Saskatchewan Polytechnic Board of Directors Open Session Minutes Meeting #252 September 26, 2014 Prince Albert Campus Technical Centre (Our Place Dining Room) 1100 15 th Street East Prince Albert, Saskatchewan 8:43 11:40 am Saskatchewan Polytechnic Board Members in attendance Ralph Boychuk, Chair Garry Benning Donna L. Birkmaier Erick Erickson Kerry Heid Jim Nowakowski Terry Parker Pam Schwann Robert Stromberg Arlene Unvoas Mark Vanstone Brent Waldo Samuel Yaholnitsky (observer) Saskatchewan Polytechnic Senior Management in attendance Dr. Larry Rosia, President and CEO Dr. Anne Neufeld, Provost & Vice President, Academic Deborah Meyers, CFO & Vice President, Administrative Services Sean Engemoen, Acting Associate Vice President, Financial Services Patricia Gillies, Associate Vice President, Communications and Marketing Julie Andrusco, Executive Assistant to Board of Directors Staff Barbara Robinson, Program Head of Addictions Counselling and Mental Health & Addictions Programs Celebrating Excellence presenter (attended 8:52 9:09 am) Heather West, Lean Project Consultant & Lawrence Boehm, Director, Client & Infrastructure Services (for 2014 Lean Status Report (attended 10:45 11:08 am) Call to order: The open session was held from 9:12-11:40 am. Celebrating Excellence
Page 2 President Rosia introduced Barbara Robinson, Program Head who presented an overview of the Mental Health and Addictions Worker Certificate Program which included a brief background, Mental Health and Addictions Certificate, students, methods of delivery, and face to face class sessions. (attachment #1408) (attended 8:52 9:09 am) There was no conflict of interest declared for the open session. 4300 Adoption of Agenda of September 26, 2014 (attachment #1409) adopt the agenda of September 26, 2014 as presented. :Schwann/Vanstone 4301 Provost & Vice President, Academic (attachment #1410) Dr. Neufeld presented an update on Bachelor of Science in Construction Management (BScCM), Skills Canada, Centre for Minerals Innovation, Schools Model Implementation, July 1, 2014; Academic Model Development, Hybrid Carpenter Training, Learning Platforms Modernization (LPM), Newcomer and International Student Centres (NICs) and Strategic Enrolment Management (SEM). receive the Provost & Vice President, Academic report of September 26, 2014 as presented by Dr. Neufeld. :Vanstone/Waldo 4301 CFO & Vice President, Administrative Services (attachment #1411) Deborah Meyers presented an update on the Kelsey Renewal Project and Master Plan, First Nations University Property Lease (Phoenix Building), Moose Jaw Housing Project, Saskatoon Trades and Skills Centre / Mount Royal, Employee Engagement Survey, Management Structure Review, Faculty Evaluation, WiFi Upgrade, Lab upgrades, Email/Lync migration, Nursing Mobile App, U of S/U of R Meetings, Year-end Update and Audit RFP. receive the CFO &Vice President, Administrative Services report of September 26, 2014 as presented by Deborah Meyers. :Vanstone/Waldo Action:
Page 3 Management was requested to prepare a review of the Saskatoon campus proposals (to include Stantec report & current Ministry request) for presentation at the November Board meeting. Board members would like information forwarded by the end of October to allow review time in advance of the November meeting. 4302 Financial Services Report Motions: receive the financial report for the year ended June 30, 2014. (attachment #1412) :Stromberg/Benning receive, as information, the financial report for the two months ended August 31, 2014. (attachment #1413) :Stromberg/Benning Action: Management was requested to provide a breakdown of expenses for services (3 components Kelsey Campus costs, redevelopment, and rebranding) for the past and current fiscal year. 4303 Vice President, Strategy and Advancement (attachment #1414) The report included an update on the Aboriginal Student Achievement Plan (ASAP), Lean, Moose Jaw Student Residence, Revenue Generation and Rebranding. 4404 Chair s Report receive the Vice President, Strategy and Advancement report of September 26, 2014 as presented by Dr. Neufeld. :Vanstone/Waldo The Chair s Report was presented in the Closed Session. 4405 Executive Committee Summary
Page 4 The summary of the September 17, 2014 conference call was received. That the Saskatchewan Polytechnnic Board of Directors receive the Executive Committee report of September 17, 2014 as presented. (attachment #1415) :Vanstone/Waldo 4406 Governance and Nominating Committee Chair s Report (attachment #1416) Donna L. Birkmaier presented an update on the September 22, 2014 meeting. That the Saskatchewan Polytechnic receive the Governance and Nominating Committee Report of September 26, 2014 as presented by Donna L. Birkmaier (for September 22, 2014 meeting) :Birkmaier/Schwann That the Governance and Nominating Committee recommends to the Saskatchewan Polytechnic Board of Directors that, as of September 24, 2014, SIAST documents will be transitioned to the new legal name of Saskatchewan Polytechnic. :Birkmaier/Schwann 4407 President and CEO Report President Rosia presented updates on Architectural Technology Student Work Showcase, Hannin Creek Facility Opening, Telecommunications Networking Technician Program, Civil Engineering Technology, On-line Courses, Inaugural University of Regina-Saskatchewan Polytechnic Nursing Pinning Ceremony, Girls GETT Interested in Trades, Technology; Plan, Program, Play Computer Game Programming Workshop, Working with Great Western Brewing Company to Safeguard Beer Brands, Newcomer Centres and International Student Centres, Ice Bucket Challenge, Celebrating National Aboriginal Day, 2014 Dick Martin Scholarship Award, Skills Canada National Competition Medal Winners, and other noteworthy meetings and events. receive the President s Report of September 26, 2014 as presented by President Rosia. (attachment #1417) :Vanstone/Nowakowski 4408 Audit Committee Chair s Report Motions:
Page 5 4409 Approval of Minutes receive the Audit Committee Report of the September 18, 2014 meeting as presented by Garry Benning. (attachment #1418) :Benning/Schwann approve the financial statements for the fiscal year ended June 30, 2014 and authorize the Board Chair and the Audit Committee Chair to sign the reports. (attachment #1419) :Benning/Schwann Motions: approve the Open Session minutes of the June 20, 2014 Board meeting. (attachment #1420)) receive the Executive Committee minutes of June 10, 2014 as presented. (attachment #1421) receive the Governance and Nominating Committee minutes of June 12, 2014 as presented. (attachment #1422) receive the Governance and Nominating Committee minutes of August 19, 2014 as presented. (attachment #1423) receive the Audit Committee minutes of June 11, 2014 as presented. (attachment #1424) 4410 Saskatchewan Polytechnic Operating and Capital Plan 2014-15 :Schwann/Stromberg adopt the 2014-15 Saskatchewan Polytechnic Operating and Capital Plan (OCP) and budget, as approved by the Board of Directors on May 22, 2014 and the Minister of Advanced Education on July 31, 2014. (attachment #1425) :Birkmaier/Vanstone 411 Absentia of President/CEO and Saskatchewan Polytechnic Senior Managers Policy #701-G
Page 6 That the Absentia of President/CEO and Saskatchewan Polytechnic Senior Managers Policy #701-G be referred to the Human Resources Committee for further discussion. (attachment #1426) :Schwann/Birkmaier 4412 Real Property Acquisition and Disposal Policy #302-G approve the renewal of Real Property Acquisition and Disposal policy #302-G with no changes. (attachment #1427) :Birkmaier/Unvoas 4413 Revised Audit Committee Terms of Reference approve the revised Audit Committee Terms of Reference as presented. (attachment #1428) :Birkmaier/Benning 4414 Property for City of Saskatoon Bike Path endorse selling a small strip of land in front of the warehouse and MET Building to the City of Saskatoon for a bike path and will seek approval from the Ministry of Advance Education. (attachment #1429) :Stromberg/Parker (6 in favour; 5 opposed) 4415 Power Engineering Lab Expansion Purchase Order Approval approve increased projected Power Engineering Lab expansion costs of $1.4M at Kelsey Campus. The recommendation is also to support the use of Donor and Alumni Relations (DAR) funds and internal capital dollars to provide for the purchase of a new boiler, cooling tower, consulting and engineering fees, mechanical and electrical contracting fees, and miscellaneous other costs associated with this renovation and expansion. (attachment #1430) :Stromberg/Unvoas 4416 Strategic Planning and Annual Budget Process Policy #508-G
Page 7 approve a revised Strategic Planning and Annual Budget Process policy #508-G. (attachment #1431) :Birkmaier/Vanstone 4417 Saskatchewan Polytechnic Board Members Role and Responsibilities approve the revised Saskatchewan Polytechnic Board Members Role and Responsibilities procedures. (attachment #1432) :Birkmaier/Schwann 4418 Saskatchewan Polytechnic Board Critical Schedule approve the revised Annual Saskatchewan Polytechnic Board Critical Schedule. (attachment #1433) :Birkmaier/Nowakowski 4419 2014 Lean Status Report (The presenters attended the meeting from 10:45 11:08 am) Heather West and Lawrence Boehm gave a presentation entitled Lean at Saskatchewan Polytechnic which highlighted the Fundamentals (Continuous Improvement, Respect for People), Critical Success Factors for Lean, Activities, Participants Comments, Method, Outcomes, Projects, Expected Benefits: Quantitative, and Lean Leaders. (attachment #1434) 4420 Brokerage, Partnership and Affiliated Arrangements Annual Summary 2013-14 receive the Brokerage, Partnership and Affiliated Arrangements Annual Summary of 2013-14 as information. (attachment #1435) :Vanstone/Parker 4421 Congratulatory Motion
Page 8 extend congratulations to senior management and all staff on the very successful Saskatchewan Polytechnic launch held on September 24, 2014. :Birkmaier/Heid 4422 Adjournment The Board of Directors agreed to adjourn the open session at 11:40 am. :Nowakowski/Shirkey Jim Nowakowski Secretary of the Board Ralph E. Boychuk Chair, SIAST Board of Directors Date Date M0092614