BOARD MEMBERS PRESENT

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1 BOARD OF GOVERNORS SEPTEMBER 22, 2016 Page 1 MINUTES OF THE REGULAR MEETING OF THE NORTH ISLAND COLLEGE BOARD OF GOVERNORS HELD IN THE KOMOUX HALL BOARDROOM, COMOX VALLEY CAMPUS THURSDAY, SEPTEMBER 22, 2016 BOARD MEMBERS PRESENT VIA TELECONFERENCE D. Lamb, Community Member, Campbell River Region, Chair J. Murphy, Community Member, Comox Valley Region, Vice Chair B. Bell, Community Member, Comox Valley Region J. Bowman, President R. Everson, Community Member, Comox Valley Region K. Gibson, Faculty Representative R. Grant, Community Member, Campbell River Region P. Hoefgen, Student Representative U. Ishimwe, Student Representative D. Lightfoot, Chair, Education Council G. Phelps, Community Member, Comox Valley Region C. Reyno, Support Staff Representative R. Johnson, Community Member, Port Alberni Region L. Dickie, Community Member, Mount Waddington Region ALSO PRESENT S. Auchterlonie, Executive Director, NIC Foundation T. Bellavia, Acting Vice President, Learning and Students K. Crewe, Director, Human Resources and Organizational Development C. Fowler, Vice President, Finance and Facilities D. Graham, Director, Facilities Management R. Heidt, Vice President, Strategic Initiatives T. Pather, Executive Director, Office of Global Engagement R. Reid, Executive Assistant, Board of Governors W. Skulmoski, Manager, Institutional Research and Planning M. Waite, President, CUPE 3479 NIC employees in the gallery 1. CALL TO ORDER Board Chair B. Bell called the meeting to order at 1:00 p.m. 1.1 Acknowledgement of K'ómoks First Nations Traditional Territory B. Bell acknowledged that the meeting is being held in the traditional territory of the K'ómoks First Nations.

2 BOARD OF GOVERNORS SEPTEMBER 22, 2016 Page Welcome Board of Governors New Member Leslie Dickie B. Bell welcomed Leslie Dickie, Community Member, Mount Waddington Region, who was participating via teleconference along with R. Johnson. L. Dickie expressed her appreciation for the welcome and looks forward to participating on the Board of Governors and the Finance and Audit Committee. L. Dickie will be sworn in at the next regular meeting of the Board on November 24 th. 1.3 Oath of Appointment B. Bell requested all Board Members present at the meeting to sign the Oaths of Appointment provided to them. 1.4 Adoption of Agenda B. Bell proposed moving agenda item Board Committees Terms of Reference (Executive Committee and President s Performance and Compensation Committee) to the in-camera meeting agenda. J. Bowman requested adding a new agenda item 1.5 President s Update on Pay Parking and moving agenda item 4.8 Letters from NIC employees regarding pay parking to in-camera agenda. Agenda items numbering was also changed as follows: 1.6 Adoption of Agenda was renumbered to 1.4; 1.4 Election of Chair and 1.5 Election of Vice Chair were renumbered to 1.6 and 1.7; 1.7 Minutes of the Regular Meeting of June 9, 2016 was renumbered to 1.8 Moved R. GRANT /Seconded P. HOEFGEN: THAT THE BOARD OF GOVERNORS OF NORTH ISLAND COLLEGE ADOPT THE REGULAR AGENDA OF SEPTEMBER 22, 2016 AS AMENDED. 1.5 President s Update on Pay Parking J. Bowman provided an update to the Board regarding the implementation of pay parking at the Comox Valley Campus. He referred to a number of letters submitted by NIC employees and thanked those who submitted them, adding that the Senior Leadership Team completed a preliminary content analysis of the letters and have identified about 20 recurring themes, which he will be discussing further with the Team and Director of Facilities for further consideration and possible action. J. Bowman assured everyone that the feedback provided were taken seriously and expect that it may be possible to implement some improvements fairly quickly, while others may need to wait until either the end of the semester or the fiscal year. He added that some of the issues around pay parking are complex and involve government policies and guidelines pertaining to the administration of college property, employee compensation/collective bargaining, budgeting and financial management and others which are not within the College s discretion to decide. He concluded by reiterating his commitment to consider all feedback and report back to those who provided it as well as to the Board of Governors and college community by the end of November. 1.6 Election of Chair J. Bowman assumed the role of Presiding Officer for the purpose of conducting the election of Chair of the NIC Board of Governors. He summarized the election process that was proposed by the Executive Committee to be adopted for the election of both Chair and Vice Chair, subject to the wishes of the Board, including provisions for secret balloting, text voting for members attending by teleconference, abstention by submitting blank ballots, election declared based on plurality of votes received and

3 BOARD OF GOVERNORS SEPTEMBER 22, 2016 Page 3 destruction of ballots after the elections. Hearing no objections, J. Bowman opened the floor for nominations for the position of Chair of the NIC Board of Governors. P. Hoefgen nominated G. Phelps for the position of Chair, seconded by C. Reyno. G. Phelps accepted the nomination. J. Bowman called a second time for nominations for the position of Chair. J. Murphy nominated D. Lamb for the position of Chair, seconded by R. Grant. D. Lamb accepted the nomination. He called a third time for nominations for the position of Chair. Hearing no further nominations, J. Bowman declared the nominations closed. The two nominees each addressed the Board in support of their nominations. Board Members cast written secret ballots. Following a counting of the ballots, J. Bowman declared Derek Lamb elected as Chair of the North Island College Board of Governors. 1.7 Election of Vice Chair J. Bowman opened the floor for nominations for the position of Vice Chair of the NIC Board of Governors. C. Reyno nominated Jane Murphy for the position of Vice Chair, seconded by P. Hoefgen. J. Murphy accepted the nomination. J. Bowman called a second time for nominations for the position of Vice Chair. He called a third time for nominations for the position of Vice Chair. Hearing no further nominations, J. Bowman declared the nominations closed and Jane Murphy as Vice Chair of the North Island College Board of Governors by acclamation. Moved B. BELL/Seconded C. REYNO: THAT BALLOTS CAST FOR THE ELECTION OF CHAIR OF THE NORTH ISLAND COLLEGE BOARD OF GOVERNORS BE DESTROYED. D. Lamb and J. Bowman thanked B. Bell for his time as Board Chair for the past two years. 1.8 Minutes of the Regular Meeting of June 9, 2016 Moved B. BELL/Seconded P. HOEFGEN: THAT THE BOARD OF GOVERNORS OF NORTH ISLAND COLLEGE APPROVES THE MINUTES OF THE REGULAR MEETING OF JUNE 9, 2016 AS CIRCULATED. PRESENTATION Threat Assessment and Communications Protocols K. Kuhnert, Director, Student Services and Registrar, D. Graham, Director, Facilities Management and N. Twynam, Assistant Director, Student Affairs provided a summary of the work of two teams the Risk Assessment Prevention Team (RAPT) and the Student Case Management Team (SCMT) in handling nonemergency related campus security and safety issues. They assured the Board that the College is taking a proactive approach in handling complaints and preventing violence on campus by actively campaigning, disseminating information as well as engaging all College constituents in being cognizant of policies and legislation pertaining to violence prevention. The RAPT meets on average of three to four times a year while the SCMT meets weekly. L. Dickie left the meeting at 1:40 p.m.

4 BOARD OF GOVERNORS SEPTEMBER 22, 2016 Page 4 2. BOARD BUSINESS 2.1 Board Action Items Log as of September 22, 2016 The Board received the Action Items Log as of September 22, Referring to Committee Evaluation, J. Bowman reported that the Governance and Human Resource Committee, at its meeting earlier on September 22, proposed that the upcoming Board Retreat have some time set aside for committee evaluation where all committees will be tasked to engage in reflective conversation in coming up with a few summary points regarding their performance (positives and areas for improvement). 2.2 Executive Committee Report The Board received the Executive Committee Report. D. Lamb highlighted his recommendation to include a presentation by the College s investment advisor, Genus Capital at the Board s January 2017 meeting regarding the College s investment portfolio. He emphasized that the advisor has regularly presented to the Finance and Audit Committee but he felt that, because of the size and importance of the portfolio, the Board should understand investment criteria and vision for the portfolio. The Report also included a list of this year s Board Committee appointments: Executive Committee D. Lamb (Committee Chair) B. Bell J. Murphy R. Grant Finance and Audit Committee D. Lamb L. Dickie K. Gibson New student member Governance and Human Resources Committee R. Grant G. Phelps C. Reyno New student member President s Performance and Compensation Committee D. Lamb B. Bell J. Murphy R. Everson NIC Foundation Representative R. Johnson 2.3 Board Meeting Schedule, September 2016 to June 2017 J. Bowman asked Board Members to reconfirm with R. Reid their availability for Board meetings for the rest of the year in order to ensure fulsome attendance and at least a quorum at every meeting.

5 BOARD OF GOVERNORS SEPTEMBER 22, 2016 Page Governance and Human Resources (GHR) Committee Report R. Grant reported that the GHR Committee met on July 12, 2016 and earlier in the morning of September 22, He provided a summary of the action items being brought forward to the Board for approval Board Bylaw #2 A Bylaw to Establish the Board of Governors Conflict of Interest Guidelines The Board briefly discussed the proposed amendments to Bylaw 2 including the deletion of Section 4.1 Code of Ethics as all provisions under this section are already included in Governance Process Policy GP 5 Board Members Code of Conduct. Moved R. GRANT/Seconded P. HOEFGEN: THAT THE BOARD OF GOVERNORS OF NORTH ISLAND COLLEGE APPROVES BOARD BYLAW NO. 2, 2016 A BYLAW TO ESTABLISH THE BOARD OF GOERNORS CONFLICT OF INTEREST GUIDELINES AS AMENDED Governance Process Policies GP Policy 7 Meetings of the Board Regarding attendance at in-camera meetings, discussion ensued around the deletion of explicit invitation of other persons appropriate to the business of the meeting on the invitation of the Chair. Moved R. GRANT/Seconded C. REYNO: THAT THE BOARD OF GOVERNORS OF NORTH ISLAND COLLEGE APPROVES BOARD POLICY GP 7 MEETINGS OF THE BOARD AS AMENDED. Motion defeated Agenda item GP Policy 7 Meetings of the Board was referred back to the GHR Committee for its reconsideration GP Policy 8 Election of Board Chair and Vice Chair A discussion ensued regarding the use of Robert s Rules of Order during an election and communication processes around a Board Member s intent to seek nomination as Chair or Vice Chair. Moved C. REYNO/Seconded P. HOEFGEN: THAT BOARD POLICY GP 8 - ELECTION OF BOARD CHAIR AND VICE CHAIR BE FURTHER AMENDED BY REPLACING FOLLOW WITH CONSULT UNDER PARAGRAPH #4 SO THAT THE ITEM WILL READ: IN THE EVENT AN ELECTION IS REQUIRED, THE ELECTION PROCESS WOULD CONSULT ROBERT S RULES OF ORDER. Moved R. GRANT/Seconded C. REYNO: THAT THE BOARD OF GOVERNORS OF NORTH ISLAND COLLEGE APPROVES BOARD POLICY GP - 8 ELECTION OF BOARD CHAIR AND VICE CHAIR AS AMENDED ON SEPTEMBER 22, A copy of GP Policy 8 - Election of Board Chair and Vice Chair as approved at on September 22, 2016 will be attached to the minutes. 2.5 Finance and Audit Committee Report F16/17 Q1 Forecast Report D. Lamb reported that the Finance and Audit Committee met on September 14, The Committee discussed the F16/17 Q1 Forecast Report.

6 BOARD OF GOVERNORS SEPTEMBER 22, 2016 Page Draft Board Retreat Agenda, October 27/28 J. Bowman provided a draft outline of the retreat for the Board s consideration. B. Bell commented that the President s annual performance objectives for 2016/17 should be reviewed by the President s Performance and Compensation Committee. 2.7 Roundtable Regional Reports A number of Board Members attended and participated in student orientation and graduation ceremonies at the Campbell River and Comox Valley campuses. Other Board Members participated in the Flavour event on September 18 th, the trades equipment funding announcement held at the Campbell River campus on September 20 th and the NIC Foundation Awards also held at the Campbell River campus on September 21 st. C. Reyno reported she had met informally with CUPE, students and other staff regarding pay parking. K. Gibson, P. Hoefgen and U. Ishimwe echoed the same, reiterating that the common theme arising from the issue of pay parking is the lack of clarity and understanding on the responsibilities of the Board and administration, in particular on the pay parking rate structure. P. Hoefgen noted that it was not fair that staff and faculty can have their parking paid for monthly out of their pay cheques while students have to make a lump sum payment. K. Gibson added that the Board only approved pay parking principles, not the fees. C. Reyno commented that despite the emotions expressed by College constituencies regarding pay parking, the points raised are valid and should be considered. 3. REPORTS 3.1 President President s Report J. Bowman highlighted his participation as chair of the CICan Rural Colleges Coalition teleconference meeting with representatives from 10 rural colleges from across Canada. As a follow up to advocacy discussions initiated at the May CICan conference in Quebec City. He added that CICan has already submitted the rural colleges priorities to Federal government. J. Bowman noted that in 2018, the CICan conference will be held in Victoria, BC and NIC had been invited to assist with co-hosting the conference with Camosun College. J. Bowman also thanked S. Auchterlonie for her work with the College and NIC Foundation over the last 10 years. He also thanked R. Everson, in his role as K'ómoks First Nation Chief, for being instrumental in initiating the development of the new Aboriginal Leadership Certificate Program Regional Highlights Report The Board received the Regional Highlights Report for September. 3.2 Acting Vice President, Learning and Students Update on Program Delivery and Development T. Bellavia noted that the report reflected the work of the deans, department chairs, faculty and support staff. T. Bellavia highlighted the Aboriginal Leadership Certificate Program which received funding from the Aboriginal Affairs and Northern Development Canada. It will be developed in collaboration with local communities, the University of Victoria and Vancouver Island University to establish laddering and transfer arrangements and agreements. NIC will also work with the BC Council on Admissions and Transfers to establish transferability within the BC post-secondary system. T. Bellavia also reported on the expansion of ITV capabilities to North Island Secondary School in Port McNeill and Winchelsea Place Community School in Parksville which will allow Grade 12 students to access dual credit courses. He explained that the Applied Business Technology certificate programs are

7 BOARD OF GOVERNORS SEPTEMBER 22, 2016 Page 7 online offerings through BC Campus. Many students in these programs come from across BC and not just from the NIC region Update on Fall 2016 Stable Credit Enrolment T. Bellavia presented the Fall 2016 Stable Credit Enrolment Report which provides a snapshot of enrolments. Overall enrolment is stable. He also noted a slight increase in Adult Basic Education and Adult Upgrading enrolments. T. Bellavia also noted a slight decrease in enrolments at the Campbell River campus due largely to a decrease in enrolments in the welding program. W. Skulmoski added that anecdotally, decreases in enrolment in welding programs across BC is due largely to the downturn in the Alberta economy. 3.3 Vice President, Finance and Facilities Financial Information Act Report C. Fowler noted that the report is an annual requirement by the Province and includes a schedule of employees receiving over $75,000 in remuneration as well as a schedule of suppliers who were paid over $25,000 over the last fiscal year. Moved P. HOEFGEN/ Seconded B. BELL: THAT THE BOARD OF GOVERNORS OF NORTH ISLAND COLLEGE APPROVES THE INFORMATION PREPARED BY THE COLLEGE FOR THE YEAR ENDED MARCH 31, 2016 AS REQUIRED UNDER THE FINANCIAL INFORMATION ACT First Quarter Financial Statements for 2016/2017 C. Fowler provided a brief summary of the Financial Statements for the three months ended June 30, 2016 and Campus and Facilities Plan C. Fowler reported that the Campus and Facilities Plan is usually approved by the Board in June. He explained that NIC did not receive confirmation of routine capital funding until August and as a result the timelines had to be adjusted to accommodate funding approvals. He presented the report which outlines NIC s capital projects. Moved P. HOEFGEN/Seconded R. GRANT: THAT THE BOARD OF GOVERNORS OF NORTH ISLAND COLLEGE APPROVES THE CAMPUS AND FACILITIES PLAN FOR FY 2016/ Vice President, Strategic Initiatives NIC Foundation Report R. Heidt highlighted the launch of a new high school recruitment initiative starting with the Alberni District Secondary School. He also showed a short video prepared for NIC Foundation s student awards program events. 4. INFORMATION The Board received the following documents: Board of Governors Calendar of Events 4.2. BC Post-Secondary Workshop Schedule, Okanagan College, October 5-7, 2016 JB: agenda has been finalized, arrangements will be made; 4.3. NIC Elections Timeline Fall 2016

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9 NORTH ISLAND COLLEGE BOARD OF GOVERNORS POLICY MANUAL GOVERNANCE PROCESS Updated POLICY GP-8 ELECTION OF BOARD CHAIR AND VICE-CHAIR General Definitions Internal Board Member means faculty, support staff and students (elected by their respective constituency) and Chair of Education Council and President and CEO (Board members because of position held). Community Board Member means a community member appointed by the Lieutenant Governor in Council. 1. To maintain the integrity of the responsibilities unique to the position of Board Chair, the Board Chair shall be elected annually from among the Community Board Members by a majority vote of a fully constituted Board. The Board Chair shall be eligible for re-election. 2. In the event of the death, resignation or removal from office of the Board Chair, a by-election shall be held to elect a Chair for the remainder of the term of office from among the Community Board Members by a majority vote of a fully constituted Board. 3. The position of Vice-Chair shall be elected annually from among the Community Board Members by a majority vote of a fully constituted Board and shall be eligible for re-election. The Vice-Chair has no succession rights to the position of Board Chair. 4. In the event an election is required, the election process would consult Robert s Rules of Order. 5. Community Board members interested in seeking nomination as Chair or Vice Chair are encouraged to communicate their interest to the rest of the Board within four weeks prior to the election date. Board approved September 22, 2016