental leave benefits to the Salary Administration Section of the Department of Human Resources. A faculty member disentitled or disqualified from receiving U.I. maternity or parental leave benefits is not eligible to receive supplementary benefits from the University. Exceptions to this rule will be made for those faculty members who are denied U.I. maternity or parental leave benefits only because they have not completed the twenty (20) weeks of employment required for U.I. eligibility.

1.03 Terms of Paid Parental Leave

Eligible faculty members will receive 95% of normal salary less applicable Unemployment Insurance (U.I.) maternity or parental leave benefits for a maximum period of seventeen (17) weeks from the commencement of the leave.

(ii) The faculty member proceeding on paid parental leave shall not forfeit any accrued employment benefits save for the right to accrue sick leave credits during the period of absence. A faculty member on paid parental leave will continue to receive University benefits while on leave on a normal cost-sharing basis; however, participation in the Pension Plan is optional for the faculty member.

* "Adoption" in the context of this Policy includes placement with the intent to adopt. 2 (iii) In determining eligibility for Study/Research Leave, any period of paid parental leave shall be considered as a period of service to the University.

1.04 Other Paid Leave Associated with Parenthood

A faculty member with a probationary or tenured, full-time or part-time appointment who is a biological or adoptive father is entitled to five (5) days of paid paternity leave associated with birth or adoption'. Such leave normally will be taken within thirty (30) days of the birth or adoption'.

1.05 Unpaid Parental Leave

(i) Unpaid parental leave is offered to accommodate employees who require more time than that provided as paid parental leave to care for new-born or newly- adopted' children. It is expected that faculty members will return to employment at the University of Guelph following unpaid parental leave.

(ii) On receipt of appropriate documentation of the birth or adoption of a child, the University will grant eighteen (18) weeks of unpaid parental leave per pregnancy or placement to all probationary or tenured, full-time or part-time faculty members. This leave will normally be continuous with the paid parental leave that followed birth or adoption. It will begin no later than 35 weeks after the child comes into parental care. (This leave is available to both parents as specified in the amended Ontario Employment Standards Act of 1990 and when added to the paid parental leave period, would enable the parents themselves to provide the first year of care for their child or children. Faculty should contact the U.I. office to determine their eligibility for benefits during the initial 10 weeks of this unpaid leave period.)

(iii) Participation in the various University benefits schemes may be continued while a faculty member is on unpaid parental leave on a normal cost-sharing arrangement.

(iv) Additional unpaid parental leave may be requested by a faculty member, up to a maximum total of one (1) year. Such leave will be negotiated according to policy B.4.1 governing faculty leave without salary.

1.06 Scheduling of Parental Leave

(i) A faculty member shall give written notice to the Chair of his/her Department of the anticipated scheduling of parental leave as early as possible before the expected date of birth or adoption'. Two (2) weeks' written notice of the intent to commence parental leave is required. After submission of that written notice, the faculty member and the Department Chair will formulate a plan for fulfillment

"Adoption" in the context of this Policy includes placement with the intent to adopt. 3 of the responsibilities of the faculty member and the Department during the anticipated period of parental leave.

(ii) Parental leave may be taken at any time within or overlapping a scheduled teaching or research and development semester or study/research leave. On commencement of paid or unpaid parental leave, a faculty member's ongoing teaching/research responsibilities or study/research leave will be suspended. In the case of a research grant continuing while the faculty member is on parental leave, it shall be the responsibility of the faculty member to file with the Department Chair an indication of how the ongoing research covered by the grant will be supervised in the period of the leave. A parental leave which overlaps all or part of a research semester for a probationary faculty member entitles that faculty member to take the period of leave as research time as soon as practicable after the end of the parental leave, replacing, if necessary and desired, teaching responsibilities scheduled for that period. A tenured faculty member who takes paid or unpaid parental leave will be viewed, for all administrative purposes, as having fulfilled those responsibilities which would have been otherwise undertaken during the period of leave. Teaching or research and development assignments will not be rescheduled as unfulfilled responsibilities for tenured faculty members who take parental leave. On the return of the faculty member from parental leave, it will be incumbent on the faculty member and the Chair of the Department (in consultation with the Dean and the Vice-President, Academic) to arrange a program that will facilitate the faculty member's return to full academic duties consistent with the teaching and other responsibilities of the Department.

(iii) Parental leave may be voluntarily shorter than the previously arranged period, providing the faculty member advises the University of his/her intention to return to work at least two (2) weeks prior to the intended date of return.

1.07 Impact of Parental Leave on Consideration for Tenure, Promotion and Time and Performance Step Increase

(i) A faculty member who has taken paid parental leave may elect to have academic decisions related to tenure deferred by one year for each such leave. Such a deferral shall be granted automatically on the request of the faculty member. A faculty member who has taken unpaid parental leave may elect to have academic decisions related to promotion and tenure deferred for a time period equal to the amount of leave time taken.

(ii) For the purpose of assignment of time and performance step increase, any period of paid parental leave shall be considered as a period of service to the University. For a faculty member who has taken paid or unpaid parental leave, the evaluation of performance for the purpose of time and performance step increase shall be based on a time period during which the faculty member was not on leave, giving due consideration for the longer-term performance of the faculty member.

APPENDIX 2 B.4.4 July 1, 1985

V MATERNITY LEAVE

1.01 Any female faculty member is eligible to receive a maternity leave for a period of up to seventeen consecutive weeks which includes the date of birth, provided she has been employed with the University for at least one year and eleven weeks prior to the expected date of birth. 1.02 A faculty member who: (i) is eligible for maternity leave and (ii) holds a probationary or tenured appointment, whether full-time or on a reduced workload, with the University will receive 95% of salary, to include eligible U.I.C. - administered maternity benefits for a maximum period of seventeen weeks. 1.03 A maternity leave may be taken at any time within a scheduled teaching or research and development semester. While it is desirable, it is not required that a leave coincide with the beginning and ending dates of a semester. With regard to the scheduling of duties, a faculty member granted a maternity leave will be viewed, for all administrative purposes, as having completed those responsibilities which would have been otherwise undertaken during the period of leave. For example, teaching or research and development assignments will not be rescheduled as an unfulfilled responsibility for that faculty member. A maternity leave which overlaps all or any portion of a research semester does not entitle a faculty member to take the period of overlap as research time subsequent to the end of the maternity leave unless approved by the Vice-President Academic. 1.04 The faculty member shall give written notice to the Chairman of her department of the date she expects her maternity leave to commence, and its duration, at least six months prior to the expected date of birth. Consideration will be given concerning the exact terms of this notice because of the uncertainties that relate to expected birth date. After submission of the written notice the faculty member and chairman may arrange whether she will resume teaching responsibilities upon return to the department during a normally scheduled teaching semester. -2- B.4.5 July 1, 1985 If additional leave is required beyond the maternity leave, the faculty member shall apply for leave without salary. Further, if a faculty member elects to have a maternity leave of six weeks or less after delivery, a medical certificate will be required before the employee may return to full-time duties. It is expected that a faculty member will return to the University for at least one year following a maternity leave. 1.05 A faculty member on maternity leave will continue to receive University benefits while on leave on a normal cost sharing basis; however, particiption in the Pension Plan is optional for the faculty member. 1.06 The faculty member will be considered for promotion and selective increase on the basis of performance during the balance of the year for which she was present. Consideration will be given to extending the maximum duration of a probationary appointment by one year because of maternity leave. The eligibility of a faculty member for leave with salary shall not be affected by her maternity leave. 1.07 The practices and procedures outlined in this policy may apply equally to the case of adoption. The granting of such adoption leave and salary benefits will apply only to recipients of U.I.C. adoption leave benefits. UNIVEIWTY (3/GUELPH

BOARD OF GOVERNORS MEMORANDUM

TO: Members, Board of Governors

FROM: Andrya A. Schulte, Secretary

SUBJECT: Report of the Finance Committee -- Revised 1991/92 Operating Budget for the University of Guelph

DATE: November 14, 1991

The Finance Committee, at its meeting of Friday, October 18, 1991, reviewed the attached Revised 1991/92 Operating Budget for the University of Guelph. In recommending the budget to the Board of Governors, the Committee would ask that the Board consider and approve one of the two options presented for pay-back of costs associated with the internal review. One option involves no additional charge to the operating budget and a payback period of approximately six years; the other, through a charge to the operating budget achieves a three- year payback. The Finance Committee was informed that due to serious concern with regard to the level of government funding expected for the next year, the Administration was recommending the longer-term payback.

The Finance Committee recommends that the Board, once a pay-back option is approved,

RESOLVE, That the University of Guelph Revised Operating Budget for 1991-92 be approved.

AndryaSc AAS/sm end

GUELPH • ONTARIO • CANADA • N1G 2W1 • (519) 824-4120, EXT. 2114 • FAX (519) 767-1350 UNIVERSITY OF GUELPH

91/92 OPERATING BUDGET UPDATE

Prepared for the Finance Committee of the Board

October 11, 1991 University of Guelph 91/92 Operating Budget Update Page 1

INTRODUCTION: The 91/92 Operating Budget was approved by the Board of Governors in April 1991 with an approved deficit of $3.5 million. This deficit consisted of a $1.0 million operating structural deficit and $2.5 million in one time costs for the implementation of the Internal Review of Non-Teaching units. In order to achieve the $1.0 million operating deficit, $3.5 million in identified Internal Review base cost reductions were committed to the 91/92 operating budget. As of October 1 1991, events have occurred to support the revision of estimates for both the Internal Review project and the regular 91/92 operating budget.

OPERATING BUDGET: Exhibit A (attached) contains major revisions in operating budget estimates exclusive of Internal Review costs. The distribution of these revisions across operating units is presented in Table 1, pages 2 and 3 under the column entitled 'Revised Estimates'. There is no net impact on the original projected operating deficit of $1.0 million. $4.492 million was received in additional revenue, all of which has been allocated to expenditure accounts mainly renovations and personnel costs.

INTERNAL REVIEW:

Costs: In the April Approved budget the Internal Review of Non-Teaching units was projected to cost $2.5 million. This deficit was to be repaid from one-time operating budget savings over three years. As of October 1991, most recommendations of Phase 1 and 2 have been implemented. Total projected one-time implementation costs are now $6.89 million over three years: $2.836 million in 90/91, $3.55 million in 91/92 and $499,000 in 92/93. Of the $2.836 million in 90/91 costs, $1.090 million was covered in 90/91 from accumulated allocated university surpluses leaving a $1.746 million deficit. This deficit was brought forward and forms part of the revised 91/92 budget.

Savings: Total projected savings are $5.288 million. These are permanent or base savings removed from the University's annual spending pattern. After transfers and the base costs of recommendations, the effective operating savings are projected at $4.637 million. Table 2, pages 1 and 2 contain details of savings and costs by units and fiscal year. Table 2, page 3 is a summary of Phase 1 and 2 savings and costs showing the timing and amounts of University of Guelph 91/92 Operating Budget Update Page 2 cumulative base savings. It is currently proposed to repay implementation costs over the next six years from uncommitted base savings of $1.137 million (refer to section C., Table 2, Page 3). In order to achieve the three year payback as was originally proposed, an additional $1.0 million would be required from the operating budget in each of the next three years.

SUMMARY : STATMENT OF APPROPRIATIONS, refer Table 1, page 1: In summary, the 91/92 revised operating budget will include a $1.0 million deficit from regular operations and $3.584 million in one-time implementation costs of the Internal Review project. The accumulated deficit at the end of fiscal 91/92 is therefore projected at $6.33 million: $1.0 million from 91/92 operations, $3.584 million from 91/92 Internal Review costs and $1.746 million from 90/91 Internal Review costs. UNIVERSITY OF GUELPH 91/92 BUDGET UPDATE EXHIBIT A SUMMARY OF OPERATING BUDGET CHANGES

INSTITUTIONAL REVENUES: Operating grant: a Additional grants from revised formula implementation assumptions: 579,000

* General reduction of grant by provincial government (531,000)

48,000 Tuition Fees: * Higher than budgeted enrolment approx. 700 students 1,628,000

Sundry: * Anti-recession grant committed for renovations 2,187,000

Other Revenue items: * General Accessibility 394,000 * Program Adjustment 246,000 * Faculty Renewal 3,000 * Research Infrastructure (14,000)

629,000

TOTAL ADDITIONAL REVENUE 4,492,000

INSTITUTIONAL EXPENSES: All Operating Units * Budget reduction to cover provincial government grant reduction (531,000)

Physical Plant and Renovations * Flow Through revenue from anti-recession grant 2,187,000

Academic Support Flow Through of Program Adjustment Grant 246,000

Unallocated Inflation Funds: * Salary settlements over budget estimate 1,171,000 * Capital renovations from operating 485,000 * Benefit cost increases over budget estimates 400,000 * UIC premium increases effective July 1, 1991 534,000

2,590,000

TOTAL ALLOCATED EXPENSES 4,492,000 UNIVERSITY OF GUELPH 91/92 BUDGET UPDATE

TABLE 1 - MAJOR ACCOUNT DETAILS

PAGE 1 - STATEMENT OF APPROPRIATIONS PAGE 2 - INSTITUTIONAL REVENUES PAGE 3 - INSTITUTIONAL EXPENSES

UNIVERSITY OF GUELPH - 91/92 BUDGET UPDATE TABLE 1 STATEMENT OF APPROPRIATIONS PAGE 1

91/92 Budget April Oct. 90/91 Approved ADD: Revised Actuals Budget Revisions Budget

Surplus (Deficit) from Operations: (1,929) (2,591) (2,591) * ADD: Unspent Funds from Prior Years 4,103 1,591 1,591

Total Funds Available 2,174 (1,000) (1,000) LESS: 90/91 Unspent Funds Committed for 91/92 (1,591) _ _ _

Net Surplus (Deficit) from Operations: 583 (1,000) 0 (1,000)

LESS: Implementation Costs of Internal Review (2,836) (2,500) (1,084) (3,584)

University Annual Surplus (Deficit) (2,253) (3,500) (1,084) (4,584)

ADD: University Surplus (Deficit) from Prior Years: 507 0 (1,746) (1,746)

Projected University Accumulated Surplus (Deficit) (1,746) (3,500) (2,830) (6,330) **

* See pages 2 and 3 for details.

** Note: Of this $6.33 million $5.33 is attributed to the one-time costs of the Internal Review project. This is calculated as $1.746 from 90/91 plus $3.584 from 91/92. UNIVERSITY OF GUELPH TABLE 1 91/92 OPERATING BUDGET UPDATE PAGE 2 Fiscal Year May 1,1991 to April 30 1992 18-Oct-91

91/92 ADD: Budget ADD: 91/92 Board 91/92 CHANGES Before INTERNAL REVIEW Revised Approved * Revised Internal 07-Oct-91 INSTITUTIONAL REVENUES: Budget Reallocate Carryfwds Estimates Review Savings Costs Budget

Grants, Fees & General Revenues: OPERATING GRANT 100,037 0 0 48 100,085 0 0 100,085 TUITION FEES 25,186 0 0 1,628 26,814 0 0 26,814 CONTRACT OVERHEADS 11,481 0 0 0 11,481 0 0 11,481 RESEARCH INFRASTRUCTURE GRANT 2,067 0 0 (14) 2,053 0 0 2,053 INTEREST REVENUES 2,000 0 0 0 2,000 0 0 2,000 ANCILLARY RECOVERIES 5,848 120 0 0 5,968 397 0 6,365 SUNDRY 528 0 0 2,187 2,715 0 0 2,715

Total Grants,Fees,General Revenues 147,147 120 0 3,849 151,116 397 0 151,513

Special Grants: GENERAL ACCESSIBILITY 5,743 0 0 394 6,137 0 0 6,137 DISABLED STUDENTS ACCESSIBILITY 252 0 0 0 252 0 0 252 PROGRAM ADJUSTMENT ENVELOPE 0 0 0 246 246 0 0 246 FAHIP GRANT 5,670 0 0 0 5,670 0 0 5,670 FACULTY RENEWAL GRANT 823 0 0 3 826 0 0 826 TAX GRANT 886 67 0 0 953 0 0 953

Total Special Grants 13,374 67 0 643 14,084 0 0 14,084

TOTAL INSTITUTIONAL REVENUE 160,521 187 0 4,492 165,200 397 0 165,597

* Refer to Exhibit A

UNIVERSITY OF GUELPH TABLE 1 91/92 OPERATING hUDGET UPDATE PAGE 3 Fiscal Year May 1,1991 to April 30,1992 18-Oct-91

91/92 ADD: Budget ADD: 91/92 Board 91/92 CHANGES Before INTERNAL REVIEW Revised. Approved * Revised Internal 07-Oct-91 Budget Reallocate Carryfwds Estimates Review Savings Costs Budget

397INSTITUTIONAL REVENUE: 160,521 187 0 4,492 165,200 0 165,597

INSTITUTIONAL COSTS: 39 170 94,056 TEACHING UNITS 83,586 10,633 (38) (334) 93,847 17,380 (294) 222 17,308 ACADEMIC SUPPORT 19,355 (2,745) 572 198 (27) 7,511 (449) 285 7,347 CENTRAL COMPUTING & COMMUNICATION 7,050 316 172 (16) 4,656 (289) 76 4,443 STUDENT SERVICES 4,259 438 (25) (36) 11,332 (892) 0 10,440 ADMINISTRATION 10,553 776 39 633 2,117 32,524 (1,200) 0 31,324 PHYSICAL PLANT AND RENOVATIONS 28,924 850 234 4,325 44 150 4,519 GENERAL EXPENSES 3,035 1,056 0 0 (3,500) 3,469 0 (31) INTERNAL REVIEW: SAVINGS (3,500) 0 0 UNALLOCATED INFLATION FUNDS 8,258 (11,137) 4 2,590 (285) 0 0 (285)

TOTAL INSTITUTIONAL COSTS 161,521 187 1,591 4,492 167,791 428 903 169,122

NET REV/(EXP) BEFORE REVIEW COSTS (1,000) 0 (1,591) 0 (2,591) (31) (903) (3,525)

INTERNAL REVIEW: COSTS 2,500 0 0 0 2,500 0 150 2,650

OPERATING NET REVENUE / (EXPENSES) (3,500) 0 (1,591) 0 (5,091) (31) (1,053) (6,175)

LESS: 91/92 COSTS OF INTERNAL REVIEW 3,584 * Refer to Exhibit A ANNUAL OPERATING SURPLUS (DEFICIT) (2,591) UNIVERSITY OF GUELPH 91/92 BUDGET UPDATE

TABLE 2 - INTERNAL REVIEW - 91/92 BUDGET UPDATE

PAGE 1 - SAVINGS SCHEDULE PAGE 2 - COSTS SCHEDULE PAGE 3 - SUMMARY OF COSTS AND SAVINGS

INTERNAL REVIEW - 91/92 BUDGET UPDATE TABLE 2

SAVINGS SCHEDULE PAGE 1

0/0 Total Effective Budget ESTIMATED SAVINGS SCHEDULES Gross MCU Reduction 91/92 92/93 93/94 94/95 Savings Savings DIRECTORATE

PHASE 1 Physical Resources -6.2% (1,200) (200) (1,400) (1,400) Financial & Admin -13.3% (250) (105) (100) (45) (500) (500) Admin. Services (447) (447) (447) Personnel (H.R.) -12.4% 0 (70) (30) (118) (218) (218) Arboretum -33.4% (89) (71) (160) (160) Residences -0.7% (93) (93) (80) Teaching Support Services -15.0% (235) (235) (235) Continuing Education -11.0% (165) (75) (240) (240) CSRC -2.3% (50) (50) (50) Academic Transfers 0 170

TOTAL Phase 1 -7.0% (2,529) (450) (201) (163) (3,343) (3,160)

PHASE 2 ATHLETICS -4.2% (92) (10) (102) (102) HEALTH SERVICES -6.0% (67) (33) (100) (100) EXTERNAL RELATIONS -7.3% (300) (300) (300) GRAD. STUDIES 0 50 CENTRE -INTER. PRGS. -4.7% (20) (10) (30) (30) OFFICE OF RESEARCH 0 0 CHILD CARE 0 0 ARTS CENTRE 0 0 LIBRARY -1.6% (100) (100) 0 REGISTRAR -2.1% (55) (55) 0 COMPUTING AND COMMUNICATIONS -6.4% (587) (161) (748) (610) EXECUTIVE OFFICES -6.7% (20) (140) (160) (35) HOSPITALITY & RETAIL -1.6% (350) (350) (350)

-3.6% (1,591) (354) 0 0 (1,945) (1,477) TOTAL -5.2% (4,120) (804) (201) (163) (5,288) (4,637) INTERNAL REVIEW - 91/92 BUDGET UPDATE TABLE 2 COSTS SCHEDULE PAGE 2

ESTIMATED COSTS SCHEDULES 90/91 91/92 92/93 93/94 94/95 DIRECTORATE PHASE 1 Physical Resources 1,629 40 181 1,850 Financial & Admin 285 285 Admin. Services 469 317 121 907 Personnel (H.R.) 150 150 Arboretum 85 85 Residences 102 20 122 Teaching Support Services 60 350 410 Continuing Education 26 140 166 CSRC 0 Academic Transfers 30 30 TOTAL Phase 1 2,286 1,267 452 0 0

PHASE 2 ATHLETICS 133 HEALTH SERVICES 292 EXTERNAL RELATIONS 42 21 GRAD. STUDIES CENTRE -INTER. PRGS. OFFICE OF RESEARCH 0 CHILD CARE 0 ARTS CENTRE 40 40 LIBRARY 38 26 64 REGISTRAR 192 192 COMPUTING AND COMMUNICATIONS 1,094 1,094 EXECUTIVE OFFICES 135 135 HOSPITALITY & RETAIL 170 170 CONSULTING FEES 550 150 700

550 2,286 47 0 0

TOTAL 2,836 3,553 499 0 0

UNIVERSITY OF GUELPH - 91/92 BUDGET UPDATE TABLE 2 SUMMARY OF INTERNAL REVIEW COSTS AND SAVINGS PAGE 3`

90/91 91/92 92/93 93/94 94/95 Total

A. IMPLEMENTATION COSTS (PHASES 1&2) 2,836 3,553 499 6,888 LESS: Costs Covered from 90/91 Operating Surpluses: (1,090) (1,090)

NET ANNUAL ONE-TIME COSTS: 1,746 3,553 499 5,798 CUMULATIVE ONE-TIME COSTS 1,746 5,299 5,798

B. NET ANNUAL BASE SAVINGS (PHASE 1&2) 3,469 804 201 163 4,637

CUMULATIVE BASE SAVINGS 3,469 4,273 4,474 4,637

90/91 91/92 92/93 93/94 94/95 95/96 96/97 97/98 C. IMPLEMENTATION COSTS PAYBACK PLAN:

TOTAL ANNUAL BASE SAVINGS (from B.) 3,469 804 201 163 LESS: BASE SAVINGS COMMITTED TO THE OPERATING BUDGET: (3,500)

NET ANNUAL BASE SAVINGS (31) 804 201 163

NET UNCOMMITTED CUMULATIVE BASE SAVINGS (31) 773 974 1,137 1,137 1,137 1,137 TOTAL CUMULATIVE COSTS (from A.) 1,746 5,299 5,798

Projected payback funds flow: (1,746) (5,330) (5,025) (4,051) (2,914) (1,777) (640) 497 5.6 years

NOTE: In order to payback implementation costs over 3 years an additional $1 million in each of the 3 years would have to be removed from the regular Operating budget. UNIVERSITY 1GUELPH

BOARD OF GOVERNORS

MEMORANDUM

TO: Members, Board of Governors

FROM: Andrya A. Schulte, Secretary

SUBJECT: Report of the Finance Committee - 1991/92 Revised Budget, Hospitality and Retail Services

DATE: November 14, 1991

The Finance Committee, at its meeting of October 18, 1991, reviewed and accepted the attached 1991-92 Revised Budget for Hospitality and Retail Services. The Finance Committee is recommending that the Board of Governors

RESOLVE, That the 1991/92 Revised Budget for Hospitality and Retail Services be approved.

AAS/sm encl

GUELPH • ONTARIO • CANADA • N1G 2W1 • (519) 824-4120, EXT. 2114 • FAX (519) 767-1350 HOSPITALITY and RETAIL SERVICES UNIVERSITY OF GUELPH

BOARD OF GOVERNORS

1991/1992 REVISED BUDGET

submitted October 1991 HOSPITALITY and RETAIL SERVICES UNIVERSITY OF GUELPH

BOARD OF GOVERNORS 1991/92 REVISED BUDGET

Prepared by: Mr. G.S. Round, Director Mr. K.J. Zinken, Assistant Director, Finance

EXECUTIVE SUMMARY

The merging of two major operations on campus, Hospitality Services and Retail Operations is allowing the University to effectively use its resources to provide a more complete service to the University of Guelph community. This revised budget reflects the changes that have already been implemented as well as those anticipated within the fiscal year. Highlights of the changes made to date, in this budget, are as follows:

1) The administration of the two operations were merged.

2) The Computer Store and Fine Arts Store were relocated to the second floor of the University Bookstore.

3) Computer servicing was eliminated from the Computer Store and an agreement was negotiated with an outside vendor to provide on site service.

4) The supply of stationery to University departments was eliminated and contracted out to a local company.

5) The Post Office was relocated to the Campus Junction Gift Shop and an application has gone forward to change the operation from a Sub Post Office to a franchised operation which will enable us to offer extended services.

6) The product lines offered in all stores were reviewed and revised to better suit the needs of the University community.

7) Purchase and inventory control systems were amended to ensure compliance with standard accounting procedures.

8) Point of sale systems and cash controls have been reviewed and upgraded to meet the internal control standards of the University. The net result of the above changes is a slight reduction in overall revenues due to the elimination of some services, but a significant savings in product and labour costs was realized with these changes.

In keeping with the University's fiscal plan an additional $350,000 has been added to the University's Special Fund Account.

The net effect of all changes within the operation is an operating profit of $82,304.

Respectfully submitted, HOSPITALITY and RETAIL SERVICES

G.S. Round, CMA K.J. Zinken, CMA Director Assistant Director, Finance UNIVERSITY OF GUELPH HOSPITALITY and RETAIL SERVICES DEPARTMENTAL OPERATING BUDGET 1991/92

1990/91 1991/92 ACTUAL BUDGET DIFFERENCE

REVENUE

BOOKSTORE $4,860,000 22.38% $4,880,000 22.52% 0.14% CAMPUS JUNCTION GIFT SHOP 1,119,000 5.15% 995,000 4.59% -0.56% COMPUTER STORE 2,163,000 9.96% 1,975,000 9.11% 0.85% GRYPHS PRO SHOP 210,000 0.97% 190,000 0.88% -0.09% EASTSIDE VARIETY 95,000 0.44% 100,000 0.46% 0.02% PHARMACY 594,000 2.74% 499,500 2.30% -0.43% HOSPITALITY SERVICES 12,673,000 58.36% 13,031,000 60.13% 1.77%

TOTAL REVENUE $21,714,000 100.00% $21,670,500 100.00% 0.00%

EXPENSES

COST OF GOODS SOLD $12,127,000 55.85% $11,191,000 51.64% 4.21% LABOUR COST 6,393,000 29.44% 5,799,118 26.76% -2.68% OPERATING EXPENSES 3,816,000 17.57% 4,598,078 21.22% 3.64%

TOTAL EXPENSES $22,336,000 102.86% $21,588,196 99.62% -3.24%

PROFIT/(LOSS) ($622,000) -2.86% $82,304 0.38% 3.24% UNIVERSITY OF GUELPH HOSPITALITY and RETAIL SERVICES DEPARTMENTAL OPERATING BUDGET 1991/92 I 1991/92 BUDGET % REVENUE

BOOKSTORE $4,880,000 22.52% CAMPUS JUNCTION GIFT SHOP 995,000 4.59% COMPUTER STORE 1,975,000 9.11% GRYPHS PRO SHOP 190,000 0.88% EASTSIDE VARIETY 100,000 0A6% PHARMACY 499,500 2.30% HOSPITALITY SERVICES 13,031,000 60.13%

TOTAL REVENUE $21,670,500 100.00% COST OF GOODS SOLD

BOOKSTORE $3,716,000 17.15% CAMPUS JUNCTION GIFT SHOP 557,000 2.57% COMPUTER STORE 1,620,000 7.48% GRYPHS PRO SHOP 127,000 0.59% EASTSIDE VARIETY 67,000 0.31% PHARMACY 255,000 1.18% HOSPITALITY SERVICES 4,849,000 22.38%

TOTAL COST OF GOODS SOLD $11,191,000 51.64% LABOUR COST

ESTABLISHED PROFESSIONALS $716,407 3.31% ESTABLISHED HOSPITALITY SERVICE 1,547,510 7.14% ESTABLISHED STAFF ASSOCIATION 613,070 2.83% ESTABLISHED SUPERVISORY 158,045 0.73% TEMPORARY SUPPORT STAFF 1,897,277 8.76% OVERTIME 74,900 0.35% SHIFT PREMIUM 40,000 0.18% SUB-TOTAL 5,047,209 23.29%

FRINGE BENEFITS 751,909 3.47%

TOTAL LABOUR COSTS $5,799,118 26.76% OPERATING EXPENSES

TRAVEL $28,662 0.13% HOSPITALITY 1,000 0.00% OTHER OPERATING 1,882,633 8.69% SUB-TOTAL 1,912,295 8.82% EQUIPMENT COSTS 181,955 0.84% INTERNAL CHARGES 2,503,828 11.55%

TOTAL OPERATING EXPENSES $4,598,078 21.22%

PROFIT $82,304 0.38% UNIVERSITY /GUELPH

BOARD OF GOVERNORS MEMORANDUM

TO: Members, Board of Governors

FROM: Andrya A. Schulte, Secretary

SUBJECT: Report of the Finance Committee - Transfer to Heritage Fund

DATE: November 14, 1991

Following the death of Mr. Matthew Wilks Keefer, the University was asked to accept title to and management responsibility for approximately 938 acres of Cruickston Park Farm. Title to the remaining 42 acres remained as a life interest with Mrs. Keefer and the Misses Keefer.

Upon acceptance of management responsibility, the University auctioned the Hereford herd in 1973, realizing $124,550 in the process. These funds were set aside in a Trust, and the interest thereon was used in support of farm operations. The value of the Trust to date is $298,983.

With the death of Mrs. Keefer in September, 1990, full title to the remainder of Cruickston Park Farm passed to the University. The capital proceeds from the estates of Eliza and Petrina Keefer similarly passed to the University and have been deposited in the Heritage Fund as directed by the Board in June, 1991.

It would now be appropriate to also transfer the proceeds from the sale of the herd to the Heritage Fund. The Finance Committee is therefore recommending that the Board,

RESOLVE, That the $298,983 realized from the sale of the Cruickston Park Farm herd be transferred to the Heritage Fund.

Andry chulte

AAS/sm WIO

GUELPH • ONTARIO • CANADA • N1G 2W1 • (519) 824-4120, EXT. 2114 • FAX (519) 767-1350 UNIVElkSITY /GUELPH

BOARD OF GOVERNORS

MEMORANDUM

TO: Members, Board of Governors

FROM: Andrya A. Schulte, Secretary

SUBJECT: Report of the Membership Committee - Newly Appointed Graduate Student Board Member

DATE: November 11, 1991

As you will recall, the Board, at its meeting of September 26, 1991, approved the appointment of a graduate student to the Board of Governors. It has now been confirmed by the Graduate Student Association that David Phipps, the Association President, will serve on the Board for the balance of this year.

The Membership Committee has concluded that a graduate student would be a valuable addition to the Physical Resources and Property Committee. The appointment is supported by both Mr. Phipps and Mr. McMillan, Chair of that Committee. The Board is therefore asked to

RESOLVE, That David Phipps be appointed to the Physical Resources and Property Committee, effective immediately.

Andry Schulte AAS/s

GUELPH • ONTARIO • CANADA • NIG 2W1 • (519) 824-4120, EXT. 2114 • FAX (519) 767-1350 (For Information) UNIVERSITY OF GUELPH BOARD OF GOVERNORS REPORT OF THE PRESIDENT ON FACULTY AND ADMINISTRATIVE PERSONNEL September 19, 1991 to November 23, 1991

DATE OF NAME DEPARTMENT/RANK APPOINTMENT TENURE

FACULTY APPOINTMENTS

N i 1

ADMINISTRATIVE APPOINTMENT

1.Dr. D. G. Porter Chair, Biomedical Sciences, OVC Jan. 1/92 Reappointment for a second five-year term

2.Dr.Michael Moss Associate Dean, Faculty of Environmental Sciences Jan. 1/92 for 5 years

ADJUNCT APPOINTMENTS

1.Mr. W. J. Moore Ag. Ec. and Business Nov. 1/91 for 3 years

2.Ms. Judith Colbert Ag. Ec. and Business Nov. 1/91 for 3 years

3.Miss Jean Little English Language and Literature Jan. 1/92 for 3 years

4.Dr. J. D. Poll Physics Jan. 1/92 for 3 years BRIEFING NOTES UNIVERSITY OF GUELPH MONTHL Y FINANCIAL STATEMENTS OCTOBER 1991 Fiscal Year Ending April 30, 1992

STATEMENT 1 - OPERATING FUND:

The following is a brief explanation of the major variances or unusual spending patterns associated with the Operating fund, excluding the OMAF contract. The budgeted deficit of $3.5 million was revised, assuming approval by the board, in the month of October to the new level of $6.175 million. The format of this statement shows an annual budget, actual to date and the percentage of the budget spent to date. As of October 31, six months of the year (50%) have been completed.

Tuition Fees: Actual is 36% of budget due to concentration of enrolment in the fall and winter semesters. There will be an increase in tuition revenue towards the end of the winter semester.

Interest Income: Actual is 35% of budget due to the increased operating deficit, and to a lesser extent, the declining interest rates.

University Affairs & Development: Actual is 62% of budget, because budgeted cost recoveries of $150,000 will not be recorded until early 1992.

Library Acquisitions: Actual is 33% of budget as the bulk of purchases are made later in the year.(November - January)

Physical Resources - Utilities: Actual is 37% of budget because the bulk of spending occurs in the winter months. This is consistent with prior years.

Internal Review: Actual is 81 % of budget because most of the buy out costs and consulting fees incurred as a result of Phase 1 and 2 of the Internal Review have already been charged.

Surplus (Deficit): Actual is 104% of budget. This is primarily due to the seasonal differences between revenue and expense flows and the impact of Phase 1 and 2 costs.

1 BRIEFING NOTES UNIVERSITY OF GUELPH MONTHL Y FINANCIAL STATEMENTS OCTOBER 1991 Fiscal Year Ending April 30, 1992

Statement Of Appropriations: Summarizes the current year position with any prior year accumulated surpluses or deficits and appropriations. The "Prior Year Unappropriated Balance" deficit is due to Internal Review costs, and "Prior Years Appropriations" are 90/91 commitments to be spent in 91/92.

STATEMENT 2 - OMAF CONTRACT: (Ontario Ministry of Agriculture and Food)

Statement 2 reflects the new format, which is consistent with that of Statement 1, as both of these statements combined, equal the University's total Operating Fund.

In summary, the results to the end of October show no major anomalies. The contract is typically underspent for the first 6 to 8 months of the fiscal year. 0.

STATEMENT 3 - RESIDENCES:

Married Student Housing, Miscellaneous Revenues: The delay in the completion of the family housing project has resulted in a combined negative variance of $441,000. Full occupancy is now planned for January 1992 instead of the initial estimate of September 1. This will not threaten the overall economic viability of the project.

Personnel: There is a $115,000 negative variance in personnel, due to the increased temporary staff needed at the new family housing project. These are one time costs and will be eliminated, once full occupancy is reached.

Financing: There is a $680,000 positive variance under the six month budget. Financing charges were based upon an early completion date for the Family Housing project.

2 BRIEFING NOTES UNIVERSITY OF GUELPH MONTHL Y FINANCIAL STATEMENTS OCTOBER 1991 Fiscal Year Ending April 30, 1992

Operating: There is a $282,000 negative variance under the six month budget, due to the costs spent on new lighting for single student residence (approximately $100,000.). This is an ongoing cost as the buildings are twenty years old and are in need of repairs.

STATEMENT 4 - HOSPITALITY/RETAIL SERVICES:

This is now a combined statement for Hospitality Services and the old Retail division. For the purposes of this presentation, both the budget and actual figures for the two divisions have been consolidated. The budget reflects the revised budget presented to and approved by the Finance committee of the Board in October.

Operating: A negative variance of $307,000 exists because of the purchase of additional cash registers and the necessary reprogramming costs (approximately $200,000.) in retail operations.

The balance of the figures show no major variance from the projected annual combined profit of $82,000.

STATEMENT 5 - STATEMENT OF FUND BALANCES - TRUST AND ENDOWMENTS:

The purpose of this statement is to summarize the major trust and endowment account activities. The opening balances are based on closing fiscal 90/91 fund balances. As of September, the University of Guelph Heritage Fund is shown as a separate endowment. The funds were transferred from the University Endowment, and the old Land Endowment funds.

Awards and Scholarships: The major receipts represent the allocation of 90/91 interest earned from the endowed portion of these funds.

3 BRIEFING NOTES UNIVERSITY OF GUELPH MONTHL Y FINANCIAL STATEMENTS OCTOBER 1991 Fiscal Year Ending April 30, 1992

Special Purpose: The receipts are from a variety of smaller miscellaneous accounts which have individual accounting and reporting requirements.

STATEMENT 6 - SUMMARY OF THE OPERATING PORTFOLIO:

Bank Account: The deficit in the bank balance can be attributed to the capital and real estate projects' deficit. The shortfall in funding has resulted in a cash shortage of approximately $1.608 million dollars.

Due to the favourable spread between prime rate borrowing costs and the yield on longer term investments, these investments have not been cashed for purposes of covering the current account deficiency.

0. STATEMENT 7 - SUMMARY OF ENDOWMENT PORTFOLIO:

The purpose of this statement is to provide a brief reconciliation of the components of the endowment funds.

Accrued interest earned is calculated as of the end of April 1991, per the Canada Trust statements.

Endowed funds invested in operating are funds in transit.

4 UNIVERSITY OF GUELPH

FINANCIAL STATEMENTS

OCTOBER 1991

INDEX

Statement Number

Operating Fund Account

1. Statement of Revenue, Expenditure and Fund Balance - General Purpose Funds.

2. Statement of Revenue, Expenditure and Fund Balance - OMAF Funds

Ancillary Operations

3. Residences - Statement of Revenue and Expenditures.

4. Hospitality Services/Retail Operations - Statement of Revenue and Expenditures.

Trust and Endowment Funds

5. Statement of Fund Balances.

Investments

6. Summary of Expendable Portfolio.

7. Summary of Endowment Portfolio.

UNIVERSITY OF GUELPH STATEMENT 1 OPERATING FUND EXCLUDES O.M.A.F. CONTRACT STATEMENT OF REVENUE, EXPENDITURE AND FUND BALANCE FOR SIX MONTHS ENDED OCTOBER 31, 1991 (IN THOUSANDS OF DOLLARS) ACTUAL BUDGET 6 MONTHS 12 MONTHS TO OCTOBER 31 1991/92 REVENUE: MCU GRANTS:GENERAL OPERATING 106,474 54,219 50.9 TUITION FEES 26,814 9,757 36.4 OMAF INDIRECT 8,613 4,307 50.0 INTEREST INCOME 2,000 695 34.8 SPECIAL GRANTS 5,142 3,175 61.7 FAHIP (VET. CLINICAL ED. PROGRAM) 5,670 2,835 50.0 SUNDRY 10,884 4,478 41.1

TOTAL INSTITUTIONAL REVENUE 165,597 79,466 48.0 INSTITUTIONAL COSTS: TEACHING UNITS 94,308 47,511 50.4 ACADEMIC SERVICES 13,695 6,805 49.7 COMPUTING/COMMUNICATION 7,708 3,515 45.6 STUDENT SERVICES 4,453 2,443 54.9 ADMINISTRATION 7,660 4,154 54.2 PHYSICAL RESOURCES-OPERATION 20,207 9,855 48.8 UNIVERSITY AFFAIRS & DEVELOPMENT 2,521 1,574 62.4 LIBRARY ACQUISITIONS 2,915 965 33.1 PHYSICAL RESOURCES-UTILITIES 8,186 2,997 36.6 RENOVATIONS 3,180 1,544 48.6 INTERNAL REVIEW (EXTERNAL COSTS) 2,650 2,139 80.7 GENERAL EXPENSE 4,289 2,372 55.3 MCU OPERATING COSTS 171,772 85,874 50.0 SURPLUS (DEFICIT)-CURRENT YEAR (6,175) (6,408) 103.8

STATEMENT OF APPROPRIATIONS

SURPLUS (DEFICIT)-CURRENT YEAR (6,175) (6,408) PRIOR YEAR UNAPPROPRIATED BALANCE (1,746) (1,746) PRIOR YEARS APPROPRIATIONS 1,591 1,591 CUMULATIVE SURPLUS (DEFICIT) (6,330) (6,563) STATEMENT 2 UNIVERSITY OF GUELPH OPERATING FUND O.M.A.F. CONTRACT STATEMENT OF REVENUE, EXPENDITURE AND FUND BALANCE FOR SIX MONTHS ENDED OCTOBER 31, 1991 (IN THOUSANDS OF DOLLARS) ACTUAL 6 MONTHS BUDGET TO OCTOBER 31 1991/92 REVENUE: CONTRACT GRANT 34,589 17,244 49.9

EXPENDITURE: RESEARCH 18,675 9,135 48.9 SERVICE 1,837 949 51.7 EDUCATION 1,828 794 43.4 RESEARCH STATIONS 2,863 1,123 39.2 ACADEMIC SERVICES 793 310 39.1 UNALLOCATED EXPENSES 308 (60) (19.5) TOTAL DIRECT COSTS 26,305 12,250 46.6

SERVICE COSTS 8,613 4,307 50.0 TOTAL EXPENDITURES 34,918 16,557 47.4

SURPLUS (DEFICIT)-CURRENT YEAR (329) 688 (209.1) PRIOR YEAR APPROPRIATIONS 329 329

SURPLUS (DEFICIT) 0 1017 UNIVERSITY OF GUELPH STATEMENT 3 RESIDENCES STATEMENT OF REVENUE AND EXPENDITURES SIX MONTHS ENDED OCTOBER 31, 1991 (IN THOUSANDS OF DOLLARS)

BUDGET ACTUAL 6 MONTHS 6 MONTHS ANNUAL TO DATE TO DATE VARIANCE BUDGET REVENUE: STUDENT CONTRACTS 2,693 2,664 (29) 9,348 CONFERENCES 597 688 91 653 MARRIED STUDENT HOUSING 911 470 (441) 1,823 MISCELLANEOUS 425 312 (112) 849 TOTAL REVENUE 4,626 4,134 (491) 12,672

EXPENDITURES: 'PERSONNEL 955 1,070 (115) 1,909 PERATING 690 972 (282) 1,380 INTERNAL CHARGES 2,600 2,561 38 5,199 EQUIPMENT 196 114 83 393 FINANCING 1,648 968 680 3,296 RENOVATIONS 605 '692 (87) 1,209 TOTAL EXPENDITURES 6,694 6,377 317 13,386

EXCESS OF REVENUE OVER EXPENDITURES (2,068) (2,243) (174) (714) UNIVERSITY OF GUELPH STATEMENT 4 HOSPITALITY SERVICES/RETAIL OPERATIONS STATEMENT OF REVENUE AND EXPENDITURES SIX MONTHS TO OCTOBER 31, 1991 (IN THOUSANDS OF DOLLARS) BUDGET ACTUAL 6 MONTHS 6 MONTHS VARIANCE ANNUAL TO DATE TO DATE BUDGET

REVENUE

HOSPITALITY SERVICES 4,661 4,726 65 13,031 BOOK STORE 2,700 2,785 85 4,880 RETAIL OPERATIONS 2,000 2,046 46 3,760

TOTAL REVENUE 9,361 9,557 196 21,671

OPERATING EXPENDITURES .1=

PERSONNEL 2,800 2,790 10 5,799 COST OF SALES 5,370 5,480 (110) 11,191 OPERATING 1,100 1,407 (307) 2,089 DEPRECIATION 246 246 0 488 INTERNAL CHARGES 140 144 (4) 542 OVERHEAD 713 713 0 1,968 TOTAL EXPENDITURES 10,369 10,780 (411) 22,077

NET INCOME (DEFICIT) (1,008) (1,223) (215) (406)

CHANGE IN FINANCIAL POSITION

NET INCOME (1,008) (1,223) (215) (406) ADD: DEPRECIATIOM 246 246 0 488 LESS: CAPITALIZATION EXP 0 0 0 0 NET CASH FLOW (762) (977) (215) 82

STATEMENT 5 UNIVERSITY OF GUELPH TRUST AND ENDOWMENT FUNDS STATEMENT OF FUND BALANCES SIX MONTHS ENDING OCTOBER 31, 1991 (IN THOUSANDS OF DOLLARS) DISBURSEMENTS FUND RECEIPTS & TRANSFERS FUND BALANCES 6 MONTHS 6 MONTHS BALANCES AT MAY 1 TO TO AT 1991 OCT 31 OCT 31 OCT 31 ENDOWED FUNDS: RESEARCH 803 0 0 803 AWARDS AND SCHOLARSHIPS 12,999 315 0 13,314 U of G HERITAGE FUND 0 0 10,218 10,218 UNIVERSITY ENDOWMENT 15,003 0 (7,459) 7,544 HOSPITALITY FUND 594 0 (10) 584

TOTAL ENDOWED 29,399 315 2,749 32,463

LOAN FUNDS: 424 2 (1) 425

TOTAL ENDOWED & LOAN FUNDS 29,823 317 2,748 32,888 EXPENDABLE FUNDS:

DEVELOPMENT FUND 4,874 1,863 (2,427) 4,310 ANNUAL FUND 1,016 598 (521) 1,093

UNIV AFFAIRS & DEVELOPMENT 5,890 2,461 (2,948) 5,403 RESEARCH 10,455 15,181 (19,018) 6,618 AWARDS AND SCHOLARSHIPS 154 1,773 (950) 977 SPECIAL PURPOSE 7,935 (187) (852) 6,896 RESEARCH FELLOWSHIP 44 186 (126) 104 MACDONALD STEWART FUND 79 4 0 83

TOTAL EXPENDABLE 24,557 19,418 (23,894) 20,081

54,380 19,735 (21,146) 52,969

UNIVERSITY OF GUELPH STATEMENT 6 SUMMARY OF OPERATING PORTFOLIO AS AT OCTOBER, 1991 (IN THOUSANDS OF DOLLARS) BALANCE OF TERM TO MATURITY LESS THAN 3-6 6-12 MORE THAN 3 MONTHS MOS. MOS. 12 MONTHS TOTAL

BANK ACCOUNT: (1,608) (1,608) -13.21 GOVERNMENTS: FEDERAL & GUARANTEES 0 0 984 2,340 3,324 27.32 PROVINCIALS: ONTARIO HYDRO 247 1,185 1,432 11.77 MANITOBA 303 303 2.49 NEWFOUNDLAND 100 100 0.82 PEI 99 99 0.81 SASKATCHEWAN 100 100 0.82 ---- 247 0 0 1,787 2,034 16.71 TRUST COMPANIES: CENTRAL GUARANTY 500 500 4.11 MONTREAL TRUST 200 200 1.64 NATIONAL TRUST 500 500 1,000 8.22 ROYAL TRUST 685 685 5.63 O 0 1,000 1,385 2,385 19.60 ACCEPTANCE COMPANIES: OTHER CORPORATIONS: ALCAN 200 200 1.64 B.C. TELEPHONE 300 300 2.47 NOVA 648 648 5.33 OLYMPIA & YORK 596 596 4.90 PAN CANADIAN PETRO 200 200 1.64 O 0 0 1,944 1,944 15.98 BANKS: C.I.B.C. 494 494 4.06 ROYAL BANK 3,092 3,092 25.41 TORONTO DOMINION 503 503 4.13 O 0 0 4,089 4,089 33.60 (1,361) 0 1,984 11,545 12,168 100.00 -11.19% 0.00% 16.31% 94.88% 100.0% CURRENT PORTFOLIO SHORT TERM YIELD < YR. -- 8.66% CURRENT PORTFOLIO LONG TERM YIELD > 1 YR. -- 10.45% YEAR-TO-DATE AVERAGE YIELD 10.10% STATEMENT 7

UNIVERSITY OF GUELPH SUMMARY OF ENDOWMENT PORTFOLIO AS AT OCTOBER 31, 1991 (IN THOUSANDS OF DOLLARS)

TOTAL % WOOD GUNDY (AS MANAGER) 29,085 88.44

ACCRUED INTEREST (APRIL 30/91) 439 1.33

ENDOWED FUNDS INVESTED 272 0.83 IN OPERATING 29,796 90.60

CUTTEN CLUB 3,092 9.40 32,888 100.00 UNIVERSITY piGUELPH

BOARD OF GOVERNORS

MEMORANDUM

TO: Members, Board of Governors

FROM: Andrya A. Schulte, Secretary

SUBJECT: An Item of Other Business - Meeting of November 28, 1991

DATE: November 27, 1991

By means of the attached memorandum, the Board of Governors is being asked to approve a change to the terms of reference for the University Judicial Committee. As you will recall, responsibility and authority for University non-academic regulations governing students is vested in the Board of Governors. The Committee on Student Rights and Responsibilities was established to make recommendations to the Board for all areas of student conduct not covered by the University Senate.

On the recommendations of the Committee on Student Rights and Responsibilities (see attached), the Board is asked to,

RESOLVE, That the amendment to Section III of the terms of reference for the Judicial Committee, as presented, be approved.

Andry S AAS/sm end

GUELPH • ONTARIO • CANADA • N1G 2W1 • (519) 824-4120, EXT. 2114 • FAX (519) 767-1350 UNIVERSITY OF GUELPH MEMORANDUM

OFFICE OF STUDENT AFFAIRS

TO: Andrya Schulte, Secretary Board of Governors

FROM: B. Sullivan, Chair EXT: 3868 Student Rights and Responsibilities

DATE: 22 November 1991

SUBJECT: Judicial Committee Quorum

At its meeting on November 20, 1991, the Committee on Student Rights and Regulations approved the following change to Section III of the terms of reference for the Judicial Committee:

Section III - Quorum

A quorum shall be the Chair (or in the absence of the Chair, the Deputy Chair) and four voting members, consisting of at least one faculty member and at least two students.

The Judicial Committee load is quite heavy and the group has instituted weekly meetings. This has led to occasional difficulty in achieving quorum, the requirement for which is presently five out of the eight members, excluding the Chair. The Committee on Student Rights and Responsibilities supports the Judicial Committee's proposal that quorum can be reduced by one with no loss of effectiveness.

I would appreciate your placing this matter on the Board of Governors agenda for review and approval. No other amendments to the procedures are being proposed at this time.

cc: B. Allen, Chair, Judicial Committee