RETURN TO OPEN SESSION

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Hubert Booth
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1 MINUTES OLDS COLLEGE BOARD OF GOVERNORS MEETING Thursday: May 24, :30 a.m. - 3:30 p.m. DMP Main Boardroom Present: Leona Staples, Chair Bobby-Joe Borodey Anita Heuver Mark Kaun Cassidy Kirsch Laura McKinnon Laurie Newsham Gordon Cove Meghan Dear Stuart Cullum Regrets: Donna Maxwell Administration: Debbie Thompson, VPASE Mustansar Nadeem, VPCS / CFO Patrick Machacek, VPDEV Recording: Heather Steckly OPEN SESSION 1. CALL TO ORDER Chair Staples called the meeting to order at 10:30 a.m. Quorum was confirmed and M. Dear was appointed as meeting monitor. 2. AGENDA A MOTION was made by D. Maxwell to adopt the Agenda. 3. DECLARATION OF CONFLICTS OF INTEREST Board members were asked to declare if they had any conflicts of interest relating to agenda items for the meeting and, if so, they should declare them in accordance with the Alberta Public Agencies Governance Act. S. Cullum declared conflict with respect to Executive Compensation. A MOTION was made by M. Kaun to enter into Committee of the Whole. A MOTION was made by L. McKinnon to return to Open Session. RETURN TO OPEN SESSION 11:30 a.m. Board Photograph The annual Board photograph highlighted the Equine Reproduction Technician program. Board of Governors Meeting 1 May 24, 2018

2 4. REVIEW OF MINUTES OF APRIL 26, 2018 REGULAR BOARD MEETING A MOTION was made by B. Borodey to adopt the minutes of the April 26, 2018 Board of Governors meeting as circulated. 5. MOTIONS OUT OF CLOSED SESSION OWNERSHIP LINKAGE Industry Advisory Committee Guest John Valle presented the Case New Holland Tech Program through the lens of Board outcomes. The Case New Holland Tech program is the only program in Canada that provides specialized dealer training for both Case IH and New Holland products. Exponential growth in agriculture technology will provide significant program development opportunities for Olds College. 7. BOARD EDUCATION Academic Programming at Olds College VP Thompson presented an overview of the new program development process. Over the past several years, Olds College programming has experience significant redevelopment and this has been the way in which we have remained current and responsiveness to industry demand. The College is now at a place where new program opportunities are evident, particularly in the area of Agriculture Technology. The Olds College Strategic Plan has been developed around a growth theme and in order to achieve this growth, new products and services must be developed for our prospective students. The development of the Strategic Plan has opened the door to think about programming that will be needed to support the growth trajectory of Olds College. 8. ENDS ITEMS FOR DECISION As the Board Ends policies were approved at the April Board meeting, no policies were brought forward for decision at the May meeting. The Policy content review process will be conducted through the 2018/2019 Board year. 9. GOVERNANCE PROCESS ITEMS FOR DECISION As the Board Governance Process policies were approved at the April Board meeting, no policies were brought forward for decision at the May meeting. The Policy content review process will be conducted through the 2018/2019 Board year. Board of Governors Meeting 2 May 24, 2018

3 10. EXECUTIVE LIMITATIONS ITEMS FOR DECISION 10.1 Rescind Board of Governors Executive Limitations Policies approved April 27, A MOTION was made by L. Newsham to rescind Board of Governors Executive Limitations Policies approved April 27, Adoption of revised Executive Limitations Policies: EL: General Executive Constraint : EL-1: Treatment of Students and Public : EL-2: Treatment of Employees and Volunteers : EL-3: Planning : EL-4: Financial Condition and Activities : EL-5: Asset Protection : EL-6: Compensation and Benefits : EL-7: Communication and Support to the Board : EL-8: Sustainability Practices : EL-9: Organizational Culture : EL-10: Land Use A MOTION was made by M. Kaun to adopt Executive Limitations Policies EL through EL-10 as presented : EL-11: Investments A MOTION was made by D. Maxwell to adopt Executive Limitations policy EL-11 Investment as presented EL-12: Major Capital Projects The policy as presented did not include a dollar value that defined what constitutes a major capital project. It was agreed that the addition of a threshold, regardless of funding source for the project, would clarify the policy. The threshold will be set at $2M (regardless of funding source) and the policy statement will be amended to: The President shall not authorize capital projects of $2M or more A MOTION was made by A. Heuver to approve policy EL-12 Major Capital Projects as amended. Board of Governors Meeting 3 May 24, 2018

4 : EL-13: Major Co-Investment Partnership Development The policy as presented was taken directly from the prior Policy Manual. It was agreed that the thresholds of $10M and 10 years should be adjusted in congruence with Policy EL-12 and that the Policy Statement will be amended to: The President shall not authorize major co-investment partnerships where total Olds College project investment exceeds $2 million and/or the project length exceeds 5 years. A MOTION was made by M. Kaun to approved policy EL-13 Major Co- Investment Partnership Development as amended. 11. BOARD-MANAGEMENT DELEGATION ITEMS FOR DECISION As the Board-Management Delegation policies were approved at the April Board meeting, no policies were brought forward for decision at the May meeting. The Policy content review process will be conducted through the 2018/2019 Board year. 12. REQUIRED APPROVALS AGENDA Olds College Operating Budget CFO Nadeem presented the 2018/2019 Olds College Operating Budget for approval. Significant due diligence was exercised in development of the operating budget which reflects the true state of anticipated operating requirements for the next fiscal year. The budget was developed using a strategic approach and is in alignment with the 2025 Strategic Plan for the institution. A MOTION was made by M. Kaun that the Board of Governors support the recommendation of the Audit Committee and approve the Olds College Operating Budget as presented Olds College Capital Budget CFO Nadeem presented the 2018/2019 Olds College Capital Budget for approval. The capital budget is developed collaboratively with all budget owners invited to submit items for consideration of approval. Areas addressed in the capital budget fall under Occupational Health and Safety needs and items critical to operations, including significant funding for IT infrastructure. A MOTION was made by G. Cove that the Board of Governors support the recommendation of the Audit Committee and approve the 2018/2019 Olds College Internally Funded Capital Budget as presented. Board of Governors Meeting 4 May 24, 2018

5 13. MONITORING CEO PERFORMANCE 13.1 President Monitoring Schedule 13.2 Process and Expectations Sample Monitoring Report Sample Monitoring Worksheet The Board reviewed the President Monitoring schedule for 2018/2019. The Ends and Executive Limitations policies will be monitored over the course of the year and monitoring will provide the basis for the President s performance evaluation in June Ends Policies Monitoring Reports (Interpretations only) The President presented interpretations of the Board Ends policies for Board consideration. In reviewing the Ends interpretations presented by the President, the Board considered two questions: 1. Is there a reasonable interpretation of the policy? 2. Having reviewed the interpretation, is there any reason for the Board to consider whether the POLICY ITSELF should be amended/[if the interpretation is reasonable, but doesn t capture the direction the board intended, the policy should be reconsidered.] E Mega End E-1 Learners E-2 Qualified People E-3 New Knowledge, Technology and Products E-4 Alberta Leads in Agriculture By consensus, the Board agreed that the interpretations presented by the President are reasonable. Compliance and evidence of the Ends policies will be demonstrated through the use of some of the outcomes monitoring reports that were provided to the Board via the Institutional Evaluation Committee. The Board was reminded that the interpretations may be refined and developed over the course of the year and that the full monitoring of the Ends policies, including compliance measures and evidence of achievement, will be conducted in June /2019 President Goals The President reviewed the goals template for 2018/2019. The full Strategic Plan forms the President s goals for the next year. The Contribution Agreement template will be utilized as the VP s structure their 2018/2019 priority actions and success measures within the drivers of the 2025 Strategic Plan. This information will spool up into a picture of the priority actions and measures within the President s Contribution Agreement and will move the institution forward toward achievement of the 2025 Strategic Drivers. Board of Governors Meeting 5 May 24, 2018

6 Comprehensive Institutional Plan Review The Comprehensive Institutional Plan has been developed with input from the College Leadership Team (CLT) and cross-campus engagement. The structure of the CIP is consistent with Ministry requirements. Because the Strategic Plan has been developed concurrent to the CIP, the drivers are not shown in this year s plan. Next year there will be a clear alignment between the CIP, the Strategic Plan and the goals of the Executive team. The CLT will review the near final draft on May 25. It is important that the CLT be given the opportunity to recommend the document for approval to create ownership and to provide an opportunity to recommend any final adjustments. The final CIP will be presented to the Board for approval at the June meeting following which it will be submitted to the Ministry as required. The Board affirmed with work of administration in creation of the Comprehensive Institutional Plan Audit Committee Report - A Heuver Budget to Actuals Report 2017/2018 Budget Forecast CFO Nadeem presented the 2017/2018 Budget Forecast. Taking into account all known operational requirements to the end of the fiscal year, a surplus of $1.1M forecasted against a budgeted surplus of $1.8M. The budgeted surplus did not include some operational risk factors and realities that are now acknowledged in the forecast /2019 Enterprise Risk Register The Enterprise Risk Register is developed collaboratively with input from campus leadership. The register as presented is not intended to be a comprehensive list of institutional risks. The top two risks remain unchanged from the prior year risk register. Cyber Security is now listed as a top three risk and is trending upward year over year. Institutional risk management is a top priority for administration and risk mitigation strategies are in place for all of the identified risks. A MOTION was made by M. Kaun that the Board of Governors accept the recommendation of the Audit Committee and approve the 2018/2019 Enterprise Risk Register as presented. Board of Governors Meeting 6 May 24, 2018

7 Legislative Compliance Certificate The legislative compliance review and certificate is the result of a recommendation made by the Auditor General. Twice annually, College leadership is presented with a list of legislation that impacts their area of operation and are asked to review and identify any areas of non-compliance that they are aware of. The Auditor General s office reviews the legislative compliance certifications as part of the annual financial audit. A MOTION was made by D. Maxwell that the Board of Governors accept the recommendation of the Audit Committee and approve the Legislative Compliance Certificate as presented Accounting Standards The Board was made aware of new Accounting Standards for key personnel in disclosing related party transactions that are conducted other than at fair market value. Board members are identified in the standard as key personnel and will be asked to sign off on the disclosure at the June Board meeting. 14. MONITORING BOARD PERFORMANCE 14.1 Board Monitoring Schedule 14.2 Process and Expectations Sample Monitoring Worksheet The Board monitoring process will begin at the September Board meeting. The monitoring schedule and sample worksheet were reviewed by the Board in preparation for this process Board Effectiveness Committee Report The Ministry has advised that the posting for the public Board member position is anticipated to be available at the end of May/early June. As a result of our internal recruitment process, the Committee has received expressions of interest from nine highly qualified individuals who align well with the human capital criteria identified by the Board. The Executive Assistant will ensure that all interested individuals are made aware of the posting and will assist with navigating the application process as needed. The Board had tentatively scheduled a Board Workshop on June 29, The Committee was made aware that the College will hold the launch of the Olds College Smart Farm on June 27 and it was agreed that it would be valuable for Board members to participate in this event. All Board members are asked to note the date in their calendars and additional details will be provided as they are received. Board of Governors Meeting 7 May 24, 2018

8 15. INFORMATION REQUESTED BY THE BOARD 15.1 President Calendar of Events The President reviewed the Calendar of Events, highlighting Convocation on June 2, 2018 and the Special Board Luncheon which will be held at the President s home in conjunction with the June 28 Board meeting President s Report President Cullum provided the following highlights from his written report included in the agenda package: Three Internal and two external forums were held to gain input and feedback into the 2025 Strategic Plan. The feedback was recorded and will provide good content for the Board s ownership linkage activities. We are close to finalizing the Thought Leader in Smart Ag A Smart Ag Job Skills profile engagement session is scheduled on June 19, This will provide an opportunity to bring in industry thinkers who will project five years out the skills and competencies needed by our graduates. This will be important information as programming in Agriculture Technology is developed The Strategic Plan will be completed in the fall. Together with the Board Effectiveness Committee, administration is recommending that the December Board workshop focus on a presentation of the Strategic Plan and consideration of ways in which the Board can support the strategic direction for the College The February Board Workshop will focus on where agriculture is going and how to respond as well as where post-secondary is going and how to respond. This would also be valuable for the CLT and the BEC and administration will consider the potential to engage one facilitator for both In June the Board will celebrate a one year anniversary of policy governance. It is recommended that the Board take this opportunity to review how the process has worked and areas for further development and growth 15.2 Vice President Academic and Student Experience - D. Thompson VP Thompson provided the following highlights from her written report included in the agenda package: The work of MDB Insights is identifying opportunities for programming for Olds College consideration. The development of the SmartAg Ecosystem at Olds College is continuing with implementation of the first phase of the Smart Farm. The Smart Farm Launch event on June 27 will be an important opportunity to share the future direction of Olds Board of Governors Meeting 8 May 24, 2018

9 College with key stakeholders, potential industry partners and our community. Development of the SmartAg Ecosystem will be further supported through the hiring of a Dean of Program Development in Agriculture Technology and a Director of Smart Agriculture. The launch of the Cannabis Production program through Continuing Education generated significant media interest and gave Olds College an opportunity to highlight our strong horticulture program 15.3 Vice President Corporate Services / CFO - M. Nadeem VP Nadeem provided the following highlights from his written report included in the agenda package: Food services and residence will now be included in the VPCS reporting to the Board. The residence completed a year end survey and over 80% of students felt it was valuable to live on campus. On this basis, we are confident that implementation of the rebate program will address cost issues for students and will affirm the value proposition for students to choose residence occupancy The new chef at Chartwells is taking concrete steps to design a menu through student engagement and feedback The previous President s house is being renovated and will become the interim Werklund Growth Centre. It is anticipated to be in operation by the end of August Olds College is in discussions with several other Colleges in the sector to develop a proposal for submission to the Ministry to develop a joint enterprise resource planning system initiative Working on a proposal for support and capital dollars for the Animal Health Education Centre for submission to the Ministry of Advanced Education 15.4 Vice President Development - P. Machacek VP Machacek provided the following highlights from his written report included in the agenda package: Board members were encouraged to add the Olds College Golf tournament on September 12, 2018 to their calendars Met with Agri-Trade to develop a Joint Venture Agreement for the development and delivery of a Smart Ag Outdoor Expo in August 2019 The earned media from the Cannabis Production Program was incredibly valuable for Olds College and highlights the importance of being on the leading edge in supporting new and emerging industries Work continues on the business plan for the Werklund Agriculture Institute 15.5 SAOC Report - L. McKinnon SAOC Executive are out of office through the summer and several executive members will be attending development conferences in preparation for the 2018/2019 academic year Consideration is being given to amending student fees for online students Board of Governors Meeting 9 May 24, 2018

10 Renovations are being completed in The Crossing over the summer 16. NICE TO KNOW INFORMATION 16.1 May 2018 Note from Morgan Matthie - recipient of the Board of Governors Entrance Award 16.2 Academic Council Minutes - for information only Academic Council Constitution and Bylaws Policies - for information only A29 - Use of Copyright Material - revision A30 - Fair Dealings revision 17. SELF-EVALUATION OF GOVERNANCE PROCESS AT THIS MEETING The Board was commended for encouraging a diversity of viewpoints and for allowing fulsome discussion and opportunity to consider conflicting perspectives. Administration was commended for providing operational background that assisted the Board s decision-making process. 18. ROUNDTABLE Board members and administration were invited to provide final thoughts in a round table format. 19. ADJOURNMENT The meeting was declared adjourned at 4:30 p.m. Board of Governors Meeting 10 May 24, 2018

Competency Profile: A breakdown of the general areas of competencies into specific competency statements.

Competency Profile: A breakdown of the general areas of competencies into specific competency statements. POLICY CATEGORY Academic POLICY NUMBER D35 POLICY NAME Program Curriculum Committee CROSS REFERENCE D20 - Graduation D21 Course Development and Revision D22 Program Review D27 Granting of Credit D34 New