Board of Governors

1. Welcome to New Members

Mr. Campbell, Chair, welcomed new members - Mr. Alex Boulet, Mr. Colin Bruce, Ms. Judy Flett, Mr. Len Hoey, Mr. Peter Holt-Hindle, Ms. Maria Phipps, Mr. Lynne Sevean, and Dr. Judith Leggatt who was not in attendance.

2. Approval of Agenda

Moved by Mr. Robson, seconded by Mr. Pile that the Agenda be approved with the following additions: item #11 - Approval of Chair in Curriculum, Years III and IV; item #12 - Appointment of Board of Governors' Representative to the Aboriginal Management Council (AMC); item #13 - Appointment of Board of Governors' Representative to the Ad Hoc Committee on Aboriginal Development; and renumber Items of Information.

Carried unanimously.

3. Declaration of Conflict of Interest

None were declared.

4. Chair's Report

Mr. Campbell informed Board members that he had addressed Senate at the November 2, 2007 Senate Meeting. He explained that he had focused his address on the importance of the University's strategy and the Board's activities this year, including the January 2008 Retreat.

Mr. Campbell advised members that the Annual Report had been mailed to members. He commended all those involved for an excellent job, noting that the Report was well done both professionally and in content.

Mr. Campbell reported that Lakehead University's Senate Committee on Teaching and Learning had named Dr. Philip Fralick as the 2007 Distinguished Instructor. Dr. Fralick is Chair of Lakehead University's Geology Department and Director of Water Resource Science. He also reported that Lakehead University's Senate Research Committee had named History professor Dr. Ron Harpelle as the 2006 Distinguished Researcher. Finally, Mr. Campbell mentioned that the Canada Foundation for Innovation (CFI) announced last week that it had awarded $136,527 to Lakehead University to support the Phase Analysis of Materials using X-ray Diffraction project, led by Dr. Lionel Catalan, Canada Research Chair in Industrial Waste Management and Associate Professor of Chemical Engineering at Lakehead University.

5. Approval of Minutes of the Board of Governors' Meeting of October 12, 2007

The Minutes were circulated with the Agenda.

Moved by Ms. Dumyn, seconded by Mr. Dahl that the Minutes of the Board of Governors' Meeting of October 12, 2007 be approved as circulated.

6. Business Arising from the Minutes (not on the Agenda elsewhere)

There was no business arising from the Minutes.

The President addressed his report, which had been distributed at the beginning of the meeting and responded to questions.

8. Standing Committee Reports

8.1 Audit Committee

Mr. Heroux, Chair, reviewed the Committee's Report which had been circulated with the Agenda. Mr. Heroux reported that the Director of Risk Management and Access to Information presented a report to the Committee outlining the current state of Risk Management at Lakehead University. The position of Risk Management and Access to Information was created in September 2006. To date the focus of the Risk Management responsibilities has been on hazards rather than Enterprise Risk Management. Mr. Heroux mentioned that discussion took place regarding the need for an overall framework that establishes an integrated view of risk across the University. Mr. Heroux noted that the results of this discussion have been reflected in the Committee's Terms of Reference and in setting its Plan of Action for 2007/08. Mr. Heroux further noted that the Committee is recommending an additional item be added to its Terms of Reference to include "overseeing the University's risk management framework including the identification, escalation, management, and monitoring of all risks across the enterprise". Finally Mr. Heroux mentioned that the Committee is requesting a change in its name to reflect the addition of Risk Management to its Term of Reference; the recommended name of the Committee would be "Audit and Risk Management".

Moved by Mr. Heroux, seconded by Mr. McKinnon that the Board of Governors approve the Audit Committee 2007/08 Action Plan as presented.

Moved by Mr. Heroux, seconded by Mr. Labine that the Report of the Audit Committee be accepted.

8.2 Finance & Investment

Ms. Dumyn, Chair, reviewed the Committee's Report which had been circulated with the Agenda.

8.2.1 2007/08 Action Plan

Moved by Ms. Dumyn, seconded by Mr. Pile that the Board of Governors approve the Finance & Investment Committee 2007/08 Action Plan as presented.

Mr. Campbell questioned the addition of "together with 5 year operating plan (budget)" to the end of point 3 of the Action Plan. Ms. Dumyn reported that "together with 5 year operating plan (budget)" should have been included in point 3 as it was in point 2 of the 2007/08 Action Plan.

8.2.2 2008/09 Operating Budget Guidelines

Ms. Dumyn reviewed the 2008/09 Operating Budget Guidelines which had been circulated with the Agenda. She noted that the Committee recommends that the ultimate goal is to ensure that the total expenditures of the University do not exceed the anticipated revenues. Ms. Dumyn stated that the enrolment target for 2008/09 is 6,200 full time students (full time equivalents) and 900 part time (full time equivalents), noting that this includes enrolment at the Orillia Campus.

Moved by Ms. Dumyn, seconded by Mr. Hoey that the Board of Governors approve the 2008/09 Operating Budget Guidelines as presented.

Ms. Dumyn reported that the Committee had reviewed the Statement of Cash Flow which projects approximately $8.9M cash balance at April 20, 2008. She noted that additionally, $5.149M of cash is available from the excess borrowings of the debenture use. Ms. Dumyn explained that each year a maximum of 70% return on the excess borrowings can be used by the University in a manner proposed by the Administrative Executive and approved by the Board of Governors. Ms. Dumyn concluded by acknowledging the hard work and dedication of the Office of Financial Services.

Moved by Ms. Dumyn, seconded by Mr. Labine that the Report of the Finance & Investment Committee be accepted.

8.3 Compensation Committee

Ms. Dumyn, on behalf of the Chair, reviewed the Compensation Committee's 2007/08 Action Plan which had been circulated with the Agenda.

Moved by Ms. Dumyn, seconded by Mr. Robson that the Board of Governors approve the Action Plan for 2007/08 as presented by the Compensation Committee.

8.4 Governance Committee

8.4.1 2007/08 Action Plan

Moved by Mr. Cleghorn, seconded by Dr. McPherson that the Board of Governors approve the Action Plan for 2007/08 as presented by the Governance Committee.

Ms. Dumyn questioned if the Governance Committee had a process in place to bring the results of the Board Self Assessment Surveys, Self Assessment Surveys, and Exiting Surveys back to the Board. Mr. Cleghorn informed the Board that the Governance Committee will review all results and compile the data for review by the Board.

8.4.2 Review of Draft 2008 Retreat Agenda

Mr. Cleghorn reported that the draft 2008 Board Retreat Agenda had been distributed with the Agenda. He explained to Board members that the Governance Committee would appreciate Board feedback on the proposed format. Mr. Cleghorn reminded members that the purpose of the Retreat is not to critique the Plan but to ensure that the Plan is being monitored and that proper outcomes are evident.

Ms. Dumyn emphasized the need for an independent facilitator during the Retreat, adding that the Governance Committee and Administration have two months to work together with the facilitator. Mr. Cleghorn informed Ms. Dumyn that the Governance Committee has had discussion regarding the engagement of a facilitator and will take Ms. Dumyn suggestion under advisement. Mr. Cleghorn concluded by reminding members to provide feedback by November 29, 2007 on the draft Retreat Agenda to Ms. Merriman so that the Governance Committee has ample opportunity to consider all suggestions.

8.5 Nominating Committee

8.5.1 2007/08 Action Plan

Moved by Mr. McKinnon, seconded by Mr. Heroux that the Board of Governors approve the Action Plan for 2007/08 as presented by the Nominating Committee.

Mr. Robson inquired as to the length of time a Board member has to be removed from the Board to be eligible for the Fellow Award. Ms. Merriman stated that the Award will not be offered to an individual until they have been removed for five years from formal appointment to the Board of Governors.

8.5.2 Request for Nominations for Award of Lakehead University Fellow

Mr. McKinnon reminded members that the Nominating Committee is receiving nominations for the Award of Lakehead University Fellow.

8.5.3 Nomination of Members to the Northern Ontario School of Medicine (NOSM) Standing Committee

Moved by Mr. McKinnon, seconded by Ms. Phipps that the Nominating Committee recommend to the Board that the following be nominated to the NOSM Standing Committee:

Lakehead University Board Members - Mr. Alex Boulet, Mr. Harvey Cardwell, Mr. Kevin Cleghorn, Ms. Judy Flett, Mr. Gil Labine (Chair), and Dr. Moira McPherson;

NOSM Board of Directors - Dr. John Augustine, Mrs. Jackie Dojack, and Dr. Neil McLeod.

8.6 Operations Committee

Mr. Dahl, on behalf of the Chair, reviewed the Committee's Report which had been circulated with the Agenda. Mr. Dahl elaborated on some of the construction and major projects taking place on campus. He indicated that the Committee received an update on the record of construction and major maintenance work engaged in by the Physical Plant Department during 2007. The listing of projects was long and varied, and included such matters as ramp construction (to facilitate accessibility), critical roof repairs (to University Centre building), installation of a new fire suppression system (in Braun Building computer room), construction of new faculty offices (in Ryan Building), and campus reforestation (planting approximately 700 trees about campus). Mr. Dahl concluded by informing members that the Committee reviewed its Terms of Reference and, upon close reflection, decided that the Terms of Reference need to be re-drafted on several fronts. The Committee will undertake to do this and will forward its suggested changes to the Board's Governance Committee.

Moved by Mr. Dahl, seconded by Mr. Labine that the Board of Governors approve the Action Plan for 2007/08 as presented by the Operations Committee.

Moved by Mr. Dahl, seconded by Mr. McKinnon that the Report of the Operations Committee be accepted.

8.7 Senate Liaison Committee

Dr. McPherson reported that the Committee met last week to review and amend the 2007/08 Action Plan. She also noted that the Committee had reviewed its Terms of Reference but no changes were necessary at this time.

Moved by Dr. McPherson, seconded by Mr. Dahl that the Board of Governors approve the Action Plan for 2007/08 as presented by the Senate Liaison Committee.

8.8 Student Liaison Committee

Moved by Mr. Holt-Hindle, seconded by Mr. Labine that the Board of Governors approve the Action Plan for 2006/07 as presented by the Student Liaison Committee.

8.9 University Advancement Committee

Mr. Crooks reviewed the Report and the 2007/08 Action Plan of the University Advancement Committee which had been circulated at the beginning of the meeting. Mr. Crooks advised members that the Committee had reviewed its Terms of Reference and Membership and would be forwarding amendments to the Governance Committee.

Moved by Mr. Crooks, seconded by that the Board of Governors approve the Action Plan for 2007/08 as presented by the University Advancement Committee.

9. Report of the Alumni Association

Mr. Heroux, Alumni Association Representative, spoke to the Report which had been circulated with the Agenda.

Moved by Mr. Heroux, seconded by Mr. Hoey that the Report of the Alumni Association be accepted.

10. Proposed Date Change for October 10, 2008 Board Meeting

Moved by Dr. Gilbert, seconded by Mr. Pile that the Board Meeting scheduled for Friday, October 10, 2008 be changed to Friday, October 17, 2008 to coincide with Lakehead Celebrates which is scheduled for Thursday, October 16, 2008.

11. Approval of Appointment of Chairs - Department of History & Curriculum, Years III and IV

Dr. Gilbert reviewed the Career and Education Summaries which were provided to Board members. He advised members that Dr. Mark Gallagher, Chair of the Physics Department, will be on sabbatical for a six-month period, January 1, 2008 to June 30, 2008, adding that Dr. Williams Sears will be appointed Acting Chair.

Moved by Dr. Gilbert, seconded by Dr. McPherson that Dr. Patricia Jasen be appointed as Chair of the Department of History, retroactive to October 22, 2007 until June 30, 2010.

Moved by Dr. Gilbert, seconded by Mr. Dennison that Professor Bob Isotalo be appointed as Chair of Curriculum, III and IV, retroactive to July, 1, 2007 until June 30, 2010.

12. Appointment of Board of Governors' Representative to the Aboriginal

Management Council (AMC)

Mr. Campbell informed members that Dr. Mike DeGagn had been appointed as the Board Representative to the Aboriginal Management Council (AMC) at the October 12, 2007 Board Meeting. He stated that since Dr. DeGagn is an out of town Board member, Dr. DeGagn's participation would solely be by teleconference, therefore, Dr. DeGagne felt that the AMC would benefit by having a local Board representative.

Mr. Pile advised members that prior to the Board meeting that he had approached Ms. Judy Flett. Mr. Pile noted that Ms. Flett was unable to let her name stand for nomination, as she teaches at the same time AMC meetings are scheduled. Mr. Pile requested time to speak to other Board members. The Chair reported that this item would be dealt with at the December Board Executive Meeting.

13. Appointment of Board of Governors' Representative to the Ad Hoc Committee on Aboriginal Development

Moved by Mr. Pile, seconded by Ms. Dumyn that Ms. Judy Flett be appointed to the Ad Hoc Committee on Aboriginal Development.

14. Report of the Lakehead University Student Union

Mr. Campbell informed members that the Report of the Lakehead University Student Union had been circulated with the Agenda, noting that Mr. Longtin was absent from the meeting.

15. Report from the Thunder Bay Regional Health Sciences Centre Hospital Board

Mr. Labine spoke to the Report of the Thunder Bay Regional Heath Sciences Centre Hospital Board which had been circulated with the Agenda.

16. Report of the Northern Ontario School of Medicine

Mr. Campbell noted that the Report of the Northern Ontario School of Medicine had been circulated with the Agenda.

17. Report of the Board of Governors' Representative to Senate

Mr. Dahl reported that Senate met on November 2, 2007. He reported that Senate welcomed Mr. Colin Bruce as a new Board Representative to Senate. Mr. Dahl concluded by informing Governors the Senate Academic Committee is presently reviewing the Senate Academic Appeals Procedure and Guidelines.

18. In Camera Meeting

Moved by Ms. Dumyn, seconded by Mr. Pile that Mr. Pawlowski remain for the In Camera Meeting.

Carried unanimously.

The meeting, which began at 4:05 p.m., was adjourned at 5:35 p.m., on a motion by Mr Labine, and seconded by Mr. Robson.