MINUTES OF THE FIVE HUNDRED AND THIRTY-FOURTH MEETING BOARD OF GOVERNORS FANSHAWE COLLEGE Meeting #534 Conference Room H1005, London Campus - Thursday, Present: Susan Rabkin, Chair Bruce Babcock Corinne Campbell Peter Devlin, President Lori Higgs Patricia Hoffer Alex Lau John Leitch Paul Meahan Hugh Mitchell Michelle Quintyn Kate Young Bob Siskind Wil Sorrell Resource Personnel: Cathie Auger, Vice-President, Student Services Bernice Hull, Vice-President, Corporate Strategy and Business Development Gary Lima, Senior Vice-President, Academic Scott Porter, Vice-President, Finance and Administration Susan Marshall, Board Secretary Regrets: Zachary Benayon Luke Nicholas Brian Waltham A. OPENING PROCEDURES 1. Call to Order and Announcement of Quorum Following a 30 minute tour of the Nursing program simulation lab, the Chair announced a quorum and called the meeting to order at 4:37 p.m. 2. Chair s Welcome The Chair welcomed everyone to the meeting. The Chair thanked Pam McLaughlin, Dean, Faculty of Health Sciences and Human Services, and Carol Butler, Coordinator, School of Nursing for the tour of the School of Nursing Program Lab. The Chair welcomed Victoria Arsenault, first year Broadcast Journalism student who observed the meeting.
Page 2 3. Disclosure of Conflicts of Interest Governor John Leitch declared a conflict of interest with Item H1 Legal Matter. 4. Consent Matters The Chair noted a mistake in the agenda and confirmed that Item C3 will be the Student Success Policy Review Task Force Report. The Chair asked if any Governor wished to remove any items from the Consent Matters List presented. No items were removed. It was moved by Susan Rabkin: THAT the Board approves the Consent Matters including applicable motions: a) Amended Agenda b) Minutes of Meeting #533 2015 01 22 c) Programming: I. Design Foundations II. Hospitality and Tourism Operations Management III. Software and Information Systems Testing IV. Operations Management V. Health Systems Management VI. Auto Body Repair Techniques Motion Carried Resolution #53401 B. FUTURE FOCUSED DISCUSSION 1. Environmental Scan The Chair facilitated the Board discussion on the Environmental Scan. The following points were noted: Concern was expressed about the province s fiscal situation due to the level of government funding the College receives and how the College might mitigate a potential funding shortfall in the future. Concern was expressed about the currency of the technology information cited in the report. Action Item: The 2015 Horizon report to be distributed for the Board s reference. Concern was expressed about the cost and life cycle of technology and its application in the classroom. The Ontario on-line learning consortium being developed is intended to mediate many of the fiscal concerns and create quality in the delivery of services. Concern was expressed for the segment of the population that are lacking in advanced cognitive skills, are not training for future jobs and do not have easy access to educational institutions. Action Item: Goodwill Industries International Conference The New Normal information to be distributed for the Board s reference. Support was expressed for the game changers outlined in the report. The College is well positioned to respond, remain competitive and optimally serve its students.
Page 3 Support was expressed for the development of new programming to address labour market needs. It was suggested that businesses who will be successful in the future need to be disruptive, meaning that they will change everything they are doing. C. BOARD REPORTS 1. Board Process Committee Report a) Board Turnover: The Chair reviewed the Board Process Committee s recommendation to increase the size of the Board temporarily to achieve a steady state of 2 appointments and 2 re-appointments annually. The Chair highlighted that to reach the steady state of turnover would require one additional appointment made by the Lieutenant Governor in Council and one future Board member would have a maximum 5 year term. There being no questions, it was moved by Hugh Mitchell: THAT the amendments to Corporate By-law #1 to increase the size of the Board be approved as presented. Motion Carried Resolution #53402 b) Policy B-20 (Monitoring Reports): The Chair reviewed the Policy change recommendations as presented. There being no questions, it was moved by Patricia Hoffer: THAT the amendments to the Monitoring Reports Policy (Policy B-20) be approved as presented. Motion Carried Resolution #53403 2. Audit Committee Report a) Audit Committee Terms of Reference (Policy B-07.10): Governor John Leitch, Chair of the Audit Committee, reviewed the Policy change recommendations presented and added lead-ins to the wording of Function Items 5 and 6 as follows: 5. The Committee shall report to the Board at least annually 6. The Committee shall act as a Board Task Force assisting Subsequently, it was moved by John Leitch: THAT the Audit Committee Terms of Reference (Policy B-07.10) be approved as amended. Motion Carried Resolution #53404 b) Financial Condition (Policy D-10): Governor Leitch reviewed the Policy change recommendations and added the removal of the words short-term from Item 2.
Page 4 Subsequently, it was moved by John Leitch: THAT the Financial Condition Policy (Policy D-10) be approved as amended. Motion Carried Resolution #53405 c) Financial Planning (Policy D-05): Governor Leitch reviewed the Policy change recommendations as presented. There being no questions, it was moved by John Leitch: THAT the Financial Planning Policy (Policy D-05) be approved as presented. Motion Carried Resolution #53406 3. Student Success Policy Review Task Force Report Governor Lori Higgs, Chair of the Student Success Policy Review Task Force, reviewed the report as presented. Governor Higgs highlighted the questions for Board consideration. In response to comments and the questions posed to the Board, the following points were noted: General support was expressed for the proposed Policy revisions. Concern was expressed about the interpretation of the word attained in proposed Item 3. Support was expressed for management to provide interpretations for monitoring criteria when the proposed revised Policy is presented to the Board. D. MONITORING REPORTS The Chair invited the Governors to ask questions of senior management and resource staff in attendance regarding each of the Monitoring Reports presented. 1. Inventory of Named College Properties Monitoring Report (Board PolicyD-14) There being no questions, it was moved by Michelle Quintyn: THAT the Board approves the Monitoring Report on Naming Recognition (Policy D-14) based on reasonable interpretations of Board policy and evidence demonstrating compliance with policy, representing effective performance. Motion Carried Resolution #53407 2. Health and Safety Monitoring Report (Board Policy D-55) In response to comments and questions, the following points were noted: Fanshawe College is the only college in the sector who has an external Health and Safety audit conducted on a regular basis. The College has created an environment in which students and staff feel they have a safe vehicle to report incidents.
Page 5 The continued use of community policing principles with a focus on positive incident resolution, education and outreach is achieving results. Subsequently, it was moved by Lori Higgs: THAT the Board approves the Health and Safety Monitoring Report based on reasonable interpretations of Board policy and evidence demonstrating compliance with policy, representing effective performance. AND THAT the Board accepts the external auditor s report as presented; AND THAT the Health and Safety Policy (Board Policy D-55) be amended to change the frequency of the external audit from once every three years to once every five years. Motion Carried Resolution #53408 3. Meeting Labour Market Needs Monitoring Report (Board Policy A-40) In response to comments and questions, the following points were noted: The Employer survey continues to be a challenge due to the small sample size and the low response rate. The College surveys employers of graduates and co-op students. 2014 was the first year the College asked about Global Outlook. Suggestion to consider asking about customer service in a future survey. Suggestion to connect outside of the survey with top 20 employers of graduates. Suggestion to look at measures other than the provincial KPIs in the future. Subsequently, it was moved by Paul Meahan: THAT the Board approves the 2013/2014 Meeting Labour Market Needs Monitoring Report (Policy A-40) based on reasonable interpretations of Board policy and evidence demonstrating compliance with policy, representing effective performance. Motion Carried Resolution #53409 4. Financial Monitoring Report (Board Policy D-05) There being no questions, it was moved by Lori Higgs: THAT the Board approves the Monitoring Report on Financial Planning (Policy D-05) based on reasonable interpretations of Board policy and evidence demonstrating compliance with policy, representing effective performance. Motion Carried Resolution #53410 E. LINKAGES AND EXTERNAL RELATIONS 1. Colleges Ontario Activity The Chair congratulated the Governors who completed the Good Governance training and received their certificates: Wil Sorrell, Bob Siskind, Michelle Quintyn, Paul Meahan, Alex Lau, Patricia Hoffer and Zach Benayon. Governor Paul Meahan reported that he participated in the CATT pension plan webinar offered by CCBE.
Page 6 The Chair reported that she and President Devlin participated in a meeting on February 3, 2015 with Colleges Ontario regarding Bill 8. 2. Community Linkages The Chair reported that she represented the Board of Governors at the TV Broadcasting Awards on February 11. F. CHAIR S REPORT The Chair provided her report and highlighted the following points: The College has extended tour options to accommodate adult learners. Meetings are being held with new City Councilors to introduce them to Fanshawe College. The Joint Boards Event will be held on Wednesday, April 1 from 6:00 to 8:00 p.m. in the College Library. The annual Board Workshop will be held on May 8 and 9 (Friday/Saturday) at the Simcoe Campus. More information to come. The Chair thanked the Governors for participating in the one-on-one meetings and providing her with feedback and suggestions. The Chair congratulated President Peter Devlin on being invested into France s National Order of the Legion of Honour in recognition of his efforts to promote strong relations between the Canadian and French Armies while he was Commander of the Canadian Army. The presentation was made on February 19. G. PRESIDENT S REPORT The Chair noted that the President s Report is posted on the Board portal for review. Subsequently it was moved by Alex Lau: THAT the Board recess at 6:15 p.m. The Board reconvened at 6:52 p.m. Motion Carried Resolution #53411 H. COMMITTEE OF THE WHOLE IN CAMERA It was moved by Hugh Mitchell: THAT the Board move into the Committee of the Whole at 6:52 p.m., AND THAT Governor John Leitch be excused from Item H1 Legal Matter, AND THAT Bruce Smith, Senior Manager, Business, Industry and Community Services, Devon Park, Operations Manager, Centre for Community Education and Training, and Jeff Wright, Executive Director, Strategy and Planning remain for Item H1- Legal Matter, AND THAT Catherine Finlayson, Executive Director, Advancement and Alumni remain for Item H2 Property Matter. Motion Carried Resolution #53412
Page 7 I. REPORT OF THE COMMITTEE OF THE WHOLE It was moved by Paul Meahan: THAT the Committee of the Whole rise and report at 7:09 p.m. AND THAT the Matters discussed proceed as presented. Motion Carried Resolution #53413 L. ADJOURNMENT There being no further business, it was moved by Lori Higgs: THAT the meeting be adjourned at 7:10 p.m. Motion Carried Resolution #53414