_
OPEN SESSION
1. Approval of the Agenda
2. Welcome and Thanks
3. Declaration of Conflicts of Interests
CONSENT AGENDA
4. Minutes of the Meeting of 24 February 2020
5. Business Arising from the Minutes
6. Report of the Committee on Governance and Nominating
END OF THE CONSENT AGENDA
FOR APPROVAL
7. 2020-2021 Budget
FOR INFORMATION
8. President鈥檚 Report
9. Committee Report
a) Finance and Treasury Committee
笔搁翱颁脠厂-痴贰搁叠础尝
SESSION OUVERTE
de la troisi猫me r茅union de l'ann茅e 2020 du
BUREAU DES GOUVERNEURS
La r茅union a lieu le mardi 5 mai 2020 脿 13h00 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. Dallaire, D. Desautels, J. Fr茅mont, J. Geurts, J. Ghossein, S. Gigu猫re, F. Guimont, J. Hendricks, A. House, S. Hussen, M. Ingham, A. Jolic艙ur, A. Keller, R. L鈥橝bb茅, S. Lamoureux, J. Lefebvre, T. Malaty, N. Mercier, D. Monaghan, J. Pouliot, J. Quaid, C. Rouillard, J. Simpson, L. Tedesco
PERSONNES EXCUS脡ES
C. Commanda, A. Litvijenko (pr茅sent 脿 la partie 脿 huis clos de la r茅union)
PERSONNES RESSOURCES
A. Bauer, A. Bergeron, R. Bourgeois, S. Charbonneau, S. Isaacs, C. Schweizer, J. Scott
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.
The Chair informed members that the President would discuss, in his report, letters that he received from recognised undergraduate and graduate students鈥 associations requesting that tuitions fees be waived or lowered.
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 remerciements
La pr茅sidente informe les membres que l鈥橝ssembl茅 l茅gislative de l鈥橭ntario n鈥檃 pas encore communiqu茅 au Comit茅 de gouvernance et de nomination le nom de la personne nomm茅e pour succ茅der 脿 Richard L鈥橝bb茅 et que ce dernier a accept茅 de prolonger son mandat jusqu鈥櫭 la nomination de son successeur.
Elle le remercie d鈥檃voir accept茅 la prolongation de son mandat.
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
4. Proc猫s-verbal de la r茅union du 24 f茅vrier 2020
Document distribu茅 pr茅alablement 脿 la r茅union, pour approbation.
5. Question d茅coulant du proc猫s-verbal
Aucune question n鈥檈st pos茅e.
6. Rapport du Comit茅 de gouvernance et de nomination
Document distribu茅 pr茅alablement 脿 la r茅union, pour approbation.
2020.10 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.
(鲍苍补苍颈尘颈迟茅)
FIN DE L鈥橭RDRE DU JOUR DE CONSENTEMENT
POUR APPROBATION
7. Budget 2020-2021
Members were informed that the 2020-2021 budget was presented to the Budget Committee and the Academic Leadership Team on 24 April 2020, to the Administration Committee on 27 April 2020 and to the Finance and Treasury (Finance Component) on 29 April 2020, and that they were supportive of the budget presented today.
It was also noted that the University presents a deficit budget for the 2020-2021 fiscal year. The current budget process was influenced by extraordinary circumstances due to COVID-19 and that the
the estimated COVID-19 related costs are estimates only and are subject to change.
An analysis of the 2020-2021 budget was tabled and the notable elements were presented to members.
It was also confirmed that the Board will receive updated assumptions and budget at the 28 September 2020 meeting.
The Chair and the vice-presidents thanked the teams, particularly the members of the budget planning: Jo毛lle Cl茅ment, Blair Jackson, France Renaud and Paul St. George.
La pr茅sidente passe la parole au pr茅sident du Comit茅 des finances et de tr茅sorerie qui pr茅sente un r茅sum茅 des travaux de son comit茅 et rappelle que le Comit茅 a 茅tudi茅 attentivement les propositions budg茅taires lors de la r茅union du 29 avril 2020 en privil茅giant l鈥檃pproche la plus logique et en voyant quel appui le Bureau pouvait donner 脿 la direction.
Members were reminded that a base budget has been established following a rigorous process prior to the pandemic.
The Chair mentioned that the budget presented today gives a accurate representation of the University, of the resources available, and that the Committee supports the proposed motion.
Il est 茅galement rappel茅 que d鈥檌ci la r茅union du 28 septembre 2020, la direction informera le Bureau de l鈥櫭﹙olution financi猫re via les r茅unions du Comit茅 des finances et de tr茅sorerie.
2020.11 WHEREAS the evolving and significant exceptional circumstances regarding the spread of COVID-19 in Canada and internationally creates financial uncertainty; particularly among universities;
WHEREAS it is very difficult to prepare a credible annual budget in these exceptional circumstances;
WHEREAS prior to the pandemic, the University developed a base budget that had a solid development process and rigorous review by the University鈥檚 Budget Committee;
WHEREAS it is premature to confirm the impacts of COVID-19 on the operating fund of the University;
WHEREAS the University anticipates making adjustments and corrections to the base budget in light of the ongoing evolvement of the situation and intends to inform and to report to the Finance and Treasury Committee and the Board of Governors regularly:
On motion duly made and seconded, it is resolved that the Board of Governors:
i. Approves the 2020-2021 Consolidated Budget that excludes COVID-19 assumptions, with a projected deficit of $5.7M for the Operating Fund as a base Budget;
ii. Requests that University management prepare, when the situation is sufficiently clarified, more specifically when enrolment figures and other sources of revenue are known, a complete budget reflecting its best estimate of the impact of the COVID-19 crisis on its financial situation and the modifications to the initial base budget;
iii. Requests from management provision of regularly updated reports on the Budget situation at the Finance and Treasury Committee and at the Board of Governors meetings, or at any special meeting called for such purpose.
(Unanimous)
8. Rapport du recteur
Le recteur rappelle qu鈥檌l s鈥檃git de la premi猫re campagne budg茅taire de la provost, remercie les 茅quipes qui ont travaill茅 sur le budget, indique qu鈥檜n rapport 茅crit a 茅t茅 remis aux gouverneurs et aborde ensuite son rapport oral.
Le recteur revient sur les points suivants durant son rapport :
鈥 Winter semester and examinations: following a smooth and agile turnaround in 48 hours, winter semester courses and examinations were offered remotely.
鈥 Des s茅ances de discussions publiques ont 茅t茅 organis茅es par l鈥櫭﹒uipe de direction dans chaque facult茅 ainsi qu鈥櫭 la biblioth猫que dans le but de remercier, rassurer et informer le personnel.
鈥 La collation des grades se fera virtuellement tr猫s probablement durant la premi猫re quinzaine du mois de juin.
鈥 Nous notons un taux d鈥檌nscription sup茅rieur 脿 30% par rapport 脿 l鈥檃nn茅e derni猫re pour le trimestre de printemps-茅t茅 2020.
鈥 The increase of continuing education courses with a plan to integrate the executive side as well as the development of micro credentials for individuals who are not regular students is under consideration in order to help members of the community to reenter the market with increased skills.
鈥 These new possibilities will change the mission of the university and extend it to the life-long learning market.
鈥 Campus reopening: still on hold.
The university was given permission to restart very slowly the essential construction projects and is awaiting information from the Public Health Agency of Canada for the rest of the campus.
Le recteur passe la parole 脿 la Provost et vice-rectrice aux affaires acad茅miques pour une mise 脿 jour sur les inscriptions.
鈥 We are at the present time in the recruitment phase for the fall 2020.
Nous enregistrons une augmentation de 800 confirmations d鈥檌nscriptions au niveau global, 10300 confirmations par rapport 脿 9500 en 2019.
Nous constatons 茅galement une hausse des inscriptions francophones et une hausse importante au niveau de la ma卯trise, notamment gr芒ce 脿 la revitalisation des programmes et 脿 la cr茅ation des programmes de ma卯trise d鈥檜n an, particuli猫rement int茅ressante en cette p茅riode d鈥檃cc猫s 脿 l鈥檈mploi difficile en raison de la pand茅mie.
Il est 茅galement pr茅vu de voir s鈥檌l est possible d鈥檌nt茅grer la formation continue et professionnelle dans les programmes acad茅miques.
鈥 Planification pour la rentr茅e : les cours seront sans doute dispens茅s 脿 distance pour la plupart.
Le principe de respect de la sant茅 et de la s茅curit茅 de tous tout en maintenant la continuit茅 des affaires acad茅miques continue d鈥櫭猼re la r猫gle et sera clarifi茅 pour la rentr茅e.
Le recteur passe ensuite la parole au vice-recteur 脿 la recherche qui pr茅sente une mise 脿 jour sur les activit茅s de son Cabinet.
鈥 Le vice-recteur rappelle qu鈥檜ne mise 脿 jour d茅taill茅e du volet recherche a 茅t茅 pr茅sent茅e aux gouverneurs lors de la r茅union du 23 mars 2020.
Il indique qu鈥檈nviron cent cinquante demandes de d茅rogation ont 茅t茅 approuv茅es pour permettre aux chercheurs de se rendre dans leur laboratoire afin d鈥檡 effectuer des op茅rations indispensables et de r茅cup茅rer les mat茅riaux indispensables aux recherches effectu茅es en t茅l茅travail.
鈥 The research task force is developing a plan of reopening which will be submitted to the Administration Committee later this month.
鈥 Members were also reminded that universities were included in the list of essential workplaces presented by the Government of Ontario on 4 April 2020.
Le recteur revient ensuite sur les lettres qui lui ont 茅t茅 adress茅es par les associations d鈥櫭﹖udiants de premier cycle et d鈥櫭﹖udiants aux 茅tudes sup茅rieures r茅clamant une diminution des frais d鈥檌nscription pour le trimestre de printemps/茅t茅 2020 en raison des changements apport茅s au mode de diffusion des cours.
The Provost mentioned that the University is well aware of the challenges faced by the students and understand that the letters addressed to the President are part of a national movement.
She reminded members that students enrolled in the winter term have now completed their semester and were generally satisfied with the satisfactory/non satisfactory grading method adopted by the University. She also mentioned that the spring/summer 2020 semester will be offered remotely and that the academic services will also be offered.
She pointed out that all courses offered during the spring/summer semester will be taught by distance learning; this implies that they must be developed from the ground up which will be very expensive for the University, $100 000 being usually spent for one remote course.
La provost remercie par ailleurs la vice-provost, 茅tudes sup茅rieures et postdoctorales et la vice-provost, affaires acad茅miques, pour les efforts qu鈥檈lles ont entrepris afin de permettre aux 茅tudiants en ma卯trise de terminer leur programme.
The President thanked the associations鈥 representatives for the letters and mentioned that the University will support students individually.
鈥 Sant茅 et sant茅 mentale de la communaut茅 : le recteur indique que les 茅tudiants re莽oivent 脿 distance les m锚mes services que s鈥檌ls 茅taient pr茅sents sur le campus.
Il mentionne par ailleurs que le doyen Kee pr茅side un groupe ad hoc dont la mission est de revoir les services de sant茅 mentale et que ce groupe pr茅sentera un rapport int茅rimaire sous peu.
Il est 茅galement indiqu茅 qu鈥檜n sondage mensuel sur le bien-锚tre de la communaut茅 a 茅t茅 mis en place par le d茅partement des ressources humaines.
A discussion followed during which a member asked if, given the recent provincial directive identifying that the research facilities are essential, we expect research staff to return to campus next week?
It was answered that the research never stopped, papers were published, grants were allowed, etc.
As for the return of the research staff, the University follows the instructions provided by the Public Health Agency of Canada and is working on a return by stage.
Il est 茅galement demand茅 si toutes les facult茅s sont concern茅es par l鈥檃ugmentation des inscriptions pour le trimestre de printemps/茅t茅 ou si une facult茅 se distingue en particulier.
Il est r茅pondu que la Facult茅 de droit civil enregistre de nombreuses inscriptions pour le cours sur les enjeux sociojuridiques de la pand茅mie de COVID-19, qui est ouvert 脿 tous les 茅tudiants, y compris au Qu茅bec, et que la Facult茅 des arts a doubl茅 ses inscriptions et enregistre donc une augmentation de 100%.
Un membre mentionne 茅galement que les inscriptions suppl茅mentaires demandent beaucoup de travail aux professeurs qui sont fatigu茅s et manquent de ressources et qu鈥檌l est donc indispensable d鈥檌nvestir en personnel et en syst猫mes techniques; il est rappel茅 qu鈥檕ffrir un cours entier exige une refonte compl猫te du cours qui doit 锚tre enti猫rement retravaill茅.
Il est demand茅 ce que signifie 芦 acc猫s restreint 禄 dans la lettre adress茅e au recteur par l鈥橝ssociation des 茅tudiant(e)s dipl么m茅(e)s de l'Universit茅 d'Ottawa
芦 Attendu que de nombreux 茅tudiants des cycles sup茅rieurs ne peuvent poursuivre leurs 茅tudes en raison de l'acc猫s restreint aux applications en 茅thique, aux biblioth猫ques, aux recherches sur le terrain, aux laboratoires et 脿 d'autres ressources 禄
Il est r茅pondu qu鈥檜ne recherche sera faite 脿 ce sujet aupr猫s de la directrice du Bureau d'茅thique et d'int茅grit茅 de la recherche.
Il est 茅galement demand茅 si l鈥檃ppui virtuel aux assistants sera am茅lior茅, il est r茅pondu que le Service d鈥檃ppui 脿 l鈥檈nseignement et 脿 l鈥檃pprentissage pr茅pare une formation pour appuyer les cours en ligne et que de nombreux 茅tudiants suppl茅mentaires suivront une formation d鈥檃ssistant.
Members also asked for an update on residences. It was indicated that the University is looking at keeping the residences open with new rules regarding the shared spaces, the number of students per room, etc.
It was also mentioned that there may not be enough residence space to accommodate all requests. As such, the University is working with Carleton University on a joint solution.
A member mentioned that it would be a good idea to create a support group for students who cannot move forward; it was answered that it is a good idea and that all ideas to help the University to improve students鈥 services are welcomed.
Une membre souhaite par ailleurs savoir pourquoi les cours offert 脿 distance co没tent plus cher que les cours en pr茅sentiel. Il est r茅pondu qu鈥檌l faut red茅velopper les cours, ce qui n茅cessite l鈥檈mbauche de personnel, il faut 茅galement construire les objets d鈥檃pprentissage. La correction des examens se fait 茅galement 脿 distance et n茅cessite aussi la mise en place de moyens additionnels.
Members thanked the administration for answering the students鈥 letters and sharing them with the Board as it is especially important to maintain access to mental health and targeted financial aid.
It was mention that this was one of the four new fundraising priorities.
9. Rapport des comit茅s
a) Comit茅 des finances et de tr茅sorerie
Le pr茅sident du Comit茅 indique qu鈥檌l a d茅j脿 pr茅sent茅 son rapport quant au budget 2020-2021 et qu鈥檌l reviendra sur certains points additionnels lors de la r茅union 脿 huis clos si cela est n茅cessaire.
La s茅ance passe 脿 huis clos (huis clos 1).
End of the live streaming.
