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Monash University > Execserv > Council > Meetings > 2009

Council Meeting 8-2009

Meeting 8/2009 of the Monash University Council was held on Monday, 14 December 2009, 4:00pm in the Sir George Lush Room, Building 3a, Clayton Campus.

MINUTES

1 Procedural Matters

1.1 Apologies and in attendance

Mr. Shane Buggle and Mr. Yehudi Blacher were apologies for the meeting.

Professor Edwina Cornish, Professor Adam Shoemaker, Professor Stephanie Fahey, Mr. Ron Fairchild, Mr. Peter Marshall and Mr. David Pitt were in attendance.

1.2 Special Leave

Dr. C Curwen and Dr. J Zillman requested Special Leave for Meeting 1/2010.

1.3 Starring of Items

The following items were starred: 1.1 Apologies; 1.2 Special Leave; 1.3 Starring of Items; 1.4 Approval of Non-Starred Items; 2.1 Senior Management Staffing Matters; 3.1 Minutes of Meeting No. 7/2009; 3.2 Minutes of Meeting held via Circulation 3 December 2009; 5.1 Chancellor's Report to Council including End of Year Report; 5.2 Honouring Monash University Leaders; 5.3 Report on the Review of the Equal Opportunity Committee; 5.4 Election to Council of one Professorial Staff Member and one General or Trades and Services Staff Member; 6.1 Vice-Chancellor's Report to Council; 6.2 Monash Futures - Progress Report; 6.3 Update of University Financials (October); 6.4 Annual Plan and Budget 2010; 6.5 Research Report 2010; 6.6 University Risk Profile; 7 President of the Academic Board Report to Council; 8.2 Delegations Matrix and Approval Framework and 11. Report of the Equal Opportunity Committee.

1.4 Approval of Non-Starred Items

Council resolved on the motion of the Chancellor that all items on the agenda not starred be adopted without discussion, and the action recommended by taken or the information therein noted.

2 Business in Camera

2.1 Senior Management Staffing Matters

The Vice-Chancellor outlined the role of Pro Vice-Chancellors noting that Pro Vice-Chancellors, other than those that were campus leaders, were mostly seconded from within the University to undertake specific, targeted roles mostly related to the change management process currently underway within the University.

Councillors were invited to note the change of title from PVC (Education Pathways) to PVC (Social Inclusion).

RESOLUTION CL8/2009/162

Council:

approved the establishment of two new additional PVC positions;
appointed Professor Ian Smith to the position of Professor and PVC (Research & Research Infrastructure) and Professor Sue Willis to the position of Professor and PVC (Social Inclusion) from a date to be determined by the Vice-Chancellor;
approved the filling of the consequential and forthcoming vacancies of the Dean, Faculty of Science and Dean, Faculty of Education;
noted Professor Fahey's change of title to DVC (Global Engagement); and
noted Mr Buckingham's title change and increase in fraction to up to 0.8 of full-time until 31 December 2010.

3 Confirmation of Minutes of Previous Meeting

3.1 Minutes of Meeting No. 7/2009

RESOLUTION CL8/2009/163

Council confirmed the Minutes of Meeting No. 7/2009 held on Monday 16 November 2009.

3.2 Minutes of Meeting via Circulation 3 December 2009

RESOLUTION CL8/2009/164

Council confirmed the Minutes of the Meeting held via Circulation on 3 December 2009.

4 Matters Arising from the Minutes

4.1 Update on EIF Bids

Noting that a number of queries were raised by Councillors during the approval process for the Berwick Bridge EIF bid, the Vice Chancellor informed Council of the following:

noting the projections for growth in enrolments in the Berwick growth corridor and the University's commitment to social inclusion, a Working Group has been established to develop a business plan and forward planning strategy for the Berwick campus;
the Berwick Bridge proposal had the full support of the faculties involved and the local community; and
a further report would be provided to Council in early 2010.

RESOLUTION CL8/2009/165

Council noted the advice of the Vice-Chancellor in relation to the Berwick Bridge EIF bid.

5 Chancellor's Business

5.1 Chancellor's Report to Council

The Chancellor reported to Council on the following matters:

On Sunday, 13 December the Chancellor presided at a special graduation ceremony at Government House where an Honorary Doctorate was awarded to Party Secretary Liang Baohua. The ceremony was part of a reception to celebrate the 30^th Anniversary of the Victoria-Jiangsu Sister State Relationship hosted by Governor de Kretser and the Premier, the Honorable John Brumby.
Vice-Chancellor's Performance Report - noting that Professor Byrne had initiated and was leading a significant change process within Monash University, 2010 goals and targets would be agreed with the Vice-Chancellor in early 2010 with a report to Council on achievements at Meeting 7/2010 or 8/2010.
The Chancellor had met with a number of Deans and Deputy Vice-Chancellors as part of his annual round of discussions. To date, all had been enthusiastic about the change process underway and very supportive of the academic strengthening component.
Meeting 1/2010 of Council will not consist of a conference but will be an ordinary meeting of Council. Planning for a conference in the second half of 2010 has commenced consisting of a one day conference in the City with one or two key note speakers engaged to address Council.
The annual round of performance discussions with individual Councillors will take place in April or May.

RESOLUTION CL8/2009/166

Council noted the advice of the Chancellor.

5.2 Honouring Monash University Leaders

Mr. P. Ramler and Professor C. Bourke were not present for this item.

The Chancellor introduced the item and outlined to Councillors the following proposals to recognise the extraordinary achievements and contributions of the following:

Deputy Chancellor, Mr. Paul Ramler;
Former Vice-Chancellor, Professor Richard Larkins;
Councillor, Professor Colin Bourke.

During discussion, it was suggested and agreed that should future funding for The Richard Larkins Oration become an issue, then the matter must be returned to Council for consideration.

Council unanimously supported the three proposals being:

Mr. Paul Ramler - the proposed new conference centre on level 8 of Building H, Caulfield campus to be named "P.H. Ramler Conference Centre" or a name Mr. Ramler would prefer. Further, the entrance arch into the Monash South Africa campus to be named the "Ramler Archway".
Professor Richard Larkins - the University to establish "The Richard Larkins Oration" -selection and organisation as detailed in the Council paper.
Professor Colin Bourke - that the University establish the "Colin and Eleanor Bourke Indigenous Scholarship Fund".

Mr. Ramler and Professor Bourke were invited to rejoin the meeting.

Council, with acclamation, congratulated both Mr. Ramler and Professor Bourke for their outstanding contributions to Monash University.

RESOLUTION CL8/2009/167

Council approved:

Mr. Paul Ramler - the proposed new conference centre on level 8 of Building H, Caulfield campus to be named "P.H. Ramler Conference Centre" or a name Mr. Ramler would prefer. Further, the entrance arch into the Monash South Africa campus to be named the "Ramler Archway".
Professor Richard Larkins - the University to establish "The Richard Larkins Oration" -selection and organisation as detailed in the Council paper.
Professor Colin Bourke - that the University establish the "Colin and Eleanor Bourke Indigenous Scholarship Fund".

5.3 Report on the Review of the Equal Opportunity Committee

The Chancellor provided background to the matter and informed Council of the process leading up to the report to Council.

The Vice-Chancellor informed Council that four of the areas detailed in the review were under the supervision of members of senior management being:

Indigenous engagement - Pro Vice-Chancellor, Professor Robert Willis;
Disability - Vice-President (Administration), Mr. Peter Marshall;
Social Inclusion - the new Pro Vice-Chancellor, Professor Sue Willis;
Advancement of Senior Women - a Vice-Chancellor Working Group.

The activities of the above, along with the development of KPI's are to be co-ordinated by the new Senior Management Team (Social Inclusion).

Councillors discussed a range of matters relating to the need, or otherwise, of a Council Committee to have oversight of management's performance in the area, the need to ensure KPI's are included in senior management performance objectives and making the Vice-Chancellor operationally accountable for performance in all areas of Social Inclusion.

As a consensus view on the need for a Council Committee was not achieved, a vote was held with the following outcome:

Should Council establish a Committee of Council to oversight matters to do with Social Inclusion?

Yes = 6
No = 11

A Committee of Council is not, at this point, to be established as Council will monitor the matter via inclusion of a progress update in the Vice-Chancellor's Report to Council.

RESOLUTION CL8/2009/168

Council approved:

To disestablish the Equal Opportunity Committee and put in place alternate processes as detailed in the following resolutions.
That the Vice-Chancellor establish a committee of management called Senior Management Team - Social Inclusion and Access. The primary role of the SMT - Social Inclusion and Access will be to ensure effective management of the University's social inclusion and access responsibilities.
The SMT - Social Inclusion and Access will be chaired by the Vice-Chancellor with the executive support of the Pro Vice-Chancellor Assisting the Vice-Chancellor, Professor David Copolov.
That the existing sub-committees of Equal Opportunity Committee being:

- Inclusive Practices Student Equity Committee
- Inclusive Practices Workplaces Committee
- Inclusive Practices Disability Committee

become Management Committees.
That the establishment of a Social Inclusion Committee of Council was not required at this stage.

5.4 Election to Council of one Professorial Staff Member and one General or Trades and Services Staff Member

RESOLUTION CL8/2009/169

Council, noted with acclamation:

The election to Council of Professor Pat Vickers-Rich as the Professorial Member on Council for a term commencing 1 January 2010 until 31 December 2011.
The re-election to Council of Mr Jeffrey Bender as the General or Trades and Services Staff Member on Council for a term commencing 1 January 2010 until 31 December 2011.

6 Vice-Chancellor's Business

6.1 Vice-Chancellor's Report to Council

The Vice-Chancellor reported to council on the following matters:

Monash University continues to receive positive feedback from a range of stakeholders on its response to the government's education reform agenda;
constructive and positive discussions continue with CSIRO in relation to future collaborations;
Monash is exploring opportunities for greater research collaboration with La Trobe University;
collaboration proposals between Monash University and the Kingdom of Saudi Arabia were approved by Council at Meeting 7/2009 (16 November). A number of contracts totalling $18 million with Taif University are scheduled to be signed in January 2010. The Taif University President and Dean of Medicine will visit Monash in January 2010 to sign the agreements and discuss implementation planning.
the Federal Government had recently announced the successful tenderer for the Berwick Super Clinic. An indicative Heads of Agreement was approved through the Vice-Chancellor's Group in June 2009. The Clinic will operate through the Dandenong Casey Super Clinic Limited - Monash is not a member. The Clinic will be built at the Berwick campus on land fronting Clyde Road via a peppercorn lease of 21 years albeit the government may approve a 25 year lease.

It is expected the Clinic will play an important role in strengthening Inter-Professional education for students from the Faculty of Medicine, Nursing and Health Sciences across a range of disciplines including medicine, nursing, physiotherapy and occupational therapy.
short listing, from a stellar field, for the position of Chief Information Officer will occur shortly.

RESOLUTION CL8/2009/170

Council noted the advice of the Vice-Chancellor.

6.2 Monash Futures - Progress Report

A document titled "Monash Futures - Themes and Working Groups, a Working Draft for Council" was tabled at the meeting.

The Vice-Chancellor provided a progress report noting that much had been achieved to date and that more precise timelines with tangible outcomes would be provided at Meeting 1 or Meeting 2 in 2010.

Further, the Vice-Chancellor noted that academic strengthening was central to Monash's future and a communication strategy was currently being developed.

RESOLUTION CL8/2009/171

Council received the Monash Futures - Progress Report and noted the advice of the Vice-Chancellor.

6.3 Update on University Financials (October)

RESOLUTION CL8/2009/172

Council received the Financial Report for the period ending October 2009 and noted the advice of Mr. Pitt.

6.4 Annual Plan and Budget 2010

Mr. D. Pitt, Vice-President (Finance) and Chief Financial Officer provided Council with a presentation focussing on the 2009 budget and forecast, 2010 - 2012 overview and business drivers, University financials 2010 to 2012, risk scenarios and conclusion.

A copy of the presentation is appended to the Minutes for future reference.

During discussion, the following matters were raised:

a Councillor noted the lack of increase in the Library budget;
given increased salary costs due to the new EBA, future savings will be driven via efficiency gains in service areas, student enrolments and improved outcomes for Monash South Africa campus;
a Councillor suggested that the Annual Plan and Budget were still not effectively mapped to provide Council with an overview of funding per activity;
any special grants received in 2010 will positively impact the forecast operating margin;
the Gippsland campus budget is finely balanced and can be impacted, positively or negatively, by issues such as projected international student enrolments.

The Chancellor, on behalf of Council, congratulated Mr. Pitt and his staff for their efforts in managing finances during the year, leading to better-than-budgeted outcomes.

RESOLUTION CL8/2009/173

Council approved the Annual Plan and Budget 2010.

6.5 Research Report 2009

Professor E. Cornish, Senior Deputy Vice-Chancellor and Deputy Vice-Chancellor (Research) presented to Council the 2009 Research Report.

Features of the report (copy attached to the Minutes) included:

International World Rankings - Monash had improved its overall ranking in both the Times Higher Education - QS World University Rankings and the Shanghai Jiao Tong ranking;
Go8 benchmarking, by discipline, indicated that from 2006 to 2007 (most recent date), Monash had fewer disciplines meeting aspirations (2006 = 46%, 2007 = 35%) however disciplines needing critical attention had reduced from 33% in 2006 to 26% in 2007;
Income via National Competitive Grants - Monash ranked 4^th in the Go8;
between 2008 and 2009, Monash's ARC funding had increased by 67% however NHMRC grant funding had decreased by 15% over the same period;
Category 2-4 research income (from other sources such as industry) had plateaued however strategies in place should result in a turnaround;
Higher Degree by Research load continued to steadily increase; and
around 3% of staff account for 50% of research revenue whereas more than 65% of staff account for less than 1% of research revenue in the period 2006 to 2008.

Summarising her report, Professor Cornish noted that Monash had achieved significant improvement in Category 1 and ARC funding resulting in incremental improvements in a number of research metrics however national competitors are also demonstrating comparable or greater improvements each year. The key to enhanced research performance is the academic strengthening process currently underway.

On behalf of Council, the Chancellor thanked Professor Cornish for her informative report.

RESOLUTION CL8/2009/174

That Council received the Research Report 2009 and noted the advice of Professor Edwina Cornish, Senior Deputy Vice-Chancellor and Deputy Vice-Chancellor (Research).

6.6 University Risk Profile

Commending the report to Council, the Vice-Chancellor advised Council that risks with a risk assessment of high would be monitored and reported to the Audit Committee on a quarterly basis.

RESOLUTION CL8/2009/175

Council received the University Risk Profile and noted the advice of the Vice-Chancellor.

7 President of the Academic Board Report to Council

Professor J. Godfrey, President of the Academic Board, provided Council with an overview of the Board_’s and its activities including its statutory role, governance and committee structure, major decisions and activities and issues going forward.

During discussion, a Councillor queried the Board’s role in monitoring academic outcomes. In response, Council was advised that the Board took an active role in directing academic affairs and in monitoring a range of KPI-‘s. When appropriate, the Board and, when necessary, referred matters to relevant Committees individuals or committees to further examine particular matters or areas of interest and then report back to the Board.

Council congratulated the Board for its valuable contribution to the direction and supervision of academic affairs, and its role in the ongoing change process initiated by the Vice-Chancellor.

RESOLUTION CL8/2009/176

Council received the Report of the President of the Academic Board and noted the advice of Professor Godfrey.

8 Resources and Finance Committee

8.1 Receipt of the Report of Resources and Finance Committee

RESOLUTION CL8/2009/177

That Council receive the Report of Meeting No. 6/2009 of the Resources and Finance Committee held on Friday 27 November 2009.

8.2 Delegations Matrix and Approval Framework

Discussion of this item was deferred to Meeting 1/2010.

8.3 Annual Plan and Budget 2010

RESOLUTION CL8/2009/178

Council noted that the Resources and Finance Committee endorsed the Annual Plan and Budget for Council's consideration.

8.4 Clayton Student Accommodation - National Rental Affordability Scheme

RESOLUTION CL8/2009/179

Council noted the enclosed report and noted that a further paper will be submitted once the projects costs are clearer and a proposed funding strategy is resolved.

8.5 Letters of Support to Monash Companies

RESOLUTION CL8/2009/180

Council approved the Vice-Chancellor and the Vice-President (Finance) to jointly authorise the issuing of letters of support for 2010 on behalf of the University to:

Monash South Africa Ltd, and
Monash Property South Africa Pty Ltd.

8.6 Executive Arrangements - University Vacation Period 2009-2010

RESOLUTION CL8/2009/181

Council approved the Executive Sub-Committee Membership and Terms of Reference as outlined in the paper.

8.7 Proceedings of Resources and Finance Committee

RESOLUTION CL8/2009/182

Council noted the proceedings of Meeting 6/2009 of the Resources and Finance Committee.

9 Report of the Academic Board

9.1 Receipt of the Report of Academic Board Meeting No. 6/2009

RESOLUTION CL8/2009/183

Council received and noted the Report of the Meeting No. 6/2009 of the Academic Board held on Wednesday 25 November 2009.

9.2 2010 Annual Plan

RESOLUTION CL8/2009/184

Council noted that Academic Board endorsed the 2010 Annual Plan for Council's consideration.

9.3 2010 Budget

RESOLUTION CL8/2009/185

Council noted that Academic Board endorsed the 2010 Budget for Council's consideration.

9.4 International Collaborations and Joint Degree Programs: Issue of Testamur for Jointly Awarded Research Degrees

RESOLUTION CL8/2009/186

Council approved the issue of a single dual badged testamur for joint award research programs where it is agreed to by the partner university.

9.5 Oscar Mendelsohn Lecture Fund

RESOLUTION CL8/2009/187

Council made the Oscar Mendelsohn Lecture Fund Regulations (Amendment No.1 2009).

9.6 Proceedings of Academic Board

RESOLUTION CL8/2009/188

Council noted the proceedings of Academic Board Meeting No. 6/2009 held on Wednesday 25 November 2009.

10 Audit Committee Minutes

RESOLUTION CL8/2009/189

Council received and noted the Minutes of the Audit Committee Meeting No. 3/2009 held on Friday 18 September 2009.

11 Report of the Equal Opportunity Committee

Professor Bourke reported to Council on the major achievements of the Equal Opportunity Committee and its subcommittees during 2009.

RESOLUTION CL8/2009/190

Council received and noted the Report of the Equal Opportunity Committee Meeting No. 4/2009 held on Monday 9 November 2009.

12 General Business

12.1 Report of Professorial Promotions 2009

RESOLUTION CL8/2009/191

Council received and noted the Professorial Promotions 2009 report.

12.2 Amendment to Faculty Regulations (Amendment No. 2 2009)

RESOLUTION CL8/2009/192

Council made Faculty Regulations (Amendment No. 2 2009).

12.3 Use of the University Seal

RESOLUTION CL8/2009/193

Council noted the report of the Vice-Chancellor on the affixing of the Common Seal to documents executed under Seal pursuant to Statute 8.1, Section 2.1.5.

12.4 Conferral of Bachelor of Engineering

RESOLUTION CL8/2009/194

Council conferred the award of Bachelor of Engineering (course code 2241) to the student named in the document.

12.5 Naming Proposal - Sir Gustav Nossal Boulevard

RESOLUTION CL8/2009/195

Council approved the naming of the main road into the Berwick campus, and its recently completed extension, as the Sir Gustav Nossal Boulevard.

12.6 Appointments to Monash controlled entities

A document was tabled.

The Chancellor outlined to Council the nature and purpose of the appointments. A correction relating to Monash Commercial was provided advising that the company would cease trading in 2010 and not be "wound up" as stated in the tabled paper.

RESOLUTION CL8/2009/196

Council:

approved that Mr Paul Ramler continue as a member and Chairman of Monash University Foundation.
appointed Ms. Louise Adler to the Boards of Monash South Africa Ltd and Monash Educational Enterprises subject to completion of appropriate documentation by the University Solicitor.
approved that Mr. Ramler cease to be a director of Monash Commercial Pty Ltd and that Mr. Pitt be appointed as Chairman.

At the conclusion of business, Councillors thanked retiring Councillors:

Mr. Paul Ramler
Professor Colin Bourke
Professor Tam Sridhar
Mr. Arvind Shyara
Ms. Alexandra Phelan

and acknowledged, with acclamation, their contributions to Council.

13 Next meeting

The next meeting of Council is scheduled to be held on Wednesday 17 February 2010 at Caulfield campus.

Further Information

Inquiries about any of the business listed above, or on Council matters in general, may be directed to Mr Tony Calder, Executive Services, Room G06, Administration Building 3a, Clayton Campus, telephone 9905-2010 or via email to: tony.calder@adm.monash.edu.au