Meeting No. 5/2000 of the Monash University Council was held between 5.00 pm and 7.50 pm on Monday, 14 August 2000, in the Sir George Lush Room, Ground Floor, Building 3a, Clayton Campus

Mr J K Ellis, Chancellor (presiding)

Dr G A Knights, Deputy Chancellor

Mr P H Ramler AM, Deputy Chancellor (Mr Ramler took the Chair from 6.30 pm until the close of the meeting)

Professor D A Robinson, Vice-Chancellor and President

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

Ms A Crook AO, Deputy Vice-Chancellor and Vice-President (Resources)

Professor H Le Grand, Dean, Faculty of Arts for item 4.4

Mr J Matthews, Divisional Director, Financial Services

Mr P Yates, Manager, Student Admissions and Records for item 6.5

Mr R Sawyer, FLT Project Manager, Mr N Bailey, Manager, Development and Integration, Ms E Feher, Intranet Administrator, and Mr M Ridgway, Technical Assistant - Information Technology Services Staff for item 3.2

Mr P Siggins, Manager, University Secretariat

In opening the meeting, the Chancellor welcomed Mrs Colleen Kenny and advised that Associate Professor Louise Adler and Professor Homer Le Grand would attend the meeting at 6.00 pm.

An apology was received from Dr Ian Allen.

At Council meeting 1/2000 (14 February), Council approved requests 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) and for meeting 6/2000 (2 October) for Ms Ann Sherry. At Council meeting 2/2000 (20 March), Council approved a request for special leave from meeting 5/2000 (14 August 2000) for Professor Alan Lindsay. At Council meeting 4/2000 (26 June), Council approved requests for special leave from meeting 6/2000 (2 October) for Mr Paul Ramler and Ms Dale Halstead.

At Council meeting 5/2000 (14 August), Council received a request for special leave from meeting 6/2000 (2 October) for Associate Professor Louise Adler.

Items 1.1 Apologies, 1.2 Special Leave, 1.3 Starring of Items, 1.4 Approval of Non-Starred Items, 1.5.1 Chancellor’s Discussions with Members of Council, 1.5.2 Report of the Membership Committee, 1.5.3 Vice-Chancellor’s Issues and Speculations, 1.5.4 Use of the University Seal, 2 Confirmation of Minutes of Previous Meeting, 3 Chancellor’s Business, 4 Vice-Chancellor’s Business, 6.5 Summer Subjects Fees Discount, 7.2 New Structure for the Faculty of Medicine, 7.3.5 Proposal to establish advertise and fill a Chair of Political Science and a Chair of Social enquiry and 10.2 Support for East Timor were starred and discussed at the meeting.

The Chancellor advised that item 3.2 Council Channel on the Monash Portal would be presented early in the meeting following consideration of item 1.2 Special Leave.

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 Chancellor advised that he had concluded a series of meetings with Council members on an individual basis and now presented his report.

The Chancellor complimented members of Council on their exemplary discipline regarding confidential matters, conflict of interest and their enthusiasm for and commitment to the University.

Council received and noted the Chancellor’s advice on the outcomes of his discussions with members of Council.

RESOLUTION CL5/2000/119

Council received the report of meeting 3/2000 of the Membership Committee held on Monday, 31 July 2000.

(File RMO1997/1107)

RESOLUTION CL5/2000/120

Council made the Statute titled Statute 3.1 – The chancellor and deputy chancellors (Amendment No 1 2000).

(File RMO1997/0994)

The Vice-Chancellor commented on the need for obtaining advice and comment from a group with international experience, and noted that it was proposed that when the advisory group meets in Melbourne there would be appropriate representation of Council and Academic Board membership.

Some Council members commented that it might be useful for a more flexible composition to apply for the advisory group; such flexibility would maximise recruitment possibilities.

RESOLUTION CL5/2000/121

Council approved the terms of reference and composition of the International Advisory Group subject to incorporation of changes to maximise the flexibility of the membership of the Group.

(File RMO2000/1129)

RESOLUTION CL5/2000/122

Council approved the proposed recommendation for amendment to the wording of the terms of reference of the Honorary Degrees Committee so as to include the present Deputy Vice-Chancellor and Vice-President (Resources) among those University officers having the right to make proposals for the conferment of honorary degrees.

(File RMO2000/044)

RESOLUTION CL5/2000/123

Council noted the proceedings of meeting 3/2000 of the Membership Committee held on Monday, 31 July 2000.

(File RMO1997/1107)

RESOLUTION CL5/2000/124

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

(File RMO1999/0564)

The Vice-Chancellor noted that later in the agenda there would be discussion of a paper prepared by the Deputy Vice-Chancellor and Vice-President (Resources) titled Support Services Structure. Any governance implications of the emerging structures would be discussed at the Council seminar to be held in November.

RESOLUTION CL5/2000/125

Council noted the report of the Vice-Chancellor dated 2 August 2000 on the affixing of the Common Seal to documents executed under Seal pursuant to Statute 8.1, Section 2.1.5.

(File RMO1997/0889)

Authorised observers were admitted to the meeting following confidential items.

The Minutes of meeting No 4/2000 held on 26 June 2000 were circulated.

RESOLUTION CL5/2000/126

Council confirmed the Minutes of meeting No. 4/2000 held on Monday, 26 June 2000.

Council was invited to consider holding its next meeting (2 October) at the Gippsland Campus.

It was proposed that the Council meeting would be held at 4.00 pm. Council members requested that transport by bus be provided.

RESOLUTION CL5/2000/127

Council approved that meeting 6/2000 (2 October) be held at the Gippsland Campus.

(File RMO1997/1217)

A short demonstration of the Council channel was presented at the meeting. Information Technology staff who designed the Monash channel were present – Mr Ron Sawyer, Mr Nathan Bailey, Ms Emily Feher and Mr Mark Ridgway.

On behalf of Council, the Chancellor extended his thanks to the Secretary and the members of the Information Technology staff responsible for the development of the Council Channel.

(File RMO2000/1130)

Council received the following papers:

The Deputy Vice-Chancellor and Vice-President (Resources) spoke to the papers. Council noted that these documents had been considered by major University bodies including Academic Board, Resources and Finance Committee and the Committee of Deans. Extensive consultation had taken place with the University community.

Members suggested that the University Practice and Paid outside Work Policy may be enhanced by providing a process flow chart. There was also comment on providing a wider context for the Intellectual Property policies with complementary statements on equity participation, conflicts of interest and risk management assessments.

RESOLUTION CL5/2000/128

Council adopted the policy documents Intellectual Property Framework, Commercialisation Guidelines and University Practice and Paid Outside Work Policy subject to development of the processes and changes as outlined in the Council discussion.

(File RMO1999/0927)

Council noted that Professor Gill Palmer had taken up her position as Dean of the Faculty of Business and Economics. With the Faculty of Business and Economics resuming management of the MBA in 2001, Professor Palmer had opened the new MBA office at the Caulfield campus in July.

(File RMO1999/0566)

The Deputy Vice-Chancellor and Vice-President (Resources) spoke to this item.

Ms Crook advised that in reviewing the functioning of support services after she had joined Monash, it was apparent that while there were several overarching strategic planning documents for learning and teaching, research and global development underpinning the overall University direction set out in Leading the Way: Monash 2020, there was no equivalent support services plan. There was a need to achieve greater coherence of planning for support services in order to guarantee congruence and obtain synergies and to eschew duplication and wasted effort. The three Deputy Vice-Chancellor and Vice-Presidents had hosted a strategic planning workshop and a series of staff forums were being held at all campuses during August to provide staff with an opportunity to consider and contribute to the support services plan which would be brought to the Vice-Chancellor’s Group for approval.

Turning to the core capabilities document and the chart of the support services emerging structure, Ms Crook commented in detail on the specifics of the needs of staff and students and the concept of sustainable global reach.

Members commented on aspects of the emerging structure and there were comments on the role of Monash International, the differences between sustainable global reach and self-reliance and the need for effective communications about the emerging structure and its implications. At the close of discussion, Ms Crook advised that the draft support services strategic plan and the structure chart were available on the web and accessible to both students and staff, and that comment was still being sought on the plan.

RESOLUTION CL5/2000/129

Council noted the paper Support Services Structure and the advice of the Deputy Vice-Chancellor and Vice-President (Research and Development) and the Deputy Vice-Chancellor and Vice-President (Resources).

(File RMO2000/0993)

The Deputy Chancellor, Mr Paul Ramler AM, introduced discussion noting that the support services emerging structure chart included under the emerging commercial entities, a body titled NEW Co.

Mr Ramler advised that at a recent meeting of Council, he had briefed Council on progress to date with reorganisation of the student service organisations and he was now bringing Council up to date on his discussions with the various stakeholders. During the past six months, discussions had been held with all stakeholders with a view to creating a structure to provide a seamless level of service across all campuses both locally and overseas. Such reorganisation had been guided by Leading the Way: Monash 2020.

Mr Ramler reported that the creation of a number of service delivery organisations that would operate on all Monash campuses and within the wider external community was under consideration. These would include: 

 These entities would report to Council through a service organisation company that would provide strategic direction and support services. 

Although not directly involved in the discussions, it was understand that good progress was also being made in regard to a proposal for a Monash wide student association which would recognise a Monash wide postgraduate association.

 Mr Ramler advised that the student representatives from all campuses had shown themselves to be flexible, forward thinking and very constructive in their contributions.

 A key feature of the proposal was that annual surpluses from the service organisations would be distributed back towards reinvesting into business and services development, reducing reliance on the amenities fee and providing a dividend to the student associations.

 RESOLUTION CL5/2000/130

Council received Mr Ramler’s report and Council requested the Deputy Vice-Chancellor and Vice-President (Resources) through the Vice-Chancellor to work through an implementation process ensuring that appropriate consultation continued towards an effective start date of 1 January 2001 for the reorganisation of services involving student organisations.

The Dean, Faculty of Arts, Professor Homer Le Grand, presented a report on future directions for the Faculty of Arts. Council members noted the contribution of the faculty to the University community and its plan for future activities.

The Deputy Chancellor thanked Professor Le Grand for his presentation and for his contribution to the University as Interim Dean of the Faculty of Science.

RESOLUTION CL5/2000/131

Council received and noted the report of Professor H Le Grand, Dean, Faculty of Arts on future directions for the Faculty of Arts.

(File RMO2000/0746)

At Council meeting 4/2000 (26 June), Council gave approval for the Divisional Director, Facilities and Services to proceed with a detailed analysis of the proposed development of the Caulfield Campus Development with a view to a submission being considered at this meeting of Council. The Report of the Resources and Finance Committee referred. Members noted that discussions were ongoing. (Secretarial note: minute 6 refers)

(File RMO2000/0938)

RESOLUTION CL5/2000/132

Council endorsed Resources and Finance Committee's recommendation to approve the sale of 730 Blackburn Road to Monash University Foundation Pty Ltd, and the provision of a loan facility to fund the purchase. The loan would be at call and the interest rate 0.50% above the quarterly average earning rate of the Corporate Treasury Portfolio. This rate was currently 6.70%.

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

(File RMO1998/0177)

RESOLUTION CL5/2000/133

Council endorsed Resources and Finance Committee's recommendation to approve the establishment of the Faculty of Medicine Foundation.

(File RMO2000/0983)

RESOLUTION CL5/2000/134

Council approved the following recommendations of Resources and Finance Committee:

(File RMO1998/0991)

RESOLUTION CL5/2000/135

Council noted the advice of the Resources and Finance Committee concerning the University Policy Framework on the management and commercialisation of Intellectual Property Policy. (Secretarial note: minute 4 refers)

(File RMO1999/0927)

The Chancellor opened discussion noting that Council had authorised the Vice-Chancellor to approve course fees consistent with ranges of fees established by the Resources and Finance Committee as well as any adjustments to existing course fees within certain margins. The proposal before Council was to extend those margins by providing, as a transitional arrangement, a 25% discount on the fees for subjects offered during the 2000/2001 ‘summer semester’ under specific terms and conditions.

The Chancellor invited the Vice-Chancellor to comment and Professor Robinson tabled a paper setting out the background to this matter including the funding arrangements pertaining to ‘summer semester’ study at Monash, the Committee of Deans decision in principle of 4 July 2000 that subjects offered on a HECS liable basis should be offered only in the standard semesters 1 and 2, similar developments in many other universities in recent years and the transitional arrangements for the 2000/2001 summer period.

Mr Peter Yates, Manager, Student Admissions and Records, was present and the Vice-Chancellor noted that Mr Yates had held discussion with presidents of student organisations and with Faculty Registrars/Managers over transitional arrangements.

In discussion, a member suggested that the introduction of fees for summer semester courses would have an adverse impact on smaller campuses. In response, Mr Yates indicated he would be available if there were specific problems to be addressed for such campuses.

Another member was concerned that access and equity issues were relevant. Responding to this, the Vice-Chancellor noted that while the Department of Education, Training and Youth Affairs (DETYA) had welcomed the development of ‘summer semesters’, it had not provided any extra funds to cover the increased costs. Staff workloads were affected and it had not been possible to maintain or expand the availability of summer subjects without additional financial resources. The Vice-Chancellor believed that quality of course offerings and academic staff time had to be considered in this context.

 RESOLUTION CL5/2000/136

Council received and endorsed Resources and Finance Committee's recommendation to approve the proposal to provide, as a transitional arrangement, a 25% discount on the fees for subjects offered during the 2000/2001 'summer semester' under the following terms and conditions:

(File RMO1997/0211)

Council members noted that the proceedings of the Resources and Finance Committee included:

• 1999 Audited Financial Statements – Monash University Superannuation Scheme

• Caulfield Plaza Development

• Termination of Integrated Equity/Challenger International Portfolio Management Mandate

• Monash University Borrowings

• Monitoring of Monash Companies: Monash IVF Pty Ltd

• Statement of Operating Revenue and Expenditure as at 30 June 2000

• Integrated Administrative System – Progress Report

RESOLUTION CL5/2000/137

Council noted the proceedings of the Resources and Finance Committee held on 31 July 2000.

(File RMO1999/1488)

RESOLUTION CL5/2000/138

Council received and noted the report of meeting 4/2000 of the Academic Board held on Wednesday, 26 July 2000.

(File RMO1999/0550)

RESOLUTION CL5/2000/139

Council approved the following proposals of the Board of the Faculty of Medicine:

• School of Biomedical Sciences

• School of Nursing

• Central and Eastern Clinical School

• Southern Clinical School

• School of Primary Health Care

• School of Rural Health

• Joint School of Psychology, Psychiatry & Psychological Medicine (already supported by Faculty Board and approved by Academic Board and Council).

• Associate Dean - Teaching and Learning

• Associate Dean - Research

• Associate Dean - Research Degrees

• Associate Dean - Postgraduate Coursework Degrees

• Associate Dean - International Health and Development

• Associate Dean - Information Technology.

(File RMO1998/0296)

RESOLUTION CL5/2000/140

Council approved the proposal of the Board of the Faculty of Engineering to appoint Associate Professor Kerry Hourigan as Associate Dean (Research and Development) for a term of six months from 1 July 2000.

(File RMO1998/3122)

RESOLUTION CL5/2000/141

Council approved the proposal of the Board of the Faculty of Medicine to advertise and fill the existing position of Professor of General Practice.

(File Personnel)

RESOLUTION CL5/2000/142

Council approved the proposal of the Board of the Faculty of Medicine to advertise and fill the existing position of Professor of Trauma.

(File Personnel)

RESOLUTION CL5/2000/143

Council approved the proposal of the Board of the Faculty of Medicine to establish, advertise and fill the existing position of Professor of Neurosurgery.

(File Personnel)

RESOLUTION CL5/2000/144

Council approved the proposal of the Board of the Faculty of Arts to establish, advertise and fill a Chair of Political Science and a Chair of Social Enquiry.

(File Personnel)

 7.3.6 Proposal to establish, advertise and fill a Chair of Pharmacy Practice

RESOLUTION CL5/2000/145

Council approved the proposal of the Board of the Faculty of Pharmacy to establish, advertise and fill a Chair of Pharmacy Practice.

(File Personnel)

RESOLUTION CL5/2000/146

Council approved the proposal of the Board of the Faculty of Engineering as detailed in the document presented.

(File RMO1999/0765)

RESOLUTION CL5/2000/147

Council approved the proposal of the Board of the Faculty of Medicine to award the degree of Doctor of Medicine to Dr. Yael Kipen for the thesis titled 'Effects of Disease and Treatment on Bone Mineral Density and Body Composition in Systematic Lupus Erythematosus' and Dr. Stephen Craig Trumble for the thesis titled 'Developmental Disability Medicine'.

(File RMO1998/0448)

Council members were invited to refer to part B of the Academic Board report and to note the proceedings of the Board. Items included:

• new course proposals

• major amendments to courses

• integrated approach to academic and resource planning

• coursework masters offerings at Monash

• Intellectual Property Papers (Secretarial note: minutes 4 and 6 refer)

• Future Directions Report – Dean, Faculty of Arts (Secretarial note: minute 4 refers)

RESOLUTION CL5/2000/148

Council noted the proceedings of meeting 4/2000 of the Academic Board held on 26 July 2000.

(File RMO1999/0550)

RESOLUTION CL5/2000/149

Council received and noted the Report of the Equal Opportunity Committee Meeting 2/2000 held on 21 July 2000.

(File RMO1997/1578)

RESOLUTION CL5/2000/150

Council received the report and noted the proceedings of the Gippsland Advisory Council meeting 4/2000 held on 11 July 2000.

(File RMO1997/0888)

RESOLUTION CL5/2000/151

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

(File Personnel)

(Secretarial note: minute 7 refers)

RESOLUTION CL5/2000/152

Council approved the establishment of the selection committees for a Professor of General Practice, Faculty of Medicine, a Professor of Neurosurgery, Faculty of Medicine, a Chair of Pharmacy Practice, Faculty of Pharmacy, a Chair of Political Science, Faculty of Arts, a Chair of Social Enquiry, Faculty of Arts, and a Professor of Trauma, Faculty of Medicine, as detailed in the document presented.

(File Personnel)

Ms Dale Halstead spoke to this item and advised that a range of activities in support of the re-establishment of higher education in East Timor was being progressed across the University. The Vice-Chancellor also advised that the AVCC had decided that the best way of responding to the situation in East Timor was for the universities to pool their resources and to provide a co-ordinated effort. Initiatives included supporting students who had had their training and education interrupted. The University was undertaking appropriate activities in this context.

(File RMO1999/1657)

RESOLUTION CL5/2000/153

Council made Statute 8.1 – The seal of the university (Amendment No 1 2000).

(File RMO1999/2165)

Under Statute 8.1 – The seal of the university, Council may authorise any person to:

(a) affix the seal to a document; and

(b) counter-attest the affixing of the seal to a document.

RESOLUTION CL5/2000/154

Council hereby resolved -

(a) that in addition to any person permitted by statute to affix the seal or counter-attest the affixing of the seal, the persons from to time holding or acting in one of the respective offices designated in Column 1 below are authorised to act as stated opposite the office in Column 2 below.

(b) that this resolution revoke any previous authority given by Council relating to the affixing or counter-attesting the affixing of the University seal.

(File RMO1999/2165)

Pursuant to Statute 2.7 – Student Amenities and Organisations, Division 4, the annual general report of the Sports and Recreation Association was submitted to Council.

RESOLUTION CL5/2000/155

Council received and noted the 1999 Annual Report of the Director, Sports and Recreation Association.

 (File RMO1998/0913)

RESOLUTION CL5/2000/156

Council received reports from the following staff:

Dr Jun Han, School of Network Computing, Peninsula Campus

Associate Professor Lawrence B Angus

Associate Professor Neville King

Dr Yi-Bing Cheng, Department of Materials Engineering

Dr Abdelmalek Bouazza, Department of Civil Engineering

Professor Paul Grundy, Department of Civil Engineering

Ms Samantha Taylor, Department of Civil Engineering

Dr Andrew Davidson, Department of Microbiology

Ms Joan Yalden, School of Nursing

(File RMO1999/1608)

RESOLUTION CL5/2000/157

Council endorsed meetings in 2001 as follows:

(File RMO1997/1217)

 10.7 Next Meeting