REPORT OF A MEETING OF THE UNIVERSITY OF SASKATCHEWAN BOARD OF GOVERNORS 8:30 a.m., WEDNESDAY, DECEMBER 15, 2010 ROOM 238 COLLEGE BUILDING Board members present: Nancy Hopkins (chair), Art Dumont, Linda Ferguson, Peter MacKinnon, Grit McCreath, Susan Milburn, Vera Pezer, Greg Smith, Garry Standing, Chris Stoicheff and David Sutherland. Resource officers: Rick Bunt, Karen Chad, Barb Daigle, Brett Fairbairn, Richard Florizone, Laura Kennedy, Heather Magotiaux and Lea Pennock (secretary). Also present: Sandra Calver, acting university secretary designate; Pauline Melis (for item 3); and Shannon Meyers and Lee Whittington, Prairie Swine Centre Inc. (for item 7.3). Further information about the composition of the board of Governors and its committees, as well as the bylaws and annual work plan of the board, are available at http://www.usask.ca/university_secretary/board/ Agenda Subject Comments/Decisions Item 1 Minutes of the meetings of The minutes were adopted as circulated. October 14 and November 18, 2010 2 Business from the minutes There was no business arising from the minutes. 3. Overview of implementation of the Framework for Assessment and the Achievement Record 4. In camera items (board members only) The board received a progress report from the provost and assistant provost concerning the university s assessment initiatives and the coordination of survey activities through the IPA Office. The board met briefly in camera. 5. Report of the president The president's written report is appended. 5 Standing committees 6.1 GOVERNANCE AND EXECUTIVE COMMITTEE The committee met on December 14. Members in attendance were Art Dumont (chair), Nancy Hopkins, Peter MacKinnon, Susan Milburn and Greg Smith. Also in attendance: Linda Ferguson, Grit McCreath, Vera Pezer, Garry Standing, Chris Stoicheff and David Sutherland. 6.1.1 Minutes of October 12, 2010 The minutes were received for
6.1.2 Annual review of the work plan The work plan for 2011 was approved with a slight revision to the endowment/spending policy. 6.1.3 Revision to board bylaws C(2) This item was deferred to the spring. re human resources committee 6.1.4 Appointments of board members to search and review committees Susan Milburn was appointed to the search committee for the Dean of Medicine; Vera Pezer to the review committee for the Dean of Nursing, and Grit McCreath to the review committee for the Dean of the Library. A board member was not appointed to the review committee for the Associate Vice-president Student and enrolment Services. 6.1.5 Student member s term on the Board of Governors An amendment to a previous motion was made to bring the term of the student member of the board into line with legislation. The term will be May 1 to April 30. 6.1.6 Board oversight of senior administrative positions A schedule of searches and reviews for the upcoming year was received for It was agreed that two annual reports would be provided to the board one a schedule of upcoming searches and review and the second, a verbal report from the provost. 6.1.7 President s mid-year update A mid-year update was received from the President. 6.1.8 Annual reporting of subsidiaries An annual report on the performance and risks of subsidiary companies was received for 6.1.9 Board self-evaluation The results of the board s self evaluation were received for 6.1.10 Distribution of board agendas At the request of the Board, options for the electronic distribution of board materials will be investigated 6.2 HUMAN RESOURCES COMMITTEE The committee met on December 14. Members in attendance: Grit McCreath (chair), Art Dumont, Peter MacKinnon, Vera Pezer, and David Sutherland. Others in attendance: Linda Ferguson, Greg Smith, Garry Standing and Chris Stoicheff. 6.2.1 Minutes of October 12, 2010 The minutes were received for 6.2.2 Changes to exempt total compensation and rewards 6.2.3 Appointment of Associate Vice-president Research 6.2.4 Bargaining and Labour relations update The board approved changes to exempt compensation for the period March 1/11 to April 30/12, and related revisions to the exempt staff handbook Dr. James Basinger was appointed to this position effective January 1, 2011 for a five-year renewable term. A verbal report on the status of bargaining and labour relations was received.
6.2.5 Safety, environment, health & wellness update 6.2.6 Progress against the Human Resources Plan (2008-2012) The board received a verbal update on these matters. An update on the university s progress against the Human Resources second multi-year plan was received for 6.2.7 Senior academic appointments A list of senior academic appointments was received for 6.3 LAND AND FACILITIES COMMITTEE The committee met on December 14. Members in attendance: David Sutherland (chair), Linda Ferguson, Vera Pezer, Garry Standing, and Chris Stoicheff. Also in attendance: Art Dumont, Peter MacKinnon, Grit McCreath, Susan Milburn, and Greg Smith. 6.3.1 Minutes of October 12, 2010 The minutes were received for 6.3.2 Completing the campus wireless network Board 1 and 2 approval was granted for the completion of the campus wireless network. 6.3.3 Hopper Estate mineral rights lease to Highrock Energy Ltd. 6.3.4 Condominium purchase in LaRonge 6.3.5 St. Thomas More College steam distribution replacement 6.3.6 Amendments to U of S traffic bylaws 6.3.7 Naming of the Equine Performance Centre 6.3.8 Naming of Dairy Research and Teaching Facility or the new Beef Cattle Research and Teaching Facility Approval to lease the Hopper Estate mineral rights was approved for a term of 3 years. Proceeds from this lease will support cancer research through a fund established during a previous lease of these mineral rights. Approval was granted for the purchase of three condominiums for housing for Northern Medical Services doctors, student residents, and visiting medical specialists. Board 1 approval of the STM steam distribution replacement was granted. Amendments to the U of S Traffic Bylaws to accommodate the faculty and staff parking rate changes were approved. The Board approved the request to name the Equine Performance Centre the Ryan/Dubé Equine Performance Centre. The board approved that either the new Dairy Research and Teaching Facility or the new Beef Cattle Research and Teaching Facility be named The John Rayner or The Rayner Beef Cattle Research and Teaching Facility or The John Rayner or The Rayner Dairy Research and Teaching Facility.
6.3.9 Naming of the Soils Archive in the Grains Innovation Laboratory 6.3.9(a) Diefenbaker building rejuvenation The board approved the naming of the Soils Archive in the Grains Innovation Laboratory be named The Francis Brothers Soils Archive. The board approved a resolution for this project required as a condition of the extension of the federal funding program deadline. 6.3.10 Dairy Research facility An update on the Dairy Research facility was received for 6.3.11 InterVac project update An update on various components of the InterVac project was received. 6.3.12 Major capital projects portfolio & strategy for funding gaps 6.3.13 Major capital projects portfolio operating costs A consolidated report of the major capital project portfolio focusing on the key strategies to resolve current capital funding gaps was provided to the board for The board received a semi-annual report on the estimated incremental operating costs associated with the current major capital project portfolio and the status of the funding for those operating costs. 6.3.14 Infrastructure overview A comprehensive overview of existing campus infrastructure indicating major infrastructure needs over the next five to ten years was received for 6.3.15 Building systems and infrastructure capital renewal and development 6.3.16 Update on Knowledge Infrastructure Program projects 6.3.17 Major capital projects status report 6.3.18 Update on administrative approvals 6.4 FINANCE AND INVESTMENT COMMITTEE The board received an update on efforts regarding capital renewal and development for building systems and infrastructure. An update on the projects awarded through the Knowledge Infrastructure program was received for The board received an overview of the current status of capital projects in accordance with the committee s work plan. The board received an overview of the administrative approvals made related to projects, programs, and the campus physical plan. The committee met on December 14. Members present: Greg Smith (chair), Art Dumont, Nancy Hopkins, Susan Milburn, Garry Standing, and Chris Stoicheff. Others in attendance: Peter MacKinnon, Grit McCreath, Linda Ferguson, Vera Pezer, and David Sutherland. 6.4.1 Minutes of October 12, 2010 The minutes were received for 6.4.2 St. Thomas More College campus service agreement The board approved the extension of the Campus Services Agreement (May 2008-April 2011) between
2011/2012 the U of S and STM for a period of one year to April 2012. This agreement outlines the financial and operational arrangements by which services are provided to STM for which the U of S is compensated. 6.4.3 Supplementary executive retirement plan 6.4.4 Retirees Pension Plan statement of investment policies and procedures 6.4.5 1999 Academic Pension Plan Amendment P-13 6.4.6 2000 Academic Money Purchase Pension Plan amendment M-08 6.4.7 Academic Defined Benefit Pension Plan statement of investment policies and procedures and non-academic SIPP 6.4.8 Defined contribution plans statements of investment policies and procedures The Associate Vice-president, Development (University Advancement) was approved for membership in this plan. The board approved the statement of investment policies and procedures as of February 2011 for the pension plan for academic employees of the U of S, 1974 (Retirees Plan). The board approved an amendment to the U of S 1999 Academic Pension Plan in accordance with amendment P-13. This was a result of the new collective agreement with the U of S Faculty Association, effective September 1, 2010 to increase member required contributions, to cease contributions to the defined contribution component, and to amend the plan to accommodate housekeeping changes and clarify administrative rules. Amendment M-08 was approved by the board as a result of the approved compensation strategy for senior administration plan members effective July 1, 2010, and as a result of the new collective agreement between the university and the U of S Faculty Association, effective September 1, 2010 to increase member required contributions, and to accommodate a housekeeping change. The board approved the statement of investment policies and procedures as of December 2010 for the U of S 1999 Academic Pension Plan and the U of S and Federated Colleges Non-Academic Pension Plan. The board approved the statement of investment policies and procedures as of December 2010 for the U of S 2000 Academic Money Purchase Pension Plan and for the eligible employees of the U of S Research Pension Plan. Appointments to the retirees pension committee were 6.4.9 Pension plan committee memberships approved. 6.4.10 Canada Excellence Research The board approved a commitment of $10 million to Chair in Water Security the CERC program at the U of S. 6.4.11 Interim financial reports A quarterly report as of October 31, 2010 on the financial results of the university was received for
6.4.12 Allocation of 2009/10 year capital appropriations 6.4.13 Endowments/spending policy review for 2010/11 6.4.14 Credit card fee implementation update An update on allocation decisions taken with regard to the two capital appropriations made from the 2009/10 year-end operating reserve surplus was received. The board received an update on the status of endowment funds as at October 31, 2010 and on the spending policy review and implications for 2011/12. An update on the change in credit card acceptance methods for tuition payments was received for An update regarding the pension strategy initiative since the meeting of September 20 was received. The board received an update on the status of the service and process enhancement project 6.4.15 Pension strategy and analysis update 6.4.16 Service and process enhancement project update 6.4.17 Quarterly investment report A quarterly report as of September 30, 2010 on investment income was received. 6.4.18 Quarterly compliance report A quarterly report to September 30, 2010 on investment manager compliance with investment policies was received for 6.4.19 U of S Development activity report 6.4.20 Saskatchewan Universities Funding Mechanism update 6.4.21 Residence and food services rates proposal Received for information: a progress report of philanthropic revenue and donations received from May 1, 2009 to October 31, 2010. An update on SUFM funding for 2010/11 was received. The report on the rates applied to residence rentals and to the food service operation was received for 6.4.22 Parking rate increase New parking rates for faculty and staff effective February 1, 2011 were approved 6.4.23 Scenario analysis update An update on the economic outlook of the scenario analysis was received. 6.4.24 Canadian Light Source report A six-month progress and annual report was provided to the Board for 6.4.25 Financial metrics A preliminary draft of key financial indicators that might be used by the university to track financial performance over time was received. 6.5 AUDIT COMMITTEE The committee met on December 14. Members present: Susan Milburn (chair), Linda Ferguson, Grit McCreath, and Greg Smith. Also in attendance: Art Dumont, Vera Pezer, Garry Standing, Chris Stoicheff, and David Sutherland. The Provincial Auditor was also in attendance for item 6.5.5 6.5.1 Minutes of October 12, 2010 Received for 6.5.2 Internal control project update An update on the status of the internal control project since June 25, 2010 was received.
6.5.3 Enterprise wide risk management report The board received an update on the Top 10 Key Enterprise-level risks. 6.5.4 Insurance renewal report An annual report outlining the university s insurance and self-insurance program before the upcoming renewal was received for 6.5.5 Provincial Auditor s planning memorandum 2010/2011 6.5.6 Progress report on Provincial Auditor recommendations 6.5.7 Update on accounting standards 6.5.8 Outstanding Audit Services recommendations 6.5.9 Report on external audit activities The audit committee meets annually with the Provincial Auditor to discuss the audit plan for the university s fiscal year. An update on the status of the outstanding Provincial Auditor recommendations since the meeting of July 2010 was received for The board received an update on the accounting standards changes for not-for-profit organizations. An update on the status of outstanding Audit Services recommendations was received. A summary of external audit activity to ensure awareness of audit investigations and any issues arising was provided to the board. 6.5.10 Final Audit Services reports Received for information: the final executive summary audit reports since the last audit committee meeting. This regular report ensures that completed internal audit reports are provided in a timely manner and in accordance with the terms of reference of the audit committee. 6.5.11 Report on payments and remittances This is a regular report received for information in accordance with the audit committee's work plan. Its purpose is to provide assurance to the board that the university has met all obligations which may result in personal liability. 6.5.12 Outstanding action items Received for This report is to ensure that action items are tracked on an ongoing basis and appropriately carried out. 7. Other business 7.1 Endorsement of focal areas for the Third Integrated Plan 7.2 Revisions to University Seal Policy 7.3 Prairie Swine Centre Inc. annual meeting 8. Items for information The board endorsed in principle the areas of focus for the development of the Third Integrated Plan. An amendment to provide for the university secretary to authorize the creation and use of duplicate devices for affixing the seal was approved. The annual meeting of the Prairie Swine Centre Inc. took place at 11:30 a.m. 8.1 Policy oversight committee annual report for 2009/2010 Received for
8.2 Meeting schedule for 2011 and 2012 9. Communications A schedule of upcoming meetings for 2011 and 2012 was received. 9.1 Thank you note from Gail Appel 9.2 Holiday greetings from Judy Buzowetsky, former board member 10. Other business items by board members Received for Received for Members of the board (except the president) met briefly in camera 11. Adjournment The meeting adjourned at 12:34 pm