REPORT OF A MEETING OF THE UNIVERSITY OF SASKATCHEWAN BOARD OF GOVERNORS 8:00 am, FRIDAY, OCTOBER 14, 2011 MELFORT TRAVELODGE HOTEL

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1 REPORT OF A MEETING OF THE UNIVERSITY OF SASKATCHEWAN BOARD OF GOVERNORS 8:00 am, FRIDAY, OCTOBER 14, 2011 MELFORT TRAVELODGE HOTEL Board members present: Nancy Hopkins (chair), Art Dumont, Linda Ferguson, Scott Hitchings, Peter MacKinnon, Grit McCreath, Susan Milburn, Vera Pezer, and Greg Smith. Regrets: David Sutherland and Garry Standing. Resource officers: Brett Fairbairn, Richard Florizone, Heather Magotiaux, and Lea Pennock (secretary). Further information about the composition of the Board of Governors and its committees, as well as the bylaws and annual work plan of the board, are available at Agenda Subject Item 1 Minutes of July 21, 2011 meeting Comments/Decisions The minutes were approved as circulated. 2 Business arising from the No business was identified. minutes 3. In camera items (board The board met in camera. members only) 4. Report of the president The president's written report is appended. 5. Standing committees 5.1 Human Resources The committee met on October 12. Members in attendance: Grit McCreath (chair), Nancy Hopkins, Peter MacKinnon, and David Sutherland. Others in attendance: Art Dumont, Linda Ferguson, Scott Hitchings, Greg Smith, and Garry Standing Minutes of June 23, 2011 The minutes were received Review of the annual work reference for Human Resources Bargaining and labour relations update Safety, environment, health and wellness update Senior administrative appointments A verbal report on the status of bargaining and labour relations was received A verbal report on safety, environment, health and wellness activities was received. A list of senior administrative appointments was received

2 5.1.6 Senior academic appointments 5.2 Governance and Executive A list of senior academic appointments was received for The committee met on October 12, Members in attendance were Vera Pezer (chair), Art Dumont, Nancy Hopkins, Peter MacKinnon, Susan Milburn and Greg Smith. Also in attendance: Linda Ferguson, Scott Hitchings, Grit McCreath, Garry Standing, and David Sutherland Minutes of July 21, 2011 The minutes with amendments were received for It was noted that Susan Milburn had agreed to serve as the board s representative on the review committee for the provost Re-appointment of University Solicitor for 2011/ Incorporation of a wholly owned U of S subsidiary Canadian Centre for Nuclear Innovation Inc Update on board appointments Revised protocol agreement regarding board appointments Revisions to the university s policy on naming of university assets Matrix for annual evaluation of the president Douglas Richardson, Q.C. of the firm McKercher LLP was reappointed as University Solicitor for 2011/2012. Approval of the Board was provided to proceed with the incorporation of a wholly owned university subsidiary to simulate new research, development and training in advanced aspects of nuclear science and technology, subject to subsequent approval by the Board of Governors of the membership of the board of directors of the institute. A verbal report on the progress of the search committee for a new Aboriginal board member was received. The chair reported that there had been no further communication from the Minister with respect to signing the protocol agreement. The board received a report on proposed revisions to the naming policy that will be presented to Council in November. The committee reported on its consideration of a formal set of performance metrics to guide and ensure success of the new president. A few amendments were suggested by board members and it was agreed the document would be shared with members of the presidential search committee Board evaluation The committee reported on its discussion of the effectiveness of its annual evaluation process Association of Governing Boards Conference (AGB) Review of annual work reference for the governance and executive committee An invitation for board members to consider attendance at the Association of Governing Boards or Canadian University Boards Association conferences in 2012 was extended to board members.

3 5.3 Land and Facilities The committee met on October 12, Members in attendance: David Sutherland (chair), Linda Ferguson, Scott Hitchings, Vera Pezer, and Garry Standing. Also in attendance: Art Dumont, Peter MacKinnon, Grit McCreath, Susan Milburn, and Greg Smith Minutes of July 21, 2011 The minutes were received U of S Health Sciences project A and B Wing Renovation Preliminary Components Parking Lot E Electrification and Memorandum of Agreement with Saskatoon Health Region Southern Saskatchewan Academic Health Sciences Hub - College of Medicine/Family Medicine/Regina site Mineral rights lease of SW W2 Middleton Estate College Quarter North East Precinct The board granted Board 2 approval for the preliminary components of the Health Sciences project A and B Wing renovations subject to funding approval from the provincial government. Approval in principle of an agreement with Saskatoon Health Region regarding use of E Lot and approval of the related electrification capital project, subject to finalization of the MOA with SHR was approved. Approval for the costs associated with the physical relocation of the College of Medicine, Department of Family Medicine, Regina site was granted. The board approved the lease of mineral rights for a term of three years. Proceeds from this lease will support general student scholarships. Board 1 approval to proceed with the College Quarter North East Precinct development in accordance with the College Quarter Master Plan was granted Annual ICT update An annual update on campus ICT projects was received InterVac project update An update on various components of the InterVac project was received Naming of four rooms in the Diefenbaker Building Re-naming of the Veterinary Teaching Hospital to Veterinary Medical Centre Re-naming of WCVM Buildings and Roads Major capital projects status report The board received for information the notification of the naming of four rooms in the Diefenbaker Centre which were previously approved by the Naming. The re-naming of the Veterinary Teaching Hospital to Veterinary Medical Centre was received The proposed new name more accurately reflects the function and use of the facility. A report from the naming committee on the renaming of two buildings and the drive separating these buildings from the large animal clinic was received An overview of the current status of capital projects was received

4 Update on administrative approvals Review of annual work reference for Land and Facilities 5.4 Finance and Investment An overview of the administrative approvals made related to capital projects, programs, and the campus physical plant was received. The committee met on October 12, Members present: Greg Smith (chair), Art Dumont, Susan Milburn, Scott Hitchings, and Garry Standing. Others in attendance: Linda Ferguson, Peter MacKinnon, Grit McCreath, Vera Pezer, and David Sutherland Minutes of July 21, 2011 The minutes subject to an amendment, were received for Operations Forecast The general messages and specific financial request in the operations forecast were approved by the board for submission to the Ministry of Advanced Education, Employment and Immigration Long-term Investment Pool Real Estate Manager Student Residence and Meal Plan Rate Authorization Policy Revision Retirees Pension Plan statement of investment policies and procedures The board approved an appointment of an investment manager for the Long Term Investment Pool. The board approved the revised policy. The board approved the statement of investment policies and procedures as of November 2011 for the Pension Plan for Academic Employees of the U of S, 1974 (Retirees Plan) Interim Financial Reports A quarterly report on the financial results of the university to July 31, 2011 and a forecast to year-end of projected operating fund results compared to budget was received Service and Process Enhancement Project update Quarterly investment report Quarterly compliance report to June 30, Development activity for fiscal 2011/11 to July 31, 2011 An update on the status of Phase II of the Service and Process Enhancement project was received. A regular quarterly report for the period ended June 30, 2011 on investment income was provided to the board in accordance with the board work plan. Quarterly report on investment manager compliance with investment policies for the period ended June 30, 2011 was provided to the board in accordance with the board work plan. A progress report of philanthropic revenue and donations received from May 1, 2011 to July 31, 2011 was received Annual Report 2010/11 A final copy of the 2010/11 annual report was provided to the board

5 Annual report to pension plan participants 2010/11 Annual reports provided to plan members were provided to the board Review of annual work reference for Finance and Investment 5.5 Audit The committee met on October 12. Members present: Susan Milburn (chair), Linda Ferguson, Grit McCreath, and Greg Smith. Also in attendance: Scott Hitchings, and Vera Pezer Minutes of July 21, 2011 The minutes of the July 21, 2011 audit committee were received Report on Audit Services activities This semi-annual report, which includes an overview of progress relative to the annual audit plan and the status of Final Audit Services reports Report on payments and remittances Review of annual work reference of the Audit Audit issues remediation plan planned audit projects, was received Received for information: the final executive summary audit reports since the last audit committee meeting. This regular report ensures that completed internal audit reports are provided in a timely manner and in accordance with the terms of reference of the audit committee. This is a regular report received for information in accordance with the audit committee's work plan. Its purpose is to provide assurance to the board that the university has met all obligations which may result in personal liability. An update on the status of work to remediate the issues identified by the Provincial Auditor during the annual audit of the university for 2010/11 was received for Mass notification update An update regarding the development of additional mass notification capabilities for use during emergencies and/or crises at the U of S arising from the Emergency Measures Report provided to the audit committee in June 2011 was received. 6. Other business No other business was identified. 7. Items for information 7.1 Meeting schedule for 2011/2012 Received 8. Communications 8.1 Letter from Minister of Advanced Education re appointments to the board 8.2 Letter from Jay Kalra, Chair, University Council A letter from the Minister regarding board appointments was received An invitation to attend a meeting of University Council was extended to the board chair.

6 9. Other business items by board members 10. Next meeting and adjournment A member commented on the superior organization of the Deans Retreat which she attended in August. The next meeting will be held Friday, December 9, 2011.