Report of the Chairman's Advisory Committee on May 10, 1988 To request an official copy of this policy, contact: The Office of the Governing Council Phone: 416-978-6576 Table of Contents
Appendix B APPENDIX C Appendix D-2 Appendix E Appendix F Appendix G Appendix H Appendix I Memorandum to: Members of Governing Council and the University Community Attached is the Report of the Chairman's Advisory Committee on Governance. A Draft Report was released on March 8th and this final Report is submitted following the Advisory Committee's review and discussion of responses to the Draft. On behalf of the Committee, I thank those who took time to respond to the Draft. The final Report is better because of these responses, many of whose suggestions influenced the Advisory Committee. A list of the respondents is appended to the Report and their responses are available in the Secretariat. The Report provides a means of implementing the reforms to the Governing Council's structure and procedures approved in principle last December. The narrative portion of the Report sets out the most important aspects of the proposed changes. If it is approved, the present four Standing Committees of Governing Council will be replaced by three Boards: Academic, Business and University Affairs. Each Board will have one or more Standing Committees reporting to it. Provision is made for the establishment of ad hoc Special Committees. The Academic Board will assume the responsibilities of the current Academic Affairs and Planning and Resources Committees, with jurisdiction for fundraising strategy and academic fees being transferred to the Business Board. The Academic Board will be relatively large (114 members), in order to ensure effective representation from academic divisions. Since the Academic Board will not have a majority of its members from Governing Council, many of its actions will need confirmation by the Executive Committee or Governing Council. In this regard, the Executive Committee's role will be to confirm Academic Board decisions, to forward them to Council for debate, or to refer them back for clarification, but not to reject them. The Business Board will be responsible for policy on fiscal, personnel and property matters, and will exercise the authority of Governing Council with respect to contractual relations with staff groups. It will also assume responsibility for policy on fundraising and external relations. The University Affairs Board will assume the responsibilities of the current Committee on Campus and Community Affairs, but with added responsibility for the annual plans and budgets for campus and student service ancillaries. Major changes are proposed for the procedures by which Governing Council, its Boards and Committees will review and decide on policy issues. The general objective is to involve Boards and Committees at an early stage in the process of identifying issues, as well as in the development and review of options. The structure of the Report is as follows: |
I |
Introduction |
II |
Criteria |
III |
Definitions of Terms |
IV |
Committee Structure And Membership (see also Appendices B and C) |
V |
Board and Committee Terms of Reference |
VI |
Procedures |
VII |
Monitorial Functions |
VIII |
By-law Changes (see also Appendix H) |
Constituency |
Executive |
Academic |
Agenda Committee |
Academic Appeals Committee |
||||||||
GC |
Non GC |
Total |
GC |
Non GC |
Total |
GC |
Non GC |
Total |
GC |
Non GC |
Total |
|
Professional and Administrative Staff (2)a |
0-1 |
- |
0-1 |
1 |
7d |
8 |
- |
- |
- |
}2 |
- |
}2 |
Alumni (8) |
2 |
- |
2 |
2 |
1 |
3 |
- |
- |
- |
- |
||
Government Appointees (16) |
5 |
- |
5 |
3 |
- |
3 |
- |
- |
- |
- |
||
Presidential Appointees (2) |
1-0 |
- |
1-0 |
- |
- |
- |
- |
- |
- |
- |
- |
- |
Teaching Staff (12) |
3 |
- |
3 |
6 |
74e |
80 |
2 |
4 |
6g |
3 |
5 |
8 |
Students (8) |
2 |
- |
2 |
4 |
12 |
16 |
0-1 |
0-1 |
1 |
3 |
- |
3 |
Presidential Assessors |
- |
- |
- |
- |
3 |
3 |
- |
2 |
2 |
- |
- |
- |
Other |
1c |
- |
1 |
- |
1f |
1 |
- |
1f |
1 |
- |
- |
- |
Totals b |
14 |
- |
14 |
16 |
98 |
114 |
2-3 |
7-8 |
10 |
8 |
5 |
13 |
Constituency |
Committee on Academic Policy and Programs * |
Budget Committee * |
Planning and Priorities Committee * |
Business Boardh * |
||||||||
GC |
Non GC |
Total |
GC |
Non GC |
Total |
GC |
Non GC |
Total |
GC |
Non GC |
Total |
|
Professional and Administrative Staff (2)a |
0-1 |
0-1 |
1 |
0-1 |
0-1 |
1 |
0-1 |
0-1 |
1 |
1 |
1 |
2 |
Alumni (8) |
0-1 |
0-1 |
1 |
1 |
- |
1 |
2 |
- |
2 |
5 |
- |
5 |
Government Appointees (16) |
0-1 |
- |
0-1 |
1 |
- |
1 |
2 |
- |
2 |
7 |
- |
7 |
Presidential Appointees (2) |
- |
- |
- |
- |
- |
- |
0-1 |
- |
0-1 |
1 |
- |
1 |
Teaching Staff (12) |
0-2 |
14-16 |
16 |
1-2 |
6-7 |
8 |
1 |
9 |
10 |
1 |
1 |
2 |
Students (8) |
1 |
5 |
6 |
0-1 |
0-1 |
1 |
1 |
2 |
3 |
1 |
1 |
2 |
Presidential Assessors |
- |
2 |
2 |
- |
2 |
2 |
- |
2 |
2 |
- |
2 |
2 |
Other |
- |
- |
- |
- |
- |
- |
- |
- |
- |
- |
4i |
4 |
Totals b |
1-6 |
21-25 |
26-27 |
3-6 |
8-11 |
14 |
6-8 |
13-14 |
20-21 |
16 |
9 |
25 |
Constituency |
Audit Committee * |
University Affairs Board * |
Elections Committee |
Committee for Honorary Degreesk |
||||||||
GC |
Non GC |
Total |
GC |
Non GC |
Total |
GC |
Non GC |
Total |
GC |
Non GC |
Total |
|
Professional and Administrative Staff (2)a |
- |
- |
- |
1 |
4j |
5 |
1 |
- |
1 |
- |
- |
- |
Alumni (8) |
0-2 |
0-2 |
2 |
2 |
1 |
3 |
1 |
- |
1 |
- |
1 |
1 |
Government Appointees (16) |
2-3 |
- |
2-3 |
1 |
- |
1 |
1 |
- |
1 |
2 |
- |
2 |
Presidential Appointees (2) |
- |
- |
- |
0-1 |
- |
0-1 |
- |
- |
- |
- |
- |
- |
Teaching Staff (12) |
0-1 |
0-1 |
1 |
2 |
1 |
3 |
1 |
- |
1 |
1 |
4 |
5 |
Students (8) |
0-1 |
0-1 |
0-1 |
3 |
4 |
7 |
1 |
- |
1 |
- |
2 |
2 |
Presidential Assessors |
- |
1 |
1 |
- |
2 |
2 |
- |
- |
- |
- |
- |
- |
Other |
- |
- |
- |
- |
- |
- |
- |
- |
- |
2 |
3 |
5 |
Totals b |
2-7 |
1-5 |
6-8 |
9-10 |
12 |
21-22 |
5 |
- |
5 |
5 |
10 |
15 |
Constituency |
Total Number of Seats |
||
GC |
Non GC |
Total |
|
Professional and Administrative Staff (2)a |
4-10 |
12-15 |
19-22 |
Alumni (8) |
15-20 |
3-6 |
21-23 |
Government Appointees (16) |
24-28 |
- |
24-28 |
Presidential Appointees (2) |
1-4 |
- |
1-4 |
Teaching Staff (12) |
21-25 |
118-122 |
143 |
Students (8) |
16-19 |
26-29 |
44-45 |
Presidential Assessors |
- |
16 |
16 |
Other |
3 |
9 |
12 |
Totals b |
84-109 |
184-197 |
280-293 |
Notes:
a) Number of representatives on the Governing Council.
b) Except in the cases of the Executive Committee and the Committee for Honorary Degrees, these totals do not include the 4 members of Council who are ex officio members of all the committees of the Council (Chairman, Vice-Chairman, Chancellor and President). c) President d) Includes Chief Librarian, 2 elected professional librarians and the Director of the School of Continuing Studies. |
e) Includes ex officio Principals, Deans and Directors.
f) Vice-President and Provost. g) Includes Chair and Vice-Chair of the Academic Board, Chairs of the Committee on Academic Policy and Programs and the Planning and Priorities Committee and 2 other teaching staff members of the Academic Board. h) Chart does not show Committee on Development. The Business Board is to develop recommendations for its membership. |
i) Co-opted lay members.
j) Includes Warden of Hart House, ex officio. k) 7 of 15 members of this Committee are ex officio: the Chairman and the Vice-Chairman of the Council, Chancellor, President, Chair of the Academic Board, President of UTAA, Vice-President and Provost. *) Membership on these Boards and Committees may vary from year to year. |
Number of Members for Initial Terms |
|||||||
Ex officio |
Elected |
Appointed |
Totals |
3 yrs. |
2 yrs. |
1 yr. |
|
Group I | |||||||
Arts & Science |
1 |
14 |
5 |
4 |
5 |
||
St. George Colleges |
7 |
||||||
Erindale |
1 |
3 |
1 |
1 |
1 |
||
Scarborough |
1 |
3 |
1 |
1 |
1 |
||
Totals |
10 |
20 |
30 |
||||
Group II | |||||||
Medicine |
1 |
11 |
3 |
4 |
4 |
||
Dentistry |
1 |
1 |
1 |
||||
Nursing |
1 |
1 |
1 |
||||
Physical & Health Ed. |
1 |
1 |
1 |
||||
Pharmacy |
1 |
1 |
1 |
||||
Totals |
5 |
15 |
20 |
||||
Group III | |||||||
Applied Science & Eng. |
1 |
3 |
1 |
1 |
1 |
||
FEUT |
1 |
2 |
1 |
1 |
|||
Management |
1 |
1 |
1 |
||||
Music |
1 |
1 |
1 |
||||
Law |
1 |
1 |
1 |
||||
Social Work |
1 |
1 |
1 |
||||
Forestry |
1 |
1 |
1 |
||||
FLIS |
1 |
1 |
1 |
||||
A&LA |
1 |
1 |
1 |
||||
Totals |
9 |
12 |
21 |
||||
Group IV | |||||||
SGS |
1 |
2 |
3 |
1 |
1 |
||
Sub-total-Divisional T.S. |
25 |
49 |
74 |
||||
Governing Council. T.S. |
6 |
6 |
|||||
Provost |
1 |
1 |
|||||
Director, SCS |
1 |
1 |
|||||
Librarians |
1 |
2 |
3 |
1 |
1 |
||
Sub-total |
28 |
57 |
85 |
||||
Students |
|||||||
- Governing Council |
4 |
||||||
- non-Governing Council |
12 |
16 |
|||||
Admin. Staff |
|||||||
- Governing Council |
1 |
||||||
- non-Governing Council |
3 |
4 |
1 |
1 |
1 |
||
Alumni |
|||||||
- Governing Council |
2 |
||||||
- non-Governing Council |
1 |
3 |
1 |
||||
Government Appointments |
3 |
3 |
|||||
Presidential Assessors |
3 |
3 |
|||||
TOTALS |
28 |
76 |
10 |
114 |
3.1 Standing Committees The Standing Committees of the Board are:
3.2 Special Committees
A recommendation from the Agenda Committee to establish a Special Committee shall include terms of reference, an outline of membership and, where applicable, the anticipated reporting date. 4. Areas of Responsibility
Sections 4.1 to 4.6 below describe the Standing Committees of the Board and the allocation of the Board's business. The specific items below are intended to supplement, not limit, the general statements above in Sections 1, 3 and 4. 4.1 Agenda Committee 4.1.1 Composition
The Committee is chaired by the Chair of the Academic Board. 4.1.2 Function The Agenda Committee is responsible for directing the flow of business within the Academic Board structure. Issues not referred as a matter of course to a Standing Committee will be assigned to the appropriate committee by the Agenda Committee. The Agenda Committee has the authority to determine the application of the distinction between "major" and "minor" issues, where this is required to implement the terms of reference of the Academic Board and its committees. The Agenda Committee is responsible for advising the Chair of the Board as to the readiness of items of business for submission to the Academic Board, and for determining the documentation required to accompany each proposal as well as any guests to be invited to each meeting of the Board. The Agenda Committee is also responsible for establishing a representative Striking Committee to recommend the co-opted membership of the Board and the appointment of non-Governing Council members to its Standing Committees. 4.1.3 Procedures 4.2 Academic Appeals Committee 4.2.1 Composition
To ensure a quorum and to allow for withdrawal of a member because of personal knowledge or special interest in a case, there should be at least one designated alternate in each category. A larger number of alternates could adversely affect consistency of appeal decisions. There must be a majority of persons from the Governing Council appointed to the Committee, and such members must be a majority at all meetings at which final decisions are taken. When deemed necessary by the Chair of the Committee, in order to satisfy the requirements of composition and quorum for an appeal hearing, additional members may be co-opted by the Chair after consultation with the Chair of the Academic Board. 4.2.2 Function (a) Individual Appeals (b) Policy and Procedures 4.2.3 Committee Meetings (a) Appeal Hearings
(b) Policy Meetings Amendments to divisional appeals procedures are normally presented to the Committee on Academic Policy and Programs as calendar amendments . When proposed changes are minor and within the Guidelines for Academic Appeals Within Divisions, they may be approved without reference to the Academic Appeals Committee. When very significant changes are proposed, or when changes are contrary to the Guidelines for Academic Appeals Within Divisions, the proposals are referred to the Academic Appeals Committee for comment before they are considered by the Academic Board. The quorum for such meetings is 6, excluding the Chair, 3 of whom must be teaching staff and 1 of whom must be a student. 4.3 Committee on Academic Policy and Programs 4.3.1 Composition 4.3.2 Function In addition the Committee is responsible for reviewing and, at times, approving, changes to admission and program regulations, curriculum, degree requirements and academic regulations. Much of the Committee's work concerning curriculum and regulations arises from deliberations of divisional councils. The Committee will not normally amend such a proposal forwarded by a divisional council unless the amendment(s) is deemed by the Chair or the senior Presidential assessor to be minor. Rather, a proposal requiring amendment will be referred back to the divisional council. 4.3.3 Areas of Responsibility
4.4 Budget Committee 4.4.1 Composition 4.4.2 Function 4.4.3 Areas of Responsibility
4.4.4 Procedures 4.5 Planning and Priorities Committee 4.5.1 Composition 4.5.2 Function 4.5.3 Areas of Responsibility
1 The current requirements are: 4.5.4 Procedures
4.6 Connaught Committee Proposals for use of Connaught monies that would have a major steering effect are handled in the same manner as other major research proposals. Proposals to amend the terms of reference of the Connaught Fund are brought to the Academic Board. 4.7 Other - Academic Board 4.7.1 Academic appointments and appointment of academic administrators
4.7.2 Constitutions of divisional councils 4.7.3 Sessional dates 4.7.4 Academic seals 4.7.5 Academic regalia 4.7.6 Academic Discipline
Appendix F University Affairs Board Terms of Reference
The specific items below are intended to supplement, not limit the general statements above in sections 2 and 3. 3.1 Campus and student services 3.1.1 Ancillaries
3.1.2 Department of Athletics and Recreation
3.1.3 Other campus and student services 3.2 Student societies and campus organizations 3.2.1 Policy 3.2.2 Constitutions, articles of incorporation, corporate by-laws 3.3 Compulsory non-academic incidental fees 3.3.1 Student services, representative student committees and campus organizations 3.3.2 Divisional student societies 3.4 Relations within the University community 2 There are three representativestudent committees: the Students' Administrative Council, the Graduate Students' Union and the Association for Part-time Undergraduate students. 3 Only those sections of by-laws of incorporated bodies that are "reserved" at the time of the initial approval require approval upon change. 3.5 Extra-curricular programs and use of University facilities 3.6 Governing Council elections Editorial or updating amendments to the Election Guidelines or the Constitution of the College of Electors are approved by the Board. Each year the Board appoints a Chief Returning Officer for the Governing Council elections. 3.7 Annual reports 3.8 Capital projects Business Board Terms of Reference
The Business Board holds delegated authority to act for Governing Council with respect to all matters in its terms of reference except for matters:
Authority for approval in specific matters is as follows. The specific items below are intended to supplement, not limit, the general statements above in sections 2 and 3. 3.1 Fiscal policy and financial transactions
3.2 Capital projects, involving new construction and major renovations
4 Such concurrence would indicate that the Business Board is satisfied that the proposed budget is a fiscally responsible one. 5 For example, reports on enrolment, capital funding, investment activities. 6 The Vice-President - Business Affairs is currently authorized to approve appropriation increases not exceeding the lesser of 10% or $100,000. 3.3 University-owned or leased property, physical plant, equipment, and related matters
3.4 Ancillary Operations Business Board
7 For the non-University use or development of University property, by the University or others, concurrence of the Academic Board is required, on advice of the Planning and Priorities Committee, to indicate that the property is surplus to University requirements. 8 There are at present three classes of ancillaries.
Annual plans and budgets for the campus and student service ancillaries are approved by the University Affairs Board, within parameters established by general fiscal policy for ancillary operations and the University budget process. For the research ancillaries, the Business Board monitors financial statements and any related aspects of annual reports. The Academic Board monitors substantive research activities. 3.5 Fundraising
3.6 Relations with the external community 3.7 Communications 3.8 Alumni Affairs 3.8.1 Policy 3.8.2 Department of Alumni Affairs 3.9 Personnel Policy for administrative staff (except professional librarians) and benefit programs for all employees
3.10 Agreements with teaching and administrative staff with respect to terms and conditions of employment
3.11 Tuition and Ancillary Fees
By-law Number 10 A By-law to amend sections of By-law Number 2, concerning the exercise of the powers of the Governing Council and the calling and conduct of its meetings. (Explanatory footnotes to proposed changes are at the end of the By-law. They do not form part of the text of the By-law.) |
Present
|
Proposed
|
11. Regular Meetings |
11. Regular Meetings (Footnote 1) |
27(c) Exception Re Conflict of Interest Notwithstanding the foregoing, if it appears that the interest of a member of Governing Council or of any committee of the Council results, directly or indirectly, solely by reason of being a member of a constituency of the Council entitled to membership thereon by election or appointment as provided in section 2(2) of The University of Toronto Act, 1971, as amended, and affected by the contract or transaction such member shall not be required to declare his or her interest and the nature and extent thereof and shall not be required to abstain from participation in discussion with respect to the matter or from voting thereon. |
Present 27(c) replaced, and the following substituted (Footnote 2) 27(c) A member of the Council or of a committee of the Council who is an employee of the University, or a member of whose immediate family is an employee of the University, may take part in discussions and vote on all matters relating to the operation of the University, other than matters referred to in clause (d) or matters in which the interest of the member, or of any member of the immediate family of the member, is not the same or substantially the same as that of other employees of the University.
|
27(d) No member of the Council or of a committee of the Council, other than the President or a Vice-President, who is an employee or a member of whose immediate family is an employee of the University, may vote on matters related to the remuneration or benefits, terms of employment, rights or privileges available to employees of the University that are directly related to compensation or that are negotiated in a collective fashion for a class or group of employees of the University. 27(e) Clause (d) of this section does not apply to members of the Council, the Academic Board or of other committees with respect to policies on the nature of academic employment that are specifically assigned by the Council to the Academic Board. |
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28(d) Duties
|
28(d) Duties
|
29. Standing Committees of Governing Council 29(a) The Governing Council shall establish and appoint committees, to be known as and herein called Standing Committees of the Council, having responsibilities in the following areas:
and the names, size, composition, quorum, duties and responsibilities of such committees shall be as determined from time to time by resolution of the Council. |
29. Committees of the Governing Council
|
29(b) The Council may also from time to time by resolution establish and appoint such other standing or other committees as it sees fit and determine the size, composition, quorum, duties and responsibilities of any committee so established. |
29(b) (i) Subject to the provisions of paragraph (ii) of this clause, the number of Boards and Standing Committees, and the names, size, composition, quorum, duties and responsibilities of Boards and Standing Committees shall be as determined from time to time by resolution of the Council. 29(b) (ii) The following Standing Committees are hereby established:
|
29(b)(iii) The number, names, size, composition, quorum, duties and responsibilities of Special Committees shall be as determined from time to time by resolution of the Council, the Executive Committee or a Board. |
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29(c) The Council may appoint to any committee other than the Executive Committee, persons who are not members of the Council. |
29(c)(i) Persons who are not members of the Governing Council may be members of any committee except the Executive Committee and the Elections Committee. |
29(c)(ii) A majority of the members of the University Affairs Board, the Business Board and the Academic Appeals Committee shall be members of the Council. 29(c) (iii) If not established by the Council in the terms of reference of the Board, the number of non-Governing Council members on a Board shall be determined by the Board. |
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29(d) The Council shall appoint the chair and vice-chair of each standing committee from among the members of the Council on the committee. |
29(d) Appointment of Committee Members (i) The Governing Council shall appoint members of the Council to the Boards and to the Standing Committees reporting to Boards. The Executive Committee shall appoint the members of any Standing or Special Committee reporting directly to the Executive Committee or to the Council. |
(ii) Subject to paragraph (i) of this clause, Boards shall appoint those of their members who are neither ex officio nor elected and shall appoint the non-ex officio members of Standing and Special Committees reporting to them. |
|
29(e) Chairs and Vice-Chairs of Committees The Council shall appoint the Chair and Vice-Chair of a Board from among the members of the Council on the Board. Chairs and, if any, Vice-Chairs of Standing Committees shall be appointed by the body to which the Committee reports. Chairs and, if any, Vice-Chairs of Special Committees shall be appointed by the body which establishes the committee. |
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29(e)(i) The Chairman and the Vice-Chairman of the Council, the President and the Chancellor shall be ex officio voting members of all standing committees of the Council and standing subcommittees of the Council. |
(i) The Chairman and the Vice-Chairman of the Council, the President, and the Chancellor shall be ex officio voting members of all Boards, Standing Committees and Special Committees. The Secretary of the Governing Council shall be ex officio a non-voting member of Boards and of any committees on which authority to act for Council has been conferred. (Footnote 3) |
29(e) (ii) Except in the case of standing subcommittees dealing with academic appeals, appointments and elections, the President may appoint one or more administrative officers to act as assessors to a standing committee or standing subcommittee of the Council, for the purposes of assisting in the discharge of the President's responsibilities with respect to such committee or subcommittee. In any such case, the administrative assessor, or in the case of there being more than one assessor, the one designated by the President as the senior assessor, shall be an ex officio voting member of the committee or subcommittee. |
(ii) The terms of reference of a committee may specify ex officio voting membership for vice-presidents, assistant vice- presidents, vice-provosts or other University officers, either expressly or through appointment by the President. The President may designate one such person as the senior Presidential assessor, for the purposes of assisting in the discharge of the President's responsibilities with respect to the committee. Alternatively, the President may designate a University officer not already a voting member of the committee as the senior Presidential assessor, in which case the person so designated shall be a voting member of the committee. In addition, the President may appoint other University officers as non-voting assessor members of a committee. |
(iii) The provisions of paragraph (ii) of this clause do not apply to the Executive Committee or to committees dealing with academic appeals, external appointments, elections or honorary degrees. |
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30. Communications (b) Questions and written comments from members on matters that are or will be before committees shall stand referred as of course to the appropriate committee or subcommittee for reply or debate at the time when such matters are under consideration. |
30. Communications
(b) Delete "or subcommittee". |
31. Actions by Committees (a) Authority to Act |
31. Actions by Committees (a) Same, but add at beginning "Subject to any limitations imposed by law or contract," |
(b) Report of Action Taken
|
(b) New. |
31(c) (i) Where the Council, with respect to any matter or class of matters, has conferred on any committee authority to act on its behalf only in normal circumstances or only in respect of minor |
(c) Current 31(b) re-numbered as 31(c); reference in line 1 to 31(c) changed to 31(d) Present 31(c)(i) replaced by: |
matters and the Executive Committee considers that the circumstances are not normal or that the matter is not minor in nature, as the case may be, or that a notice of motion pursuant to section 54 given at the Council meeting to which the action is reported warrants consideration of the matter by the Council, the action taken by the committee under the delegated authority may be placed by the Executive Committee on the Agenda of the Council for final decision. |
31(d)(i) Review of Action Taken by Committees Reporting to Council Where the Council, with respect to any matter or class of matters, has conferred on any committee reporting directly to it authority to act on its behalf, and where, prior to the adoption by the committee of a resolution to determine the matter, the Chairman of the Governing Council, the Chair of the committee, the President (or an administrative assessor acting for the President), or the committee itself is of the opinion that the matter is major in significance with respect to the University as a whole or with respect to the public or fiduciary responsibilities of the Governing Council, the Chairman, Chair, President or committee, as the case may be, may require that the action of the committee be submitted to the Council for confirmation. |
31(c) (ii) Where a matter is referred to the Council pursuant to paragraph (i) of this clause, the action taken by the committee shall not have effect unless confirmed by the Council. If so confirmed, such action shall have the same effect as a resolution passed by the Council and shall have effect from the end of the Council meeting to which the matter was referred. In the case of a negative decision by the Executive Committee on a notice of motion given at a Council meeting, such action shall have effect at the end of the meeting of the Executive Committee at which such negative decision is taken. |
31(d) (ii) Where a matter is referred to the Council pursuant to paragraph (i) of this clause, the action taken by the committee shall not have effect unless confirmed by the Council. If so confirmed, such action shall have the same effect as a resolution passed by the Council and shall have effect from the end of the Council meeting to which the matter was referred. 31(d)(iii) Non-Applicability of Provisions for Review Paragraphs (i) and (ii) of this clause do not apply to actions taken by the Business Board under the delegated authority contained in clause (b) of this section or to any Special Committee to which the Council delegates its judicial functions. |
31(d) Reconsideration Within 12 Months
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31(e) Reconsideration Within 12 Months |
31(e) Report of Action by Subcommittees resolution of the Council or standing committee shall,
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31(f)(i) Present 31(e) and 31(f) and 31(g) replaced by 31(f)(i) Review of Actions Taken by Committees Reporting to Boards Where a committee reporting to a Board holds delegated authority to act for the Council, in any matter or class of matters, the provisions of paragraphs (i) and (ii) of clause (d) and clause (e) of this section apply, mutatis mutandis. |
31(f) Review of Action Taken by Subcommittees
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31(g) Reconsideration Within 12 Months |
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(h) Academic Appeals Board |
31(f)(ii) The provisions of paragraph (i) do not apply to the Academic Appeals Committee or any committee that may be substituted therefor. |
32. Committee Procedures
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32. Committee Procedures Clauses (a), (b), (c) remain unchanged. 32(d) New. Committee Agendas The agenda for a committee meeting shall be as distributed by the Secretariat under the authority of the committee Chair or in the case of the Academic Board, of the Agenda Committee, and shall set forth the items of business to be discussed at the meeting. No matter not on the agenda may be introduced unless the introduction thereof be agreed to by two-thirds of the members present and voting. The mover shall briefly indicate reasons why the matter should be introduced, but otherwise the motion shall not be debatable. |
32(e) New. Calendar of Business for Subsequent Meetings A committee may by resolution determine that a matter be included on the agenda of a subsequent meeting. In addition, on written request, signed by at least 10 percent of the voting members of a committee and submitted at a meeting of the committee, a stated matter or notice of motion shall be included on the agenda of the committee's next regular meeting. |
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32(f) New. Notices of Motion in Committee by a Member At any committee meeting a member may give notice of a motion to be presented at a subsequent |
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meeting of the committee. A motion of which notice is given as aforesaid, shall be considered by the committee Chair or, in the case of the Academic Board, by the Agenda Committee, for inclusion on the agenda of a subsequent meeting or other action as the Chair or the Agenda Committee, as the case may be, deems appropriate. In the case of committees reporting to or established by the Academic Board, the committee Chair may refer the matter to the Agenda Committee for determination. At the next regular meeting of the committee in which the notice of motion has been given, the Chair, or the Agenda Committee as the case may be, shall report the action taken with respect to the notice of motion. The decision of the Chair, or of the Agenda Committee, shall be subject to the provisions of clauses (d) and (e) of this section. |
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33. Meetings of standing committees normally open except as provided
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33. Change "standing committee" to "committee" throughout. Replace first three lines with: Meetings of committees established under section 29 hereof to which authority to act on behalf of the Council has been delegated and, unless otherwise specified in their terms of reference, other committees established under section 29 hereof shall be open to the public, except that |
34. Committee may decide to continue debate in closed session or in camera |
34. Change "standing committee" to "committee" throughout. |
35. Attendance of Council members and others
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35(a) renumbered 35. Attendance of Council members and others at in camera sessions. Same as 35(a), but change "Standing Committee" to "Committee".
Change 35(b) to 36. Attendance of Council members and others at closed sessions. Same as 35(b). Change standing committee" to "committee" in first line. After "committee" in line 7 add "members of a Board to which the committee reports ...." |
36. Provisions apply to committees having authority to act. |
Delete present 36. Now covered in new 33. |
71. Refer or commit |
71. Same, but change "standing committee" to "committee". Delete "Special Committee". |
1 Section 11 at present provides for seven regular meetings during the period September 1 - June 30, with the Executive Committee being authorized to cancel Council meetings for lack of sufficient business. The one restriction is that two consecutive meetings of Council may not be cancelled. This facilitates a six-week cycle of meetings with Council in the sixth week. More activity by Boards and Committees will likely lead to a greater number of meetings at these levels. It is likely that an eight-week cycle of meetings will allow for a better flow of business and reports to Council. Consequently it is proposed that there be five regular meetings of Council in the September 1 - June 30 period. The power of the Executive Committee to cancel such meetings would be limited to only one meeting in this period. 2 The present section 27(c) allows all members to vote on matters that they have an interest in, provided that the interest is only as a member of an affected group. The proposed change continues this provision, except in the case of salary and benefit matters or matters dealt with in collective agreements, where employees of the University and members of their immediate families will be obliged to abstain from voting. Members affected by this change would still be permitted to speak on such issues. 3 The Secretary is included as a non-voting ex officio member because it is in Governing Council's interest for the Secretary to be able to profer advice on procedure to committees which have the authority to act for Governing Council. Written responses to the Draft Report of the Chairman's Advisory Committee on Governance were received from:
ADDENDUM Changes since 1988 1. The Planning and Priorities Committee and the Budget Committee were combined in June, 1994 to form the Planning and Budget Committee. Terms of reference for this Committee and current terms of reference for all Boards and Committee can be found at http://www.utoronto.ca/govcncl/bac/index.htm 2. Membership of the Academic Board has increased by two. In June, 1995, the Master of Massey College was added as an ex officio member. Following the integration of the Faculty of Education and the Ontario Institute for Studies in Education in 1996, a third elected teaching staff member was approved for the new OISE/UT. 3. A new membership distribution chart for all Boards and Committees, incorporating all changes since 1988, is shown below. October 2001 |
Constituency |
Executive |
Academic |
Agenda Committee |
||||||
GC |
Non GC |
Total |
GC |
Non GC |
Total |
GC |
Non GC |
Total |
|
Professional and Administrative Staff (2)a |
0-1 |
- |
0-1 |
1 |
8d |
9 |
- |
- |
- |
Alumni (8) |
2 |
- |
2 |
2 |
1 |
3 |
- |
- |
- |
Government Appointees (16) |
5 |
- |
5 |
3 |
- |
3 |
- |
- |
- |
Presidential Appointees (2) |
1-0 |
- |
1-0 |
- |
- |
- |
- |
- |
- |
Teaching Staff (12) |
3 |
- |
3 |
6 |
75e |
81 |
2 |
4 |
6g |
Students (8) |
2 |
- |
2 |
4 |
12 |
16 |
0-1 |
1-0 |
1 |
Presidential Assessors |
- |
- |
- |
- |
3 |
3 |
- |
2 |
2 |
Other |
1c |
- |
1 |
- |
1f |
1 |
- |
1 |
1 |
Totals b |
14 |
- |
14 |
16 |
100 |
116 |
2-3 |
8-7 |
10 |
Constituency |
Academic Appeals Committee |
Committee on Academic Policy and Programs * |
Planning and Budget Committee * |
||||||
GC |
Non GC |
Total |
GC |
Non GC |
Total |
GC |
Non GC |
Total |
|
Professional and Administrative Staff (2)a |
0-1 |
1-0 |
1 |
0-1 |
1-0 |
1 |
|||
Alumni (8) |
2 |
- |
2 |
0-1 |
1-0 |
1 |
2 |
- |
2 |
Government Appointees (16) |
- |
0-1 |
- |
0-1 |
- |
- |
- |
||
Presidential Appointees (2) |
- |
- |
- |
- |
- |
- |
- |
- |
- |
Teaching Staff (12) |
3 |
4 |
7 |
0-2 |
16-14 |
16 |
1-2 |
11-10 |
12 |
Students (8) |
3 |
- |
3 |
1 |
5 |
6 |
1-2 |
2-1 |
3 |
Presidential Assessors |
- |
- |
- |
- |
2 |
2 |
- |
3 |
3 |
Other |
- |
3 |
3h |
- |
- |
- |
1-0 |
0-1 |
1i |
Totals b |
8 |
7 |
15 |
1-6 |
25-21 |
26-27 |
5-7 |
17-15 |
22 |
Constituency |
Business Board * |
Audit Committee * |
University Affairs Board * |
Elections Committee |
||||||||
GC |
Non GC |
Total |
GC |
Non GC |
Total |
GC |
Non GC |
Total |
GC |
Non GC |
Total |
|
Professional and Administrative Staff (2)a |
1 |
1 |
2 |
1 |
4l |
5 |
1 |
- |
1 |
|||
Alumni (8) |
5 |
- |
5 |
2 |
1 |
3 |
1 |
- |
1 |
|||
Government Appointees (16) |
7 |
- |
7 |
1 |
- |
1 |
1 |
- |
1 |
|||
Presidential Appointees (2) |
1 |
- |
1 |
0-1 |
- |
0-1 |
- |
- |
- |
|||
Teaching Staff (12) |
1 |
1 |
2 |
2 |
1 |
3 |
1 |
- |
1 |
|||
Students (8) |
1 |
1 |
2 |
3 |
4 |
7 |
1 |
- |
1 |
|||
Presidential Assessors |
- |
2 |
2 |
- |
2 |
2 |
- |
- |
- |
|||
Other |
- |
6J |
6 |
0-2 |
- |
- |
- |
- |
- |
|||
Totals b |
16 |
11 |
27 |
7-9k |
9-10 |
12 |
21-22 |
5 |
- |
5 |
Constituency |
Committee for Honorary Degreesm |
Total Number of Seats |
||||
GC |
Non GC |
Total |
GC |
Non GC |
Total |
|
Professional and Administrative Staff (2)a |
1 |
- |
1 |
4-10 |
12-15 |
19-22 |
Alumni (8) |
- |
1 |
1 |
14-20 |
3-6 |
21-23 |
Government Appointees (16) |
2 |
- |
2 |
24-28 |
- |
24-28 |
Presidential Appointees (2) |
- |
- |
- |
1-4 |
- |
1-4 |
Teaching Staff (12) |
1 |
4 |
5 |
21-25 |
118-122 |
143 |
Students (8) |
- |
2 |
2 |
16-19 |
26-29 |
44-45 |
Presidential Assessors |
- |
- |
- |
- |
16 |
16 |
Other |
2 |
3 |
5 |
3 |
9 |
12 |
Totals b |
5 |
10 |
16 |
84-109 |
184-197 |
280-293 |
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Notes: a - Number of representatives on Governing Council. b - Except for Executive and Honorary Degrees, these totals do not include the 4 members of Council who are ex officio members of all committees of Council (Chair, Vice-Chair, Chancellor and President). c - President. d - Includes Chief Librarian, 2 elected professional librarians, the Director of the School of Continuing Studies and the Master of Massey College. e - Includes ex officio Principals and Deans. |
f - Vice-President and Provost. g - Includes Chair and Vice-Chair of Academic Board, Chairs of Committee on Academic Policy and Programs and Planning and Budget Committee and 2 teaching staff members of the Academic Board. h - Chair and up to two Vice-Chairs, each of whom shall be legally qualified. i - Chair, Vice-Chair or Chair's designate from the Committee on Academic Policy and Programs. j - Co-opted lay members. |
k - Membership is 7-9, other than ex officio members, a minimum of 5 will be members of the Business Board or members of Governing Council and 2/3 of the voting members must be external to the University. l - Includes Warden of Hart House, ex officio. m - 7 of the 16 members are ex officio: Chair and Vice-Chair of Council, Chancellor, President, Chair of Academic Board, President of UTAA and Vice-President and Provost. * - Membership on these Boards and Committees may vary slightly from year to year. |