Mr. Bruce informed members that Mr. Cleghorn, Chair, could not attend the meeting, therefore, he would be the acting Chair.
Mr. Bruce welcomed Dr. Brian Stevenson, President, to his first Board meeting.
1.Approval of Agenda
Moved by Ms. Ryan, seconded by Mr. Dahl that the Agenda be approved with the following additions:
- amendment to item # 18 - motion should read "Moved that Dr. Anthony Gillies be re-appointed Chair of the Department of Civil Engineering for a one year period retroactive from July 1, 2010 to June 30, 2011."
- new item #20 - "Appointment of Board of Governors' Member to the Vice-President (Academic) & Provost Search Committee."; and
- renumber remaining items.
Carried unanimously.
2.Declaration of Conflict of Interest
None were declared.
3.Chair's Report
Mr. Bruce, Acting Chair, reminded Governors that following the Board meeting, a Board/Senate Social would be held in the Faculty Lounge. He also noted that Board members had been invited to Giorg's Ristorante for dinner at 6:00 p.m. and the Thunderwolves hockey game at 7:30 p.m.
Mr. Bruce drew members' attention to the Acknowledgement and Undertaking of Confidentiality documents which had been circulated prior to the meeting. He asked members to sign and date the Acknowledgement and return it to Ms. Merriman at the conclusion of the meeting.
Mr. Bruce thanked the all Board members who were retiring at the Annual Meeting, noting that the Board and Administration appreciated their hard work and commitment to Lakehead University. Mr. Bruce individually recognized the following retiring member with a small token of appreciation: Vonnie Cheng - Alumni Association Representative - 2008-10; Judith Leggatt - Senate Representative - 2007-10; Don Campbell - Elected member - 2000-10; Kirk Dudtschak - Elected member - 2006-10; Ann Dumyn - Elected member - 2004-10; Tim Pile - Aboriginal Management Council Representative - 2004-10; Tyler Halverson - LUSU Represenative 2009-10 (present via teleconference); Ewan Downie - Elected member - 2008-10 (not present); and Slim Babay - LUSU Graduate Representative - 2008-10 (not present).
Finally Mr. Bruce noted that Board of Governors' ID cards had been issued to members whose terms were being renewed. He also reminded Governors who do not have a Board ID card could receive one at the Library Circulation Desk.
4. Approval of Minutes of the Board of Governors' Meeting of June 4, 2010
The Minutes were circulated with the Agenda.
Moved by Mr. Clark, seconded by Ms. Phipps that the Minutes of the Board of Governors' Meeting of June 4, 2010 be approved as circulated.
Mr. Bruce noted that Mr. Gil Labine was not in attendance at the June 4th meeting, therefore, he should be included under "Regrets".
Carried with one correction.
5.Receipt of Minutes of the Board of Governors' Executive Committee Meeting of April 1, 2010
The Minutes were circulated with the Agenda.
Moved by Ms. Dumyn, seconded by Mr. Dahl that the Minutes of the Board of Governors' Executive Committee Meeting of April 1, 2010 be received.
Carried unanimously.
6.Business Arising from the Minutes (not on the Agenda elsewhere)
There was no business arising from the Minutes.
7.President's Report
Dr. Stevenson highlighted his Report which had been circulated with the Agenda. He advised members that the Wireless poll had closed on September 30th. Dr. Stevenson reported that approximately 8,500 people participated in the poll and that 94% supported the University installing wireless technology, adding that Administration will discuss the poll results.
7.1Strategic Plan Update
Mr. Gerry Munt, Senior Advisor of Planning and Implementation, provided a powerpoint presentation. He explained that his presentation would deal with enrolment, one of the elements of the Strategic Plan.
Mr. Munt noted the four strategic directions - sustainability of the University, comprehensiveness of the academy, research growth and diversity. He reported that sustainability of the University was dependant on continued increase in enrolment; enhanced external revenue; effective and prudent management; environmental sustainability; and positive morale. Mr. Munt advised members that comprehensiveness of the academy could be expanded by teaching excellence; growing the Orillia Campus; increased graduate and professional programs; and enhanced student learning experiences. He also reported that research growth relies on increased research funding; continued Aboriginal research; and increased transferability of research. Finally, he explained that diversity can be enhanced by promoting awareness, understanding and respect; community engagement/early intervention; improve accessibility; and internationalization.
[Mssrs. Cleghorn and Pile joined the meeting.]
Mr. Munt reported that the Senior Management Team (SMT) meets once a month to assist with the implementation of the Strategic Plan. He stated that at the SMT meeting, strategy champions were identified, adding that identifying champions would provide the SMT a sense of who would be actively involved or dependant on each strategy.
Mr. Munt discussed the following four steps to increasing enrolment - attract more students; attract different students; enhance student success; and development develop quality programs. He concluded his report by providing a summary of potential projects which are underway -1) revise marketing strategy: 2010-11 RPF as part of renewal of Agency of Record; 2) international recruitment: develop now and in 2011-12 as part of a five year expansion; 3) expand Orillia: provide a structure that allows for internally-generated growth within a sustainable framework; and 4) pursue new academic programs: actively development new programs and pursue Law School. He also noted the following projects which are being considered - 1) early intervention/community engagement; 2) enhance use of new "Learning Commons"; 3) increase access; 4) develop first year success plan; and 5) consider new distance, diploma and certificate programs.
8.Standing Committee Reports
8.1Finance and Investment Committee
Ms. Dumyn provided a brief overview of the Finance & Investment Report which had been circulated with the Agenda.
8.1.1 Approval of Revised Policy - Statement of Investment Policies and Procedures, Lakehead University Pension Plan
Ms. Dumyn reported that the Finance & Investment Committee had received a report from the Pension Board recommending changes to the Statement of Investment Policies and Procedures, Lakehead University Pension Plan. She noted that some technical areas that had not been in the previous policy were addressed; inconsistent language was cleaned up and language is now used consistently throughout the Policy, adding that there have been no changes to the overall plan benchmark allocations, the allowed asset class ranges, or the actual allocations of the plan.
Moved by Ms. Dumyn, seconded by Mr. Pile that the revised Policy - Statement of Investment Policies and Procedures, Lakehead University Pension Plan be approved.
Dr. Gottardo informed the Chair that on page 3 of the Policy, under Section 2, "Procedures" was typed incorrectly. The Secretary noted this correction
Carried with one correction.
Moved by Ms. Dumyn, seconded by Mr. Heroux that the Report of the Finance & Investment Committee be accepted.
Carried unanimously.
Ms. Dumyn thanked Committee members and Administration for their participation, professionalism and support during the past year.
8.2 Governance Committee
Ms. Picherack, on behalf of the Chair, reviewed the Report of the Governance Committee which had been circulated with the Agenda. She reminded Governors that substantive changes had occurred this past year to the Board By-Laws. She drew members' attention to section #1 of the report. Ms. Picherack reminded Governors that all Board members, Officers of the University, and non-Board Committee members are required to sign the Acknowledgement and Undertaking of Confidentiality and are bound by confidentiality oaths. It is under this condition that revisions to Article 20 - Confidentiality had been approved allowing Standing Committee or Ad Hoc discussion to be shared from one committee to another. She also reminded Governors of another revision to the By-Laws, Article 30b - Standing Committees of the Board, which enables Standing and Ad Hoc Committees to conduct in camera meetings during their meetings, adding that discussions and resolutions made during an in camera meeting are not to be repeated or discussed outside the room in which the committee meets except with members of the committee and non-Governors who were in attendance at the in camera meeting.
Moved by Ms. Picherack, seconded by Mr. Waite that the Report of the Governance Committee be accepted.
Carried unanimously
Mr. Campbell suggested that the Governance Committee should proceed with a review of all Board policies.
8.3Operations Committee
Mr. Dahl began by reviewing the Operations Committee Report which had been circulated with the Agenda.
8.3.1 Semi-Annual Report on Occupational Health and Safety Report
Moved by Mr. Dahl, seconded by Mr. Pile that the Semi-Annual Report on Occupational Health and Safety be accepted.
Carried unanimously.
Moved by Mr. Dahl, seconded by Mr. Fernyc that the Report of the Operations Committee be accepted.
Carried unanimously.
8.4 NOSM Committee
Mr. Labine drew members' attention to the NOSM Committee Report which had been circulated with the Agenda. Mr. Labine thanked Committee members and Administration for their continued support during the 2009-10 term.
Moved by Mr. Labine, seconded by Ms. Phipps that the Report of NOSM Committee be accepted.
Carried unanimously.
8.5 Senate Liaison Committee
Dr. Leggatt reviewed the Report of the Senate Liaison Committee which had been circulated with the Agenda.
Moved by Dr. Leggatt, seconded by Ms. Picherack that the Report of the Senate Liaison Committee be accepted.
Carried unanimously.
8.6 Student Liaison Committee
Ms. Ryan, on behalf of Mr. Halverson, Chair, noted that the Student Liaison Committee Report had been circulated with the Agenda.
Moved by Ms. Ryan, seconded by Dr. Leggatt that the Report of the Student Liaison Committee be accepted.
Carried unanimously.
8.7 University Advancement Committee
Mr. Clark reviewed the Report of the University Advancement Committee which had been circulated with the Agenda. Mr. Clark acknowledged Board members who were retiring, as well as continuing members, and thanked them for their dedication throughout the year.
Moved by Mr. Clark, seconded by Mr. Waite that the Report of the University Advancement Committee be accepted.
Carried unanimously.
9.Report of the Audit & Risk Management Committee
Mr. Chris Fernyc drew members' attention to the Report of the Audit & Risk Management Committee which had been circulated with the Agenda. He began by referring to the section of the Report entitled "Risk Management and Access to Information", noting that the Risk Register continues to be developed. Mr. Fernyc referred to the Financial Statements and the Auditor's Report which had also been circulated with the Agenda.
Moved by Mr. Fernyc, seconded by Mr. Labine that the Board of Governors accept and approve the 2009/10 Financial Statements of Lakehead University and the Auditors' Report.
A Governor questioned the auditor's tender process. Mr. Pawlowski reported that BDO Dunwoody has been the University's auditor for the past 8 years, noting that the contract is normally 5 years with the option for renewal. The Committee, as well as Administration, were pleased with BDO following their first 5 year contract, therefore, BDO was renewed for an additional 5 year contract but noted that at the end of the current contract, an RPF would be sent out.
Carried unanimously.
Moved by Mr. Fernyc, seconded by Mr. Morris that the Board of Governors appoint BDO Canada LLP as auditors of the University for the 2010/11 fiscal year.
Carried unanimously.
10.Report of the Nominating Committee
Mr. Campbell referred to the revised Report of the Nominating Committee which had been emailed to Board members prior to the meeting.
10.1 Moved by Mr. Campbell, seconded by Mr. Dahl that the following be elected/re-elected to the Board of Governors for the terms indicated:
Ms. Margaret Ryan 2010-11 LUSU Undergraduate Rep. (renominated)
Ms. Katie Spurvey 2010-11 LUSU Undergraduate Rep.
Ms. Erin Carter 2010-11 LUSU Graduate Rep.
Mr. Colin Bruce 2010-13 Elected Rep (renominated)
Mr. Kevin Cleghorn 2010-13 Elected Rep. (renominated)
Ms. Judy Flett 2010-13 Elected Rep. (renominated)
Mr. Len Hoey 2010-13 Elected Rep. (renominated)
Ms. Maria Phipps 2010-13 Elected Rep. (renominated)
Mr. Ken Chase 2010-13 Elected Rep.
Mr. David Tamblyn 2010-11 Elected Rep.
Mr. Murray Walberg 2010-13 Elected Rep.
Mr. Eric Zakrewski 2010-12 Elected Rep.
Dr. Sharon Stone 2010-13 Senate Rep.
Mr. Brian McKinnon Nov 30. 2010 City of Thunder Bay Rep. (renominated)
Nov. 29, 2011
Mr. Mark Tilbury 2010-12 Alumni Rep.
Ms. Nancy Bouchard 2010-13 AMC Rep.
Carried unanimously.
10.2 Moved by Mr. Campbell, seconded by Mr. LeBlanc that the following be approved as Officers of the Board for 2010/11:
Mr. Colin BruceChair
Mr. Cam Clark Vice-Chair
Mr. Kevin CleghornPast-Chair
Dr. Brian StevensonPresident
Ms. Patti MerrimanSecretary
Carried unanimously.
10.3 Moved by Mr. Campbell, seconded by Mr. Fernyc that the members of the Executive Committee and the members of Standing Committees for 2010/11 be approved as recommended in the report of the Nominating Committee circulated with the Agenda.
Carried unanimously.
Mr. Campbell thanked Committee members for their dedication and support throughout the year.
Moved by Mr. Campbell, seconded by Mr. Clark that the Report of the Nominating Committee be accepted.
Carried.
11.Report of Alumni Association
Ms. Cheng, Alumni Representative, spoke to the Report of the Alumni Association which had been circulated with the Agenda.
Moved by Ms. Cheng, seconded by Dr. Leggatt that the Report of the Alumni Association be accepted.
Carried.
12. Appointment of Board of Governors' Representative to the Aboriginal Management Council
Mr. Bruce reminded Governors that Ms. Flett had been the 2009/10 BOG representative to the Aboriginal Management Council, adding that she had submitted her name for re-appontment. Mr. Bruce thanked Ms. Flett for her continued support.
Moved by Mr. Pile, seconded by Dr. Leggatt that Ms. Judy Flett be appointed as the Board of Governors' representative to the Aboriginal Management Council for a one year period, effective immediately to the 2011 Annual Meeting.
Carried unanimously.
13.Appointment of Board of Governors' Member to the Lakehead University Professional Plan Pension Board
Moved by Mr. Campbell, seconded by Ms. Dumyn that Mr. Ken Chase be appointed to the Lakehead University Professional Plan Pension Board effecitve immediately to June 30, 2013.
Carried unanimously.
14.Faculty Appointments to the Judicial Panel for the Code of Student Behaviour and Disciplinary Procedures
Moved by Dr. Stevenson, seconded by Dr. Leggatt that the faculty names put forward in the memorandum of October 1, 2010 be appointed to the Judicial Panel for the Code of Student Behaviour and Disciplinary Procedures for a one-year period, effective immediately to the 2011 Annual Meeting.
Carried unanimously.
15.Student Appointments to the Judicial Panel for the Code of Student Behaviour and Disciplinary
Mr. Snoddon, LUSU President, drew members' attention to the memorandum which has been circulated with the Agenda. He requested that Ms. Katie Spurvey's name be removed from the list. The Secretary noted that an additional student's name would have to be submitted for approval to the November Board meeting.
Moved by Ms. Ryan, seconded by Mr. Dahl that the student names put forward in the memorandum of July 27, 2010 be appointed to the Judicial Panel for the Code of Student Behaviour and Disciplinary Procedures for a one-year period, effective immediately to the 2011 Annual Meeting.
Carried unanimously.
16. Investment Resolution
Mr. Bruce advised members that the Investment Resolution designates two or more signing officers or agents of the University to act on behalf of the University in the management of its investments. Mr. Bruce also noted that annual approval of the resolution is a requirement of Article 34 of the By-Laws.
Moved by Ms. Dumyn, seconded by Dr. Gottardo that the President and the Vice-President (Administration & Finance) shall be authorized to manage the investments of the University and to purchase, transfer, exchange, sell or otherwise dispose of or turn to account or realize upon securities, in accordance with the policies established by the Board on the recommendations of the Finance and Investment Committee, such as the Statement of Investment Policies and Guidelines for Trust and Endowment Funds Policy, in accordance with the terms of reference of the Committee, and the laws and statutes of the Province of Ontario and the Government of Canada. During the absence of either the President or the Vice-President (Administration & Finance) any one of the signing officers shall be authorized as the second signature. During the absence of both the President and the Vice-President (Administration & Finance) any two of the signing officers shall be authorized to perform the aforementioned activities until the Annual Meeting in 2011.
Carried unanimously.
17. Election of Members (3 required) to the Nominating Committee
Mr. Bruce reminded Governors that the Secretary had informed the Board of Governors, by memorandum on September 15, 2010, of the continuing members of the Nominating Committee as well as those who were ineligible for nomination this year. Three members were to be elected to the Nominating Committee for two-year terms.
Mr. Bruce informed Board members that Ms. Dumyn and Ms. Phipps submitted three nominations - Mr. Gil Labine, Mr. Chris Fernyc, and Mr. Bruce Waite.
Mr. Bruce called for further nominations. There were none.
Moved by Ms. Dumyn, seconded by Ms. Phipps that nominations close.
Carried unanimously.
Mssrs. Labine, Fernyc, and Waite were acclaimed members of the Nominating Committee.
18.Approval of Appointment of Chair
Moved by Dr. Stevenson, seconded by Mr. Labine that Dr. Anthony Gillies be re-appointed Chair of the Department of Civil Engineering for a one year period retroactive from July 1, 2010 to June 30, 2011.
Carried unanimously.
19.Approval of Proposed Date Change for November Board Meeting
Moved by Mr. McKinnon, seconded by Ms. Ryan that the Board meeting scheduled for Thursday, November 11, 2010 at 4:00 p.m. be moved to Friday, November 5 at 1:30 p.m. to coincide with the Presidential Installation; and that the Orientation Session which was scheduled for November 11, 2010 be moved to Wednesday, November 3 from 11:30 a.m. - 3:30 p.m.
Carried unanimously.
20.Appointment of Board of Governors' Representative to the Vice-President (Academic) & Provost Search Committee
Moved by Ms. Dumyn, seconded by Dr. Dudtschak that Mr. Cam Clark be appointed as the Board of Governors' Representative to the Vice-President (Academic) & Provost Search Committee.
Carried unanimously.
Items for Information
21. Annual Report of the Aboriginal Management Council
Mr. Pile drew members' attention to the Annual Report of the Aboriginal Management Council which had been circulated with the Agenda. Mr. Pile thanked AMC members and Administration for their continued support during the year.
22.Report of the Lakehead University Student Union
Mr. Snoddon, LUSU President, spoke to his report which had been circulated with the Agenda, highlighting homecoming activities, the bike sharing program, as well as the NOSM strike.
23.Report from the Thunder Bay Regional Health Sciences Centre Hospital Board
Mr. Labine noted that the Report of the Thunder Bay Regional Health Sciences Centre Board had been circulated with the Agenda. He informed Board members that Ms. Andre Robichaud had been appointed as the President & CEO of the TBRHSC.
24.Report of the Northern Ontario School of Medicine
Dr. Strasser reviewed the Report of the Northern Ontario School of Medicine which had been circulated with the Agenda, highlighting the NOSM/OPSEU strike noting that negotiations began on September 30 and will continue for 4 days.
25. Report of the Board of Governors' Representative to Senate
Mr. Dahl informed members that the first Senate meeting of the academic year was taking place following the Board/Senate Social, therefore, a report would be available at the November Board meeting.
26.President's Report on Appeals Under the Code of Student Behaviour and Disciplinary Procedures and Senate Academic Appeals
Dr. Stevenson noted that one appeal had been filed with the Judicial Panel by a student under the Code of Student Behaviour and Disciplinary Procedures during the 2009-10 academic year; adding that after the hearing which was before an Appeal Tribunal, the appeal was granted with conditions. Dr. Stevenson also noted that during the 2009-10 academic year three student appeals were filed with the Senate Academic Appeals Committee under the Senate Policy Regarding Academic Appeals, adding that two of the appeals were granted after hearings and the third appeal was resolved to the satisfaction of both sides prior to a hearing.
27.Appointment of Acting Chair - Prof. Victor Smith, Department of History
Dr. Stevenson reported that Professor Victor Smith was appointed Acting Chair in the Department of History until December 31, 2010.
28. In Camera Meeting
The meeting, which began at 1:05 p.m., was adjourned at 3:17 p.m., on a motion by Ms. Dumyn and seconded by Mr. Campbell. The meeting moved in camera.