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Ontario Tech acknowledges the lands and people of the Mississaugas of Scugog Island First Nation.

We are thankful to be welcome on these lands in friendship. The lands we are situated on are covered by the Williams Treaties and are the traditional territory of the Mississaugas, a branch of the greater Anishinaabeg Nation, including Algonquin, Ojibway, Odawa and Pottawatomi. These lands remain home to many Indigenous nations and peoples.

We acknowledge this land out of respect for the Indigenous nations who have cared for Turtle Island, also called North America, from before the arrival of settler peoples until this day. Most importantly, we acknowledge that the history of these lands has been tainted by poor treatment and a lack of friendship with the First Nations who call them home.

This history is something we are all affected by because we are all treaty people in Canada. We all have a shared history to reflect on, and each of us is affected by this history in different ways. Our past defines our present, but if we move forward as friends and allies, then it does not have to define our future.

Learn more about Indigenous Education and Cultural Services

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Board of Governors Meeting Policy

Classification number BRD 1001
Framework category Board
Approving authority Board of Governors
Policy owner University Secretary
Approval date June 25, 2015
Review date September 2015
Last updated Editorial Amendments, February 18, 2020

Purpose

The purpose of this Policy is to promote the effective organization and administration of meetings of the University of Ontario Institute of Technology Board of Governors and its Committees.

Definitions

For the purposes of this Policy the following definitions apply: 

“Non-Public” means a Meeting that includes all members of the Board of Governors and those individuals invited by the Board to attend.

“Closed” means to move or hold a Meeting, or portion of a Meeting, to Non-Public or In Camera.

“Confidential” means information that, if broadly disseminated, would harm the organization, compromise strategic plans, disclose personal information or impact on competitive advantage.

In Camera” means moving a Meeting, or portion of a Meeting, that includes only members of the Board of Governors.

“Meeting” means any gathering that:

  • Includes the full membership, or quorum, of the Board, Executive or standing committee of the Board; and
  • Is intended to discuss and/or materially advance the business or decision-making of the Board or a Committee of the Board.

“Public” means a Meeting open to all individuals, both internal and external to the University, in accordance with University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O.

“The Act” means the University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O, and any amendments thereto.

Scope and Authority

This Policy applies to all meetings of the Board of Governors and the standing Committees of the Board.

The University Secretary, or successor thereof, is the Policy Owner and is responsible for overseeing the implementation, administration and interpretation of this Policy.  

Policy

The Board is committed to conducting meetings in a manner that is open and transparent, while at the same time balancing its responsibility and accountability for effective deliberation and decision-making.

Meetings of the Board

  1. Meetings of the Board will be Public in accordance with The Act unless the Meeting, or a part thereof, may be Closed as specified in The Act and By-Laws.

  2. The Board will conduct three types of Meetings as part of the regular administration of the Board and its Committees;

    • Public

    • Non-Public

    • In Camera

Closed Meetings

There are circumstances where the Board Chair may Close a Meeting or portion thereof.  In accordance with The Act and By-Law, the following topics of discussion will normally take place in a Closed Meeting:

  1. Personal 

    • Matters pertaining to identifiable individuals or personal information that is subject to the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31 (FIPPA).

  2. Confidential

    • Litigation, potential litigation or information that is subject to legal privilege;

    • Labour relations;

    • Contractual matters including contracts under negotiation or which have not yet been executed;

    • Matters which are deemed Confidential by the Board and/or its Executive;

    • Board self-governance, evaluation and management;

    • Meetings held for the purpose of education or training.

Meeting Procedures

  1. Meetings of the Board and its Committees will be held in accordance with the Board of Governors Meeting Procedures.

Monitoring and Review

This Policy will be reviewed as necessary and at least every three years.  The Governance, Nomination, and Human Resources Committee, or successor thereof, is responsible to monitor and review this Policy.

Relevant Legislation

University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O

By-Law Number 1 of the University of Ontario Institute of Technology Legislation

Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31 

Related Policies, Procedures & Documents

Board of Governors Meeting Procedures