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Council Meeting 5/2011

Meeting 5/2011 of the Monash University Council was held on Thursday, 25 August 2011, 3:00pm in the Clayfield Room, Level 1, Building A, Caulfield campus.

MINUTES

1          Procedural Matters

1.1       Apologies and in attendance

Mr John WH Denton was an apology for the meeting.

Professor Edwina Cornish, Professor Stephanie Fahey, Professor Adam Shoemaker, Mr Ron Fairchild, Mr Peter Marshall and Mr David Pitt were in attendance.  Mr Robert McGauran, Professor David Copolov, Mr Stephen Davey and Mr Bradley Williamson were in attendance for Agenda item 4.1.

1.2       Special Leave

Professor Patricia Vickers-Rich had been granted special leave for this meeting.

Council approved Special Leave for Mr Yehudi Blacher and Dr Christine Nixon for Council Meeting 6/2011 to be held on 29 September.

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 Discussion on Size of Council; 2.2 Senior Appointments; 3.1 Minutes of Meeting No. 4/2011; 4.1 Caulfield campus Master Plan; 6.1 Chancellor's Report to Council; 7.1 Vice-Chancellor's Report; 7.3 Revision to Monash Directions 2025 and the Monash Planning Pyramid; 7.4 Update on University Financials (July); 8.1 Report of the Chairman of the Resources and Finance Committee and 9.1 Report of the President of the Academic Board.

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 be taken or the information therein noted.

1.5       Declaration of Conflict of Interest

Councillors were invited to note that item 8.2.2 Monash University Borrowings 2011/12 was considered by Resources & Finance Committee.  As the matter involved a number of parties including the ANZ Banking Group Ltd, Mr Shane Buggle declared a conflict of interest and took no part in the discussion or recommendation to Council.

Mr Buggle declared a conflict of interest should the matter be discussed by Council.

2          Business in Camera

2.1       Discussion on Size of Council

The following papers had been distributed to Councillors:

  • memorandum from the Chancellor to Councillors;
  • Discussion Paper on Council Size - revised in accordance with suggestions from Membership Committee; and
  • some further matters to consider in a discussion on the Size of Council - prepared by Dr Carol Williams.

The Chancellor introduced the matter by stating that in acknowledgment of the importance of the topic a long discussion was anticipated and that every Council member would be given ample opportunity to address the issues.  He thanked Councillors for their contribution to the preparation of the briefing papers and for their preliminary consideration of the matter.  The Chancellor commended Council on its performance to date and noted the purpose of the proposal was to determine whether reducing the size of Council could enable Council to further improve its governance role.  To this end, it was hoped that the discussion would focus on the most appropriate size of Council and not the specific composition of Council.  The Chancellor advised that should the Council decide to reduce its size, the appropriate timetable for doing so would be determined at a subsequent meeting of Council.

The Chancellor opened up the matter for discussion and all Councillors contributed and were engaged in the discussion.

Following a summary of key aspects of the discussion, the Chancellor invited Councillors to vote on the proposal that Council reduce its size to 14 in accordance with the Monash University Act 2009.

On a count of hands, the outcome of the vote to reduce Council to 14 members was:

Yes  =   14

No    =     5

In conclusion, the Chancellor commended Councillors for the manner, respect and engagement shown by all Councillors.

Secretarial note:

During the discussion a number of matters for attention were raised.  These were:

  • Given the decision to move a membership of 14, a report on options to achieve the reduced membership is to be presented to Council for consideration.
  • The Chancellor and Vice-Chancellor to discuss the attendance and role of senior management at future meetings.
  • Membership Committee to consider the need for external members (other than Councillors) on Committees of Council.
  • The Chancellor, Vice-Chancellor and Secretary to Council to continue to focus on the quality and amount of information provided to Council via the agenda papers.

RESOLUTION            CL5/2011/118

Council resolved, in accordance with the Monash University Act 2009 to reduce Council membership to 14, being:

Official members:                                 Chancellor
section 11(2)                                            Vice-Chancellor
                                                                   President, Academic Board

Government appointed members:   4
                                                                   3  via section 12(1) and 1 via section 12(2)

Council appointed members:            4
                                                                    via section 13

Elected staff member:                          2
                                                                    via section 11(5)(a)

Elected student member:                    1
                                                                     via section 11(5)(b)

Further, Council resolved that an implementation report be developed on how to transition to a membership of 14 over time.

For action or noting by:  Secretary to Membership Committee

2.2       Senior Appointment

RESOLUTION            CL5/2011/119

Council approved an offer of appointment as a Professor and Dean, Faculty of Arts, for a fixed term period of five years commencing on 1 January 2012 and expiring on 31 December 2016, be made to Professor Frances.

Council approved an offer of appointment as a Professor and Dean, Faculty of Pharmacy and Pharmaceutical Sciences, for a fixed term period of five years commencing on 1 January 2012 and expiring on 31 December 2016, be made to Professor William Charman.

Council approved an offer of appointment as a Sir John Monash Distinguished Professor, for a fixed period of five years commencing on 7 August 2011 and expiring on 6 August 2016, be made to Professor Peter Dixon.

For action or noting by:  Vice-President (Administration), Executive Director - Human Resources, Dean - Faculty of Arts, Dean - Faculty of Pharmacy & Pharmaceutical Sciences, Professor Peter Dixon, Sir John Monash Distinguished Professor

3          Confirmation of Minutes of Previous Meeting

3.1       Minutes of Meeting No. 4/2011

RESOLUTION            CL5/2011/120

Council confirmed the Minutes of Meeting No. 4/2011 held on Thursday 14 July 2011.

For action or noting by:  Secretary to Council

4          Matters arising from the Minutes

4.1       Caulfield campus Master Plan

RESOLUTION            CL5/2011/121

Council:

  • approved the Master Plan framework for the Caulfield campus as developed in the Monash Caulfield Master Plan 2011; and
  • as requested in para 14 of the Memorandum, varied the Estates Committee's Terms of Reference relating to the timing of Master Plan reviews:

From: Undertake 3-yearly reviews of the Campus Master Plans
To:      Undertake 5-yearly rolling reviews of Campus Master Plans.

For action or noting by:  Chairman - Estates Committee, Secretary to Estates Committee, Director - Strategic Planning & Development, Divisional Director - Facilities & Services, Vice-President (Administration)

4.2       Actions arising from previous Minutes

RESOLUTION            CL5/2011/122

Council noted the document detailing Actions arising as at 25 August 2011.

For action or noting by:  Secretary to Council

5          Report to Council by Dean of a Faculty

Councillors noted that a Dean was not scheduled to present to this meeting of Council.

6          Chancellor's Business

6.1       Chancellor's Report to Council

The Chancellor reported on the following matters:

  • Council Conference to be held on 1st September.
  • A trial by Councillors of iPads was underway. Councillors wishing to move to iPad based agenda papers were requested to contact the Secretary to Council.

RESOLUTION            CL5/2011/123

Council received the oral report of the Chancellor.

For action or noting by:  Secretary to Council

6.2       Council Meeting Dates 2012

Thursday, 23 February

Wednesday, 21 March

Thursday, 17 May

Thursday, 19 July

Thursday, 30 August

Thursday, 4 October

Thursday, 8 November

Thursday, 13 December.

RESOLUTION            CL5/2011/124

Council approved the Council meeting dates for 2012.

For action or noting by:  Secretary to Council, Secretaries to Committees of Council, Assistants to Deputy Vice-Chancellors and Vice-Presidents

7          Vice-Chancellor's Business

7.1       Vice-Chancellor's Report

The Vice-Chancellor commended his written report to Council and provided Council with further information on matters including:

  • Australian Qualification Framework and the non-recognition of 1 year Masters Programs. Monash University is considering revised course structures for accelerated 2 year Masters programs.
  • Advice on accreditation as an educational provider in China should be forthcoming in the near future.
  • 2012 enrolments - Professor Fahey and her team have made an enormous effort to ensure that Monash University is as best placed as possible.
  • Faculty of Science - Council received an update on the faculty's efforts to correct its longstanding budget deficit.
  • South Africa campus - a number of matters have progressed to the stage where they were ready for discussion with the Council Working Party.

At the request of a Councillor, Council is to receive a report on the Staff Survey.

Secretarial note:

As Mr Peter Marshall will not be in attendance at Council Meeting 6/2011 (29 September), the Report on the Staff Survey will be presented at Council Meeting 7/2011 (3 November).

Monash Futures - Progress Report (August 2011)

Council was informed that Monash Futures was progressing well with a mid-term review scheduled for the Human Resources and Finance components.

Update on the Research Strategy Implementation Plan 2011-2015

Professor Edwina Cornish provided Council with an update of the Implementation Plan.

RESOLUTION            CL5/2011/125

Council:

  • Received the Vice-Chancellor's Report to Council.
  • Received the Monash Futures - Progress Report (August 2011).
  • Received the update on the Research Strategy Implementation Plan 2011-2015 and noted that the funding scenarios would be part of the University's overall annual budget process.

For action or noting by:  Senior Deputy Vice-Chancellor & Deputy Vice-Chancellor (Research), Chief of Staff & Director (Office of the Vice-Chancellor)

7.2       Update Report from AUQA Audit Steering Committee

RESOLUTION            CL5/2011/126

Council noted the information provided in the document.

For action or noting by:  Pro Vice-Chancellor (Planning & Quality), AUQA Audit Officer - Office of the Pro Vice-Chancellor (Planning & Quality)

7.3       Revision to Monash Directions 2025 and the Monash Planning Pyramid

Councillors were invited to provide Professor Merran Evans, Pro Vice-Chancellor (Planning & Quality) with any suggested minor amendments within the next fortnight.

RESOLUTION            CL5/2011/127

Council:

1. Approved the revised Monash Directions 2025 as detailed in the document.

2. Noted the revised University Planning Pyramid as detailed in the document.

For action or noting by:  Pro Vice-Chancellor (Planning & Quality), Director, University Planning - Office of the Pro Vice-Chancellor (Planning & Quality), AUQA Audit Officer - Office of the Pro Vice-Chancellor (Planning & Quality)

7.4       Update on University Financials (July)

RESOLUTION            CL5/2011/128

Council received the Financial Report for the period ending July 2011 and noted the advice of Mr David Pitt, Vice-President (Finance) & Chief Financial Officer.

For action or noting by:  Vice-President (Finance) & Chief Financial Officer, Divisional Director - Corporate Finance, Divisional Director - Financial Resources Management

8          Resources and Finance Committee

8.1       Report of the Chairman of Resources and Finance Committee

RESOLUTION            CL5/2011/129

Council noted the advice of Mr Shane Buggle, Chairman of Resources and Finance Committee.

For action or noting by:  Chairman - Resources & Finance Committee, Secretary to Resources & Finance Committee

8.2       Report of Resources and Finance Committee

8.2.1     Receipt of the Report of Resources and Finance Committee

RESOLUTION           CL5/2011/130

Council received the Report of Meeting No. 5/2011 of the Resources and Finance Committee held on Thursday 4 August 2011.

For action or noting by:  Secretary to Resources & Finance Committee

8.2.2     Monash University Borrowings 2011/12

RESOLUTION           CL5/2011/131

Council accepted the offer of a 20 year loan facility from the National Australia Bank Limited (NAB) and that any two of the Vice-President (Finance) and CFO, Divisional Director, Corporate Finance and Director, Treasury be authorised to sign all documentation relating to acceptance of this offer and the ongoing management of the facility.

For action or noting by:  Vice-President (Finance) & Chief Financial Officer, Divisional Director - Corporate Finance, Director - Treasury

8.2.3     Matters considered by Resources and Finance Committee

RESOLUTION           CL5/2011/132

Council noted the matters considered by the Resources and Finance Committee.

For action or noting by:  Secretary to Resources & Finance Committee

9          Academic Board

9.1       Report of the President of the Academic Board

RESOLUTION            CL5/2011/133

Council received the oral report of the President of the Academic Board.

For action or noting by:  President - Academic Board, Secretary to Academic Board

9.2       Report of the Academic Board

9.2.1     Receipt of the Report of the Academic Board

RESOLUTION           CL5/2011/134

Council received and noted the Report of Meeting 4 of 2011 of the Academic Board held on Wednesday 20 July 2011.

For action or noting by:  President - Academic Board, Secretary to Academic Board

9.2.2     Faculties Regulations

RESOLUTION           CL5/2011/135

Council made the Faculties Regulations (Amendment) (No. 8 of 2011).

For action or noting by:  University Solicitor, Dean and Faculty Manager - Faculty of Education

9.2.3     Monash Directions 2025

RESOLUTION           CL5/2011/136

Council noted Academic Board's endorsement of the revised Monash Directions 2025.

9.2.4     Research Strategy Implementation Plan 2011-2015

RESOLUTION           CL5/2011/137

Council noted Academic Board's endorsement of the Research Strategy Implementation Plan 2011-2015.

9.2.5     Matters considered by the Academic Board

RESOLUTION           CL5/2011/138

Council noted the matters considered by the Academic Board.

For action or noting by:  Secretary to Academic Board

10        General Business

10.1     Proposed Membership of the University Professorial Promotion Committee 2011

RESOLUTION            CL5/2011/139

Council appointed Ms Lesley Boston to membership of the Monash University Professorial Promotion Committee 2011.

For action or noting by:  Executive Director - Human Resources, Senior Adviser, Policy & Academic Promotion - Human Resources

10.2     Seal and Deed Regulations (No. 9 of 2011)

RESOLUTION            CL5/2011/140

Council made Seal and Deed Regulations (No. 9 of 2011).

For action or noting by:  University Solicitor, Ms Melissa Stoney, Solicitor - University Solicitor's Office

10.3     Statute 1.4 - University Regulations (No. 7 of 2011)

RESOLUTION            CL5/2011/141

Council made Statute 1.4 - University Regulations (No. 7 of 2011).

For action or noting by:  University Solicitor, Ms Melissa Stoney, Solicitor - University Solicitor's Office

10.4     Use of University Seal

RESOLUTION            CL5/2011/142

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

For action or noting by:  University Solicitor

10.5     Appointment of Director - Monash Accommodation Services Pty Ltd

RESOLUTION            CL5/2011/143

Council approved the appointment of Mr Russell Elliott as a Director of Monash Accommodation Services.

For action or noting by:  Chair - Monash Accommodation Services Pty Ltd, Company Secretary to Monash Accommodation Services Pty Ltd

Next meeting

The next meeting of Council is scheduled to be held on Thursday, 29 September 2011 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: anthony.calder@monash.edu