Council Meeting 1/2012

Meeting 1/2012 of the Monash University Council was held on Thursday, 23 February 2012, 4:00pm in the Clayfield Room, Level 1, Building A, Caulfield campus.

MINUTES

1          Procedural Matters

1.1       Apologies and in attendance

Mr Ian Nethercote was an apology for the meeting.

Mr Peter Marshall, Vice-President (Administration) and Mr David Pitt, Vice-President (Finance) & Chief Financial Officer were in attendance.

Professor David Copolov, Pro Vice-Chancellor (Major Campuses & Student Engagement) was in attendance for agenda item 4.2.

Professor Helen Bartlett, Pro Vice-Chancellor & President (Gippsland campus) was in attendance for agenda item 6.1.

1.2       Special Leave

Professor Patricia Vickers-Rich had been granted Special Leave for this meeting.

Council approved Special Leave for Dr Leanne Rowe for Council Meeting 2/2012 to be held on 21 March and Council Meeting 8/2012 to be held on 13 December.

1.3       Conflict of Interest

1.3.1     Notice of Conflict of Interest received by the Chancellor

RESOLUTION           CL1/2012/1

Council received the advice of the Chancellor that he had received no notifications regarding actual or potential Conflicts of Interests.

1.3.2     Conflict of Interest advised at the meeting

RESOLUTION           CL1/2012/2

Council noted that no actual or potential Conflicts of Interests were advised by Councillors at the meeting.

1.4       Starring of Items

The following items were starred: 1.1 Apologies; 1.2 Special Leave; 1.3.1 Notice of Conflict of Interest received by the Chancellor; 1.3.2 Conflict of Interest advised at the meeting; 1.4 Starring of Items; 1.5 Approval of Non-Starred Items; 2.1 Senior Appointments; 3.1 Minutes of Meeting No. 8/2011; 4.2 Student Services and Amenities Fee Update; 4.3 University Risk Profile and Key Risks Dashboard; 5.1 Chancellor's Report to Council; 5.2 Australia Day Honours List 2012; 5.3 Council Evaluation 2011; 5.4 Council Charter; 6.1 Vice-Chancellor's Report; 6.2 Update on University Financials (December); 7.1 Report of the Chairman of the Resources and Finance Committee and 8.1 Annual Report to Council by the President of the Academic Board.

1.5       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.

2          Business in Camera

2.1       Senior Appointments

During discussion, Council noted the following advice from the Vice-Chancellor:

Pro Vice-Chancellor (Monash-Warwick Alliance)

• The position is to be funded on a 50/50 basis and while the appointee will spend time in both locations, the domicile of the position will be what best suits the appointee.
• The gender balance of the Selection Panel will, as closely as practicable, meet the requirements of both institutions.

Pro Vice-Chancellor (Learning & Teaching)

• Professor Sue Willis, Pro Vice-Chancellor (Social Inclusion) is undertaking the role on a pro tem basis while a replacement for Professor Hughes-Warrington is sought.
• Ms Lesley Boston has agreed to accept appointment to the Committee as the Member of Council (External) appointee.

RESOLUTION            CL1/2012/3

Council:

• Approved the establishment of the position of Pro Vice-Chancellor (Monash-Warwick Alliance).
• Approved the composition of a special Pro Vice-Chancellor Selection Committee for the position of Pro Vice-Chancellor (Monash-Warwick Alliance) as detailed in the document provided.
• Approved the filling of the position of Pro Vice-Chancellor (Learning & Teaching).
• Approved the composition of a Selection Committee for the position of Pro Vice-Chancellor (Learning & Teaching) as detailed in the document provided.
• Approved an amendment to the composition of the Selection Committee for Dean, Faculty of Engineering to include the Dean, Faculty of Science as a Member.

For action or noting by:  Vice-President (Administration), Director, Office of the Vice-President (Administration) & Director, Senior Executive Remuneration

 3          Confirmation of Minutes of Previous Meeting

3.1       Minutes of Meeting No. 8/2011

RESOLUTION            CL1/2012/4

Council confirmed the Minutes of Meeting No. 8/2011 held on Wednesday 14 December 2011.

For action or noting by:  Secretary to Council

4          Matters arising from the Minutes

4.1       Actions arising from previous Minutes

RESOLUTION            CL1/2012/5

Council noted the document detailing Actions arising as at 23 February 2012.

For action or noting by:  Secretary to Council

4.2       Student Services and Amenities Fee Update

RESOLUTION            CL1/2012/6

Professor David Copolov, Pro Vice-Chancellor (Major Campuses & Student Engagement) was in attendance for this item.

The Vice-Chancellor introduced the item noting that discussions with five of the seven student bodies had progressed on a collegial basis.  Of the other two, Monash Student Association (MSA) - representing Clayton based students and Monash University Gippsland Student Union (MUGSU) - representing Gippsland based students, discussions were difficult and ongoing, focussed on the type and level of service delivery in some areas.

During discussion the following matters were raised:

• service delivery, such as Counselling, requires a single approach across all campuses. Whereas most campus based student bodies agreed the University was best placed to deliver critical services, MSA (Clayton students) were suggesting that they prefer to supply some of the services.
• The University was attempting to marry the legislative requirements of the new amenities fee with existing student body funding agreements while ensuring that student bodies were no worse off.
• Dealing with seven campus based student bodies that do not have a uniform view adds to the complexity of discussions.
• MSA (Clayton based students) is the largest student body representing approximately 40% of students.
• MUGSU (Gippsland based students) had been impacted by declining student numbers necessitating greater assistance and support from the University outside the funding formula.
• Noting recent commentary by the National Union of Students, Council was informed that, by quantum, Monash was ranked as one of the best universities in Australia for support for student bodies and student focused services.

Concluding the discussion, the Chancellor suggested that the language used when communicating with students and student bodies be considered so to ensure clear messages are delivered, in particular so that students understand that the collected fees are expended entirely on student services.

The Vice-Chancellor was requested to provide Council with an update at Council Meeting 2/2012.

RESOLUTION            CL1/2012/7

Council noted the report provided detailing the status of implementation of the Student Services Amenities Fee.

For action or noting by:  Vice-President (Administration), Pro Vice-Chancellor (Major Campuses & Student Engagement)

4.3       University Risk Profile and Key Risks Dashboard

Mr Ian Pyman, Chairman of the Audit & Risk Committee and the Vice-Chancellor spoke to the revised format of the University Risk Profile and the accompanying Risk Dashboard Summary Report.

Commending the Profile and Dashboard to Council, and noting that refinements and developments were still being considered, Councillors were invited to comment.  The following suggestions were provided:

• additional legends would assist such as to explain the scale of ‘Major';
• if practicable, that the Risk Profile and Dashboard be presented to Council every six months;
• nomenclature such as ‘extreme' could be improved;
• given the University's offshore activities, should sovereign risk be included in the Profile; and
• following a range of suggestions relating to campus differentiation, Council noted that the development of ‘Performance Indicators' was still under development.

RESOLUTION            CL1/2012/8

Council received the University's Risk Profile and Key Risks Dashboard.

For action or noting by:  Chairman - Audit & Risk Committee, Secretary to Audit & Risk Committee, Director - Risk & Compliance

5          Chancellor's Business

5.1       Chancellor's Report to Council

The Chancellor reported on the following matters:

• the Chancellor commended Councillors for their contributions over recent years noting that Council and senior management had made considerable progress in a number of strategic areas including Monash Futures, offshore initiatives such as China and the Warwick Alliance, regional and offshore campuses differentiation and oversight of the budget process;
• Councillors are making a significant contribution to Monash and the community and will continue to be called upon to strategically address ongoing challenges arising from evolving externalities;
• Councillors were reminded that should they have any need on any matter, they were always able to contact the Chancellor or Vice-Chancellor at any time; and
• Mr Yehudi Blacher has agreed to join the Audit & Risk Committee.

RESOLUTION            CL1/2012/9

Council received the oral report of the Chancellor.

For action or noting by:  Secretary to Council

5.2       Australia Day Honours List 2012

The Chancellor invited Council to note the award of the Public Service Medal to Councillor Mr Yehudi Blacher.

Council, with acclamation, congratulated Mr Blacher.

The Chancellor further noted the many alumni, staff and friends of Monash who received Australia Day Honours.

RESOLUTION            CL1/2012/10

Council noted with acclamation the Australia Day Honours awarded to key individuals associated with Monash University as detailed in the paper provided.

For action or noting by:  Communications Consultant - Alumni Relations & Communications

5.3       Council Evaluation 2011

Introducing the item, the Chancellor thanked Councillors for their constructive comments and suggestions noting that some had already been acted on including:

• improved arrangements for Council Working Groups to report back to Council;
  
• the Council Conference was now focused on a particular thematic theme each year;
  
• the number of senior management in attendance at Council meetings has been reduced.
  
• Council Agenda and Supplementary Papers
  
  • presentation by Deans at Council meetings has been discontinued and replaced with a half day session where Councillors, senior management, Pro Vice-Chancellors & Presidents and Deans will be in attendance;
    
  • prior to finalising the agenda for each meeting, the Chancellor, Vice-Chancellor, Vice-Chancellor's Chief of Staff and the Secretary to Council meet to discuss and fine tune the Council agenda;
    
  • Executive Summaries for management reports need to be further developed;
    
  • meetings of Council will progress on the assumption that Councillors have read all agenda papers;
    
  • Performance Monitoring - non financial indicators. Councillors were invited to submit suggestions on the types of additional indicators they would like included;
    
  • holding Council meetings at campuses other than Caulfield and Clayton would be considered.

The Chancellor invited Councillors to provide further commentary on matters included in the evaluation.

• Regional and offshore campuses - the Chancellor advised that Councillors were invited to attend Graduation Ceremonies and related activities at the campuses.

  The Secretary to Council to provide a list of graduation dates to Councillors.

• Student sentiment and engagement - noting the diverse student population across the campuses, Dr Leanne Rowe agreed to liaise with Professor David Copolov and the Ancora Imparo Leadership Group with the objective of getting a group of the students to present to Council following a Council meeting.

The Chancellor thanked Councillors for their comments noting that this type of reflective self-evaluation served to further improve the governance arrangements of Council.

RESOLUTION            CL1/2012/11

Council discussed the Council Evaluation 2011.

For action or noting by:  Secretary to Council

5.4       Council Charter

Following a suggestion, section 6.11(a) of the Council Charter will be amended as follows:

• such Deputy Vice-Chancellors and Vice-Presidents that maintain a productive working relationship with Council and ensure that Council can receive appropriate advice at meetings.

RESOLUTION            CL1/2012/12

Council approved the Council Charter.

For action or noting by:  Secretary to Council

5.5       Report of the Monash University Student Ombudsman

RESOLUTION            CL1/2012/13

Council received the report of the Monash University Student Ombudsman.

For action or noting by:  Monash University Student Ombudsman

6          Vice-Chancellor's Business

6.1       Vice-Chancellor's Report

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

• a summary of the major themes for 2012 including the tight budgetary environment, campus differentiation, development of the Education Implementation Plan, revised Marketing Plan for 2012 to improve student recruitment and outcomes of the implementation by the Federal government of the Knight Review;
• Equity and Social Inclusion - Professor Sue Willis, Pro Vice-Chancellor (Social Inclusion) has achieved significant outcomes such that of the 2012 commencing domestic student cohort, 30% are the first person in their family to attend University.

Monash South Africa Review update

Mr Yehudi Blacher summarised for Council matters including the impact of student enrolment numbers on the campus budget, partnership discussions, the need to align the campus's trajectory with the local environment, Monash University's current course offerings and possible future professional offerings, the need for assistance to be provided to campus management to expand offerings, governance arrangements and the identification of new funding sources that may assist with the creation of an Education Precinct.

During discussion, matters raised included the opportunity provided by campus differentiation including the development of courses that meet the needs of South African citizens, the ongoing need to set achievable targets and meet budget projections, concern about future financial and management commitments from the University, and the ongoing strategic focus and enhanced engagement by the Council Working Group.

Campus Differentiation - Next steps for Monash University Gippsland

The Vice-Chancellor introduced the item and outlined a range of matters including the recent State government review into the delivery of tertiary education in the Gippsland Region, the features a new model for tertiary education in Gippsland would need to facilitate (refer page 92 of the agenda papers), and the three options canvassed in the document including the option preferred by senior management as it would deliver optimal outcomes for both Monash University and the Gippsland campus.

Professor Helen Bartlett, Pro Vice-Chancellor & President (Gippsland campus) spoke in support of the preferred option.

During discussion Councillors requested and received further information on the differences between Option 1 and 2, TEQSA requirements and consultation to-date and going forward.

Further, in response to the consultation query, the Vice-Chancellor advised that the NTEU had been briefed on the matter and should Council approve the proposed recommendation, that both internal and external consultation would take place including campus visits by the Vice-Chancellor and other senior staff.

Concluding the discussion, the Chancellor invited Councillors to contact him if they were willing to be a member of a Working Group that would assist with the development of the proposal.

RESOLUTION            CL1/2012/14

Council:

• Received the Vice-Chancellor's Report to Council.
• Received an update on Monash South Africa.
• Campus Differentiation - Next steps for Monash University Gippsland

   Council:

1. Noted the information provided;

2. Endorsed the development of a proposal, to establish Monash University Gippsland as a wholly-owned subsidiary of the University (with operating autonomy akin to Monash South Africa), but in the context of Monash University continuing to be part of the Gippsland community and continuing to contribute to improved education and research outcomes for the region;

3. Required that the development of such a proposal include wide consultation with internal and external stakeholders, particularly staff and students, and their representative bodies;

4. Noted that once developed a formal proposal will be brought back to Council for consideration later in 2012, with status reports to be provided through the process of developing the proposal.

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

6.2       Update on University Financials (December)

Mr David Pitt, Vice-President (Finance) & Chief Financial Officer advised that the consolidated Financial Statements for 2011 would include a write down on the value of plans and permits for the Western Precinct however this would not significantly change the End of Year result.

RESOLUTION            CL1/2012/15

Council received the draft Financial Reports for the period ending December 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

7          Resources and Finance Committee

7.1        Report of the Chairman of the Resources and Finance Committee

RESOLUTION           CL1/2012/16

Council received the oral report of the Chairman of Resources and Finance Committee.

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

7.2       Report of the Resources and Finance Committee

7.2.1     Receipt of the Report of the Resources and Finance Committee

RESOLUTION           CL1/2012/17

Council received the Report of Meeting No. 1/2012 of the Resources and Finance Committee held on Thursday 9 February 2012.

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

7.2.2     Matters considered by the Resources and Finance Committee

RESOLUTION           CL1/2012/18

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

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

8          Academic Board

8.1       Annual Report to Council by the President of the Academic Board

Professor John Sheridan, President of the Academic Board introduced his report by noting that the Academic Board had continued in 2011 to focus on contributing to the University's achievement of its strategies and thanked all members of the Academic Board for their valued contributions.

Professor Sheridan spoke to:

• the role of the Board and the positive contribution it makes to both the planning framework and the communication of University initiatives to the broader Monash community;
• the integral role of the Board in implementing the 2040 Agenda, Education and Research Strategies, TEQSA compliance and course design and approval processes;
• Campus Differentiation and the role of the Board in providing quality assurance;
• the focus for 2012, including contributing to the process of campus differentiation while maintaining oversight of the quality of new courses, contributing to the TEQSA registration process, input to the operationalising of ongoing initiatives such as South East University (China) and the Warwick Alliance and oversight of the MIGR alignment across the University.

In response to questions, Professor Sheridan advised Council that the Academic Board would continue to make a positive contribution within the framework of campus differentiation and that matters such as new course proposals from regional and offshore would continue to be reviewed and approved by the Board.

RESOLUTION            CL1/2012/19

Council received the Annual Report to Council by the President of the Academic Board.

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

9          General Business

9.1       Use of University Seal

RESOLUTION            CL1/2012/20

Council noted the report on the affixing of the Common Seal to documents executed under Seal pursuant to Statute 8.1, Section 3.3.

For action or noting by:  University Solicitor

9.2       Signing of Deeds of Credit Transfer - Council delegation

RESOLUTION            CL1/2012/21

Council:

Pursuant to paragraph 4.2.2 of the Seal and Deed Regulations, resolved that the Deans of the Faculties of the University, or such other person who occupies or acts in that position at the relevant time, has the power on behalf of the University, to execute, enter into, vary or terminate a deed not under seal, in which the substance is solely about the transfer of credit in the faculty for which the Dean is responsible.

Provided that:

• the deed is in a form previously certified by the University Solicitor's Office as a suitable "pro forma"; or
• has been recommended for signature by the University Solicitor's Office.

For action or noting by:  Director Policy, Office of the Pro Vice-Chancellor (Planning & Quality), University Solicitor, Deans and Faculty Managers (all faculties)

Next meeting

The next meeting of Council is scheduled to be held on Wednesday, 21 March 2012 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