REGULAR MINUTES Board Meeting Wednesday, 21 September, 2011 Richmond Boardroom
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1 REGULAR MINUTES Board Meeting Wednesday, 21 September, 2011 Richmond Boardroom Present Board University Vice Presidents Ariana Arguello Kristan Ash Yuri Fulmer Kassandra Linklater John McKendry/President Scott Nicoll Suzanne Pearce Derek Robertson Gord Schoberg/Chair Launi Skinner Ken Tung Amrik Virk Anne Lavack/Provost & VP Academic Gordon Lee/Finance & Administration University Community Members Rob Adamoski/Dean, Faculty of Social Sciences Dana Cserepes/Senate Vice Chair Dean Drysdale/Business Instructor Jody Gordon/AVP Students Harry Gray/AVP Human Resource Services Sandi Klassen/University Secretary Kathy Lylyk/Executive Director, Finance Elizabeth Merritt /University Secretariat Jeff Norris/Chief Advancement Officer Larissa Petrillo/Faculty of Social Sciences Regrets Arvinder Bubber/Chancellor Shane King Kim Richter Call to Order The Chair called the meeting to order at 4:30pm. The Chair thanked outgoing Chair, Scott Nicoll, for his leadership and guidance. Scott Nicoll thanked the Board for its support and thanked Sandi Klassen for her role as a trusted advisor to the Board Chair. Gord Schoberg indicated that as Board Chair he will be focusing on three areas: Students: how will Board decisions improve the student experience and prepare them for life and work in the community Community: how will Board decisions help Kwantlen support and drive the economic prosperity and strengthen the social fabric of the community Government of BC: how will Board decisions help promote fiscal prudence and align our values and goals? Approval of Agenda Moved by Yuri Fulmer; seconded by Kristan Ash: THAT the Board of Governors approve the agenda with the addition of item 1.a Thank you to outgoing Chair. Regular Board Minutes Page 1 September 21, 2011
2 Consent Agenda Moved by Ariana Arguello; seconded by Amrik Virk: THAT the Board of Governors approve the Operational Consent Agenda. Items approved under the Operational Consent Agenda were: Enrolment Report Summer and Fall 2011 Public Bodies Report Year Ended March 31, 2011 Moved by Kristan Ash; seconded by Ken Tung: THAT the Board of Governors approve the Board Consent Agenda. Items approved under the Board Consent Agenda were: Minutes 1 June 2011 Minutes 20 June 2011 Minutes of 21 July 2011 Kwantlen Student Assn. Financials Monitor Policy 1.4, Agenda Planning & Board Meeting Conduct Monitor Policy 1.6, Board Chair s Role Monitor Policy 1.7, Board Committee Principles Monitor Policy 1.9, Board Relationship with Senate and the Kwantlen Foundation Monitor Policy 1.11, Board Members Individual Responsibilities Monitor Policy 2.1, Unity of Control Revision to Policy 1.4, Agenda Planning & Board Meeting Conduct New Business Finance & Audit Committee Giving Opportunities Jeff Norris, Chief Advancement Officer, spoke to the Board about the Office of Advancement Double Your Donation Family Campaign. Proposed Internal Audit Implementation Plan Gordon Lee updated the Board on the background of this proposal. The Government of BC is asking post-secondary institutions to find ways of reducing finance and administration costs. Kwantlen is working in partnership with the University of the Fraser Valley to acquire the services of an internal auditor. Moved by Scott Nicoll; seconded by Launi Skinner: THAT the Board of Governors approve the proposed Internal Audit Implementation Plan. Plan and Financial Implications of Faculty Amalgamation Rob Adamoski, Dean of Social Sciences, reviewed the two year process regarding the proposal to amalgamate the Faculties of Humanities and Social Sciences. Regular Board Minutes Page 2 September 21, 2011
3 Moved by Kristan Ash; seconded by Amrik Virk: THAT the Board of Governors accept the proposed budget plan for the amalgamation of the Faculty of Social Sciences and the Faculty of Humanities and that it approve the merger of the two Faculties. Suzanne Pearce OPPOSED Asset Naming Opportunities Policy & Procedures Moved by Suzanne Pearce; seconded by Ariana Arguello: THAT the Board of Governors approve the Asset Naming Opportunities Policy and Procedures. Pre-budget Briefing Gordon Lee provided a pre-budget document to the Board. The Government of BC is moving to Public Sector Accounting Board Standards which will have a negative impact on post-secondary budgets. Governance Committee Board Committee Appointments The Board discussed the need for an external representative on the Board External Affairs Committee. Moved by Amrik Virk; seconded by Launi Skinner: THAT the Board of Governors approve Board committee appointments including the addition of Launi Skinner to the Board External Affairs Committee effective September 1, Principles of Academic Freedom and Responsibility Statement The Board has reviewed the statement and has received advice from Senate. Moved by Ariana Arguello; seconded by Scott Nicoll: THAT the Board of Governors approve posting of the Principles of Academic Freedom and Responsibility Statement for University comment. Moving to Paperless Board and Committee Meetings Moved by Ken Tung; seconded by Suzanne Pearce: THAT the Board of Governors approve the implementation plan for the Board moving to paperless Board and Committee meetings. Board Retreat Deferred to the In camera meeting. Regular Board Minutes Page 3 September 21, 2011
4 Revision of Ends Policies Moved by Scott Nicoll; seconded by Kristan Ash: THAT the Board of Governors approve revisions to the Ends Statements to read: Kwantlen Polytechnic University exists to fulfill the vision commitments And deleting Ends Statements Student & Academic Experience Committee Letter of Appreciation Ken Tung was impressed by the excellence of the Interior Design Exhibition prior to the Interior Design Scholarships and Awards Ceremony on September 9, It reflects the quality of the program, the instructors and the students. Moved by Ken Tung; seconded by Kassandra Linklater: THAT the Board of Governors write a letter of appreciation to the Dean of the Faculty of Design regarding the Interior Design Scholarships and Awards Ceremony. Board Appointment to Senate Moved by Launi Skinner; seconded by Amrik Virk: THAT the Board of Governors re-appoint Kristan Ash as the Board representative to Senate. External Relations Committee Board Appointee to Bicameral Governance Task Force It was suggested that as long as the Task Force is in existence the past chair of the Task Force remain a member to provide continuity. Moved by Launi Skinner; seconded by Amrik Virk: THAT the Board of Governors approve the appointment of Scott Nicoll to the Board/Senate Task Force on Bicameral Governance. Assurance of Successful President Performance Policy 3.3, Compensation and Benefits Compliance Vote Moved by Kassandra Linklater; seconded by Scott Nicoll: THAT the President is in compliance with Policy 3.3, Compensation and Benefits. Regular Board Minutes Page 4 September 21, 2011
5 Policy 3.7, Emergency Succession Moved by Rob Mumford; seconded by Ken Tung: THAT the President is in compliance with Policy 3.7, Emergency Succession. Policy 3.8, External Alliances Compliance Vote Moved by Kristan Ash; seconded by Yuri Fulmer: THAT the President in in compliance with Policy 3.8, External Alliances. Upcoming Monitoring Reports President s Report The following monitoring reports will be submitted between October and December , Financial Condition & Activities 3.9, Communication & Support to the Board John McKendry updated the Board on university planning and sustainability. There are two main issues the institution needs to focus on: repositioning Kwantlen as a polytechnic institution and student retention. Senate Report Information from the Senate meetings of May 30 and June 27, 2011 was provided to the Board. Board Senate Task Force on Bicameral Governance Motions The Board discussed the idea of a Board/Senate retreat. The Board/Senate Task Force on Bicameral Governance will consider the agenda and dates. Presidential Search Advisory Committee Membership An vote was taken on June 28, 2011 regarding approval of membership of the Presidential Search Advisory Committee. Moved THAT the Board of Governors appoint the following individuals to the Presidential Search Advisory Committee: Board: Scott Nicoll Launi Skinner Kristan Ash (alumni member) Deans: Robert Adamoski, Dean of the Faculty of Social Sciences Tru Freeman, Dean of the Faculty of Community & Health Studies Regular Board Minutes Page 5 September 21, 2011
6 Students: Derek Robertson Ryan Keigher Keri Van Gerven Presidential Search Criteria On June 28, 2011 an vote was carried out to approve the Presidential Search Criteria. Moved that the Board of Governors agree with the Presidential Search Criteria as distributed. Presidential Search Advisory Committee Student Membership On July 25, 2011 an vote was carried out regarding student membership on the Presidential Search Advisory Committee. Ryan Keigher is not eligible to sit on the committee as he will have graduated from the University. Moved that the Board of Governors approve the appointment of Andrea Danyluk as the student member of the Presidential Search Advisory Committee. Spring Convocation 2012 Venue Change On August 25, 2011 an vote was carried out regarding the proposal to move the Kwantlen Convocation in the Spring of 2012 to the Langley Events Centre. Moved that the venue for the Spring 2012 Kwantlen Convocation be changed to the Langley Events Centre. Evaluation of Board as a Group For the Good of the Order Kristan Ash was assigned to evaluate the Board s performance. She thanked the Chair for his comments regarding focusing on students. The Board followed its own policy with respect to running the meeting. One area of improvement would be the need for more information about Kwantlen offices or departments that the Board could tap into. She noted that the Board Student & Academic Experience Committee had found it very useful to hear presentations from Jody Gordon, AVP Students, and Ron Maggiore, AVP Strategic Enrolment Management. Gord Schoberg was pleased to see Kwantlen sponsor the Surrey Board of Trade Premier s address on September 21, Kristan Ash noted that Kwantlen Marketing students had participated successfully in a marketing event. The Chair thanked Sandi Klassen for keeping the Board informed about Kwantlen related events. Regular Board Minutes Page 6 September 21, 2011
7 Next Meeting Adjournment The next meeting is on November 23, 2011 at the Surrey campus. The meeting adjourned at 6:12pm. BOARD CHAIR Regular Board Minutes Page 7 September 21, 2011
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