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
Item
1
Subject
Comments/Decisions
Minutes of the meetings of
October 14 and November 18,
2010
Business from the minutes
The minutes were adopted as circulated.
Overview of implementation
of the Framework for
Assessment and the
Achievement Record
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
6.1
Standing committees
GOVERNANCE AND
EXECUTIVE
COMMITTEE
6.1.1
Minutes of October 12, 2010
2
3.
4.
There was no business arising from the minutes.
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.
The minutes were received for information.
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
6.1.5
Student member’s term on the
Board of Governors
6.1.6
Board oversight of senior
administrative positions
6.1.7
President’s mid-year update
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.
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.
A schedule of searches and reviews for the upcoming
year was received for information. 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.
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 information.
6.1.9
Board self-evaluation
The results of the board’s self evaluation were
received for information.
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
6.2.1
Minutes of October 12, 2010
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.
The minutes were received for information.
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)
6.2.7
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 information.
Senior academic appointments A list of senior academic appointments was received
for information.
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 information.
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
6.3.5
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.
Condominium purchase in
Approval was granted for the purchase of three
LaRonge
condominiums for housing for Northern Medical
Services doctors, student residents, and visiting
medical specialists.
St. Thomas More College
Board 1 approval of the STM steam distribution
steam distribution replacement replacement was granted.
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
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
6.3.9(a)
Naming of the Soils Archive
in the Grains Innovation
Laboratory
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.
An update on the Dairy Research facility was
received for information.
6.3.10
Dairy Research facility
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
6.3.14
Infrastructure overview
6.3.15
Building systems and
infrastructure – capital
renewal and development
Update on Knowledge
Infrastructure Program
projects
Major capital projects status
report
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 information.
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.
A comprehensive overview of existing campus
infrastructure indicating major infrastructure needs
over the next five to ten years was received for
information.
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
information.
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.
6.3.16
6.3.17
6.3.18
Update on administrative
approvals
6.4
FINANCE AND
INVESTMENT
COMMITTEE
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 information.
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
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
Defined contribution plans
statements of investment
policies and procedures
6.4.8
6.4.9
6.4.10
6.4.11
Pension plan committee
memberships
Canada Excellence Research
Chair in Water Security
Interim financial reports
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.
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
approved.
The board approved a commitment of $10 million to
the CERC program at the U of S.
A quarterly report as of October 31, 2010 on the
financial results of the university was received for
information.
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
6.4.15
6.4.17
Pension strategy and analysis
update
Service and process
enhancement project update
Quarterly investment report
6.4.18
Quarterly compliance report
6.4.19
U of S Development activity
report
6.4.20
Saskatchewan Universities
Funding Mechanism update
Residence and food services
rates proposal
6.4.16
6.4.21
6.4.22
Parking rate increase
6.4.23
Scenario analysis update
6.4.24
Canadian Light Source report
6.4.25
Financial metrics
6.5
AUDIT COMMITTEE
6.5.1
Minutes of October 12, 2010
6.5.2
Internal control project 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
information.
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
A quarterly report as of September 30, 2010 on
investment income was received.
A quarterly report to September 30, 2010 on
investment manager compliance with investment
policies was received for information.
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
information.
New parking rates for faculty and staff effective
February 1, 2011 were approved
An update on the economic outlook of the scenario
analysis was received.
A six-month progress and annual report was provided
to the Board for information.
A preliminary draft of key financial indicators that
might be used by the university to track financial
performance over time was received.
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
Received for information.
An update on the status of the internal control project
since June 25, 2010 was received.
6.5.3
6.5.4
Enterprise wide risk
management report
Insurance renewal report
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
Outstanding Audit Services
recommendations
Report on external audit
activities
6.5.8
6.5.9
6.5.10
Final Audit Services reports
6.5.11
Report on payments and
remittances
6.5.12
Outstanding action items
7.
7.1
Other business
Endorsement of focal areas for
the Third Integrated Plan
Revisions to University Seal
Policy
7.2
7.3
Prairie Swine Centre Inc.
annual meeting
8.
Items for information
8.1
Policy oversight committee
annual report for 2009/2010
The board received an update on the Top 10 Key
Enterprise-level risks.
An annual report outlining the university’s insurance
and self-insurance program before the upcoming
renewal was received for information.
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 information.
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.
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.
Received for information. This report is to ensure
that action items are tracked on an ongoing basis and
appropriately carried out.
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.
Received for information.
8.2
Meeting schedule for 2011
and 2012
9.
Communications
9.1
Thank you note from Gail
Appel
Holiday greetings from Judy
Buzowetsky, former board
member
Other business – items by
board members
Received for information.
Adjournment
The meeting adjourned at 12:34 pm
9.2
10.
11.
A schedule of upcoming meetings for 2011 and 2012
was received.
Received for information.
Members of the board (except the president) met
briefly in camera