Meeting No. 1/2000 of the Monash University Council was held between 5.00 pm and 6.45 pm on Monday, 14 February 2000, in the Sir George Lush Room, Administration Building 3a, Clayton Campus

Mr J K Ellis, Chancellor (presiding)

Dr G A Knights, Deputy Chancellor

Mr P H Ramler AM, Deputy Chancellor

Professor D A Robinson, Vice-Chancellor and President

Professor A W Lindsay, Chair of Academic Board

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

Mr P Marshall, Acting General Manager

Mr J Matthews, Assistant General Manager (Financial Services)

Mr P Siggins, Manager, University Secretariat

In opening the meeting, the Chancellor welcomed Mrs Colleen Kenny, undergraduate student member, to her first meeting of Council and also welcomed Mr Peter Marshall as Acting General Manager. The Chancellor advised that Ms Alison Crook AO, Deputy Vice-Chancellor and Vice-President (Resources), would be in attendance from the next meeting of Council.

An apology was received from Associate Professor Louise Adler.

Council approved a request for special leave for meeting 7/2000 (13 November) for the Chancellor. (Council noted the Chancellor’s advice that a Deputy Chancellor would preside at that meeting.) Council approved a request for special leave for meetings 1/2000 (14 February), 4/2000 (26 June) and 7/2000 (2 October) for Ms Ann Sherry.

Items 1.1 Apologies, 1.2 Special Leave, 1.3 Starring of Items, 1.4 Approval of Non-Starred Items, 1.5.1 Vice-Chancellor’s Issues and Speculation, 1.5.3 Use of the University Seal, 2 Confirmation of Minutes of Previous Meeting, 3 Chancellor’s Business, 4 Vice-Chancellor’s Business, 6.1 Separation Agreement – Monash Mt Eliza Graduate School of Business and Government Limited (MME) and Monash University, 7.3 Proceedings of Equal Opportunity Committee, 9.2 Legislation – Statute 2.7, and 9.4 Monash Unicomm Pty Ltd: Strategic Plan 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 or the information therein noted’.

The Vice-Chancellor spoke to this item.

The Vice-Chancellor advised that settlement of the Separation Agreement had been discussed with the parties involved before Christmas 1999 and that the Executive Committee of Council, acting under its delegation from Council, had endorsed the Separation Agreement. The agreement would be put before the Board of MME and would, if agreed, proceed to the Annual General Meeting of the shareholder and guarantor members of MME on 31 March 2000. If all necessary approvals were granted, separation would be effective from 31 December 2000.

(Secretarial note: minute 6.1 also refers)

The Vice-Chancellor advised that Professor Gill Palmer had been appointed to the position of Dean, Faculty of Business and Economics. Professor Palmer would commence at Monash in July 2000.

The Vice-Chancellor reported on a number of projects in which the University had successfully tendered and which would result in Monash skills and experience being made broadly available. These included:

The Vice-Chancellor advised that following adoption of the report of the Gippsland Working Party by Council, a working group comprising Professor J Anderson, Ms K Spierings and Dr K Macrae had been formed to progress the implementation of academic and other recommendations contained in the report. The Vice-Chancellor’s Group would take carriage of recommendations concerning the appointment of a Pro-Vice-Chancellor for the Campus and the establishment of the Institute of Regional Studies and the Academic Forum. Further consideration to the recommendations would be given by the Committee of Deans at its next meeting on Tuesday, 22 February 2000. An update of developments would be provided to the 2^nd March 2000 meeting of the Gippsland Advisory Council.

The Vice-Chancellor noted that a letter had been received by Council members requesting acknowledgement of indigenous land and furthering the cause of reconciliation. The Vice-Chancellor noted that similar letters had been sent to other universities and that it was not possible to respond to the letter in the terms outlined as this would be contrary to the Monash University Act. However, the matter had been discussed with the Director of the University’s Centre for Australian Indigenous Studies. The Director had had discussions with the student and had outlined opportunities to work with members of the Koorie community. The Vice-Chancellor outlined a particular opportunity which was the Mullum or scarred tree project which had been offered to Monash University by the Koorie Cooperative of Healesville. It was envisaged that this tree would have a descriptive plaque appropriately worded for the occasion. The Vice-Chancellor further advised that the Director was the appropriate contact in this regard and that he had finalised the matter in a letter to the student concerned.

The Vice-Chancellor reported on two issues that were closely linked and would be under consideration by the University:

The Vice-Chancellor reported that this issue had arisen from consideration of the Global Development Framework and concerned managing Monash in light of the University’s global developments. The Vice-Chancellor’s Group had given consideration to clarifying the current position, and were currently in the process of identifying issues and would consequently be seeking to establish an appropriate framework to embrace Monash Malaysia, South Africa, King’s College, London and any further developments. The Vice-Chancellor anticipated that by June the Chancellor would be able to bring specific proposals to Council.

The Vice-Chancellor noted that the administrative work of the University and the academic programs of the University would be increasingly delivered on-line. During 2000, there would be further progress to deliver university services and activities electronically and the Director, Information Technology would focus on identifying the necessary systems. In this context, the Vice-Chancellor also commented on capitalising on the intellectual power of the Monash community, on intellectual property policy, and the capacity of the University to foster new initiatives such as the start-up of new companies and courseware and research initiatives.

(File RMO97/1107)

RESOLUTION CL1/00/1

Council received the reports of meeting 3/1999 held on 15 December 1999 and meeting 1/2000 held on 31 January 2000.

Council noted the advice from the Chancellor (Chair, Corporate Planning Committee of Council) that the Corporate Planning Committee of Council had fulfilled its brief and its continuance was no longer necessary. Council noted that the Membership Committee had unanimously supported the Chancellor’s recommendation that the Corporate Planning Committee of Council be disestablished.

RESOLUTION CL1/00/2

Council approved the disestablishment of the Corporate Planning Committee of Council.

(File RMO2000/0237)

RESOLUTION CL1/00/3

Council congratulated Ms Ann Sherry and Mr John Hutchinson on their appointment by the Governor-in-Council for terms commencing 1/1/2000 and ending 31/12/2002.

(File RMO97/1111)

Council noted that the Membership Committee had resolved to bring two names (one male, one female) to Council at its first meeting in 2000 for recommendation for appointment as Council members under Section 7(1)(h) of the Monash University Act 1958. The Membership Committee sought to identify persons with marketing and financial expertise to consolidate the range of experience across the membership of Council. The Chancellor advised that two such distinguished people with the necessary expertise had been identified and that they had indicated that they would be willing to serve on Council. The Chancellor proposed their appointment. Council noted that the appointment of the persons named was subject to, in one case, approval of appointment by an external board and in another, subject to meeting with the Chancellor and Vice-Chancellor.

RESOLUTION CL1/00/4

Council approved the appointment of the persons named by the Chancellor subject to the conditions as outlined in the Chancellor’s advice.

RESOLUTION CL1/00/5

Council noted the proceedings of the Membership Committee meetings held on 15 December 1999 and 31 January 2000 as detailed in the documents presented.

(File RMO97/1274)

A Council member noted the sealing of two copies of each of two "Officer’s Deed of Indemnity" between Monash University and Officers of the University dated 17 December 1999. The member requested advice as to the extent of the indemnity provided and the Acting General Manager responded. Mr Marshall provided information on the history of the establishment of these indemnities. In discussion, the member raised the general issue of appointments as directors and secretaries of boards of companies within the University and indicated that it was necessary for Council members to be informed about these appointments and the extent to which indemnities had been provided. The Chancellor suggested that these issues should be addressed in the context of the Vice-Chancellor’s consideration of governance in the University.

RESOLUTION CL1/00/6

Council noted the report of the Vice-Chancellor dated 2 February 2000 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 8/99 held on 13 December 1999 have been circulated.

RESOLUTION CL1/00/7

Council confirmed the Minutes of meeting No. 8/99 held on Monday, 13 December 1999.

The Chancellor congratulated the University on the successful outcome of its preparations for Y2K. In particular, congratulations were extended to Professor Peter Darvall, to Mr Max Robinson and to all members of the Year 2000 Steering Committee.

The Chancellor outlined his vision for the Council year ahead. In addressing the meeting, he emphasised the need for continuity in managing the activities and projects that had already commenced including eMonash, the teaching and learning plan and the research management plan. The Chancellor indicated that there was a need to be diligent in Council’s oversight of ventures that increasingly contained an element of risk in a competitive environment. The Chancellor advised that he would be discussing with members individually through the year their contribution to and participation in Council business. He urged Council members to research the University and to fill out their knowledge of its diverse operations. He foreshadowed the holding of a strategy meeting of Council members in the second half of the year to discuss direction, governance and other issues. Members supported the holding of such a meeting.

RESOLUTION CL1/00/8

Council approved that meeting 2/2000 scheduled for 20 March 2000 be held at the Parkville Campus.

Secretarial note: the schedule and venues for Council meetings in 2000 are as follows:

1/2000 Monday, 14 February 5.00 pm Clayton

2/2000 Monday, 20 March 5.00 pm Parkville

3/2000 Monday, 8 May 5.00 pm Clayton

4/2000 Monday, 26 June 5.00 pm Caulfield

5/2000 Monday, 14 August 5.00 pm Clayton

6/2000 Monday, 2 October 5.00 pm Clayton

7/2000 Monday, 13 November 4.00 pm Berwick

8/2000 Monday, 18 December 4.30 pm Clayton

(File RMO97/1217)

A paper Induction Program 2000 had been distributed. The Chancellor spoke to the program and recommended its endorsement. Members noted that the program included a session to be presented by Dr Simon Marginson and that Dr Marginson was the author of a history of Monash titled Monash; Remaking the University which would be launched in March. The Chancellor encouraged members to attend the launch and to also participate in the graduation ceremonies of the University.

RESOLUTION CL1/00/9

Council endorsed the Induction Program 2000 as detailed in the document present.

(File RMO99/0062)

RESOLUTION CL1/00/10

Council noted with acclamation Australia Day Honours awarded to key individuals associated with Monash and Monash Alumni as follows:

(File RMO99/0190)

A paper titled University and Private Practice Policy had been distributed following distribution of the agenda. The Vice-Chancellor introduced the paper advising that it brought up-to-date a redundant set of guidelines. The production of the Policy was particularly timely in light of the NSW Auditor General’s Report which referred to the matter of standards for university paid outside work. The Vice-Chancellor invited the Acting General Manager to present the paper. Mr Peter Marshall advised that the Policy replaced the paid outside work rules for academic staff. These rules were no longer appropriate as they only applied to full-time academic staff (not general or fractional staff) and did not recognise the broadening roles of academic and general staff or provide sufficient incentives for the University’s staff to undertake work that could raise revenue for the University. Extensive consultation had been undertaken in developing the Policy and Mr Marshall commended the Policy to Council.

In discussion, members raised some concerns that the process of consultation had not been extensive enough and suggested that key members of the academic community such as the Committee of Associate Deans (Research) have the opportunity for further input. Concerns were also expressed regarding the setting out of the document and there was comment that the proposed policy would need further editing. It was also suggested that the proposed Policy might have a negative impact for some high achieving staff in the University.

In response to these comments, the Vice-Chancellor advised that the purpose of the Policy was to provide incentives for people to do further work. The Policy provided for individuals to benefit from their engagement with University practice as well as private practice and this was intended to be explicit in the Policy.

In further discussion it was commented that conflict of interest would need to be dealt with more extensively and that it would be appropriate for the University to maintain a register of private work that had been undertaken. The Policy would also need to take account of the impact of the GST later in the year.

In drawing the discussion together, the Chancellor noted that there was a commonality of view of the overall philosophy and direction of the Policy but that the clarity of the document would need attention.

RESOLUTION CL1/00/11

Council received the Policy document University and Private Practice Policy and gave in principle support to the Policy’s overall direction. However, Council noted the need for additional collaborative work to be undertaken to refine the presentation of the document and the clarification of perceived anomalies and agreed to give further consideration to an amended version of the Policy at its next meeting.

(File RMO98/0184)

There were no matters arising.

(File RMO98/0598)

The Executive Committee of Council, acting under its delegation from Council, met on 14 January 2000 and endorsed the Separation Agreement - Monash Mt Eliza Graduate School of Business and Government Limited and Monash University in order that it could be presented to an Extraordinary General Meeting of the shareholder and guarantor members of MME as soon as possible.

(Secretarial note: A member requested an update on developments. Minute 1.5.1.1 refers.)

The Executive Committee of Council, acting under its delegation from Council, met on 21 January 2000 and approved an offer of appointment to the position of Dean, Faculty of Business and Economics be made to Professor Gill Palmer.

RESOLUTION CL1/00/12

Council noted the approvals granted by the Executive Committee of Council at meetings held 14 January 2000 and 21 January 2000.

(File RMO99/0566)

(Secretarial note: Minutes 1.5.1.1and 9.1.1 refer.)

RESOLUTION CL1/00/13

Council received the report of the Equal Opportunity Committee meeting held on 14 December 1999.

(File RMO97/1578)

RESOLUTION CL1/00/14

Council approved that the membership of the Subcommittee for Student Equity and Access be extended to include the Director of the Centre for Australian Indigenous Studies.

(File RMO98/1286)

RESOLUTION CL1/00/15

Council approved the following alterations to the membership of the Equal Opportunity Committee:

Deputy Vice-Chancellor (Academic and Planning) or nominee.

(File RMO98/1865)

A member noted that a report of the Centre for Australian Indigenous Studies had been presented by Professor Eleanor Bourke, Director of the Centre. The member commented that the report was to be commended and wished to obtain a copy of the report. Dr Geoffrey Knights agreed to make available a copy of the report for the member’s information.

RESOLUTION CL1/00/16

Council noted the proceedings of the meeting of the Equal Opportunity Committee held on 14 December 1999.

RESOLUTION CL1/00/17

Council received the report and noted the proceedings of the Gippsland Advisory Council meeting 7/99 held on 30 November 1999.

(File RMO97/0888)

RESOLUTION CL1/00/18

Council noted that the following had accepted their respective offers of appointment and wished to pass on their thanks to Council:

RESOLUTION CL1/00/19

Council noted that the following had accepted their respective offers of appointment approved by the Special Professorial Appointments Subcommittee of Council:

(File Personnel)

RESOLUTION CL1/00/20

Council, subject to Academic Board agreement to the advertising and filling of the chair, approved the advertising and filling of a Chair of Jewish Civilisation, Faculty of Arts, and the establishment of the selection committee for an appointment to the position as detailed in the document presented.

(File RMO98/1482)

(File RMO99/0564)

(File RMO97/1357)

(File RMO98/3081)

(File RMO97/1357)

RESOLUTION CL1/00/21

Council approved the nomination of Council members as Council’s nominees to the selection committees as detailed in the document presented.

(File RMO98/1382)

(File RMO97/1504)

A member raised the question of representation of postgraduate students across student forums of the University and commented that there was a disproportionately low representation of postgraduates. Responding to the member’s observations, Mr Paul Ramler AM, Deputy Chancellor, advised that the question of student representation had been problematic for a number of years since the period of major amalgamations. One of the tasks to be undertaken by the University was the creation of a governance model appropriately representative of all student populations and bodies and with capacity to communicate to Council.

In the context of this discussion, another member raised concern about the drafting of the legislation in relation to the creation of a university-wide amenities council. The member noted that the university amenities council is mentioned at various points in the legislation but that Part 1 of Statute 2.7 does not include a definition of university amenities council. It was agreed that notwithstanding this observation, that the legislation should be made and that the question of appropriate drafting be referred to the office of the University Solicitor.

(File RMO97/1571)

Constitutions of student Organisations for the Clayton Campus Regulations (Amendment of Part 1 2000)
(File RMO97/1572)

Constitution of the Monash Union of Berwick Students Regulations (Amendment No 1 2000)
(File RMO2000/0281)

RESOLUTION CL1/00/22

Council made:

(File RMO2000/042)

RESOLUTION CL1/00/23

Council conferred an award in absentia as detailed below:

Mark Edward Batistich – Bachelor of Laws

(File RMO98/1493)

A document, Monash Unicomm Pty Ltd: Strategic Plan Towards 2002 was separately distributed for the information of Council members.

Mr Paul Ramler AM, Deputy Chancellor, spoke to the document. Mr Ramler advised that the plan needed to be understood in the context of the relatively recent establishment of Unicomm Pty Ltd., eighteen months ago. He outlined the circumstances which had led to the establishment of Unicomm and how its creation had acted as a catalyst to resolve the lack of seamlessness and the presence of duplication between the two student bodies at Caulfield and Clayton. Mr Ramler reported that progress had been substantial and that there was a shared understanding of the University’s direction among the students and administrative staff involved. He advised that he hoped to report back to Council in the next six months with an identified process for the provision of University-wide services. He also noted that the issue of student representation was being addressed within current discussions and that a high level of goodwill and optimism prevailed in this last phase of the restructuring process. His final comment was that the plan presented had been made possible by the articulation of the broader processes outlined in Leading the Way: Monash 2020.

Following Mr Ramler’s presentation, the Chancellor expressed his gratitude on behalf of Council for Mr Ramler’s work and looked forward to Mr Ramler’s further report on these matters later in the year.

RESOLUTION CL1/00/24

Council received and noted the Monash Unicomm Pty Ltd: Strategic Plan Towards 2002 and recorded its gratitude for the work of Mr Paul Ramler AM, Deputy Chancellor.

(File RMO99/0525)

Council noted that with the resignation of Dr Paul Rodan from the University, who was recently elected to fill the position of a general staff member on Council for a term commencing 1/1/2000 to 31/12/2001, a casual vacancy had arisen. Nominations had been called and closed on 2 February 2000. As there were more than one nomination, a ballot would be held at 12.00 noon on Monday, 13 March 2000.

RESOLUTION CL1/00/25

Council noted the information.

(File RMO98/2168)

RESOLUTION CL1/00/26

Council received reports from the following staff:

Faculty of Arts

Associate Professor Helen Marriott, School of Asian Languages and Studies (1998)

Associate Professor Uschi Felix, Language Centre (1999)

Dr Susan Blackburn, School of Political and Social Inquiry (1998)

(File RMO98/1608)