As approved at the November 25, 1999, meeting of the Board of Governors. The "in camera" portion of the minutes have not been included herein. Copies of Appendices not included herein are available from the University Secretariat, Room 290, Stevenson-Lawson Building.
The meeting was held at 3:30 p.m. in Room 330, Stevenson-Lawson Building
PRESENT: Mr. W.W. Peel, Chair, Ms. J.K. Van Fleet, Secretary
Mr. J. Adams, Mr. S. Adams, Mr. R. Bateman, Dr. W.A. Bridger, Dr. R. Colcleugh, Dr. P. Davenport, Mr. J. Etherington, Mr. T. Garrard, Mr. W. Gibson, Ms. S. Grindrod, Ms. R. Ivey Thom, Prof. M. Lennon, Mr. D.J. McDougall, Dr. P.P. Mercer, Dr. G. Moran, Prof. H. Murray, Mr. M. Pickard, Mr. M. Rubinoff, Dr. J.L. Stokes, Mr. T. Vine, Dr. A. Weedon, Ms. C. McAulay-Weldon, Ms. L. Whittaker
By Invitation: E. Del Maestro, J. Millar, D. Riddell, O. Zamprogna
The minutes of the meeting of June 24, 1999, were approved with the inclusion of the following correction (shown in italics):
Page 11: BG.99-191: Construction of New Stadium - Award of Contract
Second paragraph: ...In the Norlon bid recommended for approval, Norlon did not carry as the alternate bid the Field Turf product, ...
Dr. Davenport gave a presentation on the SuperBuild Growth Fund for Postsecondary Education, recently announced by the provincial government. Some details of the competition appear in Appendix I. The total fund amounts to $660 million and is divided into two categories. Category I will provide $510 million for capital initiatives related to enrolment expansion; the deadline for proposals is November 15, 1999. Category II will provide $150 million for innovative academic projects only where two or more institutions are involved; the deadline for proposals is December 15, 1999. Dr. Davenport highlighted his presentation with the use of slides, copies of which are attached as Appendix 1 to these minutes.
The criteria for proposals do not include formulas for funding allocations, and therefore, proposals must be developed in the absence of funding expectations. Also uncertain is the percentage of government funding anticipated for proposals.
Although consultation will be limited because November 15 deadline for proposals, a process for campus-wide consultation will be developed. A special meeting of the Board of Governors will be held prior to November 15 to consider Western's submission to the SuperBuild program. The University's response will likely be consistent with, but not identical to, the discussion document entitled "Western into the New Millennium: Facilities and Infrastructure Needs". Western's submission will stipulate that its proposals for the SuperBuild program are contingent on the provision of operating funds. UWO will not be obligated to keep grants awarded through the SuperBuild program if the terms of the funding arrangements are not appropriate for Western, that is, full funding for the additional students must be provided.
Discussion included the following points:
Dr. Davenport stated that a starting point would be relative to the 1998-99 enrolments, which is the baseline that the government is using for all of the enrolment calculations. To accommodate the double cohort in 2003-2004, Western would have an expansion in undergraduate student enrolment of about 20%.
Dr. Davenport stated that Western does not want this program to increase the student/teacher ratio. To keep the student/teacher ratio constant, new faculty can be hired if full BIU funding is provided and by using revenue generated from tuition fees. The pressure is on COU to lobby the government for full funding to accommodate the enrolment increases related to the double cohort and the "echo" of the baby boom.
The Banking By-law allows for borrowing, however, it relates to the cost of carrying loans and does not set a limit on the amount that can be borrowed. It was agreed that a special meeting of the Board will be held on November 11 to consider the University's submission to the SuperBuild program, at which time the matter of borrowing and authorization for such borrowing can be discussed.
Dr. Davenport stated that, based on information contained on the application form, it is fairly clear that it is the government's intention that only cash directed at the actual capital project can constitute "matching funds". The only possible exception would be a gift in kind of equipment or furnishings for the project. Mr. McDougall stated that Durham College is claiming a faculty Chair as a matching source; Dr. Davenport said he did not believe this type of matching would be acceptable, but that he would seek clarification from government.
Dr. Davenport stated that advice from City administrators is that a recommendation will go to City Council in November.
A list of activities of the President during the month of October 1999 was provided for the information of the Board (Appendix I).
On behalf of the Property & Finance Committee, it was moved by R. Colcleugh, seconded by S. Grindrod,
That the Board of Governors approve the acquisition of consulting services from Ciber of Canada not to exceed $840,000 (Canadian) for the fiscal year ending April 30, 2000.
It was moved by R. Colcleugh, seconded by M. Lennon,
That the Board of Governors approve the purchase of a suite of Nuclear Magnetic Resonance (NMR) Spectrometers from Varian NMR for a price not to exceed $3,200,000 Canadian dollars.
It was moved by R. Colcleugh, seconded by S. Adams,
That a new section 4 be inserted into Special Resolution No. 1-N (Investment Committee) as shown below: 3. The Committee shall consist of ten members as follows:
4. One member of the Investment Committee of Foundation Western, appointed thereby, may attend all meetings as an Observer, with full floor privileges except that the Observer may not move/second motions or vote.
- Vice-President (Administration)
- Senior Director, Financial Services Division
- Two current or former members of the Board, appointed by the Property and Finance Committee
- Five members, appointed by the Property and Finance Committee on the recommendation of the Investment Committee
[Subsequent sections of the Resolution will be renumbered.]
Dr. Moran reviewed the 2000-01 Budget Outlook, Planning Issues, and Guidelines detailed in Appendix II, Annex 1. He reported that the Government of Ontario has not made any announcements regarding university funding or tuition fee levels -- the two major sources of funding for Western's operating budget. The Faculties and support units have received the planning guidelines and have been asked to plan for a 2% budget cut in the operating budget for the year 2000-01. Faculties will be asked to address three new elements of the Annual Plan: Canada Foundation for Innovation (CFI) and the Ontario Research Development Challenge Fund (ORDCF); Faculty Turnover Recovery Policy; and Anticipated Increased Demand for University Places.
Dr. Colcleugh asked if the administration will continue the practice of allocating funds to the operating budget from the income earned on investments. Dr. Moran stated that the operating needs of the University will require an infusion of funds from the income earned on investments. The only alternative would be further cuts to the operating budgets of Faculties and support units, and this would be painful and difficult. Dr. Davenport added that the most recent 12 quarter moving average of the total non-endowed investments to the obligations of the portfolio is 1.24 compared to a target ratio of 1.08.
The results of the fund raising activities for the 1998-99 fiscal year ending on April 30, 1999, were provided for information in Appendix II, Annex 2.
Mr. Etherington asked what portion of the $43.4 million is attributable to the efforts of the Ivey Development Office. Mr. Garrard, referring to Statement B of Annex 2, advised that $8.1 was raised by the Ivey School.
Asked if there is a cap on expenses for fund raising, Mr. Garrard advised that Western does not have a percent target or cap. Recent information from the Canadian Centre for Philanthropy shows that the average cost of fund raising of Canadian registered charities is in over 25% and Western is well below that average. Fund raising expenses for the Ivey School of Business Development Office were not included in the report but will be in the future.
The Board received for information the Report on Scholarships/Bursaries/Awards/Prizes, detailed in Appendix II, Annex 3.
The following were elected to the Electoral Board for Chancellor: Joel Adams, Jim Etherington, Michael Rubinoff, Carol McAulay-Weldon, and Lin Whittaker.
With reference to Appendix III, Annex 1, Dr. Mercer provided an overview of the action taken against four engineering students who damaged residence buildings in September by throwing purple dye. He stated that the Senior Administration decided on October 4 to agree to the reinstatement of the students in light of the Faculty's willingness to support a review of its activities and traditions and to receive recommendations from a review team about changes that need to occur. This agreement was reached prior to the receipt of the lawsuit which was filed on October 6th.
Ms. McAulay-Weldon stated that it is important that the Board be clear about its authority in offenses of this type and confirm the actions taken by the administration by imposing academic sanctions on the four students involved. She suggested a possible motion to confirm the position taken by the administration that the Student Disciplinary Code was not the appropriate vehicle for disciplining the students in this case. Dr. Davenport stated his support for a formal resolution, but suggested that the matter be taken as a notice of motion for debate at a future Board meeting. Members agreed with this suggestion.
Mr. Etherington stated that it is important that the University community understand that there are various levels of discipline, hearings and reviews that exist and that in the middle there is a discretionary area that allows the administration to follow through, where appropriate, with disciplinary action.
In reply to a question from Mr. S. Adams, Dr. Mercer stated that he has yet to hear back from those who launched the lawsuit about its status.
Mark Weyers, a student in the Master of Education program, was elected to the Board of Governors by the graduate students for a two-year term, November 15, 1999 - November 14, 2001.
An addendum detailing the results of the recent undergraduate student election of a member to the Board of Governors was distributed at the meeting. Joel Adams, a student in Computer Engineering and Honors Business Administration, was re-elected by the undergraduate students for a two-year term, November 15, 1999 - November 14, 2001.
The Senior Operations Committee reported that Ms. Laurie Lashbrook has been nominated by the Committee, acting on behalf of the Board, for membership on the Board of Foundation Western as one of four University representatives.
On behalf of the Audit Committee, it was moved by W. Gibson, seconded by S. Adams,
That the Board of Governors approve the audited financial statements for the University for the fiscal year ended April 30, 1999, detailed in Appendix IV, Annex 1, tab 1.
The University of Western Ontario supplementary financial statements for the year ended April 30, 1999, are available upon request. The Supplementary Book compares actual April 30 results to the approved budget and provides details relating to capital fund and research.
The Board received the financial statement for the following related companies and other organizations of The University of Western Ontario for the fiscal year ended April 30, 1999, detailed in Annex 1, tabs 2-15: London Museum of Archaeology, Lawson-Jury Heritage Foundation, Platt's Lane Estates Inc., Foundation Western, The University of Western Ontario Foundation Inc., The University of Western Ontario Foundation for the fiscal year ended March 31, 1999, The University of Western Ontario Research and Development Park, Ivey Management Services Group of Companies Combined Financial Statements, statements from Ivey Management Services, Richard Ivey School of Business Foundation, and Richard Ivey School of Business (Asia) Limited.
The financial statements of The University of Western Ontario Research and Development Park are in draft form. A proposal will be presented to the Board of Directors of the Research Park on October 29 and, pending the input of the Research Park Board, representatives of the Park Board will be given guidelines to continue the negotiations with the Bank of Montreal.
Developments of the UWO Y2K Project, detailed in Appendix IV, were received for information. In addition, Mr. Zamprogna provided an overview of the UWO Y2K Project Committee Report, which he highlighted with the use of slides copies of which are attached as Appendix 2.
The PeopleSoft Administrative Application Software Report contained information on the status of implementations, production environment, legacy mainframe environment, Y2K, and expenditures for PeopleSoft implementation. Details are provided on page 4-5 in Appendix IV.
The Board received a report on the public meeting of the Campus & Community Affairs Committee held on October 4, 1999. At this meeting, representatives of the Hippocratic Council made a presentation about tuition fees for medical programs. Details are found in Appendix V. Mr. Etherington stated that Dr. Harris will meet with the CCAC to provide the Committee with information about student financial aid issues, with particular focus on assistance for medical students. A further report will be provided to the Board and to the representatives of the Hippocratic Council following that meeting.
Senate, at is meeting of October 15, 1999, appointed the following to the Electoral Board for Chancellor: D. Bentley, R. Coulter, P. Davenport, J. Garnett, T. Garrard, and R. Telfer.
Senate reported the establishment of the following programs, effective September 1, 2000:
The Board received for information the annual reports of three committees mandated under Conditions of Appointment: Senate Committee on Promotion and Tenure I, Senate Committee on Promotion and Tenure II, and the Senate Committee on Appeals. These are attached as Annexes to Appendix VI.
The Report of the Academic Colleague on the 247th meeting of the Council of Ontario Universities, detailed in Appendix VI, Annex 4, was provided for information.
The announcements of senior academic appointments, detailed in Appendix VI, were provided for information.
W.W. Peel, Chair
J.K. Van Fleet, Secretary of the Board