Meeting 5/2001 of the Administrative Heads Group was held at 8.30am on Thursday, 4 October 2001 in the Council Room, 1^st Floor, University Offices Building 3a, Clayton campus.

Apologies were received for this meeting from Mr J Matthews - Divisional Director, Corporate Finance, Mr A McMeekin – Executive Director, ITS Division, Mr P Marshall – Divisional Director, Student and Staff Services, Mr S Davey – Divisional Director, Facilities and Services, Mr R Burnet – Campus Director, Clayton and Berwick Campuses, Dr K Macrae - Faculty Manager, Faculty of Science, Professor G Webb – Director, Centre for Higher Education Quality, Mr I Porter – Principal Adviser, International and Government Relations, Mr R Palin - Resources, Finance & Budgets Manager, Faculty of Arts and Mr Chris Powell - President, Managers Association.

The Chair, Professor D Robinson, welcomed Ms J Zahmel - Faculty Manager, Art and Design, as a new member, and Professor M Brisk - Dean, Faculty of Engineering, Mr P Barton - Manager, Occupation Health, Safety and Environment, and Mr A O’Brien - CEO Designate, Monash Services Organisation, who were invited to attend this meeting.

Ms M Mannays - Campus Manager, Clayton and Berwick, attended as an observer on behalf of Mr Bob Burnet.

The Committee confirmed the minutes for Meeting 4/2001, which were circulated previously.

With regard to matters noted at the previous meeting, the Chair advised that:

In light of the recent events in America, the Vice-Chancellor emphasised the need for members of the university community to exercise caution regarding overseas travel.

Professor Robinson informed members about the success of the recent offshore graduations in Singapore and Kuala Lumpur, including the first graduation of students at the Monash University Malaysia Campus, and noted that Monash’s Malaysia campus was now considered to be part of the higher education system in that region. Members noted that in addition to the graduations, the Chancellor, the Deputy Chancellor and the Vice-Chancellor had visited the Monash Centre at Prato. Professor Robinson highlighted the exhibitions that were being held and noted that Professor Kent was encouraging growing involvement and use of the facilities at Prato, with a solid business plan to be in place from 2003.

A paper was tabled at the meeting (Attachment A).

The Vice-Chancellor advised that information was presented regarding OHS&E issues to a recent meeting of the Vice-Chancellor’s Group. It was noted that compliance with OHS&E requirements was imperative. Discussions with Deans had also occurred regarding these matters.

Professor M Brisk, Chair of the OH&S Policy Committee, advised that with growing enforcement of OH&S requirements, senior managers would need to take a proactive role to integrate these issues into day to day management and activities. Regular reports should be received and discussion of these issues should be included at senior managers meetings.

Mr P Barton - Manager, Occupation Health, Safety and Environment, emphasised that unlike past arrangements where OH&S had acted in a consultative and advisory capacity, the current legal environment required compulsory implementation of relevant OHS&E standards. Mr Barton highlighted that the November sitting of Parliament would consider an Industrial Crimes Act relating to industrial manslaughter and criminal negligence. Members noted the Vice-Chancellor’s advice that the head of the organisation would be held responsible for relevant occurrences covered by such legislation. It was noted that, whilst Monash was doing well in comparison to other industries, solid efforts were still required in relation to injury prevention, creation of a safe environment and the ability of the university to demonstrate systems in place to deal with OHSE obligations.

Mr Barton informed members about key aspects of the tabled paper on statistical injury analysis and OH&S performance indicators, including the types of injuries that were sustained, the health of OH&S management systems and staff training. Members noted also that arising from the last meeting of the Policy Committee, two safety inspections would be required each year.

The Vice-Chancellor advised that all senior managers must make themselves aware of details about which of the OH&S zones their area was in and their relevant zone committee, building wardens for evacuations and testing, safety officers and other people involved with OHS&E issues. Professor Robinson noted that a memo would be drafted and distributed to senior managers regarding these imperatives and the recent discussions with Deans and other areas.

Members noted the advice of Professors D Robinson and M Brisk and Mr P Barton regarding OHS&E issues.

A paper was circulated titled ‘University Space Management - Policy Framework for the Planning, Management and Use of Space’.

Ms A Crook, Deputy Vice-Chancellor (Resources), spoke to this item and highlighted the key aspects of the policy framework that had been developed by a steering committee, Chaired by the DV-C(Resources) and including representation from faculties and support services areas, and prepared by Mr Bradley, Researcher for the Office of the DVC(Resources). Ms Crook advised about the progress of the policy framework and the first of the two policy papers through the Vice-Chancellor’s Group, Deans and the faculties. Members noted that the papers would receive exposure in various areas including faculties and support services areas.

Clarification was noted in relation to the policy framework that the university owned the space.

Members noted the information provided by Ms Crook regarding space management.

Mr Andrew O’Brien - CEO Designate, Monash Services Organisation, spoke to this item and provided an overview regarding Monyx Pty Ltd. Members noted Mr O’Brien’s advice that following the merger of the Monash campuses, and further to government consideration of legislation on voluntary student unionism (VSU), attempts had been made to integrate various activities into a combined service organisation that would have the capacity to maintain core activities and provide a consistent approach to service provision across campuses. Mr O’Brien noted that in 2000, Mr P Ramler, Deputy Chancellor, had successfully brought some of the student groups together for this purpose. It was anticipated that other student groups would join with Monyx following further consultation.

Mr O’Brien informed members about the establishment of Monyx Pty Ltd including a Powerpoint presentation regarding the background, objectives, structure, governing principles and timetable for the organisation. The slides from the presentation are attached (Attachment B). Mr O’Brien commented also that the organisation would look into the value of participation in co-curricular activities as a part of students’ development and experience.

Discussion occurred regarding the following aspects of the new organisation:

The Vice-Chancellor thanked Mr O’Brien for his informative presentation.

No items of other business were raised.

Members noted that the next meeting of the Administrative Heads Group (6/01) would be held at 8.30am on Thursday, 22 November 2001 in the Council Room.