Council Meeting 6-2004

Meeting 6/2004 of the Monash University Council was held between 5.00 pm and 7.40 pm on Monday, 27 September 2004 in the Conference Room (C1.02) in Building "C" at Peninsula Campus.

Mr J K Ellis, Chancellor, presiding

Mr P H Ramler AM, Deputy Chancellor

Dr J M Hearn, Deputy Chancellor

Professor R G Larkins AO, Vice-Chancellor

Professor C Browne, President of Academic Board

Professor A Lindsay, Deputy Vice-Chancellor (Academic)

Professor E Cornish, Deputy Vice-Chancellor (Research)

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

Professor A Freiberg, Dean, Faculty of Law

Mr J Sanders, Chief Operating Officer, Monash Commercial

Mr E Skuja, Manager, Statistical Services

Mr P Marshall, Divisional Director, Student and Staff Services

Ms A Birmingham, Manager, Workplace Policy

Professor P Steele, Academic Director, Berwick/Peninsula

Ms J McLachlan, Campus Manager, Peninsula

Mr T Calder, Director, Executive Services

Apologies were received from Professor Tam Sridhar and Professor Stephen Parker, Deputy Vice-Chancellor.

There were no requests for special leave.

Items 1.1 Apologies, 1.2 Special Leave, 1.3 Starring of Items, 1.4 Approval of Non-Starred Items, 1.5.1 Proposed New Senior Management Restructure, 2 Confirmation of Minutes of Previous Meeting, 3 Chancellor’s Business, 4 Vice-Chancellor’s Business, 5 Report of the President of Academic Board, 6 Report of the Working Party on Professorial Appointments, 9 Report of the Audit Committee, 10.4 South Africa – Residential 5 Building and 10.7 Receipt of Proceedings of Resources and Finance Committee were starred and discussed at the meeting.

Council resolved on the motion of the Chairman:

‘that all items on the agenda not starred be adopted without discussion, and the action recommended be taken or the information therein noted’.

Introducing the item, the Vice-Chancellor advised Council that a number of senior staff had either departed or indicated their intention to retire over the next nine months and this presented an opportunity to reconsider the structure of the senior management group.

Major aspects of the restructure outlined to Council included:

• the establishment of a Senior Deputy Vice-Chancellor position with cross portfolio responsibilities;

• due to the impending retirement of Ms Crook at the end of July 2005 and the departure of Ms Meredith Jackson, the following positions were proposed:

  • Vice-President (Administration)

  • Chief Financial Officer [or Vice-President] (Finance)

  • Vice-President (University Development);

• a redefined role for the position of Vice-President (International); and

• the redesignation of some existing positions as Pro Vice-Chancellors.

During discussion, members queried the number of positions that would be advertised, nomenclature – particularly the use of "Vice-President", matters pertaining to the Monash University Museum of Art (MUMA), responsibility for and co-ordination of planning process and major capital works and issues relating to transition to the new structure.

In response to the queries, the Vice-Chancellor informed Council that the positions of Vice-President (University Development) and Chief Financial Officer would be advertised at the appropriate time and there were ongoing discussions regarding the position of Vice-President (Administration). In reference to the use of Vice-President, Council was advised that while there was no uniform use of the nomenclature across the sector, the use of the terms Vice-Chancellor, Deputy Vice-Chancellor and Professor designated academic roles whereas "Vice-President" tended to be associated more with administrative responsibilities. There was no intended hierarchy.

Referring to MUMA, Council was advised that a report on MUMA and performing arts would be submitted to the next meeting of Council. In response to queries regarding planning and capital projects, the Vice-Chancellor noted that while integrating all planning was one of his most important tasks, the Chief Financial Officer would be responsible for the financial aspects of the property renewal requirements, however, aspects of planning did range, appropriately, across a number of portfolios.

Concluding the discussion, the Chancellor thanked the Vice-Chancellor for his advice and comments and commended the contribution of those who had announced their impending retirements.

RESOLUTION CL6/2004/148

Council:

1. endorsed the proposed structural arrangements outlined in paragraphs 5-8 in the document entitled Proposed New Senior Management Structure to be progressively implemented by the Vice-Chancellor between now and July 2005; and

2. approved the proposed immediate staffing arrangements as detailed in paragraphs 14-19 in the document entitled Proposed New Senior Management Structure.

(File RMO1998/0930)

RESOLUTION CL6/2004/149

Council noted the report of the Vice-Chancellor dated 15 September 2004 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.

During discussion of a proposed amendment (tabled extract of item 4.2 Report to Council concerning the future operations of Monash University in South Africa – Meeting 5/2004), a member suggested that his recollection of the discussion relating to the proposal to review the process leading to the establishment of the [South Africa] campus was that a review would be undertaken.

At the suggestion of the Chancellor, the Minutes were approved, however, the proposal for a review was dealt with separately.

In support of a post implementation review, views expressed included that Council had a responsibility to establish why the initial business plan was flawed and that a review might highlight areas where the University could improve its processes in relation to similar types of initiatives.

Contra views were that while the business plan, including the financial projections, were demonstrated over time to be inaccurate, this was the case with the majority of start-up projects, however, this did not mean the original decision to establish the campus was incorrect.

Some members also expressed the view that as the future operations of the campus were being closely monitored, it was more appropriate to "look forward".

Concluding the discussion, the Chancellor noted that the body of opinion was that a review of the process leading to the decision to establish the campus was not required.

Item 5.1 National Governance Protocols

In response to a request as to whether the deletion of a specific phrase in the document, Guidelines for Members of Monash University Council, and noting that the deletion of the phrase was not specifically recorded in the Minutes, the Council Secretary was requested to confirm the matter with the member after the meeting.

RESOLUTION CL6/2004/150

Council confirmed the Minutes of meeting No. 5/2004 held on Monday, 9 August 2004.

During discussion relating to item 1.5.1 Proposed New Senior Management Restructure, the Chancellor informed Council that Mr Glenn Barnes had advised him that, regrettably, he would be stepping down from membership of Council following the March 2005 meeting.

RESOLUTION CL6/2004/151

Council received the oral report of the Chancellor.

(File RMO1998/2347)

The Vice-Chancellor outlined to Council the status of the current enterprise bargaining round noting that the NTEU had rejected Monash’s most recent revised offer even though the offer was the most generous, non contingent offer of all Victorian universities. Other issues included Monash’s requirement to implement evaluation of teaching by students and the NTEU’s requirement that the agreement also include staff employed by controlled entities.

In relation to the recent strike, Council was informed that support for the strike action varied across campuses ranging from strong support at Gippsland, little support at Parkville, Berwick and Caulfield and some varied support at Clayton and Peninsula campuses. In conclusion, the Vice-Chancellor advised Council that while negotiations would continue, there was little scope for Monash to move.

Council was advised that the dinner would be held annually with the inaugural dinner to be held on 11 April 2005 and that Dr Richard Lambert would be the guest speaker.

Council was delighted to note the recent award of the Prime Minister’s Prize for Life Sciences to Dr Jamie Rossjohn and the 2004 Doug Moran National Portrait Prize to higher degree research student, Ms Prudence Flint.

RESOLUTION CL6/2004/152

Council received and noted the Vice-Chancellor’s Report to Council.

(File RMO1998/2347)

Ms Alison Crook, Deputy Vice-Chancellor (Resources) introduced the item and outlined to Council the vision, core aims, structure and benefits to Monash generated by Monash Commercial.

Mr Jonathan Sanders, Chief Operating Officer, Monash Commercial, outlined to members the role of Monash Commercial in commercialisation and management of Monash’s intellectual and physical assets and the provision of semi-commercial advice to the University, governance and administrative arrangements, the role of embedded business development managers and the future directions of the company.

During discussion, Council was advised that a paper on the funding of Monash Commercial would be presented to the next meeting of Council.

Concluding the discussion, the Chancellor, on behalf of Council, extended congratulations to Ms Crook, Mr Sanders and the Board of Monash Commercial on their achievements to date. A copy of the PowerPoint presentation is attached to the Minutes.

RESOLUTION CL6/2004/153

Council noted the advice of Ms Alison Crook AO, Deputy Vice-Chancellor (Resources) and Mr Jonathan Sanders, Chief Operating Officer, Monash Commercial on Monash Commercial.

(File RMOR2000/106)

A copy of the PowerPoint slides used during the presentation was distributed to members at the commencement of the item.

Professor Alan Lindsay, Deputy Vice-Chancellor (Academic), provided Council with an overview of recruitment of cohorts of students by ENTER score, including the top 5% of school leavers and provided some comparisons by faculty across other institutions.

During discussion, members queried/commented on the following:

• the relationship between offering double degrees and the enrolment of engineering students;

• that a strong arts program was integral to maintaining a strong law faculty;

• what was the most appropriate profile for Monash (Council was informed that the enrolment profile also affected the future of research at Monash); and

• further information was requested on the gender balance and socio-economic background of school leavers (by ENTER score) enrolling at Monash.

Council was informed that a paper addressing the appropriate profile for Monash would be prepared for consideration at a future meeting of Council.

The Chancellor thanked Professor Lindsay for his informative presentation.

RESOLUTION CL6/2004/154

Council received the Admissions Report – trend analysis and noted the advice of Professor Alan Lindsay, Deputy Vice-Chancellor (Academic).

(File RMO2003/0536)

Professor Chris Browne, President of the Academic Board, outlined to members the changes introduced since his appointment as an elected President of the Academic Board.

Major areas of attention had been to enhance the level of debate and ensure student representatives were engaged, that issues could be brought to the attention of the Board via one of a number of pathways, that the Board prioritised key issues for debate and that the position of President was visible and engaged with the University community.

Council was informed that priority areas for 2005 would include electing the second Vice-President of Academic Board, developing proformas to enhance reporting, development of an improved presence on the Monash website, a focus on quality and the outcomes of reviews into areas such as the devolved unit/course approval system, unit evaluation procedures and the research and research training review.

The Chancellor thanked Professor Browne for his informative address.

RESOLUTION CL6/2004/155

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

(File RMO2004/0809)

6. Report of the Steering Committee for the Professorial Appointments Review (Secretarial note: minute 12.5 refers)

During the introduction to this item, Professor Lindsay informed Council that the size of Selection Committees would be increased from that described in the document to include one additional staff member.

During discussion, a member queried whether appropriate procedures had been developed for those instances where the University may consider removing the title of Emeritus Professor.

In response, Mr Peter Marshall, Divisional Director, Student and Staff Services, advised that procedures would be developed.

RESOLUTION CL6/2004/156

Council received and noted the report of the Working Party on Professorial Appointments.

(File RMO2004/1154)

RESOLUTION CL6/2004/157

Council approved the number of professorial titles/positions be reduced to 5 titles/positions as set out in page 3 of the report and that the University Solicitor’s Office draft amendments to the University Statute for Council’s consideration at its next meeting.

(File RMO1997/0767)

RESOLUTION CL6/2004/158

Council:

• delegated to the Vice-Chancellor the authority to approve the composition of the professorial selection committee for the proposed appointment;

• delegated to the Vice Chancellor the authority to make an offer of appointment to the preferred candidate chosen by a professorial selection committee;

• directed the University’s Solicitor’s Office to draft formal delegations for Council’s consideration at its next meeting; and

• approved that the size of the professorial selection committees be reduced in line with the recommendations on page 5 of the Report.

(File Personnel)

RESOLUTION CL6/2004/159

Council approved that a promotion to professor policy be introduced which allowed for Associate Professors and Readers to apply for a promotion to Professor as from 1 January 2005. (Refer page 5 and page 15 of the Report)

(File Personnel)

RESOLUTION CL6/2004/160

Council approved that the limit on the number of Sir John Monash Distinguished Professors that the University was able to appoint be removed. (Refer page 6 and page 24 of the Report)

(File RMO2000/0479)

RESOLUTION CL6/2004/161

Council approved the current Emeritus Professor policy be amended to also allow for:

• the title of Emeritus Professor to be given to a professor who had left the university to move into an industry/government position;

• the title of Emeritus Professor to be given to a person after a period of time had passed since that person left their professorial position with the university; and

• the title to be removed in circumstances where the university no longer wished a person to have the title. (Refer page 8 and page 32 of the Report).

(File Personnel)

RESOLUTION CL6/2004/162

Council delegated to the Vice-Chancellor the authority to appoint as professor, a person who was returning to the University and who at the time of leaving the university was a professor. (Refer page 9 of the Report)

(File Personnel)

(File RMO1998/0598)

The Executive Committee of Council, acting under its delegation from Council, met on 17 August 2004 and approved an offer of appointment as a Professor of Electrical and Computer Systems Engineering, Department of Electrical and Computer Systems Engineering, Faculty of Engineering be made to the person named in the document forwarded to the members of the Executive Committee.

RESOLUTION CL6/2004/163

Council noted the approval granted by the Executive Committee of Council at its meeting held on 17 August 2004.

(File RMO1998/2135)

Responding to member questions, Ms Penny Hutchinson, Chairperson of Audit Committee, informed Council that the Audit Committee had expressed a strong view and dissatisfaction that matters raised in the 2002 Auditor-General’s management letter had also been raised in the 2003 Auditor-General’s management letter.

Council was advised that Audit Committee would receive a further report at its next meeting on actions taken to address the issues contained in the management letter.

Further, Council was advised that while the majority of controlled entities reported to Monash Commercial which then reported to Council, the Audit Committee had recommended that both Monash University South Africa and Monash International Pty Ltd establish audit committees reporting to their respective Board.

(File RMO1997/1579)

RESOLUTION CL6/2004/164

Council noted the unconfirmed Minutes of the Audit Committee meeting held on 26 August 2004.

(File RMO2000/1603)

RESOLUTION CL6/2004/165

Council received and noted the consolidated report on the legal compliance process for the June quarter 2004.

(File RMO2000/1699)

(File RMO2002/0201)

RESOLUTION CL6/2004/166

Council received and noted the Report of meeting 4/2004 of Resources and Finance Committee held on 15 September 2004.

(File RMO2002/0201)

RESOLUTION CL6/2004/167

Council approved the "Overview of Pricing" document.

(File RMO1997/1636)

RESOLUTION CL6/2004/168

Council approved:

• the Faculty of Information Technology be relocated to the Caulfield Stage One office building, along with Student and Staff Services Division, which is subject to the commercial tenancy arrangement at 710 Blackburn Road Clayton;

• the 9^th floor conference centre be operated by the University as a commercial enterprise; and

• the securitisation of the Caulfield Stage One building is offered for expressions of interest to existing tenderers as fully pre-let to the University.

(File RMO1999/2130)

In response to a query, the Vice-Chancellor informed Council that the issue of the imposed cap of 800 students on the South Africa Campus had not yet been resolved.

RESOLUTION CL6/2004/169

Council approved:

• the cash funds available in Monash Southern Africa Pty Ltd be allocated to build an R5 residential block, that would provide lower cost housing on campus; and

• a building contract be negotiated with Gothic Constructions for the construction of R5, based on the Seminar Building tendered rates.

(File RMOR2001/050)

RESOLUTION CL6/2004/170

Council approved:

• the continued negotiations with Beraccom, including a limited level of financial incentive to Beraccom to waive their development rights;

• inviting a third party to develop student accommodation at the campus, subject to a favourable assessment of the risks from a Queen’s Counsel; and

• proceeding with discussions with Delfin Lend Lease for a mixed use town house development.

(Files RMO1999/0017, RMO1998/0609)

RESOLUTION CL6/2004/171

Council endorsed the amended Financial Management Policy.

(File RMO2001/0346)

In response to a query relating to Monash Ed Pty Ltd, Council was advised that the change to the original business direction was a result of changed funding streams and the company would now be wound up.

RESOLUTION CL6/2004/172

Council noted the proceedings of meeting 4/2004 of Resources and Finance Committee held on 15 September 2004.

(File RMO2002/0201)

RESOLUTION CL6/2004/173

Council received and noted the report of meeting 5/2004 held on 6 August 2004 of the Board of Monash Commercial Pty Ltd.

(File RMOR2001/112)

RESOLUTION CL6/2004/174

Council received and noted the report of meeting 4/2004 of the Academic Board held on Wednesday, 18 August 2004.

(File RMO2004/0809

RESOLUTION CL6/2004/175

Council approved the proposal of the Faculty of Medicine, Nursing and Health Sciences to establish the Centre for Gender and Medicine.

(File RMO1999/1617)

RESOLUTION CL6/2004/176

Council approved the proposal of the Faculty of Medicine, Nursing and Health Sciences to establish the Monash Institute of Health Research.

(File RMO1999/1617)

12.3.1 Proposal to establish and fill a Chair of Clinical Pharmacy (or Associate Professor) in the Faculty of Pharmacy and Director of Pharmacy, The Alfred Hospital (Secretarial note: minute 14.1.3.1 refers)

RESOLUTION CL6/2004/177

Council approved the proposal of the Faculty of Pharmacy to establish and fill the position of Chair of Clinical Pharmacy (or Associate Professor) in the Faculty of Pharmacy and Director of Pharmacy, The Alfred Hospital.

(File RMO2002/0435)

12.3.2 Proposal to establish and fill a Chair of Formulation Science (Secretarial note: minute 14.1.3.2 refers)

RESOLUTION CL6/2004/178

Council approved the proposal of the Faculty of Pharmacy to establish and fill the position of Chair of Formulation Science.

(File RMO2002/0435)

RESOLUTION CL6/2004/179

Council made the Statute 2.3 The Faculties (Amendment No 1 2004) and Repeal Statute 2.4 The University Teaching Hospitals.

(File RMO1997/1504)

RESOLUTION CL6/2004/180

Council noted the proceedings of the Academic Board meeting held on 18 August 2004.

(File RMO2004/0809)

RESOLUTION CL6/2004/181

Council received and noted the report of the Gippsland Advisory Council meeting 5/2004 held on 24 August 2004.

(File RMO1997/0888)

RESOLUTION CL6/2004/182

Council noted the proceedings of the Gippsland Advisory Council meeting held on 24 August 2004.

(File RMO1997/0888)

RESOLUTION CL6/2004/183

Council noted that the following had accepted the offer of appointment indicated below and wished to record his thanks to Council:

Dr Arthur Lowery – Professor of Electrical & Computer Systems Engineering, Faculty of Engineering.

RESOLUTION CL6/2004/184

Council noted that the following had accepted the indicated offers of appointment approved by the Special Professorial Appointments Committee of Council:

Associate Professor John Beck – Head, School of Business, Monash University Malaysia.

Ms Felicity Hampel – Adjunct Professor, Faculty of Law.

Dr Barry Hart – Honorary Professor, School of Chemistry, Faculty of Science.

Professor Joan Ozanne-Smith – Chair of Injury Prevention, Monash University Accident Research Centre.

Dr Martin Pera – Research Professor, Monash Institute of Reproduction and Development, Faculty of Medicine, Nursing and Health Sciences.

Dr Lois Salamonsen – Honorary Professor, Department of Obstetrics and Gynaecology, Faculty of Medicine, Nursing and Health Sciences.

Dr George Simon – Personal Chair in Polymer Science and Engineering, School of Physics and Materials Engineering, Faculty of Engineering and Faculty of Science.

Professor Ingrid Winship – Honorary Professor, Department of Medicine, Central and Eastern Clinical School, Faculty of Medicine, Nursing and Sciences.

RESOLUTION CL6/2004/185

Council approved an offer of a 5-year appointment as a Professor of Clinical Psychology, Department of Psychological Medicine, School of Psychology, Psychiatry and Psychological Medicine, Faculty of Medicine, Nursing and Health Sciences, as per the report of the selection committee, be made to the person named in the document presented.

(File RMO2002/0435)

14.1.3.1 Chair of Clinical Pharmacy (or Associate Professor), Faculty of Pharmacy, and Director of Pharmacy, The Alfred (Secretarial note: minute 12.3.1 refers)

14.1.3.2 Chair of Formulation Science, Faculty of Pharmacy (Secretarial note: minute 12.3.2 refers)

14.1.3.3 Professor of Occupational Therapy (or Associate Professor), School of Primary Health Care, Faculty of Medicine, Nursing and Health Sciences (Secretarial note: revision to the committee structure approved by Council 5/2004)

14.1.3.4 Professor of Physiotherapy (or Associate Professor), School of Primary Health Care, Faculty of Medicine, Nursing and Health Sciences (Secretarial note: revision to the committee structure approved by Council 5/2004)

RESOLUTION CL6/2004/186

Council approved the establishment of the selection committees for appointments to the following positions – Chair of Clinical Pharmacy (or Associate Professor), Chair of Formulation Science, Professor of Occupational Therapy (or Associate Professor) and a Professor of Physiotherapy (or Associate Professor) – as detailed in the document presented.

(File RMO1997/1623)

RESOLUTION CL6/2004/187

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

(File RMO1997/1623)