MINUTES OF THE MEETING OF THE BOARD OF GOVERNORS: MARCH 30, 2000

The meeting was held at 3:30 p.m. in Room 330, Stevenson-Lawson Building

PRESENT: Ms. C. McAulay-Weldon, Chair, Ms. J.K. Van Fleet, Secretary
Mr. J. Adams, Mr. S. Adams, Mr. C. Colvin, Dr. P. Davenport, Mr. J. Etherington, Mr. T. Garrard, Mr. W. Gibson, Ms. S. Grindrod, Mayor D. Haskett, Ms. R. Ivey Thom, Prof. M. Lennon, Mr. D.J. McDougall, Dr. P.P. Mercer, Dr. G. Moran, Dr. P. Neary, Mr. M. Pickard, Mr. M. Rubinoff, Mr. H. Taylor, Mr. T. Vine, Dr. A. Weedon, Mr. M. Weyers.

By Invitation: The Hon. Dianne Cunningham, Minister of Training, Colleges and Universities; Ms. Donna Duncan, Executive Assistant to the Minister; and Mr. Bob Christie, Deputy Minister.

BG.00-32 Board Meeting Format

The Chair announced the following changes to the meeting format:

Mr. Bill Brock, Chair of Campaign Western, is unable to attend today's meeting
The Hon. Dianne Cunningham, Minister of Training, Colleges and Universities, will arrive at 5:00 p.m. to address the Board in Open Session, followed by questions in the Closed Session, at her request.

BG.00-33 Senior Academic Administrative Appointments

The Board met initially in closed session to receive and discuss the recommendations of the Selection Committee for the Vice-President (Research) and the Selection Committee for the Dean of Law.

The Board approved the following appointments (details are contained in the confidential minutes of this meeting):

BG.00-33a Dr. Bill Bridger, Vice-President (Research), January 2, 2001 - December 31, 2002

BG.00-33b Dr. Ian Holloway, Dean of Law, July 1, 2000 - June 30, 2005

BG.00-34 Minutes of the Previous Meeting

The minutes of the meeting of February 3, 2000, were approved as circulated.

BG.00-35 Campaign Western Donation

The Chair reported that at the University's Annual Community Meeting, held this morning, Mr. Bill Brock and his family announced their $1 million donation to Campaign Western. This donation will be used towards the establishment of the Professorship in Child Health [Department of Psychology and the Department of Family Medicine].

BG.00-36 REMARKS OF THE CHAIR

Ms. McAulay-Weldon, newly elected Chair of the Board, addressed the Board:

"I would like to take this opportunity to thank you for the confidence placed in me and the privilege bestowed on me. I believe that serving one's community is both an obligation and a privilege. I know from the meetings I have had with many of you over the last couple of months, that you take your responsibility to serve this magnificent University seriously and that you each bring unique abilities and viewpoints to this Board table. Our leadership of this University over the next few years will change the face of Western. Our consideration and deliberation of issues facing Western and the entire university sector will lead to decisions that will affect what Western looks like for its students, faculty and staff and what role we will play in the development of our community. I am personally thrilled to be able to work with such distinguished colleagues and I look forward to the months ahead. Thank you very much for this opportunity."

BG.00-37 REPORT OF THE PRESIDENT

Dr. Davenport reported on the provincial grant announcement, including the Accessibility Fund, Performance Fund, "Fair Funding" component, and redistribution of pay equity funds. Highlighting his presentation with slides (attached as Appendix 1 to these Minutes), he spoke about the impact of the grant and its component parts on Western's budget in the short and long term.

The Report of the President, detailed in Appendix I, contained information on the recent provincial research funding, Hellmuth Prizes and Moot Winners, Activities of the President and a personal note, that Dr. Davenport will receive an honorary Doctor of Letters (D. Litt.) degree from the University of Toronto on June 19, 2000.

REPORT OF THE PROPERTY & FINANCE COMMITTEE [Appendix II]

BG.00-38 Campaign Financing [BG.98-128]

On behalf of the Property & Finance Committee, it was moved by D. McDougall, seconded by M. Pickard,

That the Board approved policy of a 1% levy on endowed funds and a 5% levy on income tax receiptable gifts to the University continue post-Campaign [there was no end date on the Board policy];
That the first call on all levy and interest revenue will be to pay off the accumulated deficit, as per the Board approved and this revised financing plan;
That, after the deficit is repaid, the first $1 million of levy funds generated each year (our model projects $2 million of revenue annually) will be added to the existing Alumni Relations & Development Office budget to sustain fund raising activity. The second $1 million generated will be "returned" to the general operating budget of the University, offsetting existing base budget dollar allocations to the Department. In essence, the levy will be used to sustain development activity while removing it from the base budget of the University;
That any revenue in excess of $2 million be allocated evenly between the Department of Alumni Relations & Development and the University's operating budget (allowing for any inflation and other increases in costs), upon the recommendation of the President to the Board;
That all interest on campaign fund balances as they are accumulated before projects are funded accrues to the Campaign;
and
That the Board approve an increase in approved campaign expenditures over the duration of the Campaign of $2 million, from $11.6 million to $13.6 million.

Mr. S. Adams asked whether the 1% tax is on the income or on the capital of the endowment and whether the University has the authority to use the 1% tax for administrative costs. Dr. Davenport stated that under the existing policies, part of the endowment is set aside to cover the costs of administering the fund. Mr. Garrard confirmed that the 1% tax is deducted from the income earned on the endowment.

The question was called and CARRIED.

BG.00-39 Preserving Canada's Most Beautiful Campus: New Construction and the Campus Core at Western, 2000 - 2020

"Preserving Canada's Most Beautiful Campus: New Construction and the Campus Core at Western, 2000 - 2020", detailed in Appendix II, Annex 2, was provided for information.

Dr. Davenport stated that the Campus Master Plan of 1995 includes a very ambitious building program that would see the campus expand by about 80% over the next 20 years. This expansion would shift the campus core across Western Road onto lands not owned by Western. The document, "Preserving Canada's Most Beautiful Campus", states that the real needs over the same 20 year period will be about one-third of what the Campus Master Plan of 1995 set out. This assumption is based on five more years' experience with funding, enrolment increases, and economizing space. Consultations are ongoing with community groups about the siting of buildings. Teaching and research buildings will be sited on the east side of Western Road while residences will be located outside the core campus but within walking distance.

Recommendations involving the SuperBuild building sitings and residence sitings will be presented to the Board in June.

BG.00-40 Government Funding Announcement: Operating Grant and Tuition Fee Policy

Government Funding Announcement: Operating Grants and Tuition Fee Policy, detailed in Appendix II, Annex 3, was provided for information.

BG.00-41 Use of Funds Set Aside for Support of CFI and Similar Programs

Details about the use of funds set aside for support of CFI and similar programs were provided for the Board's information [Appendix II, Annex 4].

BG.00-42 Quarterly Financial Report (Operating and Ancillary Budgets)

The Board received the Quarterly Financial Report (Operating and Ancillary Budgets), details of which are contained in Appendix II, Annex 5.

BG.00-43 Report of the Investment Committee

The Report of the Investment Committee, detailed in Appendix II, Annex 6, was provided for information.

BG.00-44 Report on Scholarships

The Board received the Report on Scholarships, detailed in Appendix II, Annex 7.

REPORT OF THE AUDIT COMMITTEE
[Appendix III]

BG.00-45 Appointment of Auditors

The Audit Committee reported that Ernst & Young have been appointed auditors for The University of Western Ontario's fiscal year end audits of April 30, 2000, to April 30, 2002.

BG.00-46 Audit Fees

It was moved by H. Taylor, seconded by R. Ivey-Thom,

That the Board of Governors approve the following audit fees for fiscal year audits of April 30, 2000 - April 30, 2002:
2000 2001 2002
Corporate
Combined Financial Statements 76,065 76,065 76,065
Employee Post-Retirement Benefit 3,680 2,455 2,455
Total Corporate 79,745 78,520 78,520
Government Required
Audit of Enrolment 5,500 5,500 5,500
ATOP 3,250 3,250 3,250
ATOP Enrolment Audit (estimated) 6,500 3,900 3,900
OSOTF 3,900 3,900 3,900
CSP - per project 500 500 500
OSAP (estimated) 19,500
Total Government Required 39,150 17,050 17,050
TOTAL FEES 118,895 95,570 95,570

NB: Fees are exclusive of Ernst & Young's 8% administrative charge and GST.

REPORT OF THE CAMPUS & COMMUNITY AFFAIRS COMMITTEE [Appendix IV]

BG.00-47 Student Services Committee Submission on Non-Tuition-Related Ancillary Fee Levels for 2000-2001

The Campus & Community Affairs Committee reported that the annual report and recommendations of the Student Services Committee on Non-Tuition-Related Ancillary Fee Levels for 2000-01 was presented at the public meeting of the CCAC on March 13, 2000. Appendix IV includes a summary of the presentation and the conclusions reached by CCAC.

BG.00-48 Update on Code of Conduct for Crested Apparel

CCAC met with three representatives of Students Against Sweatshops/Western on February 14 and March 13. Appendix IV includes a summary of the meetings and the conclusions reached by CCAC.

SENIOR OPERATIONS COMMITTEE [Appendix V]

BG.00-49 Selection Committee for Associate Vice-President (Research)

Bob Colcleugh and Bill Peel were elected to serve on the Selection Committee for Associate Vice-President (Research).

BG.00-50 Campus & Community Affairs Committee

The Board appointed Mark Weyers to the Campus & Community Affairs Committee for a term ending February 1, 2001.

BG.00-51 Revised Meeting Dates for CCAC - 2000

It was moved by S. Adams, seconded by M. Rubinoff,

That the following meeting dates in 2000 be changed as indicated:
May 1, 2000 Replaces May 8 meeting
June 12, 2000 Replaces June 5 meeting
December 11, 2000 Replaces December 4 meeting
CARRIED

BG.00-52 Revised Meeting Dates for Senior Operations and Property & Finance

It was moved by J. Etherington, seconded by S. Adams,

That the meetings of the Senior Operations Committee and the Property & Finance Committee previously scheduled for Monday, June 19, be rescheduled for Monday, June 12.
CARRIED

BG.00-53 Appointments to Other than Board Standing Committees

Appointments to Other than Board Standing Committees, detailed in Appendix V, were received for information.

ITEMS REFERRED BY SENATE (Appendix VI)

BG.00-54 Appointments Procedures: Associate Vice-President (Research)

On behalf of Senate it was moved by P. Davenport, seconded by M. Lennon,

That the Board of Governors approve a new section to Appointments Procedures -- Section R - Associate Vice-President (Research) -- as detailed below:

R. ASSOCIATE VICE-PRESIDENT (RESEARCH)
Composition
The committee to select an Associate Vice-President (Research) shall consist of:
(a) the Vice-President (Research), who shall be Chair
(b) 4 persons elected by Senate, one of whom will be a graduate student
(c) 2 persons elected by the Board of Governors
Procedure
1. The Chair shall convene the Committee.
2. The Chair shall undertake negotiations with prospective candidates.
3. The Chair shall report to Senate through the President & Vice-Chancellor.
Terms
The term for the Associate Vice-President (Research) is five years, renewable.

CARRIED

BG.00-55 Policy on International Student Exchanges

It was moved by P. Davenport, seconded by M. Lennon,

That the Board of Governors approve the Policy on International Student Exchanges detailed in Annex 1 of Appendix VI.
CARRIED

BG.00-56 Senate Information Items

The report from Senate, Appendix VI, contained information on the following matters:

BG.00-57 THE HON. DIANNE CUNNINGHAM, MINISTER OF TRAINING, COLLEGES AND UNIVERSITIES

The Chair of the Board welcomed The Honourable Dianne Cunningham, Minister of Training, Colleges, and Universities, to the meeting of Western's Board of Governors. She also welcomed the Minister's Executive Assistant, Ms. Donna Duncan, and the Deputy Minister, Mr. Bob Christie.

Dr. Davenport expressed the gratitude of the Board for the Minister's visit, given her busy schedule. The Minister visited campus on a number of recent occasions to announce important investments in the University by the province: the Premier's Excellence in Research Awards; the SuperBuild Growth Fund; with the Ontario Research and Development Fund; and this week with Mr. David Bogart, the announcement about the Ontario Investment Trust.

The Minister advised that before coming to London, she has been travelling this week in the north of the province to meet with representatives of colleges and universities, but this is the first time she has met with the full Board of an institution.

Minister Cunningham spoke about the vision of post-secondary education in the near future and through the next decade, describing this current period as the third largest growth phase in the history of education in Ontario. The first was the influx of veterans following World War II; the second was the establishment of the Colleges of Applied Arts and Technology in 1967 as a system parallel to the universities; and now we face the combined "Baby Boom Echo" and the Ontario "Double Cohort" class of 2003. Planning for the future is a huge responsibility: colleges and universities must take into consideration the hopes and dreams of the students and their parents.

The Chair thanked the Minister for her remarks and the meeting was adjourned to closed session.

Signed by:

C. McAulay-Weldon, Chair
J.K. Van Fleet, Secretary of the Board