May 29, 2019 Open Session Agenda Pkg Page 1 of 36 Board of Governors Meeting Overview WEDNESDAY, MAY 29, 2019 S105B, Okanagan College Kelowna Campus REGULAR MEETING SCHEDULE: 9:30am-11:00am In Camera Session 11:00am-12:00pm Open Camera Session 12:00pm Grab and Go lunch will be available ATTENDEES: Appointed Board Members: Elected Board Members: • Chris Derickson, Chair • Blake Edwards • Gloria Morgan, Vice Chair • Devin Rubadeau • Charity Gerbrandt - excused • Shakti Singh • Bob McGowan • Raghav Mahajan - excused • Shelley Cook • Juliette Cunningham - excused • Tina Lee • Dave Porteous Ex-Officio Board Members: • Jim Hamilton, President • Chris Newitt, Chair - Education Council Other Attendees: • Curtis Morcom, Vice President, Employee & Corporate Services • Andrew Hay, Vice President, Education • Allan Coyle, Interim VP, Student Services and Director, Public Affairs • Linda Le Gallee, Board Secretary Board Observers: • Sharon Mansiere, OCFA • Jill Panton, Admin Association • Shantelle Bishop, Student Representative (South Okanagan) • Cam McRobb, BCGEU (Vocational) • Elske Larson, Student Representative (Shuswap/Revelstoke) • Valerie Tuhkala, BCGEU (Support) • Mark Fellhauer, Student Representative (Central Okanagan) FUTURE MEETING DATES: • Committees (Finance, HR, Executive) – June 11, 2019 • Board Regular Meeting – June 25, 2019 in Vernon May 29, 2019 Open Session Agenda Pkg Page 2 of 36 Board of Governors Open Session Meeting Agenda Wednesday, May 29, 2019 11:15am-12pm S103B, Okanagan College Kelowna Campus Related Time Pages 1. APPROVAL OF AGENDA Recommended Motion: “BE IT RESOLVED THAT the May 29, 2019, Okanagan College Board of Governors Open 11:00am Session meeting agenda is approved”. 2. DECLARATION OF CONFLICT 3. CONSENT AGENDA Recommended Motion: “BE IT RESOLVED THAT the Consent Agenda be approved as presented”. 5-10 11:03am 3.1 Minutes – March 26, 2019 and April 30, 2019 3.2 Written Reports 3.2.1 President’s Report – J. Hamilton 11-12 3.2.2 Education Council Report – C. Newitt 13-26 4. BUSINESS ARISING FROM THE MINUTES 5. PRESENTATIONS/DELEGATIONS 6. NEW BUSINESS/RESOLUTIONS 6.1 Finance, Audit & Risk Review Committee 6.1.1 Chair Report – B. McGowan 11:05am 6.1.2 Audited Financial Statements – Report from In Camera – C. Morcom 11:10am 6.1.3 International Tuition 2020 27-32 11:20am Recommended Motion: “BE IT RESOLVED THAT the Okanagan College Board of Governors approve an increase of three per cent to international tuition, effective September 2020, as recommended by the Finance, Audit and Risk Review Committee and as presented”. 6.1.4 Line of Credit 33 11:25am Recommended Motion: “BE IT RESOLVED THAT the Okanagan College Board of Governors approve the short term line of credit with TD Canada Trust in the amount of $2.5 million as recommended by the Finance, Audit and Risk Review Committee and as presented”. May 29, 2019 Open Session Agenda Pkg Page 3 of 36 34-36 11:30am 6.2 President’s Selection Policy – D. Olson Recommended Motion: “BE IT RESOLVED THAT the Okanagan College Board of Governors approves the President’s Selection Policy as recommended by the Executive Committee and as presented”. 6.3 Education Council – C. Newitt 11:40am 6.3.1 Program Revision Recommended Motion: “BE IT RESOLVED THAT the Okanagan College Board of Governors approves the program revision Commercial Aviation Diploma as recommended by Education Council and as presented.” 6.3.2 New Program Recommended Motions: “BE IT RESOLVED THAT the Okanagan College Board of Governors approves the new program Commercial Helicopter Pilot Certificate recommended by Education Council and as presented.” 6.3.3 Memorandum of Understanding Recommended Motions “BE IT RESOLVED THAT the Okanagan College Board of Governors approves the Memorandum of Understanding between Okanagan College and JAMK University of Applied Sciences recommended by Education Council and as presented.” 6.3.4 Dual Credit Program Recommended Motions “BE IT RESOLVED THAT the Okanagan College Board of Governors approves the dual credit agreement for the Early Childhood Education Certificate Program between Okanagan College and School District No. 22 recommended by Education Council and as presented.” 7. VERBAL REPORTS 11:45am 7.1 Board Chair Report – C. Derickson 7.2 President’s Report – J. Hamilton 7.3 Committee Chair Report – Governance – S. Cook 7.4 Reports from Conferences Attended 8. INFORMATION 9. TOPICS FOR NEXT MEETING 10. OTHER BUSINESS May 29, 2019 Open Session Agenda Pkg Page 4 of 36 11. FOR THE GOOD OF THE BOARD 12. ADJOURNMENT 12:00pm Date of the next regular Board meeting: June 25, 2019 - Vernon Campus (E102/103) Meeting will be scheduled to coincide with Vernon Convocation which begins at 4:30pm. May 29, 2019 Open Session Agenda Pkg Page 5 of 36 Board of Governors Open Meeting Minutes Tuesday, March 26, 2019 Okanagan College Penticton Campus BOARD MEMBERS PRESENT: • Chris Derickson (Chair) • Gloria Morgan (Vice Chair) • Shelley Cook • Juliette Cunningham • Blake Edwards • Jim Hamilton (President) • Tina Lee • Raghav Mahajan • Bob McGowan • Chris Newitt • Devin Rubadeau • Shakti Singh REGRETS: • Charity Gerbrandt • David Porteous • Allan Coyle, Director, Public Affairs OTHER STAFF: • Curtis Morcom, Vice President, Employee & Corporate Services • Andrew Hay, Vice President, Education (teleconference for items 7.4-7.5) • Charlotte Kushner, Vice President, Students • Linda Le Gallee, Board Secretary BOARD OBSERVERS: • Sharon Mansiere, OCFA • Valerie Tuhkala, BCGEU (Support) • Shantelle Bishop, Student Representative (South Okanagan) • Jill Panton, Administrative Association GUESTS: • Joanna Campbell • Juliana Buitenhuis ACTION The meeting was called to order at 9:00 am. We respectfully acknowledge that we are meeting on the unceded traditional lands of sylix (Okanagan) people. We want to acknowledge and thank our host communities: The Penticton Indian Band, Osoyoos Indian Band, Lower Similkameen Indian Band, Upper Similkameen Band, and Upper Nicola Indian Band. May 29, 2019 Open Session Agenda Pkg Page 6 of 36 J. Cunningham/ 1. APPROVAL OF AGENDA B. Edwards Motion: CARRIED “BE IT RESOLVED THAT the March 26, 2019, OC Board open session meeting agenda is approved”. 2. OATH OF OFFICE The Oath of Office was read aloud and signed by member R. Mahajan. The meeting adjourned at 9:00 a.m. The meeting reconvened at 10:56 a.m. 3. DECLARATION OF CONFLICT No conflicts were declared 4. CONSENT AGENDA Motions: “BE IT RESOLVED THAT the Consent Agenda be approved as presented”. J. Cunningham/ B. Edwards CARRIED “BE IT RESOLVED THAT the Okanagan College Board of Governors agrees to collect student fees for Okanagan College for 2019/20 on behalf of the Okanagan College Students’ Union and the Vernon Students’ Association - Okanagan College, as outlined in the submissions that are included in the agenda.” “BE IT RESOLVED THAT the Okanagan College Board of Governors approve the appointment of Mark Fellhauer as the Central Okanagan Student Representative Board Observer for the term from March 27, 2019 to November 26, 2019.” 5. BUSINESS ARISING FROM THE MINUTES None 6. PRESENTATION(S) 7. NEW BUSINESS/RESOLUTIONS 7.1 Finance, Audit & Risk Review Committee 7.1.1 Committee Chair Report – B. McGowan Finance met on March 12, 2019, at which time a presentation on the 2019/20 budget and capital budget were made. The Committee recommends the motion. 7.1.2 Okanagan College Budget 2019/20 - C. Morcom 1 Motion: “BE IT RESOLVED THAT the Okanagan College Board of Governors approve the J. Cunningham/ 2019/20 balanced operating budget of $121,912,000 as recommended by the D. Rubadeau CARRIED Finance, Audit and Risk Review Committee.” There were $8.8 new initiatives submitted. ($5m in new salaries, $2.7 in non-salary, and $1.1m in capital). Allocation principles for new initiatives included: alignment with Government Mandate letter; alignment with Okanagan Strategic Plan; mandatory/contractual; 1 Budget Presentation will be posted to the Board of Governors Moodle group May 29, 2019 Open Session Agenda Pkg Page 7 of 36 risk; sustainable/holistic approach; and environment/trends (fact based decision making). The Okanagan College Faculty Association stated they would like to see the budget earlier and would like to play a bigger role in developing it. It was requested that they have input into the process in as early as September every year. The President noted that this would be a departure to what the unions are mandated to do but administration will look at this and discuss it. Motion: “BE IT RESOLVED THAT the Okanagan College Board of Governors approve the 2019/20 capital budget of $22,072,000 subject to receipt of funding as T. Lee/S. Cook recommended by the Finance, Audit and Risk Review Committee.” CARRIED 7.2 Forgiveness of Foundation Receivable – C. Morcom Motion: “BE IT RESOLVED THAT the Okanagan College Board of Governors forgive the loan J. Cunningham/ to the Okanagan College Foundation for actual capital campaign expenses up to S. Cook $125,000 as recommended by the Finance, Audit and Risk Review Committee. The CARRIED forgiveness of the loan must be done without creating a year end consolidated debt for Okanagan College.” 7.3 Governance Committee – S. Cook 7.3.1 Chair Report The Committee met on March 12, 2019, at which time they discussed Board development and the October retreat. The areas of concern for the Board were noted from the Board Evaluation that was completed. 7.4 ITA Training Plan – C. Kushner/A. Hay To ensure demand is meet funds have been moved around in Trades. Funding has not been increased. Motion: B. Edwards/ “BE IT RESOLVED THAT the Okanagan College Board of Governors approve the ITA T. Lee Training Plan as presented.” CARRIED 7.5 Annual Programming Plan – C. Kushner/A. Hay Motion: “BE IT RESOLVED THAT the Okanagan College Board of Governors approve the J. Cunningham/ Annual Programming Plan 2019/20 as recommended.” B. Edwards CARRIED This is the plan for programs funded by provincial government grants. Funding from the Government for Trades is expected to be received under the current levels.