Board of Governors

1. Welcome to New Members

Mr. Cleghorn welcomed new member Mr. Tom Morris, Lieutenant Governor-in-Council Appointee.

2.Approval of Agenda

Moved by Mr. Waite, seconded by Dr. Leggatt that the Agenda be approved as circulated.

3.Declaration of Conflict of Interest

Drs. Gardner, Leggatt, and Siddall declared a conflict of interest with item #10.

4.Chair's Report

Mr. Cleghorn reminded Governors that following the Board meeting, a Joint Board/LUSU Board/Alumni Association Dinner would be taking place in The Outpost. Also, following the dinner, Board members were invited to attend the Thunderwolves' hockey or basketball games. Mr. Cleghorn concluded by reminding members that the Board of Governors' Retreat which takes place on Saturday, January 17, 2009 begins promptly at 8:45 a.m. at the Valhalla Inn.

5. Approval of Minutes of the Board of Governors' Meeting of November 20, 2008

The Minutes were circulated with the Agenda.

Moved by Ms. Dumyn, seconded by Mr. McKinnon that the Minutes of the Board of Governors' Meeting of November 20, 2008 be approved as circulated.

Dr. Gilbert noted one correction on page 1, "Baby" should read "Babay".

6.Receipt of Minutes of Board Executive Committee Meeting of October 2, 2008

Moved by Mr. Dennison, seconded by Mr. Dahl that the Minutes of the Board of Executive Committee Meeting of October 2, 2008 be received as circulated.

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

There was no business arising from the Minutes.

8. Standing Committees Reports

8.1 Audit & Risk Management Committee

Mr. Dennison announced that the Audit & Risk Management Committee had not met since the last meeting.

8.2 Finance & Investment Committee

Ms. Dumyn drew members' attention to the Committee's Report which had been circulated with the Agenda. She reported that the Finance & Investment Committee recommended the 2009/10 Operating Budget Guidelines to the Board of Governors' Executive Committee for approval on December 3, 2008. She reported that the Guidelines had been approved by the Board Executive Committee, therefore, the Guidelines had been circulated for information purposes only. Ms. Dumyn informed Governors that in 2002 the Board of Governors passed a motion that instructed Administration, beginning in 2004, to only bring forward balanced budgets for approval. She noted that Administration still operates under the terms of the 2002 motion in the budgeting process.

Ms. Dumyn concluded by informing Governors that a joint orientation session of the Finance & Investment Committee and Audit & Risk Management Committee would be taking place prior to the Board Meeting place on February 26 from 12:00 noon to 3:30 p.m., noting that all Governors were welcome to attend.

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

8.3 Governance Committee

Mr. Campbell reviewed the Governance Committee Report which had been circulated with the Agenda.

8.3.1 Proposed By-Law Amendments

Mr. Campbell drew members' attention to the Terms of Reference of the Audit & Risk Management Committee. He informed the Board that the Governance Committee felt it was necessary for the Audit & Risk Management Committee to hold a face to face meeting with the auditors which did not include administration or the ex-officio member of the Committee, therefore, the following revision was recommended by the Governance Committee:

- new item j. "meeting at least once each year with the external auditors separately from the Administration and the ex-officio member;".

Moved by Mr. Campbell, seconded by Dr. Siddall that the proposed Terms of Reference of the Audit & Risk Management Committee be approved as amended.

Moved by Mr. Campbell, seconded by Ms. Palmer that the proposed Terms of Reference of the Operations Committee be approved as circulated.

Moved by Mr. Campbell, seconded by Mr. Holt-Hindle that the proposed Membership and Terms of Reference of the Student Liaison Committee be approved as circulated.

Moved by Mr. Campbell, seconded by Mr. McKinnon that the Report of the Governance Committee be accepted.

8.5 Nominating Committee

8.4.1 Replacement Member on the NOSM Committee

Moved by Mr. Campbell, seconded by Mr. Bruce that Mr. Tom Morris be appointed to the NOSM Committee to replace Mr. Harvey Cardwell.

8.4.2 Approval of Voting Non-Governor to the University Advancement Committee

Moved by Mr. Campbell, seconded by Mr. Bruce that Mr. Harvey Cardwell be appointed to the University Advancement Committee as a voting non-Governor member.

8.5 NOSM Committee

Mr. Labine reported that the Committee had not met since the last meeting.

8.6 Operations Committee

Mr. Bruce, Chair of the Operations Committee, highlighted the Committee's Report which had been circulated with the Agenda.

Moved by Mr. Bruce, seconded by Mr. Campbell that the Report of the Operations Committee be accepted.

8.7 Senate Liaison Committee

Dr. Leggatt reviewed the Report which had been circulated which the Agenda. She mentioned that the Committee had received a report on undergraduate program reviews from the Vice-President (Academic). Dr. Leggatt concluded by informing Governors that all program reviews will be referred to the Board for information purposes.

Moved by Dr. Leggatt, seconded by Mr. Labine that the Report of the Senate Liaison Committee be accepted.

8.8 Student Liaison Committee

Moved by Mr. Holt-Hindle, seconded by Mr. McKinnon that the Board of Governors approve the Student Liaison Committee 2008/09 Action Plan as presented.

Carried unanimously.

8.9University Advancement Committee

Mr. Crooks was not in attendance, due to technical difficulties with the teleconference equipment, therefore, Mr. Cleghorn drew members' attention to the University Advancement Committee Report which had been circulated with the Agenda. Mr. Cleghorn congratulated Mr. Richard Longtin as the new Manager of Alumni Relations.

Moved by Ms. Palmer, seconded by Mr. Campbell that the Report of the University Advancement Committee be accepted.

Carried unanimously.

9. Report of the Alumni Association

Ms. Cheng spoke to the Report of the Alumni Association which had been circulated with the Agenda. She announced that the Alumni Honour Awards and Outstanding Young Alumni Award deadline for nominations had been extended. Ms. Cheng welcomed Mr. Richard Longtin to the Office of Alumni Relations.

Moved by Ms. Cheng, seconded by Mr. Labine that the Report of the Alumni Association be accepted.

10.Recommendations for Tenure and Simultaneous Promotion and Renewal of Probationary Appointments

Moved by Dr. Gilbert, seconded by Ms. Dumyn that the recommendations of the President concerning tenure and promotion as well as renewal of probationary appointments effective July 1, 2009 be approved as circulated.

R. Benlamri, Software Engineering

D. Jobin-Bevans, Music

E. Gardner, Education

D. Hannah, English

T. Hardie, Business Administration

R. Mawhinney, Chemistry

J. Blahuta, Philosophy

M. Ilie, Mathematical Sciences

B. Ismail, Mechanical Engineering

D. Kerr, Education

E. Korteweg, Education

M. Leitch, Forestry and the Forest Environment

W. Melville, Education

E. Mohamedelhassan, Civil Engineering

C. Parkes, English

R. Petrunia, Economics

M. Smith, Forestry and the Forest Environment

M. Stroink, Psychology

F. Ting, Mathematical Sciences

B. Vernier-Larochette, Languages

J. Vis, Social Work

K. Zaniewski, Geography

R. Benlamri, Software Engineering

A Governor was unclear as to why the Board was required to approve promotion, tenure, and renewal. Dr. Gilbert stated that it is within the Board's purview to approve promotion, tenure, and renewal recommendations. The Board agreed that this matter should be referred to the Governance Committee.

11. Report of the Lakehead University Student Union

Mr. Longtin reviewed the LUSU Report which had been circulated with the Agenda and responded to questions.

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

Mr. Labine spoke to the Report which had been circulated with the Agenda.

13. Report of the Northern Ontario School of Medicine

Mr. Cleghorn reported that the Northern Ontario School of Medicine (NOSM) Report to the Board had been circulated with the Agenda.

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

Mr. Dahl, Board of Governors' Representative to Senate, updated members on the December Senate Meeting, adding that Senate Agendas, Minutes, and backup documentation can be found on the Senate website. Mr. Dahl informed members that at the December 2008 Senate Meeting the Master of Science in Engineering Program was approved and an application for formal Centre status of The Centre for Research on Safe Driving was approved.

15. Items approved (on December 3, 2008) by the Board Executive, on behalf of the Board of Governors

The Chair noted the following items which had been circulated with the Agenda:

- Financial Update (Information only)

- Approval of 2009/10 Operating Budget Guidelines

- Approval of Chair Appointment

- Discussion re: Distribution of In Camera Material Prior to Meetings

16.Appointment of Acting Chair in the Department of Economics - Dr. B. Moazzami

Dr. Gilbert stated that Dr. B. Moazzami had been appointed Acting Chair in the Department of Economics, adding that the process is underway to elect a permanent Chair.

17. In Camera Meeting

The meeting, which began at 4:00 p.m., was adjourned at 4:45 p.m., on a motion by Mr. Campbell and seconded by Mr. Dahl. The meeting moved in camera.