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. 2 • 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,

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