Ad Hoc Action Committee of the Board of Regents regarding the Report of the Auditor General Membership and Terms of Reference

BACKGROUND

The Office of the Auditor General Newfoundland and Labrador recently released its report entitled “Memorial University Independent Auditors Report”, dated October 2023. Eight recommendations are contained therein. Memorial University has accepted all recommendations and as follows:

            1.   Memorial University should evaluate its oversight functions, across its entire operation, to ensure alignment of policies, appropriate management of the organization, and the best possible use of public resources.

            2.   Memorial University should ensure that the Board of Regents, executive and administrative management have the necessary financial information and analysis, in a sufficiently detailed and timely manner, to facilitate appropriate oversight of the operations of the University.

            3.   Memorial University should ensure that all executive and administrative management position roles and responsibilities are clearly defined, documented and communicated, with appropriate performance measures in place for evaluation.

            4.   Memorial University should evaluate its administrative structure for potential operational efficiencies, with consideration given to the combination or realignment of administrative roles or activities to ensure effective risk management and the best use of public resources.

            5.   Memorial University should ensure that all University policies and procedures are complete and regularly reviewed, with updates approved and implemented in a timely manner.

            6.   Memorial University should evaluate its compensation policies and practices, across its entire operation, including consideration of alignment with government classification, pay scales, and benefits policies, to ensure the best possible use of public resources.

            7.   Memorial University should ensure all University operating expenses are reasonable and appropriately monitored, to ensure the best possible use of public resources.

            8.   Memorial University should ensure conflict of interest and fraud risk management processes are in place and working effectively so that transactions are free of perceived or real conflicts and any potential error or fraud is managed effectively.

At a special meeting held on October 26, 2023, the Board of Regents approved the creation of an “ad hoc Action Committee of the Board of Regents related to the Report of the Auditor General”.  This committee is Ad Hoc therefore has no decision making ability, rather it is intended to focus on prompt study and action related to items identified in the referenced AG report. The committee will make recommendations to the Board of Regents and University Administration. Special meeting(s) of the Board of Regents may be necessary to ensure that this work moves forward into action in an expeditious manner.

MANDATE

The purpose of the committee is to examine all eight recommendations and develop an implementation action plan with assignment of responsibilities, ownership, priorities, and timelines. Specifically:

            a.   Review the contents of the AG report and development of an action framework broken into to general groups:

                  1)   Items for which action will be taken within 30 days, and

                  2)   items for which action will be taken within 90 days.

            b.   Assignment of responsibilities i.e. Board of Regents committees, and Administration.

            c.   Committee meetings schedule- bi weekly suggested. Progress reports are to be provided at each meeting

Membership Structure to consist of:

            Glenn Barnes, Chair

            Anik Rahman, Regent

            Lynn Zurel, Regent

            Justin Ladha, Regent

            Andrea Stack, Regent

            Ash Hossain, Regent

            Luke Thibeau, Regent

            Neil Bose, President and Vice-Chancellor, pro tempore

            Jennifer Lokash, Provost and Vice-president (academic), pro tempore

            Tana Allen, Acting Vice-President (Research)

            Lisa Browne, Vice-President, Administration, Finance and Advancement           

With assistance from:

            Margot Brown, Executive Director, Office of the President

            Ms. Vicki Collins, Interim Executive Director, University Governance Secretariat

            Tina Scott, Secretary to the Board

 

Additional individuals may be invited by the ad hoc Committee to attend meetings in a non-voting capacity as necessary.