UNIVERSITY OF GUELPH BOARD OF GOVERNORS Thursday, September 23, 1993 5:00 p.m. Room 424, University Centre University of Guelph -AGENDA- I. Welcome and Introduction (B. Brock) II. Approval of Agenda (B. Brock) - Motion III. Approval of Minutes (B. Brock) - Motion IV. Business Arising from the Minutes (B. Brock) i. Student Rights and Regulations Pamphlet, 1993-94 (B. Sullivan) - Information ii. Pension and Benefits Committee By-Law Change - Motion V. Executive Authority 1993-94 (B. Brock) - Motion VI. Executive Committee Report (B. Brock) i. Pensions and Benefits Ad-Hoc Inflation Protection Adjustment -Information ii. Social Contract - Campus Agreement - Information iii. Social Contract - University Pension Plan Holiday - Information iv. Appointment of Acting Vice President, Academic - Information VII. Audit Committee Report (B. Pattison) i. Audited Financial Statements for 1992-93 - Motion ii. Environmental Health and Safety Report - Information VIII. Report of the President (M. Rozanski) i. Appointments and Promotions - Information ii. Review of University Business (Status Report) - Information IX. Other Business UNIVERSITY OF GUELPH BOARD OF GOVERNORS Minutes of the 227th meeting of the Board of Governors, Tuesday, June 22, 1993, 3:00 p.m., Room 424, University Centre. Present: Bill Brock (Chair) Lincoln Alexander (Chancellor) Ken Bedasse Susan Faber Solette Gelberg Patricia Gentry Roger Horton Catherine Hume David Lees Tanya Lonsdale Elizabeth Macrae Murray McEwen Susan McNabb Bernard Ostry Mordechai Rozanski (President) Maureen Sabia David Weinberg Marty Williams Regrets: Mary Beverley-Burton Kurt Liebe Jason Mcllveen John Morrison Bill Pattison Visitors: Michael McMillan, Acting Chair, Board of Trustees of the University of Guelph Heritage Fund Leonard Conolly, Acting Vice-President, Academic Charles Ferguson, Vice-President, Administration Gerry Quinn, Vice-President, University Affairs and Development Roger Phillips, Treasurer Tammy Bray, Acting Associate Vice-President, Academic Brian Sullivan, Associate Vice-President, Student Affairs Jane Watt, Assistant Vice-President, Human Resources Derek Jamieson, Director, Institutional Analysis and Planning Roger Jenkins, Director, Physical Resources John Miles, Director, Financial and Administrative Services Garry Round, Director, Hospitality/Retail Services Joanne Faught, Internal Auditor Betsy Allan, Secretary 7 Observers 2 June 22, 1993 Agenda AGENDA 65/93 On motion duly made and seconded, it was RESOLVED, That the agenda for the meeting of June 22, 1993, be approved, as presented. Opening OPENING REMARKS Remarks 66/93 The Chair asked visitors and observers to retire from the meeting as the Board was going in-camera. FIRST IN-CAMERA SESSION CONFIDENTIAL Minutes MINUTES 67/93 On motion duly made and seconded, it was RESOLVED, That the minutes of the 226th meeting of the Board of Governors be approved. LGC RESIGNATION OF LGC APPOINTEE Appt Resign. 68/93 Mr. Kofi Hadjor, a Lieutenant Governor Order-In-Council appointee, delivered his resignation to the Secretary during the April 22, 1993 Board meeting, prior to his early departure from that meeting. The Board of Governors By-Laws instructs the Board to accept a resignation by resolution. Mr. Brock had spoken with Mr. Hadjor and discussed Mr. Hadjor's concerns and frustrations and general dissatisfaction with the Board of Governors' agenda. Mr. Hadjor had been invited to attend the Board meeting and dinner tonight, but he was unable to accept the invitation due to a previous commitment. Mr. Brock recognized the resignation as an unusual situation, but nonetheless suggested Governors support its acceptance. In discussion, Governors noted their interest to discuss some of the issues of Board Governance raised by Mr. Hadjor. Governors also want to be treated courteously so as to not engender hard feelings in situations such as this. On motion duly made and seconded, it was RESOLVED, That the resignation of Kofi Hadjor be accepted, effective June 22, 1993. The Board returned to open session to continue with the agenda. "END OF FIRST CLOSED SESSION" 3 June 22, 1993 Opening OPENING REMARKS Remarks ■...... 69/93 Mr. Brock welcomed new University President Dr. Mordechai Rozanski to his first meeting of the Board of Governors. REPORT OF THE EXECUTIVE COMMITTEE By-Law (a) Pensions and Benefits Committee By-Law Change Amendment 70/93 According to Board By-Laws, notice of a motion to alter any By-Law must be given at the meeting preceding the one at which the motion is to be presented. Documentation pertinent to Pensions and Benefits Committee By-Law changes was circulated with the meeting material. This item will return for consideration at the next Board meeting. Pension (b) Pension Funds Planning for the Future Funds 71/93 It was noted for information that Dr. Rozanski has been requested to review the Pension Plans' surplus and to return to the Executive Committee his views and any recommendations for its use. This item will return for consideration at a future Board meeting. REPORT OF THE FINANCE COMMITTEE N..... MET Operat. (a) Amended 1993-94 MET Operating Budget Budget 72/93 The University's 1993-94 Operating Budget has been amended as requested at the April 22, 1993 meeting. A copy was included in the Board meeting package. Student STUDENT RIGHTS AND REGULATIONS PAMPHLET, 1993-94 Rights & Regs. 73/93 Mr. Brian Sullivan was invited to make the presentation. As a result of the revisions to this information pamphlet approved by the Board last year, only a few editorial changes were being recommended. Governors considered the wording under section number 1, Civil Statutes, and number 2, Academic Responsibility. It was requested that the text be sufficiently clear and descriptive to permit interpretation by a lay reader, which is the audience for this publication. It was requested that number 1, Civil Statutes, articulate that the University's interest may cause it to initiate a hearing, even if civil authorities have or have not taken action. Under section number 2, Academic Responsibility, it was requested that the wording be clarified to explain that the right to access of University resources was limited to available resources. It was requested that number 5, Facilities, Telecommunications, and Property, have the word "University" inserted to denote that possessing or tampering with fire protection equipment was specifically University fire protection equipment. Governors agreed to accept the recommended changes to the 1993-94 pamphlet 4 June 22, 1993 on the condition that: number 5 have the word "University" inserted into the text and that Dr. Rozanski and Brian Sullivan revise sections number 1 and number 2 to reflect Governors concerns. The text changes will be presented at the September Board meeting for information. On motion duly made and seconded, it was RESOLVED, That the Student Rights and Responsibilities 1993-94 brochure, as amended, be approved, effective September 1, 1993. NAUBCS REPORT ON NATIONAL ASSOCIATION OF UNIVERSITY BOARD Report CHAIRS AND SECRETARIES (NAUBCS) 74/93 Mrs. Gelberg was invited to report on the annual meeting of the National Association of University Board Chairs and Secretaries (NAUBCS) held in Winnipeg in May. It was reported that in 1992 the NAUBCS membership had agreed to consider the structure of the organization, but that it should remain unincorporated with AUCC providing the Secretariat on a year-to-year basis. This year a statement of organization and bylaws were approved with the overall objectives of the organization being to improve the governance of Canadian universities. The NAUBCS Chair for 1993-94 is Robert Landry, Chair of the Board of Governors of the University of Ottawa. Affiliation with this group requires each institution to pay an annual membership fee, set at $250.00 for 1993-94, and new members pay a one-time $200.00 membership fee. Each university is responsible for travel and accommodations costs for anyone attending meetings on its behalf. Mrs. Gelberg listed the various sessions held during the conference and highlighted a presentation about achieving institutional change. She commented that organizational change is difficult, protracted and requires perseverance. The problem being that generic approaches do not account for organizational differences within universities such as climate, culture or structure. Universities are like countries; they are driven by their cultures and before any real institutional change can take place successfully, there must be a change in the culture. Mrs. Gelberg said that the speaker believed success would be more dependent upon astute political leadership and that the best strategy is a good process, not a detailed plan. A successful approach to University change combines aspects of structure, strategy, leadership, culture and communication. Mrs. Gelberg summarized points made at the conference which she thought were applicable to the University of Guelph's current situation, including: the need to take time to seek opportunities; that generally problems come from within; the need for a culture of continuous improvement; the need to develop quality indicators and be more customer friendly; the importance of merit pay; and that quality does not have to cost a lot. Mr. Brock noted the association's recognition of Mrs. Gelberg's long affiliation 5 June 22, 1993 and leadership role in NAUBCS by electing her to the position of honourary officer for 1993-94. REPORT OF THE PRESIDENT Pres. Rep. (a) Tenure and Promotion T&P 75/93 Documentation