笔搁翱颁脠厂-痴贰搁叠础尝
SESSION OUVERTE
de la sixi猫me r茅union de l'ann茅e 2020 du
BUREAU DES GOUVERNEURS
La r茅union a lieu le lundi 26 octobre 2020 脿 16h00 par vid茅oconf茅rence (Teams).
笔搁脡厂贰狈颁贰厂
J. Adams, D. Bedward, A. Beraskow, K. Butler Malette, C. Commanda, C. Dallaire, D. Desautels, J. Fr茅mont, J. Geurts, J. Ghossein, S. Gigu猫re, J. Hendricks, P. Hindo, A. House, D. Hume, S. Hussen, M. Ingham, A. Jolic艙ur, A. Keller, S. Lamoureux, J. Lefebvre, A. Litvijenko, T. Malaty, N. Mercier, J. Pouliot, J. Quaid, C. Rouillard, L. Tedesco, S. Tokmakjian (脿 partir de 17h)
PERSONNE EXCUS脡E
D. Monaghan
PERSONNES RESSOURCES
A. Bauer, A. Bergeron, R. Bourgeois, S. Charbonneau, S. Isaacs, J. Nyman, C. Schweizer, J. Scott, S. Yaya
Madame Kathryn Butler Malette pr茅side la r茅union.
Elle rappelle les consignes n茅cessaires au bon d茅roulement de la r茅union.
The chair informed members that the open session of the meeting will be live streamed on YouTube and that the streaming will be stopped before the start of the in camera session.
Elle rappelle 茅galement que les membres ont re莽u un message les invitant 脿 poser leurs questions sur l鈥檕rdre du jour pr茅alablement 脿 la r茅union.
The Chair also informed members that the declaration prepared by Saada Hussen and Jamie Ghossein that Board members received regarding the recent events on campus will be discussed as part of the President鈥檚 Report, under item 11.
1. Approbation de l鈥檕rdre du jour
L鈥檕rdre du jour est approuv茅 tel que pr茅sent茅.
2. Bienvenue et remerciement
Ms. Butler Malette thanked Jeffrey Simpson for his contributions to the work of the Board of Governors and its committees. Mr. Simpson鈥檚 mandate ended with the appointment of Doreen Hume.
She welcomed Doreen Hume who has been appointed by Saint Paul University on 21 October 2020.
3. D茅claration de conflits d鈥檌nt茅r锚ts
Aucun conflit n鈥檈st d茅clar茅.
ORDRE DU JOUR DE CONSENTEMENT
POUR APPROBATION
4. Proc猫s-verbal de la r茅union du 28 septembre 2020
Document distribu茅 pr茅alablement 脿 la r茅union.
Le proc猫s-verbal de la r茅union du 28 septembre 2020 est approuv茅 avec une modification.
(une abstention)
5. Question d茅coulant du proc猫s-verbal
Aucune question n鈥檈st pos茅e.
6. Nomination d鈥檜ne directrice d鈥檜nit茅 acad茅mique 脿 la Facult茅 des sciences de la sant茅
Document distribu茅 pr茅alablement 脿 la r茅union.
7. Rapport du Comit茅 de gouvernance et de nomination
Document distribu茅 pr茅alablement 脿 la r茅union, pour information.
2020.24 Sur motion d没ment propos茅e et appuy茅e il est r茅solu d鈥檃pprouver les demandes pr茅sent茅es 脿 l鈥檕rdre du jour de consentement, sous r茅serve de la modification au proc猫s-verbal du 28 septembre 2020.
(Une abstention)
FIN DE L鈥橭RDRE DU JOUR DE CONSENTEMENT
POUR APPROBATION
8. Budget 2020-2021
The Provost and Vice-President, Academic Affairs, the Deputy Provost, Academic Planning and Budgets, the Associate Vice-President, Financial Resources, the Director, Financial Planning, and the Director, Strategic Initiatives, Financial Resources. presented the budget 2020-2021
Il est rappel茅 que le budget consolid茅 pour l鈥檈xercice 2020-2021 pr茅sent茅 ce jour fait suite au budget pr茅liminaire approuv茅 par le Bureau des gouverneurs lors de la r茅union du 5 mai 2020.
Le Comit茅 des finances et de tr茅sorerie soutient le pr茅sent budget et en a recommand茅 l鈥檃pprobation lors de la r茅union du 17 octobre 2020.
Les membres sont inform茅s que :
鈥 Les r茅sultats consolid茅s pr茅voient un l茅ger d茅ficit des produits sur les charges principalement d没 脿 la perte des revenus des 芦 ventes de biens et services 禄 et des 芦 logements 茅tudiants 禄.
鈥 Le budget consolid茅 pr茅voit un d茅ficit des revenus sur les d茅penses de l鈥檕rdre de 33,3M$.
Ce solde n茅gatif r茅sulte principalement d鈥檜n d茅ficit pr茅vu pour les services auxiliaires de l鈥檕rdre de 27,4M$.
Le solde du fonds de fonctionnement est l茅g猫rement d茅ficitaire avec un solde pr茅vu de 5,0M$.
鈥 Par rapport au budget avant COVID-19, les revenus du fonds de fonctionnement seront plus faibles (2,3$M) en raison d鈥檜ne perte au niveau des droits de scolarit茅 et des ventes de marchandises et services.
鈥 La crise de la COVID-19 a entra卯n茅 des d茅penses additionnelles du fonds de fonctionnement mais aussi des 茅conomies pour les postes 芦 Entretien, r茅parations et services publics 禄, 芦 D茅placements 禄, 芦 Honoraires professionnels et services contractuels 禄.
鈥 Le fonds des Services auxiliaires se caract茅rise par une perte de revenus de 33,0M$ par rapport au budget avant COVID-19. La perte de revenus se traduit par un d茅ficit des services auxiliaires de l鈥檕rdre de 27,4M$.
Il est par ailleurs indiqu茅 qu鈥檃fin de se pr茅parer au 芦 nouveau normal 禄 post-COVID, l鈥橴niversit茅 a lanc茅 un vaste chantier de revitalisation de ses programmes acad茅miques. Ces initiatives permettront d鈥檃ttirer de nouvelles client猫les (茅tudiants adultes), d鈥檃m茅liorer l鈥檈xp茅rience 茅tudiante et d鈥檃ttirer des 茅tudiants 脿 fort potentiel. Une r茅forme des bourses aux 茅tudes sup茅rieures a 茅galement 茅t茅 adopt茅e, elle donnera davantage de flexibilit茅 aux facult茅s pour attirer des 茅tudiants et 茅tudiantes de qualit茅.
A discussion followed during which it was asked to clarify the University鈥檚 presence on the international market. There is increased competitiveness for the Asian market and the University is reaching out to several markets such as Asia but also India and the African continent.
Members were also informed that the University has approximately 43,000 registered students and this figure will be confirmed in early November, once the deadline to withdraw from a course has passed.
Le recteur rappelle par ailleurs que le secteur des universit茅s est le seul 脿 n鈥檃voir re莽u aucun appui du gouvernement f茅d茅ral ou provincial et que l鈥橴niversit茅 fait face 脿 un manque 脿 gagner de plus de 40M$ pour l鈥檃nn茅e courante.
La pr茅sidente remercie les 茅quipes pour leur agilit茅, rappelle que la stickability est bonne et que selon les projections l鈥橴niversit茅 est pr锚te 脿 poursuivre ses activit茅s.
2020.25 Sur motion d没ment propos茅e et appuy茅e, il est r茅solu d鈥檃pprouver le Budget 2020-2021
(鲍苍补苍颈尘颈迟茅)
9. D茅l茅gation de pouvoirs pour l鈥檃pprobation et la signature de contrats
La secr茅taire g茅n茅rale informe les membres que le R猫glement de d茅l茅gation du pouvoir d鈥檃pprobation et de signature de contrats pr茅sent茅 ce jour vient combler un manque puisqu鈥檌l n鈥檈xiste pas 脿 l鈥橴niversit茅 de r猫glement de d茅l茅gation qui regroupe toutes les d茅l茅gations en mati猫re contractuelle.
Ce nouveau r猫glement est compos茅 de deux parties, la premi猫re 茅tablit les principes et les responsabilit茅s qui encadrent l鈥檃pprobation des contrats, la deuxi猫me 茅num猫re les d茅l茅gations d鈥檃utorit茅 par type de contrat et secteur d鈥檃ctivit茅. Le R猫glement aura pr茅s茅ance sur les d茅l茅gations existantes comprises dans d鈥檃utres politiques et r猫glements.
La secr茅taire g茅n茅rale remercie la conseill猫re juridique et directrice pour sa participation 脿 l鈥櫭﹍aboration du R猫glement.
A discussion followed during which is was specified that many contracts will still require Executive Committee or Board of Governors鈥 approval.
Les principes g茅n茅raux de la d茅l茅gation de pouvoirs 茅tablissent par ailleurs clairement que tous les contrats comportant des risques importants doivent 锚tre pr茅sent茅s pour approbation au Bureau des gouverneurs.
2020.26 Sur motion d没ment propos茅e et appuy茅e, il est r茅solu d鈥檃pprouver le R猫glement administratif sur la D茅l茅gation du pouvoir d鈥檃pprobation et de signature de contrats (version fran莽aise et anglaise).
(鲍苍补苍颈尘颈迟茅)
Shaunt Tokmakjian joined the meeting.
10. Modifications au R猫glement 36 鈥 Approvisionnement
The Senior Director and Chief Procurement Officer joined the meeting.
Le vice-recteur aux finances et 脿 l鈥檃dministration indique que la participation de plusieurs intervenants a 茅t茅 requise pour 茅laboration de la nouvelle version du R猫glement 36, notamment la secr茅taire g茅n茅rale.
Members are reminded that Policy 36 鈥 Procurement provides the principles and approval thresholds for purchasing goods or services at the University and the policy鈥檚 approval matrix aligns with the new Delegation of Authority By-Law presented above.
Over the years, users in academia, research, and administration reported the previous version of the policy, which dates from 2011, was suboptimal and that some content was vague, confusing or missing. The version presented today aims to fix these issues, to offer more user-friendly terminology, to enable standardization and to improve the staff鈥檚 agility on small-dollar value purchases (<$1k).
The policy was presented to the Administration Committee, the Academic Leadership Team, the Research Committee and the Executive Committee of the Board of Governors鈥 Representatives from the following groups were also involved in consultation sessions and reviewed the draft policy:
鈥 Faculty Chief Administrative Officers (CAO) who in turn consulted with various members within their faculties
鈥 Central administration
鈥 Regional purchasing groups
鈥 Decentralized buyers
鈥 Research
鈥 Internal Audit Office
It was also mentioned that this policy will come into effect immediately upon the Board鈥檚 approval and to ensure a successful implementation, a three-month grace period (until January 22nd, 2021) will be offered to ensure faculties and services have time to adjust. It was noted that this period could be extended if required.
Members were informed of the main revisions to the policy, namely: Introduction of new standards:
-Business approvals
-Contract signatures
-Change orders
Improved visibility of large purchases to executives
-Policy on gifts
-Role of designated (decentralized) staff
-Phase out of direct invoice payments (risky practice)
-Increase of reimbursement limit from $300 to $1k (via Concur)
The changes do not require additional resources or budgets.
Members were informed of the communication strategy to all internal stakeholders.
Other faculty-specific awareness sessions may also be presented if required.
Members congratulated the team for the achievement of a major policy review.
2020.27 On motion duly made and seconded, it is resolved to approve the revised Policy 36 鈥 Procurement.
(Unanimous)
POUR INFORMATION
11. Rapport du recteur
The Chair reminded members that the President will address in his report questions related to the declaration.
Le recteur indique qu鈥檜n rapport 茅crit a 茅t茅 remis aux gouverneurs et aborde ensuite son rapport oral durant lequel il revient sur les points suivants :
鈥 Point sur les relations de travail :
- Approbation de l鈥檈ntente de principe pour le renouvellement de la convention collective entre l鈥橴niversit茅 d鈥橭ttawa et l鈥橧nstitut professionnel de la fonction publique du Canada pour le Groupe des Professionnels des technologies de l鈥檌nformation de l鈥橴niversit茅 d鈥橭ttawa le 23 octobre 2020
- Personnel de soutien de l鈥橴niversit茅 d鈥橭ttawa en gr猫ve depuis le 19 octobre 2020.
The President emphasized that the University has always been and remains willing and available to discuss with the Bargaining Unit in order to reach an agreement. It is hoped that negotiation will resume soon in order to reach a solution and end the strike.
鈥 Racisme 脿 l鈥橴niversit茅 : le recteur revient sur les incidents racistes qui ont r茅cemment eu lieu sur le campus et il lit une d茅claration envoy茅e simultan茅ment 脿 la communaut茅 universitaire.
A discussion followed during which the undergraduate student representatives on the Board thanked the President and all Board members for having taken the time to read their declaration and to address the problem particularly regarding a call for change to the President鈥檚 Advisory Committee for an Anti-Racist and Inclusive Campus into an action-based committee.
They underlined that the work done so far by the University鈥檚 Administration is a good start, they would like to ensure that the new committee will be involved in addressing all racist incidents, and that more staff will be allocated to the Human Rights Office. They also mentioned that Carleton University already has a similar action committee and that it would be beneficial if the University consulted with Carleton prior to profitable to the University of Ottawa to use the work of this committee instead of starting consultations all over again.
The undergraduate student members were commended for raising this important issue. They were assured that their recommendations are being taken seriously and that the University community will see positive changes in the next few weeks. As a first step, a new committee will be established. to replace the President鈥檚 Advisory Committee.
The President indicated that three townhalls were held last year on this issue. Feedback from these sessions have been shared with various associations on campus and many recommendations received have already been integrated into a draft action plan.
Le recteur pr茅cise par ailleurs que des rapports seront fournis r茅guli猫rement au Bureau pour tenir les membres inform茅s des progr猫s accomplis par le Comit茅 au sein duquel les diverses communaut茅s pr茅sentes sur le campus seront repr茅sent茅es.
The Chair reiterated the support of the Board for the actions undertaken by the University and thanked all Board members for their comments.
Members also asked whether the administrative support strike had any significant impact on students related to financial aid, the Student Academic Success Service, etc.
The Provost acknowledged that the strike created some disruptions but that essential workers have been deployed to ensure that there are no delays in obtaining mental health services. Delivery services in residences are also taken care of.
Nevertheless, some disruptions and delays have been experienced.
12. Rapport de comit茅
a) Comit茅 des finances et de tr茅sorerie
Le pr茅sident du Comit茅 pr茅sente un compte rendu de la r茅union qui s鈥檈st tenue le 19 octobre 2020 durant laquelle les membres ont examin茅 le budget 2020-2021, pr茅sent茅 ce jour au Bureau pour approbation.
La s茅ance passe 脿 huis clos (huis clos 1).
End of the live streaming.
CS/ab
