There were present:

Mr J K Ellis (presiding)

Dr G A Knights, Deputy Chancellor

Mr P H Ramler AM, Deputy Chancellor

Professor D A Robinson, Vice-Chancellor and President

In attendance were:

Professor P LeP Darvall, Deputy Vice-Chancellor (Research and Development)

Professor J E Maloney, Deputy Vice-Chancellor (International & Public Affairs)

Mr P B Wade, General Manager

Mr J Julian, Director, Integrated Administrative Systems Project for item 4.2

Mr A McMeekin, Director, Information Technology Services Divisions for item 4.2

Professor M Evans, Associate Chair to Academic Board

Mr P Yates, Manager, Student Admissions & Records

Mr D Bruce, Manager, Media Liaison Unit

Ms F Darwin, MUFSO Convenor

Secretary:

Mr P Siggins, Manager, University Secretariat

An apology was received from Mr John Laurie. The Chancellor advised that he would write to Mr Laurie expressing Council's best wishes for a speedy recovery.

Council noted that a request for special leave from meeting 2/99 for Dr Mark Schapper was approved at Council meeting 1/99. Council approved a request for special leave from meeting 3/99 (10 May 1999) for the Chancellor. The Chancellor invited Dr Knights to chair meeting 3/99.

Items 1.1, 1.2, 1.3, 1.4, 1.5.1, 2, 3, 4, 5, 8, 9 and 10.5 were starred and discussed at the meeting.

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, approved or the information therein noted’.

At the request of a member, clarification was provided by the Vice-Chancellor and the General Manager in relation to the sub lease between Beraccom Pty Ltd and Monash University.

RESOLUTION CL2/99/32

Council noted the report of the Vice-Chancellor dated 3 March 1999 on the affixing of the Common Seal to documents executed under Seal pursuant to Statute 8.1, Section 2.1.5.

(File RMO97/0889)

Authorised observers were admitted to the meeting following confidential items.

The Minutes of Meeting No 1/99 held on 15 February 1999 were circulated.

RESOLUTION CL2/99/33

Council confirmed the Minutes of Meeting No. 1/99 held on Monday, 15 February 1999.

The Chancellor advised that in light of an important religious holiday, it was proposed to move the September meeting from Monday, 20 September 1999 to Monday, 27 September 1999. The Secretary undertook to ensure that there were no clashes between Council meeting dates and religious holidays. (Secretarial note: subsequent to the meeting, the Chancellor has endorsed a proposal that the September meeting be held on 17 September 1999 at Monash University Sunway Campus, Malaysia)

RESOLUTION CL2/99/63

Council approved the proposal to move the September meeting date for Council from 20 September 1999 to 27 September 1999.

The Chancellor advised members that he had received a letter from Mr Rogers responding to Council's minute of gratitude for Mr Roger's service as Chancellor and that Mr Rogers had requested that his thanks be extended to the members of Council.

The Chancellor invited members to put forward topics for discussion at the Council retreat to be held in mid year. The foreshadowed retreat would focus upon the role and strategy for Council and the Chancellor indicated he wished to bring to the 10 May 1999 meeting of Council a program for the mid year retreat developed from Council members' input.

The Chancellor reported that he had established a schedule of visits to campuses and faculties to advance his knowledge of the University. The Chancellor encouraged members to also progress or refresh their knowledge of Monash by making similar arrangements.

The Chancellor reported that he had been formally installed as Chancellor by the Governor of Victoria, His Excellency The Hon. Sir James Gobbo AC Kt, at the graduation ceremony held 9 March 1999 at the Robert Blackwood Hall. The Chancellor thanked those who participated in and attended the ceremony.

Members noted that item 7 Report of the Audit Committee, item 9 Report of the Resources and Finance Committee and item 12 Report of the Council of Monash University for the period 1/1/98 to 31/12/98 referred to the Consolidated Financial Statements for the year ending 31 December 1998.

The Vice-Chancellor and Mr Paul Ramler AM introduced discussion and Mr Peter Wade spoke to this item. Mr Wade provided an overview of the Consolidated Financial Statements of the University and explained the procedures involved in compiling the Statements and the presentation of the documentation. He warned that the formal reporting requirements for the Consolidated Financial Statements added complexity to the accounts and could lead to misleading impressions, for example, the University appeared to have a substantial surplus when, in reality, most of this "surplus" comprised the "roll in" capital funding from the Commonwealth, was already committed and thus not available for further distribution.

Mr Wade highlighted various elements within the Statements particularly commenting on the asset write downs as set out under note 2 of page 7,10 in relation to Monash International Pty Ltd. Mr Wade explained that the asset write down for Monash International should be understood in the context of the University's decision to bring the operations of Monash International under the broad management of Monash Global and the impact of the Indonesian economic and political crisis. At the request of a member, Mr Wade agreed that he would make arrangements for further briefings of Council members on both the Financial Statements and the University's Budget.

There was also comment under this item on the Integrated Administrative System Budget, particularly hardware costs, but full discussion was deferred to item 4.2 Information Infrastructure (see minute 4.2).

RESOLUTION CL2/99/34

Council adopted the University’s Consolidated Financial Statements for the Year Ending 31 December 1998.

(File RMO97/0611)

The Vice-Chancellor introduced reports from Mr John Julian, Director, Integrated Administrative Systems Project on the Integrated Administrative Systems Project and from Mr Alan McMeekin, Director, Information Technology Services Division on the Student and Staff Intranet.

Mr Julian provided an oral report and tabled a paper titled IAS Project Systems Summary together with a chart setting out a summary of existing systems to be impacted by the IAS Project and displaying those that would have to be replaced. In his presentation, Mr Julian provided a history of the development of the Project and outlined the pressing needs for replacement of old systems including non-compliance in relation to Y2K. He particularly highlighted risk assessment issues in relation to the system going live, specifically discussing testing, funds management, security and training.

Mr Julian reported that the SAP Finance and Human Resource system would be operational as planned on 3 May 1999. The issues are to do with the desirability or otherwise of cutting over on a particular date from the legacy systems. While the "switch-on" date remained unchanged at 3 May, "cut-over" date had still to be finalised following completion of the risk analysis.

In the discussion of Mr Julian's presentation, the cost over-run in relation to the IAS hardware budget was noted. Concern was expressed about the over-run as detailed on page 9,56 and questions were raised as to the circumstances leading to it. In discussion, members were reminded that the University had committed itself to the project and its successful implementation. Given the degree of complexity in installing and implementing the system, some unexpected costs were to be anticipated. Council received assurances that the degree of over-run was being well managed. There were further questions and discussion of staff training in relation to the system.

At the conclusion of discussion, the Chancellor extended thanks to Mr John Julian for his presentation and assured Mr Julian that the Integrated Administrative Systems Implementation Project had the full support of Council.

Mr Alan McMeekin presented an oral report on the development of a student and staff intranet at Monash. Mr McMeekin advised that the student and staff intranet at Monash would be a fundamental component of the infrastructure of the University and would provide for staff and students capacity to connect to key services and organisational information. As such, the intranet would provide a one-stop front end for accessing most of the University's web based information services. The intranet would be phased in over time with the first introduction being in semester 2 of 1999. A reference group had been established and a program of visits to faculties was being organised. In closing his remarks, Mr McMeekin said that the Monash intranet would in due course become the most common IT application used by staff and students across the University.

Council members raised questions in relation to intranet interaction between staff members and in relation to the integration of library services via the intranet.

The Chancellor thanked Mr McMeekin for his presentation.

(File RMO97/1316, RMO97/0217)

The Chancellor invited the Vice-Chancellor to introduce discussion of this item.

The Vice-Chancellor advised Council that to date, four Victorian universities had adopted resolutions opposing the proposed legislation on voluntary student unionism that would effectively prevent Australian universities from collecting money on behalf of student organisations.

The Vice-Chancellor noted that Council members had received a copy of the Australian Vice-Chancellors' Committee (AVCC) policy on this matter, a background paper prepared by the two student representatives on Council, Ms Jacqui Cameron and Mr Darriel Jeffree, incorporating an analysis by the Monash Federation of Student Organisations, together with an analysis of the impact of the proposed legislation prepared by a working group set up by the Vice-Chancellor.

The Vice-Chancellor proposed that the motion circulated with the Council papers be amended by deleting the words 'gravely' and 'jeopardise' from paragraph 3. The Vice-Chancellor then moved that the motion, as amended, be adopted by Council.

There was further discussion of the proposed legislation and its impact on the University.

The following resolution was adopted unanimously by Council:

RESOLUTION CL2/99/35

Council:

• Supported the AVCC policy on the membership of student organisations;

• recognised that the wide range of student funded and student managed organisations provided a diverse range of cultural, social and recreational services and amenities, together with well researched, balanced and representative advice, and so contributed significantly to a vibrant Monash University environment; and

• considered the proposed legislative amendment to the Higher Education Funding Act, 1988, an unwelcome and uncalled for intrusion into the affairs of Monash University and, if instituted, would compromise the capacity of the University to provide students with a world class learning environment and compromise the international competitiveness of the University.

The Vice-Chancellor advised Council that he would write to the Federal Minister for Education, Employment and Youth affairs, Dr David Kemp, informing him of Council's view.

(File RMO97/0057)

Council noted that at meeting 1/99, some members had requested a rather more strategically focussed presentation of the Learning and Teaching Operational Plan (LTOP) so that future directions could be more clearly articulated. A summary of the LTOP prepared in light of this advice was circulated with the minutes of meeting 1/99.

The Chancellor commented that the summary of the LTOP was an excellent paper and responded most appropriately to Council's request. The Chancellor extended, on behalf of Council, thanks to Professor Alan Lindsay, Chair of Academic Board and Professor Merran Evans, Associate Chair of Academic Board.

(File RMO98/2562)

(File RMO98/0598)

The Executive Committee of Council, acting under its delegation from Council, met on 24 February 1999 and approved an offer of appointment in relation to the following Chair:

Chair of Electronic Commerce in the Centre of Electronic Commerce

RESOLUTION CL2/99/36

Council noted the approval granted by the Executive Committee of Council for an offer of appointment as detailed in the document presented.

(File RMO98/3123)

RESOLUTION CL2/99/37

Council received the report of the Audit Committee meeting held on 11^th March 1999.

(File RMO97/1579)

RESOLUTION CL2/99/38

Council adopted the final draft version of the University’s 1998 accounts noting that the accounts were still subject to final clearance by the Auditor-General.

Council members were invited to refer to section 3 of the Audit Committee Report and noted the proceedings of the Committee.

Items included:

• External audit engagement letter

• Progress report on the audit of the 1998 accounts

• Accounting for unfunded State Superannuation liability

• Accounting policies – Internal use software and borrowing costs

• Year 2000 Issue

• Summary of major activities and reports issued since the last meeting

RESOLUTION CL2/99/39

Council noted the proceedings of the Audit Committee as detailed in the document presented.

A member noted developments in relation to Southern Africa as set out under item 4 of the Report of the Corporate Planning Committee and requested background information in relation to this matter. Professor John Maloney, Deputy Vice-Chancellor (International and Public Affairs) briefed the meeting on developments and commented that the University's initial approaches had provided valuable insights into the education sector in South Africa and Southern Africa generally. The process for the University in progressing developments would now be to develop an extensive plan, including an exhaustive business plan. Professor Maloney indicated that he would inform Council as matters progressed.

RESOLUTION CL2/99/40

Council received the report and noted the proceedings of the Corporate Planning Committee of Council meeting 1/99 held on Friday, 5 February 1999.

(File RMO97/0884)

(File RMO98/0946)

RESOLUTION CL2/99/41

Council received the report of meeting 1/99 of the Resources and Finance Committee held on Tuesday, 9 March 1999.

RESOLUTION CL2/99/42

Council noted that Resources and Finance Committee had ratified the Consolidated Financial Statements of the University and of the Controlled Entities and Trusts, subject to Audit Committee and the Auditor General’s Report and forwarded them to Council with the recommendation that they be adopted.

RESOLUTION CL2/99/43

Council received and accepted the recommendation of Resources and Finance Committee that Monash University accept a ten year facility offered by the National Australia Bank, and authorised the Assistant General Manager (Financial Services) and the Treasury Manager to sign documentation relating to this offer on behalf of Monash University.

RESOLUTION CL2/99/44

Council received and accepted the recommendation of Resources and Finance Committee to approve, in principle the sale of land and buildings situated at 730 Blackburn Road, Clayton to Monash University Foundation Pty Ltd, and provide a loan facility to the Foundation to fund the purchase.

Final approval would be subject to the Board of Directors of Monash University Foundation Pty Ltd approving the purchase.

At the request of a member, the General Manager clarified the process by which formally endorsed university suppliers are selected. Council noted that such appointments are made on a competitive basis and that this was an efficient and accepted practice.

RESOLUTION CL2/99/45

Council received and accepted the following recommendations of Resources and Finance Committee:

That when goods or services are sourced from a formally endorsed, university supplier, quotations are only required for orders exceeding $150,000.00. Under these circumstances at least three quotations are required, one of which must be from an endorsed supplier.

That the current Westpac corporate card be replaced with a purchasing card facility subject to the Assistant General Manager (Financial Services) clarifying the impact on the implementation of the new finance system.

Council members were invited to refer to section 2 of the Resources and Finance Committee Report and noted the proceedings of the Committee.

Items included:

Monash University Borrowings: IAS Project

Integrated Administrative System – Progress Report

Year 2000 – Monash University and Controlled Entities

At the request of a member, Professor Peter Darvall, Deputy Vice-Chancellor (Research and Development) clarified the arrangements put in place to oversee Y2K compliance activities. Professor Darvall commented that it was prudent to establish a senior group to oversee Y2K compliance as this would ensure an appropriate monitoring and follow up of those plans and activities already in place as well as for new initiatives. Council members noted the advice of the Vice-Chancellor that Y2K compliance was a standing report on the agenda of the Resources and Finance Committee. At the conclusion of discussion, it was noted that Y2K compliance would become a standing report on future Council agendas through proceedings of the Resources and Finance Committee.

RESOLUTION CL2/99/46

Council noted the proceedings of the Resources and Finance Committee as detailed in the document presented.

RESOLUTION CL2/99/47

Council received and noted the report of Meeting 2/99 of the Academic Board held on Wednesday, 24 February 1999.

(File RMO99/0550)

RESOLUTION CL2/99/48

Council approved the proposal of the Board of the Faculty of Law to appoint the following staff as Associate Deans for the terms specified:

Associate Dean – Professor M Neave from 1 January 1999 to 30 June 1999

Associate Dean (International) – Professor H P Lee from 1 January 1999 to 30 December 1999

Associate Dean (Teaching) – Dr B McSherry from 1 January 1999 to 30 December 1999

Associate Dean (Research) – Associate Professor M Pittard from 1 January 1999 to 30 June 1999 and Associate Professor J Glover from 1 July 1999 to 31 December 1999.

(File RMO97/0722)

RESOLUTION CL2/99/49

Council approved the proposal of the Board of the Faculty of Medicine to appoint the following staff member as Associate Dean for the term specified:

Associate Dean (Information Technology) - Associate Professor B Cesnik from 1^st January 1999 to 31^st December 2000

(File RMO98/2922)

RESOLUTION CL2/99/50

Council approved the proposal from the Board of the Faculty of Medicine to establish the position of Professor/Director of Vascular and General Medicine at Dandenong Hospital.

(File RMO98/0296)

RESOLUTION CL2/99/51

Council approved the proposal of the Faculty of Engineering to fill the Chair of Fluid Mechanics.

(File RMO98/2135)

RESOLUTION CL2/99/52

Council approved the proposal of the Board of the Faculty of Medicine to award the degree of Doctor of Medicine to Dr. Jonathon William Serpell, for his thesis titled "Clinical and experimental studies in factors influencing local recurrence and survival in patients with soft tissue sarcomas, including desmoid tumours".

(File RMO98/0448)

The following resolution was approved by Council on the understanding that the University Solicitor's office would provide enabling legislation in due course.

RESOLUTION CL2/99/53

Council approved the proposal of the Board of the Faculty of Medicine that the Chairperson of the Scholarships and Graduate Matters Committee of the Faculty be deleted from Faculty Board membership.

(File RMO98/3124)

Council members were invited to refer to parts B and C of the Academic Board report and noted the proceedings of the Board. Items included:

New Course Proposals

Major Amendments to Courses

Faculty of Business & Economics and Monash Mt. Eliza Business School

At the request of a member, the Vice-Chancellor provided an update on discussions between the University and Monash Mt Eliza Business School and Council noted that discussions were proceeding.

Admissions Report – Update on Student Selection and Enrolment (1999)

At the request of a member, it was agreed that a further report on admissions would be provided to a future meeting when census date figures were settled. Professor John Maloney, Deputy Vice-Chancellor (International and Public Affairs) reported on international enrolments and Council noted the successful outcome of the enrolment period for this category of students in the context of the current economic climate in Asia.

Monash Transition Program

The Development of a Student and Staff Intranet at Monash

Research Matters

Monash Asia Institute and its Contribution to International Relations

At the request of a member, Professor John Maloney, Deputy Vice-Chancellor (International and Public Affairs) reported on the success of Monash University's involvement in 'second track diplomacy' initiatives.

Integrated Administrative Systems – Progress Report

New Subject Proposals

Special Consideration

Discipline and Grievance Procedures for Open Learning Students

RESOLUTION CL2/99/54

Council noted the proceedings of Meeting 2/99 of the Academic Board held on 24 February 1999, as detailed in the document presented.

(File RMO98/0946)

RESOLUTION CL2/99/55

Council received the report and noted the proceedings of Meeting AC7/98 of the Gippsland Advisory Council held on Tuesday, 24 November 1998.

(File RMO97/088)

RESOLUTION CL2/99/56

Council approved the Annual Report of the Council of Monash University 1998 for forwarding to the Minister for Education.

(File RMO99/0006)

RESOLUTION CL2/99/57

Council noted that Professor Nicholas Keks had accepted the offer of appointment – Fixed-Term Professor of Hospital and Community Psychiatry – Faculty of Medicine.

(File Staff)

This matter was also dealt with under the Report of the Academic Board - item 10.2.3 referred.

RESOLUTION CL2/99/58

Council approved the proposal to advertise and fill the position of Professor/Director of Vascular and General Medicine, Dandenong Hospital, in accordance with the relevant academic award classification standards.

(File Personnel)

RESOLUTION CL2/99/59

Council approved the proposal to advertise and fill the Chair of Injury Prevention in accordance with the relevant academic award classification standards.

(File Personnel)

This matter was dealt with in camera as the final item of the agenda for the meeting. A report of the Selection Committee for the Deanship of the Faculty of Arts was tabled.

RESOLUTION CL2/99/60

Council approved that an offer of appointment as Dean, Faculty of Arts, as per the report of the Selection Committee, be made to the person named in the document presented.

RESOLUTION CL2/99/61

Council approved the establishment of the selection committees for the following:

Professor/Director of Vascular and General Medicine, Dandenong Hospital

Chair of Injury Prevention

Chair of Fluid Mechanics

as detailed in the document presented.

(File Personnel)

RESOLUTION CL2/99/62

Council received reports from the following staff:

Faculty of Medicine

Professor J N O’Neil, Pharmacology

Professor G C Smith, Psychological Medicine

Dr P J M Tutton, Anatomy

(File RMO97/0028)