UNIVERSITY of GUELPH BOARD of GOVERNORS Wednesday, March 23, 1994, 3:00 P.M

REVISED—March 21, 1994 UNIVERSITY OF GUELPH BOARD OF GOVERNORS Wednesday, March 23, 1994, 3:00 p.m. Room 424, University Centre, University of Guelph

- REVISED AGENDA- (Combining February 23 and March 23 Business)

3:00 - 3:15 pm Presentation by Strategic Planning Commission Tab# I. Approval of Agenda (B. Brock) - Motion 1

II. Approval of Minutes (B. Brock) - Motion 2

III. Business Arising from the Minutes (B. Brock) - Information

IV. Joint Faculty Policies Committee Proposed Revisions (I. Campbell) - Motion 3

V. Pensions and Benefits Committee Report (c. Bedasse) i. Early Retirement Window Program - Motion 21 ii. Change to Committee Composition - Information 21

VI. Finance Committee Report (M. McEwen) i. Financial Results as of December 1993 - Information 4 ii. University Borrowing Policy - Motion iii. Funding the Early Retirement Window Program - Motions

VII. Physical Resources and Property Committee Report (T. Lonsdale) i. Athletics Facility Renovations - Information 5

VIII. Membership Committee Report (B. Pattison) i. Extension of LGC Appointment - Information 6 ii. Undergraduate Student Election Results - Motion 22 iii. Graduate Student Election Results - Motion 22

IX. Executive Committee Report (B. Brock) i. Amendments to Professional, Retirement and Non-Professional Pension Plans - Information 7 ii. Task Force on University Accountability - Information 8 iii. Audit Committee Composition, 1994 - Information 9 iv. Appointment of Associate Vice-President Academic - Information 10

X. University of Guelph (Crown Agency) Foundation (M. Rozanski) - Information 11

XI. Proposed New By-Laws (B. Brock) i. Indemnification - First Reading 12 ii. Conflict of Interest - First Reading

XII. Proposed Change to Committee Structure Document (M. Sabia) i. Audit Committee - Motion 13

XIII. University Centre Annual Report, 1992-93 (B. McNaughton) - Information 14 PAGE 2 March 23, 1994, 3:00 p.m. BOARD OF GOVERNORS -- REVISED AGENDA TAB#

XIV. Report of the President (M. Rozanaki) i. Appointments and Promotions - Information 15 ii. Status Report - Information iii. Interim Appointment, University Affairs and Development - Information

XV. Other Business

IN CAMERA

XVI. Executive Committee Report (B. Brock) i. Research Park Centre, Phase Two - Information 16 ii. Resignation and Appointment on Board of Trustees - Information 17

XVII. Report of the Physical Resources roperty Committee cr. Lonadale) i. 9 College Avenue Wes uelph 1"11)11 - Motion 18

XVIII. In-Camera Report of the President (M. Rozanaki) i. In-Camera Status Report - Information 19

XIX. Adjournment

XX. Status Reports - Information 20 UNIVERSITY of GUELPH BOARD OF GOVERNORS Wednesday, March 23, 1994

- MOTIONS -

Approval of Agenda

RESOLVED, That the agenda be approved as presented.

Approval of Minutes

RESOLVED, That the minutes of the 229th meeting of the Board be approved, as presented.

Joint Faculty Policies Committee Proposed Revisions

RESOLVED, That the Faculty Policy, section entitled Appointments Policy, as outlined be approved.

RESOLVED, That the Faculty Policy on Evaluation of Chairs for Time and Performance Step Increases as outlined be approved.

RESOLVED, That the Faculty Policies on Disciplinary Action and Dismissal as outlined be approved.

RESOLVED, That the Faculty Policy on Selection Committees for Department Chairs as outlined be approved.

Early Retirement Window Program

RESOLVED, That effective September 30, 1994 the Pension Plan text be amended to incorporate: (a) an ad-hoc full inflation protection adjustment be made to pensions in payment in respect of the 1993-94 year, at a cost of $2.0 million to the pension plan surplus; (b) an 1/8 of 1% permanent improvement to the inflation protection formula by moving from CPI-2.5 % to CPI-2.375 %, at a cost of $2.775 million to the pension plan surplus; (c) $2 million of pension fund surplus be allocated towards a permanent early retirement program which will move the current formula of age 60 plus 35 years of service towards a rule of 85 (a combination of age plus service).

RESOLVED, That the University commit up to $10 million of the pension plan surplus for the implementation of an Early Retirement Program. March 23, 1994 Page 2 MOTIONS

RESOLVED, That approval be granted for the payment of a lump-sum from operating funds to each retiree according to the formula no. of months of employment remaining to age 65 X 1 months salary 8 in support of the Early Retirement Program.

RESOLVED, That approval for the early retirement program for regular full-time employees and lump-sum repayment practice are contingent on a) CRESAP repayments of $1 million per year continue on schedule until repaid; and b) that any accumulated early retirement lump-sum costs be repaid over a period not to exceed 37 months (from August 1, 1994 to August 30, 1997) from accumulated savings; and c) that the University's operating budget for the next three fiscal years, other than for a) and b) above, remain balanced at all times.

University Borrowing Policy

RESOLVED, That the University Borrowing Policy be approved.

Graduate Student Election Results

RESOLVED, That Daniel Sellen be appointed to the Board of Governors as the graduate student representative, for a one-year term, effective July 1, 1994.

Undergraduate Student Election Results

RESOLVED, That Ann Bilanski and Chris Niebler be appointed to the Board of Governors as the two undergraduate student representatives, each for a one-year term, effective July 1, 1994.

Proposed New By-Laws

i. Indemnification - First Reading ii. Conflict of Interest - First Reading

Proposed Change to Committee Structure Document--Audit Committee

RESOLVED, That the Board of Governors Committee Structure Document, section governing the Audit Committee, be replaced with the Audit Committee Terms of Reference, as presented, be approved.

In-Camera Session

RESOLVED, That Larry Milligan, Charles Ferguson, lain Campbell, Ken Murray, Roger Phillips and Roger Jenkins be invited to remain for the in-camera session. BACKGROUND INFORMATION

FOR

TASK FORCES,

STRATEGIC PLANNING COMMISSION

94-02-04 FOREWORD

The following information has been assembled for members of the task forces of the Strategic Planning Commission to provide a context for their activities and to expedite completion of their job.

The charge to the Commission from President Rozanski sets the stage for our activities. Out of this has grown the Strategic Planning Process. The mandates of the individual task forces corresponds to material provided to the University Community in December and early January. Suggestions of the process to be followed by the task forces and the nature of the reports to be prepared are designed to promote a consistent approach among task forces.

We are looking forward to your participation in this important and exciting activity.

B. Kay C. Rooke Co-chairs

2 TABLE OF CONTENTS

Page

I Charge to Commission, M. Rozanski 4

II A Summary of the Strategic Planning Process at Guelph 6

(1) Steps and outcome in Level I Strategic Planning 6

(2) Outcome of Level II in Strategic Planning 8

(3) Outcome of Level III in Strategic Planning 9

(4) Tentative schedule of activities 9

III Task Force Details 12

(1) Environmental Scan: Economic and Technological Forces 12

(2) Environmental Scan: Social, Demographic and Educational 13 Forces

(3) Environmental Scan: Political/Legal Forces, U. of G. 14 Image and Competitive/Collaborative Position vis-a-vis other Post- Secondary Institutions

(4) Assessment of Values and Institutional Climate/Culture 15

(5) Strengths and Weaknesses: Human, Financial and Physical Plant 16

(6) Strengths and Weaknesses: Administrative and Academic Support 17

(7) Strengths and Weaknesses: Services to Students 18

(8) Strengths and Weaknesses: Academic Program and Research 19

3 UNIVEITY P'GUELPH

OFFICE OF THE PRESIDENT

To: Strategic Planning Commission

Froth: Mordechai Rozanski ri/r/

Subject: CHARGE TO THE STRATEGIC PLANNING COMMISSION

Date: November 17, 1993

From its inception, the University of Guelph has taken an active and continuing interest in identifying the goals it should pursue as an institution. The first university review of its aims and objectives resulted in the Aims and Objectives document of 1972, with the next major enunciation of a revised set of aims and objectives being contained in the 1985 document "Toward 2000. That document, which has served as a touchstone for all subsequent planning efforts, called for a review of the Aims of the University no later than 1995.

Today, we find the university challenged by a number of external forces, not least of which is a dramatic reduction in the level of government funding that comes after more than a decade of slowly reducing per capita support for universities.

If we are not to revert to crisis management, we will require a positive, deliberate and creative planning approach to the challenge of defining and reordering our institutional priorities over the next decade. I, therefore, charge the Commission with developing recommendations regarding the mission and future direction of the University over the next decade and with developing an on-going process for the review and implementation of these recommendations - - all in-the service of ensuring our academic quality and institutional vitality into the 21st century.

While the Commission will build on previous planning efforts, particularly the important contribution of the Academic Restructuring Committee, I ask that you consider the questions and contexts raised in my letter of October 6th, 1993, and among other issues focus specifically on:

► reviewing the mission and future direction of the University, and how effectively we have implemented the learning objectives ► identifying our existing and future student audience/market

v. v.-. . I V., . O./.

CHARGE TO THE STRATEGIC PLANNING COMMISSION PAGE 2 ► evaluating our program and specialization mix, specific strengths and competencies and comparing them with those of our competitors ► identifying those programs and specializations which provide the Universitys current comparative advantage and those new areas where there is a high potential for growth ► determining the scope, size and structure of educational and research programs, services, and operations offered by the University, consistent with high academic quality and resource realities ► determining the organizational structure, staffing and physical configuration best suited to providing the programs and services deemed necessary ► identifying opportunities for cooperation with neighbouring post secondary institutions, and the public and private sectors, in the provision of programs and services ► determining the appropriate relationship between the teaching and research programs ► determining the appropriate level of accountability to our publics in terms of the outcomes of teaching and research programs as well as our expenditure of funds

The challenge we face cannot be met by tinkering and should not be met by across-the-board budget cuts, but must involve an active and comprehensive planning effort which considers the external environment, builds on strengths, reaffirms our commitment to academic quality, and respects the values and culture of the University of Guelph.

In the near term, when the Social Contract is scheduled to end in 1996, we will be faced with reduced government funding and additional obligations related to equity adjustments and compensation. The plan, therefore, will have to recognize the need to bring expenditures into line with funding through a variety of measures including the generating of new revenue sources and, where appropriate, restructuring of programs and their method of delivery.

While it is expected that the process adopted by the Commission will involve wide consultation engaging all appropriate parties, it should be emphasized that the process must culminate in specific recommendations, and ultimately, decisions about the institutions future development and must be brought to a close within a reasonable time frame. To this end, I would ask that the Commission present an interim report by June 3rd, 1994, and a final report on November 30th, 1994. II. A Summary of the Strategic Planning Process at Guelph

The Strategic Planning Process, as currently envisioned will involve three different phases or levels. The process is diagrammatically represented in Fig. 1.

Level I Level II Level III

iterative process refine Strategic Vision ► Matching —.Develop a ---). Do ► Develop —it. Develop unit Process Strategic Vision detailed institutional strategic and for Institution evaluation operational operational plans, of specific plan budget process Task programs, Forces units

Figure 1. Diagrammatic representation of Strategic Planning Process

1. Steps and Outcome in Level I Strategic Planning (a) Task forces are created to assess the environment external to the University, to assess the climate/culture of the University and to assess the strengths and weaknesses of the University and opportunities for new initiatives. Three task forces will assess trends and forces that are external to the University: economic and technological forces; social, demographic and educational forces; and political/legal forces, University of Guelph image and competitive/collaborative position vis-a-vis other post secondary institutions. Task forces assessing strengths and weaknesses and opportunities for new initiatives will consider the human and financial resources as well as the physical plant; administrative and academic support, services to students and academic programs and research. Academic programs and research will be considered by subcommittees dealing with the arts and humanities, social science, natural science and professional programs. Examples of opportunities for new initiatives include new forms of collaboration between units on campus and greater collaboration with neighbouring academic institutions; alternative ways of conducting learning and inquiry, providing services to students and providing administrative support - some of which may significantly reduce budget requirements.

6 The strategic planning process must reflect our aspirations for the University as we move into the next century, and must respond to budget realities. Task forces will gather information and identify implications (budgetary and non-budgetary) for institutional action. This material will be synthesized in what is being referred to as "the matching process".

(b) The matching process leads to a draft Strategic Vision (i.e. what is the Univ. of Guelph?) The Strategic Vision must be compatible with budget realities.

- Mission - focused specific statement on basic purpose of institution and guiding principles for behaviour

Clientele target audiences of the institution

- Program/Service Mix - program offerings and priorities of the institution: - what new programs/services should we offer? - what existing program/services should we eliminate? - what existing programs/services should be modify? - what existing programs/services should we leave unchanged?

- Comparative advantage competitive position to be established by the institution, relation to neighbouring institutions

- Objectives - what the organization must accomplish in order to move from existing to the desired state in each of the above 3 areas

It is proposed that at this stage in level I, program/service mix deal at an institutional level with academic programs and research, and the cultural, aesthetic and recreational environment that supports scholarship and personal growth. In this context the following are examples of questions that may be addressed in defining the program/service mix - balance between disciplinary and interdisciplinary activities - balance between specialization and general studies balance between graduate and undergraduate education - balance between prof. and non-professional programs balance between arts and humanities, social and natural sciences

7 - balance between "conventional" educational programs and distance education, continuing education, professional development - balance between formalized and self-study and other pedagogical approaches - balance between Canadian and visa students cultural, ethnic, gender mix of students, faculty, staff relative importance of aesthetic environment - maintenance of buildings, grounds, etc. - relative importance of cultural environment - relative importance of recreational programs and facilities, residence life and other opportunities for personal growth of students identification of unifying themes

Information from the different task forces would be at a level of detail that would be appropriate to answer these types of questions.

(d) As a draft of the Strategic Vision is defined an additional stage in the planning process will be underway that will be an evaluation of programs (academic programs and research, administrative support, student services) in the context of the institutional strategic vision and would therefore include not only details such as relation to mission, quality, workload, etc. but level of activity in distance ed., professional development, support of cultural programs, general education, aesthetic environment, etc. Information to be collected by the task forces would feed directly into this evaluation. This stage would lead to the identification of specific academic, administrative and student service programs that should be eliminated, modified, left unchanged or new programs that should be developed.

Once the evaluations have been done an additional iteration regarding the Strategic Vision may be necessary to add further refinements.

The Strategic Vision must, at this stage, be compatible with budget realities.

(e) The final form of the Strategic Vision and the program evaluations would then feed into Level II.

2. Outcome of Level II Phase of Strategic Planning

An operational plan at institutional level (How to implement the strategic vision)

Academic plan - overall academic plan would have emerged from the second stage of level I planning strategies for expansion/contraction of programs

Financial plan - overall financial planning parameters - strategies for expansion/reallocation of resources

- Facilities plan - overall physical planning parameters - strategies for expansion/reallocation of resources

- Enrolment management plan - target mix of students - recruitment and retention strategies

Human resources development plan strategy for expansion or reallocation of resources - strategies for faculty development - strategies for staff development

Organizational plan development of organizational structure - development of policies and procedures

3. Outcome of Level III in Strategic Planning

A strategic and operational plan at level of units that is compatible with institutional strategic and operational plan

- Implementation of a budgeting process to support institutional and unit plans

4. Tentative Schedule of Activities (revised 94-01-17) TASK TARGET COMPLETION DATE Task forces - level I - Mandates defined Dec. 14 - Membership finalized Jan. 28 - Task forces begin meeting Jan. 31 Feb. 15 - Prelim. reports from task forces to SPC - approach to be used

9 - Final report (presented to SPC) - env. task forces - values task forces - strength/weaknesses Mar. 31 - human, fin., phys. plant - Interim report (presented to SPC) - institutional strength/weaknesses, new Mar. 31 initiatives - academic - administrative - student services - Final report (presented to SPC) - unit strength/weaknesses, new initiatives - academic - administrative - student services May 1 Town Hall meetings to discuss reports from task Apr. 1 - Apr. 15 forces: environmental scan, values Matching process - matching process based on reports available Apr. 17, 18 (may need adjustment) - finalize matching process (updated with final May 15 reports from strength/weaknesses task forces) Progress report (Draft Strategic Vision for Univ.) written, report approved for submission by SPC May 31 Consultation on Progress Report June 1 - Sept. 5 Task forces - level II - mandate defined May 1 - membership finalized June 1 - task forces begin meeting June 1 - prelim. report - approach to be used June 15 - final report of task forces Aug. 15

Discussion paper - integration of Progress Report and input from Sept. 5 consultations on Progress Report with Level II task force reports, development of discussion paper outlining alternative strategies - discussion paper written, approved by SPC Sept. 15 - consultation Sept. 15 - Oct. 30

10 Final report - submitted to President Nov. 30

\■■••••"

11 III. Task Force Details

1. Environmental Scan: Economic and Technological Forces

(a) Mandate: This Task Force is charged with identifying and analyzing succinctly no more than ten economic and technological forces that are likely to have a particularly significant impact on the University of Guelph over the next decade. It should identify the threats, constraints, and opportunities presented by each of these forces. The work of the Task Force should be focused on implications for institutional action.

(b) Suggested process: (i) Review the mandate and identify any elaboration or clarification considered necessary (any changes to be presented to SPC for approval by Feb. 15) (ii) Develop a workplan which would be presented to SPC for discussion and approval by Feb. 15. The workplan would include: a list of potential forces to be assessed - a strategy for carrying out a preliminary assessment of forces - a process for identifying up to 10 important forces (consideration should be given to ranking each force or trend along two dimensions: the probability of occurrence and the probability of impact on the University, and then rating each dimension either high or low) - a description of mechanisms for consultation (inside and outside of the University) (iii) Complete assessment of up to 10 important forces and report to SPC by Mar. 31

(c) Suggested format of report: The report should have an Introduction that includes a brief overview of mandate, committee membership and methodology used. Each force or trend could then be described on about one page under the following headings: - Statement of force or trend Opportunities associated with force or trend Threats or constraints associated with force Specific implications for institutional action

12 2. Environmental Scan: Social, Demographic and Educational Forces

(a) Mandate: This Task Force is charged with identifying and analyzing succinctly no more than ten social, demographic, and educational forces that are likely to have a particularly significant impact on the University of Guelph over the next decade. Its consideration of educational forces should be restricted to the education of students prior to university entrance. It should identify the threats, constraints, and opportunities presented by each of these forces. The work of the Task Force should be focused on implications for institutional action.

(b) Suggested process: (i) Review the mandate and identify any elaboration or clarification considered necessary (any changes to be presented to SPC for approval by Feb. 15) (ii) Develop a workplan which would be presented to SPC for discussion and approval by Feb. 15. The workplan would include: - a list of potential forces to be assessed a strategy for carrying out a preliminary assessment of forces a process for identifying up to 10 important forces (consideration should be given to ranking each force or trend along two dimensions: the probability of occurrence and the probability of impact on the University, and then rating each dimension either high or low) a description of mechanisms for consultation (inside and outside of the University) (iii) Complete assessment of up to 10 important forces and report to SPC by Mar. 31

(c) Suggested format of report: The report should have an Introduction that includes a brief overview of mandate, committee membership and methodology used. Each force or trend could then be described on about one page under the following headings: Statement of force or trend - Opportunities associated with force or trend - Threats or constraints associated with force - Specific implications for institutional action

13 3. Environmental Scan: Political/Legal Forces, University of Guelph Image, and Competitive/Collaborative Position Vis-a-Vis Other Post-Secondary Institutions

(a) Mandate: This Task Force is charged with identifying and analyzing succinctly the political/legal forces that are likely to have a particularly significant impact on the University of Guelph over the next decade, as well as the post-secondary educational forces that are most relevant to the questions of competition and collaboration. No more than ten forces should be considered overall. The Task Force should identify the threats, constraints, and opportunities presented by each of these forces. In addition, it is charged with identifying and analyzing the public image of the University of Guelph. The work of the Task Force should be focused on implications for institutional action.

(b) Suggested process: (i) Review the mandate and identify any elaboration or clarification considered necessary (any changes to be presented to SPC for approval by Feb. 15) (ii) Develop a workplan which would be presented to SPC for discussion and approval by Feb. 15. The workplan would include: - a list of potential forces to be assessed - a strategy for carrying out a preliminary assessment of forces a process for identifying up to 10 important forces (consideration should be given to ranking each force or trend along two dimensions: the probability of occurrence and the probability of impact on the University, and then rating each dimension either high or low) - a description of mechanisms for consultation (inside and outside of the University) (iii) Complete assessment of up to 10 important forces and report to SPC by Mar. 31

(c) Suggested format of report: The report should have an Introduction that includes a brief overview of mandate, committee membership and methodology used. Each force or trend could then be described on about one page under the following headings: Statement of force or trend - Opportunities associated with force or trend - Threats or constraints associated with force Specific implications for institutional action

14 4. Assessment of values and institutional climate/culture

(a) Mandate: This Task Force is charged with identifying and analyzing succinctly those personal values of members of the University of Guelph community which contribute to a sense of institutional values. In pursuing this charge, the Task Force should take into account what ought to be valued as well as what is valued. The assessment of values necessarily overlaps with an assessment of institutional climate or culture, including such issues as morale, the purpose of a university education, and the commitment to learning, scholarship, and service. The work of the Task Force should be focused on implications for institutional action.

(b) Suggested process: (i) Review the mandate and identify any elaboration or clarification considered necessary (any suggestions for changes to be presented to SPC for approval by Feb. 15) (ii) Develop a workplan which would be presented to SPC for discussion and approval by Feb. 15. The workplan would include: a list of the types of information to be obtained an outline of the processes to be used to collect this information (the use of existing survey instruments and the extent to which these instruments need to be complemented by other means may be considered) - a description of mechanisms for consultation within University (iii) Complete assessment and report to SPC by Mar. 31

(c) Suggested Format of Report: The report should have an Introduction that includes a brief overview of mandate, committee membership and methodology used. The committee may then wish to summarize the results of the study under the following headings (about one page under each heading): values and views of institutional climate/culture on which there is a consensus - values and institutional climate/culture furthest from achievement - values and views institutional climate/culture on which there is disagreement implications for the development of future proposals

15 5. Strengths and Weaknesses: Human, Financial and Physical Plant

(a) Mandate: This Task Force is charged with identifying the strengths and weaknesses of the University's aggregate human resources (including such issues as training, diversity, and age profile), its financial situation, and its physical plant (including such issues as deferred maintenance, safety, and classroom configuration). The work of the Task Force should be focused on implications for institutional action.

(b) Suggested process: (i) Review the mandate and identify any elaboration or clarification considered necessary (any changes to be presented to SPC for approval by Feb. 15) (ii) Develop a workplan which would be presented to SPC for approval by Feb. 15. the workplan would include: a list of the types of information to be obtained (from Guelph and comparable institutions) an outline of the processes to be used to collect this information criteria to be used to assess the strengths and weaknesses of the University's aggregate human resources, physical plant and financial situation a description of mechanisms for consultation (inside and outside of University) (iii) Complete assessment and report to SPC by Mar. 31

(c) Suggested format of report: The report should have an Introduction that includes a brief overview of mandate, committee membership and methodology used. The analysis of aggregate human resources, finances and physical plant could then be presented (about 2 pages each) under the following headings: - present situation (strengths, weaknesses, opportunities for new initiatives) preliminary recommendations for institutional action - rationale (a brief statement of the rationale underlying the recommendation)

16 6. Strengths and Weaknesses: Administrative and Academic Support

(a) Mandate: This Task Force is charged with identifying the strengths and weaknesses of administrative and academic support at the University of Guelph. The Task Force should begin by reviewing previous assessments. Administrative support includes the work of such units as Human Resources; academic support includes, for example, a range of computing services and the library. All directors and managers should be invited to supply a narrative assessment of their units, but opportunities should also exist for staff to participate in the assessment and, in particular, to identify directions in which they might grow. Issues of quality, need, and cost/effectiveness should be addressed in all cases. The work of the Task Force should be focused on implications for institutional action.

(b) Suggested Process: (i) Review the mandate and identify any elaboration or clarification considered necessary (any changes to be presented to SPC for approval by Feb. 15).

(ii) Develop a workplan which would be presented to SPC for approval by Feb. 15. The workplan would include: - identification of groups of administrative and academic support units to be assessed a list of the types of information to be collected (and their relation to previous assessments) that will be used to assess strengths and weaknesses - an outline of the process to identify new initiatives - criteria to be used to assess: institutional strengths and weaknesses new initiatives - strengths and weaknesses of groups of units and individual units a description of mechanisms for consultation within the University

The report should have an Introduction that includes a brief overview of mandate, committee membership and methodology used. It is suggested that each group of administrative and academic support units then be discussed under the following headings: - present situation (summary of current status in relation to criteria) - preliminary recommendation for institutional action (enhancements, maintenance, reduction and new ventures) - rationale (a brief statement of the rationale underlying the recommendation)

17 7. Strengths and Weaknesses: Services to Students

(a) Mandate: The Task Force is charged with identifying the strengths and weaknesses of services to students at the University of Guelph. The Task Force should begin by reviewing previous assessments. All directors and managers should be invited to supply a narrative assessment of their units, but opportunities should also exist for staff to participate in the assessment and, in particular, to identify directions in which they might grow. Issues of quality, need, accessibility, and cost/effectiveness should be addressed in all cases. The work of the Task Force should be focused on implications for institutional action.

(b) Suggested Process: (i) Review the mandate and identify any elaboration or clarification considered necessary (any changes to be presented to SPC for approval by Feb. 15). (ii) Develop a workplan which would be presented to SPC for approval by Feb. 15. The workplan would include: identification of the types of services that should be provided to students and the groupings of units to be assessed that are involved in the provision of these services a list of the types of information to be collected (and their relation to previous assessments) that will be used to assess strengths and weaknesses an outline of the process to identify new initiatives criteria to be used to assess: - institutional strengths and weaknesses - strengths and weaknesses of groups of units and individual units - new initiatives a description of mechanisms for consultation within the University (iii) Complete assessment of institutional strengths and weaknesses, identify potential new initiatives and report to SPC by Mar. 31.

Complete detailed analysis of groups of units and individual units identify any additional initiatives and report to SPC by May 1.

The report should have an Introduction that includes a brief overview of mandate, committee membership and methodology used. It is suggested that each group or area of student services then be discussed under the following headings: present situation (summary of current status in relation to criteria) - preliminary recommendation for institutional action (enhancements, maintenance, reduction and new ventures) rationale (a brief statement of the rationale underlying the recommendation)

18 8. Strengths and Weaknesses: Academic Program and Research

(a) Mandate: This Task Force is charged with identifying the strengths and weaknesses of academic programs and research at the University of Guelph. Issues of quality, need, and cost/effectiveness should be addressed in all cases. The Task Force will have four subcommittees addressing the Arts and Humanities, Social Sciences, Natural Sciences, and Professional Programs; the chairs of the four subcommittees will be responsible for liaison, and in particular for ensuring that special attention is paid to disciplinary/programmatic coherence, interdisciplinary programs and to faculty who might be involved in such programs. In pursuing its charge, the Task Force should not be unduly constrained by existing structures; thus, an assessment of strengths and weaknesses of faculty must be undertaken as well as an assessment of existing units. All deans and chairs should be invited to supply a narrative assessment of their units, but opportunities should also exist for faculty to participate in the assessment and, in particular, to identify directions in which they might grow. The Task Force is also charged with gathering data on faculty workloads. It should examine how the structure of colleges and departments assists or impedes the development and delivery of the curriculum and research, and should consider recommending changes in those structures. The work of the Task Force should be focused on implications for institutional action.

(b) Suggested process: (i) Review the mandate and identify any elaboration or clarification considered necessary (any changes would be presented to SPC for approval by Feb. 15) (ii) Develop a workplan which would be presented to SPC for approval by Feb. 15 The workplan would include: a list of the types of information to be collected that would lead to an identification of strengths and weaknesses at an institutional level and an outline of the processes to be used to collect this information - a list of the types of information to be collected to assess the strengths, weaknesses and workloads of individual faculty and existing units and an outline of the processes to be used to collect this information an outline of the process to identify new initiatives criteria to be used to assess: - institutional strengths and weaknesses - strengths and weaknesses of individual units and faculty new initiatives a description of mechanisms for consultation within and outside of the University

19 (iii) Complete assessment of institutional strengths and weaknesses, identify potential new initiatives and report to SPC by Mar. 31. Complete detailed analysis of units and faculty, identify any additional initiatives and report to SPC by May 1

The report should have an Introduction that includes a brief overview of mandate committee membership and methodology used. It is suggested that each area (Arts and Humanities, Social Sciences, Natural Sciences and Professional Programs) be discussed under the following headings: - present situation (summary of current status in relation to criteria) preliminary recommendations for institutional action (enhancements, maintenance, reduction, new ventures) - rationale (a brief statement of the rationale undulying the recommendation)

20 UNIVERSITY OF GUELPH BOARD OF GOVERNORS

Minutes of the 229th meeting of the Board of Governors, Monday, November 15, 1993, 4:00 p.m., 3rd Floor, Group Viewing Room, McLaughlin Library, University of Guelph campus.

Present: Lincoln Alexander, Chancellor Bill Brock, Chair Ken Bedasse Mary Beverley-Burton Donald Cockburn Greg Clark Doug Dodds Susan Faber Patricia Gentry Roger Horton Karen Houle Catherine Hume David Lees Tanya Lonsdale Elizabeth Macrae Murray McEwen Susan McNabb Bernard Ostry Bill Pattison Mordechai Rozanski, President David Weinberg Marty Williams

Regrets: Maureen Sabia

Visitors: Iain Campbell, Acting Vice-President, Academic Charles Ferguson, Vice-President, Administration Larry Milligan, Vice-President, Research Roger Phillips, Treasurer Brian Sullivan, Associate Vice-President, Student Affairs Jane Watt, Assistant Vice-President, Human Resources Roger Jenkins, Director, Physical Resources John Miles, Director, Financial and Administrative Services Joanne Faught, Internal Auditor

Betsy Allan, Secretary

5 observers 2 November 15, 1993

OPENING REMARKS Library 110/93 The Chair welcomed everyone to the meeting and introduced Dr. John Black, Chief Librarian. Governors had been taken on a tour of the McLaughlin Library prior to the meeting and Dr. Black presented an overview of the function of the Library and its systems for the benefit of Governors who had not been able to attend the tour. He remarked on the Library's 25-year-old structure as being a model of function over form. The Library is a leader in automated systems and has developed on-line integrated systems which have gone on to be installed in libraries around the world. A number of challenges and concerns facing the Library were presented and briefly discussed, including: the fiscal reality of declining funding and the ensuing impact on i.e., journal subscriptions; space needs for the collection; efforts to develop the collection and the relatively new initiative of achieving program support through collaboration with other institutions. Greater collaboration is seen as important and for common benefit between institutions while maintaining institutional autonomy. The issue of revenue available for Library acquisitions was raised and it was recommended it be considered by the Strategic Planning Commission.

Agenda AGENDA 111/93 On motion duly made and seconded, it was

RESOLVED, That the agenda for the meeting November 15, 1993, be approved as presented.

Minutes MINUTES 112/93 On motion duly made and seconded, it was

RESOLVED, That the minutes of the 228th meeting of the Board of Governors be approved.

Bus. BUSINESS ARISING FROM THE MINUTES Arising 113/93 The Chair commented that the Board will discuss the role of the Executive Committee later in the meeting.

REPORT OF THE FINANCE COMMITTEE

OMAF 1993-94 OMAF Budget Budget 114/93 Dr. Lees introduced this item and explained that typically the OMAF budget comes before the Board in the spring but that due to delays at the Ministry the information was only recently made available. He pointed out that a highlight of the 1993-94 OMAF budget is the reduction of 10% or $4 million in funding over the next two fiscal years (1993-94, 1995-96). The combination of program cost reductions and user fee increases will facilitate meeting the reduction in funding 3 November 15, 1993

and maintain a balanced budget.

On motion duly made and seconded, it was

RESOLVE, That the OMAF budget for 1993-94, as presented, be accepted.

ii. 1993-94 MET Revised Budget iii. Internal/External Financed Debt Report (Report titled "Outstanding University Debt") iv. Change in Provincial Financing Method v. University Borrowing Policy Report - Update vi. Financial Results to August 31, 1993

Dr. Lees reported that the preceding list of reports had been reviewed by the Finance Committee, and in its opinion presented an informative overview. The documentation does indicate that the institution will eliminate the $10.1 million dollar budget challenge in each of the three years. This figure is a combination of the April 1993 directive by the Board to adjust the budget by $1 million, plus the impact of the Province of Ontario Social Contract, Expenditure Control Program, unbudgeted increases to employee benefits costs and other revenue reductions. It was noted that a further reduction to the 1994-95 base grant for universities was announced by the Ministry of Education and Training on November 3, 1993.

FACS PROPOSED FAMILY AND CONSUMER STUDIES PROJECT, PHASE Phase 1 ONE ADDITION 115/93 Mrs. Lonsdale introduced the portion of the proposed Family and Consumer Studies Project, Phase One Addition attributed to the Physical Resources and Property Committee. The Phase One addition will be undertaken in two independent Stages. It was noted that Stage 1 will be fully functional space, independent of the completion of Stage 2. This two-stage module is an integrated planning concept that has worked well on campus in the past. The FACS project had been identified as a long-term academic priority and had been a project of the recent Capital Campaign. Due to insufficient funds being raised to complete the projected $2.6 million addition, it was being proposed in two stages. Stage 1 is estimated to cost $1.6 million and Stage 2 is estimated to cost $1 million, for an overall project cost estimate of $2.6 million. Dr. Rozanski remarked that the operating costs are considered manageable. He noted his interest to establish endowments for future projects which would provide for operating costs. 4 November 15, 1993

On motion duly made and seconded, it was

RESOLVED, That the Building Program and Brief to the Architect for the Family and Consumer Studies Project, Phase One Addition be approved on the clear understanding that, when tendered for construction, the Phase One Addition, Stage I, will be completed within the cost estimate of $1.6 million using funds identified for this project.

Dr. Lees commented that the Finance Committee had reviewed the funding for Phase One, Stage 1 of this project, most of which had been accumulated during the Capital Campaign. The Committee supported allocating $500,000 in interest earned on unrestricted Capital Campaign Funds to the FACS Phase One, Stage 1 portion of the project.

On motion duly made and seconded, it was

RESOLVED, That $500,000 in interest earned on unrestricted Capital Campaign Funds be allocated to the Family and Consumer Studies Project Addition, Phase One, Stage I.

Univ. REPORT OF THE TASK FORCE ON UNIVERSITY ACCOUNTABILITY Acntblty 116/93 It was noted that the University of Guelph complies with the recommendations in the report to a greater extent than most other institutions. In discussion there was some concern with respect to Chapter 6, External Monitoring Body and recommendations numbered 40-47. In particular, one member was concerned with recommendation 42, which states members of an accountability review committee will be nominated by the Minister of Education and Training and appointed by the Lieutenant Governor Order In Council process. Members queried the Council of Ontario Universities supporting this Report which included a recommendation to establish an External Monitoring Body. Board members considered such a body to be another layer of bureaucracy and to possibly interpose on the Board's own role. Governors supported the importance of accountability and maintaining institutional autonomy.

It was agreed that the Executive Committee would consider the recommendations in the Report and return this item to the Board for further discussion.

REPORT OF THE PRESIDENT

Apptmts Appointments and Promotions 117/93 The report is included for information.

ii. Review of University Business -- Status Report

Dr. Rozanski reviewed University business: 5 November 15, 1993

MacLeans Magazine has issued its third annual ranking of universities. Guelph was ranked fourth overall, a drop of one position from last year; 3rd in research; second best overall in reputation in our category; and 7th best overall in all categories. It was noted that the high ranking in the area of research attests to work done by faculty and students. The campus is once again participating in the annual United Way fundraising campaign. The campus target for 1993 has been exceeded in advance of the end of the campaign. Frances Sharom, Chemistry and Biochemistry and Joe Mokanski, Mathematics and Statistics were among the first 15 Ontario professors to receive the Lieutenant-Governors Award for Teaching Excellence; the University of Guelph Faculty Association presented its Distinguished Professorial Teaching Awards to Brian Derbyshire, Veterinary Microbiology and Immunology; Jim Pickworth of HAFA; Gil Stelter, History; Eleanor Cebotarev, Sociology and Anthropology; Allan Colter, Chemistry and Biochemistry; Ward Chesworth, Land Resource Science and the Award of Special Merit to Tom Hulland, retired from Pathology As a result of the Social Contract Agreement on campus, a new Committee was formed, Waste Inefficiency Committee (WIN). This Committee is looking at identifying waste inefficiencies as well as quality and improvement of services. - The campus Strategic Planning Commission is in the process of being identified and will be in place prior to the November 23, Shaver Symposium; the preliminary workshop with Robert Shirley attracted over 100 campus members. The Strategic Planning Commission will include members of the Academic Review Committee, Consultative Forum, Management Advisory Group, members of the Board of Governors and others as deemed appropriate. The Co-Chairs will be selected from the faculty body. Resource people will be identified and available to the Committee as required. - Staff bumping will apparently not be required for those people in positions eliminated as an on-going result of restructuring and budget contraction, pre-Social Contract. An Ad-Hoc Committee working with Human Resources is placing these individuals. (2 positions are still being matched) Discussions have begun about the Universitys Presidential Search Procedures. A group has been convened to begin conversation about the committee composition, matter of confidentiality and other issues of concern. - The Anti-Racism and Race Relations Task Force has released a discussion paper which is receiving campus wide consideration and input. The Senate has encouraged further University community discussion about it and a status report is expected to be presented to the President in December with a final report at the end of January. A memorandum from the Ministry of Education and Training has apprised universities of an expected reduction in the base grant to universities in 1994-95 of at least $24 million. The University anticipates an approximately $1.4 million reduction; as part of the Provincial 6 November 15, 1993

Governments Expenditure Control Program (ECP), it was decided to make additional qualifications (AQs) ineligible for funding under the university operating grants formula. University of Guelph does not have any AQ's, but the budget may be impacted depending upon the formula devised to withdraw the approximately $58.5 million from the system. A review of the funding formula and corridor system will be required and the institution is beginning to look at modelling and how changes may be managed. the recommendation by COU that tuition fees to post secondary schools be increased is receiving consideration. Meetings have taken place with members of the student body. The Premier mandated that additional revenues applied in support of education not be used for salaries of existing employees. consideration is being given to generating new sources of revenue. An example is the Continuing Education program offered this past summer to international students. The President would like to create a global village here on campus. In preparation of the launching the next University fundraising campaign, the President has been meeting with corporate CEO's to thank them for their past support. There has been much interest in the University's strategic planning initiative.

In discussion, it was noted that members of the student body have significant concerns, but have been involved in discussing the COU proposal to increase tuition fees so as to help frame the issues and concerns the University will put forward. It was noted that the income contingent repayment plan, which may be tied to tuition increases, is a proposal which would be implemented on a national level and student advice is being solicited. The President remarked on the importance of involving students in discussion, but recognizes that they are opposed to the proposal.

The Chair asked visitors to clear the room as the Board was going into closed session.

On motion duly made and seconded, it was

RESOLVED, That Larry Milligan, Charles Ferguson, Iain Campbell and Roger Phillips be invited to remain for the in-camera session.

"END OF OPEN SESSION" INIVFRSITY

UNIVERSITY /GUELPH

BOARD OF GOVERNORS

MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: Joint Faculty Policies Committee Proposed Revisions — Motions

DATE: February 15, 1994 EXTENSION: 3438/6571

Under the terms of Article 10.7 of the Special Plan Agreement the Joint Faculty Policies Committee (JFPC) is responsible for making recommendations on all matters pertaining to policies, procedures and practices relating to the terms and conditions of employment for faculty. As required, the Committee circulated to each faculty member, for comment, the proposed amendments to the policies.

JFPC has prepared and submitted to Dr. Rozanski a package of proposed revisions to Faculty Policies under four separate headings.

1. Proposed Revisions to Appointments Policy 2. Proposed Revisions to the Policy on Evaluation of Chairs for Time and Performance Step Increases 3. Proposed Revisions to the Policies on Disciplinary Action and Dismissal 4. Proposed Revisions to the Policy on Selection Committees for Department Chairs.

Attached please find material prepared by the Committee and submitted to Dr. Rozanski which outlines the philosophy behind the proposed changes and the new wording.

The Board is asked to,

RESOLVE, That the Faculty Policy, section entitled Appointments Policy, as outlined be approved.

RESOLVE, That the Faculty Policy on Evaluation of Chairs for Time and Performance Step Increases as outlined be approved.

RESOLVE, That the Faculty Polic on Disciplinary Action and Dismissal as outlined be approved.

RESOLVE, That the Faculty Policy on Selection Committees for Department Chairs as outlined be approved.

Betsy/sm Betsy A encl

GUELPH • ONTARIO • CANADA • NIG 2WI • (519) 824-4120, EXT. 3-138 • FAX (519)767-1350 UNIVERSITY c'GUELPH

UNIVERSITY SECRETARIAT

January 31, 1994

Dr. M. Rozanski President University of Guelph

Dear Dr. Rozanski:

In accordance with Article 10.7 of the Special Plan Agreement, I am pleased to present for your consideration a package of proposed revisions to Faculty Policies under four separate headings.

1. PROPOSED REVISIONS TO APPOINTMENTS POLICY

Subsequent to the report of the then-Employment and Education Equity Coordinator, Professor Janet Wood, which resulted in the approval of a new Policy on Parental Leave, JFPC undertook a review of the Appointments Policy with a view to making it more flexible. The Committee saw a need to facilitate the movement from part-time to full-time appointments (and vice versa), recognizing that faculty members have different demands on their priorities at different stages in their careers. The University, too, needs the flexibility afforded by increased use of reduced-workload appointments.

In the attached proposal, new wording has been underlined. Important points to note are:

1. The maximum duration of a probationary appointment has been changed from five to six years. This is consonant with prevailing practice in other Canadian universities, and gives departments adequate time to assess the performance of probationary appointees, increasing the effective time for meeting the department's criteria from four to five years.

2. The word "normally" has been removed from the old 2.07 (now 2.10) regarding notice of resignation.

3. The procedure for the review of tenure, promotion and TPSI of persons holding joint appointments (section 4.04) has been modified to reflect JFPC's concern that the minor department play a meaningful role in candidates' evaluation; this will require the minor department to consider joint appointees in advance of the major department.

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

4. Section VI, on Shared Appointments, is new, and reflects JFPC's intent to look into this type of appointment. The Committee has, in fact, struck a sub-committee on shared appointments. Also, please note that Section III of the Academic Appointments Policy is currently reserved for a future policy on contractually limited appointments. A sub-committee has been struck and JFPC hopes to develop a proposal this academic year.

There are a number of consequences for other sections of Faculty Policies which flow from changes to the Appointments Policy discussed by JFPC. Proposals for these changes appear below:

Page B.1.16, Section 10.03(i)

Change to: "Each year the department committee will consider each of those members of the department who hold probationary appointments. At the time of such consideration, except in the sixth year, there are three possible recommendations that the Committee may make to the President:

(a) that tenure be granted (b) that tenure not be granted but the probationary appointment be continued (c) that tenure not be granted and the appointment be terminated.

In the sixth year of candidacy for tenure, the Committee is limited to possibilities (a) and (c) (see 2.07).

Page B.3.1, Section II

In the second paragraph, change:

"2.01 to 2.14" to "2.01 to 2.15".

The words "of one year or less" should be removed from the final sentence of the second paragraph.

2. PROPOSED REVISIONS TO THE POLICY ON EVALUATION OF CHAIRS FOR TIME AND PERFORMANCE STEP INCREASES

When the new Faculty Salary Policy and the Faculty Policy on Time and Performance Step Increases were approved, there was no specific provision for a procedure by which the performance of department chairs would be evaluated. The existing section 1.02 on page C.1.1 is vague. A new policy proposal is attached. J.F.P.C. recommends that the "TPSI Recommendations" section be added to page B.3.7 as section 2.17; that the "Promotion of Chairs" section be inserted on page B.1.21 as section 11:10; and that the second sentence of section 1.02 on page C.1.1. be changed to read "the procedure for consideration of Chairs may be found in Section 2.17, page B.3.7 and Section 11:10, page B.1.21." 3. PROPOSED REVISION TO THE POLICIES ON DISCIPLINARY ACTION AND DISMISSAL

On the recommendation of the Senate's Special Committee on Academic Freedom in its May, 1992 Report, JFPC has agreed that the following changes should be made to the Faculty Policies on Disciplinary Action and on Dismissal Procedures and Suspension.

Page B.2.5

ADD a new Section 4.06, as follows:

"Under no circumstances should the exercise of academic freedom, as described in B.1.02, be held to be grounds for disciplinary action."

Page B.1.23, Section 12.05

ADD a new last sentence, as follows:

"Under no circumstances should the exercise of academic freedom, as described in B.1.02, be held to be a part of adequate cause for dismissal."

In the process of making these modest changes to the section on Disciplinary Action, it became clear to JFPC that the entire section needs revision. Specifically, the disciplinary procedures available to the university are not flexible enough. A sub-committee has been struck to examine the entire Disciplinary Action policy.

4. PROPOSED REVISIONS TO THE POLICY ON SELECTION COMMITTEES FOR DEPARTMENT CHAIRS

J.F.P.C. has agreed with suggestions that staff members play a role in the selection of department chairs, and that the Associate Dean, Faculty of Environmental Science, be allowed to sit on selection committees for department chairs as an alternate to the Dean of Graduate Studies, the Vice-President, Research or the chair of another department.

In the case of staff representation, the Committee suggests that the Dean nominate, for appointment by the President, a staff member to sit on each selection committee for department chair. The Dean would have the freedom to nominate a staff member from another department where appropriate.

The Committee notes that the Associate Dean, Environmental Science, has a position somewhat analogous to that of the Dean of Graduate Studies or the Vice-President, Research, in that he or she is responsible for a program which is interdisciplinary in nature, spanning several colleges; the expertise of this person would be extremely useful in some searches and would lighten the burden on the other two officers. It is proposed that the membership of the Selection Committee for Chair of a Department (page C.1.5) be changed to read as follows:

- Dean of Graduate Studies, or the Vice-President, Research, or the Chair of another department, or the Associate Dean of Environmental Science (if appropriate)

Three faculty members from the department concerned, elected by the full-time probationary and tenured members of the department, the election to be conducted by the Dean of the College

- Two faculty members from other departments, one being from outside the college concerned

One full-time, permanent staff member, to be nominated from one of the departments within the college by the Dean

Copies of existing Faculty Policies to which J.F.P.C. is proposing an amendment are attached for the purpose of comparison.

As required by the Special Plan Agreement, the amended policies have been sent by J.F.P.C. to each faculty member for comment and subsequently reviewed by the Committee in light of those comments.

.41•■ I shall await your decision either to forward these recommendations to the Board of Governors for its approval or to return them to the Committee with comments.

Yours sincerely,

David Prescott Chair Joint Faculty Policies Committee

/mmw cc: L. Bruce, Faculty Association. B.1.3 ACADEMIC APPOINTMENTS

II. POLICY WITH RESPECT TO APPOINTMENTS

2.01 Every appointment to the faculty will be made at one of the following ranks: Professor, Associate Professor, Assistant Professor, Lecturer, Instructor. Ranks at which tenure may be granted are Professor, Associate Professor and Assistant Professor.

2.02 Appointments at any rank may be either full-time or part-time.

2.03 Appointments to faculty positions are of three types: tenured, probationary, or contractually defined.

(i) Tenured appointments may be made at the rank of Associate Professor or Professor.

(ii) Probationary appointments may be made at the rank of Assistant Professor, Associate Professor, or Professor.

(a) Probationary Appointments ensure the right of the appointee to fair consideration for tenure as stated in the policy on appointments, tenure and promotion which is current at the time of such consideration.

(b) The criteria for tenure and promotion will be as outlined in 10.01 to 10.03 of the Policy with Respect to Tenure.

(iii) Contractually defined appointments carry no implication of renewal (although such contracts may be renewed) or continuation beyond the term, and no implication that the appointee is on probation for tenure.

2.04 Part-time appointments may be made at any rank, and may be any of the three types defined in the preceding section.

(a) The duties associated with a part-time appointment are to be negotiated and specified in writing. A part-time appointment may involve either reduced responsibilities or periods of time during which the faculty member has no official responsibilities to the University.

(b) The terms and conditions of each part-time tenured and probationary appointment require the agreement of the faculty member, the Department Chair, the College Dean, the Vice-President Academic and the President. These terms and conditions will be set out in a letter from the dean and will be consistent with Faculty Policies and the Special Plan Agreement. The terms and conditions will explicitly define the nature of the part-time appointment as permanent or temporary with a defined term. B.1.3 (cont'd)

,....., (c) A tenured or probationary faculty member may request a temporary or permanent change of appointment from full-time to part-time status.

(d) A probationary part-time appointment normally will be associated with a workload of at least 50% of that associated with a full-time appointment.

(e) Changes in tenured or probationary appointments from full-time to part-time or from part-time to full-time status require the agreement of the faculty member, the Department Chair, the College Dean,and the Vice-President Academic.

(f) With respect to tenured and probationary appointments, a faculty member who accepts a tenured, temporarily part-time appointment or one who changes temporarily from a full-time to a part-time appointment, will be assured of a continuing, full-time appointment at the end of the agreed term.

2.05 Faculty pension and benefit arrangements vary according to the nature of the appointment. A faculty member making a change in status of appointment must consult with the Department of Human Resources regarding the nature of pension and benefits coverage.

2.06 Every full-time academic appointment of more than twelve months confers the right during the term of the appointment to fair consideration for increases of responsibility and salary, and promotion in rank. Part-time faculty members with tenure will be eligible for promotion. The procedures and criteria for promotion will be, mutatis mutandis, as in 11.01 to 11.09. Promotion of a faculty member on probation from Assistant Professor to Associate Professor or from Associate Professor to Professor will confer tenure. B.1.4

2.07 A probationary appointment usually lasts for at least two full years of employment. Probationary appointments will be reviewed by the Department Committee as outlined in 10.03 (i), POLICY WITH RESPECT TO TENURE; the first review will occur during the second year of appointment and thereafter the appointment will be reviewed annually; with a view to making a decision either to terminate the appointment or to grant tenure as soon as it is justified. In any case, the maximum duration of a probationary appointment is six consecutive years of full-time employment, exclusive of extensions granted for other reasons, such as parental leave, and not counting periods of unpaid leave, dating from the time of appointment to a probationary position at the University of Guelph. The maximum length of the probationary period for part-time appointments shall be seven years for appointments with a workload of 75-99% of a full-time appointment and eight years for appointments with a workload of 50-74% of a full-time appointment.

2.08 Each new appointee to the faculty will be given by the Dean, in writing, a statement of her or his rank, salary, situation with respect to tenure, credit for prior eligible service toward leave with salary (see 3.02(v) under STUDY/RESEARCH LEAVE), and length of term (where applicable), together with a copy of this policy statement. Appended to the Dean's letter will be a copy of: (i) existing faculty salary policy (ii) the Department's tenure and promotion document (iii)all benefits policies pertaining to faculty (iv) the Special Plan Agreement with the Faculty Association. (v) Faculty Policies Handbook (see Article 29, Special Plan Agreement)

2.09 The University will not use appointments with contractually defined terms (2.03 (iii)) in place of probationary appointments. The length of every contractually defined term will be clearly stated in writing at the time of appointment

2.10 Every faculty member holding a probationary or tenured appointment will on resignation give a minimum notice of four months. B.1.7

III. (SECTION RESERVED FOR FUTURE POLICY ON CONTRACTUALLY LIMITED APPOINTMENTS)

IV. POLICY WITH RESPECT TO JOINT APPOINTMENTS

Preamble

4.01 Where the interests and capabilities of a faculty member are coincident with the needs and aims and objectives of two departments he or she may hold a joint appointment in the two departments. A joint appointment is intended to facilitate extensive involvement of a faculty member in a broad range of activities in a second department. As such, it involves a division of budgetary funds between the two departments.

Terms of Joint Appointment

4.02 Joint appointments will be made on the following bases:

(i) A faculty member will hold a joint appointment in not more than two

Name departments.

(ii) At least sixty per cent of the faculty member's effort will be in one department (the major department) and not less than twenty per cent in the department of joint appointment (the minor department).

(iii) The faculty member should normally hold a full-time probationary or tenured appointment.

(iv) The consideration of the establishment of a joint appointment may be initiated by a faculty member, a Chair of a department or a Dean of a college. A joint appointment should be made on the advice of the Department appointments committee in each department.

(v) To take effect, the division of faculty effort and budgetary funds and the commitment of research facilities, equipment and graduate student space and financial support must be agreed to by the faculty member, the Department Chairs and the College Dean(s) concerned. The nature of the terms of joint appointment will be reviewed at the request of any of the faculty member, either Department Chair or the College Dean(s) concerned. B.1.8

(vi) The faculty member will be listed in the calendar under both departments and the joint nature of the appointment will be denoted.

Faculty Responsibilities Under Joint Appointment

4.03 The faculty member holding a joint appointment is expected to undertake the normal faculty responsibilities described in the policy statement on Faculty Responsibilities. The faculty member will be responsible to both Department Chairs and will carry responsibilities in each department in proportion to the division agreed to. The faculty member will be eligible for election or appointment to any committee in both departments with the exception of the Department Committee in the minor department and, when the two departments are not in the same college, the College Committee for the minor department.

Review for Tenure, Promotion and Time and Performance Step Increase

4.04 The faculty member will be reviewed by the Department Committees of both departments. The Department Committee of the minor department will provide a written evaluation and appropriate recommendations concerning the faculty member's performance to the major department, and both departments' reports will be made available to the College Committee of the major department.

4.05 Where the two departments are in different colleges the faculty member will be reviewed by the College Committee for the major department. The department member of the College Committee of the minor college will be an additional non- voting member of the College Committee of the major college while the faculty member is being reviewed. B.1.9

V. POLICY WITH RESPECT TO ADJUNCT FACULTY APPOINTMENTS

5.01 The purpose of adjunct appointments is to recognize and encourage interaction between the University and persons in business, government, education and the arts for their mutual benefit. Adjunct appointments may be granted to persons within or without the University who are qualified to carry specific responsibilities within a department related to teaching or research. Adjunct appointments will carry the title of Adjunct Professor and will be listed in the Undergraduate Calendar of the University.

5.02 Adjunct appointments should be made on the advice of the department appointments committee and must be approved by the Chair of the Department, the Dean of the College concerned and the Vice-President Academic. Adjunct appointments are made for a period of one to three years and are renewable.

VI SHARED APPOINTMENTS

6.01 While the University does not have a formal policy on shared appointments, it is prepared to accommodate persons wishing to share responsibilities through the medium of part-time appointments. TPSI Recommendations for Chairs (and Acting Chairs)

1. Chairs shall be considered for time and performance step increases for each year they serve as Chair.

2. Chairs shall submit to the Department Committee material normally submitted by the Department faculty members under review for TPSI.

3. The Department Committee shall discuss with the Dean during its annual deliberations the academic and administrative performance of the Chair for the year under review. During this discussion the College member will act as Chair of the Committee. The Committee will not make a collective formal recommendation for TPSI for the Chair but will provide the Dean with a written summary, prepared by the College member and signed by all members of the Committee, of its assessment of the Chair's performance in the areas set out in Faculty Policies, Section 9.01, page B.1.14.

4. The Dean shall recommend in writing to the Academic Vice-President the time and performance step increase to be awarded to the Chair (0, 1 or 2 steps). At the same time, the Dean shall communicate by letter to the Chair this recommendation, the reasons for the recommendation, and the Departmental Committee's summary statement.

5. The Academic Vice-President shall recommend to the President, at least 10 working days after the issuance of the Dean's recommendation, the time and performance step increase to be awarded to the Chair.

6. The President shall make the final decision.

7. If the Chair disputes the Dean's recommendation, the Chair may appeal in writing to the Academic Vice-President within 10 working days from the date of issuance of the Dean's recommendation. In the event of appeal, the Academic Vice-President shall consider the appeal and make a recommendation to the President, who will make the final decision.

8. If a Chair has been on Administrative Leave for the major portion of the period under review, he/she shall be considered according to the procedures used in the Department for awarding step increments to faculty members who have been on leave.

Promotion of Chairs (and Acting Chairs)

1. Where a Chair wishes to be considered for promotion, the procedure shall be followed as for any other faculty member except that for the purpose of consideration of the promotion, the Dean shall serve as Chair (non-voting) of the Departmental Committee.

2. Appeals of Departmental, College and Presidential recommendations/decisions on the promotion of Chairs shall follow usual procedures.

H:\home\anetb\jfpc\tpsi EXISTING FACULTY POLICIES Page B.1.3 June, 26, 1980

ACADEMIC APPOINTMENTS

II. POLICY WITH RESPECT TO FULL-TIME APPOINTMENTS

2.01 Every appointment to the full-time faculty will be made at one of the following ranks: Professor, Associate Professor, Assistant Professor, Lecturer, Instructor. Ranks at which tenure may be granted are Professor, Associate Professor and Assistant Professor.

2.02 Appointments to full-time faculty positions are of three types: (1) appointments to the ranks of Associate Professor and Professor that may confer tenure on appointment (see 10.03 (ii) ).

(ii) appointments that confer probationary status, ensuring the right of the appointee to fair consideration for tenure as stated in the policy on appointments, tenure and promotion which is current at the time of such consideration.

(iii) appointments with contractually limited terms (2.06) that carry no implication of renewal (although such contracts may be renewed) or continuation beyond the term and no implication that the appointee is on probation for tenure. Every Instructor will be employed on a contractually limited term. Contractually limited full-time appointments at the rank of Lecturer and above will ordinarily not be made for more than two years in total.

2.03 Every full-time academic appointment of more than twelve months confers the right during the term of the appointment to fair consideration for increases of responsibility and salary, and promotion in rank. Tenure will not be granted to a faculty member whilst he holds the rank of Lecturer. Promotion of a faculty member on probation from Assistant Professor to Associate Professor or from Associate Pro- fessor to Professor will confer tenure. Promotion of a Lecturer to Assistant Professor does not necessarily confer tenure.

2,04 Each new appointee to the faculty will be given by the Dean, in writing, a statement of his rank, salary, situation with respect to tenure, and length of term (where applicable), together with a copy of this policy statement. Page B.1.4 June 26, 1980

2.05 The maximum duration of a probationary appointment is five consecutive years of full-time employment (dating from the time of appointment to a full- time faculty position at the University of Guelph). Probationary appointments will be reviewed by the Department Committee as outlined in10.03 (i); the first review will occur during the second year of appointment and thereafter the appointment will be reviewed annually. A probationary appointment usually lasts for at least two full years of employment.

2.06 The University will not use appointments with contractually limited terms (2.02 (iii)) in place of probationary appointments. The length of every contractually limited term will be clearly stated in writing at the time of appointment (see 2.04). If the University intends to offer renewal of such a contract, the University will give the faculty member six months notice of its intentions with respect to renewal.

2.07 Every faculty member holding a full-time appointment of more than twelve months will on resignation normally give a minimum notice of four months.

Not counting periods of leave without salary.!)/ l ef19; due ,-1411), ji,.?;,";%,!.,.

1 Page B.1.5 June 26, 1980

III. POLICY WITH RESPECT TO PART-TIME APPOINTMENTS (Reduced Workload Appointments)

3.01 Appointments may be made to part-time faculty positions at any rank. Part-time appointments are those in which the duties are specified and constitute during an academic year less than a full workload equivalent. The workload may be reduced on a daily, weekly, monthly or semester basis.

There are three types of part-time appointments:

(1) appointments with tenure. Reduced Workload tenured appointments may be held by faculty members who have previously held a full-time tenured appointment at the University. Change to a Reduced Workload tenured appointment requires the agreement of the faculty member, the Department Chairman, the College Dean, the Vice-President Academic and the President. Pension and benefit arrangements are described in a separate document.

(ii) probationary appointments. A probationary appointment, with a workload of not less than two full semesters or equivalent per year, may be considered on its own merits and requires the agreement of the faculty member, the Department Chairman, the College Dean, the Vice-President Academic and the President. Such a part-time probationary appointment will be used only in circumstances where the faculty member possesses special expertise needed by the University and at the request of the faculty member. The criteria for tenure and promotion will be as outlined in 10.01 to 10.03 of the Policy With Respect to Tenure and the faculty members responsibilities should be clearly explained to him at the time of appointment (see Statement on Faculty Responsibilities, 1.01 and 1.02). The period for consideration of tenure will be seven years. The University will not use part- time probationary appointments in place of regular full-time probationary appointments except in the special circumstances described herein. Pension and benefit arrangements are outlined in a separte document.

(iii) appointments limited by the terms of a contract.

3.02 Initial contractually limited part-time appointments at any rank shall be for no more than twelve consecutive months in duration. No renewal of a part-time appointment B.1.6 March 26, 1987 shall be for more than twelve consecutive months in duration except as provided for in 3.03. 3.0.3 A faculty member who has held part-time appointments of twelve months or less in three successive academic years is eligible for a three-year contract after review. A further appointment for twelve months or less shall not be made for such a faculty member unless the offer of a three-year contract is refused. The part-time faculty member being considered for such a contract must be reviewed during his third annual appointment, the review to follow the same procedure and to be governed by the same criteria as the review for the continuation of a probationary appointment.

3.0.4 A faculty member who holds a three-year part-time contract may be eligible for a renewal of the contract after review. The review shall be held in the third year of the contract as in 3.03. Six months notice should be given of intention to renew the contract. 3.05 Part-time faculty members with tenure or holding a three-year contract will be eligible for promotion. The procedures and criteria for promotion will be mutatis mutandis as in 11.01 to 11.09. 3.06 Faculty members holding reduced workload, tenured appointments are eligible to apply for Study/Research Leave with salary after six calendar years of service to the University. The procedures and conditions which apply are those which are outlined on Page B.4.1, and following, of the Policy on Study/Research Leave. The intention of this section is to make available to those holding reduced workload, tenured appointments, the same privileges made available to full-time faculty. Such entitlement shall be specified in the initial letter of reduced workload appointment. Page B.1.7 June 26, 1980

IV. POLICY WITH RESPECT TO JOINT APPOINTMENTS

Preamble

4.01 Normally, a faculty member will hold an appointment in one department of the University only. However, where the interests and capabilities of a faculty member are coincident with the needs and aims and objectives of two departments he may hold a joint appointment in the two departments. A joint appointment is intended to facilitate extensive involvement of a faculty member in a broad range of activities in a second department. As such, it involves a division of budgetary funds between the two departments.

Terms of Joint Appointment

4.02 Joint appointments will be made on the following bases:

(i) A faculty member will hold a joint appointment in not more than two departments. The two departments may be in the same college or in different colleges. There will be no joint appointments with Centres.

(ii) At least sixty per cent of the faculty members effort will be in one department (the major department) and not less than twenty per cent in the department of joint appointment (the minor department).

(iii) The faculty member should normally hold a full- time probationary or tenured appointment.

(iv) The consideration of the establishment of a joint appointment may be initiated by a faculty member, a Chairman of a Department or a Dean of a College. A joint appointment should be made on the advice of the Department appointments committee in each department.

(v) To take effect, the division of faculty effortand budgetary funds and the commitment of research facilities, equipment and graduate student space and financial support must be agreed to by the faculty member, the Department Chairmen and the College Dean(s) concerned. The nature of the terms of the joint appointment will be reviewed biennially by the faculty member, the Department Chairmen and the College Dean(s) concerned.

B.1.8 June 30, 1989 (vi) The faculty member will be listed in the calendar under the major department and the listing will include an indication of the joint appointment in the minor department. (vii) It is expected that the faculty member will normally not be provided with more than one office.

Faculty Responsibilities Under Joint Appointment 4.03 The faculty member holding a joint appointment is expected to undertake the normal faculty responsibilities described in the policy statement on Faculty Responsibilities. The faculty member will be responsible to both Department Chairs and will carry responsibilities in each department in proportion to the division agreed to. The faculty member will be eligible for election or appointment to any committee in both departments with the exception of the Department Committee in the minor department and when the two departments are not in the same college, the College Committee for the minor department.

Review for Tenure, Promotion and Time and Performance Step Increase 4.04 The faculty member will be reviewed by the Department Committees of both departments and the Chair of the minor department will be an additional member of the Department Committee in the major department when the faculty member is being reviewed. 4.05 Where the two departments are in different colleges the faculty member will be reviewed by the College Committee for the major department. The Dean of the College in which the minor department is located will be an additional member of the College Committee when the faculty member is being reviewed.

Faculty Members Currently Carrying Responsibilities in Two Departments 4.06 It is recognized that there are some faculty members currently carrying responsibilities in two departments even though there are no formal arrangements or policies governing joint appointments. These faculty members may wish to hold joint appointments under this policy. Alternatively, the current arrangements for these faculty members will continue even though the arrangements may not conform with these statements. Page B.1.9 June 26, 1980

V. POLICY WITH RESPECT TO ADJUNCT FACULTY APPOINTMENTS

5.01 The purpose of adjunct appointments is to recog-. nize and encourage interaction between the Univer- sity and persons in business, government, education and the arts for their mutual benefit. Adjunct appointments may be granted to persons within or without the University who are qualified to carry specific responsibilities within a department related to teaching or research. Adjunct appointments will carry the title of Adjunct Pro- fessor and will be listed in the Undergraduate Calendar of the University.

5.02 Adjunct appointments should be made on the advice of the department appointments committee and must be approved by the Chairman of the Department, the Dean of the College concerned and the Vice- President Academic. Adjunct appointments will be made for a period of one to three years. Page B.1.16 November 21, 1989 X. POLICY WITH RESPECT TO TENURE 10.01 (i) The granting of tenure to a faculty member recognizes competence and maturity in that persons discipline, as exemplified by her or his contribution to the academic functions of the University and by related activity within or outside of the University. (ii) The Dean will advise the faculty member, early in the term of appointment, of the criteria generally observed in respect to the granting of tenure. (iii) The Chairperson of the Department concerned will advise the faculty member of the time when decisions affecting tenure are ordinarily made, and will ask the faculty member to submit material which may be helpful to an adequate consideration of her or his circumstances (see Section IX, Information for Tenure, Promotion and Time and Performance Step Increase Considerations).

10.02 The conferring of tenure is a very important step in the relations between the University and the faculty member, and it should be decided upon only through careful discussion. The special ability of those within a discipline to judge competence in it is recognized in this policy. 10.03 (i) Each year the Department Committee will consider each of those members of the Department who hold probationary appointments. At the time of such consideration, there are three possible recommendations that the Committee may make to the President: (a) that tenure be granted (b) that tenure not be granted but that the probationary appointment be continued (c) that tenure not be granted and the appointment be terminated. (ii) A new appointment to the faculty with tenure under 2.02 (i) must be approved by the Department Committee. 10.04 If the Department Committee recommends that tenure not be granted but that the probationary appointment of a faculty member be continued, the Chairperson of the Committee will convey the Committees judgment to the candidate in writing in the form a progress report to which a majority of the members of the Committee have agreed; this report will summarize the Committees assessment in each of the areas of responsibility and particularly address matters of concern. The Chairperson shall discuss the Committees report with the candidate. A copy of the report will be forwarded to the Vice-President Academic and to the Dean of the relevant College. sft■ Except in the fifth year of a probationary appointment, when the Committee is limited to possibilities (a) and (c) (see 2.05). POLICY WITH RESPECT TO PROMOTION

Page B.1.21 June 26, 1980

11.06 The procedure for appeals against decisions of the Department Committee in regard to promotions will be mutatis mutandis, as in 10.09.

11.07 After hearing all appeals, the College Committee will forward all Department and College Committee recommendations and their supporting documents to the President. The President will provide reasons to the Committee whose recommendations he does not accept, and, in the event of an adverse decision, to the faculty member.

11.08 Promotion will be made the subject of formal notice to the faculty member concerned by the Dean immediately following approval by the President. However, the new rank will not ordinarily become effective until the following July 1.

11.09 The procedure for appeals against decisions of the President in regard to promotion will be mutatis mutandis, as in 10.10 and 10.14. Page B.1.22 June 26, 1980

XII. DISMISSAL PROCEDURES AND SUSPENSION

12.01 The appointment of a tenured faculty member may not terminate except:

(i) by resignation. The University expects that faculty members will give at least four months notice of resignation.

(ii) by retirement.

(iii) by dismissal for adequate cause.

12.02 The termination by the University of a tenured appointment at any time other than by retirement constitutes dismissal. The failure to renew a contract of limited term does not constitute dismissal. The termination by the University of a probationary appointment as a result of the decision during the yearly review of probationary appointments within the terms of this policy (Part X) does not constitute dismissal. The termination by the University of a probationary appointment except as outlined in this policy (Part X) constitutes dismissal.

4%, 12.03 Cases of inability to carry out required duties because of medical reasons will be treated separately from dismissal cases.

12.04 The appointment of a faculty member having tenure may be terminated for adequate cause only after the faculty member has had the opportunity to place his case before an Arbitration Committee constituted in accordance with the procedures described in 12.08 and 12.10. The appointment of a faculty member on probation or with a contractually limited term may be terminated at any time other than that specified (see 10.03, 10.05) only after the faculty member has had the opportunity to place his case before a simi- larly constituted Arbitration Committee.

12.05 If "adequate cause" were to be defined, it might be said to mean, or to include, gross misconduct or persistent neglect of a faculty members duty to his students or his discipline. A definition here would only substitute one set of general words for another. The real meaning of "adequate cause" or any substi- tuted phrases can only be reached in the context of a particular case, and the objective here is to ensure B.2.5 March 15, 1916 Fr7 IV. DISCIPLINARY ACTION 4.01 Disciplinary action against a faculty member may be taken for reasons of: (i) Wilfully inadequate or unsatisfactory discharge of his responsibilities to the University outlined in Sections 1.01 and 3.01 above. (ii) Gross misconduct. Procedures relating to gross misconduct are described in the Statement on Appointments, Tenure and Promotion, Section 12.06 to 12.11. 4.02 If the Chairman of a Department believes that a faculty member is not meeting his responsibilities, he will discuss the matter with the faculty member. If the problem is not then resolved, he will discuss it with the Department Committee. He will then discuss the matter with the Dean and may recommend to the Dean that specific disciplinary action be taken. The Chairman of the Department will advise the faculty member in writing that disciplinary action is being recommended, and the form of disciplinary action and the reasons for the recommendation. 4.03 Disciplinary action referred to in 4.02 may take the form of one or more of the following: (i) A formal reprimand by the Dean of the College. A copy of the letter of reprimand will be sent to the President and the Vice-President Academic. (ii) Denial of an annual salary increase of any kind. 4.04 The Dean will meet with the Chairman of the Department and the faculty member involved and will review with them the recommendation. The Dean will forward the recommendation to the Vice-President Academic and will discuss it with him. 4.05 The Vice-President Academic will review the matter with the President. The President will decide on the disciplinary action to be taken. B.3.1 June 30, 1989 FACULTY SALARY POLICY I. POLICY 1.01 It is the policy of the University: (i) To endeavour to ensure that a faculty members salary will reflect her or his individual performance and contribution to the life of the University. (ii) To maintain a faculty salary structure that is both competitive and in an appropriate relationship with those in effect at other Ontario and Canadian universities. (iii) To maintain a salary floor for each academic rank. A faculty members salary will not be below the floor for her or his rank. (iv) To review faculty salaries annually through discussion with the University of Guelph Faculty Association, within the framework of the procedures stated below. II. APPLICATION In June, 1988, the faculty and librarians at the University of Guelph endorsed a new salary policy. A salary base and a series of time and performance steps form a salary grid. The grid defines a specific salary profile which is coupled through annual negotiations to an inflationary index and through peer review to an individuals experience and merit evaluation. While the characteristics of the salary grid are well defined, the rate of progress of an individual along the grid is subject to regular peer review and evaluation of performance. The procedures stated below in Sections 2.01 to 2.14 will apply to all faculty members except (a) those holding academic administrative appointments, (b) those whose appointments become effective between March 1 and June 30, and (c) those on contractually limited terms of one year or less. 2.01 The salary of a faculty member may increase as a result of: (i) a change to the salary base (ii) a promotion (iii) a time and performance step salary increase (iv) a Presidential salary supplement B.3.7 September 26, 1991 2.12 Appeals of Second Step Award A faculty member who has been recommended for a two-step increment by the Department Committee or by appeal, but who has not been awarded a second step increase by the College Committee, may appeal to the President, in writing, within ten days of notification. 2.13 Presidential Salary Supplement A further component of salary, the Presidential Salary Supplement, can be awarded by the President to those few faculty members who are so exceptional that they cannot be accommodated within the normal salary grid and to faculty in special situations, including appeals. The President can award up to 1% of the total faculty salary budget to meet this need; each supplemental award remains in effect at the pleasure of the President. 2.14 The Dean will advise each faculty member, and her or his Chair, as soon as possible after the final determination by the President has been made of her or his rank, salary and terms of appointment for the ensuing year starting July 1. 2.15 Appointments Effective Between March 1 and June 30 The salaries of persons whose appointments become effective between March 1 and June 30 may normally be increased in that year only by an amount sufficient to ensure that their salaries fall on the salary grid. 2.16 Contractually Limited Appointments Faculty members holding contractually limited appointments that are renewed will renegotiate their salaries individually with the Department Chair at the time of reappointment. Salary adjustments during a term of appointment will occur as follows: (i) The salary of a faculty member holding a contractually limitedappointment of one year or less will remain unchanged during the term of appointment unless the salary floor for the rank rises above the faculty members salary. If this occurs, the faculty members salary will be increased to the salary floor for her or his rank. (ii) A faculty member holding contractually limited appointment of more than one year will be considered for a salary increase as described in Sections 2.02 to 2.09 above. Page C.1.1 November 21, 1989

ACADEMIC ADMINISTRATIVE APPOINTMENTS I. HOLDING OF ACADEMIC APPOINTMENTS BY ACADEMIC ADMINISTRATIVE PERSONNEL 1.01 The President may hold an academic appointment in a department of the University. The Vice-President Academic, Associate Vice-President Academic, Deans, Associate Deans, Directors of Schools, and Chairs of Departments will hold academic appointments. The Secretary of Senate, Director of Institutes, Directors of Centres, Director of the School of Continuing Education and Director of Teaching Services may hold academic appointments (i.e., probationary or tenured appointments) or may hold staff appointments. (See Section IV). Where a candidate for an academic administrative appointment does not hold an academic appointment at the University that persons academic appointment will be agreed to with the department concerned through the Department Committee and will be formally offered to the appointee in the customary letter from the University. (See Section 4.02, Appointments, Tenure and Promotion). 1.02 The Department Committee will review, for consideration of tenure and promotion, the performance in relation to the Departments criteria of a faculty member who holds an academic administrative appointment, including Deans, Associate Deans, Chairs and Directors of Schools. In the case of Chairs and Directors of Schools, the Department Committee will also make a recommendation for purposes of time and performance step increase to the faculty members administrative superior, based on her or his contribution to the work of the Department. 1.03 When an academic administrative position is relinquished upon completion of the term of appointment or by voluntary resignation, the individual involved, if he or she holds an academic appointment, has the right to continue as a full-time member of the department in which the appointment is held.

II DURATION OF ACADEMIC ADMINISTRATIVE APPOINTMENTS 2.01 The term of office of the President, Vice-President Academic, and Deans is five years. Other academic administrative appointments will be for a period not less than three years and not more than five. Normally an incumbent may hold office for no more than two consecutive terms. C.1.5 September 1, 1986

(g) Chairman of a Department Chairman - Dean of the College concerned Members - Dean of Graduate Studies, or the Dean of Research, or the Chairman of another department - Three faculty members from the department concerned, elected by the full-time probationary and tenured members of the department; the election to be conducted by the Dean of the College - Two faculty members from other departments, one being from outside the college concerned

(h) Secretary of Senate Chairman - Vice-President Academic Members - a Dean of a College - Three faculty members, one being the Chairman of the Board of Undergraduate Studies - One undergraduate student

(i) Director of an Institute, Director of a Centre, Director of the Office of Continuing Education or Director of Audio-Visual Services Chairman - Vice-President Academic Members - Two Deans - Two faculty members appointed by Senate - Two persons holding staff appointments, one being the Vice-President Administration or his designate

(j) Director of a University School Chairman - Vice-President Academic Members - Dean of Graduate Studies or Dean of Research and one other Dean or Associate Dean - Four faculty members, each being from a different college, appointed by Senate - One student, appointed by Senate. UNIVERSITY OF GUELPH

BOARD MEMORANDUM

TO: Finance Committee of the Board Forward to: Board of Governors-Meeting of February 23, 1994

FROM: Charles Ferguson, Vice President Administration

SUBJECT: Semester Financial Statements

DATE: February 10, 1994

BACKGROUND: I The attached schedules have been prepared as information to the Finance Committee and the Board of Governors on the financial results of major University activities to the end of December, 1993. The format of this presentation includes:

Operating Funds: Statements 1 2 - MET (Ministry of Education and Training) Statement 3 - OMAF (Ontario Ministry of Agriculture and Food)

Ancillary Funds: Statement 4 - Student Housing Services Statement 5 - Hospitality and Retail Services Statement 6 - Parking Administration Statement 7 - Child Care Services Statement 8 - Graphics and Printing Services Statement 9 - Special Capital Account Statement 10 - Guelph London House

Trust and Endowment Funds: Statement 11 - Statement of Fund Balances

The following is a summary of the actual to budget comparisons to the end of the second academic semester in fiscal 1993/94, December 31, 1993.

Page 1 Semesters SUMMARY OF RESULTS TO DECEMBER, 31, 1993:

OPERATING FUNDS:

The two major divisions for the Operating Fund are MET (Ministry of Education and Training) and OMAF (Ontario Ministry of Agriculture and Food). Budgets and financial accounts are maintained and presented separately for each in accordance with the principles of fund accounting and the requirements of the funding agencies.

Statements 1 2 - MET (Ministry of Education and Training):

The revised 1993/94 budget presented for information to the Board in October 1993 is included in these two statements. Statement 1 presents budget and actual results detailed by major institutional revenue source and net divisional expense. 80% of this budget expenditure is composed of salary and benefit costs. Because these costs are mainly fixed for the year and have a consistent pattern of expenditure, a percentage of annual budget factor is used to monitor financial variances. Major variances to the expected budget/actual percentage of 66.6% are explained below.

Statement 1 - Statement of Revenue, Expenditure and Fund Balance

INSTITUTION REVENUES

Faculty Renewal Grants - 53% of Budget Met is to provide funding of 17 payments of $30,512 for a total of $518,704. As of December 31st, nine payments have been received. The remaining payments will be received on an accelerated basis to year end.

Tuition Fees - 57.2% of Budget Tuition revenue received is recognized as income over time based on the number of teaching days in a month, whereas the budget is shown on an annual basis. The low tuition revenue to date reflects the relative number of teaching days in the fiscal year to date. Total tuition fees are expected to be on budget.

Sundry Revenue - 40.8% of Budget Pension administrative costs, which comprise 60% of the sundry revenue budget are recoverable from Canada Trust and are received towards the end of the fiscal year.

Page 2 Semesters INSTITUTIONLEXEENSEI

Student Services - 76.9% of Budget Student Services revenue is netted against expenses. Athletic fees which are 38% of revenue are mainly received in the fall and winter semesters. As the year progresses, these fees will offset costs which occur evenly throughout the year. Net spending for this division is expected to be within budget for 93/94.

University Affairs Development - 74.8% of Budget Contained within the U.A.D. 93/94 Budget is a carry-forward deficit of $120,000 from prior years. Plans are to eliminate this deficit in subsequent years. A current review is underway to address both the divisions funding base and potential areas of revenue to support ongoing operations. No new deficit is expected in the 93/94 fiscal year.

General Expenses - 44.5% of Budget A major component of General Expenses are employee benefit costs. Increased statutory benefit costs for both U.I.C. and C.P.P. effective, January 1, 1994, have been budgeted for but have not yet been incurred. This account is expected to be within budget for 93/94.

Labour Adjustment Fund This fund has been created as part of the Social Contract Agreement from Pension Contribution savings not required to offset social contract grant reductions. These funds will be used for enhanced early retirement provisions, facilitated exits and redeployment training initiatives.

Employer Pension Holiday. For the current fiscal year, the University is not making employer contributions to the pension fund. These contribution savings will be used to offset the reduced government funding as part of the Social Contract Agreement.

Statement 2 - Statement of Appropriation

Statement 2 summarizes the net surplus/(deficit) position for Statement 1. The University has a policy which allows departments to carry forward to the next fiscal year, any unspent budget funds. (Conversely 100% of deficits are usually made as the first charge against the following years departmental budget.) These unspent funds are recorded as Appropriations in the Universitys statements. $2.966 million in appropriations was generated by departments in 1992/93 which was carried over into 1993/94 for potential disbursement. Because departmental net surpluses are difficult to predict at this stage in the fiscal year, the current Statement 2 assumption is that there will be none at the end of the year. Forecasts are prepared in February which will project this amount.

Page 3 Semesters Projections are for the MET operating fund to generate $1.041 million in funds to reduce the accumulated deficit of $5.586 million to $4.545 at the end of fiscal 1993/94. The balance of the deficit will be retired over the next four years in accordance with the plan approved by the Board of Governors in October of 1991.

Statement 3 - OMAF (Ontario Ministry of Agriculture and Food)

The budget, approved by the Board in October, including the impacts of the Social Contract and major grant reductions of $2 million in 1993/94 are included in Statement 3. OMAF funds are segregated in accordance with the agreement with the ministry and any surpluses and deficits are contained within the OMAF account. Similar to the MET operating budget, 80% of this budget expenditure is composed of salary and benefit costs. Because these costs are mainly fixed for the year and have a consistent pattern of expenditure, a percentage of annual budget factor is used to monitor major financial results. There are no major variances expected from budget at this time.

ANCILLARY FUNDS:

The Ancillary Fund presents the operations carried on by the University that are not directly related to the academic or administrative functions outlined in the Operating fund. Any deficits are recoverable from future operations and charges are made to these funds for centrally provided services under the category of Institutional Charges. In addition, Ancillary Fund units repay their own costs of financing capital projects and renovations including principle and interest.

Ancillary units prepared monthly budgets against which variances are calculated. This reflects the business and cyclical nature of their operations. Budgets are presented individually for approval to the Board of Governors usually by April in the year preceding the start of the next fiscal year.

Statement 4 - Student Housing Services:

This unit operates over 4,000 beds providing residence accommodation for both single and married students and conference activities in the off peak summer semester. In 1991/92 Student Housing Services received approval to create a temporary deficit to finance the start-up costs of a new 400 bed Family Housing complex. This deficit is expected to be repaid over the next six years. 25% of the Student Housing income is directed toward debt repayment on buildings reflecting the capital intensive character of these operations. There are no expected major variances from the current 1993/94 approved budget.

Page 4 Semesters Statement 5 - Hospitality and Retail Services:

This unit operates food services, retail outlets and a University bookstore. 50% of this units expenditures are variable costs of products sold. In addition to paying institutional charges for services, this unit contributes $.3 million towards the financing of academic buildings in the Special Capital Account. The unit has an approved deficit from prior years of $.476 million created primarily from the start-up costs of the new bookstore operations. This is to be retired over the next two years. Results to date show total sales are lower than expected primarily from reduced sales in both Food and Bookstore operations, the impact of the recession on per student spending and increased on-campus competition for both books and retail items. Current forecasts to the year end indicated that this unit could have as much as a $200,000 deficit. Management Reviews are currently underway to reduce costs to cover this shortfall.

Statement 6 - Parking Administration:

Parking Administration manages the University parking lots for both staff and students in residence and general locations. 70% of this units revenues are from semester or annual permits with the balance from cash sales in metered lots. In addition to paying for centrally provided services and parking lot construction and repair, Parking Administration contributes $.5 million towards the repayment of academic building projects financed from the Special Capital Account. There are no expected major negative variances from the current 1993/94 approved budget.

Statement 7 - Child Care Services:

This unit operates a comprehensive day care operation for both University personnel and the general community. Revenues are from two sources: a grant from the Ministry of Community and Social Services and parent fees. In accordance with an agreement between the University and the Ministry, institutional charges were waived for this unit. All other costs are the responsibility of the Centre. In December, the Director of this unit was notified that the Ministry of Community and Social Services had over contributed support grants by $49,000 because of a Ministry error in calculations related to a pay equity grant. This shortfall will be covered from prior years accumulated surpluses.

Page 5 Semesters Statement 8 - Graphics and Printing Services:

Graphics and Printing Services was created in 1992/93 to operate centrally provide duplicating and graphic services to the university community. Sales are mainly to University departments for duplicating and photocopy services. Sales are down, however, it is expected that costs will be reduced to compensate. There are no other expected major variances from the current 1993/94 approved budget.

Statement 9 - Special Capital Account:

This account was created in fiscal 1989/90 to consolidate the financing costs of both major capital projects and shortfalls in funding to complete major academic building projects. The account is divided into two major sections: Phases 1 2 of the athletics facilities (twin rinks and swimming pool) and four academic building projects (OVC Learning Centre, Chiller Capacity project, the E.C. Bovey building and the renovation of Zavitz Hall.) Total debt carried in this account is fixed at approximately $20 million and was provided from internal University cash sources. Repayments for the Athletic facilities are funded from a special student capital fee and facilities rental revenues. The remaining projects are funded from both ancillary enterprises contributions (Hospitality and Parking Administration) and a $.45 million annual contribution from the Heritage Fund. These capital projects are all complete and financing costs have been determined using amortization of 15-20 years at 10% (Rates are reviewed annually). There are no expected major variances from the current 1993/94 approved budget.

Statement 10 - Guelph London House:

Guelph London House is a newly renovated Victorian row house located in London, England. The house is used as an academic centre and residence for the Universitys London semester program. During the non-academic periods of June through August accommodation is offered to the public. Guelph London House underwent a major renovation during fiscal 1991/92 and is currently carrying an $186,000 loan due in 2004. The current budgeted deficit of $24,000 is a reflection of a low occupancy rate in the summer months. Investigations are under way to address the long term use of the facility in light of the financial position. There are no expected major variances from the current 1993/94 approved budget.

Page 6 Semesters TRUST AND ENDOWMENT FUNDS:

Trust and Endowment Funds present those funds provided by benefactors or contract and granting agencies or are established for other specific purposes. The University operates over 3,000 of such accounts each with separate reporting requirements. Statement 11 contains two major sections:

1. Endowment Funds from which only the income may be spent and in most cases expenditure is restricted to a specific purpose. Endowment fund cash is transferred to a trustee and managed as a separate portfolio. Approximately 40% of endowment funds are from donations for student scholarships and awards. Included in endowments is the Heritage Fund portfolio ($11.9 million) created from the net revenue of Real Estate operations, investment earnings and donations from benefactors. The book value of the Universitys 100% ownership in the Cutten Golf Club is also reported under the endowment account.

2. Expendable Funds accounts are funds are received primarily for specific projects and research contracts and grants. These fund balances are fully expendable for the intended purposes and generally earn no interest. The University has invested a large part of the cash available from these expendable funds in University capital projects (recorded in the Special Capital Account) for which internal interest is charged.

Statement 11 - Statement of Fund Balances:

Statement 11 is for the most part a cash flow report prepared to highlight the major receipts, transfers and disbursements of major categories of trust and endowment funds. Budgets are not prepared for these accounts given the variability and number of the accounts involved. The statement indicates that the fund balances are as expected at this point in the fiscal year.

wP94/02/11 < dePtskragAboarddce son >

Page 7 Semesters Prepared for Finance Committee of the Board of Governors February 11, 1994

Forward to the Board of Governors Meeting February 23, 1994

UNIVERSITY OF GUELPH SEMESTERLY FINANCIAL STATEMENTS ACTUAL TO BUDGET COMPARISION MAY 1, 1993 TO DECEMBER 31, 1993 INDEX

Statement Operating Fund Account

Note: The University of Guelphs operating fund consists of two major sources of funds: MET (Ministry of Education and Training) and OMAF (Ontario Ministry of Agriculture and Food). The revised budget reflects the impact of the Social Contract Act, 1993.

As of December 31st, eight months of the year (67%) have been completed.

1. Statement of Revenue, Expenditure and Fund Balance — MET Operating Fund

Revenues for this fund are general and specific provincial operating grants, tuition fees, interest revenue and service fees on contracts. Expenses include personnel and operating costs for teaching, student services and primary support costs for all University activities, such as physical plant, administrative and computing and communication.

2. Statement of Appropriations — MET Operating Fund

3. Statement of Revenue, Expenditure and Fund Balance — OMAF Operating Fund The OMAF operating fund consists of two major programs: OMAF Research and Education and VCEP (Veterinary Clinical Education Program).

a. OMAF — A research and education contract between the University of Guelph and OMAF, which supports full—time faculty and staff, research station operations and indirect operating costs.

b. VCEP — This is an ongoing operating grant received from OMAF specific to OVC. It supports full—time faculty, staff and direct operating costs primarily in the Vet Teaching Hospital.

Ancillary Enterprises

Statement of Revenue and Expenses and Statement of Changes in Fund Balances for the following;

4. Student Housing Services 5. Hospitality Services/Retail Operations 6. Parking Services 7. Child Care Operations 8. Graphics and Print Services 9. Special Capital Account 10. Guelph London House

Trust and Endowment Funds

11. Statement of Fund Balances. STATEMENT 1 UNIVERSITY OF GUELPH MET - OPERATING FUND

STATEMENT OF REVENUE, EXPENDITURE AND FUND BALANCE FOR THE EIGHT MONTHS ENDED DECEMBER 31, 1993

(IN THOUSANDS OF DOI-LARS)

REVISED ACTUAL ANNUAL 8 MONTHS INSTITUTIONAL REVENUES: BUDGET TO DATE 96 GOVERNMENT BASE FORMULA GRANTS 98,941 66,034 66.7 ACCESSIBILITY GRANTS 6,741 4,573 67.8 FLOW THROUGH GRANTS 984 652 66.3 FACULTY RENEWAL GRANTS 519 275 53.0 CONTRACT SERVICES FEES 9,520 6,189 65.0 116,705 77,723 NON-GOVERNMENT: TUITION FEES 31,496 18,147 57.6 INTEREST REVENUE 1,300 856 65.8 SUNDRY 578 236 40.8 33,374 19,239

+44.0 Tow misrotow 64.6

INSTITUTIONAL COSTS: TEACHING UNITS 92,649 61,182 66.0 ACADEMIC SUPPORT 17,144 10,536 61.5 CENTRAL COMPUTING COMMUNICATION 7,028 4,190 59.6 STUDENT SERVICES 3,761 2,894 76.9 UNIVERSITY AFFAIRS DEVELOPMENT 2,409 1,802 74.8 PHYSICAL PLANT 27,861 17,198 61.7 RENOVATIONS - CENTRAL FUNDS 364 364 100.0 ADMINISTRATION 10,151 6,472 63.8 GENERAL EXPENSES 2,559 1,140 44.5 ANCILLARY SERVICE RECOVERIES (7,022) (4,681) 66.7 LABOUR ADJUSTMENT FUND 700 0 0.0 EMPLOYER PENSION HOLIDAY (5,600) (3,962) 70.8

TOTAL sAZ: 63.9

• • ANNUAL NET OPERATING SURPLUS (DEFICIT) 9.0 STATEMENT 2 UNIVERSITY OF GUELPH MET - OPERATING FUND

STATEMENT OF APPROPRIATIONS FOR THE EIGHT MONTHS ENDED DECEMBER 31, 1993 (IN THOUSANDS 0 F DOLLARS)

APPROVED ACTUAL ANNUAL 8 MONTHS BUDGET TO DATE

NET OPERATING SUPLUS (DEFICIT) BEFORE APPROPRIATIONS (1,925) (173)

PRIOR YEAR APPROPRIATIONS 2,966 2,966

X;47,1:XP •nitiamoirtfox: • yaw •

PRIOR YEAR DEFICIT (INTERNAL REVIEW) (5,586) (5,586)

Notes:

This statement summarizes the current year position with any prior year accumulated surpluses or deficits and appropriations.

Internal Review: This is the cummulative year to date deficit for the Internal Review project. The prior year deficit of approximately $5.6 million was spent on buyouts and project costs. As approved by the Board of Governors in October 1991, the total deficit related to internal review costs is expected to be recovered over a six year period commencing May 1, 1992.

STATEMENT 3 UNIVERSITY OF GUELPH O.M.A.F. – OPERATING FUND

STATEMENT OF REVENUE, EXPENDITURE AND FUND BALANCE FOR THE EIGHT MONTHS ENDED DECEMBER 31, 1993

(IN THOUSANDS OF DOLLARS)

REVISED ACTUAL ANNUAL 8 MONTHS BUDGET TO DATE 1993/94 INSTITUTIONAL REVENUE:

CONTRACT DIRECT COST 24,093 1 5,065 62.5

CONTRACT SERVICE FEES 7,900 5,267 66.7

VCEP CONTRACT 5,558 3,367 60.6

COONTRACT VENUE RE 63.1

INSTITUTIONAL COSTS: 14,873ONTARIO AGRICULTURAL COLLEGE 10,299 69.2

8,911 5,594 62.8 ONTARIO VETERINARY COLLEGE 71 32 45.1 COLLEGE OF ARTS 863 561 65.0 COLL OF PHYSICAL & ENGINEERING SCIENCE 66COLLEGE OF SOCIAL SCIENCE 48 72.7

COLLEGE OF BIOLOGICAL SCIENCE 613 405 66.1

TolfAvIrgAcluNquilm2i: 25 .1'6,939 66.7

RESEARCH STATIONS & SERVICES 3,648 1,878 51.5 OFFICE OF RESEARCH 317 234 73.8 CAPITAL EQUIPMENT FUND 112 100 89.3 CONTRACT TRANSITION FUND 1,576 0 0.0 SOCIAL CONTRACT PENSION SAVINGS (903) (602) 66.7 ...... TO ALDIRECI"` EXPENSES 113 549 613

CONTRACT SERVICE FEES 7,900 5,267 66.7

TOTAL CONTRACT EXPENDITURES 38,047 23,81:6: 62.6

SURPLUS (DEFICIT)–CURRENT YEAR (496) (117) 23.6 CURRENT YEAR APPROPRIATIONS 1,346 1,346

SURPLUS (DEFICIT) 850 1,229

Notes:

1. This statement shows combined revenue and expenses compared to approved budget for •■•■- both the OMAF research and the VCEP contracts.

2. The Contract Adjustment fund was created to assist in the implementation of budget reductions, currently estimated to be 10% of 4 million dollars. (9L9) t.:08:::::::::::::::::::::::::::::::::::::::::::: (81.9 I.) (4789 ii (.uomaa) s.rrurans otusnom .LICICIILLS RALLY-103%000V (Ctrt7) ::::ii?,grieiN:igiril (C417) (Cs-t?) (00L)(00L) (00L) ItzIsnol..1Autuea L9Z L9 L9Z quoPTUS olluIS (moidaa) smasn.s uVA uolua

(cm) iii80::::::::::iiiiiiiiiii:::::::::::: (9LO. 4) (44,14) (L91) tr9Z L6Z SuisnoH Altana (99) (6Ze‘ 1) (set t.) sauppms 9Iturs (Liotasa) srnasn.s uvaA Ltimuurn

120arla EIDNVTQVA szva oz. al/ea 01. IVIIIINV SH.LNON 8 SI-U.610N s I 1111=10 -IVILL0V 3.80CM8

£661 If 111113318080 MUMS SHIROPV 1110141 SEIONVIV8 NI SlIONVII0 JO 11123VELLVIS

1.01,: • ititirtdr.. Wg61:- Voarattii•

89 89 89 S%XLISNVUL (toe) 99 (et L (69W I.) melfft uutka) th

SSUCLLIGNEL:1301-1V.LOI ••••••••••::•,•;;,,,N,,,i

49 99 99 .LN3K31008 96$, 00C 00C pluiem - Care CM t CC6 minx - oinoutuas laza LtrO 148 ZID6 SNOLLVAONEM V SNIV.Erd 80 9 SEIXVI CZ VZ CZ -153/1VNI LOVZ CIOI 6Z ONILVUELIO 68 V9 9Z1e8 ZLVC 5-30-SVIID wHouraustzi 13C0‘ 699 I LEV I TeINNOSS21.1

737STELIZINTIM2

444. .«...44«««YAi. giii C90 LC8 $99 SLIOSNYTIEDSIVI 4,13 Z C49 I. C99 obi:Isom-1 AliKva 91T9 919 9Lt SHON:ErNatINO0 erat71) t L9C.9 LLV9 SLOVN.L.N00 INEKULLS MITIEVUrit

.T.80a(18 1:10IIVINVA /Ilya oz. szva 01. -women, SH.LNOPIE 8 SH.I.NOW 8 .I.NIMI110 WILLOV 1110008

ls-mv7-ioa O samvsnomz Ni)

£661 IC 2inenztoga =cum SH1.N011 LHOIH SEISN514X1 altIV 1111NRAHX :10 .T.NMPIELLV.I.S

SEIDIANNS ONISCIOH 11.1"711f10 ao A.LISMIAL610 1.113111ILLV3.S

STATEMENT 5 UNIVERSITY OF GUELPH HOSPITALITY SERVICES/RETAIL OPERATIONS

STATEMENT OF REVENUE AND EXPENSES EIGHT MONTHS ENDED DECEMBER 31. 1993

(IN THOUSANDS OF DOLLARS)

BUDGET ACTUAL CURRENT $ MONTHS 8 MONTHS ANNUAL TO DATE TO DATE VARIANCE BUDGET

REVENUE:

HOSPITALITY SERVICES 7,750 7,521 14,140 BOOKSTORE 3,020 2,921 4,896 RETAIL OPERATIONS 2,259 1,993 4,087 SALES M vVVIVir iNg4 :

EXPENDITURES:

COST OF MATERIALS 6,680 6,390 11,478 PERSONNEL 4,018 4,035 6,784 INSTITUTIONAL CHARGES 955 955 1,431 OPERATING 1,017 864 1,474 TRAVEL 24 21 28 REPAIRS RENOVATIONS 111 66 156 DEBT SERVICING — external — internal 313 313 664 EQUIPMENT 424 377 637

TOTAL EXPENDITURES NNW

, (513) (586) (73) 471

TRANSFERS (212) (199) 13 (317)

FUND BALANCE ...." geigfiga.1354:::

STATEMENT OF CHANGES IN FUND BALANCES EIGHT MONTHS ENDED DECEMBER 31, 1993

BUDGET ACTUAL CURRENT $ MONTHS I MONTHS ANNUAL TO DATE TO DATE VARIANCE BUDGET

CURRENT YEAR SURPLUS (DEFICIT) (725) (785) 154

PRIOR YEAR SURPLUS (DEFICIT) (476) (476) (476)

ACCUMULATIVE HOSPITALITY SERVICES/

RETAIL SURPLUS (DEFICIT) (1,201) (1,261) :;:::;::;.i:::::::::::::::::::::::,::1:::te0i (322) STATEMENT 6 UNIVERSITY OF GUELPH PARKING ADMINISTRATION

STATEMENT OF REVENUE AND EXPENSES EIGHT MONTHS ENDED DECEMBER 31, 1993

(IN THOUSANDS OF DOLLARS)

BUDGET ACTUAL CURRENT 8 MONTHS 8 MONTHS ANNUAL TO DATE TO DATE VARIANCE BUDGET

REVENUE:

SAM kincusgeakeitaid

EXPENDITURES:

PERSONNEL 120 120 180 INSTITUTIONAL CHARGES 109 107 164 OPERATING 94 61 142 TRAVEL 1 1 4 REPAIRS at RENOVATIONS 150 139 707• EQUIPMENT 7 9 8

MaRMgrwx TOTAL EXPENDITURES OMMUM...

taij41C

TRANSFERS (361) (361) 0 (542) imAttgamwAgitett

STATEMENT OF CHANGES IN FUND BALANCES EIGHT MONTHS ENDED DECEMBER 31, 1993

BUDGET ACTUAL CURRENT 8 MONTHS 8 MONTHS ANNUAL TO DATE TO DATE VARIANCE BUDGET

CURRENT YEAR SURPLUS (DEFICIT) 69 145 (387)

PRIOR YEAR SURPLUS (DEFICIT) 580 580 580

ACCUMULATIVE PARKING SURPLUS (DEFICIT) 649 725 193

STATEMENT 7 UNIVERSITY OF GUELPH CHILD CARE OPERATIONS

STATEMENT OF REVENUE AND EXPENSES EIGHT MONTHS ENDED DECEMBER 31. 1993

(IN THOUSANDS OF DOLLARS)

BUD GET ACTUAL CURRENT 8 MONTHS 5 MONTHS ANNUAL TO DATE TO DATE VARIANCE BUD GET

REVENUE:

MINISTRY OF COMMUNITY SOCIAL SERVICES 323 285 484 CHILD CARE FEES 365 358 548 MISCELLANEOUS 3

EXPENDITURES:

PERSONNEL 630 633 945 OPERATING 53 59 79 TRAVEL 1 2 2 REPAIRS RENOVATIONS 2 25 3 EQUIPMENT 2 3

TOTAL EXPENDITURES mgggE::: .. „ 4.2Ingir

• 0 (73) (73) 0 TRANSFERS 5 5

IMAsafgfet.i• • MOM! ALM pfinf""'"1. ESKISIEW

STATEMENT OF CHANGES IN FUND BALANCES EIGHT MONTHS ENDED DECEMBER 31, 1993

BUD GET ACTUAL CURRENT 8 MONTHS I MONTHS ANNUAL TO DATE TO DATE VARIANCE BUD GET

CURRENT YEAR SURPLUS (DEFICIT) 0 (68) 0

PRIOR YEAR SURPLUS (DEFICIT) 90 90 90

ACCUMULATIVE CHILD CARE SURPLUS (DEFICIT) 90 22 .ggl:::::t68$ 90

STATEMENT 8 UNIVERSITY OF GUELPH GRAPHICS & PRINT SERVICES

STATEMENT OF REVENUE AND EXPENSES EIGHT MONTHS ENDED DECEMBER 31. 1993

(IN THOUSANDS OF DOLLARS)

BUDGET ACTUAL CURRENT 8 MONTHS I MONTHS ANNUAL TO DATE TO DATE VARIANCE BUDGET

REVENUE:

INTERNAL SALES 1,050 1,006 1,872 EXTERNAL SALES 94 77 105 AFtaBS".:md SERVICES EXPENDTTURES:

COST OF MATERIALS 200 166 315 PERSONNEL 432 422 596 INSTITUTIONAL CHARGES 59 59 89 OPERATING 424 383 687 TRAVEL 3 3 6 REPAIRS RENOVATIONS 16 26 20 DEBT SERVICING - external 96 77 202 - internal 28 28 42 EQUIPMENT 10 21 10

TOTAL EXPENDTTURES . . ...... • . • .. MEW

iiiirtgAMTAW (124) (102) 22 10

TRANSFERS 1 1

...INOlitSASEMearea INPUND.B4LAN tomair

STATEMENT OF CHANGES IN FUND BALANCES EIGHT MONTHS ENDED DECEMBER 31. 1993

BUDGET ACTUAL CURRENT 8 MONTHS 8 MONTHS ANNUAL TO DATE TO DATE VARIANCE BUDGET

CURRENT YEAR SURPLUS (DEFICIT) (124) (101) 10

PRIOR YEAR SURPLUS (DEFICIT) 28 28 28

ACCUMULATIVE GRAPHICS PRINT SERVICES SURPLUS (DEFICIT) (96) (73) 38

STATEMENT 9 UNIVERSITY OF GUELPH SPECIAL CAPITAL ACCOUNT

STATEMENT OF REVENUE AND EXPENDITURES EIGHT MONTHS ENDED DECEMBER 31, 1993

(IN THOUSANDS OF DOLLARS)

BUDGET ACTUAL CURRENT 8 MONTHS 8 MONTHS ANNUAL TO DATE TO DATE VARIANCE BUDGET

REVENUE:

REVENUE FROM OPERATIONS 263 196 394 STUDENT FEES 264 297 540

SAL:. iad tERVIC 527 493 934

EXPENDITURES:

ATHLETICS PHASE I II 446 436 669 ATHLETICS PHASE III 335 335 502 CHILLER 125 125 187 E.C. BOVEY BLDG (SUPPLEMENT) 196 196 294 ZAVITZ HALL 344 344 516 OVC LEARNING CTR (SUPPLEMENT) 111 111 166

TOTAL EXPENDITURES )557

BEFORE TRANSFE RS (1,030 (1,054 (24) (1,400)

TRANSFERS 573 573 1,310

NETINCREASE? Decrease IN D • BALANCE 57) 1) (24) (90)

STATEMENT OF CHANGES IN FUND BALANCES EIGHT MONTHS ENDED DECEMBER 31, 1993 CURRENT BUDGET ACTUAL ANNUAL 8 MONTHS 8 MONTHS BUDGET TO DATE TO DATE VARIANCE TO DATE

CURRENT YEAR SURPLUS (DEFICIT) (457) (481) (24) (90) PRIOR YEAR SURPLUS (DEFICIT) (272) (272) : (272)

ACCUMULATIVE SPECIAL CAPITAL SURPLUS (DEFICIT) (729) (753) (24) (362)

STATEMENT 10

GUELPH LONDON HOUSE

STATEMENT OF REVENUE AND EXPENSES EIGHT MONTHS ENDED DECEMBER 31, 1993

(IN THOUSANDS OF DOLLARS)

BUDGET ACTUAL CURRENT 8 MONTHS 8 MONTHS ANNUAL TO DATE TO DATE VARIANCE BUDGET

REVENUE:

• ••• • • •

EXPENDITURES:

PERSONNEL 4 4 7 OPERATING 25 27 36 TRAVEL 1 1 2 TAXES 4 2 6 REPAIRS RENOVATIONS 3 4 5 DEBT SERVICING — external — internal 18 18 27 EQUIPMENT 1 1

TOTAL EXPENDITURES •

(14) (14) 0 (24)

TRANSFERS

EMEILIC4:• PRIER

STATEMENT OF CHANGES IN FUND BALANCES EIGHT MONTHS ENDED DECEMBER 31, 1993

BUDGET ACTUAL CURRENT 8 MONTHS 8 MONTHS ANNUAL TO DATE TO DATE VARIANCE BUDGET

CURRENT YEAR SURPLUS (DEFICIT) (14) (14) (24)

PRIOR YEAR SURPLUS (DEFICIT) (33) (33) (33)

ACCUMULATIVE GUELPH LONDON HOUSE SURPLUS (DEFICIT) (47) (47) (57)

STATEMENT 11

UNIVERSITY OF GUELPH TRUST AND ENDOWMENT FUNDS

STATEMENT OF FUND BALANCES EIGHT MONTHS ENDED DECEMBER 31,1993

(IN THOUSANDS OF DOLLARS)

FUND RECEIPTS TRANSFERS DISBURSEMENTS FUND BALANCES $ MONTHS MONTHS MONTHS BALANCES AT MAY 1 TO TO TO AT 1993 DEC. 31 DEC. 31 DEC. 31 DEC. 31 [ENDOWED FUNDS:

GENERAL RESEARCH 1,027 0 680 O 1,707 AWARDS AND SCHOLARSHIPS 14,835 2 1,042 O 15.879 UNIVERSITY ENDOWMENT 6,233 7 0 O 6,240 HOSPITALITY FUND 514 0 (27) 487 22,609 1,722 (27) 24,313 9 LOAN FUNDS: 472 (3) 0 O 469

:.!4•:•:•:-. • TO?AL 0049zAtmp.o. 23,081 6 1,722 (27) 24,782

OTHER 844 0 11,892 U of G HERITAGE FUND 11,048 O CUTTEN CLUB 3,019 0 0 O 3,019 MACDONALD STEWART 107 0 O 107

•

LEXPENDABI-E FUNDS: DEVELOPMENT FUND 1,937 1,764 (1,104) (1) 2,596 ANNUAL FUND 987 928 (241) (283) 1,391

UNIV AFFAIRS DEVELOPMENT 2,924 2,692 (1,345) (284) 3,987

RESEARCH GRANTS CONTRACTS 12,456 20,729 261 (24,550) 8,896 AWARDS AND SCHOLARSHIPS 44 798 490 (1,307) 25 SPECIAL PURPOSE 10,291 2,026 (627) (2,548) 9,142 GRADUATE RESEARCH AWARDS 9 276 17 (161) 141 MACDONALD STEWART FUNDS 270 49 0 (42) 277

OT2MEXPRiellPAETZ::: Ager::;i2d: 4b geler

63,249 27,420 518 (28,919) 62,268

Bracketed amounts indicate a reduction in fund balances due to either transfers or expenses. UNIVERSITY .iGUELPH

BOARD OF GOVERNORS OPEN SESSION MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: Report of the Finance Committee University Borrowing Policy -- Motion

DATE: February 15, 1994 EXTENSION: 3438/6571

As a result of concerns raised by members of the Audit Committee, Finance Committee and the Universitys External Auditors, a University Borrowing Policy has been drafted. Although there have been procedures and practices in place for conducting borrowing activities, there has not been an official policy on file.

The Finance Committee reviewed and accepted the attached document at its meeting of February 10, 1994; it was forwarded to the Audit Committee for information.

The Finance Committee passed the following motion:

RESOLVED, That the Finance Committee accepts the University Borrowing Policy and forwards it to the Board of Governors for approval.

The Board is asked to,

RESOLVE, That the University Borrowing Policy be approved.

Betsy/sm Betsy All encl

GUELPH • ONTARIO • CANADA • NIG 2WI • (519) 824-4120, EXT. 3438 • FAX (519)761-1350

University of Guelph

Borrowing Policy

Prepared by: R. A. Phillips, Treasurer. Date: January 27, 1994

SCOPE: This policy is intended to cover all external borrowing obtained from non-University sources. Examples of such borrowing are, but not limited to: overdrafts, promissory notes, bankers acceptances, leases, mortgages, SWAP transactions, forward rate agreements, debentures.

PURPOSE: To document the necessary authorizations required to borrow funds for both operational and capital requirements at the most cost effective rate compatible with the risk profile of the University.

This policy is divided into three sections covering:

- Operational short term borrowing

- Long term borrowing

- MET Provincial Debenture borrowing

Operational short term borrowing

Purpose: Normally these funds will be required as part of the daily cash management activities of the University and will be used to bridge the gap between the timing of expenditures and the timing of the receipt of projected revenues.

Terms: It is expected that the term of these commitments will be for less than one year and would typically be 30-90 day transactions. The instruments used are usually overdrafts, promissory notes, and bankers acceptances depending on the cost effectiveness of one over the other at the time of the transaction.

....12 Borrowing Policy Page 2.

Authorization:

The Treasurer is empowered to authorise transactions under this section. Such transactions would normally be Carried out by the University officers responsible for cash management.

Limits: The annual cash flow projections presented as part of the annual budget plan to the Finance Committee, modified during the year by any subsequent short term financing of approved capital projects and by timing differences, will define the limits in any given year. The Treasurer will review updates of the cash position as required and as frequently as daily, if necessary.

Long term borrowing

Purpose: To finance capital projects and capital equipment leases.

Terms: Terms of the transactions will be for greater than one year. Each project proposal will contain a recommendation on the interest rate and term to maturity of the financing. The instruments chosen could included leases, mortgages, SWAP agreements, Forward Rate agreements, and debentures.

Authorization:

Capital Projects and Capital Equipment leases of $500,000 or less

The President is authorized to approve:

i) Items that have normally been identified within the budgeting process and received Board of Governors approval.

ii) The required transaction, in the case of externally funded: sponsored research, contracts, or grants.

For both i) and ii), the Board of Governors will be informed at their next regularly scheduled meeting.

.../3 Borrowing Policy Page 3.

Capital Projects and Capital Equipment leases in excess of $500,000

For capital projects, the Board of Governors approval is required in advance of commitment upon the recommendation of its Finance Committee for the finance terms, and its Physical Resources and Property Committee for the need of the construction.

For capital leases, the Board of Governors approval is required in advance of commitment upon the recommendation of its Finance Committee.

The Senate, and other governance bodies as appropriate, will be involved in the review process.

Limits: The limit of any transaction will be specific to the proposal. The repayment schedule and the revenue source will be identified in the proposal.

MET Provincial Debenture borrowing

Purpose: To support required government funding of capital projects.

Terms: The term is set by the Province and is typically 20 years.

Authorization:

The Board of Governors approval is required, upon the recommendation of its Finance Committee. The amounts are as established annually by MET.

Limits: The amounts are approved by MET and the repayments are funded by the Province. UNIVERSITY .iGUELPH

BOARD OF GOVERNORS

MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: Finance Committee Report Funding the Early Retirement Window Program — Motions

DATE: March 21, 1994 EXTENSION: 3438/6571

Please place this report at the end of the Finance Committee Report material, behind Tab 4.

At its meeting of March 21, 1994, the Finance Committee was apprised that the Pensions and Benefits Committee, at its meeting of February 24, 1994, reviewed and approved the Administration's recommendation for pension plan amendments for 1994-95 and an early retirement.window program between August 1, 1994 and April 30, 1996, for a combined cost to the pension plan surplus in 1994-95 of $16.775 million. It was recognized that the lump-sum benefit payable to each retiree would be paid from operating funds and subsequently recovered from vacancy savings. The Pensions and Benefits Committee asked the Finance Committee to consider the viability of this proposal.

The election period for early retirement, which applies to regular full-time employees, commences April 1, 1994 to July 1, 1994. The window for actual retirement will be open for 21 months, commencing August 1, 1994 and ending April 30, 1996. The lump-sum payment would be calculated according to the following formula: no. of months of employment remaining to age 65 X monthly salary at retirement 8

Since an employee must be at least age 55 to qualify, the maximum payout per retiree would be:

120 months X monthly salary OR 15 months salary 8

If all those who apply for early retirement were to retire on August 1, 1994, and there was a cash flow need to borrow funds to cover the payments, the cost of borrowing would be added to the cost of each lump-sum. /....2

GUELPH • ONTARIO • CANADA • NIG 2W1 • (519) 824-4120, EXT. 3438 • FAX (519) 767-1350 PAGE 2 "*Ir Funding the Early Retirement Window Program — Motions

The table on page 4 assumes an average age for the retirees, an average salary at retirement (and in the case of faculty, an average salary for any replacements), and sets out two additional variables -- the percentage of eligibles who take early retirement and percentage of positions refilled. There will be a need to refill some positions for operational reasons. The table shows clearly the correlation between the months to repay the lump-sum and the effective percentage of positions that are refilled.

The Finance Committee was very concerned that the University maintain a balanced budget and that savings achieved from early retirements be applied only to reduce the structural deficit. In addition, during the early retirement window period, no additional operating fund deficit be incurred, that is, in addition to the cost of the lump-sum payments.

The following resolutions were passed by the Finance Committee:

RESOLVED, That the Finance Committee recommend to the Board of Governors approval for the payment of a lump-sum from operating funds to each retiree according to the formula no. of months of employment remaining to age 65 X 1 month's salary 8 in support of the Early Retirement Program as recommended by the Pensions and Benefits Committee.

RESOLVED, That the Finance Committee recommend to the Board of Governors that approval for the early retirement program and lump-sum repayment practise are contingent on a) that CRESAP repayments of $1 million a year continue on schedule until repaid; and b) that the early retirement lump-sum savings be accumulated over a 21-37 month period until the cost of same is recovered; and c) that the operating budget for the next three fiscal years, other than for a) and b) above, remain balanced at all times.

The Board will be asked to consider the following:

RESOLVE, That approval be granted for the payment of a lump-sum from operating funds to each retiree according to the formula no. of months of employment remaining to am 65 X 1 month's salary S in support of the Early Retirement Program.

/...3 PAGE 3 Funding the Early Retirement Window Program -- Motions

RESOLVE, That approval for the early retirement program for regular full-time employees and lump-sum repayment practice are contingent on a) CRFSAP repayments of $1 million per year continue on schedule until repaid; and b) that any accumulated early retirement lump-sum costs be repaid over a period not to exceed 37 months (from August 1, 1994 to August 30, 1997) from accumulated savings; and c) that the Universitys operating budget for the next three fiscal years, other than for a) and b) above, remain balanced at all times.

Betsy All Betsy/sm end FORWARDED TO THE BOARD OF GOVERNORS, MARCH 23, 1994 APPENDIX A

UNIVERSITY OF GUELPH — SPECIAL EARLY RETIRMENT PROGRAM (SERP) (ALL DOLLARS IN THOUSANDS) March 21, 1994

ASSUMPTIONS: 1.Pension funds absorb costs of bridging benefit and waiver of actuarial penalty. Total Pension fund costs are capped at $10 million. 2. Months to Repay calculation assumes the first charge to savings will be repayment of the one—time lump sum costs initially charged to the Operating Fund. 3. Assumes any rehires are immediate and at an average salary of group with the exception of faculty positions which will be replaced at $62000. 4. Positions will be refilled at rates between 25% and 50% of early retirements. 5. Total Projected Base Savings will accrue to both the MET and OMAF portions of the Operating Budget. OMAF supports approximately 14% of all regular faculty and staff positions. 6. Any accumulated lump sum costs will appear as a temporary deficit in the Operating Fund until repaid. It is planned to use position funds released from retirements to repay this deficit.

A: TOTAL ESTIMATED LUMP SUM (LS.) CHARGES TO THE OPERATING FUND:

SERP AVG AVG AVG L.S. Costs @ take rates up of: # Eligible Age Salary LS. 10.0% 15.0% 20.0%

Faculty 254 59 $90 $67 $1,706 $2,559 $3,412 Professionals 69 59 $56 $42 $289 $434 $579 CUPE 88 61 $32 $16 $141 $211 $281 Support Staff 151 59 $35 $25 $378 $568 $757

Total 562 $62 $2,514 $3,771 $5,029

B: TOTAL PROJECTED BASE SAVINGS AT DIFFERENT REHIRE RATES

AVG. Average Rehire Rate Take up Rate 25% 30% 35% 40% 45% 50%

10% $2,703 $2,550 $2,398 $2,246 $2,094 $1,942

15% $4,054 $3,826 $3,597 $3,369 $3,141 $2,913

20% $5,405 $5,101 $4,797 $4,492 $4,188 $3,884

Months to Repay 11 12 13 13 14 16 • Lump Sum

Prepared by John Miles, March 21, 1994 UNIVERSITY .(GUELPH

BOARD OF GOVERNORS OPEN SESSION MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: Physical Resources and Property Committee Report Athletics Facility Renovations -- Information

DATE: February 15, 1994 EXTENSION: 3438/6571

The Physical Resources and Property Committee reviewed the projected costs for the renovations to the athletics facility and outstanding priorities and commitments at its meeting of February 8, 1994, and is satisfied that the project is on track and within budget. The following is forwarded to the Board for information.

Phases I and II included construction of the Twin Rinks and conversion of the old arena to a gymnasium. Both of the these projects were completed by August, 1990 at a cost of $10,173,678. The projects are to be funded by cash donations, student fees, recoveries from facilities rentals and a $1 million grant from the City of Guelph.

Phase III accommodated a new swimming pool (the construction cost of which came in below the original estimate) and some major renovations to the facility at an estimated cost of $4.2 million. This Phase will be supported by increasing athletic fees as approved by a student referendum held in January, 1991, and a $1 million contribution from the University to be paid in 10 instalments of $100,000 per year, starting in 1993-94. Under the terms of the 1991 referendum, the original $10 per semester building fee approved for Phases I and II was increased to $20 per semester commencing in the fall of 1993 when the pool opened. The athletic fee increases by $1 per year starting in the fall of 1994-95. The athletic fee is paid by students registered in four or more courses as well as staff who purchase athletics memberships.

Attached please find the Special Capital Account - Athletics Centre, Phases I, II, III Revenue and Debt Repayment Statements.

Betsy All Betsy/sm encl

GUELPH • ONTARIO • CANADA • NIG 2W1 • (519) 824-4120, EXT. 3438 • FAX (519)767-1350 tvga EL

Received by the Physical Resources and Property Committee: February 8, 1994 Forwarded to the Board of Governors: February 23, 1994

Source: Financial and Administrative Services

February 4, 1994 University of Guelph Special Capital Account — Athletic Centres Assumptions .tor Reirenue . Debt Repayment 04—Feb-94

A. INTRODUCTION

Phases I II Phases I II included construction of the Twin Rinks and conversion of the old arena to a gymnasium. Both of these projects were completed by August, 1990 at a cost of $10,173,678. The projects are to funded by cash donations, student fees, recoveries from facilities rentals and a $1,000,0000 grant from the City of Guelph.

Phase III A new swimming pool and some major renovations will be completed under Phase Ill at an estimated cost of $4,200,000 (plus $195,000 in construction interest financing). Phase III will be supported by increasing athletic fees as approved by a student referendum held in January, 1991 and a $1,000,000 contribution from the University to be paid in ten installments of $100,000 per year starting in 93/94. Under the terms of the 1991 referendum, the original $10 per semester building fee approved for Phases I II was increased to $20 per semester in the Fall of 93 when the pool opened. The athletic fee increases by $1 per year starting in the Fall of 94/95. The athletic fee is paid by students registered in four or more courses as well as staff who purchase athletics memberships.

B. FINANCING NOTES:

1) Campaign Contributions and the $1,000,000 City of Guelph grant were applied directly to capital cost or to principal of Phase I II mortgage. The final installment of the City of Guelph grant was received on December 6, 1993.

2) Athletic Building Fees are based on actual enrolments until Dec 93 and current estimates until 98/99. The 98/99 estimates are then used for the balance of the schedu le.

93/.94:EHFPIP1"PL..... Wrlg . 94795:.Enrolment.: Undergrad Grad Total Undergrad Grad Total Spring 93 667 1,177 1,844 Spring 94 643 1,207 1,850 Fall 93 10,769 1,498 12,267 Fall 94 10,021 1,537 11,558 Winter 94 10,448 1,402 11,850 Winter 95 9,714 1,437 11,151

3) Revenue from operations is based on actuals to the end of 92/93 and includes estimated increases of 1.5% until the year 2000 and 1% increases thereafter. Mortgage for Phase Ill: Mortgage for Phase I II: Principal o/s at April 30/94: $4,329,646 (est) Principal o/s at April 30/94: $5,505,267 Term: 20 Years (starting 93/94) Term: 20 Years (started in 92/93) Interest Rate: 9.00% Interest Rate: 9.00% Annual Payment: $669,204 Annual Payment: $501,912

Interest rates are reviewed annually and are based on long term market estimates. Any change in rate results in a change in the term of the mortgage not the annual payment

C. RESULTS

The operating deficit will be recovered by fiscal year 2004/05. At this point, revenue in excess of the annual mortgage payments is applied as a lump sum payment at the beginning of the following year. The two mortgages are repaid by 2008/09 and 2009/10 respectively. Results are shown graphically in Chart A and in detail in Table A (attached). CHART A UNIVERSITY OF GUELPH Special Capital Account - Athletics Centre For the years 1993/94 to 2009/10

Millions 12 Principal Phase III 10 Eli Principal Phase I II +-Revenue Deficit

93/94 9 5/9 6 97/98 99/00 01/02 03/04 05/06 07/08 09/10

Forecast of Revenue and Debt Repayment

Unirversity Of Guelph TABLE A. Special Capital Account - Athletics Centre Forecast of Revellue s and D ebt Repayment 04-Feb-94 Actual Actual Actual Actual Projected Projected Projected Projected Projected Projected Projected FISCAL YEAR 89/90 90/91 91/92 92/93 93/94 94/95 95/96 96/97 97/98 98/99 99/00 ______"...ITV GRANT 200.000 STUDENT FEES - SPRING 15,250 16,140 18,050 29,800 49,350 51,480 54,119 57,216 60,400 62.816 -TUDENT FEES - FALL 130,450 132,820 131,560 266,790 253,218 256,718 263,810 275,064 287,575 299,078 i TUDENT FEES - WINTER 115,000 122,040 124.330 124,420 247,000 244,671 249.436 257,945 269,832 282,025 293,306 REVENUE FROM OPERATIONS 78,000 331,839 407,529 420,658 420.000 426,300 432,695 439,185 445,773 452,460 459,247 TOTAL REVENUE 193,000 799,579 680,819 694,688 963,590 973,539 990,329 1,015,059 1.047,885 1,082,460 1,114,447

MORTGAGE COSTS - PHASE I II 972,702 798,461 690,867 669,204 669,204 669,204 669,204 669,204 669,204 669,204 AORTGAGE COSTS - PHASE III 501,908 501,908 501,908 501,908 501,908 501,908 501,908 TOTAL REPAYMENTS 0 972,702 798.461 690,867 1,171,112 1,171,112 1,171,112 1.171,112 1,171,112 1,171,112 1,171,112

SURPLUS(DEFICIT) BEFORE TRANSFERS 193,000 (173.123) (117,642) 3,821 (207,522) (197.573) (180,783) (156,053) (123,227) (88,652) (56,665) T RANSFER:UNIVERSITY CONTRIBUTION 100,000 100,000 100,000 100,000 100,000 100,000 100,000 ANNUAL SURPLUS(DEFICIT) 193,000 (173,123) (117,642) 3,821 (107,522) (97,573) (80,783) (56,053) (23,227) 11,348 43,335

UMULATIVE SURPLUS(DEFICIT) 193,000 19,877 (97,765) (93,944) (201,4661 (299,039) (379,822) ( 435,875) (459,1021 (447,754 404 .419

Projected Projected Forecast Projected Projected Projected Projected Projected Projected Projected FISCAL YEAR 00/01 01/02 02/03 03/04 04/05 05/06 06/07 07/08 08/09 09/10

TUDENT FEES - SPRING 65,232 67,648 70,064 72.480 74,896 77,312 79,728 82,144 84,560 86,976 TUDENT FEES - FALL 310,581 322,084 333.587 345.090 356,593 368,096 379,599 391,102 402,605 414,108 TUDENT FEES - WINTER 304,587 315,868 327,149 338,430 349,711 360,992 372,273 383,554 394.835 406,116 EVENUE FROM OPERATIONS 463,839 468,478 473,163 477,895 482,674 487,501 492,376 497,300 502,273 507,296 TOTAL REVENUE 1,144,239 1,174,078 1,203,9W 1,233,895 1,263,874 1,293,901 1,323,976 1,354,100 1.384.273 1,414,496

MORTGAGE COSTS - PHASE I II 669,204 669,204 669,204 669,204 669,204 669,204 669,204 669,204 387,896 0 MORTGAGE COSTS - PHASE III 501,908 501,908 501,908 501,908 501,908 501,908 501,908 501,908 501,908 0 TOTAL REPAYMENTS 1,171,112 1,171,112 1,171,112 1,171,112 1,171,112 1,171,112 1,171,112 1,171,112 889,804 0

SURPLUS(DEFICIT) BEFORE TRANSFERS (26,873) 2,966 32,851, 62,783 82,762 122.789 152,864 182,988 494,469 1,414,496 TRANSFER:UNIVERSITY CONTRIBUTION 100.000 100,000 100,000 LUMP SUM PRINCIPAL PAYMENTS (60 070) (122.789) (152,864) (182,988) 0 ANNUAL SURPLUS(DEFICIT) 73,127 102,966 132,851 62,783 92.762 62,719 30,075 30,124 311,481 1.414,496

UMULATIVE SURPLUS(DEFICIT) (331,292) (228,326) (95,475) (32,692) 60,070 122.789 152,864 182,988 494.469 1,908,965

MORT. PRINCIPAL PHASE bill 2,259,775 1,741,639 1,140,852 467,382 0 0 MORT. PRINCIPAL PHASE III 2,232,793 1,886,494 1,473,664 1,005,782 477,857 0 UNIVERSITY gK'GUELPH

BOARD OF GOVERNORS

OPEN SESSION

MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: Membership Committee Report Extension of Lieutenant Governor Order-in-Council Appointment Information

DATE: February 15, 1994 EXTENSION: 3438/6571

Mr. Bill Pattison's Lieutenant Governor Order-in-Council (LGC) appointment was to have expired January 15, 1994. The Ministry determined that it was not in the Board's best interest to have two LGC vacancies and therefore provided an extension to Mr. Pattison's appointment through to June 30, 1994. This extension will serve to provide the Board with continuity as well as to regularize the timing of this LGC appointment with that of the usual Board term.

Mr. Pattison has agreed to continue to serve as a Governor.

No motion is required by the Board given that LGC appointments are the prerogative of the Government.

Betsy Al Betsy/sm

GUELPH • ONTARIO • CANADA • NIG 2WI • (519) 8244120, EXT. 3438 • FAX (519)7674350 UNIVESITY GUELPH

BOARD OF GOVERNORS

OPEN SESSION

MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: Executive Committee Report Text Amendments to the Professional, Retirement and Non-Professional Pension Plans -- Information

DATE: February 15, 1994 EXTENSION: 3438/6571

The Pensions and Benefits Committee had reviewed and accepted the amendments to the Professional, Retirement and Non-Professional Pension Plans. The Executive Committee, at its December 15, 1993, meeting considered the document on behalf of the Board so as to meet Revenue Canada regulations that the Plan texts be filed by December 31, 1993.

The Pensions and Benefits Committee, at its meeting held November 22, 1993, passed the following resolutions:

RESOLVED, That amendments to the text of the Professional, Retirement and Non-Professional Pension Plans, effective September 1, 1993, be accepted and recommended to the Board of Governors for approval.

RESOLVED, That the Pensions and Benefits Committee accepts that the administration of the Professional, Retirement and Non-Professional Pension Plans are in compliance with Revenue Canada Rules for the period January 1, 1992 to August 31, 1993, inclusive.

RESOLVED, That authorization be given to the President of the University of Guelph to make any technical changes requested by Revenue Canada following its review of the amendments to Professional, Retirement and Non-Professional Pension Plans.

/ 2

GUELPH • ONTARIO • CANADA • NIG 2WI • (519)824-4120, EXT. 3438 FAX(519)767-1350 February 15, 1994 Page 2

The Executive Committee passed the following resolutions:

RESOLVED, That the amendments to the text of the Professional, Retirement, and Non-Profession Pension Plans, effective September 1, 1993 be accepted as presented.

RESOLVED, That the Executive Committee accepts that the administration of the Professional, Retirement and Non-Professional Pension Plans are in compliance with Revenue Canada Rules for the period January 1992 to August 31, 1993, inclusive.

RESOLVED, That authorization be given to the President of the University of Guelph to make any technical changes requested by Revenue Canada following its review of the amendments to the text of the Professional, Retirement and Non- Professional Pension Plans.

Betsy Allan Betsy/sm UNIVEIWTY gGUELPH

BOARD OF GOVERNORS

OPEN SESSION MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: Report of the Task Force on University Accountability and Enhancing Representativeness of the University Governing Boards -- Update

DATE: February 15, 1994 EXTENSION: 3438/6571

Ministry of Education (MET) Minister, Dave Cooke, is urging universities to review, adapt to our individual circumstances, and implement the recommendations as contained in the Task Force on University Accountability Report. Further to those recommendations, the Minister wrote to universities on October 1, 1993, informing them of the Ministry's plans to work with the universities to help ensure that their governing boards become more representative of the communities they serve. The Minister specifically asked that each university board of governors arrange for board by-laws to be enacted by March 31, 1994 to accommodate altering the membership as recommended (see Report recommendation #4). As well, the Ministry requested the University draft protocols to guide the selection of external members of the Board, including nominations for Lieutenant Governor Order-in-Council appointments. The protocol will be operationalized by means of a Memorandum of Understanding (MOU) between the institution and the Ministry. The development of the MOU with the help of the Ministry is expected to begin in April 1994.

Attached is the Task Force on University Accountability Report of recommendations 1 through 47. Please note that Minister Cooke has reserved judgement on recommendations 40-47, which pertain to the establishment of an external monitoring body.

The Board, at its November 1993 meeting, asked the Executive Committee to discuss the Recommendations, which it did at its December 1993 meeting. Further consideration is required prior to returning this item of business to the Board for discussion.

Betsy All Betsy/sm encl

GUELPH • ONTARIO • CANADA • NIG 2W1 • (519) 824-4120, EXT. 3438 • FAX (519)767-1350 Task Force on University Accountability 5

RECOMMENDATIONS

CHAPTER 4 AN ACCOUNTABLE GOVERNING BODY

1. IT IS RECOMMENDED that the governing body of each university review the procedures for the selection and appointment of the president and senior officers of the adminstration, and ensure that regular performance reviews of these officers are conducted. (38)

2. IT IS RECOMMENDED that the Ministry of Education and Training establish guidelines specifying the minimum essential requirements for composition, selection procedures, and term of office of members of governing bodies of the provincially- assisted universities in Ontario, in accordance with the recommendations made in the following sections. (40)

3. IT IS RECOMMENDED that the governing body be comprised of both external and internal members, with a majority of external members. In institutions with a bi- cameral structure, external members should comprise at least 60% and internal members at least 30%. In institutions with a unicameral structure, external membership should comprise at least 50% plus one. (40)

4. IT IS RECOMMENDED that three constituencies be represented among the internal members — faculty, staff and students, and that the minimum number of representatives from each of these groups be two. (40)

5. IT IS RECOMMENDED that alumni be considered for selection as external members, both by the institution and by the Lieutenant-Governor-in-Council. (41)

6. IT IS RECOMMENDED that Lieutenant-Governor-in-Council appointees be included among the external members and constitute the lesser of one-sixth of the total membership or six members. (41)

7. IT IS RECOMMENDED that the President be designated an ex-officio internal member and the Chancellor be designated an ex-officio external member. (41)

8. IT IS RECOMMENDED that internal members of the governing body — faculty, staff and students — be elected by means of direct election at large by each of the relevant groups or sub-groups as designated by the institution. (42)

9. IT IS RECOMMENDED that external members determined by the institution be selected after appropriate consultation by the governing body with the relevant external constituencies. (42) 6 University Accountability: A Strengthened Framework

10. IT IS RECOMMENDED that Lieutenant-Governor-in-Council appointments be made after consultation with the governing body of the university, and with reference to the institutions protocol and profile of desirable members. (42)

11. IT IS RECOMMENDED that, apart from ex-officio members, all members be given renewable terms, normally a minimum of two years and a maximum of four years. Exceptions should be considered for student members and when terms need to be staggered to ensure overlap. When more than one member is selected from any particular constituency, provision should be made for staggered terms. (42)

P. IT IS RECOMMENDED that a by-law provide for the termination of appointed members who become inactive. (42)

13. IT IS RECOMMENDED that each university consider making provision in its by-laws for representatives to the governing body who will serve ex-officio as non-voting representatives, and that such by-laws specify whether such persons should have the right to attend and participate in in-camera sessions. (43)

14. IT IS RECOMMENDED that each university review its orientation program for members of the governing body with a view to meeting the needs of all members, especially on system-level issues. (44)

15. IT IS RECOMMENDED that the Council of Chairmen of Universities of Ontario undertake the development of a regular program of orientation for members of governing bodies of Ontario universities on "system" issues and do so in cooperation with COU, OCUA and MET. (44)

16. IT IS RECOMMENDED that the governing body of each university review its secretariat to ensure that it is providing the kind, extent and quality of service necessary to support the governing body. (45)

17. IT IS RECOMMENDED that the Council of Ontario Universities undertake the development of a list of legislation and regulations that apply to all provincially-assisted universities in Ontario for circulation to its member institutions and maintain a watching brief in this area. (46)

18. IT IS RECOMMENDED that each university provide members of the governing body with this list and a summary analysis of how these statutes and regulations may affect policy and other decisions made by the governing body. Discussion and inclusion of this information should be an integral component of the board orientation material and process. (46) Task Force on University Accountability 7

.111•■ 19. IT IS RECOMMENDED that legislation be introduced to provide as follows:

Every member of a governing body and every officer of a university in exercising his or her powers and discharging his or her duties shall,

(a) act honestly and in good faith with a view to the best interests of the university; and

(b) exercise the care, diligence and skill that a reasonably prudent person would exercise in comparable circumstances.

(ii) A member of a governing body shall not be deemed to be a trustee with respect to the university or with respect to any property held or administered by the university including, without limitation, property that may be subject to restrictions imposed by a donor or transferor of such property.

(iii) A university may purchase and maintain insurance for the benefit of any person referred to in subsection (i) against any liability incurred by the person in his or her capacity as a member of the governing body or officer of the university, except where the liability relates to the persons failure to act honestly and in good faith with a view to the best interests of the university. (47)

20. IT IS RECOMMENDED that each university review its conflict of interest rules in the light of this Report and its recommendations, and undertake to have them widely circulated. (48)

21. IT IS RECOMMENDED that each university review its policy and practice concerning in-camera sessions of the governing body and its committees to provide maximum openness consistent with due respect for confidentiality. (49)

22. IT IS-RECOMMENDED that each university review with its affiliated and federated institutions the existing agreement between them to ensure that it meets the spirit of the accountability requirements laid down in this Report. (50)

23. IT IS RECOMMENDED that such agreements as noted above be embodied in an accountability framework between the sponsoring university and the affiliated or federated institution and their existence noted in the accountability framework between the sponsoring university and the Ministry. (50)

CHAPTER 5 MAIN ISSUES OF ACCOUNTABILITY

24. IT IS RECOMMENDED that each university have a mission statement which includes or is accompanied by academic and financial plans. This statement and accompanying plans should be specific about how the institutions mission is being implemented through these plans and about how progress is being assessed. (53) 8 University Accountability: A Strengthened Framework

25. IT IS RECOMMENDED that, after obtaining appropriate advice, the governing body of each university determine which management indicators are to be adopted and how they are to be employed in the institution's accountability framework. Consideration should be given to adopting some of the indicators developed by the COU Committee on Accountability, Performance Indicators and Outcomes Assessment. (55)

26. IT IS RECOMMENDED that the governing body approve the university's general policies on admissions and receive an annual report on admissions standards and their application sufficient to enable it to monitor how these standards and practices are serving to fulfil the institution's mission statement and academic plan. (56)

27. IT IS RECOMMENDED that the governing body receive a report on the results of all undergraduate program reviews, including those undertaken by the institution itself, an outside agency such as the Ontario Council on University Affairs, or an accrediting agency; and that these reports include any deficiencies identified and the steps being taken to remedy them. (57)

28. IT IS RECOMMENDED that the governing body receive a report on the results of all graduate program reviews, including those undertaken by the institution itself, an outside agency such as the Ontario Council on Graduate Studies, or an accrediting agency; and that these reports include any deficiencies identified and the steps being taken to remedy them. (58)

29. IT IS RECOMMENDED that the governing body approve university policies covering terms and conditions of academic appointment and monitor their application to ensure that they are being applied uniformly and are achieving their stated purposes, and see that the resource implications of these policies are factored into the institution's long-range financial planning. (59)

30. IT IS RECOMMENDED that each university undertake the development of its operating budget in an open manner involving broad consultation with the major internal constituencies, in particular the senate; that the governing body receive regular reports showing actual results as compared to the budget; and that there be a formal policy on deficits. (61)

31. IT IS RECOMMENDED that the governing body of each university ensure that decisions concerning ancillary service fees over which the institution has discretion are made only after a public consultation process involving the principal user groups. A clear statement of what is covered by each fee, and the disposition of surpluses and handling of deficits, should be made available as appropriate. (61)

32. IT IS RECOMMENDED that, in addition to publishing and making generally available its annual audited financial statements, each university publish an annual summary of its operating results and financial position. The Council of Ontario Universities should Task Force on University Accountability 9

develop a format for such reports that would make them understandable to a reasonably knowledgeable person who may not be familiar with fund accounting. (62)

33. IT IS RECOMMENDED that each university brief new members of the governing body on the meaning and significance of fund accounting in reporting on finances. (62)

34. IT IS RECOMMENDED that the Provincial Auditor be given authority to conduct inspection audits of all funds provided by the Government of Ontario for operating purposes, whether employed directly for these purposes or transferred to other accounts, and that this additional authority be granted preferably through a protocol with the institution. (63)

35. IT IS RECOMMENDED that each university have a current assessment of the costs of deferred maintenance and renewal, and that the governing body take these costs into account when reviewing the institutions financial plans and when approving the annual operating and capital budgets. (65)

36. IT IS RECOMMENDED that the Council of Ontario Universities be asked to develop an appropriate system of inventory controls for the physical assets of Ontario universities. (65)

37. IT IS RECOMMENDED that the governing body of each institution monitor all institutional research policies and practices to ensure that they are consistent with the universitys mission statement and academic plan. (67)

38. IT IS RECOMMENDED that the governing body of each university ensure that policies are in place and being adhered to on the following matters:

a) all persons holding a position with administrative or managerial responsibilities should possess the skills requisite for satisfactory performance. Persons lacking these skills should be provided with the necessary training;

b) - all staff serving on committees and other groups involved in work on behalf of the institution should be provided with release time and reduction in work load sufficient to enable them to perform this function effectively;

c) staff training and development programs should be coordinated and uniform conditions for career development of staff provided; and

d) all legitimate concerns affecting occupational health and safety should be dealt with promptly and effectively. (69)

39. IT IS RECOMMENDED that those universities which do not already have an advisory committee on community relations composed of members of the local community consider establishing one. (71) 10 University Accountability: A Strengthened Framework

CHAPTER 6 AN EXTERNAL MONITORING BODY

40. IT IS RECOMMENDED that the Government of Ontario establish an Accountability Review Committee, located within the Ontario Council on University Affairs but independent from it, to monitor and report on the effectiveness of the accountability frameworks of Ontario universities. (74)

41. IT IS RECOMMENDED that the Accountability Review Committee be composed of from seven to nine part-time members selected on the basis of expertise and experience, preferably with prior experience on university governing bodies, with a majority from outside universities. (74)

42. IT IS RECOMMENDED that members of the Accountability Review Committee be appointed by the Lieutenant-Governor-in-Council after nomination by the Minister of Education and Training. (74)

43. IT IS RECOMMENDED that each university submit a bi-annual accountability report to the Accountability Review Committee summarizing the application of its accountability framework on institutional activities over the preceding two years. (75)

44. IT IS RECOMMENDED that the Accountability Review Committee conduct on-site accountability reviews of each Ontario university on a seven-year cycle. (75)

45. IT IS RECOMMENDED that the Accountability Review Committee report annually to the Minister on its activities attaching reports of its individual on-site reviews. (75)

46. IT IS RECOMMENDED that the Government of Ontario provide funding for the establishment and on-going operations of the Accountability Review Committee to monitor accountability in Ontario universities. (76)

47. IT IS RECOMMENDED that a pilot project for institutional accountability reviews be undertaken by the Accountability Review Committee in the 1993-94 academic year. (76) UNIVERSITY .iGUELPH

BOARD OF GOVERNORS

OPEN SESSION

MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: Executive Committee Report Audit Committee Composition, 1993-94 -- Information

DATE: February 15, 1994 EXTENSION: 3438/6571

Miss Maureen Sabia, Chairman, Audit Committee, had requested of the Membership Committee that an additional Board member be appointed to the Audit Committee so that it could better fulfil its mandate for the 1993-94 term.

The Membership Committee recommended the appointment of Mr. Bill Pattison for the remainder of this year's term, and passed the following resolution.

RESOLVED, That the Membership Committee recommend to the Board of Governors that Bill Pattison be appointed to the Audit Committee, effective immediately.

The Executive Committee, on behalf of the Board, considered and passed the following resolution in order to allow for Mr. Pattison's participation at the February 15, 1994 Audit Committee meeting.

RESOLVED, That Mr. Bill Pattison be appointed to the Audit Committee, effective immediately.

6.• • Betsy AllanG, Betsy/sm

GUELPH • ONTARIO • CANADA • NIG 2W1 • (519)8244120, EXT. 3-138 • FAX (5191767-1350 UNIVERSITY /GUELPH

BOARD OF GOVERNORS

OPEN SESSION

MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: Executive Committee Report Appointment of Associate Vice-President, Academic -- Information

DATE: February 15, 1994 EXTENSION: 3438/6571

The selection committee for the Associate Vice-President Academic made its recommendation to Dr. Rozanski who in turn proposed to the Executive Committee the appointment of Dr. Constance Rooke.

The Executive Committee, on behalf of the Board, considered and passed the following resolution by way of sign-back memorandum on January 24, 1994:

RESOLVED, That Dr. Constance Rooke be appointed as Associate Vice- President Academic, effective immediately through to December 31, 1996.

A(6e Betsy Al Betsy/sm

GUELPH • ONTARIO • CANADA • NIG 2WI • (519) 8244120, EXT. 3438 • FAX (519)767-1350 News Bulletin

Published by: Internal Communications, 824-4120 Ext. 6582

January 25, 1994 APPOINTMENT OF ASSOCIATE VICE-PRESIDENT, ACADEMIC

I am very pleased to announce that I have accepted the recommendation of the Selection Committee to appoint Dr. Constance Rooke as Associate Vice-President, Academic. Dr. Rooke will take office as soon as the transition can be arranged. By virtue of assuming this post, she will no longer be serving as Co-Chair of the Strategic Planning Commission, although she will continue to sit on the Commission as a member. The selection of her successor as Co-Chair will commence immediately.

The Selection Committee had an extraordinarily tough job choosing among three such talented and energetic candidates. In the end, the members decision was based on their best understanding of the needs of the University as we go forward into the latter part of the decade. They were struck, as I was, by the depth of the field of nominees, and by the fact that the candidates on the short list all presented a profile of remarkable administrative and academic achievement. The University of Guelph can indeed feel pride in this richness of talent; all of the candidates deserve our gratitude for their willingness to serve. Equally, my gratitude to the members of the Selection Committee is profound; and we thank the large number of persons who contributed their views to the search.

Both I and the University owe a debt of appreciation to Dr. Tammy Bray which mere words cannot express. Dr. Bray assumed the position of Associate Vice-President Academic at a time of high administrative turnover, enthusiastically taking on her responsibilities. During my tenure at the University, she has exhibited in this post the highest standards of integrity and dedication. She has been responsible for implementing many initiatives related to the curriculum and student academic life, bringing to each a refreshing, critical point of view. Her contribution to the University has earned her the respect and affection of her colleagues and has advanced the University in a period of significant change.

Dr. Rookes professional accomplishments amply qualify her for the post of Associate Vice-President, Academic. Holder of a B.A. from Smith College, an M.A. from Tulane University, and a Ph.D. from the University of North Carolina, and currently Chair of the Department of English, Dr. Rooke came to Guelph in 1988 from the University of Victoria, where she was Professor of English and Chair of Womens Studies. A highly respected scholar of contemporary Canadian writing and gerontological approaches to literature, Dr. Rooke has held a number of SSHRC grants and has published widely, her works including books, articles, reviews and fiction. She is a popular invited speaker as well as an experienced editor, having recently completed a term as Editor of the award-winning The Malahat Review. Holder of a 3-M Fellowship for excellence in teaching, Dr. Rooke has also won recognition for innovative approaches to teaching and curriculum development, including the development of The Electronic Composition Workbook, a computer program used by several hundred undergraduates. Her service contributions at the Universities of Victoria and Guelph are too numerous to mention, but cover a wide range, from sexual harassment mediator to teaching and learning; hiring, tenure and promotion; teaching evaluation; graduate education; research; employment equity; library resources; and discipline review. She currently serves as Guelphs Academic Colleague to the Council of Ontario Universities. Among external professional service commitments, she has been President of the Canadian Association of Chairs of English, on the Executive of the Canadian Federation of the Humanities, a member of the Canada Councils Advisory Committee on Writing and Publication, and member of the Board of Directors of the Canadian Centre of PEN International.

I congratulate Dr. Rooke on this appointment, and look forward to working with her and extending every support, in concert with my colleagues across the University. UNIVEKSITY gi'GUELPH Mordechai Rozanski UNIVEIWTY .1GUELPH

BOARD OF GOVERNORS

OPEN SESSION

MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: University of Guelph (Crown Agency) Foundation — Information

DATE: February 15, 1994 EXTENSION: 3438/6571

Minister Dave Cooke, Ministry of Education and Training, has confirmed the establishment of the University of Guelph (Crown Agency) Foundation. The following individuals comprise the Foundations Board of Directors and were appointed by Lieutenant Governor Order-in-Council procedure:

Lincoln M. Alexander Consuelo C. Allen Maureen D. Higa James D. Hunter Burton C. Matthews

The Ministry will be circulating to the University its Tripartite Memorandum of Understanding, which will be signed by the Minister, the University and the Foundation and will serve to regulate the relationships.

The Board of Directors of the Foundation have yet to hold their first meeting; details will be forwarded to the Board for information as they become available.

VaIL u;60\ Betsy Al l Betsy/sm end

GUELPH • ONTARIO • CANADA • NIG 2WI • (519) 824-4120, EXT. 3438 • FAX (519)767-1350 University of Guelph (Crown Agency) Foundation

Alexander, Hon. Lincoln M. 30 Proctor Blvd. Hamilton, Ontario L8M 2M3 905 549-6374

Hon. Lincoln M. Alexander is chancellor of the University of Guelph. He recently served as the 24th Lieutenant Governor of Ontario and has had a long and distinguished career in public service, including Member of Parliament, Minister of Labour, Observer of the United Nations and Chairman of the Workers' Compensation Board of Ontario. A graduate of McMaster University (1949) and Osgoode Hall Law School (1953), Hon. Lincoln Alexander has received numerous awards and honours including Membership Officer of the Order of Ontario and honorary degrees from several universities. He and his wife Yvonne reside in Hamilton, Ontario.

Allen, Ms. Consuelo C. 841 Grace Street Property Security Registration Branch Newmarket, Ontario Ministry of Consumer and Commercial Relations L3Y 2L6 393 University Avenue, 3rd Floor Toronto, Ontario M7A 2H6 416 325-8806

Consuelo Allen resides in Scarborough, Ontario and is employed as the Supervisor of Land Registration with the Ministry of Consumer and Commercial Relations in Toronto, Ontario. She is a 1969 graduate of the Ontario Agricultural College with a Masters of Science in extension education. She has worked with the Ontario Censor Board and in extension with the Ontario Ministry of Agriculture and Food in Ontario and New Brunswick. She is married to Kenneth Allen. Her brother Artemio Agreda is a graduate of the University of Guelph. She received her undergraduate degree from the University of The Philippines.

Higa, Ms. Maureen D. 2168 Madden Blvd. Ontario Ministry of Agriculture and Food

Oakville, Ontario 800-33 Yonge Street L6H 3M2 905 338-2896 Toronto, Ontario M5E 1X2 416 326-3692

Maureen Higa resides in Oakville, Ontario and is the Development Specialist - Europe, International Development Unit - Ontario Ministry of Agriculture and Food. Maureen Higa is a 1979 graduate of the Ontario Agricultural College. Following graduation, Maureen Higa was a research technician with the University and assisted in calf embryo research. She was the former Agriculture Director of the Western Fair in London, Ontario and Commodity Export Marketing Specialist. Maureen Higa serves on the OAC Alumni Association board of directors.

/ ... 2 Hunter, Mr. James D. 8 The Green Pines Etobicoke, Ontario M9C 416 621-7695

James Hunter graduate from the Ontario Agricultural College in 1949. He is the former President and Chief Executive Officer of Canada Packers Inc., now known as Maple Leaf Foods Inc. James Hunter served as a member of the University of Guelph Board of Governors from 1984 to 1990.

Matthews, Dr. Burton C. 245 Old Post Road Georgraphy Department Waterloo, Ontario Davis Centre, R-3610 N2L 5B8 519 886-9473 University of Waterloo 200 University Avenue Wester Waterloo, Ontario N2L 3J1 519 885-1211

Dr. Burton Matthews graduated from the Ontario Agricultural College in 1947. He also has degrees from the University of Missouri and Cornell University. He has received honorary degrees from the University of Sherbrooke, University of Waterloo and University of Guelph and is a Fellow of Oxford University and the University of Guelph. Dr. Matthews served as President and Vice Chancellor of the University of Guelph from 1984 to 1988 and President and Vice-Chancellor of the University of Waterloo from 1970 to 1981. His past affiliations include the Ontario Education Communications Authority (1972-78), Association of Universities and Colleges of Canada (1977-78), and Executive Council of Ontario Universities (1972-74). Dr. Matthews is a former department head, professor and Vice-President Academic of the University of Guelph. UNIVE&SITY .iGUELPH

BOARD OF GOVERNORS OPEN SESSION MEMORANDUM

TO: Members, Board of Governors FROM: Betsy Allan, Secretary of the Board of Governors "S"--- SUBJECT: Proposed New By-Laws -- First Reading (a) Proposed New By-Law on Indemnification (b) Proposed New By-Law on Conflict of Interest DATE: February 15, 1994 EXTENSION: 3438/6571

Members of the Board of Governors have expressed concern about issues of liability and conflict of interest. It had been requested by Governors that by-laws on conflict of interest and indemnification be written for consideration and inclusion within the Board of Governors of the University of Guelph General By-Laws.

Mr. John P. Hamilton, lawyer, Weir & Foulds, Toronto, has reviewed the proposed indemnification and conflict of interest material. His comments have been considered and incorporated into the proposed text.

The Executive Committee reviewed the proposed new by-laws at its meeting, December 15, 1993, and supported material being forwarded to the Board of Governors for its consideration.

According to By-Law XIII, notice of a motion to alter any By-Laws in the Board of Governors of the University of Guelph General By-Laws must he given at the meeting preceding the one at which the motion is to be presented. Notice is hereby given of the following motions, to be considered at the next Board of Governors meeting.

(a) PROPOSED NEW BY-LAW ON INDEMNIFICATION

Why have a by-law respecting indemnification?

There is a lot of confusion concerning the duties, obligations and standards for Board members. There are a number of statutory provisions creating potential personal liability for Board members and officers, either as a result of their own acts (or in some cases, possibly the failure to act) or actions of employees of the University. In most cases, the penalty for not meeting one's obligations is a fine, but could also involve imprisonment. It is therefore, imperative that Board members need to understand and appreciate the boundaries of the responsibilities inherent in Board membership. Furthermore, there are other consequences of not anticipating and providing for avoiding such as: adverse publicity, loss of donations, costly damage to property, loss of research grant funds, loss of or jeopardizing accreditation in some areas, adverse employee relations, and adverse effect on enrolment.

/ ... 2

GUELPH • ONTARIO • CANADA • NIG 2WI • (519) 824-4120, EXT. 3438 • FAX(519)767-1350

Page 2 Mechanisms available to the Board of Governors to minimize exposure include, but are not limited to establishment of the appropriate corporate policy. The establishment of appropriate corporate policy further assists Board members in appreciating the boundaries of the responsibilities inherent in Board membership. For example, the failure to attend meetings or participate in the decision-making, does not absolve directors of liability.

Since delegation does not reassign liability, it is also prudent to institute a process to ensure policy compliance. The Board's review mechanism is through its committee structure, which receive regular reports and forward on, where appropriate, information to the Board.

FIRST READING OF MOTION FOR NEW BY-LAW ON INDEMNIFICATION

At the next meeting, the Board of Governors will be asked to,

RESOLVE, That the following By-Law be approved as presented and incorporated into the existing General By-Laws of the Board of Governors of the University as new section, VIII, INDEMNIFICATION (which would require renumbering the subsequent sections):

"Except in respect of an action to procure a judgement in its favour, and except where otherwise prohibited by law, every member of the Board of Governors or Board of Trustees or of any committee or sub-committee of the Board and the heirs, executors, and administrators and the estate and effects of each of them, respectively, are hereby indemnified and saved harmless out of the funds of the University, from and against: (a) All costs, charges and expenses whatsoever (including amounts paid to settle an action or satisfy a judgement) that such member of the Board sustains or incurs in or about any civil or administrative action, suit or proceeding that is brought, commenced or prosecuted against such member of the Board, for or in respect of any act, deed, matter or thing whatsoever made, done or permitted by such member, in or about the execution of the duties of the office; and (b) All other costs, charges and expenses that such member of the Board sustains or incurs in or about or in relation to the affairs thereof, except such costs, charges or expenses as are occasioned by the wilful neglect or default of such member of the Board. (c) Notwithstanding the foregoing, members shall only be indemnified in such cases where the member had reasonable grounds for believing that the conduct was lawful and in the best interests of the University. If a member incurs any costs, charges or expenses as provided above because of the act, receipt, neglect or default of any other member, trustee, officer or employee of the University, such member shall be indemnified as provided above. All of the above provisions regarding indemnification are subject to any limitations contained in any applicable Statute or Regulation." Page 3

FIRST READING OF MOTION FOR NEW BY-LAW ON CONFLICT OF INTEREST

A policy statements pertaining to the matter of conflict of interest (copy attached) was accepted by the Board in 1968 and is included in the Board Handbook but not the Board's By-Laws. The Board first had requested a By-Law be prepared in 1990; one did receive first reading in September 1990, was defeated at its second reading in November 1990, and returned to the Executive Committee for further consideration.

Why have a by-law about conflict of interest?

Universities are governed by the Corporations Act which provides for individuals who in any way directly or indirectly have an interest in a proposed contract to declare his or her interest. Also, academic institutions are expected to live by the highest possible ethical and moral standards.

An increasing number of colleges and universities governing boards are adopting policy statements to guide their actions and to make public their positions on complex issues, such as, potential for conflict of interest. The adoption of a by-law and/or policy statement covering conflict of interest and disclosure requirements is important because all institutional leaders and volunteer (i.e., Governors) are 'trustees' of the institution in the sense that they are acting on behalf of the public good--not for themselves or their families or business associates. They have a legal moral and ethical responsibility to protect the integrity and well-being in serving the public's trust. Individual members of governing boards have a duty to protect themselves and fellow trustees from situations that can result in embarrassment, vulnerability or law suit. Thus, disclosure is a reasonable step in everyone's best interests, most especially the institution's.

Adoption of a by-law will prevent any individual in a contractual relationship from gaining personally as the result of being privy to hoard discussions.

FIRST READING OF MOTION FOR NEW BY-LAW ON CONFLICT OF INTEREST

At the next meeting, the Board of Governors will be asked to,

RESOLVE, That, the following By-Law be approved as presented and incorporated into the existing General By-Laws of the Board of Governors of the University as new section (14) under section III, MEETINGS OF THE BOARD (which would require renumbering the subsequent sections):

"(14) Conflict of Interest (a) A member of the Board of Governors or Board of Trustees who has an interest, directly or indirectly, in any contract, transaction, proposed contract or proposed transaction under consideration of the Board, or of a committee created by it, shall i) declare the nature and extent of the interest as soon as possible and not later than the first meeting at which the matter is to be considered; ii) refrain from voting in relation to the matter; and iii) withdraw from the meeting when the matter is being Page 4 discussed if requested to do so by a majority of the members present and voting at the meeting; iv) if declaration is made and the Governor has not voted in respect of a contract, he is not accountable to the University for any profit realized from the contract; the contract should also not be voidable by reason only of a Governor holding office. (b) Where the Board or a committee of the Board to which the Board has delegated authority is of the opinion that a conflict of interest exists that has not been declared, the Board or committee may declare, by a resolution carried by two-thirds of the members present and voting at the meeting, that a conflict of interest exists and a member of the Board thus found to he in conflict shall i) refrain from voting in relation to the matter; and ii) withdraw from the meeting when the matter is being discussed if requested to do so by a majority of the members present and voting at the meeting. (c) A member of the Board who is an employee of the University or whose spouse is an employee of the University may take part in discussions and vote on all matters relating generally to the financial operation of the University, other than matters in which the member's interest or the interest of the member's spouse is not the same or substantially the same as that of other employees of the University. (d) No member of the Board who is an employee, or whose spouse is an employee of the University, other than the President, may vote on matters related to the terms of employment, remuneration or benefits, rights or privileges available to employees of the University. (e) A member of the Board receiving a gift, with a value greater than $25.00, in his or her capacity as a Board member shall either return the gift or make it over to the University, with a disclosure. Exceptions which shall be exempt include: the instance of a gift being presented from the Board or University or in the instance of hospitality extended between members. (f) Members shall inform the Secretary of the Board annually of direct or indirect business dealings with the institution.

MEMO AND DISCLOSURE FORM

In researching other institutions' treatment of conflict of interest by-laws, it came to my attention that a memo of disclosure form for members of the Board of Governors and Board of Trustees and institutional officers would be a useful exercise. Attached is a draft memo of disclosure form for your consideration. Use of the memo would only come into effect should the Board of Governors approve the proposed new By-law on Conflict of Interest.

Betsy/sm encl EXCERPT FROM BOARD OF GOVERNORS HANDBOOK Presented to the Board of Governors, February 23, 1994 Supporting documentation re: proposed new by-law

UNIVERSITY of GUELPH

POLICY ON CONFLICT OF INTEREST

Section 70 of the Corporations Act, Revised Statutes of Ontario 1960, Chapter 71, outlines Board members' responsibilities with respect to conflict of interest. It should also be noted that in 1968, Minute 212/68 reads:

RESOLVED, That members of the Board of Governors of the University of Guelph record their familiarity with the provisions of the Corporations Act and subscribe wholeheartedly to the principle that no member of the Board shall attempt to influence any matter before the Board for personal gain or advantage.

A legal opinion has summarized the relevant section of the Corporations Act in the following manner:

1. Every governor who has in any way, directly or indirectly, interest in a proposed contract with the University shall declare his interest at a meeting of the Board.

2. The declaration shall be made at the meeting at which the first question is taken into consideration.

3. If a governor has made a declaration of his interest and has not voted in respect of a contract, he is not accountable to the University for any profit realized from the contract and the contract is not voidable by reason only of his holding office as a governor.

Board of Governors Minutes 1968: ITEM: 212/68 DRAFT CONFLICT OF INTEREST MEMO OF DISCLOSURE FORM FOR MEMBERS BOARD OF GOVERNORS AND BOARD OF TRUSTEES AND INSTITUTIONAL OFFICERS

As outlined in the General By-Laws of the Board of Governors of the Board of Governors of the University, item (14), section III, Meetings of the Board: a member of the Board of Governors or Board of Trustees who has interest, directly, or indirectly, in any contract, transaction, proposed contract, or proposed transaction, under consideration of the Board, or of a committee created by it, shall inform the Secretary of the Board annually of direct or indirect business dealings with the institution.

Please complete the following and return this form to the Board Secretariat, Level 4, University Centre, University of Guelph, Guelph, Ontario, N1G 2W1, telephone (519) 824-4120, extension 3438, Fax.# (519) 767-1350.

1. Are you aware of any relationships with the University between yourself or a member of your family as defined by the letter or spirit of this policy that may represent a conflict of interest?

Yes

If Yes, please list or elaborate such relationships and the details of annual or potential financial benefits as you can best estimate them.

I certify that the foregoing information is true and complete to the best of my knowledge.

PRINT NAME SIGNATURE

DATE c:\executiv\93dec15.mem DRAFTED: June 2, 1993 UNIVERSITY o(GUELPH

BOARD OF GOVERNORS OF THE UNIVERSITY OF GUELPH

GENERAL BY-LAWS GENERAL BY-LAWS OF THE BOARD OF GOVERNORS OF THE UNIVERSITY OF GUELPH

The following By-laws are hereby enacted by the Board of Governors of the University of Guelph:

I DEFINITIONS

(1) "Board of Governors" or "Board" shall mean the Board of Governors of the University of Guelph. (2) "Chair" where the context permits, the word "Chair" shall include the Vice-Chair or Acting Chair. (3) "Chancellor" shall mean Chancellor of the University. (4) "President" shall mean President and Vice-Chancellor of the University. (5) "Secretary of the Board" shall mean the Secretary or Acting Secretary of the Board of Governors of the University. (6) "University" shall mean the University of Guelph. (7) "Act of Incorporation" shall mean the University of Guelph Act, 1964, and amendments thereto. (8) "Holiday" shall mean the days defined for the interpretation of statutes by paragraph 10 of section 30 of the Interpretation Act, Revised Statutes of Ontario, 1960, Chapter 191. (9) "Officer of the Board" shall mean any duly elected or appointed Board officer, namely: the Chair, the Vice-Chair, the Acting Chair, the President of the University, the Chair of the Finance Committee, the Chair of the Audit Committee, the Chair of the Pension and Benefits Committee, the Chair of the Physical Resources and Property Committee, the Secretary of the Board, and such members as the Board may so designate from time to time. (10) "Officer of the University" shall mean the President, Vice-President Academic, Vice-President Administration, Vice-President Research, Treasurer, Director of Financial and Administrative Services, and such other officers as may be designated from time to time by the Board. (11) "Signing Officer" shall mean any officer of the Board and any officer of the University so designated by the Board of Governors. (12) "Signing Authority" shall mean any officer of the University and any other person or persons so designated by the Board.

II BOARD OF GOVERNORS

(1) Composition of the Board

(a) The Board of Governors is as composed by the Act of Incorporation, and amendments thereto. (b) Notwithstanding any vacancy on the Board, as long as a quorum of members remains in office, it shall be competent for the Board to exercise all or any of its powers. 2 (2) Filling of Vacancies %or (a) Only those vacancies that come about because of expiry of those persons named in Section 6(c) of The University of Guelph Act, 1964, or appointed by the Board pursuant to Section 6(e) of the said Act shall be filled by election of the Board held at the June meeting of the Board immediately prior to such expiration. The persons so elected shall hold office for a period not exceeding three years and ending on June 30th in a year named at such election. (b) All persons appointed by the Board pursuant to Section 6(e) of The University of Guelph Act, 1964, shall hold office for a period not exceeding three years and ending on June 30th in a year named in such appointments.

(3) The Board shall elect a Chair and Vice-Chair from among its members for a period of three years or for such other period as the Board may determine.

(a) The Chair of the Board, when present, shall preside at all meetings of the Board, shall sign such documents as may require his/her signature in accordance with the By-laws or otherwise, and shall also perform such other duties as may be assigned to him/her from time to time by the Board. (b) The Vice-Chair shall perform all the duties of the Chair when the latter is unable by reason of absence or other cause to perform such duties, if any, as may be assigned to him/her from time to time by the Board. (c) The Board shall be free at all times to elect a Chair from among its members, unencumbered by the notion that a Vice-Chair automatically succeeds as Chair upon expiry of the Chair's term of office.

(4) Disqualification of Members

(a) The office of a member of the Board shall be vacated: i) if he/she becomes bankrupt or makes an authorized assignment or is declared insolvent; ii) if he/she becomes mentally ill or otherwise incapable of acting as a member; iii) if, by notice in writing to the Board, he/she resigns his/her office and it shall be the duty of the Board, by resolution, to declare his/her membership vacant; iv) if, in the case of an elected student, he/she ceases to be registered as full-time for at least two of three semesters during his/her term, and the Board by resolution, declares his/her membership vacant. v) if he/she becomes involved in any criminal activity (b) The seat of a member may be declared vacant if, after 30 days notice to such member of the Board, a resolution to that effect is passed at a meeting of the Board by at least two-thirds of the total members of the Board. 3 III MEETINGS OF THE BOARD

(1) Regular meetings of the Board shall normally be held on the fourth Thursday in each of the months of March, June, September and November. Meetings may also be scheduled in the months of January, February, April, May and October.

(2) Notice in writing of the time and place of each regular meeting shall be sent to each member of the Board by prepaid post addressed to such member at his/her address, as it appears in the records of the Board, and deposited in the Post Office at the City of Guelph at least forty-eight hours before the time appointed for holding such meetings. Such notice shall specify in reasonable detail the matters, other than those of a routine nature, which are to be dealt with at the meeting.

(3) A special meeting of the Board may be convened by the Chair or Vice-Chair or any three members of the Board at any time and the Secretary by direction of the Chair or Vice-Chair or any three members shall convene a special meeting of the Board.

(4) Notice of each special meeting shall be delivered or mailed or sent by facsimile transmission to each member not less than three days (exclusive of the day on which the notice is delivered or mailed or sent by facsimile transmission but inclusive of the day for which notice is given) before the meeting is to take place; provided always that special meetings of the Board may be held at any time without formal notice if all the members are present or those absent have waived notice or have signified their consent in writing, either before or after, to the meeting being held in their absence. Notice of any meeting or any irregularity in the meeting or notice thereof may be waived by any member.

(5) The accidental omission to give notice of a meeting to any member of the Board, or any accidental irregularity in connection with the giving of notice, shall not invalidate the proceedings of the meeting.

(6) Ten members of the Board shall constitute a quorum at any meeting.

(7) All questions at a meeting of the Board shall be decided by a majority of the votes of the members present, except in the case of the Special Plan Agreement with the Faculty Association. The Chair may vote on any motion but does not have a second or casting vote. In case of a tie, the motion is declared to be lost.

(8) In the case of the Special Plan Agreement with the Faculty Association, the mediators recommendation will be accepted by both parties unless at least two- thirds of those Board members present and eligible to vote, vote against it. In such case the Board shall determine a salary and benefit settlement by July 1st.

(9) A resolution signed by all members of the Board shall have the same force and effect as if passed at a regularly constituted meeting of the Board. 4

(10) All matters for inclusion in the agenda for regular meetings of the Board must be in the hands of the Secretary of the Board at least three days (exclusive of holidays) prior to the day of the meeting at which they are to be presented, and only matters which have then been placed in the hands of the Secretary of the Board shall be included in the agenda.

(11) Unless prior notice as aforesaid shall have been given, no new matter, other than that of privilege or petition, shall be dealt with at any regular meeting of the Board, unless the introduction of such new matter shall be approved by a majority of all members of the Board present.

(12) 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.

(13) Notwithstanding the provisions of Sections (9) and (10), notice of a motion to alter or repeal the General By-laws or any By-law must be given not later than at the meeting next preceding that at which the motion is to be presented.

(14) The action of the Board upon any matter coming before it shall normally be evidenced by resolution and the entry thereof in the minutes of the Board shall be prima facie evidence of the action taken.

(15) A record of the proceedings of all meetings of the Board shall be kept in a book provided for that purpose and the minutes of every such meeting shall be submitted at the next meeting of the Board, and after adoption of the Board, the minutes shall be signed by the Chair and Secretary of the Board and such minutes shall be open to the inspection of any member of the Board at any time during regular office hours in the office of the Secretary of the Board.

IV COMMITTEES

(1) The Committees constituted by the Board shall be:

(a) Standing Committees, as follows: Executive Finance - Physical Resources and Property Membership - Audit Pensions and Benefits - Senior Compensation - Negotiations External Relations Board Long-Range Planning 5 (b) Special Committees, being those committees appointed for special duties of a non-recurrent nature, whose powers will expire with the completion of the task assigned.

(2) The functions, duties, responsibilities and powers of committees established by specific By-laws of the Board shall be as defined in such By-laws.

(3) The functions, duties, responsibilities and powers of each other committee constituted by the Board shall be as provided in the resolution of the Board by which it is established, and such resolution shall appoint the members of the committee and shall appoint a Chair and Vice-Chair thereof.

(4) The Chair of each Standing or Special Committee shall submit a report of the proceedings of such committee at the regular meeting of the Board next following or whenever required by the Board.

(5) The Chair of the Board, the President and Vice-Chancellor shall be ex-officio members of all Standing Committees except the Audit Committee, where only the Chair shall hold an ex-officio seat.

(6) Each Standing Committee shall consist of not less than three members, in addition to the ex-officio members (unless specified otherwise in the By-law or resolution establishing the committee).

(7) Every committee, unless otherwise specifically provided for in these By-laws, or in the resolution of the Board by which it is constituted, shall be subject to the following regulations:

(a) All members of committees, other than ex-officio members, shall hold office during the pleasure of the Board.

(b) Vacancies occurring in the membership of a committee shall be filled by the Board at the next meeting of the Board after such vacancies occur, or as soon thereafter as may be convenient, but notwithstanding such vacancies the remaining members of the committee shall have authority to exercise the full powers of the committee, providing that a quorum remains in office.

(c) Meetings shall be held at the call of the chair of the committee or, in his/her absence, at the call of the vice-chair of the committee or, in case of the absence of both, at the call of any two members of a committee, and shall be held at such place and at such time as the chair or vice-chair or two members, respectively, may appoint.

(d) Notice in writing of the time and place of every meeting shall be sent by the secretary of such committee to each member of the committee by prepaid post addressed to such member at his/her address as it appears in 6 the records of the Board, and deposited in the Post Office at the City of Guelph at least forty-eight hours before the time appointed for holding such meeting, or by telephone, or facsimile, at least forty-eight hours before the time appointed for holding such meeting. The notice need not specify any business to be transacted at such meeting.

(e) The accidental omission to give notice to any member, or any accidental irregularity in connection with giving of notice shall not invalidate the proceedings of the meeting.

(f) The quorum for each Board committee shall be two-fifths of its membership except for the Pensions and Benefits Committee, which shall have quorum of 4, 3 of whom must be non-plan members. Each member of the committee present at a meeting shall be entitled to one vote. Except for the Pensions and Benefits Committee when in the case of recommending policy change or plan amendment onto the Board of Governors must have agreement of a majority of non-plan Board members.

(g) All questions at a meeting shall be decided by a majority of the votes of the members present. The chair or acting chair may vote on all motions and any motion on which there is an equality of votes shall be deemed to be negative.

(h) A resolution signed by all members of a committee shall have the same force and effect as if passed at a regularly constituted meeting.

(i) The chair of the committee shall preside at meetings and, in his/her absence, the vice-chair of the committee shall preside. If both the chair and vice-chair of the committee are absent, the members present shall appoint one of their number acting chair to preside at the meeting.

(j) A record shall be kept of the proceedings of every meeting of each committee, and it is the responsibility of the chair of the committee to submit a report of such proceedings to the Secretary of the Board as soon as conveniently possible thereafter.

(k) If a committee does not appoint its own secretary, the Secretary or an Assistant Secretary of the Board shall act as secretary of such committee.

V THE EXECUTIVE COMMITTEE

(1) There shall be an Executive Committee of the Board, to be called the "Executive Committee".

(2) The Executive Committee shall consist of the Chair of the Board, the Vice- Chair(s) of the Board, the President, the Chairs of the Finance Committee and the 7

Committee on Physical Resources and Property, and such other Board members as the Board of Governors may determine.

(3) The Chair of the Board shall be Chair of the Executive Committee and, in his/her absence, a Vice-Chair of the Board shall preside and, in the absence of both, the Committee shall appoint another of its members as Acting Chair.

(4) The Secretary of the Board shall act as Secretary of the Executive Committee. In the event of his or her absence, the Committee shall appoint another person to act as Secretary.

(5) The Executive Committee shall have power and authority to act for the Board in and in relation to the following matters:

(a) Routine appointments within the estimates. (b) Transfers in appropriations with the estimates. (c) Such other matters with respect to which the Board may from time to time deem it expedient to delegate its authority to the Executive Committee.

(6) The Executive Committee may review any matters relating to the property, revenue, business and affairs of the University prior to the submission of such matters to the Board, and prepare or cause to be prepared and submitted to the Board such information and data as the Executive Committee considers pertinent to assist in the consideration of such matters by the Board, and the Executive Committee may make such recommendations to the Board with respect to such matters as it may deem appropriate.

VI STANDING AND SPECIAL COMMITTEES

Standing Committees

The Board may from time to time appoint additional Standing Committees to perform advisory or other functions of a normally continuous nature, and the members of such Committees shall hold office during the pleasure of the Board.

Special Committees

The Board or the Board Chair may from time to time appoint Special Committees. In the case of the Chair, the membership and purposes of the Special Committees shall be reported to the Board at the next regular meeting of the Board. Unless specifically provided by the resolutions by which they are constituted, such Committees shall automatically be dissolved on the date of the first meeting of the Board in the fiscal year next following that in which they were appointed. Such Committees may, at the discretion of the Board, be reappointed with the same or different membership. 8 VII CONFIDENTIALITY

(1) At the commencement of every meeting of the Board or any committee of the Board, held in camera, the Chair of the meeting shall, before any business comes before the meeting, bring this By-Law to the attention of all present and afford an opportunity for inspection.

(2) Attendance at a meeting of the Board or any committee of the Board, held in camera, unless notice is given to the Chair of intention not to be bound by the provisions of this By-Law, shall confirm the agreement of each person attending to respect the confidentiality of the proceedings of the Board or Committee while sitting in camera. He or she will not, without the consent of the Board or Committee, communicate to any third party in any manner whatsoever, other than to a member of the Board, an Officer of the University, a person present at the meeting, anything touching or concerning any matter or decision discussed or made at such meeting.

(3) If any person in attendance at a meeting of the Board or any committee of the Board, held in camera, shall give notice of his or her intention not to be bound by the provisions of this By-Law, and refuse to leave the room when requested to do so, the Chair shall, subject to a resolution of the board supported by a majority vote, adjourn the meeting, after having informed members that it will be reconvened at a time and place of which the offending person will not be notified.

VIII OFFICERS OF THE UNIVERSITY

(1) The President, in addition to the powers set forth in the Act of Incorporation, shall have sole authority to:

(a) recommend to the Board the appointment, promotion to or removal from office of the Vice-Presidents, Associate and Assistant Vice-Presidents and Deans; (b) appoint and promote the heads of all departments and schools, senior administrative officers and the teaching staff of the University, and to recommend to the Board the removal from office of all heads of departments and school, senior administrative officers and the teaching staff of the University; and (c) appoint, promote or remove or delegate (to one or more officers of the University) the authority to appoint, promote or remove such other officers, clerks, employees, agents and servants as are deemed necessary or expedient for the purposes of the University.

(2) A Vice-President shall act for the President in such matters as the President may, within his/her own powers, delegate to him/her. 9 (3) The Secretary of the Board shall be directly responsible to the Vice-President Administration. The Secretary shall issue or cause to be issued notices of all meetings of the Board and Executive Committee when directed so to do; have charge of the corporate seal, books and records of the Board; sign with other officers or persons such instruments as require his/her signature; and shall perform such other duties as may be assigned to him/her from time to time by the Board.

IX CORPORATE SEAL

There shall be a corporate seal of the Board and it shall be in the custody of the Secretary of the Board or such other person or persons as the Board may from time to time designate.

X EXECUTION OF DOCUMENTS AND SIGNING OFFICERS

(1) All contracts, documents or instruments in writing requiring execution by the Board, or on behalf of the Board, shall be signed by any two officers of the Board, and all such contracts, documents or instruments in writing, so signed, shall be binding upon the Board without any further authorization or formality. The corporate seal of the University may, when required, be affixed to the said signed contracts, documents or instruments in writing.

(2) All contracts, documents or instruments in writing requiring execution by the University, or on behalf of the University, shall be signed by any two officers of the University, or by one officer of the Board and one officer of the University; and all such contracts, documents or instruments in writing, so signed, shall be binding upon the Board and the University without any further authorization or formality. The corporate seal of the University may, when required, be affixed thereto.

(3) For ease of administration within the many departments of the University, the Board, from time to time, may authorize certain University officers, person or persons, to execute contracts, documents or instruments in writing, generally, or to execute a particular contract, document or instrument in writing. The corporate seal of the University may, when required, be affixed thereto.

XI CHEQUES, DRAFTS AND NOTES

All cheques, drafts or orders of payment of money, and all notes and acceptances and bills of exchange received or issued by the University, shall be signed by such signing officer or officers of the University or by such signing authority of the University, in such manner as may be designated from time to time by the Board. 10 XII REMUNERATION

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.

XIII AMENDMENT OR REPEAL OF EXISTING BY-LAWS

Any By-law which purports to amend or repeal any then existing By-law shall be effective only if enacted:

(1) at a meeting of the Board at which at least fifty percent of the members are present and if notice of intention to present such a By-law for consideration has been given at the next preceding meeting of the Board and all members have been given notice of such intention; or

(2) by resolution, signed by all members of the Board.

XIII INTERPRETATION

In all By-laws of the Board where the context so requires, or permits, the singular shall include the plural and the plural the singular; the word "person" shall include firms and corporations.

XIV COMMENCEMENT

(1) These By-laws as originally drafted came into force on the 1st day of July, 1968.

(2) These amended By-laws came into force on May 24, 1990.

Revised: September 23, 1993 March 27, 1992 October 1, 1991 Board/bylaw.doc May 24, 1990 June 22, 1989 UNIVERSITY .iGUELPH

BOARD OF GOVERNORS

MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: Proposed Changes to the Board of Governors Committee Structure Document Audit Committee (Terms of Reference) -- Motion

DATE: February 15, 1994 EXTENSION: 3438/6571

The Audit Committee, in reviewing its current mission, activities and membership as set out in the Board of Governors Committee Structure Document, accepted by the Board, effective July 1, 1989, considered it important to redraft its terms of reference to better reflect the duties of an audit committee in the current and future environment of accountability. Please find attached the existing and revised Audit Committee terms of reference.

The proposed revisions to the terms of reference have been discussed by the Audit Committee with the Internal Auditor and the External Auditors, all of whom support the revisions.

The Board is asked to,

RESOLVE, That the Board of Governors Committee Structure Document, section governing the Audit Committee, be replaced with the Audit Committee Terms of Reference, as presented, be approved.

Betsy All Betsy/sm encl

GUELPH • ONTARIO • CANADA • NIG 2WI • (519)824-4120, EXT. 3438 • FAX(519)767-1350 Effective: July 1, 1989 BOARD OF GOVERNORS COMMITTEE STRUCTURE DOCUMENT AUDIT COMMITTEE

Mission:

The Audit Committee is the primary Board instrument for ensuring consistent financial accountability. It is responsible for seeing that internal and external audits are carried out competently, that the University's financial procedures, controls and enrollment accounting are sound, and that auditors' recommendations are carried out where appropriate.

Activities:

review reports from internal and external auditors and the Provincial Auditor

recommend audited financial statements

recommend changes in financial procedures

- recommend appointment of external auditor

- monitor implementation of internal and external auditors' recommendations

4041INI - monitor financial control, asset control and enrollment reporting procedure

Membership: 5

four lay members appointed from the Board; Board Chair

- the President is not a member but attends meetings at the invitation of the Committee

- members shall not be simultaneously members of the Finance Committee DRAFT UNIVERSITY OF GUELPH AUDIT COMMITTEE TERMS OF REFERENCE forwarded to the Board of Governors, February 23, 1994 meeting February 1, 1994 Mandate 1. The Audit Committee is the principal committee of the Board of Governors responsible for ensuring appropriate financial controls and accountability exist within the University. The Committee is expected to ensure that the University's financial procedures, controls and reporting are sound, that the internal and external audit functions are competently performed and that recommendations for corrective action are carried out, as appropriate. The Committee is also responsible for ensuring that the Board of Governors has adequate policies and procedures governing its activities, to ensure appropriate accountability to the Provincial Government.

Composition 2. The Committee will consist of 5 external members of the Board of Governors, including the Board chair. The chair of the Committee will be appointed by the Board. 3. Quorum, as per Board of Governor's By-Laws, shall be two-fifths of its membership.

Specific Responsibilities 4. The responsibilities of the Audit Committee will include the following: (a) to receive and consider reports from management on the adequacy of the University's financial reporting, accounting and internal control procedures; (b) to review and confirm the organizational structure and annual work plan of the internal audit function; (c) to receive periodic reports from the Internal Auditor and to assess management's response to recommendations contained therein; (d) to review and report on the nomination, remuneration and other terms of engagement of the University's external auditors; (e) to review the scope of the external auditors' examination, the nature and level of support provided by the internal audit function and any management reports resulting therefrom; to review the University's annual audited financial statements with management and the external auditors and recommend presentation to the Board of Governors; (g) to review with management, the external auditors and, if necessary, with legal counsel, any litigation, claim or other contingency that could have a material effect upon the financial position or operating results of the University; and the manner in which these matters will be addressed in the financial statements; (h) to assess periodically and report on the performance of the internal and external audit functions; to review, and assess management's response to findings of examinations by the Provincial Auditor; (j) to review management's monitoring of the University's compliance with the requirements of regulatory authorities; (k) to ensure, with respect to health, safety and environmental matters, that policies and procedures are in place to: (i) minimize the risk of jeopardizing the health and safety of employees; and (ii) mitigate the risk of loss or deterioration of assets. This encompasses ensuring that mechanisms are in place that will cause matters of actual or potential significance to be reported to the Board of Governors in a timely manner. (1) to institute special examinations as may be required from time to time and, if appropriate, retain special counsel or experts to assist; and (m) to perform such other functions as may from time to time be assigned to the Committee by the Board of Governors. UNIVERSITY /GUELPH

BOARD OF GOVERNORS

OPEN SESSION

MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: University Centre Annual Report, 1992-93 -- Information

DATE: January 17, 1994 EXTENSION: 3438/6571

Attached please find the annually submitted University Centre Annual Report for 1992-93. Mr. Bill McNaughton, Director, University Centre, will be in attendance at the Board meeting to answer any questions you may have.

Betsy All Betsy/sm encl

GUELPH • ONTARIO • CANADA • NIG 2W1 • (519)824-4120, EXT. 3438 • FAX(5I9)767-1350

University of Guelph Board of Governors

University Centre Board of Directors 20 Directors

DirectorUniversity Centre Administrative Assistant W.J. McNaughton Secretary to the Board L. Barrington

• Building Management Accounting/Systems Operations Programming M. Hahn, Manager K. Upton, Manager J. Milton, Manager W. Hepburn. Manager

Room Reservations / Assistant Manager Business Manager Co-ordinator Publicity/ Technical Support Brass Taps S. Elo Public Relations N. Boyadjian, P. Holland B. Woods S. Smith

40 Part-Time StudentsWorking as: Accounting Clerk Assistant Food Manager Part-Time Ushers A.V. Technicians/ L. Bowen, 75% Time S. Campbell (2.25) P. A. Operators/General Labourers/Technical Co-ordinators/Crew

Accounting Clerk Assistant Manager Part-Time Artist Brass Taps (P/T) S_ King, 80% Time (1) Box Office/ S. Griffin Word Processing Centre J. Folk-Dawson Student Managers Part-Time Student Manager P. Bussey, J. Richards, G. Martin R. Apel. C. Gardner 12 Part-Time Students Working As; Box Office/ WP Centre Clerks 120 Part-Time Part-Time Office Help Student Employees As Required (1-3) Working as: Bartenders, Information Desk Wait Staff, Floor/Door Staff, Food Staff K. Okrafka. N. Godwin Part-Time Postering Crew 10 Part-Time (2-6) Students Working As: Information Desk/ Post Office Clerks

U.C. Receiving Senior Storeskeeper D. Scott

Shipper/Receiver G. Thomas he University Centre is the heart of the University of T Guelph campus. Through a variety of programs and services, the University Centre provides the community with a facility and an agenda for social, recreational, cultural and educational activities which occur outside of the academic curriculum. The University Centre is operated by a professional administration under the leadership of Director, Bill McNaughton, and the University Centre Board of Directors. The Board is comprised of representatives from the following groups; graduates, undergraduates, faculty, administration, staff and alumni. Through their combined efforts, the University Centre Board and the University Centre staff strive to make life on campus more satisfying and enjoyable for every member of the University community by providing high quality services, operating within a well-managed budget and achieving goals as set out in the mission statements pertaining to each of the four units; Operations, Building production system, and a Canada Management, Programming and Post outlet was taken on by the Table of Contents Information Desk. The Accounting/Systems. 1 Programming Department mounted Overview The 1992-93 year has been a several successful events including a Organizational Chart 2 successful one for the University highly popular Canadian author Chairs Comments 3 Centre in the face of adverse lecture series. conditions. Budgetary constraints Directors Comments 3 The University Centre is a focus for were accommodated, spending Board of Directors 4 controls administered and personnel campus life. It is here where much of restructuring was implemented. the non-academic learning takes Operations 6 Management of the Bullring was place over the course of the student's Programming ...... stay at the University of Guelph. taken over by the University Building Management ...... 10 Centre. A major expansion was The University Centre remains completed in the Brass Taps committed to providing recreational Accounting/Systems 12 and cultural activities and accomplishing the kitchen facility Financial Statements 13 refurbishment and a full time opportunities for learning outside of professional chef was hired. The the academic curriculum, all for the Comments on Video Information System was enhancement of campus life. Financial Statements 15 installed as a completely in-house n behalf of the 1992-93 The Board of Directors is I am confident that the University University Centre Board of committed to the well-being of the Centre will successfully meet the O Directors, I would like to University Centre and serves to challenges of the upcoming year share some thoughts regarding this strengthen its role within the while maintaining both its integrity past year. University community. The varied and its excellent reputation. membership of the Board ensures I was very pleased to act as Chair of that decisions are made with serious the 1992-93 University Centre consideration of the complex needs Board. It is an honour to be of the many and diverse groups affiliated with an organization that within the Centre. This past year is an integral part of our University has seen the Board deal with a community. variety of matters. Deliberation Financial stability continues to be over issues ranging from the one of our primary concerns. installation of baby change-stations Although the past few years have in our washrooms to the brought a tough recessionary implementation of user-fees for period, the University Centre has fundraisers taking place in the UC continued to offer valuable services Courtyard provided for lively and, and excellent programming. By at times, heated debate. addressing the changing needs of The future of the University Centre our community and adapting when looks very good. Bill McNaughton Sincerely, necessary, the University Centre continues to inspire confidence will continue to sustain itself while with his ready knowledge and keen preparing for future development. It foresight. On behalf of the Board, I 0-1216C__ tizt is a credit to our staff and would like to thank Bill for his management that they are able to energy and enthusiasm. As well, I Pamela Knicley rise to the challenges they face would like to personally thank the Chair daily and produce exemplary 1992-93 Board of Directors for its Board of Directors results. dedication and commitment to the University Centre. he fiscal year 1992-93 has thus will have a new balance of Knicley, Chair, and Mr. B. Sullivan, been very successful for the $555,346. Associate Vice-President, Student University Centre. It was a Affairs, all of whom hold the T Our University Centre continues to year in which little economic interest of the University Centre in be one of the finest anywhere. It is recovery was seen from recessionary high regard. Finally, I must not fail a vibrant organization living up to levels of the previous year. to recognize the importance of the its mandate of being the "Main Notwithstanding this environment, input and effort the University Street" or central focus point for a number of major projects and Centre Staff has contributed over the University community and initiatives were completed. The the year. Their efforts are the providing those social, recreational, more significant were the reason this organization is so educational and cultural programs completion of the Brass Taps successful. not formally available through the kitchen renovations and the academic curriculum or other acquisition of a Canada Post outlet. University services. Perhaps the most important item was the agreement reached between The University Centre is not just a the Central Student Association building. It is an organization and a and the University Centre whereby program. It provides an the University Centre would environment where students can operate and manage the Bullring. expand and augment their formal studies and personal development In financial terms, revenue for the through such areas as guest Directorate approximated the speakers, debates, and discussions. previous year, however, at the In addition, it offers them exposure "Income Before Capital to a variety of entertainment and Expenditures" level ($57,496), activity venues they may not there was an improvement of some normally experience. It serves as a $73,000 over last year. This was unifying force in the life of the mainly due to labour savings University. resulting from tight labour controls and reorganization moves made in I would like to thank the the previous fiscal year. The result University Centre Board of of this year's operation is a $57,496 Directors. Their interest, surplus of revenues over involvement and dedication are expenditures. When capital unquestionably a major factor in W. J. McNaughton, expenditures of $198,877 are the success of the organization. In Director accounted for, the surplus account particular, I would like to thank the will be reduced by $141,381 and Executive Committee, Pam A CHAIR VICE-CHAIR: Bill McNaughton Lynn Barrington Brad Adams Pam Knicley Mark Rodford Director, University Secretary to the Alumni Association Central Student Central Student Centre Board Association Association

David Copp Gary Ferris Jennifer Jupp Dawn Kelk Shawn Lucas Presidents Support Staff Central Student Graduate Student Central Student Appointee Association Association Association

Peter Norman David Overton Jerry Reikels Nona Robinson Garry Round University Graduate Student Faculty Club Faculty Club Central Student Association Association Administration Executive Pam Knicley Chair Mark Rodford Vice-Chair David Overton Marty Williams

Bill Apsit Adrienne Bell John-Paul Boyd Management Support Staff Central Student Central Student Operations Association Association Brad Adams Chair Andrew Noble Vice-Chair Bill Apsit John-Paul Boyd Bob Megens Jerry RaeIs Mark Rodford Programming David Overton Acting Chair Bob Megens Andrew Noble Adrienne Bell Alumni Association Central Student Association David Copp Dawn Kelk Pam Knicley Jennifer Story

Finance Marty Williams Chair Peter Norman Vice-Chair Gary Ferris Shawn Lucas

Jennifer Story Marty Williams Nona Robinson Central Student Central Student Garry Round Association Association Throughout baseball season, The was changed to a "rock & roll" format THE KITCHEN "Boo" Bar was extremely busy. NTN, and a "reverse cover charge" was EXPANSION the interactive sports network, was introduced to increase early evening By the end of the summer the well used and challenge matches took sales. Stand up tables were introduced kitchen expansion project was place between competing residences. in December. Thursday and Saturday completed in the Brass Taps. Special guests included members of evenings showed good sales Renovations included new design the Hamilton Canucks who paid a throughout the fall and winter and construction features to greatly visit to the "Boo" Bar for a question semesters. Friday night music was improve the safety and efficiency and answer period. Excellent sales changed to "country" in an attempt to of the kitchen. The new facility continued as a result of the holding attract a different crowd to the was outfitted with state-of-the-art policy for the Brass Taps. In January, Bullring. This will be explored further equipment in a bright, well- the Susuka motorcycle video game in the 1993-94 year. organized space. A full-time, was introduced which proved to be an professionally trained Chef was excellent draw. Billiards and pool PETER CLARK HALL hired to oversee operations starting showed a yearly high in sales with the Strong participation from the Aggies in September. Assistant Food culmination of the league dominated use of the hall throughout Manager/Chef Sharon Campbell, a championships in April. the year. College Royal '93 was a huge Red Seal graduate of George THE BULLRING success in Peter Clark Hall. As well, Brown College, developed a new concerts were performed by Prairie menu including ethnically diverse 1992 marked the first year the Oyster, The Pursuit of Happiness, foods ancIdaily specials as well as University Centre undertook Spirit of The West and King favourite stand-bys, all prepared management of The Bullring. Late Apparatus. from fresh ingredients with an August saw a buzz of activity in The absolute minimum of pre-prepared Bullring; the room items. Staff were was re-painted, re- trained by Chef carpeted on the Campbell to upper decks, accommodate vacuumed from top the new menu to bottom and re- which sports an floored. Dance floor excellent variety lighting was of a la carte updated, the sound meals. With the system was upgraded expansion and new draught completed and taps were installed. trained staff in In October, a major place, the Brass renovation was Taps kitchen begun on the roof offers high and the dome to quality, freshly stop further decay prepared food in and leaks from rain. an efficient A new staff uniform manner. policy was implemented and all staff underwent S.I.P.S. training. Friday night music The new and improved Brass Taps kitchen he University Centre audience to University Centre NOON HOUR CONCERTS Programming Department events, and ensuring that all The Bourbon Tabernacle Choir T provides events and activities programs are professionally staged Moxy Fruvous to enhance the social, cultural, and executed, the Programming Shoot The Puck with Rick Valve recreational and educational Department is responsible for the Hard Rock Miners interests of the university promotion of University Centre Awareness. The aim is to encourage One community. Programs include maximum awareness of the services, Rob McLean performing arts, noon hour concerts, facilities and programs of the Establo Fashion Show lectures, fairs, and licensed dances. A University Centre so that they in Montreal Dense broad range of entertainment is turn may be utilized to their fullest Gerry Watson Billiards Display offered including drama, music, extent. John Bottomley comedy, dance, variety, and lectures, and all events are professionally Incredible Boris A highlight of the Programming staged by the UC Crew. These University of Guelph Performance season of 1992-93 was the author activities are usually held in on- Dance Troupe lecture series and the Audrey campus venues such as War Rawlins Cross McLaughlin/Preston Manning debate Memorial Hall, the Athletics Centre Two Penny Opera on the Charlottetown Constitutional and various venues within the Lost Dakotas Accord. The lecture series featured University Centre itself. Goober The Peas three distinguished Canadian Ballet Jorgen The University Centre often co- authors; Margaret Atwood, Mordecai Siwiya sponsors events with other campus Richler and Pierre Berton as well as North Albion West Humber Steel groups such as College Royal, The internationally acclaimed author, Band Central Student Association, Gloria Steinem. The debate between And Then Some Homecoming, campus clubs and Audrey McLaughlin and Preston Phil Wang more, and lends assistance to campus Manning was broadcast live from Lynn Miles groups who wish to plan and execute War Memorial Hall to a national Mark Labelle their own events. Canadian audience. These events Alberta Ballet were particularly well-attended and The Good Brothers As well as initiating new programs, attracted extensive media coverage. Moosicians Guild attracting the maximum potential The Bird Sisters

AUTHOR LECTURE SERIES Mordecai Richler Margaret Atwood Pierre Berton Gloria Steinem

PERFORMANCE SEASON Rheostatics - All Ages Show Matt Skydiggers - All Ages Show ,/ Ballet Jorgen performs Rick Judy Halloween in the UC Courtyard Show Moxy Fruvous performs The Rankin Family the kick-off Free Noon Hour Concert in the UC Moxy Fruvous Courtyard in September Ferron 6 PETER CLARK HALL DANCES GROUPS ASSISTED BY CSA Peer Helper Program Bourbon Tabernacle Choir UNIVERSITY CENTRE The Bel Vistas PROGRAMMING U of G Rugby Team Student Federation - OAC Rheostatics DEPARTMENT OAC '87 Grads King Cobb Steelie Interhall Council Wellington Woods Tenants' Skydiggers OAC Association Spirit of The West Food Ombudsman College Royal Lost Dakotas The Ontario Cattleman's Association Centre For Students With Disabilities King Apparatus OAC '94 Guelph Spring Festival Prairie Oyster FACS '94 OAC Recognition Banquet The Pursuit of Happiness International Women's Week Women's Resource Centre, West Indian Student Association University of Waterloo Jim Rose Circus Sideshow Career Services John F. Ross Handicapped Students End of Exams Bash Guelph Chamber of Commerce Guelph & Wellington County Aids Arts House Committee SPECIAL EVENTS La Maison Francaise Office of Student Affairs PROGRAMMING Student Housing Women's Studies Program The University Community Barbecue East Residence University Bookstore Homecoming Pep Rally Moosician's Guild Multiple Sclerosis Walkathon Fair November Fine Art Network Guelph & Wellington Women In Audrey McLaughlin/Preston Manning Crisis Debate on the Charlottetown Constitutional Accord The Guelph Collectibles Fair - with Paul Henderson Nick Craine The Guelph Collectibles Fair - with Bernie "Boom Boom" Geffrion Signs of Spring Gryphcon Gaming Convention

0, 0. 10. Gloria Steinem, who visited the 0. 0, 0, The Rankin Family in concert in campus to read from her book, War Memorial Hall "Revolution From Within" A reception for Mordecai Richter is hosted by La Maison Francalse

Wayne Hepburn, Audrey McLaughlin, Professor Henry Wiseman (moderator), Preston Manning and Nona Robinson after the nationally televised debate on the Charlottetown Constitutional Accord uilding Management provides, University Centre. Here, a friendly the University Centre. This past administers and ensures the and efficient service is provided to year, University Centre meeting B maintenance of the physical the university community as well as rooms were used by University facilities and equipment controlled to campus visitors, supplying answers community members and by the University Centre. The to any questions regarding the conferences a total of 6200 times. Information Desk, Room University Centre, the University of The University Centre Box Office Reservations, Central Box Office and Guelph, the City of Guelph and the provides a convenient campus outlet Word Processing/Copy Centre, the surrounding area. The Information for the sale of tickets to various Video Information System, Post Desk also provides the following entertainment events on campus and Office and University Centre services: in the area. Receiving all exist under the • University Centre Room jurisdiction of Building Management. The Word Processing/Copy Centre Reservations This department also oversees the offers the rental of fully-loaded • lost and found development of policies and microcomputers by the hour, procedures regarding the booking of • music practise room complete with up-to-date word University Centre space, facilities • locker rentals processing and graphics packages, and equipment and co-ordinates • vending machine refunds ergonomic work stations and a maintenance, renovations and • control of posters, banners and trained staff to assist users. Other equipment replacements as well as signage services available here include Cerlox enforcing building regulations and binding, facsimile transmission, • liaison with various campus groups University Centre policies. lamination and photocopying. • Canada Post Office The Information Desk, one of Building Management also acts as a All accredited university groups and Building Management's most visible support to other University Centre organizations have an equal and indispensable services, is located operations. This entails working with opportunity to reserve and use at the south entrance of the other management staff to ensure bookable facilities and equipment in

Spring sunshine outside the University Centre Students in the Courtyard I that any maintenance, room set-up, software in order to completely MAJOR ACTIVITIES and audio-visual needs are met. control the operation of the Video Student Government Day Information System. Staff training Career Fair 92 The summer conference season was occurred in late August and the United Way Display and The Great Cookie comparable to last year's season. system was up and running on the Give-Away Although only 29 groups made use of 14th Annual Greenhouse Conference target date of September 4. Due to our facilities as compared to 39 last Campus Junction Garage Sale improved software and the year, a figure of $8,917 in revenue African Students Association Craft Display, imaginative input from the staff, the and cost recoveries showed an Sale and Fashion Show V.I.S. has a greatly improved, fresh increase over last year's figure of Red Cross Blood Donor Clinic and engaging visual appeal. $7,810. Third World Bazaar sponsored by The sidebar list includes many of the International Education Services Two new revenue bases were added highlights and major activities which Fall. Preview Day - Office of Admissions to the Building Management took place within the University Fair November umbrella. During the summer, a Centre over the course of the fiscal BGLAD - Bisexual, Gay and Lesbian Canada Post outlet moved to its new year. These events are in addition to Awareness Days location at the Information Desk. the regular student, staff and faculty MBA Fair sponsored by Career Services Minor renovations were made to Ontario Turfgrass Symposium meetings, luncheons and pubs, and accommodate the new service and a CSA Poster Sale the list gives an indication of the security gate was installed around the CSA Used Book Sale breadth and variety of campus perimeter of the Information Desk. SA Club Days community functions which occur Also at this time, a decision was Working In Development Conference within the University Centre. made to invest in hardware and "The Great Debate" sponsored by Campus Crusade for Christ 4th Annual Biology Week "Meeting the Organic Dream" Conference - OMAF Plant Industry Branch Annual. Summer Job Fair Brass Tape Annual Beach Volleyball Tournament AIESEC Dream Auction Valentines Day Balloon Fest - University Catholic Community Collectibles Fair Computerfest Dealer Expo - University Bookstore Update 93 - Registrars Office Canadian Laboratory Suppliers Association Trade Show - Purchasing Department School of Engineering Graduation Ceremony Ontario Federation of Students General Meeting College Royal CSA All Candidates Forum CSA Election Gryphcon Gaming Convention Signs of Spring Craft Show

The Information Desk and Word Processing Centre ccounting/Systems is submitting time-sheets via the the efficiency and effectiveness of responsible for providing University's Direct Data Entry the operations. Further news of A administrative support to all (DDE) System, and distribute payroll government cutbacks created further of the University Centre's and rebate cheques. financial pressure on all University operational areas with a special focus operations. The Main office Novell During the summer months, staffing on financial planning and systems Network, consisting of 11 is reduced. The two new major management. Daily responsibilities workstations, was upgraded for operations, the Canada Post outlet include reconciliation and control of higher efficiency and data and The Bullring, necessitated the revenues generated by the Brass Taps, protection. The Accpac Plus set up of new systems and controls. Games Room, "Boo" Sports Bar, The accounting and financial support Streamlining of the financial Bullring, Programming Department package was upgraded to provide monitoring of these systems and Box Office. Accounting staff also more detailed internal information it continued throughout the year. prepare daily/weekly operating conjunction with the University's statements, place orders for alcoholic Accounting staff returned to work accounting system. Revised forecasts beverages and other supplies, prepare full force in September with strong were begun in November leading to activity reports for special licensed activity from all departments. Cost planning for the 1993-94 budget events, Peter Clark Hall and War controls became a major issue and which was approved by the Board of Memorial Hall programs, complete constant monitoring and financial Directors in March. the bi-weekly, part-time payroll by analysis were required to scrutinize UNIVERSITY OF GUELPH-UNIVERSITY CENTRE S STATEMENT OF INCOME AND EXPENSE

Year ended April 30 FOOD BAR BLDG. MGT. OPERATIONS LEASED PREMISES PROGRAMMING TOTAL

1993 1992 1993 1992 1993 1992 1993 1992

OPERATIONAL REVENUES

BEVERAGE FOOD SALES $1,880,697 $1,854,608 $1,880,697 $1,854,608 COST OF SALES 623,773 620,373 623,773 620,373

BEVERAGE FOOD REVENUE $1,256,924 $1,234,235 $1,256,924 $1,234,235

EVENT ADMISSION SALES $47,517 $62,787 $61,605 $64,602 $109,122 $127,389 INCOME FROM FAIRS SHOWS 96,676 92,815 96,676 92,815 INCOME FROM LEASED PREMISES $254,972 $240,926 254,972 240,926 COMM: AMUSE-DEVICES, TABLES, BOX OFF 92,224 102,266 11,978 11,978 104,202 114,244 MEETING ROOM LOCKER RENTALS 36,735 28,864 36,735 28,864 PHOTOCOPIER 11,735 15,152 11,735 15,152 C.S. - ROOM RESERV SUPP 46,276 56,094 46,276 56,094 COST RECOVERIES 7,190 9,106 7,190 9,106 WORDPROCESSING VIDEO INF. 77,139 75,551 77,139 75,551 MISCELLANEOUS 4,729 9,287 44,965 20,150 2,043 25,405 51,737 54,842

TOTAL OPERATIONAL INCOME $1,401,394 $1,408,575 $490,990 $457,821 $160,324 $182,822 $2,052,708 $2,049,218

DIRECT EXPENSES

"PERSONNEL COSTS $593,543 $681,793 $356,390 $310,489 $107,179 $154,047 $1,057,112 $1,146,329 OPERATING SUPPLIES EXPENSES 258,457 196,519 95,139 92,842 76,079 101,534 429,675 390,895 PERFORMERS AND SHOWS 74,298 57,356 35,971 50,196 110,269 107,552 SPACE CHARGES 177,759 170,918 155,526 149,533 333,285 320,451 REBATES ON STUDENT FUNCTIONS 44,194 74,942 44,194 74,942

TOTAL DIRECT EXPENSES $1,148,251 $1,181,528 $607,055 $552,864 $219,229 $305,777 $1,974,535 $2,040,169

CONTRIBUTION FROM OPERATIONS $253,143 $227,047 ($115,990) ($95,043) ($58,905) ($122,955) $78,248 $9,049

OTHER INCOME

STUDENT FEES $297,500 $297,445 FACULTY CLUB FEES 10,516 10,652

$386,264 $317,146 FIXED EXPENSES

PERSONNEL COSTS $264,662 $267,357 OP. SUPPLIES EXP 41,782 43,827 SPACE CHGS. 22,324 21,465

EXCESS (DEFICIENCY) BEFORE CAPITAL EXPENDITURES $57,496 ($15,503)

CAPITAL EXPENDITURES $198 ,877 $228,467

EXCESS (DEFICIENCY) OF INCOME OVER EXPENSES ($141,381) ($243,970 UNIVERSITY OF GUELPH-UNIVERSITY CENTRE

BALANCE SHEET As At April 30 1993 1992

ASSETS

Accounts Receivable $10,898 $9,180

Due from University of Guelph 474,353 818,595 Prepaid expenses 0 2,323 Inventories 70,095 74,278

TOTAL ASSETS $555,346 $702,376

LIABILITIES AND SURPLUS Accrued Liabilities $104,349 $109,303 Sales Tax Payable 20,072 20,579 Rental Deposits 755 944 TOTAL UABILITIES $125.176 $130,826

SURPLUS Unappropriated $135,070 $274,836 Appropriated 295,100 296,914 TOTAL SURPLUS $430,170 $571.550

$556,346 $702,376

STATEMENT OF SURPLUS

1993 1 992

As At April 30

UNAPPROPRIATED

Balance, Beginning of year $274,836 $480,875 Excess of income over expenses ($141,380) ($243,970)

Transfer to/from appropriated surplus $1,814 $37,931

Balance, end of year $135,070 $274,636

APPROPRIATED

Balance, Beginning of year $296,914 $334,845 Transfer to/from appropriated surplus ($1,814) ($37,931)

Balance, end of year $295,100 $005M 4 These are not audited financial 2. DUE FROM UNIVERSITY OF 5. REBATES ON STUDENT statements. They have been GUELPH FUNCTIONS generated using information taken The University Centre uses the Rebates on student functions, from the University of Guelphs University of Guelph as its banker. amounting to $44,194 for the year audited financial statements. Under this procedure all funds are ended April 30, 1993 (1992 - deposited in the University's bank $74,942), represent revenue in excess 1. SUMMARY OF SIGNIFICANT account and all expenses of the of direct expenses on functions ACCOUNTING PRINCIPALS University Centre are paid by the initiated by accredited user groups University. The amount reported as and operated on their behalf by the The financial statements of the due from the University of Guelph University Centre. This excess University Centre have been represents the net cash position of revenue is paid to the sponsoring prepared by management in the University Centre as at April 30, organization following each event. accordance with generally accepted 1993. Under operating policy, direct accounting principles. The more expenses do not include any cost significant of these accounting 3. SPACE CHARGES being charged to the group's function policies are summarized below. which would represent a The University Centre currently pays contribution to the facility's space Inventories a charge per square foot to the costs or indirect labour and Inventories are valued at the lower of University of Guelph for the areas of management costs. actual cost determined on a specific the building under the University item basis and replacement value. Centre's direct control. This charge is for utilities, maintenance, 6. COST SHARING Accrual Accounting housekeeping, safety and security, The University Centre shares the The accrual basis of accounting for and a share of campus-wide cost of providing bookable facilities, income and expense is followed. renovations and grounds care. The associated support services and the annual space charge allocations for cost of refurbishing meeting rooms Capital Expenditures the years ended April 30, 1993 and based on usage of these facilities by Capital expenditures are expensed in 1992, have been established at Accredited Non Student University the statement of income and expense $355,609 ($333,285 operational, Groups and Organizations. These in the year of acquisition. No charge $22,324 Administrative) and contributions amounted to $46,276 for depreciation is made against $341,916 ($320,451 Operational, in 1993 (1992 - $56,094). operations. $21,465 Administrative) respectively. Appropriations of Surplus Appropriations are made from surplus for future contingencies in such amounts as are deemed necessary upon approval of the University Centre Board. UNIVESITY .iGUELPH

BOARD OF GOVERNORS

OPEN SESSION

MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: Report of the President Appointments and Promotions -- Information

DATE: February 15, 1994 EXTENSION: 3438/6571

Attached please find a list of faculty appointments and promotions. This report is regularly brought forward as information.

Betsy All Betsy/sm encl

GUELPH • ONTARIO • CANADA • NIG 2W1 • (519) 824-4120, EXT. 3438 • FAX (519 )767-1350 (For Information)

BOARD OF GOVERNORS REPORT OF THE PRESIDENT FACULTY AND ADMINISTRATIVE PERSONNEL November 5 - February 9, 1994

ADMINISTRATIVE APPOINTMENTS

NAME DEPARTMENT\RANK DATE OF APPOINTMENT

Dr. Richard Knowles Reappointed Chair, Drama July 1, 1994 2nd term - 5 years

Dr. Eric Reiche Reappointed Chair, History August 1, 1994 2nd term - 3 years

Dr. Mary McLeish Chair, Computing and Information January 1, 1994 Science 1st term - 4 years

Dr. David Hume Chair, Crop Science November 1, 1993 1st term - 5 years

Dr. Marc Le Maguer Chair, Food Science July 1, 1994 2nd term - 5 years

Dr. Gerald Manning Acting Chair, English February 1, 1994 until a Chair is appointed

FACULTY APPOINTMENTS

Ms. Julia Biedermann Probationary Assistant Professor July 1, 1994 Engineering ADJUNCT APPOINTMENTS

Dr. David St. Aubin Pathology December 1, 1993 - 3 years

Dr. Edward Addison II

Dr. William Rapley II

Dr. Ryszard Janicki Computing and Information Sc. December 1, 1993 - 3 years

Dr. William Smyth II

Dr. Ross Cressman Mathematics and Statistics December 1, 1993 - 3 years

Dr. Elizabeth Bloomfield Geography January 1, 1994 - 3 years

Dr. Larry Tilley Clinical Studies January 1, 1994 - 3 years

Dr. Clive Davis December 1, 1993 - 3 years

,Dr. George Harauz Computing and Information Sc. January 1, 1994 - 3 years

Ms. Margaret Hedley Family Studies February 1, 1994 - 3 years

Ms. Judy Myhill

2 open session page 1

UNIVERSITY OF GUELPH BOARD OF GOVERNORS

Wednesday, February 23, 1994

XM. REPORT OF THE PRESIDENT ii. Status Report

INTERNAL AFFAIRS

community suggestions to the Waste and Inefficiency (WIN) Committee have been wide-ranging with many cost saving suggestions received to date, wasteful use of paper is one of the most common issues raised.

PERSONNEL, HONOURS AND AWARDS

- Professor Ken Kasha, Crop Science has been appointed to the Order of Canada for his work in the field of science. He is known for his work on developing a system for breeding pure barley lines and on developing resistant forms of barley. He has been a faculty member at the University since 1966.

- Guelph Professor William Christian, Political Studies, made the top ten book list in the January 10th issue of MacLeans for his newly published book "George Grant: Biography." Professor Christian's was ranked the fifth best non fiction book of 1993 by the MacLeans Magazines section editors and critics.

- Professor Francois Pare, French Studies, won the Governor Generals Literary Award for French-Language Non-Fiction.

- Graduate student Board member, Karen Houle, is the winner of the 1993 Guelph Women in Networking Scholarship. The Award is intended for a woman who lives in Wellington County and is enroled in a non-traditional post- secondary program.

FUND RAISING

the President has made 10 corporate visits and made speeches to more than 20 organization including the Kiwanis Club, Rotary Club, Wellington Mens Club, Future Leaders of Agriculture, Agriculture Lenders Association and Secondary School Liaison.

the Aquatics Science Facility has now received $830,000 in pledges and $200,000 pledged towards operating expenses, $1 million from NSERC and $1.7 million will be provided from the Infrastructure Fund.

/ ... 2

UNIVERSITY OF GUELPH open session page 2 BOARD OF GOVERNORS Wednesday, February 23, 1994

XIII. REPORT OF THE PRESIDENT ii. Status Report (Cont'd)

EXTERNAL (LOCAL) AFFAIRS

the University is part of the public sector consortium in Wellington County seeking to find ways of economizing among public sector institutions

GOVERNMENT FUNDING AND ANNOUNCEMENTS

the Governments announcement on tuition increases is being held up, reportedly until the provincial budget is brought down. Rumours have it that there will be 14% allocated over two years.

It had been reported that the government was considering how best to withdraw funding for Additional Qualifications (AQs) from the system and whether it should be a shared cost throughout the system or removed strictly from those institutions with AQ's. The University has been informed that it will be a shared cost throughout the system, the University's portion of which is approximately $8 million: 1994-95 $800,000, 1995-96 $1.9 million, 1996-97 $3 million, 1997- 98 $3.4 million. -at-e -/Atit C 4, ex lo /9 INTERNATIONAL AFFAIRS ctvf- 6

The President was recently in Indonesia to facilitate his becoming more familiar with the Sulawesi Regional Development Project. At the Senate meeting held February 1, 1994, it was decided that the external review of the University of Guelph involvement in Sulawesi Regional Development Project Report would be released publicly. Up to this point it had been a confidential Senate document. Available are responding comments from external reviewers, project directors and the Senate Committee on International Activities (SCIA) report, in which it recommends completion of the project.

Betsy/sm c:\Betsy\presrepr.f23 UNIVERSITY GUELPH

BOARD OF GOVERNORS

OPEN SESSION MEMORANDUM

TO: Members, Board of Governors

FROM: Betsy Allan, Secretary of the Board of Governors

SUBJECT: Report of the President Interim Appointment -- University Affairs and Development Unit Information

DATE: February 15, 1994 EXTENSION: 3438/6571

Dr. Rozanski has appointed Mr. Ken Murray to oversee the University Affairs and Development Department on an interim basis. Mr. Murray is the Chair of the Board of Trustees of the University of Guelph Heritage Fund's Heritage Enhancement Committee.

Attached please find a report prepared by Mr. Murray regarding the reorganization of the directorate.

Betsy A Betsy/sm end

WIO

GUELPH • ONTARIO • CANADA • NIG 2WI • (519) 824-4120, EXT. 3438 • FAX(519)767-1350 cc: Board of Governors February 23, 1994

MEMORANDUM

University of Guelph

TO: Vice-Presidents, Treasurer, Deans and Directors

FROM: Ken Murray Interim Executive Director, University Affairs and Development

DATE: December 16, 1993

RE: Interim Organization of University Affairs and Development EXT: 3810

The attached organizational chart details the new structure of University Affairs and Development.

This structure provides me with five persons who are responsible for Alumni and Corporate Development, Fundraising, Communications and Conference Activities.

We are a team of six people who will continue to build strong relationships with our on and off campus constituents. KRA MURRAY Interim Executive BEY BERRY Director, University Executive Affairs and Secretary Developed

NOW HALEY MARILYN ROBINSON PATRICIANALER GARY NAMUR MARY CACIYERA Interim Director - - - - - Director, Donor Director, Director, Community Director, University Development Relations Alumni Affairs Conf. Services Communications

1 PAULETTE SWAN DON STEPAIMSON DMZ DINER No Change in JOAN BARR ROSEMARY CLARA Interim Assoc. Dir, Manager, Bequests— Development Current Protocol Dir., Advance- Development Planned Giving Officer Reporting Officer ment Services Director, Ammual Structure Fund Supp. Serv.

Annual Fund Support No Change in Services - No Change in Current Current Reporting structure Departing Structure

1 1 1 ANDREA MUTT All MIDDLE/12 SANDRA VEBSTFE CRAIG ActaUfle Manager, Ext. Coordinator Manager, Int. Mgr., Graphics Commicatioms Writing Serv. Cron. Pubs. Print Serv.

No Change in No Change in No Change in No Change in Current Current ICurrent Quint Reporting Reporting Reporting Reporting Structure Structure Structure Structure

December, 1993