Minutes

—> 20240826 Official BG Minutes.pdf

Board of Governors

Minutes of the Special Meeting

Held on Monday, August 26, 2024 at 12:00 p.m. by videoconference

Minutes

—>20240626 Special BG Minutes.pdf

Board of Governors

Minutes of the Special Meeting

Held on Wednesday, June 26, 2024 at 12:00 p.m. by videoconference

Minutes

—>20240614 Official BG Minutes.pdf

Board of Governors

Minutes of the Regular Meeting

Held on Friday, June 14, 2024, at 6:30 p.m.

Champlain Saint-Lambert, 900 Riverside Dr., Saint-Lambert, QC  J4P 3P2

Minutes

OfficialBGMinutes20240405.pdf

Board of Governors

Minutes of the Regular Meeting

Held on Friday, April 5, 2024 at 6:30 p.m.

Champlain St. Lawrence College, 790, Nérée-Tremblay, Québec QC  G1V 4K2

Voting Members Present:

Non-voting Members Present:

Regrets:

Vacant seats:

Guests:

Also present:

Quorum attained with 13 of 19 sitting voting members present.

• On leave of absence

AGENDA

1. Welcome and Announcements

The Vice-Chair called the meeting to order at 7:30 p.m., and welcomed all board members.

He announced that the meeting will be recorded for the ministry investigators.

Regrets were received from D. Albert, G. Bourgoing, B. Denison, K. Deveau, V. Harvey and J. Varin.

The Vice-Chair welcome the new board members:  Simon Lefebvre and William Witteman

He also announced that he received a legal correspondence as the interim chair which he passed along to the secretary general for legal advice.

2. Adoption of the Agenda

It was moved to adopt the agenda as modified.

The vice-chair proposed to remove the election as the yearly elections will be done in June.

There was no call for the vote.

Moved by:             D. Shewan
Seconded by:        M. Plante

Motion carried

3. Consent Agenda

It was moved to adopt the Consent Agenda as presented.

There was no call for the vote.

Moved by:           A. Moïse
Seconded by:      L. Anderson

Motion carried

1. Correspondences
2. Approval of minutes of the Special Meeting of January 10, 2024
3. Approval of minutes of the Regular Meeting of January 31, 2024
4. Executive Committee
5. Director, Constituent College – Lennoxville
6. Information Security Status Report
7. Director General
8. Resolution re: DECs & AECs

Resolution CRC-2023-038:         Diplomas of College Studies (DECs) and Attestations of

     College Studies (AECs) – Champlain College Lennoxville

Whereas the relevant academic authorities of Champlain College Lennoxville have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain College Lennoxville) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

Number of DECs at Champlain College Lennoxville:         19
Number of AECs at Champlain College Lennoxville:          0

Resolution CRC-2023-039:         Diplomas of College Studies (DECs) and Attestations of

                                                      College Studies (AECs) – Champlain-St. Lawrence College

Whereas the relevant academic authorities of Champlain-St. Lawrence College have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain-St. Lawrence College) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

Number of DECs at Champlain-St. Lawrence College:               14
Number of AECs at Champlain-St. Lawrence College:                0

4. Business arising from previous meetings

a) Lennoxville Status

Rainville spoke to this item. It was proposed to create an ad hoc committee to go over the different options that could be possible when part or all conclusions will be available. This proposition would also be possible for the Governance & Ethics Committee or even the Executive Committee. It’s been decided that the Executive Committee would be the committee that will look at the different options as the board is concerned about risk management for the college.

b) Ontario Building update

Rainville spoke to this item stating that the college got an offer from the Centre de service scolaire de Sherbrooke for the Ontario Building. Since they are also part of the education network, the asset transfer will be done in the amount of 1$. The transfer should be done by September 2024.

5. Directors reports

a) Director, Constituent College – Saint-Lambert

D. Shewan spoke to his report.

b) Director, Constituent College – St. Lawrence

E. Berryman spoke to his report.

6. Public Question Period for fifteen minutes

There were no questions from the public.

7. Break for Fifteen minutes

8. New Business

a) DECs & AECs – Saint-Lambert [Resolution]

Shewan spoke to the resolution.

Resolution CRC-2023-040:            Diplomas of College Studies (DECs) and Attestations of
College Studies (AECs) – Champlain College Saint-Lambert

Whereas the relevant academic authorities of Champlain College Saint-Lambert have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain College Saint-Lambert) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

Number of DECs at Champlain College Saint-Lambert:                 13*

Number of AECs at Champlain College Saint-Lambert:                 45**

* 2 of these are from RAC
**  32 of these are from RAC

There was no call for the vote.

Moved by:       D. Shewan
Seconded by:  A. Laplante

Motion carried

b) Financial Statements – mid-year update [Information]

Rainville spoke to this item stating that the detailed consolidated results were shared in the package. A summary of the info was also shared and explained during the meeting.

c) Bylaw 3 – Appointment, Renewal of Mandate, and Evaluation of the Director General and of the Directors of Constituent Colleges [Resolution]

Brennan spoke to the resolution.

Resolution CRC-2023-041:     Bylaw 3 – Appointment, Renewal of Mandate, and Evaluation of
the Director General and of the Directors of Constituent Colleges

Whereas major parts of Bylaw 3 have been made inapplicable due to changes to the Regulation governing certain working conditions of the senior executives in Quebec colleges and due to recent jurisprudence relevant to the provisions of Bylaw 3; and,

Whereas the Ministry has recommended a review of several of the College’s bylaws including Bylaw 3; and,

Whereas the Executive Committee approved an initial proposal for amendments to Bylaw 3 and mandated the Interim Secretary General to follow through the consultation process as outlined in the College’s Framework for Bylaw and Policy Development and Revision; and,

Whereas the Interim Secretary General conducted the consultations of interested parties and attended the Governing Board meetings to receive comments and suggestions for improving the proposal and subsequently incorporated many suggestions; and,

Whereas each Governing Board had until February 16, 2024, to adopt a resolution concerning the amending of Bylaw 3; and,

Whereas the Senior Management Committee has reviewed, revised, and recommended the document entitled “Bylaw 3 – Proposal post Consultation – 2024-03-15”; and,

Whereas the Human Resources Committee and the Governance and Ethics Committee have reviewed the document entitled “Bylaw 3 – Proposal post Consultation – 2024-03-15” and recommended in principle the attached document entitled “Bylaw 3 – Final Proposal 2024-03-22”; and

Whereas the Human Resources Committee and the Governance and Ethics Committee have further recommended that Bylaw 3 be once again subject to their review after its first application has been completed; and

Whereas the Executive Committee has reviewed and recommended the attached document entitled “Bylaw 3 – Final Proposal 2024-03-22”;

Be it therefore resolved that the Board of Governors adopts the amendments to Bylaw 3 included in the document entitled “Bylaw 3 – Final Proposal 2024-03-22”.

There was no call for the vote.

Moved by:        L. Anderson
Seconded by:   W. Witteman

Motion carried by those entitled to vote

A motion of thanks was made by K. Warlund for using inclusive language in the bylaws.

A motion was made by the St. Lawrence Director Mandate Renewal Committee stating that in the interest of using a revised evaluation process with the subsequent mandate renewals scheduled to take place during the 2024-2025 term, the St. Lawrence Director Mandate Renewal Committee recommends that the Board instruct the HR Committee to review and revise the evaluation process no later than September 30, 2024.

d) Bylaw 4 – Human Resources Management [Resolution]
Brennan spoke to the resolution.

Resolution CRC-2023-042:      Bylaw 4 – Human Resources Management

Whereas Bylaw 4 concerning Human Resources Management has not been revised since the adoption by the Quebec Government of new Letters Patent for Champlain Regional College that changed the College’s structure with a particular impact on responsibilities for human resource management; and,

Whereas the Ministry has recommended a review of several of the College’s bylaws including Bylaw 4; and,

Whereas the Executive Committee approved an initial proposal for amendments to Bylaw 4 and mandated the Interim Secretary General to follow through the consultation process as outlined in the College’s Framework for Bylaw and Policy Development and Revision; and,

Whereas the Interim Secretary General conducted the consultations of interested parties and attended the Governing Board meetings to receive comments and suggestions for improving the proposal and subsequently incorporated many suggestions; and,

Whereas each Governing Board had until February 16, 2024, to adopt a resolution concerning the amending of Bylaw 4; and,

Whereas the Senior Management Committee has reviewed, revised, and recommended the document entitled “Bylaw 4 – Proposal post consultation – 2024-03-18”; and,

Whereas the Human Resources Committee and the Governance and Ethics Committee have reviewed the document entitled “Bylaw 4 – Proposal post consultation – 2024-03-18” and recommended in principle the attached document entitled “Bylaw 4 – Final Proposal 2024-03-22”;

Whereas the Executive Committee has reviewed and recommended the attached document entitled “Bylaw 4 – Final Proposal 2024-03-22”;

Be it therefore resolved that the Board of Governors adopts the amendments to Bylaw 4 included in the document entitled “Bylaw 4 – Final Proposal 2024-03-22”.

There was no call for the vote.

Moved by:       A. Laplante
Seconded by:   L. Anderson

Motion Carried by those entitled to vote

e) Code of Ethics and Professional Conduct for Governors and for Members of the Governing Boards [Resolution]
Brennan spoke to the resolution.

Resolution CRC-2023-043:    Code of Ethics and Professional Conduct for Governors and for Members of the Governing Boards

Whereas the College’s Code of Ethics and Professional Conduct for Governors and for Members of the Governing Boards has not been revised since the adoption by the Quebec Government of new Letters Patent for Champlain Regional College that changed the College’s structure; and,

Whereas the Ministry has recommended a review of several of the College’s bylaws and policies following the change in status of the College; and,

Whereas the Executive Committee approved an initial proposal for amendments to the Code of Ethics and Professional Conduct for Governors and for Members of the Governing Boards and mandated the Interim Secretary General to follow through the consultation process as outlined in the College’s Framework for Bylaw and Policy Development and Revision; and,

Whereas the Interim Secretary General conducted the consultations of interested parties and attended the Governing Board meetings to receive comments and suggestions for improving the proposal and subsequently incorporated many suggestions; and,

Whereas each Governing Board had until February 16, 2024, to adopt a resolution concerning the amending of the Code of Ethics and Professional Conduct for Governors and for Members of the Governing Boards; and,

Whereas the Senior Management Committee has reviewed, revised, and recommended the document entitled “Code of Ethics and Professional Conduct for Members – Proposal post consultation 2024-03-15”; and,

Whereas the Governance and Ethics Committee has reviewed the document entitled “Code of Ethics and Professional Conduct for Members – Proposal post consultation 2024-03-15” and recommended in principle the attached document entitled “Code of Ethics and Professional Conduct for Members – Final Proposal 2024-03-22”;

Whereas the Executive Committee has reviewed and recommended the attached document entitled “Code of Ethics and Professional Conduct for Members – Final Proposal 2024-03-22”;

Be it therefore resolved that the Board of Governors adopts the amendments to the Code of Ethics and Professional Conduct for Governors and for Members of the Governing Boards included in the document entitled “Code of Ethics and Professional Conduct for Members – Final Proposal 2024-03-22”.

There was no call for the vote.

Moved by:        A. Moïse
Seconded by:   M. Vigneault

Motion carried

f) Policy on Conflict of Interest and Nepotism [Resolution]

Brennan spoke to the resolution.

Resolution CRC-2023-044:     Policy on Conflict of Interest and Nepotism

Whereas the College’s Policy on Conflict of Interest and Nepotism has not been revised since the adoption by the Quebec Government of new Letters Patent for Champlain Regional College that changed the College’s structure; and,

Whereas the Ministry has recommended a review of several of the College’s bylaws and policies following the change in status of the College; and,

Whereas the Executive Committee approved an initial proposal for amendments to the Policy on Conflict of Interest and Nepotism and mandated the Interim Secretary General to follow through the consultation process as outlined in the College’s Framework for Bylaw and Policy Development and Revision; and,

Whereas the Interim Secretary General conducted the consultations of interested parties and attended the Governing Board meetings to receive comments and suggestions for improving the proposal and subsequently incorporated many suggestions; and,

Whereas each Governing Board had until February 16, 2024, to adopt a resolution concerning the amending of the Policy on Conflict of Interest and Nepotism; and,

Whereas the Senior Management Committee has reviewed, revised, and recommended the attached document entitled “Policy on Conflict of Interest and Nepotism – Proposal post consultation – 2024-03-15”; and,

Whereas the Human Resources Committee and the Governance and Ethics Committee have reviewed the document entitled “Policy on Conflict of Interest and Nepotism – Proposal post consultation – 2024-03-15 and recommended in principle the attached document “Policy on Conflict of Interest and Nepotism – Final Proposal 2024-03-22”;

Whereas the Executive Committee has reviewed and recommended the attached document entitled “Policy on Conflict of Interest and Nepotism – Final Proposal 2024-03-22”;

Be it therefore resolved that the Board of Governors adopts the amendments to the Policy on Conflict of Interest and Nepotism included in the document entitled “Policy on Conflict of Interest and Nepotism – Final Proposal 2024-03-22”.

There was no call for the vote.

Moved by:                 D. Shewan
Seconded by:            A. Laplante

Motion Carried

g) Bylaw 7 – Student Admission to Academic Programs [Resolution]
Brennan spoke to the resolution.

Resolution CRC-2023-045:      Bylaw 7 – Student Admission to Academic Programs

Whereas Bylaw 7 concerning Student Admission to Academic Programs requires amendments due to the adoption by the Quebec Government of new rules for admission to anglophone colleges effective for winter 2024; and,

Whereas Bylaw 7 has not been revised since the adoption by the Quebec Government of new Letters Patent for Champlain Regional College that changed the College’s structure; and,

Whereas the Senior Management Committee tasked the registrars of the three Constituent Colleges to propose amendments to Bylaw 7; and,

Whereas the Directors of the Constituent Colleges proceeded with a consultation of each of their Commissions of Studies and their Governing Boards and this process is now complete: and,

Whereas the Senior Management Committee has reviewed, revised, and recommended the document entitled “Bylaw 7 – Proposal post consultation – 2024-03-18”; and,

Whereas the Governance and Ethics Committee has reviewed the document entitled “Bylaw 7 – Proposal post consultation – 2024-03-18” and recommended in principle the attached document entitled “Bylaw 7 – Final Proposal 2024-03-22”;

Whereas the Executive Committee has reviewed and recommended the attached document entitled “Bylaw 7 – Final Proposal 2024-03-22”;

Be it therefore resolved that the Board of Governors adopts the amendments to Bylaw 7 included in the document entitled “Bylaw 7 – Final Proposal 2024-03-22”.

There was no call for the vote.

Moved by:        D. Shewan
Seconded by:   M. Plante

Motion carried

h) Policy on Hiring of Audit Firm [Resolution]
Brennan spoke to the resolution.

Resolution CRC-2023-046:      Policy on Hiring of Audit Firm

Whereas the Policy relative to the Hiring and Evaluation of an External Auditing Firm was last

revised in May 2011; and,

Whereas the current Policy relative to the Hiring and Evaluation of an External Auditing Firm is out of date and incoherent with Procédure 104 of the Régime budgétaire des cégeps; and,

Whereas the College is required to have a policy notwithstanding the existence of clear procedures under Bylaw 9 concerning Procurement; and,

Whereas the SMC recommends the proposed policy as outlined in the attached document “Policy concerning the Hiring and Evaluation of an External Auditing Firm February 2024”; and,

Whereas the Audit Committee recommends the proposed policy as outlined in the attached document “Policy concerning the Hiring and Evaluation of an External Auditing Firm February 2024”; and,

Whereas the Executive Committee recommends the proposed policy as outlined in the attached document “Policy concerning the Hiring and Evaluation of an External Auditing Firm February 2024”;

Be it therefore resolved that the Board of Governors adopts the proposed policy as outlined in the attached document “Policy concerning the Hiring and Evaluation of an External Auditing Firm February 2024” in replacement of the current Policy.

There was no call for the vote.

Moved by:        M. Plante
Seconded by:  W. Witteman

Motion carried

i) Hiring of the Audit Firm [Resolution]
Burns spoke to the resolution.

Resolution CRC-2023-047:      Hiring of the Audit Firm

Whereas the Procédure 104 of the Régime budgétaire des cégeps requires the College to name its external auditor by the Board of Governors no later than March 31 of the current year; and,

Whereas the College’s existing contract with the external auditor is eligible to be renewed in accordance with Bylaw 9 concerning Procurement; and,

Whereas the Board of Governors could only meet on April 5, 2024, due to the statutory holiday scheduled for March 29, 2024; and,

Whereas the Audit Committee recommends the renewal of the existing contract with the external auditor based on previous performance;

Whereas the Executive Committee has named the firm of Raymond, Chabot, Grant, Thornton as the College’s external auditor for the year 2023-24 in fulfillment of the College’s obligation to name a firm prior to March 31, 2024;

Be it therefore resolved that the Board of Governors confirms the naming of the firm Raymond, Chabot, Grant, Thornton as the College’s external auditor for the year 2023-24.

There was no call for the vote.

Moved by:        D. Shewan
Seconded by:   L. Anderson

Motion carried

j) Nomination – Administratrice MRQ [Resolution]
Rainville spoke to the resolution.

Resolution CRC-2023-048:      Nomination – Administratrice MRQ

IL EST RÉSOLU QUE

Julie Monfette soit autorisée

• • à inscrire l’entreprise aux fichiers de Revenu Québec;
  • à gérer l’inscription de l’entreprise à clicSÉQUR – Entreprises;
  • à gérer l’inscription de l’entreprise à Mon dossier pour les entreprises et, généralement, à faire tout ce qui est utile et nécessaire à cette fin;
  • à remplir les rôles et à assumer les responsabilités du responsable des services électroniques décrits dans les conditions d’utilisation de Mon dossier pour les entreprises, notamment en donnant aux utilisateurs de l’entreprise, ainsi qu’à d’autres entreprises, une autorisation ou une procuration;
  • à consulter le dossier de l’entreprise et à agir au nom et pour le compte de l’entreprise, pour toutes les périodes et toutes les années d’imposition (passées, courantes et futures), ce qui inclut le pouvoir de participer à toute négociation avec Revenu Québec, en ce qui concerne tous les renseignements que Revenu Québec détient au sujet de l’entreprise pour l’application ou l’exécution des lois fiscales, de la Loi sur la taxe d’accise et de la Loi facilitant le paiement des pensions alimentaires, en communiquant avec Revenu Québec par tous les moyens de communication offerts (par téléphone, en personne, par la poste et à l’aide des services en ligne).

There was no call for the vote.

Moved by:        M. Vigneault
Seconded by:   C. Michel

Motion carried

k) Motion of Thanks – Terrance Brennan [Resolution]
Burns and D. Shewan spoke to the resolution.

Resolution CRC-2023-049:      Motion of Thanks – Terrance Brennan

Whereas the College has struggled to revise its bylaws and policies since the change to Chapter 2 of the Loi sur les colleges; and

Whereas the Human resources Sub-committee has recognized the significant process that has been made with the Inclusion of Mr. Terrance Brennan to lead the process; and

Whereas the Human Resources Committee has unanimously recommended he should be recognized for his valuable contributions

Be it therefore resolved that the Board of Governors thank Mr. Brennan for the many contributions he made in moving the College forward.

There was no call for the vote.

Moved by:        D. Shewan
Seconded by:   A. Laplante

Motion carried

9.Adjournment

Motion to adjourn the meeting by A. Laplante at 9:20 p.m.

Minutes

OfficialBGMinutes20240131

Board of Governors

Minutes of the Regular Meeting

Held on Wednesday, January 31, 2024 at 6:00 p.m. by videoconference

Voting Members Present:

Non-voting Members Present:

Regrets:

Vacant seats:

Guests:

Also present:

Quorum attained with 15 of 18 sitting voting members present.

AGENDA

1.Welcome and Announcements

The Chair called the meeting to order at 6:00 p.m., and welcomed all board members.

He announced that the meeting will be recorded for the ministry investigators.

Regrets were received from N. Beattie, V. Harvey, A. Laplante and K. Warlund.

The Chair shared that 3 new governing board members had been appointed by the ministry (two at St. Lawrence and one at Lennoxville).

Board members were asked to send their approval to have their picture added to the CRC website. For those who were not present on October 27, 2023 when the pictures were taken, they should forward their own to corporateaffairs@crcmail.net.

T. Brennan will be forwarding an update on the current consultations on bylaws & policies to board members.

2.Adoption of the Agenda

It was moved to adopt the agenda as presented.

There was no call for the vote.

Moved by:             G. Bourgoing

Seconded by:        D. Shewan

Motion carried

3.Consent Agenda

It was moved to adopt the Consent Agenda as presented.

There was no call for the vote.

Moved by:             M. Vigneault

Seconded by:        Y. Rainville

Motion carried

a) Approval of minutes of the Regular Meeting of November 29, 2023

b) Executive Committee

c) Director, Constituent College – Lennoxville

d) Director General

e) Resolution re: DECs & AECs

Resolution CRC-2023-026:            Diplomas of College Studies (DECs) and Attestations of

                                                                  College Studies (AECs) – Champlain College Lennoxville

Whereas the relevant academic authorities of Champlain College Lennoxville have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain College Lennoxville) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

Number of DECs at Champlain College Lennoxville:       51

Number of AECs at Champlain College Lennoxville:        7

Resolution CRC-2023-027:            Diplomas of College Studies (DECs) and Attestations of

                                                                   College Studies (AECs) – Champlain-St. Lawrence College

Whereas the relevant academic authorities of Champlain-St. Lawrence College have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain-St. Lawrence College) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

Number of DECs at Champlain-St. Lawrence College:             65

Number of AECs at Champlain-St. Lawrence College:               0

f) Resolution re: CICan Voting Delegates

Resolution CRC-2023-028:            CICan Voting Delegates

 Whereas the Regional College’s practice is to appoint two (2) governors, namely the Chair and the Director General, as voting delegates to the CICan annual general meeting;

Be it therefore resolved that the Board of Governors of Champlain Regional College recommends that the Chair and the Director General be appointed as the voting delegates to the CICan annual general meeting of 2024.

Be it therefore further resolved that the Board of Governors of Champlain Regional College recommends that the Vice-Chair be named as alternate voting delegate in the event that either the Chair or the Director General are unable to attend the CICan annual general meeting of 2024.

4.Business arising from previous meetings

a) Status update – Lennoxville

Y. Rainville spoke to this item stating that all board members received a letter from Nancy and that the College is requiring advice from the lawyers of the Fédé. They will prepare a communication to be presented to board members. L. Larivière & Y. Rainville went to Lennoxville to meet with the Lennoxville managers to make sure that everything was organized to run smoothly.  They also met with all the support staff to make sure they understood the situation.  Communications were also sent to all employees and governing board members to inform them as well.  A continuity plan was prepared for the semester and will be presented on Thursday, Feb 1.  The mission of the College is maintained at the student level as well as operations.  A communication will be shared with all board members regarding the temporary structure.

5.Directors reports

a) Director, Constituent College – Saint-Lambert

D. Shewan spoke to his report.

b) Director, Constituent College – St. Lawrence

E. Berryman spoke to his report.

c) Information Security Status Report

C. Leduc spoke to the Information Security status report.

6.Public Question Period for fifteen minutes

• There were no questions from the public.

7.Break for Fifteen minutes

8.New Business

a)DECs & AECs – Saint-Lambert [Resolution]

D. Shewan spoke to the resolution.

Resolution CRC-2023-029:            Diplomas of College Studies (DECs) and Attestations of

                                                                  College Studies (AECs) – Champlain College Saint-Lambert

Whereas the relevant academic authorities of Champlain College Saint-Lambert have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain College Saint-Lambert) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

Number of DECs at Champlain College Saint-Lambert:              198

Number of AECs at Champlain College Saint-Lambert:                99

There was no call for the vote.

Moved by:       D. Shewan

Seconded by: K. Deveau

Motion carried

b)Nomination of the Contract Rules Compliance Monitor (RARC) [Resolution]

Y. Rainville spoke to the resolution.

Resolution CRC-2023-030:     Nomination of the Contract Rules Compliance Monitor (RARC)

Whereas the Act Respecting Contracting by Public Bodies states that all public bodies must have in place at all times a Contract Rules Compliance Monitor (RARC); and

 Whereas The roles and responsibilities of the Contract Rules Compliance Monitor are set out in the Politique concernant les responsables de l’application des règles contractuelles (LQ. C-65.1, a. 25.1); and

Whereas the RARC is a strategic participant responsible for ensuring that the rules and regulations are respected under the Act Respecting Contracting by Public Bodies; and

Whereas Mr. Claude Leduc, IT Coordinator for Champlain Regional College was named as interim in replacement of Mr. Daniel Bédard; and

Whereas Mr. Daniel Bédard has recently resigned from his position; and

Whereas Ms. Andréa Robert-Baron, Coordinator of Corporate Affairs for Champlain Regional College has agreed to take on this responsibility and has the competencies required to fulfill the obligations of this position;

Be it therefore resolved that the Board of Governors approves the nomination of Ms. Andréa Robert-Baron to the role of Contract Rules Compliance Monitor (RARC).

There was no call for the vote.

Moved by:        J. Burns

Seconded by:  A. Moïse

Motion carried

c) Bylaw 6 – Student Fees – Revision [Resolution]

Y. Rainville spoke to the resolution.

Resolution CRC-2023-031:     Bylaw 6 – Student Fees – Revision

Whereas the Regulation respecting the tuition fees states that a general and vocational College must charge has been updated on an annual basis in accordance with the College’s Bylaw on Student Fees; and

Whereas the Quebec National Assembly has adopted a Loi limitant l’indexation de plusieurs tarifs gouvernementaux to 3% for the period from January 1, 2023 to December 31, 2026; and

Whereas modifications to the student fees for implementation as of the fall semester 2024 were proposed and approved at the December 2023 regular Governing Board meeting of Champlain Lennoxville, Saint-Lambert and Champlain St. Lawrence;

Champlain College Lennoxville

• Auxilliary Service Fees for full-time students From $149 to $152
• Auxilliary Service Fees for part-time students             From $  38 to $  39
• Auxilliary Service Fees – for full time students             From $  45 to $  48

provided by Bishop’s University

• Auxilliary Service Fees – for part-time students             From $  12 to $  13

provided by Bishop’s University

• Coop Programs – Alternating Work-Study Programs             From $  75 to $  78
• File analysis and preparation for the transfer to

another institution                                                                                  From $    0 to $250

Champlain College Saint-Lambert

• Auxilliary Service Fees for full-time students From $140 to $145
• Auxilliary Service Fees for part-time students             From $  30 to $  32

Champlain College St. Lawrence

• Auxilliary Service Fees for full-time students From $170 to $175
• Auxilliary Service Fees for part-time students             From $  38 to $  39

Be it therefore resolved that the Board of Governors approves the proposed modifications to student fees at Champlain College Lennoxville, Champlain College Saint-Lambert and Champlain College St. Lawrence for application as of the fall semester 2024.

There was no call for the vote.

Moved by:       D. Shewan

Seconded by:   M. Vigneault

Motion Carried as amended to add the missing Saint-Lambert in the 3^rd whereas

d) Access to Surplus – Capital Equipment for Continuing Education – Champlain Saint-Lambert [Resolution]

D. Shewan spoke to the resolution.

Resolution CRC-2023-032:    Access to Surplus – Capital Equipment for Continuing Education – Champlain Saint-Lambert

Whereas government budgets do not allocate any funds to Continuing Education to acquire capital items; and

Whereas Continuing Education has needs to update the computers in one of its labs; and

Whereas Continuing Education has generated sufficient funds, after other expenses are taken into account in 2022-2023 to cover the requested expenses, and

Whereas at its regular meeting of December 18, 2023 the Saint-Lambert Governing Board under resolution no LAM-2023-001 recommends that the Board of Governors approves the access to surplus,

Be it therefore resolved that the Board of Governors approves the access to surplus by Champlain Saint-Lambert for the purchase of the equipment in the amount of $60,000.

There was no call for the vote.

Moved by:        D. Shewan

Seconded by:  G. Bourgoing

Motion carried

e) Strategic Plan 2023-2029 [Resolution]

Y. Rainville spoke to the resolution.

Resolution CRC-2023-033:    Strategic Plan 2023-2029

Whereas, the strategic plan 2023-2029 is the result of an extensive consultation process involving stakeholders from all three Constituent Colleges, as well as the Administrative Services; and

Whereas, the local Student success plan has been adopted by the Governing Board of each Constituent College following positive recommendations of their respective Commission of Studies;

Whereas, the local development goals have been approved by the Governing Board of each Constituent College following positive recommendations of their respective Commission of Studies;

Be it therefore resolved that the Board of Governors adopts the long-term strategic objectives and the Constituent Colleges and Administrative Services development goals of the 2023-2029 Champlain Regional College Strategic Plan.

Be it further therefore resolved that the Director General will consolidate the document based on the input received from the Governors for consideration at a subsequent Board meeting.

There was no call for the vote.

In Favor:                   12

Against:                    1 (B. Denison)

Abstention:              2 (M. Plante, D. Albert)

Moved by:                 A. Moïse

Seconded by:             E. Berryman

Motion Carried

f) Support Staff representative on the Board of Governors [Information]

T. Brennan spoke to this item stating that P. Roy retired from the College creating a vacancy on the Board membership. The Board needs to decide to either move to the next location or keep the same location for the next representative. Each of the Constituent College must have at least one employee representative on the Board of Governors.  Presently, Faculty representatives come from St. Lambert and St. Lawrence.  The Professional representative comes from Administrative Services so the Support Representative should then be coming from Lennoxville.  A call for nomination letter will be sent to the Lennoxville Support Staff union to elect a representative for the Board of Governors.

g) DG Recruitment Process [Information]

L. Larivière spoke to this item stating that the legal process is underway. M. Mazur and L. Larivière will be meeting with the firm to discuss the details. The information will then be brought back to the Board of Governors.

h) DCC Mandate Renewal Committee [Resolution]

T. Brennan spoke to the resolution.

Resolution CRC-2023-034:     DCC Mandate Renewal

Whereas Bylaw 3, (clauses 3.2 c and 2.2.2), states that the renewal committee for the Director of a Constituent College is composed of seven (7) members as follows:    a) Chair of the Board; and  b) Director General; and  c) Two (2) Governors, one (1) external and one (1) internal, elected by the Board ideally from different regions; and  d) The Chair of the Governing Board of the said College; and e) Two (2) Governing Board Members, one (1) internal and one (1) external, elected by the Governing Board, and

Whereas Bylaw 3 is in the process of revision but will not be brought to the Board of Governors for approval in time for it to apply to the current request for a renewal of mandate; and

Whereas articles 30.1 and 32 of the Ministry Regulation concerning certain working conditions of employment of senior executives of general and vocational colleges state, in part:

“30.1. The board of governors is responsible for renewing the appointment of a senior executive in the manner it determines and the process is conducted as below:

“(1) the process is conducted by a committee composed of members of the board of governors who are not mem­bers of the college staff. The mandate of the committee is to assess the performance of the senior executive for the purpose of making a recommendation to the board of governors; …

“(4) the process must be conducted and completed within a period of 90 days; …”

“32. Where the college decides to renew or not to renew the appointment of a senior executive, it must notify the senior executive without delay. The senior executive must be notified in writing at least 120 days before the date on which his or her appointment expires”; and,

Whereas Edward Berryman has requested a renewal of his mandate which expires October 27, 2024, and this process must be completed, and a Board decision rendered no later than June 29, 2024;

Be it therefore resolved that the Board of Governors of Champlain Regional College strike a mandate renewal committee composed of the Chair, the socio-economic Governor for St. Lawrence and one non-employee Governor elected by the Board.

There was no call for the vote.

In favor:         10

Abstention:      5 (M. Vigneault, D. Albert, M. Plante, E. Berryman, D. Shewan)

Against:           0

Moved by:        J. Burns

Seconded by:  B. Denison

Motion carried by those entitled to vote

i) Elections

M. Mazur spoke to the election process.

Election of St. Lawrence DCC’s Renewal Mandate Committee:

Note: The St. Lawrence DCC’s Renewal of Mandate Committee includes:

• Chair; (M. Mazur)
• One (1) non-employee board member;
• Local Socio-economic governing board member. (M. Vigneault)

 M. Mazur opened the floor for external member nominations.

E.Berryman and D. Shewan abstained from the election process.

 M. Mazur called three times for further nominations. Being no further nominations, it was moved by A. Moïse to close nominations.

L. Anderson was declared non-employee board member of the St. Lawrence DCC’s Renewal Mandate Committee by acclamation.

Election of DG Selection Committee: (replacement for N. Beattie)

Note: The DG Selection Committee includes:

• Chair; (M. Mazur);
• 3 Governing Board Chair; (M. Vigneault – LAW, R. Soroka – LAM, VACANT – LEN);
• One (1) external board member; (L. Anderson);
• Two (2) internal board member (B. Denison, N. Beattie).

 M. Mazur opened the floor for internal member nominations.

M. Mazur called three times for further nominations. Being no further nominations, it was moved by A. Moïse to close nominations.

E. Berryman was declared internal member for the DG Selection Committee by acclamation.

9.Adjournment

Motion to adjourn the meeting by D. Shewan at 8:00 p.m.

Minutes

OfficialBGMinutes20231129

Board of Governors

Minutes of the Regular Meeting

Held on Wednesday, November 29, 2023 at 6:00 p.m. by videoconference

Voting Members Present:

Non-voting Members Present:

Regrets:

Vacant seats:

Guests:

Also present:

Quorum attained with 16 of 19 sitting voting members present.

AGENDA

1. Welcome and Announcements

The Chair called the meeting to order at 6:15 p.m., and welcomed all board members.

He announced that the meeting will be recorded for the ministry investigators.

The Chair extended a thank you to François Paradis for his service as the previous Chairman of the Board.  Y. Rainville mandated the Chair to write an official letter of thanks on behalf of the Board of Governors.

He also welcomed the new board members:  Alexandre Moïse, Government Appointee – University, Lisa Anderson, Government Appointee – Enterprise, Eric Richard, Government Appointee – Socio-economic and Kevin Deveau, Technical Graduate – Lennoxville.

Regrets were received from G. Bourgoing, V. Harvey, C. Michel and J. Varin.

T. Brennan informed board members that the Consultations have begun for bylaw 3, 4, the policy on code of ethics and professional conduct for governors and members of the governing boards and the policy on conflict of interest and Nepotism and are expected to be completed by February 16, 2024.

A doodle poll will be sent to select a date for the January board training.  The training will be held in person, on a Saturday, in Drummondville.  This type of training is mandatory.  The College will try to accommodate as many people as we can.

2. Adoption of the Agenda

It was moved to adopt the agenda as modified.

Change item 8c – Ontario St. Building to a resolution item.

Moving item 8i – Hydro Quebec will be moved as 8f.

Removing the word “and outcomes” in items 8g, 8h, and 8i

There was no call for the vote.

Moved by:          D. Shewan

Seconded by:    M. Vigneault

Motion carried

3. Consent Agenda

It was moved to adopt the Consent Agenda as presented.

There was no call for the vote.

Moved by:          D. Shewan

Seconded by:    N. Beattie

Motion carried

a) Approval of minutes of the Regular Meeting of October 27, 2023

b) Executive Committee

c) Director General

d) Resolution re: DECs & AECs

Resolution CRC-2023-013:            Diplomas of College Studies (DECs) and Attestations of

       College Studies (AECs) – Champlain College Lennoxville

Whereas the relevant academic authorities of Champlain College Lennoxville have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain College Lennoxville) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

Number of DECs at Champlain College Lennoxville:       1

Number of AECs at Champlain College Lennoxville:      0

Resolution CRC-2023-014:            Diplomas of College Studies (DECs) and Attestations of

       College Studies (AECs) – Champlain College Saint-Lambert

Whereas the relevant academic authorities of Champlain College Saint-Lambert have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain College Saint-Lambert) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

Number of DECs at Champlain College Saint-Lambert:              2 *

Number of AECs at Champlain College Saint-Lambert:            13 **

*     1 of these are from RAC

**  13 of these are from RAC

Resolution CRC-2023-015:            Diplomas of College Studies (DECs) and Attestations of

                                                       College Studies (AECs) – Champlain-St. Lawrence College

Whereas the relevant academic authorities of Champlain-St. Lawrence College have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain-St. Lawrence College) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

Number of DECs at Champlain-St. Lawrence College:               5

Number of AECs at Champlain-St. Lawrence College:               0

1. Resolution re: Appointment of organizational information security coordinator (COMSI)

Resolution CRC-2023-016:            Appointment of Organizational Information Security

                                                        Coordinator (COMSI)

 Whereas the Act respecting the governance and management of the information resources of public bodies and government enterprises (LGGRI), the Government Information Security Directive (GISD) and the Government Information Security Management Framework; and

 Whereas the college is required to appoint two Organizational Information Security Coordinators (COMSI); and

Whereas this responsibility is currently entrusted to Mr Hocine Labsir, Specialized Systems Analyst and Mr Claude Leduc, Assistant Director of Information Technology Services; and

Whereas it is appropriate to transfer this responsibility from Mr Claude Leduc, Assistant Director of Information Technology Services to Mr Junghyun Chae, Coordinator of Information Security and Infrastructure; and

Be it Therefore Resolved that the Board of Governors appoints Junghyun Chae, Coordinator of Information Security and Infrastructure as Organizational Information Security Coordinator (COMSI) for Champlain Regional College.

4. Business arising from previous meeting of October 27, 2023

a) Elections: Human Resources Committee

M. Mazur spoke to the election process.

Reference: Bylaw 1, Article 5.2

Note: The Human Resources Committee is composed of a maximum of five (5) members of the Board of Governors, with a majority of external Governors.

(The Chair of the Board may attend any committee meetings.  The Director General and one other Director, whose expertise is related to the role of the committee, are resource persons for these committees; other Directors may be invited as guests).

M. Mazur opened the floor for external member nominations.

M. Mazur called three times for further nominations. Being no further nominations, it was moved by B. Denison to close nominations.

A. Moïse, L. Anderson and E. Richard were declared External Member of the Human Resources Committee by acclamation.

M. Mazur opened the floor for internal member nominations.

M. Mazur called three times for further nominations. Being no further nominations, it was moved by N. Beattie to close nominations.

B. Denison and D. Shewan were declared Internal Members of the Human Resources Committee by acclamation.

5. Directors reports

a) Director, Constituent College – Lennoxville

N. Beattie spoke to her report.

b) Director, Constituent College – Saint-Lambert

D. Shewan spoke to his report.

c) Director, Constituent College – St. Lawrence

E. Berryman spoke to his report.

d) Information Security Status Report

C. Leduc spoke to the Information Security status report.

6.Public Question Period for fifteen minutes

• There were no questions from the public.

7. Break for Fifteen minutes

8. New Business

a) Strategic Plan Status Update [Information]

Y. Rainville spoke to this item stating that the January 31, 2024 deadline is still on track. Everyone is focusing on this deadline. The Strategic Plan 2024-29 will be the new one to guide the college starting next year.

b) 2022-2023 Annual Report [Resolution]

Y. Rainville spoke to the resolution.

Resolution CRC-2023-017:     2022-2023 Annual Report

Whereas section 27.1 of the General and Vocational Colleges Act requires the Regional College to submit a report to the Ministère de l’Éducation et de l’Enseignement supérieur of its activities for the preceding fiscal period; and

Whereas the annual report sets forth the results obtained in relation to the objectives established in the Strategic Plan and the Annual Operational Plan;

Be it therefore resolved that the Board of Governors of Champlain Regional College approves the Annual Report 2022-2023.

 French version for Ministry:

 Attendu que l’article 27.1 de la Loi sur les collèges d’enseignement général et professionnel prévoit que les cégeps doivent soumettre au Ministère de l’Éducation et de l’Enseignement supérieur un rapport de leurs activités de la période fiscale précédente ; et

Attendu que le rapport annuel fait état des résultats obtenus par le collège en relation avec les objectifs qu’il s’est fixé par l’entremise de son Plan stratégique et de son Plan opérationnel

Il est résolu que le Conseil d’administration du Cégep régional Champlain approuve l’adoption du Rapport annuel 2022-2023.

There was no call for the vote.

In favor:     14

Against:        0

Abstention:             1

Moved by:    D. Shewan

Seconded by:         A. Moïse

Motion carried

 A motion was made by D. Shewan to mandate the DG to thank C. Slaiby on behalf of the Board of Governors for the great work she did on the Annual Report.

c) Disposal of the Ontario Street Building [Resolution]

Y. Rainville spoke to the resolution.

Resolution CRC-2023-018:     Disposal of the Ontario Street Building

Whereas, Champlain Regional College desires to sell the 554 Ontario Street building; and

Whereas, the procedure for the sale of a public immovable property is outlined in the Regulation Respecting the Standards, Conditions and Procedure for Alienation of an Immovable of a General and Vocational College ‐ General and Vocation Colleges Act (chapter C‐29, a. 18.0.1); and

Whereas, an approval from the Minister is required for all public immovable property sales valued at more than $500,000; and

Whereas, the Public Infrastructure Act states that a Public Body must exclusively use the services of the Société Québécoise des Infrastructures (SQI) to acquire or dispose of an immovable; and

Whereas, a signing authority must be designated for the Société Québécoise des Infrastructures agreement and all other agreements related to this project; and

 Whereas, on May 11, 2016, the Board of Governors adopted resolution 2968 concerning the sale of the 554 Ontario Street building;

Be it therefore resolved that the Board of Governors repeal Resolution 2968 and approve the project to sell the 554 Ontario Street building;

Be it further resolved that the Director General be named as the designated signing authority for this project.

There was no call for the vote.

Moved by:    P. Roy

Seconded by:         J. Burns

Motion carried

d) Repeal of Bylaw 2 [Resolution]

T. Brennan spoke to the resolution.

Resolution CRC-2023-019:     Repeal of Bylaw 2

Whereas Bylaw 2 concerning the Commission of Studies is now obsolete; and

Whereas the creation of Commissions of Studies is the purview of the Governing Boards of the Constituent Colleges; and

Whereas the repeal of Bylaw 2 is on the Board of Governors Work Plan for 2023-24; and

Whereas the Governing Boards have established their Commissions of Studies, and the Commissions of Studies are in operation at each of the Constituent Colleges; and

Whereas the Executive Committee, at their regular meeting of November 15, 2023, recommended that Bylaw 2 concerning the Commission of Studies be repealed by the board of Governors;

 Be it therefore resolved that the Board of Governors approves the repeal of Bylaw 2 concerning the Commission of Studies.

There was no call for the vote.

Moved by:    D. Shewan

Seconded by:   B. Denison

Motion Carried as amended

e) DG Recruitment Process 2024 [Resolution]

T. Brennan spoke to the resolution.

Resolution CRC-2023-020:    DG Recruitment Process 2024

Whereas the Board elected Lisa Anderson, parent representative, St. Lawrence as the external governor member of the DG Selection Committee at its meeting on March 15, 2023; and

Whereas Lisa Anderson whose term as parent representative ended on October 20, 2023, was subsequently named Enterprise representative effective October 30, 2023; and

Whereas Bylaw 3 stipulates that the Board provides the DG Selection Committee with a timetable and specifications pertaining to the selection criteria and procedures for consultation with the Commissions of Studies and the Governing Boards; and

Whereas the Board may hire a consulting firm to assist the DG Selection Committee; and

Whereas the Human Resources Department is unable at this stage to provide additional support and resources to the DG Selection Committee; and

Be it therefore resolved that the Board of Governors of Champlain Regional College confirms the election of Lisa Anderson as the external governor member of the DG Selection Committee, and

Be it further resolved that the attached timetable and specifications pertaining to the selection criteria be forwarded by the Chair of the Board of Governors to the Commissions of Studies and the Governing Boards for consultation; and

Be it further resolved that the DG Selection Committee consider the advice received from the Commissions of Studies and Governing Boards; and

Be it further resolved that the Board of Governors mandates the Chair of the Board to hire a consulting firm to assist the DG Selection Committee in its work as determined by the DG Selection Committee and in accordance with Bylaw 9 concerning Procurement Contracts.

There was no call for the vote.

Moved by:    P. Roy

Seconded by:         J. Burns

Motion carried

f) Hydro Quebec [Resolution]

In camera session moved by A. Laplante at 7:44 p.m

Y. Rainville spoke to the resolution.

Resolution CRC-2023-021:    Hydro Quebec

Whereas Hydro Quebec has indicated its desire to obtain a significant portion of the land owned by Champlain Regional College (representing an area of 18,760 m2) to build the new 120-25 kV Marie-Victorin station; and

Whereas the portion of land is currently jointly used and operated by the Saint-Lambert Constituent College and the city of Longueuil, specifically the part of the parking lot referred to as P5; and

Whereas the land is known as lot number 2631694 (part), et al. (0 lots) and is located in the borough of Le Vieux-Longueuil, Longueuil (Québec); and

Whereas the Board of Governors under resolution CRC-2021-058 mandated the Director General, Director of constituent college Saint-Lambert and the Director of Administrative Services to negotiate with Hydro-Québec; and

Whereas on October 25, 2023, Hydro-Québec submitted a revised offer to compensate for the lost of the P5 at $19,200,000; and

Whereas the College and the Société Québécoise des Infrastructures obtained an evaluation report on November 7, 2023 prepared by HPDG associés inc; and

Whereas the Société Québécoise des Infrastructures and the appraisers mandated to accompany the college have established through their work a market value presented to the board MEMBERS at the meeting of November 29, 2023;

Be it therefore resolved that the Board of Governors refuses the offer submitted by Hydro-Québec in the amount of $19,200,000; and

Be it therefore further resolved that the Board of Governors mandates the Director General and the Director of constituent college Saint-Lambert to accept an offer of no less than the market value as reported in the meeting of November 29, 2023.

There was no call for the vote.

Moved by:             D. Shewan

Seconded by:        A. Laplante

Motion Carried

Moved to go out of camera by M. Vigneault at 8:05 p.m.

g) Lennoxville DCC’s Priorities for 2023-2024 (Article 12) [Resolution]

The 3 DCCs as well as all the employees with the exception of the Director General and the Secretary General will not be part of the discussion under Article 12.  N. Couderc will also be allowed to stay as she is recording the meeting and taking the minutes. F. Beauchamp, A.C Biron-Lajoie and C. Riverin will also be staying for the discussion.

Y. Rainville spoke to the resolution.

Resolution CRC-2023-022:     Lennoxville DCC’s Priorities for 2023-2024

Whereas the Executive Committee has reviewed the Lennoxville Director of Constituent College’s Priorities for the 2023-2024 academic year and provided input;

Be it therefore resolved that the Board of Governors approves the Lennoxville Director of Constituent College’s Priorities for 2023-2024.

There was no call for the vote.

Moved by:    A. Laplante

Seconded by:         K. Deveau

Motion carried

h) Saint-Lambert DCC’s Priorities for 2023-2024 (Article 12) [Resolution]

Y. Rainville spoke to the resolution.

Resolution CRC-2023-023:    Saint-Lambert DCC’s Priorities for 2023-2024

Whereas the Executive Committee has reviewed the Saint-Lambert Director of Constituent College’s Priorities for the 2023-2024 academic year and provided input;

Be it therefore resolved that the Board of Governors approves the Saint-Lambert Director of Constituent College’s Priorities for 2023-2024.

There was no call for the vote.

Moved by:    A. Moïse

Seconded by:         A. Laplante

Motion carried

i) Lawrence DCC’s Priorities for 2023-2024 (Article 12) [Resolution]

Y. Rainville spoke to the resolution.

Resolution CRC-2023-024:     St. Lawrence DCC’s Priorities for 2023-2024

Whereas the Executive Committee has reviewed the St. Lawrence Director of Constituent College’s Priorities for the 2023-2024 academic year and provided input;

Be it therefore resolved that the Board of Governors approves the St. Lawrence Director of Constituent College’s Priorities for 2023-2024.

There was no call for the vote.

Moved by:    M. Vigneault

Seconded by:         J. Burns

Motion carried

Moved out of Article 12 session at 8:19 p.m. by A. Laplante

9. Adjournment

Motion to adjourn the meeting by K. Deveau at 8:20 p.m.

Minutes

OfficialBGMinutes20231027

Board of Governors

Minutes of the Regular Meeting

Held on Friday, October 27, 2023 at 6:30 p.m.

At Champlain College Lennoxville, 2580 College Street, Sherbrooke QC  J1M 2K3

Voting Members Present:

Non-voting Members Present:

Regrets:

Vacant seats:

Guests:

Also present:

Quorum attained with 14 of 18 sitting voting members present.

AGENDA

1. Welcome and Announcements

The Chair position being vacant, actual Vice-Chair M. Mazur, will be acting as chair for this meeting.  M. Mazur called the meeting to order at 6:47 p.m., and welcomed all board members.

He also welcomed all Guests and Public that were present.

Regrets were received from C. Beaulieu, V. Harvey, E. Richard and J. Shufelt.

2. Adoption of the Agenda

It was moved to adopt the agenda as modified.

Remove correspondence from the consent agenda (item 3b)

Add resolution re: Nomination of technical graduate Lennoxville (item 8d)

Add resolution re: Short-Term Borrowing plan 2023-2024 (item 8f)

Add resolution for Support of Quebec’s English-Language Universities (item 8i)

There was no call for the vote.

Moved by:             D. Shewan

Seconded by:        D. Albert

Motion carried

3. Business arising from previous meeting of June 9, 2023   

a) Elections:

The Vice-Chair gave the floor to T. Brennan to proceed with the election of the Chair and the Vice-Chair.

T. Brennan spoke to the election process.

The Board elects annually a Chair and a Vice-Chair. Only external Governors are eligible for this position. (Reference: Bylaw 1, Articles 4.3 and 4.4)

Election of Chair

The Director of Human Resources and Corporate Affairs (DHR/CA) opened the floor for nominations.

T. Brennan called three times for further nominations. Being no further nominations, it was moved by N. Beattie to close nominations. M. Mazur was declared Chair by acclamation.

Election of Vice-Chair

T. Brennan opened the floor for nominations.

TBrennan called three times for further nominations. Being no further nominations, it was moved by D. Shewan to close nominations. J. Burns was declared Vice-Chair by acclamation.

b) Correspondence:

M. Mazur shared that apart from the correspondences that were in the board package, a letter to be shared with the Board from Angelina Montgomery (CBC) was received. The letter will be shared with board members and the answer will be given to CBC. There is information that the College cannot share because of the investigation but all the answers that will be given to CBC will also be shared with Board members.

A letter of announcement was received informing the college that the public sector unions were gearing up for a strike on November 6^th.

4. Consent Agenda

It was moved to adopt the Consent Agenda as presented.

There was no call for the vote.

Moved by:             A. Laplante

Seconded by:        G. Bourgoing

Motion carried

a) Approval of minutes of the Regular Meeting of June 9, 2023

b) Approval of minutes of the Special Meeting of August 28, 2023

c) Executive Committee

d) Director General

e) Forum des présidences des conseils d’administration

f) Resolution re: DECs & AECs

Resolution CRC-2023-004:            Diplomas of College Studies (DECs) and Attestations of

                                                                  College Studies (AECs) – Champlain College Lennoxville

Whereas the relevant academic authorities of Champlain College Lennoxville have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain College Lennoxville) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

 Number of DECs at Champlain College Lennoxville:     14

Number of AECs at Champlain College Lennoxville:      0

Resolution CRC-2023-005:            Diplomas of College Studies (DECs) and Attestations of

                                                                  College Studies (AECs) – Champlain College Saint-Lambert

Whereas the relevant academic authorities of Champlain College Saint-Lambert have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain College Saint-Lambert) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

Number of DECs at Champlain College Saint-Lambert:            32 *

Number of AECs at Champlain College Saint-Lambert:            28 **

*     2 of these are from RAC

**  15 of these are from RAC

Resolution CRC-2023-006:            Diplomas of College Studies (DECs) and Attestations of

                                                                   College Studies (AECs) – Champlain-St. Lawrence College

Whereas the relevant academic authorities of Champlain-St. Lawrence College have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain-St. Lawrence College) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

 Number of DECs at Champlain-St. Lawrence College:             29

Number of AECs at Champlain-St. Lawrence College:               0

5. Directors reports

a) Director, Constituent College – Lennoxville
N. Beattie spoke to her report.
b) Director, Constituent College – Saint-Lambert
D. Shewan spoke to his report.
c) Director, Constituent College – St. Lawrence
E. Berryman spoke to his report.
d) Information Security Status Report
C. Leduc spoke to the Information Security status report.

6. Public Question Period for fifteen minutes

• Faculty Union executive, Geneviève Dufresne-Martin read a letter on behalf of the Lennoxville Faculty union regarding work climate at Champlain Lennoxville asking the Board about concrete actions that will be taken. The College is working closely with the ministry, and once we receive the report from the ministry, the board will be able to give more information.
• Alexandre Mador, ex-board member 2021-2022 spoke about the allegations from the CBC article asking what the college would be doing regarding the perception about the leadership of the college. The Chair will make a game plan with all the information gathered and an action plan will be prepared and made public.  The primary objective of the Board is to ensure the longevity of the college.
• The investigators name and email will be shared with board members in case they would need to ask them questions.

7. BREAK FOR FIFTEEN MINUTES

8. NEW BUSINESS

a) Audit Committee update [INFORMATION]

G. Bourgoing gave an update on the last Audit Committee meeting that was held on October 16, 2023. The college has received a clean audit again this year. New accounting formats were applied to all colleges. The college has a total of 14.2M$ of accumulated surplus. 7M$ are already accounted for specific projects, the rest being available.

b) Financial Statements – Raymond Chabot Grant Thornton [PRESENTATION]

Y. Rainville presented S. Frost & S. Loomis from Raymond Chabot Grant Thorton who presented the results of the audited financial statements for 2022-2023.

c) Financial Statements 2022-2023 [RESOLUTION]

M. Mazur spoke to the resolution.

Resolution CRC-2023-007:     Financial Statements 2022-2023

Whereas the Colleges Act requires that audited financial statements, the notes to the financial statements, and the independent auditor’s report, be submitted to the Ministère de l’Enseignement supérieur by November 15, 2023; and

Whereas the financial statements have been audited by the firm Raymond Chabot Grant Thornton in accordance with the accounting standards of the public sector entities; and

Whereas the Director General met on October 16, 2023 to review the financial statements with the representatives of Raymond Chabot Grant Thornton; and

Whereas the Audit committee met on October 16, 2023 to review the financial statements with the representatives of Raymond Chabot Grant Thornton; and

Be it therefore resolved that the Board of Governors of Champlain Regional College adopts the audited financial statements and the notes to the financial statements for the year ending on June 30, 2023 as presented with thanks to the representatives of Raymond Chabot Grant Thornton for their excellent work.

There was no call for the vote.

Friendly amendment to include thanks for the auditors.

Moved by:       A. Laplante

Seconded by:  G. Bourgoing

Moved by:        D. Shewan

Seconded by:  A. Laplante

Motion carried

d) Nomination of Technical Graduate representative (Champlain Lennoxville) to the Board of Governors [Resolution]

Y. Rainville spoke to the resolution.

Resolution CRC-2023-008:     Nomination of Technical Graduate representative (Champlain

                                                            Lennoxville) to the Board of Governors

Whereas on April 26, 2023 the mandate of the St-Lambert Graduate (Technical program) came to an end; and

Whereas the rotation Schedule of Bylaw 1 Appendix A indicates that a Graduate (Technical program) from Champlain Lennoxville College is to be appointed for a 3-year mandate; and

Whereas the Interim Director of Corporate Affairs, in collaboration with the Champlain Lennoxville Director of Constituent College, proceeded with a call for nominations, which ran from August 30, 2023 to September 30, 2023; and

Whereas two (2) qualified applications were received and presented to the Executive Committee at its regular meeting of October 11, 2023;

Whereas at the regular meeting of October 11, 2023, the Executive Committee discussed and recommended the nomination of Mr. Kevin Deveau as Technical Graduate Representative to the Board of Governors for a three (3) year mandate.

Be it therefore resolved that the Board of Governors appoints Mr. Kevin Deveau as the Technical Graduate representative to the Board of Governors for a three (3) year mandate.

There was no call for the vote.

Moved by:       N.Beattie

Seconded by:   G. Bourgoing

Motion Carried

e) Delegation – Approval of Financial Transactions (over 100K) [Resolution]

D. Shewan spoke to the resolution.

Resolution CRC-2023-009:    Delegation – Approval of Financial Transactions (over 100K)

Whereas Bylaw Number 5, Article 4.1.4, states that financial transactions shall be carried out and approved on the prescribed forms which clearly identify the amount of the transaction and the approval authority, and which bear the signature of the persons authorized according to Appendix 1, and

Whereas Appendix 1 states that the approval authority for transaction values for the purchase of goods and services (except capital expenditures) exceeding $99,999 must be either the Executive Committee or the Board of Governors; and

Whereas in conformity with Bylaw Number 5, the transaction complies with all applicable governmental regulations and the budgetary policy of the Ministry; and

Whereas under chapitre C-7.01 of the LOI SUR LE CENTRE D’ACQUISITIONS GOUVERNEMENTALES (CAG) public bodies are required to participate in mandates of the CAG and deadlines for submitting participation documents are generally short;

Be it therefore resolved that the Board of Governors approves the following financial transaction for the 2022-2023 academic year:

• Fédération des cégeps – 2023-2024 annual fees            $  198,436.50

Be it therefore further resolved that the Board of Governors delegates to the Director General, its approval authority for the following financial transactions and CAG participation during the 2023-2024 academic year.

• Hydro-Québec – Public services 2023-2024             $  250,000 or less per transaction
• Energir natural gas – Public services 2023-2024 $  250,000 or less per transaction
• CAG* group purchasing mandate participation $  750,000 or less per mandate

*LOI SUR LE CENTRE D’ACQUISITIONS GOUVERNEMENTALES

Art.6 The Centre has all the powers necessary to enter into a contract on behalf of a public body and at the expense of the latter.

There was no call for the vote.

Moved by:        A. Laplante

Seconded by:  N. Beattie

Motion carried

f) Short-Term Borrowing Plan 2023-2024 [Resolution]

Y. Rainville spoke to the resolution.

Resolution CRC-2023-010:     Short-Term Borrowing Plan 2023-2024

ATTENDU QUE, conformément à l’article 78 de la Loi sur l’administration financière (RLRQ, chapitre A-6.001), le Cégep régional Champlain (l’ « Emprunteur ») souhaite instituer un régime d’emprunts, lui permettant d’effectuer des emprunts par marge de crédit auprès du ministre des Finances, à titre de responsable du Fonds de financement;

ATTENDU QUE, sous réserve de l’obtention des autorisations requises pour emprunter, ce régime d’emprunts permettra à l’Emprunteur de financer ses projets d’investissement, qu’ils soient ou non subventionnés par le gouvernement du Québec, notamment les projets sous la responsabilité de la Société québécoise des infrastructures, (les « Projets »);

ATTENDU QUE le montant des emprunts à contracter en vertu de ce régime d’emprunts ne devra pas excéder les montants autorisés de temps à autres, pour chacun des Projets, par la ministre de l’Enseignement supérieur, conformément à la Loi sur les collèges d’enseignement général et professionnel (RLRQ, chapitre C-29) et à la Loi sur l’administration financière;

ATTENDU QUE les Projets pour lesquels l’Emprunteur bénéficie d’une subvention du gouvernement du Québec sont financés uniquement auprès du ministre des Finances, à titre de responsable du Fonds de financement;

ATTENDU QUE le financement temporaire des Projets de l’Emprunteur, sous la responsabilité de la Société québécoise des infrastructures, est initié par cette dernière et, à la demande de cette dernière, périodiquement transféré auprès du ministre des Finances, à titre de responsable du Fonds de financement, au nom de l’Emprunteur;

ATTENDU QU’il est opportun, à cet effet, d’autoriser ce régime d’emprunts et d’en approuver les caractéristiques et les limites;

ATTENDU QUE, conformément au premier alinéa de l’article 83 de la Loi sur l’administration financière, l’Emprunteur souhaite, dans le cadre de ce régime d’emprunts, que le pouvoir d’emprunter et celui d’approuver les conditions et les modalités des emprunts soient exercés par au moins deux de ses dirigeants;

ATTENDU QUE, en vertu du deuxième alinéa de l’article 83 de cette loi, malgré le premier alinéa, lorsqu’il s’agit d’effectuer un emprunt à court terme ou par marge de crédit, le pouvoir peut être exercé par un membre du personnel autorisé par l’organisme, pouvant agir seul;

ATTENDU QUE, pour chacun des Projets, les emprunts prévus à ce régime d’emprunts doivent être autorisés par la ministre de l’Enseignement supérieur, conformément à la Loi sur les collèges d’enseignement général et professionnel et à la Loi sur l’administration financière;

ATTENDU QU’il y a lieu de reconduire toute convention de marge de crédit conclue entre l’Emprunteur et le ministre des Finances, à titre de responsable du Fonds de financement;

IL EST EN CONSÉQUENCE RÉSOLU :

1. QUE, sous réserve des autorisations requises de la ministre de l’Enseignement supérieur, l’Emprunteur soit autorisé à instituer un régime d’emprunts, lui permettant d’effectuer des emprunts par marge de crédit auprès du ministre des Finances, à titre de responsable du Fonds de financement;
2. QUE ce régime d’emprunts permette à l’Emprunteur de financer ses projets d’investissement, qu’ils soient ou non subventionnés par le gouvernement du Québec, notamment les projets sous la responsabilité de la Société québécoise des infrastructures, (les « Projets »), selon les limites et caractéristiques suivantes :

a) le taux d’intérêt payable sur les emprunts sera établi selon les critères déterminés par le gouvernement en vertu du décret numéro 637-2023 du 29 mars 2023, tel que ce décret peut être modifié ou remplacé de temps à autre;

b) les emprunts par marge de crédit seront réalisés en vertu de la convention de marge de crédit conclue avec le ministre des Finances, à titre de responsable du Fonds de financement, conformément aux conditions et aux modalités qui y sont établies;

c) le montant des emprunts effectués par marge de crédit, pour chaque Projet, ne devra, en aucun temps, excéder les montants autorisés par la ministre de l’Enseignement supérieur en vertu de lettres d’autorisation qu’elle délivre de temps à autre.

3. QU’aux fins de déterminer le montant des emprunts auquel réfère le paragraphe 2c), il ne soit tenu compte que du solde des emprunts en cours et non encore remboursés contractés auprès du ministre des Finances, à titre de responsable du Fonds de financement, pour chacun des Projets;
4. QUE les Projets pour lesquels l’Emprunteur bénéficie d’une subvention du gouvernement du Québec soient financés uniquement auprès du ministre des Finances, à titre de responsable du Fonds de financement;
5. QUE le financement temporaire des Projets de l’Emprunteur, sous la responsabilité de la Société québécoise des infrastructures, soit, à la demande de cette dernière, périodiquement transféré auprès du ministre des Finances, à titre de responsable du Fonds de financement, au nom de l’Emprunteur;
6. QUE, conformément à la convention de marge de crédit, l’Emprunteur soit autorisé, sauf pour les Projets sous la responsabilité de la Société québécoise des infrastructures, à remettre au ministre des Finances, à titre de responsable du Fonds de financement, une confirmation de transaction pour constater chaque emprunt ou chaque remboursement de capital ou d’intérêt sur la marge de crédit;
7. QUE le/la Directeur des Services Administratifs, le/la Coordonnatrice des Services Administratifs, ou le/la Directeur(rice) Général(e) de l’Emprunteur, pourvu qu’ils soient deux agissant conjointement, soit autorisé, pour et au nom de l’Emprunteur, à signer toute convention de marge de crédit, à consentir à tout ajout ou modification à cette convention non substantiellement incompatible avec les dispositions des présentes et à poser tous les actes et à signer tous les documents nécessaires ou utiles pour donner plein effet aux emprunts par marge de crédit;
8. QU’en plus des dirigeants identifiés au paragraphe précédent, le/la Directeur des Ressources Humaines, ou le/la Directeur Adjoint aux Technologies de l’information de l’Emprunteur, soient autorisés, pour et au nom de l’Emprunteur, à signer en vertu du présent régime d’emprunts toute confirmation de transaction nécessaire pour conclure un emprunt par marge de crédit ou effectuer un remboursement sur cette marge;
9. QUE la présente résolution remplace toutes les résolutions antérieurement adoptées pour les mêmes fins, sans pour autant affecter la validité des emprunts conclus sous leur autorité.

There was no call for the vote.

Moved by:        P. Roy

Seconded by:  N. Beattie

Motion carried

g) Long-Term Borrowing Plan 2023-2024 [Resolution]

Y. Rainville spoke to the resolution.

Resolution CRC-2023-011:    Long-Term Borrowing Plan 2023-2024

ATTENDU QUE, conformément à l’article 78 de la Loi sur l’administration financière (RLRQ, chapitre A-6.001), le Champlain Regional College (l’ « Emprunteur ») souhaite instituer un régime d’emprunts, valide jusqu’au 31 mars 2024, lui permettant d’emprunter à long terme auprès du ministre des Finances, à titre de responsable du Fonds de financement, pour un montant n’excédant pas 5 052 489,00 $;

ATTENDU QUE, conformément à l’article 83 de cette loi, l’Emprunteur souhaite prévoir, dans le cadre de ce régime d’emprunts, que le pouvoir d’emprunter et celui d’en approuver les conditions et modalités soient exercés par au moins deux de ses dirigeants;

ATTENDU QU’il y a lieu d’autoriser ce régime d’emprunts, d’établir le montant maximum des emprunts qui pourront être effectués en vertu de celui-ci, ainsi que les caractéristiques et limites relativement aux emprunts à effectuer et d’autoriser des dirigeants de l’Emprunteur à conclure tout emprunt en vertu de ce régime et à en approuver les conditions et modalités;

ATTENDU QUE la ministre de l’Enseignement supérieur (la « Ministre ») a autorisé l’institution du présent régime d’emprunts,  selon  les  conditions  auxquelles  réfère  sa  lettre  du 2 août 2023;

SUR LA PROPOSITION DE D. SHEWAN, IL EST RÉSOLU :

1. QU’un régime d’emprunts, valide jusqu’au 31 mars 2024, en vertu duquel l’Emprunteur peut, sous réserve des caractéristiques et limites énoncées ci-après, effectuer des emprunts à long terme auprès du ministre des Finances, à titre de responsable du Fonds de financement, pour un montant n’excédant pas 5 052 489,00 $, soit institué;
2. QUE les emprunts à long terme effectués par l’Emprunteur en vertu du présent régime d’emprunts soient sujets aux caractéristiques et limites suivantes :

a) malgré les dispositions du paragraphe 1 ci-dessus, l’Emprunteur ne pourra, au cours de chacune des périodes de douze mois s’étendant du 1er avril au 31 mars et comprises dans la période visée au paragraphe 1, effectuer des emprunts qui auraient pour effet que le montant total approuvé pour l’Emprunteur, pour une telle période, par le Conseil du trésor au titre de la programmation des emprunts à long terme des collèges d’enseignement général et professionnel, soit dépassé;

b) l’Emprunteur ne pourra effectuer un emprunt à moins de bénéficier d’une subvention du gouvernement du Québec conforme aux normes établies par le Conseil du trésor, au titre de l’octroi ou de la promesse de subventions aux collèges d’enseignement général et professionnel, ainsi qu’aux termes et conditions déterminés par la Ministre et pourvoyant au paiement en capital et intérêt de l’emprunt concerné même si, par ailleurs, le paiement de cette subvention est sujet à ce que les sommes requises à cette fin soient votées annuellement par le Parlement;

c) chaque emprunt ne pourra être effectué qu’en monnaie légale du Canada auprès du ministre des Finances, à titre de responsable du Fonds de financement;

d) le produit de chaque emprunt ne pourra servir, outre le paiement des frais inhérents à l’emprunt concerné, qu’aux fins suivantes :

i) le financement des dépenses d’investissement faites par l’Emprunteur aux termes d’un plan d’investissement approuvé par le gouvernement du Québec, financées par marge de crédit auprès du ministre des Finances, à titre de responsable du Fonds de financement; ou

ii) le refinancement d’une partie ou de la totalité d’emprunts à long terme antérieurs contractés pour ces dépenses, qui seront échus d’ici le 31 mars 2024.

3. QU’aux fins de déterminer le montant total auquel réfère le paragraphe 1 ci-dessus, il ne soit tenu compte que de la valeur nominale des emprunts effectués par l’Emprunteur;
4. QU’en plus des caractéristiques et limites énoncées précédemment, les emprunts comportent les caractéristiques suivantes :                                                                                                a) l’Emprunteur pourra contracter un ou plusieurs emprunts pendant toute la durée du régime d’emprunts jusqu’à concurrence du montant qui y est prévu, et ce, aux termes d’une seule et unique convention de prêt à conclure entre l’Emprunteur et le ministre des Finances, à titre de responsable du Fonds de financement;                                                        b) chaque emprunt sera constaté par un billet fait à l’ordre du ministre des Finances, à titre de responsable du Fonds de financement;                                                                                  c) le taux d’intérêt payable sur les emprunts sera établi selon les critères déterminés par le gouvernement en vertu du décret numéro 637-2023 du 29 mars 2023, tel que ce décret pourra être modifié ou remplacé de temps à autre; et                                                                                                                                                                                                                     d) afin d’assurer le paiement à l’échéance du capital de chaque emprunt et des intérêts dus sur celui-ci, la créance que représente pour l’Emprunteur la subvention qui lui sera accordée par la Ministre, au nom du gouvernement du Québec, sera affectée d’une hypothèque mobilière sans dépossession en faveur du ministre des Finances, à titre de responsable du Fonds de financement.
5. QUE l’Emprunteur soit autorisé à payer, à même le produit de chaque emprunt contracté en vertu du présent régime, les frais d’émission et les frais de gestion qui auront été convenus;
6. QUE l’un ou l’autre des dirigeants suivants :

Le directeur des services administratif;

Le directeur des ressources humaines;

Le directeur général ou la directrice générale; ou

La coordonnatrice des services administratifs;

de l’Emprunteur, pourvu qu’ils soient deux agissants conjointement, soit autorisé, au nom de l’Emprunteur, à signer la convention de prêt, les conventions d’hypothèque mobilière et les billets, à consentir à toute clause et garantie non substantiellement incompatible avec les dispositions des présentes, à livrer les billets, à apporter toutes les modifications à ces documents non substantiellement incompatibles avec les présentes ainsi qu’à poser tous les actes et à signer tous les documents, nécessaires ou utiles, pour donner plein effet aux présentes;

7. QUE, dans la mesure où l’Emprunteur a déjà adopté une résolution instituant un régime d’emprunts pour les mêmes fins, la présente résolution remplace la résolution antérieure, sans pour autant affecter la validité des emprunts conclus sous son autorité avant la date du présent régime d’emprunts.

There was no call for the vote.

N. Beattie proposed to forego the reading of the resolution.

MOVED BY:        D. Shewan

SECONDED BY:  P. Roy

MOTION CARRIED

h) Board of Governors Meetings – Dossiers for 2023-2024 [Information]

T. Brennan spoke to this item stating that an extra regular board meeting will be added to the schedule, most probably in March, to adopt bylaws and policies.

i) In Support of Quebec’s English-Language Universities, Notably Bishop’s University [Resolution]

N. Beattie spoke to the resolution.

Resolution CRC-2023-012:    In Support of Quebec’s English-Language Universities, Notably

                                                     Bishop’s University

Whereas on Friday, October 13, 2023, Quebec’s Minister of Higher Education, Pascale Déry, announced that new, out-of-province Canadian and international students attending English-Language universities will see tuition fees nearly double as of 2024, raising tuition fees from $9,000 to more than $17,000 for out-of-province students, and for international students, tuition will rise to a minimum of $20,000 per year; and

 Whereas these tuition increases will have a detrimental impact on the long-term viability of English-Language universities in Quebec as well as the local economies that serve them; and

 Whereas diminishing enrolments in our English-Language institutions of higher education will negatively affect the availability of talent in our region and thus contribute to Quebec’s labour shortage; and                                                      

Whereas Bishop’s University has been an important part of the social fabric of the Eastern Townships for 180 years; and

Whereas Champlain College Lennoxville has been located on the Bishop’s University campus since the inception of the College in 1971; and

Whereas Champlain College Lennoxville continues to co-exist in partnership with Bishop’s University sharing a multitude of facilities and services and thus offering exceptional educational opportunities to students from within the Eastern Townships and beyond; and

Whereas in support of Bishop’s University the Board of Governors of Champlain Regional College expresses its opposition of the Quebec Government’s act that has negative consequences on English-Language institutions of higher education in Quebec; and

Whereas Champlain Lennoxville will be particularly impacted by any decline in the institutional health of Bishop’s University;

Be it therefore resolved that the Board of Governors of Champlain Regional College request that the Government immediately rescind these measures increasing tuition for non-Quebec resident students and/or exempt Bishop’s University from these measures; and

Be it further resolved that the present resolution be communicated to Mr. François Legault, Premier of Quebec, to Ms. Pascale Déry, Minister of Higher Education and to the Members of the National Assembly in whose ridings are located the constituents of Champlain Regional College.

There was no call for the vote.

Moved by:                  P. Roy

Seconded by:             A. Laplante

Motion Carried

Friendly amendment was made to incorporate international students to the 1^st whereas.

Moved by:                  N. Beattie

Seconded by:             D. Shewan

Motion Carried

Motion to amend the last whereas

Moved by:                  B. Denison

Seconded by:            D. Albert

Motion refused

Motion to amend the 7^th whereas

Moved by:                  D. Shewan

Seconded by:            D. Albert

Motion Carried

j) Governance Dossiers – update (in-camera) [Information]

Moving in-camera session at: 9:02pm

Moved by:       D. Shewan

Seconded by:   G. Bourgoing

Vote: 14/14

MNP, Investigator and non-voting members can attend the in-camera session.

Motion to extend the meeting to 10:00 p.m.

Moved by:       D. Shewan

Seconded by:   N. Beattie

k) Hydro Quebec update (in-camera) [Information]

In-camera session ended at 9:39 p.m.

Moved by:       B. Denison

Seconded by:   N. Beattie

i) Elections

Election of Executive Committee Members

The Executive Committee is composed of (Reference: Bylaw 1, Article 5.1):

• The Director General (ex-officio);
• The Directors of Constituent Colleges (3) (ex-officio);
• The Chair of the Board;
• The Vice-Chair of the Board;
• Two (2) governors:
  • One (1) of whom is an external representative; and
  • One (1) of whom is an internal representative.

T. Brennan opened the floor for external member nominations.

T. Brennan called three times for further nominations. Being no further nominations, it was moved by D. Shewan to close nominations.

G. Bourgoing was declared External Member of the Executive Committee by acclamation.

T. Brennan opened the floor for internal member nominations.

T. Brennan called three times for further nominations. Being no further nominations, it was moved by N. Beattie to close nominations.

A. Laplante was declared Internal Member of the Executive Committee by acclamation.

Election of Audit Committee Members:

Reference: Bylaw 1, Article 5.2

Note: The Audit Committee is composed of a maximum of five (5) members of the Board of Governors, with a majority of external Governors. The Audit Committee should include the presence of at least one Governor who has competency in accounting or financial matters.

(The Chair of the Board may attend any committee meetings.  The Director General and one other Director, whose expertise is related to the role of the committee, are resource persons for these committees; other Directors may be invited as guests).

1. Brennan opened the floor for external member nominations.

T. Brennan called three times for further nominations. Being no further nominations, it was moved by D. Shewan to close nominations.

J. Burns and G. Bourgoing were declared External Member of the Audit Committee by acclamation.

T. Brennan opened the floor for internal member nominations.

T. Brennan called three times for further nominations. Being no further nominations, it was moved by D. Shewan to close nominations.

M. Plante was declared Internal Member of the Audit Committee by acclamation.

Election of Human Resources Committee Members – tabled to the November board meeting.

 Election of Governance and Ethics Committee Members:

Reference: Bylaw 1, Article 5.2

Note: The Governance and Ethics Committee is composed of a maximum of five (5) members of the Board of Governors, with a majority of external Governors.

(The Chair of the Board may attend any committee meetings. The Director General and one other Director, whose expertise is related to the role of the committee, are resource persons for these committees; other Directors may be invited as guests).

1. Brennan opened the floor for external member nominations.

T. Brennan called three times for further nominations. Being no further nominations, it was moved by D. Shewan to close nominations.

M. Vigneault and C. Michel were declared External Member of the Governance and Ethics Committee by acclamation.

T. Brennan opened the floor for internal member nominations.

T. Brennan called three times for further nominations. Being no further nominations, it was moved by A. Laplante to close nominations.

B. Denison was declared Internal Member of the Governance and Ethics Committee by acclamation.

9. Adjournment

Motion to adjourn the meeting by D. Shewan at 9:58 p.m.

Minutes

PDF Link: OfficialBGMinutes20230828

Board of Governors

Minutes of the Special Meeting

Held on Monday, August 28, 2023 at 12:00 p.m. by videoconference

Voting Members Present:

Non-voting Members Present:

Regrets:

Vacant seats:

Also present:

Quorum attained with 15 of 17 sitting voting members present.

AGENDA

1. Welcome and Announcements

The Chair called the meeting to order at 12:00 p.m., welcomed all board members.

Regrets were received from M. Mazur, J. Shufelt and K. Warlund.

2. Adoption of the Agenda

It was moved to adopt the agenda as presented.

There was no call for the vote.

Moved by:      A. Laplante

Seconded by: N. Beattie

Motion carried

3. New Business
   a) DECs & AECs [Resolution]
   N.Beattie spoke to the resolution.

Resolution CRC-2023-001:    Diplomas of College Studies (DECs) and Attestations of College Studies (AECs) – Champlain College Lennoxville

Whereas the relevant academic authorities of Champlain College Lennoxville have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain College Lennoxville) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

Number of DECs at Champlain College Lennoxville:                       217

Number of AECs at Champlain College Lennoxville:                           0

There was a call for the vote.

Moved by:       N. Beattie

Seconded by: P. Roy

Motion Carried

D. Shewan spoke to the resolution.

Resolution CRC-2023-002:     Diplomas of College Studies (DECs) and Attestations of College Studies (AECs) — Champlain College Saint-Lambert

Whereas the relevant academic authorities of Champlain College Saint-Lambert have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College;

Be it therefore resolved that the Board of Governors of Champlain Regional College recommends that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain College Saint-Lambert) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

Number of DECs at Champlain College Saint-Lambert:     522

Number of AECs at Champlain College Saint-Lambert:       66*

* 36 of them are from RAC services

There was no call for the vote.

Moved by:      D. Shewan

Seconded by: J. Burns

Motion carried

E.Berryman spoke to the resolution.

Resolution CRC-2023-003:     Diplomas of College Studies (DECs) and Attestations of College Studies (AECs) — Champlain-St. Lawrence College

Whereas the relevant academic authorities of Champlain-St. Lawrence College have identified those students who have completed the requirements of their programs of study; and

Whereas all necessary records have been submitted and verified by those persons designated by the Director of Constituent College; and

Whereas lists of the names of students deemed eligible for a diploma have been submitted to the Director of Human Resources / Corporate Affairs’ Office on behalf of the Director of Constituent College; and

Be it therefore resolved that the Board of Governors of Champlain Regional College recommend that the appropriate Diploma of College Studies (DEC) or Attestation of College Studies (AEC) be awarded to the students of Champlain Regional College (Champlain-St. Lawrence College) whose names appear on the lists submitted to the Director of Human Resources / Corporate Affairs’ Office.

Number of DECs at Champlain-St. Lawrence College:                    71

Number of AECs at Champlain-St. Lawrence College:                      0

There was no call for the vote.

Moved by:        E. Berryman

Seconded by:  G. Droge-Grondin

Motion carried

4. Adjournment

Motion to adjourn the meeting by N.Beattie at 12:05 p.m.