Board of Governors - APPENDIX VI - September 27, 2001

REPORT OF THE BY-LAWS COMMITTEE

FOR APPROVAL

Record Retention and Access - Board of Governors and Committees of the Board  
Recommended: That the 1994 Board policy on Record Retention and Access relating to Board and Board Committee Minutes and tape recordings of meetings be rescinded and replaced by the following:

 

Record Retention and Access - Board of Governors and Committees of the Board

1. The Official Minute Books of the Board of Governors and Board committees shall be retained in a safe place in perpetuity. Copies (microfiche, CD, etc.) will be made of Board Minutes and maintained off site.

2. Board and Board Committee meetings will be tape recorded, when reasonable and feasible.

Access to tape recordings will be as follows:

Any member of the Board shall have the opportunity to listen to the tape of the open session of a Board meeting within the University Secretariat;

A Board member who was a member of the Board at the time of the meeting in question shall have the opportunity to listen to the tape of the closed session of a Board meeting within the University Secretariat;

The Secretary, at her discretion, may respond to reasonable requests from Board members (at the time of the meeting in question) for a copy of a specific portion of the tape of the proceedings during the open session.

In keeping with Board By-Law No. 1, persons other than Board members shall not have access to tape recordings of meetings.

Tape recordings will be kept for two years in a safe location, then erased or destroyed.

Background:

In 1994 the Board of Governors approved a system for tape recording Board and Committee meetings and retention and access to the tapes and Minutes. According to that system, tape recordings of Board meetings were to be retained for seven years and recordings of Committee meetings were to be retained for two years. In both cases, the original tape was to be maintained "in a safe location other than the Stevenson-Lawson Building", and a copy kept in the Secretariat for easy access.

The 1994 policy with regard to Board meetings is attached (Annex 1). The policy for Committee recordings is identical, except that the retention period is two years. The proposed policy would replace both.

Based on the experience of the past six years, the University Secretariat has determined that tape recordings of Board and Committee meetings have been required only for the use of the recording secretary in preparing the Minutes of meetings; no Board member has ever requested access to a tape.

 

FOR INFORMATION

Development & Fund Raising Committee

On behalf of the Board, the By-Laws Committee has approved a change to the composition of the Development & Fund Raising Committee (as shown in Special Resolution No. 1-C) as follows:

The Chair of the Board
The Vice-Chair of the Board
The Chancellor
The President
The Vice-President (External)
The Director of Development and University Campaign
The Director of Alumni Relations and Development
The Secretary of the Board (non-voting)

Up to three members of the Board, appointed by the Board

Up to five other members, appointed by the Board

Two members of the Board of Foundation Western, appointed thereby

The President of The University of Western Ontario Alumni Association

Background:

The former Director of Alumni Relations and Development (yet to be named) will be replaced by a Director of Alumni Relations. Responsibility for Development has been reassigned to Mr. Kevin Goldthorp who is also the University Campaign Director, and his title has been adjusted accordingly. It is desirable that both of these officers be involved with the Development & Fund Raising Committee.

 

 

 

Board of Governors APPENDIX ***
September 27, 2001 Annex 1

Record Retention and Access

(Approved by the Board, November 24, 1994;
to be rescinded September 27, 2001)

 

1. The Official Minute Book shall be retained in a safe place in perpetuity, with appropriate copies (microfiche, CD, etc.) maintained off site.

2. In compliance with By-Law No. 1, sec. E.15, "the Official Minute Book shall be open to the inspection of any member of the Board at any time during regular office hours in the office of the Secretary of the Board, but such inspection shall not be permitted by other persons."

3. Board meetings will be tape recorded:

a) A copy will be made and kept in the Secretariat for at least two years for easy access

b) The original will be kept for seven years in a safe location other than the Stevenson-Lawson Building;

c) Access to tape recordings will be as follows:

! Any member of the Board shall have the opportunity to listen to the tape of the open session of a Board meeting within the University Secretariat;

! A Board member who was a member of the Board at the time of the meeting in question shall have the opportunity to listen to the tape of the closed session of a Board meeting within the University Secretariat;

! The Secretary, at her discretion, may respond to reasonable requests from Board members (at the time of the meeting in question) for a copy of a specific portion of the tape of the proceedings during the open session.

! In keeping with By-Law No. 1, sec. E.15,1 persons other than Board members shall not have access to tape recordings of meetings.

 

 

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1                Currently sec. E.16