October 19, 2007
The Board of Governors has approved detailed principles and processes around one of its new transparency activities – a standing agenda item for representatives of various groups to address the governing body.
At its late September meeting, the Board agreed to a short list of principles that outline the role of the Board in the University’s tricameral structure, which also includes University Council and University Senate. Because it is responsible for fiscal and financial matters only, the principles give the chair the right to rule on whether the matter being raised by the person elected or appointed to represent a stakeholder group is appropriate for the Board, or if it should be referred to another governing body, University administration or an outside body.
The principles also explain that it may be necessary to refuse or defer presentations. The example used to illustrate this principle said it would be inappropriate for the Board to meet with representatives of bargaining units when collective bargaining is in progress.
The guidelines detail a six-step process that groups wishing to make presentations must follow, including submitting a request to appear at least one month prior to the meeting date, and providing materials for the Board’s consideration in advance.
The number of delegations per meeting will be limited at the discretion of the chair, and presentations can be no longer than 10 minutes, including time for questions from Board members. As a general rule, the guidelines state the Board will not make verbal commitments but will provide a written response where appropriate.
The complete guidelines will be posted on the University Secretary’s website.
The time of another Board transparency initiative – an annual public accountability meeting – has come under scrutiny after a request was received from the U of S Students’ Union (USSU). In a letter to Board Chair Art Dumont, USSU President James Pepler, himself a member of the Board, said building a good relationship between the University and its undergraduate student body is a high priority for the USSU this year. To that end, Pepler asked the board to hold a public accountability meeting during term two specifically targeted to students.
University Secretary Lea Pennock explained the Board’s first public meeting was held last June, after most students had left campus. She said the Board does not want to have more than one public meeting per year, but also does not want to wait until September 2008, a more appropriate time for students but more than 12 months since the previous meeting, to have the next one.
Pennock said she will prepare a proposal outlining possible meeting dates. She explained that because many of the Board members are business people, their activities and plans tend to hinge on financial reporting cycles. Pennock said she will look closely at the “academic rythmns” of the University in an effort to find a meeting date that will be more convenient for students.
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