Responsible
Committee
Governance
& Executive
University of Saskatchewan Board of Governors
Annual Work Plan 2013/2014
Items in italics are presented for information
Agenda item
Reference (see
March May June (July)
Oct
Dec
note)
(Q4)
(Q1)
(Q2)
(Q3)
Annual review and salary for President and
8,
√
annual designation of officer as acting
University Act
president if needed
President’s mid-year update
8
√
Review of President’s goals for next year
8
√
Periodic assessments of Board and Board
1
√
member performance
Annual Review of delegations by the board
Review prospective appointments and
reappointments to the board (as needed)
Appointment of standing and ad hoc
2
√
cttes.(effective July 1)
Appointment of University solicitor
3
√
Board Orientation
4
√
Review and update of Board Mandate,
5
bylaws, position descriptions, code of
conduct, ethical guidelines. Committee
terms of ref. (as needed—last updated
2006)
Annual strategic plan review (Integrated
6
√
Plan)
Annual Work Plan (committee)
7
√
Annual Work Plan (full Board)
7
√
Annual Public Accountability meeting
√
Searches and review of senior
√
√
administrators (October report to be
verbal)
Receive a report on the president’s
15
√
compensation and expenses
Receive reports on subsidiary companies
14
(as needed depending on year-end)
Annual Review of Delegations made by the
√
Responsible
Committee
Audit
Agenda item
Board
Outstanding internal audit
recommendations
Report on Audit Services Activities
Final Internal Audit Executive Reports
Compliance Declaration
Input to University Auditor Performance
Review and review of classification and
compensation
Internal Audit Independence, etc review
Enterprise Risk Management update (full
report in Dec., progress report in June)
Review financial risk exposures and control
framework
Report on External Audit Activity
Business arising from previous minutes
Outstanding Action items
Audit Services annual report and audit plan
including review of risks related to
resources and of internal audit staff
compensation and market analysis
Review Audit Committee annual work plan
and terms of reference
Review reporting to the Audit Committee to
determine any changes in reporting
protocol from management or the
University Auditor
Insurance Program Report
5-year CURIE review
Progress report on Provincial Auditor’s
recommendations
Outstanding Legal Matters Report
Report on material legal matters (as
Reference (see
note)
March
(Q4)
May
(July)
Oct
(Q2)
√
40*
40*
40*
19*
34* 37*
June
(Q1)
√
√
√
√
√
√
√
√
√
√
√
√
√
√
34*
16* 17*
Dec
(Q3)
√
√
√
9
√
√
23*, 33(a)*
42*
√
√
√
√
√
38*,39*
√
√
√
√
√
46*
√
47*
18*
18*
√
√
√
√
2
√
43*
43*
√
√
√
Responsible
Committee
Agenda item
required)
Report on utilization of legal counsel
(as required)
Review accounting/reporting developments
Audited year-end financial statements (full
Board)
Draft Financial Statement Format
Review draft unaudited consolidated
financial statements
Draft Management Disclosure & Analysis
Review Annual Report
Confirmation of no misrepresentations
Provincial Auditor’s Memo of Observations
and Management response
Management letter of representation
Provincial Auditor’s Planning
memorandum and confirmation of
independence
Review policy on external auditor provision
of non-audit services (as needed)
Review policy on hiring external auditor
staff (as needed)
Review internal control framework
Report on compliance with laws (as
required; included in scope of external
audit)
Report on investigations (as required)
Policies (as needed)
Review Internal Audit Charter
Recommend to the board any change in
University Auditor (as required)
Review Long Term Disability financial
statements
Public Reporting Discussion Paper
Reference (see
note)
March
(Q4)
May
June
(Q1)
(July)
Oct
(Q2)
Dec
(Q3)
44
4*
1, 30, 31, 32
29
1(a)
√
√
√
√
√
3
3*
10
2
√
√
√
9
26* 29*
√
28*
33*
√
√
11*,12*,13*,15*
19* 20*
√
21* 22*
35*
36*
1
C2, 29
√
√
√
Responsible
Committee
Agenda item
Fraud Risk Assessment Report
Review and approve pension plan financial
statements
Recommend appointment of External
Auditor (as required)
In-camera meeting (internal auditor)
In-camera meeting (external auditor)
Discuss with management and external
auditor changes in accounting policies, risk
and uncertainties and impact on financial
reporting
Review alternative accounting treatments
and disclosures within GAAP preferred by
external auditors
Discuss significant accounting adjustments,
unadjusted differences, accounting policies
and practices with external auditor
Ensure annual financial statements disclose
material off-balance sheet transactions
including arrangements, obligations, etc.
between the University and unconsolidated
entities
* Denotes items for Audit Committee
only
Reference (see
note)
March
(Q4)
May
9, 12
1
June
(Q1)
(July)
Oct
(Q2)
√
√
√
24, 25, 26*
38* 41*
27*
5*
√
√
√
√
√
√
7
√
8
√
Change
1
1
3
√
√
√
√
4, 6
2
√
√
√
√
6*
Human
Resources
Review of compensation of exempt staff
Review of compensation of senior
administration
Senior Management Compensation and
Expenses
Progress against the intellectual property
strategy
Promotion and Tenure recommendations
Dec
(Q3)
√
Responsible
Committee
Agenda item
Reference (see
note)
Sabbaticals
Promotion appeals
Safety, Environment, Health & Wellness
Report
Safety, environment, health & wellness
updates (verbal)
2
2
3,4,5
Bargaining and Labour updates (verbal)
May
√
√
June
(Q1)
(July)
Oct
(Q2)
Dec
(Q3)
√
√
√
√
√
√
3,4
√
√
√
√
√
Major Capital Projects Status Report
Multi-year and Annual Capital plan
Review of Campus Master Plan
Sustainability & Energy Initiatives update
Off-campus land holdings update
Preston Crossing update
Major IT projects update
Major Capital Projects Portfolio Funding
Report
6
6
3
1, 6, 7, 13
1
2
1, 5
6
√
√
√
√
Report on Building System and
Infrastructure Renewal
Consolidated Report – Administrative
approvals on small projects (as needed)
Projects (as needed)
Policies (as needed)
Land Purchases and leases (land, mineral
rights, etc) (as needed)
Naming recommendations (as needed)
Multi-year Budget and Framework
1, 12
4
D. 1. g
Operations Forecast
Detailed Operating Budget approval
Required budget allocation decisions
D. 2. d
D. 1. g
D. 1. g
Land and
Facilities
Finance &
Investment
March
(Q4)
√
√
√
√
√
√
√
√
√
3
6
13
4
√
√
√
√
Responsible
Committee
Agenda item
Reference (see
note)
March
(Q4)
Quarterly financial reports
Provincial and federal budget highlights
Operating Budget Adjustments update
TransformUS
SK Universities Funding Mechanism update
Academic Priorities Fund status report
D. 4. a
C. 5.
D. 4. c
D. 4. c
D. 1. g
D. 1. g
√
Internal Loan approvals (as required)
External financing (as required)
Cost of financing report (as required)
Debt and capital deficits report
D. 2.
D. 2.
D. 3. e
D. 3. e
Accounts receivable collection and loan
impairment
Investment manager changes (as required)
Investment allocation approvals (as
required)
Long term/fixed income SIPPs
Investment compliance reports
Annual investment report (includes
investment manager fee review and
investment allocation review)
D.3.e
SERP membership
Pension plan expense policy
Pension committee membership
Pension plan amendments (as required)
Pension governance document review
(every third year)
Pension plan actuarial valuation
√
May
√
√
Oct
(Q2)
Dec
(Q3)
√
√
√
√
√
√
√
√
√
√
√
√
√
√
D. 1
D. 2. e
D. 3. d
D. 3. d
D. 3. d
D. 4. f
(July)
√
D.3.e
D.3.e
D.3.e
D. 4. e
D. 4. e
June
(Q1)
√
√
√
AcMPP
√
Responsible
Committee
Agenda item
Pension plan SIPPs (investment policies)
Pension plan and LTD plan funding policy
approval (3 year cycle due 2015)
Pension plan investment manager changes
(as required)
Actuarial reports (DB Plans)
Pension strategy and analysis
Annual reports to pension plan members
LTD SIPP
LTD funding valuation
Meeting with Aon Hewitt
Business plans (as needed)
Operating agreements (as needed), e.g.
WCVM Interprovincial Agreement
Reference (see
note)
March
(Q4)
May
June
(Q1)
(July)
Oct
(Q2)
Dec
(Q3)
√
D. 3. d
D.3.d
D.3.e
√
√
D. 4. e
D. 4. f
D. 3. d
D.3.e
D. 4. f
D. 3. d
D.1.g./D.2.d
D.1.g/D.2.d
College/unit financial/operation report
(College of Medicine; College of Ag &
Bioresources)
Global Food Security Institute (GIFS) – full
updates
Canadian Light Source report
Canada Excellence Research Chair report
[Water Security]-financial: Oct/Dec/May;
full update: March
Canada Research Chairs status report
Canada Foundation for Innovation status
report
Provincial Innovation and Science Fund
(ISF) Update
D. 4. d
Indirect Costs update
Chair approvals (as required)
Tuition and fee rate approval
√
√
√
√
√
√
√
√
D.4.d
D.4.d
D. 2. d
√
D. 2. d
D. 2. d
√
√
D. 2. d
√
D. 2. d
D. 3. b
D. 2. c
√
√
√
√
√
√
√
√
Responsible
Committee
Agenda item
Policies (as needed)
Procurement Policy
Funds Management Policy
Endowment/Spending Policy
Fixed Asset Policy
Inventory Policy
Student residence and meal plan rates
Fundraising/Advancement Report
Advancement campaign strategy
Terms of reference and work-plan review
Full Board
Reference (see
note)
D.
D. 1. d
D.1.d
D. 3. e
D. 3. c
D.3.c
D. 2. a
D. 2
D.2
D. 5
March
(Q4)
May
June
(Q1)
(July)
Oct
(Q2)
Dec
(Q3)
√
√
√
√
√
√
√
√
√
√
√
√
Appointments to MVA Board (every 3 yrs)
√
Enrolment Statistics
√
Draft Annual Report
√
Prairie Diagnostic, Sask Food Industry Dev
Centre, Agricoll [no AGM; will meet semiannually with the VP (F&R)]
Annual meeting: Prairie Swine
√
Annual meeting: CLS
√
Annual meeting: CCNI
√
Annual retreat
√
Macleans report
√
Appointment of board chair and vice chair
√
(every 3 years)
The “Reference” refers to the numbered Items for the Board (Section D) in the Terms of Reference for each committee.
Revised February 15, 22, 24, March 20, , May 9, May 16, September, December 2006, January., May, June, September, November 2007, December, 2008, January 2009(change made to Audit re
external audit activity report); December 2009, December, 2010; December 2011, December, 2012, March 2013, June 2013, December 2013.