ST. CLAIR COLLEGE OF APPLIED ARTS AND TECHNOLOGY

MINUTES

of the

345th   FULL BOARD MEETING OF THE BOARD OF GOVERNORS

in the Board Room, South Campus, 2000 Talbot Rd. W., Windsor, On. @ 7:00 p.m.

	PRESENT:
			Ms. M. Bearfoot-Jones (via Proxy R. Pollock)
			Ms. B. Bevan
			Mr. L. Browning
			Mr. R. Feldmann
			Mr. S. Funtig
			Mr. J. Lucas (via Proxy K.Bevan)
			Mr. R. Marentette
			Ms. L. McGeachy Schultz, Vice-Chair
			Ms. C. Pare
			Mr. R. Pollock, Chair
			Ms. V. Rivard
			Mr. M.Vourakes
			Ms. P. Williams
			Dr. J. Strasser, President
			
	ABSENT:
			Mr. J. Belanger
			Ms. D. Livneh
			
	Also Present: 
			Mr. E.P. Chant, Editor, SAINT Newspaper
			Mr. G. Docherty, Vice-President, Academic
			Mr. R. Erwin, Administrative Staff Association
			Ms. P. France, Chief Information Officer
			Ms. S. Garant, Secretary, Board of Governors
			Ms. J. Harris, Executive Director, Student Support Services
			Mr. L. Iversen, Faculty 
			Mr. J. Lawrence, Director, Innovation, Community & Corporate 
                                              	Training, Thames Campus
			Ms. L. Logan, Vice President, Finance & Corporate Services
			Ms. P. McFarlane, Principal, Thames Campus

The Chair called the meeting to order, and Dr. Strasser asked that the agenda include a presentation to the Board by Ms. P. McFarlane concerning the Chatham Campus Theme and that it be item 6.2 on the agenda.  A copy of the agenda is attached as Appendix ‘A’.

1.0	ADOPTION OF AGENDA AND CONFLICT OF INTEREST
DECLARATION

With there being no conflict declared and the notice of meeting duly received, the agenda was adopted as amended.  A copy of the power-point presentation is attached as item 6.2 to the minutes.

RESOLVED THAT the Thames Campus Theme presentation added as item 6.2 to the agenda.

2.0	APPROVAL OF MINUTES OF APRIL 30, 2002 FULL BOARD MEETING.

RESOLVED THAT 	the Minutes of the April 30, 2002 Board of Governors be approved as circulated.

3.0	CONSTITUENT REPORTS

There were no constituent reports presented at this evening’s meeting.

4.0	POLICY DEVELOPMENT

4.1	College Policy on Environmental Hazards

Ms. Logan brought the College’s existing policy related to environmental hazards and materials relevant to College air quality as they relate to various work areas in response to a Board member’s question at the April 30, 2002 meeting.  She also mentioned that a manual was being prepared currently, outlining emergency procedures, for distribution to all College employees.  The three articles from the Colleges’ Policy and Procedures Manual attached to the minutes as item 4.1. according to Ms. Logan speak to the process for identifying air quality concerns (related to indoor air).

Mr. Marentette cited two examples in the City of pollutants caused by mould and carbon monoxide that had occurred in schools and the local Health office, where workers and students had to be removed from the buildings to allow for situations to be remedied.  In light of these situations, he asked if there was protocol in place that would address these concerns at the College.

Ms. Logan then stated that there had been some testing of air quality tests done and those samples indicated that the quality of air in those particular areas was deemed to be safe.  One other Board member cited an example of a College employee who had an allergy to chlorine (the office was within close proximity to the pool) and after advising her manager, was moved out of the area and is no longer at risk.

Another Board member questioned the date of 1988 of the policies presented and asked that there be an internal review of those policies and subsequently, the results of that review brought back to the Board in October.  He also asked that those results be communicated to the College staff.

RESOLVED THAT the policies included with the minutes accepted for information.

RESOLVED THAT management conduct an internal review of existing policies related to air quality and the results of the review brought back in October to the Full Board.

5.0	MONITORING REPORTS

5.1	Preliminary Financial Statements for Fiscal Period Ending March 31, 
2002.

	Ms. Logan stated that the Financial Statements attached would be 
presented to the Audit Committee, on Wednesday, July 3, 2002 for approval.  She also indicated that the year ended positively and there were no anomalies to report.  She added that revenues received at the end of the Fiscal year would be carried into the 2002/2003 Fiscal year to support that budget Ms. Logan recommended that the Board accept the report as presented and asked that the Board authorize the Audit Committee to submit the approved audited financial report back to the Ministry by the end of July, as required.

	A Board member asked for clarification of some of the projected figures as opposed to the actual figures and what appeared to be high levels of discrepancy from projections to actual figures.
	Ms. Logan explained in her response that enrolments went up and the differences were offset within the budget of various departments.  She emphasized that students, once accepted, must be accommodated and supplied with the necessary tools and materials related to their chosen program.  This often results in expenditures being much higher than originally predicted.  Also, increased enrolment can impact on staffing requirements being higher than budgeted, but also very necessary to provide the service to our clients (students).  These added charges are charged back to the departments.  Also mentioned was the cost of insurance and how those costs have risen and weren’t budgeted for.

	The Board member suggested that perhaps the original budget projections should have been closer to the actual figures.

	Ms. Logan indicated that based on history, the predictions are as close to actual as possible and that adjustments are made on a weekly/bi-weekly basis.

	Dr. Strasser also noted that enrolment level fluctuations make estimating a challenge and they also dictate the expenditures.

	A Board member commented the budget was well handled and
put forth a motion to accept the interim statements, however another member expressed concern that perhaps better yardsticks could be used to base predictions on that would be more reflective of an actual budget.

	The Vice-Chair concluded that targets and possible cause and effect scenarios would be best dealt with in a strategic planning meeting.

RESOLVED THAT the Preliminary 
Financial Statements for the Fiscal
Period ending March 31, 2002 accepted
for information.
		
RESOLVED THAT the Board authorize
the Audit Committee to submit the Audited Financial Statements for the period ending
March 31, 2002 to the Ministry of Colleges
and Universities by the end of July, as required.

6.0	INFORMATION REPORTS

6.1	Sector Highlights

The sector highlights are attached as item 6.1 of the minutes.

				RESOLVED THAT the sector
highlights be accepted as circulated..

	Chimczuk Museum

At this juncture in the meeting the Chair announced his pride in the College for deciding to be non-participants at the June 16, 2002 City Council presentation involving the Chimczuk Cultural Museum.  He acknowledged the hard work of Foundation Director, Fred Sorrell in protecting the College’s reputation and for his contributions toward this community process.  He also commended Dr. Strasser for his support of this endeavour, on behalf of the Board of Governors.  A copy of the letter Dr. Strasser sent in lieu of participation to Mayor Hurst and members of City Council is attached.

Council of Resource Development Benefactor Award

Dr. Strasser announced that on Monday, June 24, 2002 St. Clair College and Ford Motor Company of Canada were named as winners of the Council of Resource Development Award for 2002.  The CRD is an international organization of Community College Resource Development (Fundraising) staff, and each year there are ten awarded in the United States and only one in Canada.  The Benefactor’s Award is given out to an individual, company, corporation or charitable organization that has given time, effort and financial support to a community college ensuring its future strength.  John extended kudos to Gisele Sullens who was the driving force behind this project.  The award is presented on Friday, November 22, 2002 in Washington to the President of the College and the Benefactor nominated. 

6.2	A Theme for Thames Campus

Ms. McFarlane delivered her power-point presentation for the Thames 
Campus Theme (part of their Strategic Directions).  A copy of her presentation is attached as item 6.2.

	After the presentation, discussion ensued and it was agreed that the Board accept the report for information and reviewed for discussion at the September 24, 2002 meeting or as part of the Strategic Planning initiative.  Dr. Strasser suggested the October Board Retreat would be an excellent time to pursue this issue.

	A Board member noted that through his connections in the Chatham community, the economic climate there is at an all time low.  It was his feeling that St. Clair College could play an important role in the Community by providing some direction and take part in attracting and retaining business and industry to the area by marketing its athletic opportunities and highlighting the resources available to those businesses or individuals looking for opportunity. 

	Another member stated that Ms. McFarlane had invited Chatham/Kent Board members to work with the City of Chatham and the Chatham Chamber of Commerce to advance entrepreneurship.

	Ms. McGeachy Schultz invited any questions or suggestions that members may have, to be faxed to Ms. McFarlane at Thames Campus.  

RESOLVED THAT report
of the Thames Campus Theme
be deferred until the September
24, 2002 Board meeting.

7.0	ELECTIONS OF OFFICERS AND NEW BOARD MEMBERS

7.1	Election of Chair, Board of Governors for term, September 1, 2002 to August 31, 2003.

All nominations having been duly received, Ms. Lynn McGeachy 
Schultz was declared Chair of the St. Clair College Board of Governors for the term, September 1, 2002 until August 31, 2003.
	
7.2	Election of Vice-Chair, Board of Governors for term, September 1, 2002 to August 31, 2003.

Robert Feldmann having been duly nominated, was declared Vice-
Chair of the St. Clair College Board of Governors for the term, September 1, 2002 until August 31, 2003.

7.3	Election of Executive Committee, Summer Period, June 25 to August 31, 2002.

The Executive Committee for Summer Period, June 25 to August 
31, 2002 includes the Current Chair & Vice-Chair elect and the College President.

7.4	Appointment of new Board members for term September 1, 2002 to 
August, 2005.

The Chair announced that the new terms will begin in September 2002 for the newly appointed and re-appointed Board members.  Mr. Pollock expressed on behalf of the entire Board his thanks to Ms. Rivard for her contributions over the past two years to the Board of Governors and wished her well in her nursing career.

The Chair also thanked Mr. Funtig for the contributions he has made to St. Clair College.  In his service to St. Clair College’s Board of Governors, since 1996, Mr. Funtig has accepted the role of Chair, Board member and Chair of the Audit Committee.  He was also instrumental in 
embracing the FCEM project and at this point the Chair presented Mr. Funtig with a picture, capturing the completed architect’s rendering of the FCEM which also included a snapshot of Mr. Funtig being presented a cheque from the Ford Motor Company to be used toward the project.

8.0	DATE OF THE NEXT MEETING

	
The date of the next Full Board meeting will be September 24, 2002, in Chatham.