AC LEADERSHIP TEAM MEETING MINUTES

Thursday, January 19, 2017

9:00 – 9:20 am C. Frederick, Chair

1. 1. Welcome Remarks

2. 2. Approval of Agenda

3. 3. Upcoming Agenda Items – preview of items for next meeting

4. 4. Business Arising

5. 5. For Information 5.1 Foundation Update (A. Desjardins) 5.2 50th Anniversary Update (S. Anderson)

6. Items for Approval 6.1 Approval of December 15, 2016 minutes (S. DiMarco) 6.2 Revised policy HR03 Tuition Assistance - AC courses (C. Frederick)

9:20 –9:35 am K. Pearson, S. Burke

6. 7. Student Information System – Request for Information Project

9:35 – 9:55 am S. Anderson, J.G. Frechette

8. Government and Stakeholder Relations Model

9:55 – 10:25 am C. Frederick, P. MacDonald

9. People Plan Update and Activity

10:25 – 10:40 am D. McNair

10. Innovation, Entrepreneurship and Learning Centre and Institute for Indigenous Entrepreneurship - Update and Drawings

10:40 – 10:55 am D. McNair

11. Students’ Association Athletics and Recreation Complex Proposal

10:55 – 11:10 am C. Jensen

12. Sponsorships and Partnerships Discussion

11:10 – 11:55 am D. Wotherspoon, D. McNair

13. 2017/2018 draft Budget and Business Plan

11:55 - 12:00 pm C. Frederick, Chair

14. Wrap Up

AC LEADERSHIP TEAM AGENDA ITEM REQUEST

Date of Meeting January 19, 2017 Agenda Item Number (For office use only) 4.1

Topic Business Arising

Requested By (ACLT member)

K. Pearson, Registrar Time Allotted 10 min

ACLT Action Requested

☐ Approval (Discussion)

☐ Approval (Consent Agenda Item) Information

Staff Presenting (name and title)

K. Pearson, Registrar

Attachments (as read-ahead material)

☐ PowerPoint

☐ Timeline

☐ Budget

☐ Other: Information to be posted

Verbal update only.

Recommendation (please provide ACLT your recommendation requiring approval)

THAT the Algonquin College Leadership Team (ACLT) accept this update.

ACLT Decision

Received for Information

☐ Approved as above recommendation

☐ Approved as amended (see below)

☐ Referred to _________________ (Group or Person) Deferred to ACLT Feb 23_____(Date)

☐ Report Back By __________________ (ACLT Responsible)

☐ Other (Specify) __________________

Amended Recommendation (completed during ACLT meeting)

K. Pearson provided an update to the Leadership Team regarding the corporate policy review process and steps taken to date. This item will be recalled to the February 23 Leadership meeting where further information will be presented.

AC LEADERSHIP TEAM AGENDA ITEM REQUEST

Date of Meeting January 19, 2017 Agenda Item Number (For office use only) 5

Topic Information Items

Requested By (ACLT member)

A. Desjardins, ED, Algonquin College Foundation

S. Anderson, ED Communications, Marketing and External Relations

Time Allotted 10 min

ACLT Action Requested

☐ Approval (Discussion)

☐ Approval (Consent Agenda Item) Information

Staff Presenting (name and title)

A. Desjardins, Executive Director, Algonquin College Foundation S. Anderson, ED Communications, Marketing and External Relations

Attachments (as read-ahead material)

☐ PowerPoint

☐ Timeline

☐ Budget Other: Information to be posted

05.1 Algonquin College Foundation Update

05.2 50th Anniversary - ACLT Transmittal - January 19, 2017

Recommendation (please provide ACLT your recommendation requiring approval)

THAT the Algonquin College Leadership Team (ACLT) accept these updates.

ACLT Decision

Received for Information

☐ Approved as above recommendation

☐ Approved as amended (see below)

☐ Referred to _________________ (Group or Person)

☐ Deferred to__________________(Date)

☐ Report Back By __________________ (ACLT Responsible)

☐ Other (Specify) __________________

Amended Recommendation (completed during ACLT meeting)

These items were accepted as submitted. Additionally, the Leadership Team was advised:

that a first iteration of the coat of arms will be available by January 30, 2017, and

that a memo will be forthcoming outlining the employee engagement plan. Employee lists will need to be confirmed in the coming weeks.

AC LEADERSHIP TEAM AGENDA ITEM REQUEST

Date of Meeting January 19, 2017 Agenda Item Number (For office use only)

6

Topic Items for Approval

Requested By (ACLT member)

S. DiMarco, Exec. Admin to the President and Board of Governors

C. Frederick, VP Human Resources

Time Allotted Not applicable

ACLT Action Requested

☐ Approval (Discussion) Approval (Consent Agenda Item)

☐ Information

Staff Presenting (name and title)

S. DiMarco, Exec. Admin to the President and Board of Governors C. Frederick, VP Human Resources

Attachments (as read-ahead material)

☐ PowerPoint

☐ Timeline

☐ Budget Other: Information to be posted

6.1 Draft ACLT Minutes December 15, 2016

6.2 HR03 Tuition Assistance Algonquin College Courses

Recommendation (please provide ACLT your recommendation requiring approval)

THAT the Algonquin College Leadership Team (ACLT) approve the Consent Agenda items.

ACLT Decision

☐ Received for Information Approved as above recommendation

☐ Approved as amended (see below)

☐ Referred to _________________ (Group or Person)

☐ Deferred to__________________(Date)

☐ Report Back By __________________ (ACLT Responsible)

☐ Other (Specify) __________________

Amended Recommendation (completed during ACLT meeting)

The Leadership Team accepted these items as submitted.

AC LEADERSHIP TEAM AGENDA ITEM REQUEST

Date of Meeting January 19, 2017 Agenda Item Number (For office use only) 7

Topic Student Information System (SIS) – Request for Information Project

Requested By (ACLT member)

K. Pearson, Registrar Time Allotted 15 min

ACLT Action Requested

☐ Approval (Discussion)

☐ Approval (Consent Agenda Item) Information

Staff Presenting (name and title)

K. Pearson, Registrar & Sharon Burke, Sr. Project Manager

Attachments (as read-ahead material)

PowerPoint

☐ Timeline

☐ Budget

☐ Other: Information to be posted

07.0 Transmittal SIS-RFI Project Information 2017 01 19

07.1 Student Information System RFI Project 2017 01 19

Recommendation (please provide ACLT your recommendation requiring approval)

THAT the Algonquin College Leadership Team (ACLT) accept the report as information.

ACLT Decision

Received for Information

☐ Approved as above recommendation

☐ Approved as amended (see below)

☐ Referred to _________________ (Group or Person)

☐ Deferred to__________________(Date)

☐ Report Back By __________________ (ACLT Responsible)

☐ Other (Specify) __________________

Amended Recommendation (completed during ACLT meeting)

The Leadership Team was provided with a status update on the 2016-2017 Student Information System-Request for Information (SIS-RFI) project. Questions and clarification followed. Additionally, the Leadership Team was asked to participate in the next requirements gathering phase to prepare for and inform future phases of the SIS project by identifying appropriate individuals and subject-matter experts to participate on the upcoming workshops.

AC LEADERSHIP TEAM AGENDA ITEM REQUEST

Date of Meeting January 19, 2017 Agenda Item Number (For office use only) 8

Topic Government and Stakeholder Relations Model

Requested By (ACLT member)

S. Anderson

Executive Director of Communications, Marketing and

External Relations

Time Allotted 20 min

ACLT Action Requested

☐ Approval (Discussion)

☐ Approval (Consent Agenda Item) Information

Staff Presenting (name and title)

J. G. Fréchette, Assoc. Director of Government and Stakeholder Relations

Attachments (as read-ahead material)

PowerPoint

☐ Timeline

☐ Budget

☐ Other: Information to be posted

08.0 ACLT Transmittal - Government and Stakeholder Relations Model

08.1 ACLT - Government and Stakeholder Relations Model

Recommendation (please provide ACLT your recommendation requiring approval)

THAT the Algonquin College Leadership Team (ACLT) be informed and discuss college government relations activity.

ACLT Decision

Received for Information

☐ Approved as above recommendation

☐ Approved as amended (see below)

☐ Referred to _________________ (Group or Person)

☐ Deferred to__________________(Date)

☐ Report Back By __________________ (ACLT Responsible)

☐ Other (Specify) __________________

Amended Recommendation (completed during ACLT meeting)

The Leadership Team was provided with information outlining College government relations activities and plans, including the Algonquin College approach to Government Relations, 2016 results achieved, as well as government relations activities for 2017. Questions and clarification followed. The Leadership Team was encouraged to actively and deliberately engage in government relations activities as appropriate and to keep the Associate Director of Government Relations updated.

AC LEADERSHIP TEAM AGENDA ITEM REQUEST

Date of Meeting January 19, 2017 Agenda Item Number (For office use only) 9

Topic People Plan update

Requested By (ACLT member)

Time Allotted 30 min

ACLT Action Requested

☐ Approval (Discussion)

☐ Approval (Consent Agenda Item) Information

Staff Presenting (name and title)

C. Frederick, Vice President Human Resources P. MacDonald, Senior Manager, People Strategy

Attachments (as read-ahead material)

☐ PowerPoint

☐ Timeline

☐ Budget Other: Information to be posted

09.0 Transmittal People Plan_ Update_19 January 2017 09.1 People Plan_Updated data analytics insights_12

January 2017 09.2 Emerging Themes and Sources_050117 09.3Enhancing-your-strategic-value-as-a-human-

resources-professional-playing-to-win-in-hr 09.4 People Plan Update_17 January 2017

Recommendation (please provide ACLT your recommendation requiring approval)

THAT the Algonquin College Leadership Team (ACLT) accept these documents for information purposes

ACLT Decision

Received for Information

☐ Approved as above recommendation

☐ Approved as amended (see below)

☐ Referred to _________________ (Group or Person)

☐ Deferred to__________________(Date)

☐ Report Back By __________________ (ACLT Responsible)

☐ Other (Specify) __________________

Amended Recommendation (completed during ACLT meeting)

The Leadership Team was provided with an update on the People Plan activities. Presentation highlights included a framework on how we are going to move forward with the conversation, findings, how we will get to our strategic decisions, and recommendations. Questions and clarification followed.

AC LEADERSHIP TEAM AGENDA ITEM REQUEST

Date of Meeting January 19, 2017 Agenda Item Number (For office use only) 10

Topic Innovation Entrepreneurial Learning Centre and Institute for Indigenous

Entrepreneurship – Update and Drawings

Requested By (ACLT member)

D. McNair, V.P. Finance and Administration

Time Allotted 15 min

ACLT Action Requested

☐ Approval (Discussion)

☐ Approval (Consent Agenda Item) Information

Staff Presenting (name and title)

D. McNair, V.P. Finance and Administration T. Schonewille, Director, Physical Resources

Attachments (as read-ahead material)

PowerPoint

☐ Timeline

☐ Budget Other: Information to be posted

10.0 Transmittal IELCIIE Project Update Drawings 170119

10.1 IELCIIE Project Update Drawings - 170119 V2 (002)

Recommendation (please provide ACLT your recommendation requiring approval)

THAT the Algonquin College Leadership Team (ACLT) receive a general update on the status of the Innovation Entrepreneurship and Learning Centre and Institute for Indigenous Centre (IELCIIE) project.

ACLT Decision

Received for Information

☐ Approved as above recommendation

☐ Approved as amended (see below)

☐ Referred to _________________ (Group or Person)

☐ Deferred to__________________(Date)

☐ Report Back By __________________ (ACLT Responsible)

☐ Other (Specify) __________________

Amended Recommendation (completed during ACLT meeting)

The Leadership Team was provided with an update on the current and upcoming activities of the Innovation Entrepreneurship and Learning Centre and Institute for Indigenous Centre (IELC/IIE) project, including: building design, functional program, key deliverables, budget and funding, milestones, and decanting. Comments and feedback were shared. A video message from the President will be created in order to share information with the College community. The Leadership Team was asked to forward feedback to the Communications Office.

AC LEADERSHIP TEAM AGENDA ITEM REQUEST

Date of Meeting January 19, 2017 Agenda Item Number (For office use only) 11

Topic Students’ Association Athletics and Recreation Complex Proposal

Requested By (ACLT member)

D. McNair, Vice-President, Finance and Administration

Time Allotted 15 min

ACLT Action Requested

☐ Approval (Discussion)

☐ Approval (Consent Agenda Item) Information

Staff Presenting (name and title)

D. McNair, VP Finance and Administration

Attachments (as read-ahead material)

☐ PowerPoint

☐ Timeline

☐ Budget Other: Information to be posted

11.0 Transmittal Students' Association Athletics Recreation Complex

11.1 Athletics Recreational Complex Presentation .v3

Recommendation (please provide ACLT your recommendation requiring approval)

THAT the Algonquin College Leadership Team (ACLT) review the development proposal for a new Algonquin Students’ Association Athletics and Recreation Complex.

ACLT Decision

Received for Information

☐ Approved as above recommendation

☐ Approved as amended (see below)

☐ Referred to _________________ (Group or Person)

☐ Deferred to__________________(Date)

☐ Report Back By __________________ (ACLT Responsible)

☐ Other (Specify) __________________

Amended Recommendation (completed during ACLT meeting)

The Leadership Team was provided with an update on the development of a proposal for a new Algonquin Students’ Association (ASA) Athletics and Recreation Complex for the Ottawa campus. Discussion points included key objectives, activity profile, proposed location, desired results, risk management/key variables and assumptions (fee impacts, costs, financing). A governance committee will be established to ensure all items are taken under consideration.

AC LEADERSHIP TEAM AGENDA ITEM REQUEST

Date of Meeting January 19, 2017 Agenda Item Number (For office use only) 12

Topic Sponsorships and Partnerships Discussion

Requested By (ACLT member)

C. Jensen, President Time Allotted 15 min

ACLT Action Requested

☐ Approval (Discussion)

☐ Approval (Consent Agenda Item)

☐ Information

Staff Presenting (name and title)

C. Jensen, President

Attachments (as read-ahead material)

☐ PowerPoint

☐ Timeline

☐ Budget

☐ Other: Information to be posted

12.0 Transmittal Sponsorships Partnerships Discussion

Recommendation (please provide ACLT your recommendation requiring approval)

THAT the Algonquin College Leadership Team (ACLT) have an open dialogue on Sponsorships and Partnerships.

ACLT Decision

☐ Received for Information

☐ Approved as above recommendation

☐ Approved as amended (see below)

☐ Referred to _________________ (Group or Person)

☐ Deferred to__________________(Date)

☐ Report Back By __________________ (ACLT Responsible)

☐ Other (Specify) __________________

Amended Recommendation (completed during ACLT meeting)

Due to time constraints, this item was removed from the agenda.

AC LEADERSHIP TEAM AGENDA ITEM REQUEST

Date of Meeting January 19, 2017 Agenda Item Number (For office use only) 13

Topic The draft 2017-2018 Budget and Business Plan

Requested By (ACLT member)

AC Leadership Team Time Allotted 45 min

ACLT Action Requested

☐ Approval (Discussion)

☐ Approval (Consent Agenda Item)

☐ Information

Staff Presenting (name and title)

D. Wotherspoon, VP International and Strategic Planning

D. McNair, VP Finance and Administration

Attachments (as read-ahead material)

☐ PowerPoint

☐ Timeline

☐ Budget Other: Information to be posted

13.0 Transmittal 2017-2018 Draft Business Plan and Budget

13.1 ACLT Presentation_v2

Recommendation (please provide ACLT your recommendation requiring approval)

THAT the Algonquin College Leadership Team (ACLT) accept the draft 2017-2018 Budget and Business Plan for information.

ACLT Decision

Received for Information

☐ Approved as above recommendation

☐ Approved as amended (see below)

☐ Referred to _________________ (Group or Person)

☐ Deferred to__________________(Date)

☐ Report Back By __________________ (ACLT Responsible)

☐ Other (Specify) __________________

Amended Recommendation (completed during ACLT meeting)

The Leadership Team was provided with an update on the status of the 2017/2018 Business Plan and Budget. Discussion included a framework overview, how the document will remain flexible, timelines and next steps.

AC LEADERSHIP TEAM AGENDA ITEM REQUEST

Date of Meeting January 19, 2017 Agenda Item Number (For office use only)

Addition to the Agenda

Topic Part-Time Certification Update

Requested By (ACLT member)

D. McCutcheon, Director Labour Relations

Time Allotted 5 min

ACLT Action Requested

☐ Approval (Discussion)

☐ Approval (Consent Agenda Item) Information

Staff Presenting (name and title)

D. McCutcheon, Director Labour Relations

Attachments (as read-ahead material)

☐ PowerPoint

☐ Timeline

☐ Budget

☐ Other: Information to be posted

Verbal update only.

Recommendation (please provide ACLT your recommendation requiring approval)

THAT the Algonquin College Leadership Team (ACLT) be provided with an update on the Part-Time Certification Drive.

ACLT Decision

Received for Information

☐ Approved as above recommendation

☐ Approved as amended (see below)

☐ Referred to _________________ (Group or Person)

☐ Deferred to__________________(Date)

☐ Report Back By __________________ (ACLT Responsible)

☐ Other (Specify) __________________

Amended Recommendation (completed during ACLT meeting)

D. McCutcheon provided the Leadership Team with an update on the Part-Time Certification drive for both the support staff and faculty unions. More information should be available in the coming weeks. Questions and clarification followed. Weekly ACLT meetings will be scheduled starting in June and throughout the summer months in preparation for Fall bargaining.