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Administrative Heads Group Meeting 3-1997

Meeting 3/97 of the Administrative Heads Group was held at 8.30 am on Thursday, 31 July 1997 in the Council Room, First Floor, University Offices, Building 3a, Clayton Campus.

Tony Calder
Secretary
97/0092

M I N U T E S

1. Attendance and apologies

Apologies were received from: Mr P Wade, Ms C Jordan and Mr D Secomb.

The Vice Chancellor welcomed Professor Graham Webb, Director - Centre for Higher Education Development.

2. Minutes

The minutes of meeting 2/97 were confirmed subject to the following alteration.

Item 6.5 Campus Director, Caulfield Campus

Delete Professor J Northfield, Insert Professor G Smith

3. Corporate Planning: Implementation

Professor Robinson advised members that detailed correspondence relating to the implementation phase of the Monash Plan would be delivered to senior colleagues as soon as practicable.

4. Enterprise Bargaining: Update

Professor Darvall provided an update on progress in the current round of negotiations.

5. External Communication: homepage - public lectures etc

Focusing on the matter of enhancing the University's visibility, Professor Maloney advised the Group that the following initiatives were under development/underway:

  • the re-introduction of a public lecture series delivered by staff and visiting speakers;
  • the content and format of the monthly advertisement publicising activities at Monash would be reviewed. Areas wishing to publicise events via this mode should note that the closing date for submissions is August 22 with the next advertisement being run on 30 August; and
  • addressing the issue of global visibility, Professor Maloney advised the Group that the Public Affairs Unit was looking at redesigning the Monash Homepage and reviewing the logic, links and structure of the top layer of pages.

6. Other items discussed

Following completion of the advised agenda items, the following items were discussed:

(i) Professor Lindsay advised the Group that the Distance Education and Open Learning Committee had formed a reference group to consider issues relating to the WWW and its impact on teaching and learning programs. In addition, the reference group was to look at issuing guidelines for software platforms.

(ii)Report of the Ministerial Committee of Advice on University Governance in Victoria ( an extract from the Report detailing membership categories follows these Minutes).

(iii) the University's relationship with the City of Monash

(iv) Sponsorship of Homepages

(v) Mr J White provided an update on matters relating to CASMAC

7. Next meeting

The next Administrative Heads Group meeting will be held on Thursday, 13 November 1997 at 8.30 am in the Council Room.

Membership

Vice-Chancellor
Deputy Vice-Chancellor (Research and Development)
Deputy Vice-Chancellor (International and Public Affairs) Designate
Deputy Vice-Chancellor (Academic and Planning) Designate
General Manager
Deputy General Manager
Campus Director, Berwick/Gippsland
Campus Director, Caulfield/Peninsula
Assistant General Manager, Student Services
Assistant General Manager, Financial Services
Assistant General Manager, Facilities and Services
Assistant General Manager, Personnel Services
Director, Research Services
Executive Director, University Marketing and Development
University Librarian
University Solicitor
Director, Computer Centre
Director, Halls of Residence
Director, Performing and Creative Arts
Director, Distance Education Centre
Director, Budget and Statistical Services
Manager, Audit and Risk Management
Director, Business Development
Director, University Union
Director, Sports & Recreation Association
General Manager, Monash International Pty Ltd
Director, Higher Education Development Centre
Executive Officer, Corporate Planning and Review
Manager, Bookshop
President, Managers' Association
Faculty Registrars

Additional Circulation

Special Adviser - Corporate Planning and Review
Executive Assistant to Vice-Chancellor
Secretary
Manager, University Secretariat

Extract from Report of the Ministerial Committee of Advice on University Governance in Victoria

8. RECOMMENDATIONS

1. Appropriate Governance Arrangements for Victoria's Universities

Universities should continue to be governed by Councils.

  • The role of the Council should be policy making, strategic planning, determination of internal governance and management structures and supervision
  • Council members should be made aware that they are Council members in their own right and not delegates of constituent bodies
  • Council members should be selected on the basis of a range of skills and expertise appropriate to the needs of the particular institution.
  • There should be a two-thirds majority of external members on Councils.

2. What changes in Governance Arrangements are Necessary?

Councils should consist of the following members:

  • The Chancellor, appointed by the Council, who is not a member of staff or a student.
  • The Vice Chancellor, appointed by the Council.
  • The Chair of the Academic Board or its equivalent.
    • Three members of staff elected by staff. The method of election and the electorates should be determined by the Council
    • In the case of an institution with a TAFE Division, the Chair of the TAFE Board of Studies or its equivalent (or where such a person is not a member of staff, a member of staff nominated by the Board).
    • Two students elected by students. The method of election and electorates should be determined by the Council.
    • A person appointed by the Minister.
    • Twelve external members

Six should be appointed by the Governor-in-Council.

Six should be appointed by the Council.

Where the Council so prescribes, up to three of the external members may be other than Australian citizens.

3. The Means by which Business and Industry and the Wider Community can have a Direct and Proper Involvement in University Governance

External members should be appointed because their range of skills and expertise are appropriate to the particular institution.

The legislation providing for Council composition should require that external members of Council must include as a minimum:

  • a person with substantial business experience,
  • a person with financial qualifications and experience, and
  • in the case of a multi-sector institution, a person with knowledge or experience of vocational education requirements.

4. The Extent to Which Changes Should be Provided for in the Legislation

The following action is proposed in relation to university Acts.

(a) References to terms of reference and responsibilities of Councils, Academic Boards and, where applicable, Boards of Technical Studies, should be reviewed and amended to make explicit Councils' responsibility for policy, strategic planning, accountability and overall governance, and Board responsibilities for academic affairs.

(b) Amendments should be made in references to prescription of matters by statute, where necessary, following a review of relevant provisions with each university.

(c) Amendments should be made to permit the Minister to approve disposal of land granted to a university or acquired wholly or partly with government funds and used for teaching purposes.

(d) The requirements for approval of statutes and regulations by convocation at the University of Melbourne should be removed.

(e) Amendments should be made to permit the Treasurer to approve borrowings within Loan Council limits, after consultation with the Minister.

(f) Amendments should be made to provide for standard dates for term of office for Council members so that terms are completed on at a particular date regardless of date of appointment. Amendments should be made to introduce three year terms for external members on a rotational basis.

(g) Amendments should be made to provisions setting out composition of Councils to implement the structure of membership described above.

(h) Provision should be made for legislation to implement the transition arrangements described above.

(i) Amendments should be made to permit the Minister, after consultation with the Chancellor, to make interim appointments to Councils in the category of persons appointed by the Governor-in-Council, where a vacancy occurs before the expiration of a term.