BOARD OF GOVERNORS MOTION AND FINAL DOCUMENT SUMMARY The following Motions and Documents were considered by the Board of Governors during the Open Session of its Friday, June 19, 2020 meeting: Agenda Title: Annual Review: Board Finance and Property Committee Terms of Reference APPROVED MOTION: THAT the Board of Governors, on the recommendation of the Board Finance and Property Committee, approve the proposed changes to the Committee’s Terms of Reference, as set forth in Attachment 1, to take effect upon final approval. Final Item: 3c. Agenda Title: 2021-2022 International Tuition Fee Proposal for Incoming Students APPROVED MOTION: THAT the Board of Governors, on the recommendation of the Board Finance and Property Committee and the General Faculties Council Academic Planning Committee, approve tuition fees to take effect for the Fall 2021 intake of new international students, as set forth in Attachment 1. Final Item: 3d. Agenda Title: Long Range Development Plan Amendment 2020 (Michener Park) APPROVED MOTION: THAT the Board of Governors, on the recommendation of the Board Finance and Property Committee and the General Faculties Council Facilities Development Committee, approve the removal of Michener Park (Section 6.3) from the Long Range Development Plan 2002. Final Item: 3e. Agenda Title: Disposition of Land, Lot 84 APPROVED MOTION: THAT the Board of Governors, on the recommendation of the Board Finance and Property Committee: a) approve, on terms and conditions acceptable to the Vice-President (Facilities and Operations), the disposition of real property known as Lot 84, located at 8327 112 Street, Edmonton, Alberta, and legally described as: Lots 18 to 22 Block 159 Plan I23A EXCEPTING THEREOUT ALL MINES AND MINERALS and b) make an application to the Minister of Infrastructure for the required approval in the form of a Ministerial Order for the granting of the disposition, as set forth in Attachment 3. Final Item: 3f. Board of Governors 06/19/2020 Page 2 Agenda Title: Disposition of Land, Camrose Condo APPROVED MOTION: THAT the Board of Governors, on the recommendation of the Board Finance and Property Committee, approve, on terms and conditions acceptable to the Vice-President (Facilities and Operations), the disposition of real property located at 407, 5419 49 Avenue, Camrose, Alberta, and legally described as: Condominium Plan 0324177 Unit 31 And 312 UNDIVIDED ONE TEN THOUSANDTH SHARES IN THE COMMON PROPERTY EXCEPTING THEREOUT ALL MINES AND MINERALS Final Item: 3g. Agenda Title: Disposition of Land, Ronning House APPROVED MOTION: THAT the Board of Governors, on the recommendation of the Board Finance and Property Committee: a) approve, on terms and conditions acceptable to the Vice-President (Facilities and Operations), the disposition of real property known as Ronning House, located at 4606 49 Street, Camrose, Alberta, and legally described as: Lot 15 Block 10 Plan 3605U EXCEPTING THEREOUT ALL MINES AND MINERALS and a) make an application to the Minister of Infrastructure for the required approval in the form of a Ministerial Order for the granting of the disposition, as set forth in Attachment 3. Final Item: 3h. Agenda Title: University of Alberta Annual Report 2019-2020 APPROVED MOTION: THAT the Board of Governors, on the recommendation of the Board Reputation and Public Affairs Committee, approve and adopt the University of Alberta Annual Report 2019-20 and empower the Associate Vice-President (Disclosure, Assurance and Institutional Research) to make any editorial changes to the Report, as needed, as long as the changes do not have the force of policy. Final Item: 3i. Agenda Title: Recruitment and Selection of Employees Policy and Procedures APPROVED MOTION: THAT the Board of Governors, on the recommendation of the Board Human Resources and Compensation Committee, approve the amended Recruitment and Selection of Employees Policy Suite, as set forth in attachment 3, and authorize the Deputy Provost to make changes as outlined in the “Supplementary Notes and context” section below, all to take effect upon final approval. Final Item: 4. U:\GO03 Board Of Governors - Committees\BOA\19-20\JN-19\Action\Approved Motions\Approved Motions.Docx BOARD OF GOVERNORS For the Meeting of June 19, 2020 Item No. 3c Governance Executive Summary Action Item Agenda Title Annual Review: Board Finance and Property Committee Terms of Reference Motion THAT the Board of Governors, on the recommendation of the Board Finance and Property Committee, approve the proposed changes to the Committee’s Terms of Reference, as set forth in Attachment 1, to take effect upon final approval. Item Action Requested ☒ Approval ☐ Recommendation Proposed by Charlene Butler, Chair, Board Finance and Property Committee Presenter(s) Charlene Butler, Chair, Board Finance and Property Committee Erin Plume, Assistant Board Secretary Details Office of Administrative University Governance Responsibility The Purpose of the To review the Board Finance and Property Committee’s Terms of Reference Proposal is and approve necessary changes, as required annually by the committee’s Terms of Reference Executive Summary Background 2019-20 was the first year that the Board’s committees worked within refreshed Terms of Reference, following a two-year review of Board of Governors’ processes, structure and role in providing strategic oversight, insight and foresight with a goal of governance excellence in support of the university’s institutional strategic plan, that culminated in the Board of Governors approving revised Terms of Reference for all of its standing committees in June 2019. The revised Terms of Reference ensured alignment with: committee restructuring recommendations as outlined in the Board- approved Report & Recommendations of the Board Working Group; revised committee mandate statements and principle documents, as well as direction regarding delegations of authority, as recommended by the Board Ad Hoc Group on Committee Mandates and Membership (BAGMM). In June 2019, changes to the Board Finance and Property Committee (BFPC) Terms of Reference included: addition of the Audit and Risk Committee’s delegated oversight for “Enterprise-wide Risk Management” and BFPC’s responsibility to consider risks associated with items before it; incorporation of March 2019 Board-approved delegations of authority for tuition and fees items, as well as legislative changes resulting from Bill 19, An Act to Improve the Affordability and Accessibility of Post-Secondary Education; inclusion of certain functions already within committee authority and current practices but never formally documented in the Terms of Reference (ie role in recommending the university’s long-range development plan, residence rates, meal plan rates, and parking rates); changes to Board delegation related to: capitalization of funds, and collection of GSA and SU fees, based on BAGMM’s recommendations; BOARD OF GOVERNORS For the Meeting of June 19, 2020 Item No. 3c addition of a general delegation of authority related to changes in policy within the committee mandate; Annual review One minor change is proposed: Under Financial, the addition of d) reviews and approves authorized signing officers in respect of all banking and safekeeping – this was inadvertently omitted during the June, 2019 refresh of BFPC’s ToR Supplementary Notes In addition to each committee’s annual review of its own Terms of Reference, and context the Board Governance Committee is responsible for reviewing the Board’s committee structure and mandates to ensure committees remain relevant and effective, with a comprehensive review every three years. Engagement and Routing (Include meeting dates) Consultation and Stakeholder Participation Those who are actively participating: (parties who have seen Board Finance and Property Committee members the proposal and in what capacity) Those who have been consulted: Juli Zinken, Board Secretary <For information on the Erin Plume, Assistant Board Secretary protocol see the Governance Resources Those who have been informed: section Student Participation Protocol> Approval Route Board Finance and Property Committee – May 26, 2020 – for recommendation (Governance) Board Governance Committee – May 27, 2020 – for review (including meeting dates) Board of Governors – June 19, 2020 – for approval Strategic Alignment Alignment with For the SUSTAIN: Sustain our people, our work, and the environment by attracting and Public Good stewarding the resources we need to deliver excellence to the benefit of all. 21. Encourage continuous improvement in administrative, governance, planning and stewardship systems, procedures, and policies that enable students, faculty, staff, and the institution as a whole to achieve shared strategic goals. Alignment with Core Risk Please note below the specific institutional risk(s) this proposal is addressing. Area ☐ Enrolment Management ☐ Relationship with Stakeholders ☐ Faculty and Staff ☐ Reputation ☐ Funding and Resource Management ☐ Research Enterprise ☐ IT Services, Software and Hardware ☐ Safety ☒ Leadership and Change ☐ Student Success ☐ Physical Infrastructure Legislative Compliance 1. Post Secondary Learning Act (PSLA), Section 60 (1)(b): “The Board of a and jurisdiction public post-secondary institution shall develop, manage and operate, alone or in cooperation with any person or organization, programs, services and facilities for the educational or cultural advancement of the people of Alberta.” 2. Board of Governors General Terms of Reference, Section b: “The