THE ST. CLAIR COLLEGE OF APPLIED ARTS AND TECHNOLOGY

M I N U T E S

of the

326th MEETING OF THE BOARD OF GOVERNORS

	HELD ON TUESDAY, JANUARY 25, 2000

in the Board Room, South Campus, 2000 Talbot Road West, Windsor, Ontario at
7:30 p.m.

P R E S E N T:		Ms. K. Bevan
		Mr. R. Feldmann
		Mr. S. Funtig, Chair
Ms. D. Livneh
Mr. R. McMaster
Mr. R. Pollock
Mr. D. Richardson
Mr. R. Williams
Mr. J. McGee, President
Ms. D. Desjardins, Corporate Secretary and Executive Assistant to the Board of Governors

Also present were:
Ms. K. Gill-Gore, Executive Assistant, President’s Office
Dr. R. Donovan, Vice President, Academic
Mr. B. Harvey, Vice President, Business Development
Ms. L. Logan, Vice President, Corporate Services
Ms. M. Young, Director, Human Resources
Ms. A. Bennett, Associate Director, Financial Services
Dr. G. MacIntosh, 
Mr. R. Erwin, Administrative Staff Association
Ms. Ruth Hicks, Faculty Observer
Ms. J. Mercer, Executive Vice President, SRC
Mr. D. Belanger, Director, SRC
Mr. D. McDowall, Marketing Coordinator
Mr. E. P.Chant, Saint Newspaper

A B S E N T: 		
Mr. J. Belanger
Ms. M. Bearfoot-Jones
Ms. G. Leslie
Ms. L. McGeachy-Schultz
Ms. J. Harris

			- 2 -			2000 01 25

A quorum of the Board of Governors not being present, and notice of the meeting and the agenda having been duly sent to all Board members, the meeting was declared not to be regularly constituted.  A copy of the Notice of Meeting/Agenda is attached as Appendix A.

Mr. Funtig chaired the meeting and Mrs. Desjardins was Secretary.   The Chair took this opportunity to congratulate Ms. Lynn Logan on her promotion to the position of Vice President Corporate Services.

1.0	ADOPTION OF AGENDA AND DECLARATION OF INTEREST

	The Chair noted Item 5.1 would be deleted from the agenda.

No declarations of interest were made.

RESOLVED THAT the agenda be adopted as amended.

2.0	APPROVAL OF MINUTES – October 26, 1999 and November 23, 1999

RESOLVED THAT the minutes of the meetings of October 26 and November 23, 1999 be approved.

3.0	POLICY DEVELOPMENT

	3.1	Extension of Auditors for One Year

Ms. Logan advised the original five year contract with KPMG will be ending March 31, 2000. This year tenders will be issued for travel services and insurance and adequate resources are not available to conduct a tender for auditors.   She noted that during the course of the next year tenders will be issued for auditing services to commence for the fiscal year March 31, 2002. 

RESOLVED THAT a one-year extension of KPMG as College Auditors to March 31, 2001 be approved.

	3.2	Policy on Issuing Diploma/Certificates to Deceased or Dying Students

Dr. Donovan recalled indicating at the last meeting that she would come back to the Board with some criteria for issuing diplomas or certificates to 

				- 3 -			2000 01 25

deceased or dying students.  This was precipitated by the board decision at the last meeting to ratify the Chair’s decision before Christmas to approve issuing an honorary diploma to a student who was dying of cancer.    Following a brief question and answer period, it was

RESOLVED THAT the criteria for issuing honorary diplomas/certificates to deceased or dying students be approved.

	3.3	Corporate Graphics Identify Usage Guide

The President noted a number of new elements have been introduced in the last few months in an effort to create a consistent image for the College.  Mr. Harvey then introduced Mr. David McDowall who is with the College on a part-time basis coordinating marketing efforts.   Mr. McDowall used the overhead projector to show members the new logo as well as the new corporate image for the College.  (see attached)  He noted the College name will always appear with the Crest.    The President indicated a standardization manual will be produced to explain the differences between the Corporate Logo for official College business and the Marketing Logo to be used for marketing purposes.  He also advised the Griffin, which is embodied in the Crest, will also be used in certain applications.  In addition, the font will be standardized.  Mr. Harvey noted feedback in the international market indicates that “Applied Arts & Technology” is not necessarily commonly understood and this is another reason for having a marketing application. 

RESOLVED THAT the Corporate Graphics Identity Usage be approved as presented.

4.0	MONITORING REPORTS

	4.1	College Direction #1, Planning & Prioritizing Process

The President reminded the Board that one of the directions resulting from the Board Retreat was for administration to produce a planning and prioritizing process.  He advised a very comprehensive process has been brought forward, however, recognizing that a presidential search is underway and a new president would want to shape the strategic direction of the institution, it is not envisioned that we embark on a strategic planning process at this time.  In the meantime the environmental scanning process is an essential data collection activity that will be continued.  He noted the timetable shown in the document is fairly tight but there are some aspects of it that will be changed.

				- 4 -			2000 01 25

Dr. Donovan stated that she and Lynn Logan have taken the lead, along with Dr. Gail MacIntosh, a long term faculty member, in bringing this forward to the Board.  She noted they have been working to begin the environmental scanning process.  Based on the fact the Board directed administration to develop a planning and prioritization process and given the fact that a new president will be coming, only the process will be presented and administration will only go as far as doing the environmental scanning.  This will allow the new president to have input and also allow the Board the opportunity to examine the Mission and determine whether they want to make changes.  She stressed that the Mission Statement is the foundation for all planning that takes place in the College and any changes to it would involve input from the entire College community both internally as well as externally and that tends to be a long process.  

Dr. MacIntosh reviewed what is being done this week and next in terms of the environmental scanning that is happening and Ms. Logan discussed the annual planning cycle. 

Dr. Donovan urged the Board to consider having the annual retreat in April rather than in October so planning can take place for the year ahead rather than in the middle of an academic year.  Following a brief question and answer period, it was agreed the report would be accepted and that an item be placed on the agenda of the next Committee of the Whole meeting regarding the timing of the retreat.

4.2	Mid Year Budget Review

			A copy of the presentation is attached to the minutes as Item 4.2.

Ms. Logan advised the mid-year review does reflect the impact of the organizational changes made in the last year.  She reviewed the revenue trends and noted the projection for March 31, 2000 is a 4.7% improvement over what was presented to the Board with the budget.   The 98-99 fiscal year ended up with a significantly improved reserve position than projected and the estimated reserves at March 2000 will be $2.1 million.    In addition, the corresponding cash reserve position is $1.7 million, which represents 3% of 1999/00 operating revenue, and the Board requirement is for 2%. Ms. Logan also noted there has been no announcement from the Ministry with regard to the operating grant or double cohort or KPI funding so at this point planning is being down without knowledge with regard to what those will mean.  

With regard to the capital drawdown request Ms. Logan noted that capital funding remains an issue and the College needs far outweigh the available resources.  Given the improved reserve position carried forward from 

				- 5 -			2000 01 25

1998/99, and the conservative allocation of resources, administration requested $100,000 be drawn down from reserves to fund ongoing capital needs.

RESOLVED THAT the monitoring report on the Mid-Year Budget Review be received for information and a capital drawdown from reserves in the amount of $100,000 be approved.

	4.3	Kent Skills Update

The President reported the utilization rate of the Kent Skills Centre has been reviewed in order to make sure there is efficient utilization.  As the activity at Kent Skills has reduced the College has indicated unless the decline can be reversed we will look seriously at closing our involvement there.  As a result of dialogue with the two school boards the recommendation coming from Thames Campus is that the College sustain involvement for another year and evaluate the utilization rate.  This year the College will be reducing its outlay by 34%.  Administration will make a recommendation to the Board at this time next year in this regard.

	4.4	Y2K Update

The President advised he is very proud of the work that went into the preparation for the Y2K concerns systematically across the college.  He commended the leadership of Jean Foster and Richard Driedger and the cooperation from everyone in the College.  Consequently, the College was in very good shape.  He further added that as a result of Richard’ Driedger’s diligence, he determined last summer that the telephone registration system was not compliant, even though the College had just received certification of compliance from the consulting company who worked for a number of years on this.   Early detection of this problem enabled the College to take steps to avoid using the system, but there was not enough time to repair it.  As a result of the very conscientious work that was done, the College was in very good shape.

The Chair advised he would send a letter of thanks to Mr. Driedger and Ms. Foster.

4.5	Centre for Excellence in Manufacturing Update

The President reported an announcement would not be made until mid-February. 

				- 6 -			2000 01 25

4.6	Financial Statements for period ending December 31, 1999

Ms. Logan reported there have been no major issues identified.  She indicated many of the items influencing the financial position are timing in nature and will continue to be monitored over the remaining three months.  It is expected the projected operating surplus of$239,000 will be achieved.

It was agreed the Financial Statements for the period ending December 31, 1999 be accepted for information.

5.0	INFORMATION REPORTS

There were no information reports.  

6.0	CONSTITUENT REPORTS

Ms. J. Mercer of the SRC gave an overview of the many events that will be coming up in the next few weeks, including a Joint Job Fair with the University of Windsor.   Course evaluations and campus week will also be taking place.  Mr. D. Belanger then reported on St. Clair Appreciation Night that will take place at the Penalty Box Restaurant and at a Windsor Spitfire Hockey Game.  He invited all members to participate.

At this point a governor requested that College Student Policies be put on the next agenda.  He asked for an update from administration regarding the status with respect to agreements between administration and the SRC that were the subject of much discussion two years ago.  He recalled Protocols in terms of relationships between administration, student groups and the Board were to have been developed by administration.

Another governor requested a status report on the Animation Program.  The President explained that a number of applicants did not have the qualifications so a preparatory course was devised to prepare a number of those people for September.

In response to a governor’s question regarding course evaluations, Ms. Mercer explained the course evaluation process.  She noted the results are strictly confidential between the faculty member and the SRC.  The feedback provided is helpful to the faculty member in that they are able to improve materials, presentation, etc.  A copy of the survey instrument and a summary is attached Item 6.0.

7.0	DATE OF NEXT MEETING

The next meeting of the Full Board will be on Tuesday, March 28, 2000 in Chatham.