REPORT OF A MEETING OF THE
UNIVERSITY OF SASKATCHEWAN BOARD OF GOVERNORS
8:00 am, FRIDAY, OCTOBER 14, 2011
MELFORT TRAVELODGE HOTEL
Board members present: Nancy Hopkins (chair), Art Dumont, Linda Ferguson, Scott Hitchings,
Peter MacKinnon, Grit McCreath, Susan Milburn, Vera Pezer, and Greg Smith.
Regrets:
David Sutherland and Garry Standing.
Resource officers: Brett Fairbairn, Richard Florizone, Heather Magotiaux, and Lea Pennock (secretary).
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
Item
1
Subject
Minutes of July 21, 2011
meeting
The minutes were approved as circulated.
2
Business arising from the
minutes
In camera items (board
members only)
No business was identified.
4.
Report of the president
The president's written report is appended.
5.
5.1
Standing committees
Human Resources
Committee
5.1.1
Minutes of June 23, 2011
5.1.2
Review of the annual
work plan and terms of
reference for Human
Resources Committee
Bargaining and labour
relations update
The committee reported that it had reviewed its work plan
for 2011/2012 and terms of reference.
Safety, environment,
health and wellness
update
Senior administrative
appointments
A verbal report on safety, environment, health and
wellness activities was received.
3.
5.1.3
5.1.4
5.1.5
Comments/Decisions
The board met in camera.
The committee met on October 12. Members in
attendance: Grit McCreath (chair), Nancy Hopkins,
Peter MacKinnon, and David Sutherland. Others in
attendance: Art Dumont, Linda Ferguson, Scott
Hitchings, Greg Smith, and Garry Standing.
The minutes were received for information.
A verbal report on the status of bargaining and labour
relations was received for information.
A list of senior administrative appointments was received
for information.
5.1.6
Senior academic
appointments
A list of senior academic appointments was received for
information.
5.2
Governance and
Executive Committee
5.2.1
Minutes of July 21, 2011
5.2.2
Re-appointment of
University Solicitor for
2011/2012
Incorporation of a wholly
owned U of S subsidiary –
Canadian Centre for
Nuclear Innovation Inc.
The committee met on October 12, 2011. Members in
attendance were Vera Pezer (chair), Art Dumont, Nancy
Hopkins, Peter MacKinnon, Susan Milburn and Greg
Smith. Also in attendance: Linda Ferguson, Scott
Hitchings, Grit McCreath, Garry Standing, and David
Sutherland.
The minutes with amendments were received for
information.
It was noted that Susan Milburn had agreed to serve as the
board’s representative on the review committee for the
provost.
Douglas Richardson, Q.C. of the firm McKercher LLP
was reappointed as University Solicitor for 2011/2012.
5.2.3
5.2.4
Update on board
appointments
5.2.5
Revised protocol
agreement regarding
board appointments
Revisions to the
university’s policy on
naming of university
assets
Matrix for annual
evaluation of the president
5.2.6
5.2.7
5.2.8
Board evaluation
5.2.9
Association of Governing
Boards Conference
(AGB)
5.2.10
Review of annual work
plan and terms of
reference for the
governance and executive
committee
Approval of the Board was provided to proceed with the
incorporation of a wholly owned university subsidiary to
simulate new research, development and training in
advanced aspects of nuclear science and technology,
subject to subsequent approval by the Board of Governors
of the membership of the board of directors of the
institute.
A verbal report on the progress of the search committee
for a new Aboriginal board member was received.
The chair reported that there had been no further
communication from the Minister with respect to signing
the protocol agreement.
The board received a report on proposed revisions to the
naming policy that will be presented to Council in
November.
The committee reported on its consideration of a formal
set of performance metrics to guide and ensure success of
the new president. A few amendments were suggested by
board members and it was agreed the document would be
shared with members of the presidential search
committee.
The committee reported on its discussion of the
effectiveness of its annual evaluation process.
An invitation for board members to consider attendance at
the Association of Governing Boards or Canadian
University Boards Association conferences in 2012 was
extended to board members.
The committee reported that it had reviewed its work plan
for 2011/2012 and terms of reference.
5.3
Land and Facilities
Committee
The committee met on October 12, 2011. Members in
attendance: David Sutherland (chair), Linda Ferguson,
Scott Hitchings, Vera Pezer, and Garry Standing. Also in
attendance: Art Dumont, Peter MacKinnon, Grit
McCreath, Susan Milburn, and Greg Smith.
5.3.1
Minutes of July 21, 2011
The minutes were received for information.
5.3.2
U of S Health Sciences
project – A and B Wing
Renovation Preliminary
Components
Parking Lot E
Electrification and
Memorandum of
Agreement with
Saskatoon Health Region
Southern Saskatchewan
Academic Health
Sciences Hub - College of
Medicine/Family
Medicine/Regina site
Mineral rights lease of
SW 31-3-3 W2 Middleton
Estate
College Quarter North
East Precinct
The board granted Board 2 approval for the preliminary
components of the Health Sciences project A and B Wing
renovations subject to funding approval from the
provincial government.
Approval in principle of an agreement with Saskatoon
Health Region regarding use of E Lot and approval of the
related electrification capital project, subject to
finalization of the MOA with SHR was approved.
5.3.3
5.3.4
5.3.5
5.3.6
Approval for the costs associated with the physical
relocation of the College of Medicine, Department of
Family Medicine, Regina site was granted.
The board approved the lease of mineral rights for a term
of three years. Proceeds from this lease will support
general student scholarships.
Board 1 approval to proceed with the College Quarter
North East Precinct development in accordance with the
College Quarter Master Plan was granted.
An annual update on campus ICT projects was received
for information.
5.3.7
Annual ICT update
5.3.8
InterVac project update
An update on various components of the InterVac project
was received for information.
5.3.9
Naming of four rooms in
the Diefenbaker Building
5.3.10
Re-naming of the
Veterinary Teaching
Hospital to Veterinary
Medical Centre
Re-naming of WCVM
Buildings and Roads
The board received for information the notification of the
naming of four rooms in the Diefenbaker Centre which
were previously approved by the Naming Committee.
The re-naming of the Veterinary Teaching Hospital to
Veterinary Medical Centre was received for information.
The proposed new name more accurately reflects the
function and use of the facility.
A report from the naming committee on the renaming of
two buildings and the drive separating these buildings
from the large animal clinic was received for information.
An overview of the current status of capital projects was
received for information.
5.3.11
5.3.12
Major capital projects
status report
5.3.13
Update on administrative
approvals
An overview of the administrative approvals made related
to capital projects, programs, and the campus physical
plant was received.
5.3.14
Review of annual work
plan and terms of
reference for Land and
Facilities Committee
Finance and Investment
Committee
The committee reported that it had reviewed its work plan
for 2011/2012 and terms of reference.
5.4
5.4.1
Minutes of July 21, 2011
5.4.2
Operations Forecast
5.4.3
Long-term Investment
Pool – Real Estate
Manager
Student Residence and
Meal Plan Rate
Authorization Policy
Revision
Retirees Pension Plan
statement of investment
policies and procedures
5.4.4
5.4.5
5.4.6
Interim Financial Reports
5.4.7
Service and Process
Enhancement Project
update
Quarterly investment
report
5.4.8
5.4.9
Quarterly compliance
report to June 30, 2011
5.4.10
Development activity for
fiscal 2011/11 to July 31,
2011
Annual Report 2010/11
5.4.11
The committee met on October 12, 2011. Members
present: Greg Smith (chair), Art Dumont, Susan Milburn,
Scott Hitchings, and Garry Standing. Others in
attendance: Linda Ferguson, Peter MacKinnon, Grit
McCreath, Vera Pezer, and David Sutherland.
The minutes subject to an amendment, were received for
information.
The general messages and specific financial request in the
operations forecast were approved by the board for
submission to the Ministry of Advanced Education,
Employment and Immigration.
The board approved an appointment of an investment
manager for the Long Term Investment Pool.
The board approved the revised policy.
The board approved the statement of investment policies
and procedures as of November 2011 for the Pension Plan
for Academic Employees of the U of S, 1974 (Retirees
Plan).
A quarterly report on the financial results of the university
to July 31, 2011 and a forecast to year-end of projected
operating fund results compared to budget was received
for information.
An update on the status of Phase II of the Service and
Process Enhancement project was received.
A regular quarterly report for the period ended June 30,
2011 on investment income was provided to the board in
accordance with the board work plan.
Quarterly report on investment manager compliance with
investment policies for the period ended June 30, 2011
was provided to the board in accordance with the board
work plan.
A progress report of philanthropic revenue and donations
received from May 1, 2011 to July 31, 2011 was received
for information.
A final copy of the 2010/11 annual report was provided to
the board for information.
5.4.12
Annual reports provided to plan members were provided
to the board for information.
The committee reported that it had reviewed its work plan
for 2011/2012 and terms of reference.
5.5
Annual report to pension
plan participants 2010/11
Review of annual work
plan and terms of
reference for Finance and
Investment Committee
Audit Committee
5.5.1
Minutes of July 21, 2011
5.5.2
Report on Audit Services
activities
5.5.3
Final Audit Services
reports
5.5.4
Report on payments and
remittances
5.5.5
Review of annual work
plan and terms of
reference of the Audit
Committee
Audit issues remediation
plan
The minutes of the July 21, 2011 audit committee were
received for information.
This semi-annual report, which includes an overview of
progress relative to the annual audit plan and the status of
planned audit projects, was received for information.
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.
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.
The committee reported that it had reviewed its work plan
for 2011/2012 and terms of reference.
5.4.13
5.5.6
5.5.7
Mass notification update
6.
7.
7.1
Other business
Items for information
Meeting schedule for
2011/2012
8.
8.1
Communications
Letter from Minister of
Advanced Education re
appointments to the board
Letter from Jay Kalra,
Chair, University Council
8.2
The committee met on October 12. Members present:
Susan Milburn (chair), Linda Ferguson, Grit McCreath,
and Greg Smith. Also in attendance: Scott Hitchings,
and Vera Pezer.
An update on the status of work to remediate the issues
identified by the Provincial Auditor during the annual
audit of the university for 2010/11 was received for
information.
An update regarding the development of additional mass
notification capabilities for use during emergencies and/or
crises at the U of S arising from the Emergency Measures
Report provided to the audit committee in June 2011 was
received.
No other business was identified.
Received for information.
A letter from the Minister regarding board appointments
was received for information.
An invitation to attend a meeting of University Council
was extended to the board chair.
9.
Other business – items by
board members
A member commented on the superior organization of the
Deans Retreat which she attended in August.
10.
Next meeting and
adjournment
The next meeting will be held Friday, December 9, 2011.