UNIVERSITY OF GUELPH BOARD OF GOVERNORS 9:30 a.m., Thursday, November 27, 1986 Board Room (Room 424) University Centre University of Guelph
- AGENDA - 1. Approval of Agenda Motion 2. Approval of Minutes Motion 3. Executive Authority Motion 4. University Centre Annual Report Motion 5. Report of the Finance Committee 6. Report of the Pension and Benefits Committee (a) Pension Benefits - Former Civil Servants Motion (b) Early Retirement Motion 7. Report of the President (a) Status Report (b) Appointments (c) Amendment to Faculty Policies Motion 8. Report of the Vice-President Academic (a) Status Report 9. Report of the Vice-President Administration (a) Physical Resources - Status Report (b) Art Centre (c) Status Report 10. Monthly Financial Statements 11. Major Gift Campaign 12. Other Business In Camera 13. Property and Planning Update 14. Adjournment
NOTE: A luncheon will be held in Room 441, University Centre immediately following the Board meeting. UNIVERSITY OF GUELPH BOARD OF GOVERNORS
Rerum GUELPH, ONTARIO, CANADA N1G 2W1 Cognoscere Telephone (519) 824-4120 Causas
November 18, 1986
MEMORANDUM
To: Members of the Board of Governors Re: University Centre Annual Report
The University Centre Annual Report for 1985-86 is presented to the Board for consideration and approval. The Report has been reviewed by the University Centre Board and has received its approval. Mr. David Akin, Chairman of the University Centre Board, Mrs. Rosemary France, past-Chairman and Mr. Ron Collins, Director of the University Centre will be present to speak to the Report and answer any questions which you may have. The Board is asked to approve the following resolution:
RESOLVED, That the University Centre s Annual Report for the year 1985-86 be approved as presented.
R.D. Lockie Assistant Secretary UNIVERSITY CENTRE ANNUAL REPORT
C. 197 ......
UNIVERSITY pi GUELPH ...v.,,,,,
THE PEOPLE ...,„,, Director University Centre Ron Collins Assistant Director dministrative Assistant Jim Bates Secretary to the University Centre Board Kathy Boyce Business Management Manager - Gladys Hawkins Accounting Staff- Stenographer/Receptionist Marlene Black - Marianne Szucs Nancy DeSero
Building Management and Reservations Games Room and Manager - Marilyn Hahn Boo Sports Bar Information Desk Staff: Pat Eton, Bonnie Shortill, Janine Griffon - Renaud Manager - Bill Goulden Special Events Co-ordinators: and 16 student employees Nick Boyadjian - Craig Martin and 25 student employees Food and Beverage Manager - Joe Barth Programming Manager, Licensed Special Events - Manager - Wayne Hepburn Francis Ronald Assistant Manager - Paul Holland 1985/86 University Centre Board Assistant Manager, Food - Coordinator Publicity and Public John Liddle (Reports to the Board of Governors, Supervisor, Beverage - Neil Foote Relations - Anita Veldboom University of Guelph) and 12 student employees Food Staff- Rosemary France, Chairman Murray Tawse Alumni Association and 155 student employees J. David Akin, Vice-Chairman Central Student Association Roger Jenkins, Chairman, Management and Operations Committee - Support Staff Eric Martin, Chairman, Finance Committee Central Student Association Roberta Mason, Chairman, Programming Committee Central Student Asociation Tom Beal Central Student Assocation John Bentley Central Student Association Dennis Bonney Central Student Association Heather Cox Central Student Association Perry Grobe Central Student Assocation Michael Herbert University Administration Don McArthur Alumni Association Marc McManamna Graduate Student Association Jeff Miller Central Student Association David Overton Faculty Club Carolyn Pawley Faculty Club Gladys Phillips Support Staff Jaye Robinson Central Student Association Brian Sullivan Student Services Laurie Thompson Graduate Student Association compared with $5,682 surplus originally in and around the University Centre has forecast. This deficit is due largely to the reached the point that in order to accommodate reduced volume of beverage alcohol dispensed. the needs of the university community, As the result of continued review by the expansion will have to be considered in the near University Centre Board s Finance Committee, future. with management s assistance, and discussion It is with great pride that I submit this annual with the University, the unfavourable trend report to you. Our University Centre continues identified in prior reports has been addressed. to be one of the finest in Canada. We are often The present fiscal year s budget calls for a consulted by other facilities for advice on both surplus of $105,360 before, and $13,511 after governance and operations. It offers an capital items. Our five year forecast is also extremely diverse program of events, activities, encouraging. The University Centre continues to services and facilities to a very receptive review and control its costs; at the same time university community; as well as to the greater actively searching out alternative revenue Guelph community in many instances. My sources. While our financial wellbeing is of personal thanks goes to the volunteer members obvious significance, it is important to stress of the University Centre Board for their that the University Centre is not solely a unselfish objectivity; to the University for its commercial venture. Our primary goal is that cooperative spirit; and to the staff of the the University Centre be the "living room" of University Centre for their dedication. It remains our campus. A great number of our activities, a privilege and pleasure to work within such a events, facilities and services are offered at little fine community. or no charge. Respectfully submitted, While the year reported on represented a challenging one, particularly in the area of cultural programming, it continued to see the University Centre as the hub of the university community. Our staff continues to work closely with university community organizations to R. G. (Ron) Collins, Director encourage the initiation of, and assist in the University Centre execution of their events. The volume of activity University of Guelph
2 PROGRAMMING
Wednesday Noon Hour Concerts ftrformance Season
SPRING / SUMMER 1985 For Children: Eric Nagler James Fry (original folk music) The Carlos Lopez Group (jazz) Sharon, Lois and Bram Bob Schneider The Nurk Twins (Beatles music) (Reggae) Fred Penner Eugene Smith (pop keyboard) Jim Witter For Adults: (pop and folk) Steve Middleton Gowan (pop and folk) James Gordon The Spitfire Band The Beirdo Brothers (music and comedy) Jane Siberry FALL 1985 The Cambridge Buskers Sneezy Waters (country and folk) Don Messers Jubliee Roy Harper (folk, rock and blues) Ann Mortifee The Shuffle Demons (comedy and jazz) Maureen Forrester Bowser and Blue (comedy and music) Medieval Vignettes (song, dance, combat) Whitenoise (jazz) Repertory Dance Company of Canada (dance) Gaberlunzi (celtic music) The Double Eagle Band (prairie mountain music) Jim Avon (blues and rock) The Mime Company Unlimited (mime) - Confederation WINTER 1986 Perfect World (new music) James Gordon (folk, blues, jazz) The Romaniac Brothers (Ethno Fusion) Bowser and Blue (comedy and music) Steve Middleton (folk and pop music) The Reverbs (rhythm and blues) The Huron Brothers (jazz and folk) College Royal Talent Fest Preview (variety show) Whisky Jack (country music) The University of Guelph Dance Class (dance) niversity Centre Debates Tune Into Fashion Fiction (fashion show) Rich and Famous (pop music) "The Pros and Cons of Campus Alcohol Sales" "Resolved That Canada Will Benefit From The Substantial Reductions In The Barriers To The Trading Of Goods And Services Between The United States and Canada" The "Free Trade" debate featured Mr. Carl Beigie of Dominion Security Pitfield, Professor Fred Lazar of York University and was moderated by Dr. Douglas Auld of the University of Guelph. ;ctures Yusaf Saloojee of the African National Congress spoke on "South Africa-Where to Now" and drew 350 people to Peter Clark Hall on October 2 at noon. 3 huttles 7000" Sports Bar Special
Two busloads of patrons attended "Cats" on Appearances September 5 at the Elgin Theatre in Toronto. Ski champion Steve Podborski, sportscaster Dick The four "Hockey Shuttles", operated by the Beddoes, ex-Maple Leaf and sportscaster Jim Programming Department, were successful. Two McKenny and ex-football star and wrestler trips to Buffalo featured games with Edmonton Angelo Mosca made visits to the "BOO" Sports and Montreal, while the two trips to Toronto Bar and fielded questions from those featured games with Edmonton and assembled. Philadelphia. special Events !Peter Clark Hall Dances Community Barbeque: As members of a cross- The University Centre presented or co- campus committee, the University Centre sponsored with student groups licensed dances arranged and produced the adult entertainment in Peter Clark Hall. Many events were theme which included The Guelph Concert Band and dances with a D.J. Some themes were Downchild Blues Band. "Halloween Party", "The Dating Game", "Miami Fair November: Activities in the University Vice Party", "Hat and Tie Party", "Hawaiian Centre - November 14 through 17 were Party", "New York Suitcase Party", "Poor Man s dominated by this annual sale and exhibition of Formal" and "Spring Break Party". Canadian crafts. Live Bands were also features of a number of The University of Guelph Christmas Party: "A events. Some featured bands were "Strange Touch of Brass" entertained at the annual Advance", "Rational Youth", "The River Street Christmas dinner and dance. Band", "The Satellites", "1964", "Pride", "The Box" and "Images In Vogue". .Assistance to the University of Guelph Community p The Programming Office is available to advise and assist students, faculty and staff groups in the planning and implementation of their events. Some of the groups and events assisted during the year were: Student Development, OAC 87, College Royal, University Catholic Community, The French House, the University of Guelph Debating Society, OAC 86, OAC 89, East Residence, Mountain Hall, The Central Student Association, HAFA 88, MAC and MAIDS Halls, FACS 86 and Food Services.
`;Brass Taps Entertainment
The Wacky Wednesday Cabaret was a series of eight comedy cabarets held in the Brass Taps. The cabarets featured live comedians preceded 11 by old television comedies on the Brass Taps big 1 screen. These events were part of the Brass Taps Budget but were arranged by the Programming Department. 4 FOOD BEVERAGE
Brass Taps ell 1985 Summer 1985 In order to best accommodate the onslaught of patrons the University Centre s licensed The Brass Taps was subject to numerous facilities experience in September, all U.C. staff changes and improvements over the summer involved in the sale of alcohol were required to months: participate in the program "Serving Alcohol with Restoration of the paint and brightwork in the Care". This program was presented by Mr. bar. Russell Cooper, Executive Director of the Ontario Hotel Motel Association, formerly the Utilization of a new flooring material to Executive Director of the Liquor License Board resurface the back bar and walk-in precooler; of Ontario. All participants were awarded this material resembles a thick rubber and certificates upon successful completion of the reduces breakage and noise. written examination. Purchase of an additional ice machine for the noon sandwich bar; its excess capacity Other highlights of the semester included: proves very useful on busy evenings. Introduction of new food staff uniforms and Purchase and installation of a water aprons with humorous slogans. conditioner for the ice machine; the treated Cardboard hotdog cartons inscribed with the water produces harder, cleaner, longer- Brass Taps logo. lasting ice and reduces service and cleaning charges. Evolution of two new menu items: "Chili Ranchero" and "Nachos Supreme." Installation of new hand-operated soft drink dispensers at the stand-up bar stations. Elimination of the raw vegetable bar as a result of insufficient sales volumes. Addition of a half-pound burger and a steak sandwich to the menu; a switch to lighter Addition of new alcoholic beverages to the buns for hamburgers and hotdogs was Brass Taps bar list. received by our patrons with enthusiasm. Homecoming, Halloween and a four-week run Improvement of the noon sandwich bar; it of Wacky Wednesday Comedy Cabarets; these was upgraded with assorted raw vegetables events drew especially large crowds to the and a cut-your-own-cheese board. Brass Taps. Addition of a small serving of fries to the Winter 1986 menu. Resignation of Kathy Broadbent, Supervisor The Brass Taps continued to experience in of Bar Operations; the vacated position was Winter 1986 the same high level of activity it filled by Neil Foote. witnessed during the fall semester. Initiation of a major policy change regarding videos. Videos were shown only after 9:00 p.m. and were replaced during the day by FM music and the jukebox. Installation of a sign advertising the Brass Taps and other University Centre facilities along the boards of the Athletic Centre Arena. UNIVERSITY CENTRE Posting of take-out menus in the Boo Sports University of Guelph Bar. Orders were telephoned directly to the Brass Taps; response to this new service was excellent.
5 • Increase of the price of light beer to that of Licensed Special Events the regular beer price with no detectable shift in sales mix. Peter Clark Hall Licensed Special Events are closely linked with both the Programming • Preparation of lunch and dinner for Department and Food and Beverage. This year approximately 65 competitors participating in began with new goals and direction, and major the Intervarsity Snooker Championship, emphasis was placed upon user group hosted by the Games Room/"Boo" Sports assistance. Licensed Special Events increased Bar. its participation in the Alcohol Awareness • Introduction of the "Italian Burger", a pork- Program; in order to facilitate Alcohol based burger patty on a bun, in an effort to Awareness, all Licensed Special Events staff further appeal to the consumer s palate. The attended the seminar "Serving Alcohol and Italian Burger was eventually eliminated as Care" and alternative cocktails were made sales did not meet our expectations. available in Peter Clark Hall. The utilization of Peter Clark Hall was steady throughout the year, • Attendance of the Annual Hostex Show in and the University Centre assisted many user Toronto by key staff members. groups in the preparation and presentation of • Special events included "Nutrition Week", their functions. Some highlights of the year "The College Royal Ball", "Newfie New included the following: Years" and "St. Patrick s Day"; Wacky Wednesday Comedy Cabarets again drew • Allotment of distinctive new uniforms to capacity crowds. Licensed Special Events staff. • Implementation of door prizes (colour televisions, leather sports bags, trips to New York and the Bahamas) at a number of licensed special events; this new feature increased attendance markedly. • Introduction of the sale of food at every licensed event in Peter Clark Hall. • Distribution of table tents in Peter Clark Hall Lennox - Addington Halls and the • to inform patrons of the availability of menu PRESENT items. • Resignation of both student managers at the close of the year in order to pursue full-time THE HAWAIIAN PARTY careers.
6 BOO SPORTS BAR GAMES ROOM
Ummer 1985 "BOO" Sports Bar - Fall 1985
As fewer conference groups visited the Activities University of Guelph this summer compared to summer 1984, the "BOO" Sports Bar/Games Room did not expect the regular volume of Introduction of several "Theme Nights", business to be maintained. Upon final analysis, consisting of quizzes and special however, it was discovered that greater programming. revenues were generated than had been expected. Many of our patrons participated in Promotion of the "BOO" Sports Bar/Games the three billiard/snooker tournaments held Room by way of flyers sent to all residence during the summer. Towards the end of the rooms. semester staff responsibilities were realigned Full support of the University Centre s and new part-time staff selected in preparation Alcohol Awareness Program; a high for the fall. percentage of revenues were generated through the sale of non-alcoholic beverages. Constant effort made to attain a club-like atmosphere in the "BOO" Sports Bar through the creation of various leagues: darts, euchre, backgammon, etc. Guest appearance by Angelo Mosca, -ktis0•7 renowned football player and professional ame.r wrestler. v room
7 S
Games Room - Winter 1986 SOO" Sports Bar - Winter Activities 1986 Activities Mini - snooker tournaments proved very popular February was one of the most active months Games Room hosted the All Ontario of the fiscal year; revenues for both the Intervarsity Snooker and Table Tennis "BOO" Sports Bar and the Games Room Tournament in which ten universities took followed a positive trend. part, February 21, 22, and 23. Guelph Special Events included the NFL Superbowl finished with three seconds and one fourth in and guest appearances by World Cup skier the four categories. Steve Podborski, journalist Dick Beddoes, and The 11th Annual Games Room Awards sportscaster Jim McKenny. Banquet, honouring all of our winners and Bridge became a very popular pastime in the patrons, was held March 20th. Entertainment "BOO" Sports Bar during the winter months. was supplied by pianist John Zadro and the meal was followed by a dance with D.J. Bill Goulden, manager of the "BOO" Sports Bar/Games Room since its opening, retired in April; Mr. Goulden was replaced by Mr. Tournaments and Leagues Dennis Somerton. :Games Room - Fall 1985 Snooker League English Billards Handicap Activities Mixed Doubles Snooker Handicap Inter-Varsity Snooker and Table Tennis A maximum of ten teams competed weekly in Singles Snooker the snooker league. Women s Snooker Handicap Doubles Snooker Handicap Guelph hosted the Intervarsity Snooker match against the University of Western Ontario. Table Tennis Tournament (with finals held in the University Centre Courtyard) Overall, participation in Games Room Pinball Tournament (first prize - pinball activities was excellent. machine) BUILDING MANAGEMENT RESERVATIONS
ummer 1985 • Red Cross Blood Donor Clinic • Club Days Every summer, as student activity on the • Chess Club University of Guelph campus drops, the • Alcohol Awareness Week University s Conference Office increases its use • Women and Development: of the University Centre s facilities to Beyond the Decade accommodate the requirements of the visiting • Africa Week conference groups. Summer 1985 was no • Convocation Tea exception as 37 conference groups utilized • Distance Education Specialists University Centre meeting rooms and facilities. • Career Fair This activity generated revenues of • Canadian Society for 18th Century approximately $8,500.00. Some of the groups Studies Conference who visited the University during summer 1985 • Horse Week 1985 were: • Annual Greenhouse Conference Area Managers 250 • Student Services Good Roads 450 • Dream Auction General Assembly Presbyterian • Classical Dances Church of Canada 400 • Fair November Fore-Travel Motorcade 400 Human Sexuality 500 • Third World Bazaar • Guelph Interaction Conference Council of Muslim Communities 600 Alcoholics Anonymous 600 Suzuki Strings 400 Winter 1986 Semester Events The refurbishment of University Centre lounge • Registration I areas and meeting rooms remained a high • Used Book Sale priority during the summer. Our goal of • Ontario Gold Superintendents refurbishing the two main floor lounges was • Club Days completed with the furnishing of the common • Lawn Care and Landscape Seminars lounge adjacent to the dentist s office. The new • Annual Shave - Off furniture was bolted to the floor both for • Facs Week security reasons and to maintain a semblance of • Convocation Tea order. The old furniture was relocated to the • Residence Life Conference "quiet lounge". • China Week Activity in Building Management and the • Western Ontario Highland Information Desk increased dramatically with Dancing Competition the return of students in September. Building • Professional Development Days Management staff selected part-time staff for • Health Fair 86 the Information Desk and labourers and audio • College Royal Ball visual operators for Special Events. • March Counselling Appointments were followed by training and • Iron Ring Ceremony - orientation sessions for all of the new staff School of Engineering members. • Annual Games Room Banquet and Awards Night • Annual Athletics Awards Banquet :0111985 Semester Events • College Royal and Open House • House Advisor Training Weekend • Academic Counselling • Red Cross Blood Donor Clinic • Late Registration • OAC 86 Graduation Dinner • Orientation • Intermural Awards Banquet • Pep Rally • C.W. O.S.S.A. Directors Banquet • Used Book Sale • Chess Club Tournament A • Aggie Week • Professional Development Symposium
9 You Need Information, And You Need It Now? We Can Help.
provides • information regarding the • audio visual equipment University Centre, University of • locker rentals on a semesterly Guelph, and surrounding area basis • • lost and found vending machine refunds • photocopy service • newspapers/mail pick up • shower and towel service service • typing facilities • room reservations • magazine borrowing service • advice and assistance to user • music practice room groups
Advertisement promoting the services offered by the Information Desk
4o. Atakko". $. ,
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1 0 BUSINESS MANAGEMENT AUDITOR S REPORT
Business Management bears the responsibility Expectations of providing administrative support to each of the University Centre s operational areas. The • Completion of the conversion of all existing following are some highlights of the computerized systems from Lotus 1-2-3 to department s activities during 1985-86. Symphony, a more versatile software package. ummer 1985 • Continued training of the University Centre s Stenographic staff in the use of WordPerfect, a • Instruction of members of the Programming word processing program extensively used on Department in running ticket programs on the campus. IBM Personal Computer. • Further training of all University Centre full- • Involvement in the installation of a new point time staff members in the use and capabilities of sales terminal in the Games Room. of microcomputers. • Conversion of current financial reporting systems from Lotus to Symphony. fall 1985 AS. AMEMBEROLARTHURYOUN,iNIE,NArION, Clarkson Gordon • September was marked by the resignation of the University Centre s Business Manager, Ms. Hazel Dickie. Ms. Dickie was replaced by Mrs. Gladys Hawkins. AUDITORS REPORT • Development and implementation of a new To the Governing Boa. Members of the computerized system to account for licensed University of Guelph - University Centre: events. We have examined the balance sheet of the University of Guelph - University Centre as at April 30, 1986 and the statements of income and
• Revision of the University Centre Central expense and surplus for the year then ended. Our examination was made in
Filing System. accordance with generally accepted auditing standards, and accordingly • Acquisition of an Olympia Startype with disc included sucn tests and other procedures as re considered necessary in the drive unit, IBM WordPerfect word processing circumstances In our opinion, these financial statements present fairly the software and a Royal 130 automatic feed financial position of the University of Guelph - University Centre as at
photocopier. April 30, 1086 and the results of its operations for the year then ended in • Preparation of monthly financial statements accordance with accounting principles described in note 1 to the financial for review by the Finance Committee, statements applied on a basis consistent with that of the preceding year. University Centre Board.
• Review of the implications and alternatives Kitcnener, Canada, Chartered Accountants. outlined in the Five Year Forecast. June 26, 1986. Winter 1986
• Continued training of staff in the use of the established computerized systems. • Completion and presentation of the 1985/86 Revised Forecast to the Finance Committee and the University Centre Board. • Preparation of year-end financial statements and associated analytical working papers to assist external auditors Clarkson-Gordon in the completion of the University Centre audit.
11 BALANCE SHEET/STATEMENT OF SURPLUS NOTES TO FINANCIAL STATEMENTS
UNIVERSITY OF GUELPH UNIVERSITY OF GUELPH
UNIVERSITY CENTRE UNIVERSITY CENTRE
NOTES TO THE FINANCIAL STATEMENTS BALANCE SHEET
APRIL 30, 1986 APRIL 30, 1986 (Picl■ comparative figures at April 30, 1985)
1. SIgniticant accounting policies ASSETS The financial statements of the University Centre have been
prepared in accordance with accounting principles that are considered 1986 1985
appropriate for universities. The more significant of these accounting Accounts receivable $ 1,334 $ 708
policies are summarized below: Due from University of Guelph (note 3) 203,817 220,010
(a) Inventories - Tickets held for resale 1,880
Inventories are valued at the lower of actual cost determined on Prepaid expenses 2,121 2,479
a specific item basis and replacement value. Inventories 73,753 62,5i.2
(b) Accrual accounting - $281,„12 Sai,7= A
The accrual basis of accounting for income and expense is
followed except for vacation pay for fulltime employees which is LIABILITIES AND SURPLUS
accounted for on a cash basis. Accrued liabilities $ 4,399 $ 2,900
(c) Capital expenditures - Sales tax payable 15,673 15,459
Capital expenditures are expensed in the statement of income and Rental deposits 1,480
expense in the year of acquisition. No charge for depreciation is 21047 20,515
made against operations. Surplus: Unappropriated 36,528 47,643 (d) Appropriations of surplus - Appropriated 222,950 219,488 Appropriations are made from surplus for future expenditures and 259 478 267,131 contingencies in such amounts as are deemed necessary upon approval SzeAxa SoL,E0 of the University Centre Board.
2. The University Centre Board • The University Centre Board reports separately and directly to the Board of Governors of che University under a constitution approved by (See accompanying notes to the financial statements) tee University Board of Governors.
UNIVERSITY OF GUELPH
UNIVERSITY CENTRE Due from University of Guelph STATEMENT OF SURPLUS The University Centre uses the University of Guelph as its YEAR ENDED APRIL 30, 1986 banker. Under this procedure all funds are deposited in the University s (with comparative figures for the year 1985)
bank account and all expenses of the Centre are paid by the University. UNAPPROPRIATED The amount reported as due from the University of Guelph represents the
net cash position of the University Centre as at April 30, 1986. 1986 1985
Space charges Balance, beginning of year $ 47,643 $ 48,315
The University Centre currently pays a charge per square foot to Excess (deficiency) of income over expense (7,653) 18,475
the University of Guelph for the areas of the building under the Transfer (to) appropriated surplus (3,462) Balance, end of year University Centre s direct control. This charge is for utilities, main- $#2„tia
tenance, housekeeping, safety and security, and a share of campus-wide
APPROPRIATED renovations and grounds care. The annual space charge allocation for the
years ended April 30, 1986 and 1987 have been established at $260,880 and Balance, beginning of year $219,488 $200,341 approximately $272,000 respectively. Transfer from unappropriated surplus 3,462 19,147 Rebates on group functions Balance, end of year $219,_!_t817 Rebates on group functions, amounting to $70,947 for the year
ended April 30, 1986, 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.
(See accompanying notes to the financial statements)
12 STATEMENT OF INCOME AND EXPENSE
YEAR ENDED APRIL 30, 1986 (with comparative figures for the year 1985)
Director s office and Central Administration Brass Taps Leased premises 1986 1985 1986 1985 1986 1985
Revenues: Beverage sales $1,070,946 $1,087,392 Cost of sales 370,009 360,747
700,937 726,645
Food sales 299,277 267,061 Cost of sales 137,246 114,487
162,031 152,574
Vended product sales 16,706 20,780 Cost of sales 10,710 13,392
5,996 7,388
Retail sales 84 255 Cost of sales 196
84 59
Student fees $249,360 $247,822 Faculty Club fees 12,350 12,138 Event admission sales Income from Fair November Grants Income from leased premises $158,097 $148,145 Commissions from amusements devices 909 2,732 Games room table sales Locker rentals Meeting room rentals Photocopier Cost recoveries Miscellaneous 5,907 5,000 1,201 932
Gross margin 267,617 264,960 871,158 890,330 158,097 148,145
Expenditures: Personnel costs 211,459 189,162 370,744 363,384 Operating supplies and expenses 53,236 45,445 113,273 106,025 Performers and shows Space charges 16,234 15,315 69,712 65,766 60,680 57,240 Rebates on student functions
Total expenditures 280,929 249,922 553.729 535,175 60,680 57,240
Income (loss) before capital expenditures, major repairs and replacements (13,312) 15,038 317,429 355,155 97,417 90,905
Capital expenditures, major repairs and replacements 6,157 17,131 15,950 10,329
Excess (deficiency) of income over expenses $(19,469) $ (2,093) $ 301.479 $ 344,826 $ 97 417 $ 90,905 go
(See accompanying notes to the financial statements) Peter Programming Games Room Building Management Clark Hall Total 1986 1985 1986 1985 1986 1985 1986 1985 1986 19
$ 89,939 $88,255 $166,777 $154,999 $1,327,662 $1,330 32,253 32,033 53,609 51,678 455,871 444
57,686 56,222 113,168 103,321 871,791 886
299,277 267 137,246 114
162,031 152
16,706 20 10,710 13
5,996 7
84
84
249,360 247 12,350 12 $ 73,851 $ 52,058 61,227 53,039 135,078 105 24,790 25,580 24,790 25 8,500 9,167 8,500 9 158,097 148 40,000 45,000 40,909 47 48,595 48,401 48,595 48 $ 4,166 $ 4,200 4,166 4 23,896 21,269 23,896 21 6,238 4,920 6,238 4 13,024 18,579 13,024 18 4,877 1,742 6,707 8,972 18,692 16
112,018 88,547 152,988 158,595 47,324 48,968 174,395 156,360 1,783,597 1,755
83,765 81,891 81,230 81,964 172,650 171,046 70,235 66,462 990,083 953 64,238 60,862 26,190 32,965 27,099 33,384 30,681 28,644 314,717 307 63,094 44,122 31,302 29,280 94,396 73 57,110 53,877 54,106 49,843 3,038 4,059 260,880 246 70,947 48,336 70,947 48
211,097 186,875 164,530 168,806 253,855 254,273 206,203 176,781 1,731,023 1,629
(99,079) (98,328) (11,542) (10,211) (206,531) (205,305) (31,808) (20,421) 52,574 126
1,290 10,669 27,451 78,318 1,290 60,227 108 ul,m) (9 Ltu) $(22.211) $(10,211) $233,982) $(283,623) $(31.808) $(21,711) $ (7,653) $ 18 UNIVERSITY OF GUELPH BOARD OF GOVERNORS
Rerum GUELPH, ONTARIO, CANADA • N1G 2W1 Cognoscere Telephone (519) 824-4120 Causas
November 18, 1986
MEMORANDUM
To: Members of the Board of Governors Re: Report of the Finance Committee
On November 13, 1986 the Finance Committee met to review the adequacy of the University s insurance coverage. In attendance at that meeting were two representatives of Reed Stenhouse, insurance brokers for the University. A verbal report will be made at the Board meeting with respect to risk management at the University of Guelph and the adequacy of our current insurance coverage.
,0,e_4Le4 R.D. Lockie Assistant Secretary UNIVERSITY OF GUELPH BOARD OF GOVERNORS
Rerum GUELPH, ONTARIO, CANADA • N1G 2W1 Cognoscere Telephone (519) 824-4120 Cousos
November 18, 1986
MEMORANDUM
To: Members of the Board of Governors From: R.D. Lockie, Assistant Secretary Re: Pension Benefits - Former Public Servants Preamble At the September meeting, the Board of Governors approved some amendments to the University of Guelph pension plans. These changes unfortunately created some anomalies and inequities for former public servants. Due to the complexity of the calculation of pensions for former public servants these problems did not surface until the September amendments to the plans were made public. The Pension and Benefits Committee met recently to resolve these inequities and the Committee is recommending to the Board the following solution. Background Prior to October 1, 1985, the University s pension plans provided retirement benefits to all employees based on a percentage of each employee s best 60 months earnings for each year of service. This percentage differed for years of service before and after age 45 and for average earnings above and below the average year s maximum pensionable earnings under the Canada Pension Plan (YMPE). These percentages may be summarized as follows: Before Age 45 After Age 45 Plan Up to YMPE Over YMPE Up to YMPE Over YMPE Professional 1.05% 1.50% 1.40% 2.0% Retirement 1.05% 1.50% 1.40% 2.0% Non-professional 0.875% 1.25% 1.167% 1.667% -2- In addition to these benefits from the University s pension plans, certain employees who were formerly public servants, are entitled to receive a supplemental pension on retirement from the Public Service Superannuation Plan (PSSP). In order to be eligible for this supplement, a retiring employee must satisfy one of the following criteria: - attainment of age 60 and credited service under the University s pension plans of at least 20 years; or - attainment of age 55 and the sum of age and credited service equal to at least 90 years; or - attainment of age 65 and credited service of at least 10 years. The purpose of this supplement is to ensure that a former public servant receives a pension which is at least equal to the pension that he or she would have received under the PSSP had he or she continued to be employed by the government. Changes Effective October 1, 1985 Effective October 1, 1985 the University s pension plans were amended to provide the same level of benefit for service before attainment of age 45 as was previously provided for service after age 45. These increased benefits were extended to those who were not former public servants and who were hired prior to age 45. This group of employees plus all employees hired after October 1, 1985 were required to contribute an additional 0.5% of earnings if they belonged to the Professional Plan or 0.25% of earnings if they belonged to the Retirement or Non-Professional Plans. These changes were not implemented for those employees who were former public servants because it was thought they were already eligible for the equivalent of a 2% benefit through the supplement provided by the Government of Ontario. Consequently the former civil servants and those who joined the University after the age of 45 and were already in receipt of a 2% benefit, were both exempted from payment of the additional pension contributions. Subsequently representation was made by the former public servants that the University s pension amendments were unfairly penalizing some of the former public servants both active and retired, who by reason of length of service or salary that were above certain Civil Service salary ceilings would not receive pensions comparable to those for employees hired after September 1, 1965. In addition some former public servants who do not satisfy the age and service requirements for the PSSP supplement and who may elect to retire under the University s recently approved Early Retirement Program would receive benefits under the 4 step formula outlined in page 1 and not according to the 2% benefit introduced October 1, 1985. -3- Since the PSSP supplement is not adjusted for changes in inflation, some former public servants realized it would be to their benefit if these supplements qualified for the University s October 1, 1985 formula, under which the University s inflation adjustments were calculated and made on pensions in payment. Finally the University has always been concerned that any amendment to the pension plans that included the former public servants, would not remove the obligation of the Government to pay a supplement to these former public servants. The estimated present value of the supplements for retired and active former public servants is approximately $4,500,000. Change Effective October 1, 1986 Effective October 1, 1986, all three pension plans were amended in the following respects: - service accruals and employee contributions are to cease after 35 years of credited service; and - early retirement benefits are to be reduced by 6% for each year by which an employee s early retirement date precedes the earlier of (i) attainment of age 60 and completion of 35 years of credited service; or (ii) attainment of age 65. Unlike the changes which were introduced on October 1, 1985, these amendments applied to all plan members, including former public servants. Additional representations were made by some former public servants with regard to these changes. Pension benefits for a number of former public servants who had not yet earned more than 35 years of credited service and whose benefits are thus based on the four tier formula (on page 1) would henceforth be subject to a maximum of 35 years service. Previously, these former public servants had been able to plan their retirement on the assumption that they would be able to accumulate more than 35 years of service by normal retirement age of 65. In recognition of the concerns raised under both the 1985 and 1986 amendments the University makes the following proposals. University Proposals The University proposes to pay a retiring allowance to former public servants. For each individual the amount of this allowance, determined at the time of retirement, would be equal to (a) minus (b) minus (c), where: a) is the amount of pension which would be payable under the "two- tier" formula which was adopted for non-former public servants -4- effective October 1, 1985, including the plan amendments introduced effective October 1, 1986; and b) is the total pension payable from the University 4 step formula outlined on page 1 and the PSSP supplement; and c) is the amount of pension which could be provided by the accumulation of 0.5% of earnings (0.25% for members of the Retirement and Non-professional plan) from October 1, 1985 to the earlier of completion of 35 years of credited service and date of retirement. It is estimated that of approximately 160 former public servants currently employed about 30 would never qualify for the University allowance and another 35 would qualify only if they continue to work until age 65. The remaining employees may or may not qualify for a University allowance depending upon their age and salary at the time of retirement. The University s proposal also contains the following provisions: - that the allowances be paid out of operating funds rather than the University s pension plans. The University wishes to minimize the possibility that the government will reduce the PSSP supplement in response to these University allowances. Because the pension plans are not being amended, the pension contributions paid by former public servants are not being increased as they were for other employees effective October 1, 1985. Item (c) in the above formula is intended to compensate for this lower contribution by former public servants. - The University allowance will be subject to the same annual inflation adjustments as apply to pensions paid from the University s pension plans. - The University allowances will be paid in the same form and subject to the same actuarial adjustment, if applicable, as the pension paid from the University s pension plans. Finally, the University recognizes that pension arrangements for its employees are becoming increasingly complex. These arise from the need to make provision for benefits for some of its employees when a portion of their benefits are provided by an external pension plan over which the University has no control. To simplify matters and at the same time ensure continued equity the University proposes to approach the Government of Ontario and negotiate a lump sum settlement of the Ministry s commitment to former public servants, i.e. that their pension would not be less than they would have received had they continued to participate in PSSP. Management of these additional funds would permit the University to -5- offer former public servants inflation adjustment equivalent to those now received by University pensioners. Retired Former Public Servants The allowance will also be paid to all former employees who retired prior to the introduction of these proposals and who would have qualified for an allowance had they been in effect at the time of retirement. These payments will commence effective January 1, 1987 and will not be paid retroactively to the date of retirement. It is estimated that approximately 11 pensioners who retired prior to October 1, 1985 will qualify for an allowance under this proposal with total annual payments of approximately $35,000. Cost of Proposal Based on the same actuarial assumptions as were used in the last valuation of the University s plan as of September 30, 1985, except for the new assumed rates of retirement which are attached as Exhibit I, our actuaries, TPF C, have estimated the present value of the University allowance to be as follows: Present Value of Allowance as of September 30, 1985 Active employees Employees retired as of October 1, 1985 prior to October 1, 1985 University Allowance not deemed pension by government $975,000 $300,000 or or University Allowance deemed pension by government 1,145,000 300,000 Assuming the present value of these obligations is amortized over 15 years, and paid out as employees retire, the estimated charge to the operating budget would be between $100,000 and $120,000/yr. for the active employees, and between $30,000 and $35,000/yr. for the retired employees. These estimates are based on the assumption that the University plans and the PSSP remain unchanged in the future. To the extent that either the University plans or the PSSP is improved in the future, the cost of the University allowances will be increased or decreased, respectively. Conclusion The Administration believes that with the proposed changes in place all significant anomalies will have been addressed. -6- Resolution The Board is asked to RESOLVE, That the University s proposal to provide retiring allowances to eligible former public servants as outlined be approved.
R.D. Lockie Assistant Secretary
EXHIBIT I (prepared by TPF C)
Pricing of Alternative Retirement Provisions as of September 30, 1985
Assumed Retirement Rates
I. Former Public Servants and Others Hired Before Age 30 Age Probability of Retirement 55 .02 56 .02 57 .04 58 .05 59 .05 60 .15 61 .15 62 .15 63 .20 64 .25 65 1.00
Assumed retirement rate equals probability of retirement from above table mutiplied by a factor of (1 + RR), where
RR = total annual pension at retirement annual salary rate at retirement
II. Others All other employees were assumed to retire at age 65.
November 1986
Nor UNIVERSITY OF GUELPH BOARD OF GOVERNORS
Rerum GUELPH, ONTARIO, CANADA • N1G 2W1 Cognoscere Telephone (519) 824-4120 Causas
November 18, 1986 MEMORANDUM
To: Members of the Board of Governors Re: Early Retirement
At the September meeting the Board of Governors approved an Early Retirement Program which would be available to those 55 years of age and older in the Professional Plan, and for those 60 years of age and older in the Retirement and Non-Professional Plans, as of July 1, 1987. The Administration made a recommendation to the Pension and Benefits Committee at its last meeting to have a common age of eligibility for the Early Retirement Program in all three plans, that being age 55 or older as of June 30, 1987. This change would make 170 additional employees eligible for early retirement. As a result of a survey 69 of the 170 employees have "expressed an interest" in taking advantage of early retirement. The University s actuaries have determined that the additional reduction in surplus, if the 69 did opt for early retirement, would be approximately $4 million. If all 170 opted for early retirement the additional reduction in surplus would be $10 million. The Board of Governors is asked to RESOLVE, That all members of the Professional, Retire- ment and Non-Professional Plans who are 55 years of age and over as of June 30, 1987, be eligible to participate in the Early Retirement Program.
R.D. Lockie Assistant Secretary (for information)
UNIVERSITY OF GUELPH BOARD OF GOVERNORS REPORT OF THE PRESIDENT ON FACULTY AND ADMINISTRATIVE PERSONNEL
September 18, 1986 - November 17, 1986
DATE OF NAME RANK DEPARTMENT APPOINTMENT TENURE
FACULTY APPOINTMENTS
Adjunct Appointments
1. Dr. Kenneth E. Iverson Computing and Information Science Jan. 1, 1987 one year
2. Dr. Patricia Y. Hester Animal and Poultry Sc. Jan. 1, 1987 six months
3. Dr. Michael E. Reith Crop Science Jan. 1, 1987 three years
• 4. Dr. Neil Alexander Straus Crop Science Jan. 1, 1987 three years
5. Dr. Manfred Brauer Assistant Chemistry and Professor Biochemistry Jan.. 1, 1987 Probationary
ADMINISTRATIVE APPOINTMENTS
1. Dr. 011erhead Chairman Dept. of Physics May 1, 1987 - April 30, 1983 (Reappointment)
2. Mr. R. Dolynchuk Director Industrial and Continuing appointment Innovation Services without fixed term
3. Dr. Bryan Henry Chairman Dept. of Chemistry and Biochemistry July 15, 1987 five years