BOARD OF GOVERNORS MINUTES FOR THE MEETING OF SEPTEMBER 24, 1998

As approved at the October 29, 1998, meeting of the Board of Governors. The "in camera" portion of the minutes have not been included. 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. R Bateman, Dr. W.A. Bridger, Mr. S. Castiglione, Dr. P. Davenport, Mr. J. Etherington, Mr. T. Garrard, Ms. S. Grindrod, Mr. W. Gibson, Ms. R. Ivey Thom, Prof. M. Lennon, Warden D. McDonald, Mr. D.J. McDougall, Dr. P. P. Mercer, Dr. G. Moran, Mr. M. Pickard, Mr. M. Rubinoff, Prof. J. Starkey, Dr. J.L. Stokes, Dr. A. Weedon, Ms. C. Weldon, Ms. L. Whittaker.

BG.98-171 Minutes of the Previous Meeting

The minutes of the meeting of June 25, 1998, were approved as circulated.

BG.98-172 Business Arising from the Minutes

BG.98-172 Women on Faculty [BG.98-139]

Dr. Davenport responded to a question raised at the June meeting with respect to the number of women on faculty at Western. Dr. Davenport reported that in 1994-96, 36.7% of Western's new faculty were female, which is consistent with Western's record over the last decade, although lower than the period 1991-93 when 41% of new hires were women. One of the key comparators is how 36.7% of female appointments compares to PhDs awarded to women in Canada during that same period. During that period, women earned 32.1% of the PhDs awarded in Canada, which means that Western has been about 5 percentage points above the PhD graduation rate; this has been the case since 1985. A graph illustrating the figures presented by the President is attached to these minutes as Appendix 1. Dr. Davenport clarified that the statistics cited relate to women appointed to initial probationary appointments at the Assistant Professor level.

Ms. Weldon asked whether there is reasonable representation of women to senior academic administrative appointments, such as Department Chairs and above. Dr. Moran responded that there are many fewer women than men in these positions, but this may be in part a reflection of the fact that there are fewer women in the senior professorial ranks. A real effort must be made to attract women to these positions.

BG.98-173 REPORT OF THE PRESIDENT [APPENDIX I]

BG.98-173a University Planning and Budget Update

Dr. Moran advised that the guidelines for 1999-2000 budget planning will soon be distributed to deans and budget heads. He described the consultation process and timetable that will be followed through the winter, including regular reports to the Senate Committee on University Planning and the Board's Property & Finance Committee. He outlined the anticipated context for the 1999-2000 budget:

Revenues: The two-year government announcement promised a freezing of grants, but there is some uncertainty as to how OSAP funding and pay equity allocations may affect government grants. Tuition levels for 1998-2000 were approved last spring for a majority of programs, but in some cases 1999-2000 fees will not be set until next spring. Enrolment levels are expected to be within the target range set last year, although perhaps at the low end of the range. The only significant increases in revenue will come from tuition. Unlike last year, we cannot expect to draw on unallocated investment revenue.

Expenses: Student support represents a large commitment by the University. There is also a deferred maintenance commitment. There is a negative carry-forward from 1998-99 of approximately $2 million, largely attributable to revenue shortfalls in tuition projections for this year. The largest unknown and largest liability will be in employee wages. Almost all employee groups are engaged in negotiations with the University and there is a legitimate expectation for increases in remuneration among our employees. A reasonable rule of thumb is that for every 1% increase in salary, there will be a $1.5 million draw on the budget. Some of the new tuition revenue will be dedicated to program expansion in a number of areas, particularly to the HBA program, Medicine, Dentistry, and to some degree, Engineering Science. Library acquisitions represent approximately $8 million per year and have been severely affected by the decline in the value of the Canadian dollar. Student recruitment will continue to be a high priority in an effort to attract the best students.

All units will be asked to model a budget reduction for the purpose of planning discussions; the amount of the cut has not yet been set. At the end of the budget planning period, unit budgets will be assigned differential budgets based on the units' needs and the ability of the University's resources to support them. Dr. Moran cautioned that 1999-2000 will be a difficult year for all units.

Dr. Mercer reminded the Board that Western does not have a pension surplus and the ability to seek agreements on a contribution holiday. Many universities have very substantial pension surpluses, and despite the market fluctuations experienced over the last few months, they have been able over a period of time to take what amounts to permanent contribution holidays, in some cases for amounts equivalent to 10% of their operating budget. Western does not have that luxury because employees' defined contribution pension plans vest fully with the employees. This puts Western at a comparative disadvantage. Modelling a budget cut is necessary because there are critical needs to manage the University's deferred maintenance problem, broadly stated -- salaries, physical plant, and systems. This means that the numbers are somewhat "soft"at this time. For example, the administrative software upgrade (PeopleSoft) requires support, but it is difficult at this point to evaluate what support will be required. But these are critical matters and consequently, it is unlikely that the administration has overestimated in their initial analysis the amount of money that will be required. The senior administration very much regrets that units must be asked to model a budget cut, and recognize that this will be very dispiriting.

BG.98-173b Meeting with the Minister of Education and Training

Dr. Davenport reported that he, along with the President of the Faculty Association and the President of the University Students' Council, met with the Honorable David Johnson, Minister of Education and Training, on August 20. The discussion focused on two issues: faculty recruitment and student assistance. An outline of the specific points raised with the Minister is attached to Appendix I. Dr. Davenport, Professor Varpalotai, and Mr. Armour are working on a more detailed proposal on faculty recruitment that will be submitted to the Minister. This involves a commitment by the Province to increase the number of faculty members in the province by about 2000 over the next five years. Dr. Davenport stressed that there are many other needs at Western beyond faculty recruitment. One of the benefits of obtaining additional funds for hiring faculty would be that we could stop cutting in support units and begin hiring in those areas again.

BG.98-173c International Academic Activities

Dr. Davenport outlined his international academic activities during July, August, and September. These included travel to France, Andorra, Russia, Malaysia, and Hong Kong. He spoke in some detail about his visit to Russia, September 9-17. On September 21, Dr. Davenport and other representatives of Western and London attended the official opening of the Cheng Yu Tun Management Institute of the Richard Ivey School of Business in Hong Kong.

REPORT OF THE BY-LAWS COMMITTEE [Appendix II]

BG.98-174 Amendments to By-Law No. 1

Notice of amendments to By-Law No. 1 was given at the June meeting of the Board.

BG.98-174a Rescind Change to By-Law No. 1 of the Board - Quorum

On behalf of the By-Laws Committee, it was moved by S. Castiglione, seconded by J.L. Stokes,

That the Board rescind the following change to By-Law No. 1 which was approved in April 1997 (BG.97-102):

F. QUORUM

1. A quorum of the Board consists of nine members, of whom at least five shall be members appointed or elected under clauses (b), (c), (d), and (h) of Section 9.(1) of the Act.

And reinstate the original quorum of "ten members, of whom at least five shall be members appointed or elected under clauses (b), (c), (d), and (h) of Section (9.)(1.) of the Act."

CARRIED

BG.98-174b New Provision - By-Law No. 1, Section C

It was moved by W. Gibson, seconded by L. Whittaker,

That By-Law No. 1 of the Board of Governors be amended by the addition of the following provision as new C.5 (with current C.5 to be renumbered C.6)

.5. Pursuant to Section 17 of the University of Western Ontario Act (1982, as revised in 1988), no member of the Board of Governors whose salary is paid under a collective agreement or Memorandum of Agreement between the University and a union or employee association may serve as a member of any team negotiating matters related to the remuneration or benefits, terms of employment, rights or privileges available to employees in a class or group of employees of the University.

CARRIED

BG.98-174c Amendment to By-Law No. 1, Sec. E.7

It was moved by C. Weldon, seconded by S. Castiglione,

That By-Law No. 1, section E.7 dealing with voting, be amended as follows:
E.7. Each member shall have one vote except the Chair may vote only when the vote is by ballot or to break or create a tie, but if the Chair creates a tie, the Chair cannot break it. Voting may be by show of hands or by assumed consent where no dissent is voiced. A resolution signed by all members of the Board shall have the same force and effect as if passed at a regularly constituted meeting of the Board.
CARRIED

BG.98-175 Special Resolution No. 1-C - Development & Fund Raising Committee

It was moved by J. Etherington, seconded by D. McDougall,

That the composition of the Development and Fund Raising Committee (Section 3 of Special Resolution 1-C) be amended as shown below:

The membership of the Committee shall be:

The Chair of the Board
The Vice-Chair of the Board
The Chancellor
The President
The Vice-President (External)
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

CARRIED

BG.98-176 Special Resolution No. 3 - Banking

It was moved by J. Stokes, seconded by W. Gibson,

That the Banking Resolution (Special Resolution No. 3) be amended by the addition of the Director of Pensions & Benefits to the list of signing authorities for cheques in section 3., Group "B".
CARRIED

BG.98-177 Special Resolution No. 9 - Election Procedures

It was moved by A. Weedon, seconded by W. Gibson,

That the following amendments be made to Special Resolution No. 9 (Election Procedures):

Faculty-at-Large Constituency

Note: No member of the Board of Governors whose salary is paid under a collective agreement or Memorandum of Agreement between the University and a union or employee association may serve as a member of any team negotiating matters related to the remuneration or benefits, terms of employment, rights or privileges available to employees in a class or group of employees of the University.

Administrative Staff Constituency

Note: No member of the Board of Governors whose salary is paid under a collective agreement or Memorandum of Agreement between the University and a union or employee association may serve as a member of any team negotiating matters related to the remuneration or benefits, terms of employment, rights or privileges available to employees in a class or group of employees of the University.

Graduate Student Constituency

Note: No member of the Board of Governors whose salary is paid under a collective agreement or Memorandum of Agreement between the University and a union or employee association may serve as a member of any team negotiating matters related to the remuneration or benefits, terms of employment, rights or privileges available to employees in a class or group of employees of the University.

Faculty Elected by Senate

Note: No member of the Board of Governors whose salary is paid under a collective agreement or Memorandum of Agreement between the University and a union or employee association may serve as a member of any team negotiating matters related to the remuneration or benefits, terms of employment, rights or privileges available to employees in a class or group of employees of the University.

CARRIED

BG.98-178 Special Resolutions No. 1-J and 1-K - Academic and Administrative Staff Pension Boards

The By-Laws Committee has approved minor changes to Special Resolutions No. 1-J (Academic Staff Pension Board) and 1-K (Administrative Staff Pension Board). In Section 5 of both resolutions, "The Assistant Vice-President (Human Resources) (or a designate)" has been changed to "The Senior Director (Human Resources) (or a designate)" to reflect a position title change that occurred some time ago.

BG.98-179 Board of Governors Election Schedule 1998

The Fall 1998 Board of Governors election schedule for faculty, staff, and undergraduate constituencies is detailed in Appendix II.

REPORT OF THE PROPERTY & FINANCE COMMITTEE [APPENDIX III]

BG.98-180 Tuition Fee: International Students in the Graduate Program in Family Medicine

On behalf of the Property & Finance Committee, it was moved by C. Weldon, seconded by A. Weedon,

That the 1998-99 tuition fees for international students in the graduate program in Family Medicine be:
Annual Fee Term Fee
Full-time $17,700 $5,900
Part-time $ 8,850 $2,950
CARRIED

Dr. Moran explained that the graduate program in Family Medicine is fairly small. It is offered entirely over the Internet.

BG.98-181 Internship Fees

It was moved by C. Weldon, seconded by L. Whittaker,

That beginning in 1999-2000, students in Computer Science, Actuarial Science and Administrative and Commercial Studies who accept an internship position be charged a fee of $350, and
That the Engineering Industry Internship Program fee be increased to $650 for 1999-2000 and to $700 for 2000-2001.
CARRIED

With reference to the Ivey School's long-standing recruitment program, Ms. Ivey Thom asked if there is any precedent for the employers to contribute to the cost of the recruitment program, given that they benefit from these activities. Dr. Moran responded that he is unaware of any charge to the recruiting companies by the Ivey School.

BG.98-182 Student Fees Policy

It was moved by C. Weldon, seconded by J. Starkey,

That the Board approve revised Policy 2.4 - Student Fees shown in Appendix III, Annex 1-A.

Ms. Weldon reported that the Property & Finance Committee discussed the revised Student Fees policy at length, in particular with respect to its relationship to the Student Services Committee Protocol. That discussion is detailed in the Committee's report.

Mr. Bateman observed that diplomas are covered by tuition fees under the current policy, but omitted from the list in section 1.01. The Secretary of the Board confirmed that the cost of diplomas is covered by tuition fees, although a separate fee is charged for replacement diplomas. It was agreed that "diplomas" will be added into section 1.01 unless it is determined that this amendment presents a problem.

(Secretary's Note: "diplomas" has been added to section 1.01 re tuition fees and "replacement fee" has been added to section 1.03 (re supplemental fees).

The question was called and CARRIED.

BG.98-183 Moving Allowances Policy

It was moved by C. Weldon, seconded by J. Starkey,

That the Board approve the revised Moving Allowances policy (Policy 2.17) as shown in Appendix III, Annex 2.
CARRIED

BG.98-184 1997-98 Budget Indicators

Each spring the annual Operating Budget contains references to four important indicators: the Carryforward Reserve, the Operating Reserve, Operating Revenue, and Student Aid, along with preliminary estimates of those figures for the fiscal year just ending. Table 1, distributed at the meeting, shows the final values for these indicators for 1997-98 and historical data back to 1983-84. Details about the four budget indicators are provided on page 4 of Appendix III.

BG.98-185 Quarterly Financial Report - Basic Operating Funds

The quarterly financial report on basic operating funds is provided in Annex 3 of Appendix III.

BG.98-186 Report of the Investment Committee

The report of the Investment Committee appears in Annex 4 of Appendix III.

BG.98-187 Report on Environmental and/or Safety Incidents

The Board received for information a report on a small sewage leakage from a UWO-owned, cracked concrete sanitary sewer line into a storm sewer. This was repaired in August and the leakage stopped. However, more significant, permanent repairs may be required in fiscal year 1999-2000.

BG.98-188 Report on Scholarships

Annex 5 to Appendix III contains the report on new and revised scholarships, awards, and prizes that have been approved by the Property & Finance Committee on behalf of the Board of Governors.

REPORT OF THE AUDIT COMMITTEE [APPENDIX IV]

Ms. Weldon reported that the Audit Committee has been reflecting on areas of exposure for the University, two of which are discussed in detail in Appendix IV -- an update on the PeopleSoft Administrative Application Software and an update on Year 2000 problems (Y2K). Ms. Weldon stated that although these reports are presented to the Board for information, they are as significant as recommendations and warrant the Board's attention.

BG.98-189 Update: PeopleSoft Administrative Application Software

Details on the status of implementation of the Human Resources System (HRIS), the Financial System, the Student Administration System (HE1) and the Advancement System (AS) appear in Appendix IV. The report also provides information on the new PeopleSoft Resource Centre and PeopleSoft project expenditures -- capital and implementation costs.

BG.98-190 Years 2000 (Y2K) Update

The University has had a strategy for dealing with issues surrounding Year 2000 problems since 1995 when it began a review of its core administrative systems. Senior University Administrators, including the President, Vice-President (Academic) and Vice-President (Administration), are aware of the potential problem and have been pro-active in supporting all approaches addressing potential Year 2000 problems.

The University's primary administrative/business systems are its Human Resources, Financial, Student Administration and Advancement/Alumni systems. These systems embody key functions and information needed for the ongoing operation of the University. There are also a number of secondary systems involving facility tracking, physical plant, housing, etc.

Appendix IV provides a brief overview of the University's current status of its Year 2000 initiatives in the following areas: Core Administrative and Business Systems; Secondary Administrative and Business Systems; Desktop and Local Systems; External Organizations; Year 2000 Awareness; and Future Action.

REPORT OF THE SENIOR OPERATIONS COMMITTEE [APPENDIX V]

BG.98-191 Selection Committee - Director of Industry Liaison

Mr. M. Pickard was elected to serve on the Selection Committee for a Director of Industry Liaison.

BG.98-192 Board Membership

Dr. Robert Colcleugh has been reappointed to the Board of Governors by the Alumni Association for a second four-year term ending September 18, 2002.

BG.98-193 Appointments to Student Court

The Senior Operations Committee, on behalf of the Board, has appointed the following Magistrates and Prosecutors.

Magistrates:

Rumana Alam (Law III)

Andrew Tam (Law III)

Samir Khan (Law III)

Christine Kish (Law III)

Susan Whelan (Law III)

Laura Slater (Law III)

Charlie Chang (Law II)

Erin Melrose (Law II)

David Palumbo (Pol. Sci. III)

Shelly Mohammed (Phil. IV)

Nick van Velzen (Law II)

Derek Pattison (Law II

Sam Ierullo (Law II)

George Bragg (Comp. Sci. III)

Prosecutors:



Liz Usprich (Law II)

James Satin (Law III)

Michael Bayer (Law III)

Peter Spiliotopoulos (Law III)

Laura Hillyer (Law III)

Alex Mladenovic (Law III)

Dean Sgouromitis (Law III)



REPORT OF THE McINTOSH GALLERY COMMITTEE [APPENDIX VI]

BG.98-194 Statement of Financial Transactions for the Year Ended April 30, 1998 - McIntosh Estate

On behalf of the McIntosh Gallery Committee, it was moved by M. Lennon, seconded by

S. Grindrod,

That the Board approve the statement of financial transactions (Appendix VI, Annex 1) for the year ended April 30, 1998, in respect to income received by The University of Western Ontario from the McIntosh Estate.
CARRIED

BG.98-195 Appropriations for the Year Ending April 30, 1999

It was moved by M. Lennon, seconded by W. Gibson,

That the Board approve appropriations from the McIntosh Estate funds for the year ending April 30,1999, as follows (details are shown in Appendix VI, Annex 2):
I. Prizes and Scholarships
Geography $ 520.00
Business Administration $ 680.00
Public Speaking $ 660.00
II. Promotion of Music $6,637.40
Pictures $4,000.00
TOTAL $12,227.40
CARRIED


BG.98-196 McIntosh Gallery Committee Membership

It was moved by M. Lennon, seconded by S. Castiglione,

That the terms of the following members-at-large be renewed (for one year, to October 31, 1999): Dino Bidinosti, Dalin Jameson, Jim Moscovich and Ian Tripp.

CARRIED

BG.98-197 Chair of the McIntosh Gallery Committee

The McIntosh Gallery Committee recently named Professor Patrick Maynard as Chair of the Committee.

BG.98-198 Size and Value of the University Art Collection

As of December 31, 1997, there were 2,314 works in the McIntosh Gallery Collection, with an appraised value for insurance of $7,090,002.

ITEMS REFERRED BY SENATE [APPENDIX VII]

BG.98-199 Delegation of Authority on Committees Mandated Under Conditions of Appointment

On behalf of Senate, it was moved by P. Davenport, seconded by L. Whittaker,

That for the duration of negotiations of a first contract with the UWO Faculty Association:
(a) the Acting Assistant Vice-Provost (Academic Affairs), Dr. Donald Janelle, be authorized to serve on behalf of the Provost & Vice-President (Academic) on committees mandated under Conditions of Appointment, effective October 1, 1998; and
(b) that the Associate Deans of Graduate Studies, Dr. N. Kuiper and Dr. W. Flintoff, be authorized to serve on behalf of the Dean of Graduate Studies on the Senate Committee on Promotion & Tenure when necessary.

Professor Starkey asked about the legal status of Conditions of Appointment. Given that Conditions is a negotiated document, he asked whether the Board can unilaterally substitute people, or must substitution be by agreement with the Faculty Association. Dr. Mercer explained that the provisions of Conditions of Appointment still apply pending determination of the first union contract with the Faculty Association. Therefore, unless there is prohibition under Conditions of Appointment, duties can be delegated as long the delegation fits within the terms of "Definitions" 11 and 12, as do the above recommendations.

The question was called and CARRIED.

BG.98-200 Appointments Procedures: Selection Committees

It was moved by P. Davenport, seconded by C. Weldon,

That, for the duration of negotiations of a first contract with the UWO Faculty Association, the Dean of Graduate Studies be permitted to name an Associate Dean of Graduate Studies to serve on a selection committee where the Dean of Graduate Studies is identified as an ex officio member.

CARRIED

BG.98-201 Appointments Procedures:  Section V - Director of Industry Liaison

It was moved by P. Davenport, seconded by D. McDougall,

That Section V of Appointments Procedures -- currently entitled Director of Industry Liaison & Director of the UWO Research Park -- be renamed and amended to remove reference to "Director of the UWO Research Park.

CARRIED

BG.98-202 MClSc Program in Occupational Therapy to Replace the BSc (OT)

It was moved by P. Davenport, seconded by J. Starkey,

That effective September 1, 1998, a Master of Clinical Science (MClSc) Program in Occupational Therapy be introduced, and,
That the Bachelor of Science in Occupational Therapy [BSc(OT)] Program be withdrawn as a result.

CARRIED

BG.98-203 PhD Program in Rehabilitation Sciences

It was moved by P. Davenport, seconded by J. Starkey,

That effective September 1, 1998, a PhD Program in Rehabilitation Sciences be introduced.
CARRIED

BG.98-204 Annual Report of the University Research Board

The Annual Report of the University Research Board is provided in Appendix VII, Annex 1.

BG.98-205 Honorary Degree Recipients - Fall Convocation 1998

The Honorary Degree Committee of the Senate has announced that the following persons will be honored by conferment of honorary degrees at Fall Convocation 1998: Thursday, October 22, 3:30 p.m., Bjarni Tryggvason, D. Sc., Friday, October 23, 10:00 a.m., Carol Shields, D. Litt., and 3:30 p.m., Claude Pensa, LL.D.

BG.98-206 Convocation Dates 1999

Spring 1999 Convocation Dates will be:

Fall 1999 Convocation Dates will be:

BG.98-207 Appointments

A list of recent senior administrative appointments appears on pages 4-5 of Appendix VI.

QUESTIONS FROM MEMBERS

BG.98-208 Board Operations

Ms. Ivey Thom recalled that two years ago the Board undertook to review its operations with a view to focusing on policy and reducing the number of routine approval items that come to the Board. She asked if this review is an ongoing activity. She cited the Moving Policy as appearing to be a routine matter that may not warrant the attention of the full Board.

The Secretary of the Board reported that a number of policies have been under review to reduce the number of items that require Board approval per se. The last policy scheduled for formal review is the Student Fees Policy which was revised by the Board today. Beyond that, there is no ongoing formal review of Board operations. With respect to the Moving Policy, Board approval was required because some of the changes made were changes in policy. Had the changes been only a matter of updating the policy, such as increasing the average household weight from 3,500 kilograms to 4,000 kilograms, they could be enacted on approval of the President. The Chair invited Board members to identify items that come before the Board that they believe should not require full Board approval; in these instances the relevant policy can be reviewed and perhaps revised to delegate approval authority to a committee or officer.

Signed by:

W.W. Peel, Chair
J.K. Van Fleet, Secretary of the Board