BOARD OF GOVERNORS 389 th REGULAR BOARD MEETING SEPTEMBER 25, 2018 7:00 PM AME-606 Present: Guylaine Audet, Chair John Halpin, Director General Sabine Biasi Gordon Brown David Chisholm Pamala Cripton Gwyneth Edwards Ray Fourneaux Jonathan Hackett Ian Hadida Bill Mahon Roberta Silerova Dalia Toledano Paula Wood-Adams Elizabeth Yasa Stavroula Makris, Secretary General Daniela Cervetti, Recording Secretary Regrets: Louise Arnsenault Anna Woodrow Line Roussin By Invitation: Doug Brown, Dean of Technologies (left after item 05) Claudiu Scotnotis, Computer Science Teacher (left after item 05) Ian Clément, Computer Science Teacher (left after item 05) The Chair, Guylaine Audet, welcomed returning members to the first Board meeting of the 2018-2019 academic year. She introduced and welcomed Elizabeth Yasa, the newly elected student representative for Pre-University Studies. 389-01 APPROVAL OF AGENDA The Chair proposed that the item dealing with the Revision of the Computer Science Technology Program be moved ahead before the item dealing with the Report from the Executive Committee. It was moved by Paula Wood-Adams, seconded by Sabine Biasi, and carried THAT the Board approved the agenda as amended. 389-02 MINUTES 388 th BOARD MEETING It was moved by Bill Mahon, seconded by Dalia Toledano, and carried 13
THAT the minutes of the 388 th Board meeting be approved as presented. 389-03 BUSINESS ARISING FROM THE 388 th BOARD MEETING The Director General explained that a multi-year agreement resolving the issue of payment of non-permanent teachers and union release has been reached. All documents relating to the Vaudreuil-Dorion Centre d études collégiales proposal have been submitted to the Ministry; the College has been informed that no movement on this dossier is to be expected prior to the election of the new government. 389-04 NETWORK NEWS The Director General gave the Board a brief synopsis of recent news across the collegial network. More specifically, he mentioned: There is a significant increase in the capital budgets across the collegial network. The Director General announced that from the ten Centers for Technology Transfers (CCTT) recently announced by the government, the College received the two it had applied for: one in Artificial Intelligence and another in Biopharmaceutical. The Director General was nominated to co-chair a new Colleges and Institutes Canada (CICan) Advisory Committee for the Pan-Canadian Standard for the Psychological Health and Safety of Post-Secondary Students. It is a two year mandate. 389-05 REVISION OF COMPUTER SCIENCE TECHNOLOGY 420 Doug Brown, Dean of Technologies, introduced Claudiu Scotnotis and Ian Clément, teachers from the Computer Science Program, to present the revised program, following the Ministry s elements and recommendations, to the Board members. Following their presentation and their correction of certain of the course numbers indicated in documentation included in the Board package, the following resolution was presented. WHEREAS John Abbott College is authorized by the Ministry of Education to offer the Computer Science Program; WHEREAS the Computer Science department has revised its program planner. WHEREAS the College s Academic Council was consulted and recommended that the Computer Science Program planner be forwarded to the Board of Governors for approval; It was moved by Ray Fourneaux, seconded by Gordon Brown, and carried THAT the Board of Governors approve the Computer Science Program planner, as presented; and THAT John Abbott College implement the revised Computer Science Program planner 420.B0 for students registering for Fall 2019. 14
389-06 REPORT FROM THE EXECUTIVE COMMITTEE The Director General reviewed the draft minutes from the last Executive Committee meeting held on September 12, 2018. 389-07 CAPITAL BUDGET 2018-2019 WHEREAS at its June 13, 2018 meeting, the Board of Governors passed Resolution 388-06 setting the College s capital budget as provisional at $5,676,900 for the 2018-2019 financial year; WHEREAS the College was notified by the MEES on August 17, 2018 that the capital budget for the 2018-2019 financial year is set at $8,085,800, an increase of $2,408,900; It was moved by Sabine Biasi, seconded by Jonathan Hacket, and carried THAT the Board of Governors approve the capital budget of $8,085,800 for the 2018-2019 financial year and that Resolution 388-06 be amended accordingly. 389-08 APPOINTMENT OF DIRECTOR GENERAL MANDATE RENEWAL COMMITTEE WHEREAS John Halpin has decided to apply for another term as Director General of the College and has requested a renewal of his mandate; WHEREAS pursuant to the College s By-law 2 Concerning the Appointment, the Renewal of Mandate and the Evaluation of the Director General and the Academic Dean, it is necessary to establish a Director General Mandate Renewal Committee in accordance with the terms thereof; It was moved by Pamela Cripton, seconded by Ian Hadida, and carried THAT the Board of Governors establish a Director General Mandate Renewal Committee composed of: the Chair of the Board of Governors, Guylaine Audet, who will chair the committee the Vice-Chair of the Board of Governors, Gwyneth Edwards the Academic Dean, Gordon Brown one faculty Board member, Anna Woodrow one staff Board member, Bill Mahon one student Board member, Elizabeth Yasa, and two other members of the Board who are not an employee of the College, Paula Wood-Adams and Dalia Toledano and 15
THAT the Committee fulfill its mandate in accordance with By-law 2 Concerning the Appointment, the Renewal of Mandate and the Evaluation of the Director General and the Academic Dean and make a recommendation to the Board of Governors by February 5, 2019. 389-09 APPOINTMENT OF EXECUTIVE COMMITTEE MEMBER WHEREAS, at its June 13, 2018 meeting, the Board of Governors appointed members to the Executive Committee 2018-2019, except for one student member to be appointed after students elections to the Board; WHEREAS student elections to the Board occurred and, as a result, the new student member on the Board of Governors is Elizabeth Yasa for Pre-University Studies; and a student member for Technical Studies will follow; WHEREAS the Executive Committee is recommending that the Board of Governors approve that Elizabeth Yasa, student member on the Board of Governors, be appointed to the Executive Committee; It was moved by Bill Mahon, seconded by Ray Fourneaux, and carried THAT the Board of Governors approve that Elizabeth Yasa, student member on the Board of Governors, be appointed to the Executive Committee. 389-10 APPOINTMENT OF AUDIT COMMITTEE 2018-2019 WHEREAS Policy No. 3 Concerning the Hiring and Evaluation of An External Auditor sets the composition of the Audit Committee as being comprised of the Chairperson of the Board, the Director General and two other Board members who are not employees of the College; WHEREAS the Executive Committee is recommending that the Board of Governors renew the mandate of the members of the Audit Committee 2017-2018 for an additional year, if available; It was moved by Dalia Toledano, seconded by Paula Wood-Adams, and carried THAT the Audit Committee for the 2018-2019 fiscal year be composed of the Chairperson of the Board, Guylaine Audet, the Director General, John Halpin, Gwyneth Edwards and Elizabeth Yasa with the Director of Finance and Legal Affairs and the Comptroller as resource persons; and THAT the Director General chair the Committee. 16
389-11 BOARD PRACTICES - MEMBERS In connection with the various committees piloted last year, and further to the recommendation of the Executive Committee that the current members serve for an additional year, it was decided as follows: Finance and Audit Committee the Audit Committee will serve Risk Management Committee Bill Mahon and Ray Fourneaux will serve IT & Facilities Committee Jonathan Hackett and Roberta Silerova will serve HR Committee the Director General Mandate Renewal Committee will serve Governance & Ethics Committee the Executive Committee will serve 389-12 DISCLOSURE OF INTERESTS An electronic form was sent to all members. The Secretary General thanked the members that have already submitted their responses and reminded the remaining members to kindly do the same. 389-13A WORK PLANS 2017-2018 YEAR-END The Director General reviewed the year-end status for the key activities in the 2017-2018 Work Plans. 389-13B WORK PLANS 2018-2019 PRESENTATION The Director General and the Academic Dean reviewed some of the key highlights in the 2018-2019 Work Plans. A status report will be presented to the Board mid-year. 389-14A ACADEMIC COUNCIL 2017-2018 ANNUAL REPORT The Academic Dean reviewed the 2017-2018 Annual Report. 389-14B ACADEMIC COUNCIL 2018-2019 WORK PLAN The Academic Dean reviewed some of the key highlights in the 2018-2019 Work Plan. 389-15 NOTICE OF MOTION TO AMEND BY-LAW 4 CONCERNING COLLEGE ADMINISSION In conformity to By-Law 1 Concerning the General Administration of the College Article 2.7.16 Amendment or Revocation of By-Law 2.7.16.1 The Board may amend or revoke its by-laws at any regular or special meeting. However, proposed amendments or revocations must be submitted in writing to all members at the previous regular meeting. 17
2.7.16.2 Resolutions assenting to by-laws, their modification or revocation, must be adopted by two-thirds of the votes expressed by members present who are entitled to vote. The proposed amendments to By-law 4 Concerning College Admission are tabled at the September 25, 2018 regular Board meeting to be voted on at the October 30, 2018 regular Board meeting. WHEREAS the proposed amendments are tabled for Board members to forward to the Secretary General any feedback by October 12, 2018; WHEREAS the Board of Governors at its October 30, 2018 regular meeting will consider the proposed tabled amendments and feedback received and vote to amend By-law 4 Concerning College Admission as deemed appropriate. 389-16 NOTICE OF MOTION TO AMEND BY-LAW 9 CONCERNING PROCUREMENT, SERVICE AND CONSTRUCTION WORK CONTRACTS In conformity to By-Law 1 Concerning the General Administration of the College Article 2.7.16 Amendment or Revocation of By-Law 2.7.16.1 The Board may amend or revoke its by-laws at any regular or special meeting. However, proposed amendments or revocations must be submitted in writing to all members at the previous regular meeting. 2.7.16.2 Resolutions assenting to by-laws, their modification or revocation, must be adopted by two-thirds of the votes expressed by members present who are entitled to vote. The proposed amendments to By-law 9 Concerning Procurement, Service and Construction Work Contracts are tabled at the September 25, 2018 regular Board meeting to be voted on at the October 30, 2018 regular Board meeting. WHEREAS the proposed amendments are tabled for Board members to forward to the Secretary General any feedback by October 12, 2018; WHEREAS the Board of Governors at its October 30, 2018 regular meeting will consider the proposed tabled amendments and feedback received and vote to amend By-law 9 Concerning Procurement, Service and Construction Work Contracts as deemed appropriate. 389-17 PLAN DÉCENNAL DES INVESTISSEMENTS D INFRASTRUCUTRE DE RECHERCHE (PDIR) 2019-2029 WHEREAS the ministère de l Économie, de la Science et de l Innovation (the MESI ) has asked the College to provide an annual update and prioritization of its Plan décennal des investissements d infrastructure de recherche (PDIR) 2019-2029 (the PDIR 2019-2029 ); WHEREAS the MESI has requested that the PDIR 2019-2029 be supported by a resolution of the College s Board of Governors; 18
It was moved by Gwyneth Edwards, seconded by Bill Mahon, and carried THAT the Board of Governors support the College s PDIR 2019-2029, as presented. THAT the PDIR 2019-2029 be provided to the MESI as per its requirements. 389-18 CCTT IN ARTICIFIAL INTELLIGENCE WITH COLLÈGE DE BOIS-DE-BOULOGNE ATTENDU QUE le 6 février 2018, le conseil d administration du cégep John-Abbott a autorisé la soumission au Ministère de l'éducation et de l'enseignement supérieur (le «Ministre») d une demande de reconnaissance d un nouveau centre collégial de transfert de technologie en intelligence artificielle conjointement avec le collège de Bois-de-Boulogne, pourvu que l engagement financier total du cégep John-Abbott sur une période de deux (2) ans ne dépasse pas 200 000$; ATTENDU QUE ladite demande a été acceptée et que, par conséquent, le cégep John-Abbott et le collège de Bois-de-Boulogne sont autorisés à établir un Centre collégial de transfert de technologie en intelligence artificielle à titre de CCTT (le «CCTT»), le tout tel que précisé dans une lettre d autorisation datée du 15 juin 2018; ATTENDU QUE dans le cadre du CCTT, il est prévu que l engagement financier total du cégep John-Abbott sur une période de deux (2) ans ne dépassera pas 200 000$; Sur la proposition de Sabine Biasi, appuyée par Roberta Silerova, IL EST RÉSOLU : QUE le conseil d administration réitère son appui quant à l établissement du CCTT et approuve le projet de plan de travail 2018-2019 présenté aux membres; QUE chacun du Directeur général du cégep John-Abbott, John Halpin, et de la Directrice de la formation continue du cégep John-Abbott, Stéphanie Hygate, soit et il/elle par les présentes autorisé(e), pour et au nom du cégep John-Abbott, à faire toute chose et à signer tout document nécessaire ou utile aux fins d établir le CCTT, ce qui inclut, sans limitation, collaborer avec les intervenants au dossier aux fins de, entre autres: - finaliser les modalités et conditions du partenariat entre le cégep John-Abbott et le collège de Bois-de-Boulogne; - constituer et organiser un organisme sans but lucratif; - finaliser les modalités et conditions de la gestion administrative et opérationnelle du CCTT par cet organisme sans but lucratif; - finaliser le plan de travail annuel (annual work plan) pour le CCTT; - embaucher un directeur général du CCTT; - faire toute demande de subvention disponible. 19
389-19 CCTT IN BIO-PHARMA WITH CÉGEP GÉRALD-GODIN ATTENDU QUE le 6 février 2018, le conseil d administration du cégep John-Abbott a autorisé la soumission au Ministère de l'éducation et de l'enseignement supérieur (le «Ministre») d une demande de reconnaissance d un nouveau centre collégial de transfert de technologie en biopharmaceutique conjointement avec le cégep Gérald-Godin, pourvu que l engagement financier total du cégep John-Abbott sur une période de deux (2) ans ne dépasse pas 250 000$; ATTENDU QUE ladite demande a été acceptée et que, par conséquent, le cégep John-Abbott et le cégep Gérald-Godin sont autorisés à établir un Centre d expertise et de recherche appliquée en sciences pharmaceutiques à titre de CCTT (le «CCTT»), le tout tel que précisé dans une lettre d autorisation datée du 15 juin 2018; ATTENDU QUE dans le cadre du CCTT, il est prévu que l engagement financier total du cégep John-Abbott sur une période de deux (2) ans ne dépassera pas 250 000$; Sur la proposition de Gwyneth Edwards, appuyée par Paula Wood-Adams, IL EST RÉSOLU : QUE le conseil d administration réitère son appui quant à l établissement du CCTT et approuve le projet de plan de travail 2018-2019 présenté aux membres; QUE chacun du Directeur général du cégep John-Abbott, John Halpin, et du Directeur des études du cégep John-Abbott, Gordon Brown, soit et il est par les présentes autorisé, pour et au nom du cégep John-Abbott, à faire toute chose et à signer tout document nécessaire ou utile aux fins d établir le CCTT, ce qui inclut, sans limitation, collaborer avec les intervenants au dossier aux fins de, entre autres: - finaliser les modalités et conditions du partenariat entre le cégep John-Abbott et le cégep Gérald-Godin; - constituer et organiser un organisme sans but lucratif; - finaliser les modalités et conditions de la gestion administrative et opérationnelle du CCTT par cet organisme sans but lucratif; - finaliser le plan de travail annuel (annual work plan) pour le CCTT; - embaucher un directeur général du CCTT; - faire toute demande de subvention disponible. 389-20 IN CAMERA ITEM The Chair of the Board declared that this item be held in camera. After discussion and consideration, a resolution was passed dealing with a Human Resources issue. The Chair of the Board declared that the Board exit from the in camera session and continue regular business. 20
389-21 STRATEGIC PLAN DASHBOARD UPDATE The Director General presented an updated version of the strategic plan dashboard, including the most recent survey results. 389-22 STUDENT DIPLOMA REQUESTS It was moved by Gordon Brown, seconded by Roberta Silerova, and carried THAT the Board approve for forwarding to Québec, the names of 1441 students for a Diplôme d'études collégiales (D.E.C.) and the names of 152 students for an Attestation d études collégiales (A.E.C.) as supplied by the Registrar s office on September 13, 2018, and certified by the Dean of Academic Systems as having successfully completed the appropriate requirements for the granting of a diploma. 389-23 OPERATIONS REPORT The Director General and the Academic Dean presented the key highlights of the Operations Report included in the package. 389-24 CEEC VISIT (OCTOBER 2, 2018 AT 6:00 PM) The Director General reminded the members of the upcoming meeting with the CEEC on October 2, 2018 at 6:00pm. 389-25 BOARD DISCUSSION STUDENT ORIENTATION OVERVIEW The Director General presented the Safety Video that was shown to all students during Orientation Week. 389-26 CLOSING OF THE 389th BOARD MEETING It was moved by Ray Fourneaux THAT the 389 th Board meeting be adjourned. Chair Secretary General 21
BOARD OF GOVERNORS 390 th REGULAR BOARD MEETING OCTOBER 30, 2018 6:00 PM AME-606 Present: John Halpin, Director General Sabine Biasi Gordon Brown Pamala Cripton Gwyneth Edwards, Vice-Chair Ray Fourneaux Ian Hadida Bill Mahon Line Roussin (arrived at item 04) Roberta Silerova Sean Smith Dalia Toledano Paula Wood-Adams Anna Woodrow Stavroula Makris, Secretary General Daniela Cervetti, Recording Secretary Regrets: Louise Arsenault Guylaine Audet, Chair David Chisholm Jonathan Hackett By Invitation: Lison Desclos, Manager, Communications Patricia Hanigan, Speaker, Governance Training Session (IGOPP) Judy Kelley, Chair, JAC Foundation The Vice-Chair welcomed Sean Smith, newly elected student representative for Technical Studies, as well as Patricia Hanigan, speaker from l Institut sur la gouvernance d organisations privées et publiques (IGOPP). Immediately after the Board meeting, the Chair joined and Patricia Hanigan presented her seminar on governance in colleges entitled For a value-creating governance TM. 390-01 APPROVAL OF AGENDA It was moved by Ray Fourneaux, seconded by Anna Woodrow, and carried THAT the Board approved the agenda, as presented. 390-02 AMENDMENT TO BY-LAW 4 CONCERNING COLLEGE ADMISSION It In conformity to By-Law 1 Concerning the General Administration of the College Article 2.7.16 Amendment or Revocation of By-Law 22
2.7.16.1 The Board may amend or revoke its by-laws at any regular or special meeting. However, proposed amendments or revocations must be submitted in writing to all members at the previous regular meeting. 2.7.16.2 Resolutions assenting to by-laws, their modification or revocation, must be adopted by two-thirds of the votes expressed by members present who are entitled to vote. The proposed amendments to By-law 4 Concerning College Admission were tabled at the September 25, 2018 regular Board meeting to be voted on at the October 30, 2018 regular Board meeting. WHEREAS Board members were asked to forward any feedback to the Secretary General by October 12, 2018; WHEREAS no feedback was received by the due date; It was moved by Anna Woodrow, seconded by Paula Wood-Adams, and carried THAT the Board of Governors approve By-law 4 Concerning College Admission as amended and to take effect immediately. 390-03 AMENDMENT TO BY-LAW 9 CONCERNING PROCUREMENT, SERVICE AND CONSTRUCTION WORK CONTRACTS AND REPEAL OF POLICY NO. 19 RESPECTING THE MANAGEMENT OF SUPPLY, SERVICE AND CONSTRUCTION CONTRACTS In conformity to By-Law 1 Concerning the General Administration of the College Article 2.7.16 Amendment or Revocation of By-Law 2.7.16.1 The Board may amend or revoke its by-laws at any regular or special meeting. However, proposed amendments or revocations must be submitted in writing to all members at the previous regular meeting. 2.7.16.2 Resolutions assenting to by-laws, their modification or revocation, must be adopted by two-thirds of the votes expressed by members present who are entitled to vote. The proposed amendments to By-law 9 Concerning Procurement, Service and Construction Work Contracts were tabled at the September 25, 2018 regular Board meeting to be voted on at the October 30, 2018 regular Board meeting. 23
WHEREAS the Board members were asked to forward any feedback to the Secretary General by October 12, 2018; WHEREAS feedback was received by the due date and comments have been taken into consideration; WHEREAS the relevant provisions of Policy No. 19 Respecting the Management of Supply, Service and Construction Contracts were integrated into the tabled proposed amendments to By-law 9 Concerning Procurement, Service and Construction Work Contracts ; It was moved by Paula Wood-Adams, seconded by Sabine Biasi, and carried THAT the Board of Governors approve By-law 9 Concerning Procurement, Service and Construction Work Contracts as amended and to take effect immediately; and THAT the Board of Governors approve the repeal of Policy No. 19 Respecting the Management of Supply, Service and Construction Contracts (English and French versions) and to take effect immediately. 390-04 JOHN ABBOTT COLLEGE FOUNDATION DONOR RECOGNITION PROGRAM - LIBRARY PROJECT WHEREAS the Board of the John Abbott College Foundation has approved the Donor Recognition Program for the Library Project; It was moved by Paula Wood-Adams, seconded by Pamala Cripton, and carried THAT the Board of Governors approve the John Abbott College Foundation Donor Recognition Program for the Library Project as presented. 390-05 CLOSING OF THE 390 th BOARD MEETING It was moved by Ray Fourneaux THAT the 390 th Board meeting be adjourned. Chair Secretary General 24
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