As approved at the June 26, 1997, meeting of the Board of Governors. The "in camera" portion of the minutes have not been included herein. Copies of Appendices are available from the University Secretariat, Room 290, Stevenson-Lawson Building. MINUTES OF THE MEETING OF THE BOARD OF GOVERNORS MAY 22, 1997 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. R. Bateman, Dr. R. Colcleugh, Dr. J.V. Collins, Dr. P. Davenport, Ms. S. Desmond, Mr. J. Etherington, Mr. T. Garrard, Mr. W. Gibson, Mayor D. Haskett, Dr. J.D. Hewitt, Mr. C. Keith, Prof. M. Lennon, Dean R.M. Mathur, Dr. G. Moran, Mr. R. Parks, Ms. J.M. Potter, Prof. J. Starkey, Dean J.L. Stokes, Mr. H.W. Taylor, Mr. T. Vine, Ms. C. Weldon, Ms. L. Whittaker. BG.97-122 Minutes of the Previous Meeting The minutes of the meeting of April 24, 1997, were approved as circulated. BG.97-123 REPORT OF THE PRESIDENT [Appendix I] Appendix I and the May 1997 Update on Western's Strategic Plan comprised the Report of the President. BG.97-123a Update on Leadership in Learning Dr. Davenport reminded members that an update on progress on the 54 recommendations contained in Leadership in Learning is provided to the University community every six months, in November and May. He reviewed the progress since the last report, as summarized on overheads reproduced in Appendix 1 to these minutes. With reference to Recommendation 2.5 (p. 5), Mr. Bateman recalled that the issue of times-to-completion of graduate degree programs is of key interest to graduate students. He asked if progress has been made in this area. The Provost stated that the Faculty of Graduate Studies has compiled comprehensive data by program which any member of the Board is welcome to examine. The data vary markedly from program to program, both in the average time to completion, and in changes over time. There has been improvement: there has been a shortening in the time-to-completion overall. Ms. Potter referred to recommendations in the strategic plan that emphasize recruitment of students from a diversity of backgrounds, with emphasis on international students from Asia, the Pacific Rim and the Caribbean. She asked whether the University is giving admission preference to international students over Canadian students. Dr. Davenport replied that there is no intention to do so; rather, there is an effort to make Western an attractive place for good students in London, in Ontario, in Canada, and around the world. International recruitment efforts are directed toward seeking out good students. Having a diverse student population makes for a rich student experience for all concerned. Ms. Potter then asked whether -- in a situation where a Canadian student and an international student have identically high qualifications -- the University would give preference to the international student. Dr. Davenport explained that this situation is very hypothetical. If the entering class was full but for one place, and the two students Ms. Potter described were competing for that place, both students would be admitted, even if this meant having a slightly larger class than expected. This type of competition would result in the overall admission standards going up, and they would go up equally for both international and Canadian students. The Provost confirmed that the University is not giving preference to international students to the detriment of Canadian students. Dr. Collins referred to recommendation 4.7 calling for a review of the University's policies and procedures for part-time faculty, which has not yet been accomplished, given other priorities undertaken by the Provost. She asked if the Provost could indicate the priority he now assigns to that project. Dr. Moran said that there are still a number of major initiatives underway, and for that reason he was unable to state a date by which the part-time faculty issues will be reviewed. He assured the Board that he intends to turn his attention to it as soon as reasonably possible. BG.97-123b May 6th Provincial Budget Dr. Davenport highlighted the provincial budget announced on May 6 (see also Appendix 1).  Recognition of the importance of research in a modern economy  Establishment of the Research and Development Challenge Fund designed to attract matching funds for the Canadian Foundation for Innovation and funding from federal granting councils. Details are not yet clear. Universities are urging that the monies be managed in such a way to ensure that they support fundamental research done in universities, not only applied research.  New tax credits and deductions in support of research and development. An appendix to the budget addresses the importance of research and development and the importance of universities and university research to the province's future economy.  A 10% tax credit to private employers to encourage them to hire recent graduates  The Income Contingent Repayment Program (ICR) was not fleshed out in this budget; the latest advice is that it will be implemented in September 1998.  Two areas where more information is needed is the Public Sector Accountability Act and the issue of performance indicators. The Act, it is said, will require public sector institutions to show that they are using best practice techniques: CICA accounting system, issue an annual report, give performance indicators, chart performance against indicators.  As was the case last year, the government deficit projections are shown, with a decline to $0 in 2000-01. Again, there are no figures for revenues and expenditures beyond the 1997-98 budget year; therefore it is unknown what the forecasts are, only that since the tax cut is half-way to target, there will be another significant reduction in personal income tax revenues that will have to be factored as that deficit is driven from $7.5B from the year just ending down to $0. That implies some very large reductions in government expenditures. It is hoped that the deficit reduction policy can be carried out, but at the same time that the government can do the two things strongly recommended in the Smith Report: (1) putting more money into government grants to universities; and (2) strengthen the student loan system. BG.97-123c Mission to Asia The President elaborated on his recent trip to Asia, detailed on pages 2-3 of Appendix I. Mayor Haskett, who also went on the Asian trip, representing the City of London, described the mission as a very positive cooperative effort among the City, the London business community, and the University. The trip proved extremely beneficial to the business community, and the presence of representatives from Western assisted in raising the profile of the City. PROPERTY & FINANCE COMMITTEE [Appendix II] BG.97-124 1997-98 Organization Fees for Full-Time Students On behalf of the Property & Finance Committee, it was moved by R. Colcleugh, seconded by W. Gibson, That the Board of Governors approve the student organization fees for full-time students shown on Tables 1 and 2 (line 7) of Annex 1 to Appendix II. Dr. Colcleugh noted that although the net fee for full-time undergraduate students will increase only $3.47 for 1997-98, the base fee has increased $11.75 primarily because of lower enrolment. This is offset by a $10.21 reduction in the extended health care insurance plan fee. The Committee was concerned about the increase in the base fee, but nevertheless did approve the fees detailed in Tables 1 and 2 of Annex 1. Property & Finance was advised by the Vice-President (Administration) that there will be a review of the entire issue of student organization fees for both full-time and part-time students. Dr. Collins expressed the hope that where controls on fee levels can be exercised, they will be. Increases in any and all fees add to the cumulative financial burden that students must face, and may ultimately dissuade students from coming to Western. Mr. Bateman suggested that the Board should respect the fact that the fees are proposed by duly-elected student governments. If students were concerned about increases in student governance fees, they would voice that opinion at the respective student council. Mr. Keith referred Board members to Table 1 and pointed out that line 6 shows $50.00 for the Student Endowment Fund for 1996-97. In fact, that fee did not exist in 1996-97, so should have been reported as $0. The $50.00 charge in 1996-97 was part of the student ancillary fees; it was through action of the student organizations and the Board of Governors that the $50.00 ancillary fee was cancelled beginning 1996-97 and replaced by the Student Endowment Fee. Mr. Keith stated that he regretted he was unable to attend the Property & Finance meeting when the USC fees were debated, as he could have provided some details that would have helped the Committee understand how the $11.75 base fee increase came about. Decreasing enrolment is the biggest factor, a situation over which the student organizations have no control. The USC determined that they wanted to maintain certain services, even though the enrolment base is decreasing -- such activities as a free income tax clinic that served over 600 students in 1996. Occupancy charges in the UCC have been increasing by 5% per year, while the USC has held their base fee increases to the cost of living. Each year, over $600,000 from student organization fees is paid back to the University in the form of occupancy charges. Mr. Keith added that student organization base fees have taken up some slack in areas where the University no longer provides funding, such as the Mustang Marching Band, the choir, the Debating Society. He stressed that the University Students' Council provides a lot to students for the money charged. The $11.75 increase was a direct result of the USC holding increases over the past years to the cost of living in light of very uncertain funding and funding practices, largely due to renovations in the UCC, taking over operations in the UCC formerly managed by the University, and decreased enrolment. The increase was debated at length by the USC, and the final result was agreement that the base fee should be increased by $11.75. The USC has done its best to contain costs, and will continue to do so. The deficit on the UCC has been practically eliminated. Dr. Moran stressed that the University administration supports the motion, and recommended that the Board approve it. He reminded the Board, however, that decreasing enrolment is a problem that confronts the whole University. There was a conscious decision some years ago to decrease first year intake, and that has consequences for all units. The problems cited by Mr. Keith related to decreasing enrolment are felt acutely in the student fee funded units, and yet the ancillary fees were decreased in a number of those areas. The Provost acknowledged that student organization fees are different in that they are set by the student organizations, but they affect the overall cost of attending Western and therefore should be treated in a systematic way. He and the Vice-President (Administration) will be coming forward with a balanced set of recommendations that will give the Board a level of comfort in this area. Professor Lennon, referring to a recent article in the Globe and Mail, asked if it is true that the University Students' Council at Western is supporting a political party, the Education Party. Mr. Keith confirmed that Michael Rubinoff, a second year student at Western, is running for federal election as a candidate of the Education Party. Although the USC contributed to the Party, it is not directly involved. Mr. Parks expressed concern that the Property & Finance Committee might be of the opinion that the USC does not manage its affairs properly. He informed the Board that the audited financial statements were submitted to the University administration late because of difficulties in making the transition between accounting systems related to release dates of software, with the result that many monthly statements had to be corrected by the auditors, by hand. He disagreed with the suggestion at Property & Finance that the fee proposals had been submitted late to the University: they were submitted at the same time this year as in previous years. The delay in getting the proposal to Property & Finance was related to questions arising from the proposed student health plan for part-time students. Mr. Parks assured the Board that the University Students' Council as a corporate entity is very responsible, and is held to the same standards as any other corporation. Dr. Colcleugh, Chair of Property & Finance, assured the Board that the Committee had not drawn any negative conclusions about the management of the USC. The question was called and CARRIED. BG.97-125 1997-98 Student Organization Fees for Part-Time Students It was moved by R. Colcleugh, seconded by C. Weldon, That the Board of Governors approve the student organization fees for part-time students shown on Table 1 (line 7) of Annex 2, Appendix II. Dr. Colcleugh reported that the student organization fees recommended by the organizations are shown in Table 2 of Annex 2. The administration felt, for a number of reasons, that the recommendation to institute a health plan for part-time students is not appropriate at this time. The proposal before the Board is the administration's recommendation, which omits the health plan. The Committee agreed that the fee associated with the health plan is onerous and therefore could not support the recommendation proposed by the University Students' Council in this respect. The Provost elaborated on the reasons why the administration could not support the proposed health plan, principally because of the impact this compulsory (albeit opt-out) fee would have on students interested in attending the University on a part-time basis. Mr. Keith directed the Board's attention to Appendix II, Annex 2 -- a memorandum from Jim Walden, General Manager of the USC. He stressed that only those part-time students who attend classes on the main London campus or at the affiliated Colleges would be eligible to participate in the health plan, since they are the only students who pay USC fees. Therefore, the electorate in the referendum should be viewed as 3,327 (those within a 40 km radius of London) -- not the 5,125 who were mailed the ballot. He asserted, therefore, that 706 ballots returned amount to over 20%, with an overwhelming vote in favor of the health plan for part-time students. The USC has set numerous fees as a direct result of conducting referenda. Mr. Keith expressed dismay that the Board would reject that precedent when dealing with this issue. BG.97-125a It was therefore moved by C. Keith, seconded by R. Parks, That the motion be amended to read: "That the Board of Governors approve the part-time student organization fees shown on Table 2 of Annex 2." In response to a question from Mr. Taylor, Mr. Keith said he does not know how many part-time students do not have extended health care coverage. He was able to report that this past year part-time students could opt in to the full-time students' plan on a one-time basis, and 300 did. Their claims percentage was lower than those of full-time students. Ms. Weldon stated that she is a strong supporter of referendum results, but in this case the required return rate was not met and therefore the referendum could not be regarded as valid, according to the USC's own rules. She disagreed with Mr. Keith's claim that the ballot return rate should be interpreted as over 20%. Had the USC been able to poll the appropriate population, obtain a return rate that meets the 20% requirement, and garner a positive vote on the health plan proposal, she would support the amendment. But in light of the 14% return rate from the population sent ballots, she would vote against the amendment. In response to a question, Mr. Keith said he is unaware of the background to the requirement that 20% participation is required to validate a referendum: it is in the USC's by-laws. In the USC's reckoning, 706 ballots represent over 20% of the 3,327 mail-outs within a 40 km radius, and it was on that basis that the USC promoted its recommendation for instituting a supplementary health care plan for part-time students. The Chair pointed out, however, that it is not clear that the 706 voters are all from the eligible group of 3,327. The Chair summarized that the Property & Finance Committee had not been sanguine with the idea of instituting the part-time student health plan because (a) there had been inadequate participation in the referendum, according to the USC's own rules; and (b) it may be detrimental to part-time enrolment. Because there is no time to examine more closely the willingness of part-time students to participate in such a plan before the fall term, the Committee determined that it would recommend that the plan not be introduced at this time. It is expected that more information will be gathered, including an opportunity for the USC to make a presentation to the Campus & Community Affairs Committee in October, which could lead to the introduction of the plan later. The AMENDMENT was called and was DEFEATED. The question on the MAIN MOTION was called and CARRIED. BG.97-126 Infrastructure Program - Proposed Projects Dr. Colcleugh drew the attention of the Board to the information about potential opportunities under the new Infrastructure Works Program. The criteria for participation in the program have not yet been announced, but it is expected that the cost allocation to Western and its three affiliated Colleges will be approximately $3.675 million to be contributed in equal portions by the Federal government, Provincial government, and the University. There are two projects currently underway -- the Social Science Centre Animal Quarters Project ($1.8 million) and the Chemistry Fumehood and Mechanical Upgrade Project ($3.5 million) -- but it is likely that the University will be required to identify new projects. The proposed new projects would be renovations to Middlesex College, including those to accommodate the new Faculty of Communications and Open Learning ($3 million), and renovations to the main floor and basement of The D.B. Weldon Library ($2.5 million). BG.97-127 Report on Scholarships The Board received for information the report on scholarships contained in Annex 3 of Appendix II. CAMPUS & COMMUNITY AFFAIRS COMMITTEE [Appendix III] BG.97-128 Policy on Advertising and Commercial Activity Referring to the proposed policy on Advertising and Commercial Activity (Annex 1 to Appendix III), Mr. Etherington corrected a typographical error: 2.00 (a) should read: "...for the sole purpose of promoting a corporation or its product." On behalf of the Campus and Community Affairs Committee, it was moved by J. Etherington, seconded by J. Starkey, That Policy 1.12 - Advertising and Commercial Activity (Annex 1) replace: Policy 1.8 Committee on Business, Advertising, Charitable and Promotional Activities on Campus (BACPAC); and Policy 1.12 Commercial Activities on Campus Mr. Etherington stated that the proposed policy is intended to apply to external advertising, not to advertising generated within the University itself. One of the more significant aspects of the policy is at section 11.00 which provides that 50 per cent of net revenue from any advertising will be directed to student awards, with the balance going to the unit involved with the advertising or commercial activity. Mr. Etherington noted the restrictions listed in sections 15.00 - 17.00, and in particular the prohibitions set out in section 17.00. In response to questions about the applicability of this policy to advertising in student publications, such as The Gazette, the Board was informed that the policy would not apply, as these are governed by the corporation of the University Students' Council. Dr. Collins expressed a general uneasiness with the potential influence advertising and commercial activity might have on the University, and a particular concern about the statement that the University "is committed to seeking corporate support for its academic mission." She asked for reassurance that the University's need for money will not become so overwhelming that we would do almost anything to get it. In response, Dr. Davenport assured the Board that the University would not abandon its academic mission in order to obtain corporate resources. A major reason for developing this policy is to provide a context for making decisions on the numerous requests the University receives from those wanting to advertise on campus. Dean Stokes reported that he has been assured by Mr. Garrard that this policy does not apply to activities within academic units that might be construed to involve advertising, sponsorship, or commercial activity. An example would be advertising the sale of disposable assets of the unit. Dr. Hewitt urged that the Board of Governors be involved much earlier than in the past in discussions where corporate sponsorship may result in the naming of buildings. She cautioned against commitments being made during negotiations for corporate donations unless the Board has given prior approval. Otherwise the Board is put into an uncomfortable position if it objects to the naming. The question was called and CARRIED. BG.97-129 Ethical Issues Related to the Acceptance of Advertising, Gifts, Bequests and Research Grants As requested by the Board of Governors at an earlier meeting, the Campus and Community Affairs Committee discussed ethical issues related to the acceptance of advertising, gifts, bequests and research grants from controversial companies such as manufacturers of alcohol or tobacco products. The Committee's report on that discussion appears on page 2 of Appendix III. BG.97-130 Conduct of Public Hearings by the CCAC Mr. Etherington reported that the CCAC has adopted a set of guidelines for the conduct of public hearings with the objective of ensuring an opportunity for a full and fair hearing of the issues brought to the CCAC by individuals or components of the University, from campus organizations, or from the general community under the recently-revised terms of reference of the CCAC. A summary of the guidelines appears in Exhibit III (page 1). Mr. Etherington pointed out that after the Committee has heard all of the information presented to it in a public meeting, it will make its decision in closed session. In each case, however, the presenter will be informed as soon as possible after the meeting of the course of action to be taken, with reasons. SENIOR OPERATIONS COMMITTEE [Appendix IV] BG.97-131 Presentation by Dr. Tim Walzak Ms. Weldon reported that, in response to a suggestion made at an earlier Board meeting, Dr. Tim Walzak will make a presentation to the Board about the Research Park at an informal meeting to be held on June 26, 1:30 - 3:00 p.m. BG.97-132 Appointments to Student Court On behalf of the Board of Governors, the Senior Operations Committee has made the following appointments to Student Court, a body mandated under the Student Disciplinary Code: Justice Commissioner: Mark Hynes (term to April 30, 1998) Chief Magistrate: Gary Bennett (term to April 30, 1998) Chief Magistrate Designate: Bruce Curran (for the summer of 1997) Magistrates (summer 1997): Andrew Baker, Robert Gazdag, Brian Hurren, Jason Park Prosecutors (summer 1997): Gayle Jones, Michael Carnegie, Szab Gall Dr. Hewitt expressed concern that only one member is female. The Secretary of the Board advised that those appointed to Student Court were recommended by the Justice Commissioner, in accordance with the requirements of the Student Disciplinary Code; there were no other names submitted at this time. It is expected that further appointments will be made in September. Mr. Ryans and Mr. Keith confirmed that not many law students volunteer for Student Court and it is particularly difficult to recruit members to serve during the summer. BG.97-133 Board Representative - Student Services Committee [BG.97- 105] At the April meeting, the Board approved the recommendation of the Student Services Committee and the Campus and Community Affairs Committee that the representative of the Board of Governors appointed to the SSC be neither a student nor a member of the administration. Accordingly, the Senior Operations Committee has appointed Wally Gibson to serve on the SSC in 1997-98. ITEMS REFERRED BY THE SENATE [Appendix V] BG.97-134 HBA-BESc Concurrent Degree Program The Senate has approved the introduction of a third option in the Department of Civil and Environmental Engineering, Option C: Civil Engineering and Management, and a limited enrolment concurrent degree program has been established between the Ivey School of Business and the Faculty of Engineering Science, leading to the HBA and the BESc degrees after five years of academic studies. BG.97-135 1996-97 Winner of The Marilyn Robinson Award for Excellence in Teaching Dr. Davenport announced that Professor Jeff Tennant of the Department of French has been selected as the first recipient of The Marilyn Robinson Award for Excellence in Teaching. QUESTIONS FROM MEMBERS BG.97-136 Post-Convocation Reception Mr. Parks asked whether it is true that the post-convocation reception has been cancelled. As a graduating student this Spring, he was concerned that this traditional event might not occur. The reception has been hosted by the Alumni Association in the past. Mr. Garrard stated that the revenue base of the Alumni Association has been reduced by two-thirds, largely due to the discontinuation of an affinity program with a long distance telephone provider, so some difficult choices had to be made. The Association determined it would continue to provide support for student recruitment activities and such programs as the Alumni Ambassador Program and Spring Recruitment Program. The Association will also continue to provide grants to various campus organizations; last year the Association provided $20,000 to such organizations as the Marching Band and the Debating Society. Surveys conducted of those who have attended reveal that there is no discernable link between the reception and the Alumni Association. It was therefore determined that the $20,000 required to sponsor the event should be directed toward other initiatives. After a lengthy discussion, the President agreed to provide funds to ensure that there will be post-convocation receptions this spring. ____________________ ____________________ W.W. Peel J.K. Van Fleet Chair Secretary