Meeting 3/2000 of the Administrative Heads Group was held at 8.00am on Thursday 15^th June 2000 in the Council Room, 1^st Floor, University Offices Building 3a, Clayton campus.

The minutes of meeting 2/2000 were confirmed.

Introducing this item, Professor Robinson noted that he had reported to Council (meeting 1/2000) that two closely linked issues would be under consideration during the year:

Members were informed that the existing governance structures were based on legislation framed when Monash was largely a Victorian based and focused University. Given the increasingly diverse range of activities and structures in place to establish, support and progress those activities, members were advised that discussions on the most appropriate governance structure were progressing and would be brought forward as soon as practicable.

Two documents were tabled at the meeting. Please refer to the enclosed Attachments A & B.

The Vice-Chancellor introduced this item by noting that he had signalled to members that the line reporting responsibilities of members of the Vice-Chancellor’s Group may be modified following the appointment of the Deputy Vice-Chancellor (Resources).

Since her appointment to the position of Deputy Vice-Chancellor (Resources), Ms Crook has been engaged in wide ranging discussions including a series of Strategic Planning Workshops. During the workshops, strategies and objectives in five key areas were identified. These were self-reliance, consistency of image and reputation, the Monash student customer experience, sustainable global reach and Monash 2020 staff. (Please refer to Attachment A)

Further, members were advised that the realignment of some areas of the support service structure was necessary in order progress strategies in the five key areas.

Following consultation with other members of the Vice-Chancellor’s Group, the Chart titled "Support Services Emerging Structure" was prepared and tabled at the meeting. (Refer Attachment B)

Major features of the emerging Support Services Structure discussed included:

Identified areas where this could be achieved included broadening the range of activities undertaken by Monash College both domestically and internationally, property developments such as the redevelopment of the Caulfield Plaza site and capitalising on intellectual property assets via Montech.

Other areas under discussion included Unicomm, consolidating administration of student accommodation into one unit and capitalising on the intellectual property of courses and programs, particularly single unit and professional qualification programs.

To assist in the development of these and related activities, a task force had been formed – membership includes Mr John Matthews (Divisional Director – Finance), Mr Andrew Picouleau (Manager – Employee Relations and Consulting Branch) and Mr Joseph Varga (Assistant Solicitor – Solicitors Office).

Further, members were advised that the Bookshop, Unicomm and the Sports and Recreation Centre were subject to on-going discussions.

http://www.monash.edu.au/staff/chart.html

Professor Lindsay advised members that feedback on the exposure draft of the revised Course Approval Pro-forma had been incorporated into a new version of the document. The revised version would circulated to members of the Education Committee, Deans and academic staff over the coming week. Major changes to the new version included:

A small working group, consisting of an Associate Dean – Teaching, two Faculty Registrars/Faculty Managers and staff members from Budget and Information Technology Services would be formed to guide the development of the web – based Course Approval Pro-forma.

Members were requested to provide feedback to the Office of the Deputy Vice-Chancellor, Academic and Planning where appropriate.

Mr John Levine advised members that new methodologies and models for financial management were under development. Key aspects of the new methodology would include:

To progress the new approach, members were advised that a Project Charter was being prepared.

In response to questions, Mr Levine informed members that work had commenced on a Course Costing Model with a view to linking the model with the course planning process.

Mr John Trembath advised members that a concept plan for redeveloping the Caulfield Plaza site was nearing completion. As the initial estimates of developments costs and rental streams was expected to be completed today, a proposal to redevelop the site would be submitted to the Resources and Finance Subcommittee on Monday, 19^th June 2000.

Members were advised that the redevelopment proposal included significant space for academic and related University activities, an enlarged Coles Supermarket, expanded retail space, residential accommodation for up to 200 students, significantly increased car parking capacity and additional facilities for the student union.

In response to questions, members were advised that the project, if approved, would commence in March 2001 and be completed in 2002. Further, once planning was further progressed and areas occupying existing space were identified for relocation, space utilisation within existing campus buildings would be reviewed with a view to resolving current shortfalls and improving space allocation.

Mr Matthews informed the meeting that preparation for implementation of the GST and the training of staff was progressing well.

Noting that Mr Matthews had oversight of a wide range of staff focused on implementation of the GST, Professor Robinson thanked all concerned for their efforts.

Members were advised of the impending retirement of Mr Max Robinson. Members recorded their thanks for the valuable contributions made by Max over a long and distinguished career at Monash and wished him well in retirement.