OPEN
SESSION MINUTES
TRENT UNIVERSITY BOARD OF GOVERNORS
June 15 , 2005
Present: Governors:
J.R. Morden (Chair), P.A. Brieger, D.B. Brown, R. D. Butterworth, C.
Dickinson, J.C. Dudas, M.J. Gough, D. J. Kennett, P.M. Lafleur, A.P.
Lopes, L. McDonald, D. L. Morton, B.M. Patterson, C.A. Rabinovitch,
K.M. Ramsay, G. W. Ross, W.J. Saunderson, F. G. Sherratt, P.H.
Southern, E.W.H. Tremain, L. Vernon, J.D. Young; Honorary Governors: J.D. de Pencier; Governors Elect: R. Johnston, D. Nichols; Visitor: C. Sproule; Vice-Presidents:
S. Apostle-Clark, S. Mackle, D. O'Leary; G. Brownscombe (Director of
Financial Services), D. Cumming (Senior Director, Public Affairs); W.
Gibson (Human Resources Advisor); N.E.S. Smith (Secretary); S. Bartsch
(Recording Secretary)
Minutes.
The Minutes of the Open Session of April 29, 2005 were approved as
amended to include the following account of comments by the Chair on
the Review of the Agreement between the University of Ontario Institute of Technology (UOIT) and Trent University:
“The Chair expressed strong disappointment with Dr. Downey’s report
noting that it was too process-driven and that its recommendations,
from Trent’s point of view, were weak”.
Chair’s Remarks.
The Chair, who was completing his first term of office, thanked members
of the Board for their volunteer efforts and reflected on Trent’s
achievements over the previous three years. He noted in particular the
University’s success in research, fundraising and the delivery of
high-quality education to the double cohort of students. During this
time, the budget had been balanced and some of the accumulated deficit
paid down. Other milestones included the development of the
University’s strategic directions, new and improved sports facilities,
master plan initiatives for both athletics and the endowment lands and
complex new partnerships for projects such as the locks development and
DNA facility which would also serve a broader community interest. The
Chair observed that engaging the President for a second term was a
vital factor in moving the University forward. He thanked members for
their involvement in the Board’s recent reviews and ongoing monitoring
of investment management, risk management and statutory compliance.
Board initiatives for the Chair’s upcoming term would include design of
the next major capital campaign, approval of a plan for development of
the endowment lands, review of the capital development strategy and
completion of the branding/positioning exercise.
The Chair welcomed members-elect Debra Nichols and Richard Johnston who would be joining the Board on July 1.
President’s Report.
The President called attention to her written report, provided an
update on the Ministry’s proposed accountability framework and reported
that details on transfer payments to the universities were expected by
the end of August. She indicated that the capital program would be
loans-based and would focus on the expansion of facilities for graduate
studies and medical programs. It was unlikely that, with these
priorities, the government would fund the design of a building for
Trent on the Durham campus. Preliminary enrolment figures were tracking
well against projections but given the competitive environment, the
University would need to maintain a strong focus on conversion
activities over the summer. The President expressed appreciation to
members of the senior administrative team for their effort and support
during the previous year.
Health and Safety Policy.
The Board considered an updated health and safety policy designed to
set out more clearly the University’s hazard prevention framework and
the responsibilities of each member of the University community with
respect to health and safety. Vice-President O’Leary indicated that the
development of the new policy and restructuring of the University’s
health and safety groups was generating renewed interest in health and
safety activities including training. The President noted the need for
faculty to view themselves as managers within the terms of the
legislation. Following questions and discussion, the Board resolved:
THAT the April 27, 2005 Trent University Health and Safety Policy (attached as Appendix A to the master copy of these Minutes) be adopted by the University effective September 1, 2005.
2004-2005 Health and Safety Report.
Vice-President O’Leary called attention to the annual health and safety
report and noted that in the previous 12 months, the University had
stepped up its workplace inspections and training programs, kept WSIB
claims under control and improved the return-to-work program. He
confirmed that the University was in full compliance with all
applicable health and safety legislation. When asked about any areas of
concern, Health & Safety Officer Bill Gibson noted that the Health
& Safety Committee would be examining some questions received
concerning snow removal in parts of the campus and the training level
of individuals undertaking non-scientific work in active science labs.
Investment Policies, Faculty SRA Fund and Special Investment Fund.
The Chair of the Investment & Audit Committee reminded the Board
that in the fall term, the Committee had reviewed the investment
structure of the faculty Supplemental Retirement Arrangement (SRA) and
Special Investment Funds. The Committee had recommended that the SRA
continue to be managed in accordance with the Board’s pension fund
investment policy, but that the Special Investment Fund be managed with
a somewhat different asset mix to reflect the shorter time horizon of
the closed program that it supported. Formal policy documents had been
developed for each of the funds and would be provided to the fund
manager(s) once approved. On the recommendation of the Investment &
Audit Committee, the Board resolved:
THAT Special Resolution II.5 (Statement of Investment Policies and Procedures, Trent University Special Investment Fund, May 2005) as amended to correct one typographical error, and Special
Resolution II.6 (Statement of Investment Policies and Procedures, Trent
University Supplemental Retirement Arrangement Fund, May 2005), attached as Appendices B and C to the master copy of these Minutes, be approved.
Memorandum of Understanding with City of Peterborough.
The Chair of the Finance & Property Committee presented a motion
for approval of the MOU with the City of Peterborough that would
release conditions on the City’s $2 million grant for the proposed DNA
facility. The Memorandum had been reviewed and recommended by the
Committee on June 14. Vice-President O’Leary observed that this
framework document contained several items that would be good for both
the City and the University. He noted that no lands were to be
transferred immediately and that details of each transaction would come
back to the Board in due course. Some items, like the proposed future
realignment of the Nassau Mills Bridge, were long term initiatives. The
Board discussed the proposed Ring Road and communications issues
relating to the City’s interest in building affordable housing on Water
Street. It was confirmed that the City’s grant was non-repayable and
had been pre-committed for payment by the City over a four-year period.
In
response to a question concerning the map on Schedule F which still
showed sport field development in the Wildlife Sanctuary area, it was
reported that this schedule had been left in as a place-holder but that
it was not the intention of the parties to develop the site originally
proposed and reflected on the diagram. The University and the City
would be working together to identify a more suitable location for the
proposed sport fields as noted in Item 7.1, and the granting of the
land ultimately identified for that purpose would have to come back to
the Board for approval. On this understanding, the Board resolved:
THAT the President be authorized to sign the Memorandum of Understanding between the Corporation of the City of Peterborough and Trent University, June 15, 2005 (attached as Appendix D to the master copy of these Minutes).
It
was requested that the relevant meeting minute, reflecting the Board’s
understanding regarding Schedule ‘F’, be appended to the University’s
signed copy of the MOU. Later in the meeting, a member suggested
that it would be preferable to attach to the MOU a letter from the
University to the City indicating that the correct site for the sports
field development was yet to be identified.
(Secretary’s
Note: A copy of this letter, delivered on June 28, 2005 with the signed
memorandum, is on file in the University Secretariat.)
2005-2006 Budget Update.
Vice-President O’Leary reported that by September, the University
expected to have enough details on provincial funding for 2005-2006 to
prepare a revised operating budget. As noted in his written report, the
University had received $549,000 in additional one-time funding which
would be used to build back into the budget some fundamental
expenditures required to support physical resources, library
acquisitions, IT, the equipment reserve and new program development.
The next highest priority for any additional funding would be to
reinstate the operating reserve.
Human Rights Policy.
President Patterson provided a progress report on the human rights
policy review which was expected to yield, by the end of June, a
penultimate draft for review and appropriate consultation in the fall
term.
President’s Objectives 2005-2006.
Members were invited to give input to Mrs. Dudas or Mr. Morden
concerning the President’s objectives for the coming year. These
would be reviewed by the Board at the September meeting.
Annual Report, Human Resources Subcommittee.
The Vice-Chair reported that the Human Resources Subcommittee had met
eight times in 2004-2005 and called attention to its written report on
personnel decisions and activity during that time. The report included
a summary of sabbatical reports for 2003-2004 and a copy of the
University’s Attendance Records Policy for information. The Board
discussed acceptance of the attendance policy and the potential for
positive external communications about faculty research and the TIP
program. The Board Chair remarked on the placing of the international
students’ flags on the wall of Champlain College during Convocation and
noted his interest in learning that Trent had 14 students from Bhutan.
Ms. Smith and Mr. Mahy were thanked for providing administrative
support to the Subcommittee.
2004-2005 Fundraising Results.
Vice-President Mackle reported that a total of $4,040,000 in
gifts and pledges had been raised in the last year. She noted that
while there had been growth in the annual fund, an increasing
proportion of these gifts were designated for specific purposes and
this was having a negative impact in terms of the University’s
flexibility to fund a variety of activities. Planned giving donors also
needed to be encouraged to think long-term and not designate their gift
for a particular department. A report was provided on the number and
types of gifts received for the Building Capacity Campaign,
noting that only 1.3% of the $5,682,000 raised was undesignated. It was
observed that the ability to pay campaign expenses was becoming a
serious issue across the not-for-profit sector and that the Advancement
& Communications Committee needed to consider the notion of a levy
that would designate a percentage of each donation for campaign and
stewardship costs. Vice-President Mackle noted that many donors had
made significant multi-year commitments to the OSOTF program and that
uncertainty around this Government matching program had resulted in a
loss of donor trust. She reported that in general, it took much longer
to close both individual and corporate gifts than volunteers hoped. Mr.
de Pencier noted his objective of increasing the membership of the
Trent University Foundation by 30 members (to 100) and indicated he
would be calling on current and former Board members in the coming year.
Board Effectiveness and Member Self-Assessment Surveys.
The Chair thanked Professor Kennett for her work in redesigning,
tabulating and presenting the results of the Board’s annual performance
surveys. It was noted that feedback received through the annual surveys
helped to shape the Board’s future work plans. It was suggested
that the questionnaire results might be a suitable topic for a Board
planning session and that committee chairs might find, in the results,
some pointers for improving committee effectiveness.
Annual Report, Privacy Protection/Freedom of Information Commissioner.
The Chair called attention to the annual report from the University’s
external commissioner noting that no appeals of decisions made under
the Policy on Privacy Protection and Freedom of Information had been received in 2004-2005.
Nancy Simmons Smith
Secretary
|
Reid Morden
Chair |
Susan Bartsch
Recording Secretary |
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