Meeting 6/2005 of the Monash University Council was held between 5.00 pm and 7.15 pm on Monday, 26 September 2005 in the Sir George Lush Room, Clayton Campus.

Mr P H Ramler AM, Deputy Chancellor, presiding

Dr J M Hearn, Deputy Chancellor

Professor R G Larkins AO, Vice-Chancellor

Professor C Browne, President of Academic Board

Mr P Marshall, Vice-President (Administration)

Mr R Fairchild, Vice-President (Advancement)

Mr D Pitt, Vice-President (Finance)/Chief Financial Officer

Professor M Evans, Pro Vice-Chancellor (Planning)

Ms R Harris, Quality Adviser, Centre for Higher Education Quality

Mr A O’Brien, Chief Executive Officer, Monyx

Mr T Calder, Director, Executive Services

Members noted that the meeting date of the Report of Resources and Finance Committee should read 7 September 2005.

Apologies were received from Professor C Bourke MBE, Mr Ian Pyman, Professor Stephen Parker, Senior Deputy Vice-Chancellor and Professor Edwina Cornish, Deputy Vice-Chancellor (Research).

Council approved requests for special leave as follows:

Items 1.1 Apologies, 1.2 Special Leave, 1.3 Starring of Items, 1.4 Approval of Non-Starred Items, 2 Confirmation of Minutes of Previous Meeting, 4 Vice-Chancellor’s Business, 6. Report of Audit Committee, 7 Report of the Resources and Finance Committee, 8. Report of the Board of Monash Commercial Pty Ltd, 9.6 Receipt of Proceedings of the Academic Board meeting 4/2005, 11.1 Receipt of Reports of the Gippsland Advisory Council and 12.6 Council Meeting Dates and Venues 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’.

RESOLUTION CL6/2005/122

Council noted the report of the Vice-Chancellor dated 14 September 2005 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 5/2005 held on 8 August 2005 were circulated.

RESOLUTION CL6/2005/123

Council confirmed the Minutes of meeting No. 5/2005 held on Monday, 8 August 2005.

The Vice-Chancellor provided Council with an oral report on the matters detailed in his written report.

Noting that this matter was due to be discussed in greater detail at agenda item 4.2, the Vice-Chancellor deferred his comments until Professor Merran Evans, Pro Vice-Chancellor (Planning) had introduced the matter to Council.

Council was advised that the preferred model had been released and noted that details were available at the following url:

http://www.dest.gov.au/sectors/research_sector/policies_issues_reviews/key_issues/research_quality_framework/rqf_preferred_model.htm

The Vice-Chancellor outlined to Council issues relating to the AV-CC advocacy role and advised that the AV-CC would shortly consider a "federal model" proposed by the Board of the Go8.

The following were discussed:

the outcome of the "VSU legislation" was still not known. However, it was noted that any change to the existing arrangements would have budgetary implications.

The Vice-Chancellor advised that he had appeared, on behalf of the AV-CC, before a senate enquiry on the proposed HEWRR.

The expected student numbers at the South Africa Campus for 2006 appeared encouraging (projected = 1007), and it was expected that the campus would meet its 2005 budget with a resultant decrease in its deficit.

At a recent meeting of the Monash South Africa Board, support was expressed by the Board for a rolling three-year plan which included a broadening of the academic offerings. This would, however, delay the break-even point for the campus to 2011.

The second semester enrolments at the Malaysia Campus were above 2^nd semester in 2004, and construction of the new campus had commenced.

Council members were referred to the Report of the Pro Vice-Chancellor (South Africa) for further details on progress at the campus.

In response to questions, the Vice-Chancellor informed Council of the following:

• the cost of bringing members of the Monash University Student Association of South Africa (MUSASA) to Australia as part of the student leadership development program would be funded via the Vice-Chancellor’s fund;

• responding to a question on the provision of community services at the South Africa Campus, the Vice-Chancellor advised that a number of initiatives were being developed including discussions with an external entity for the construction of a swimming pool;

• while still operating under MONYX, the Monash Student Employment and Careers Service (MONSEAC) had been allocated an additional $660,000 in the University’s 2006 budget to ensure the continued provision of services. Further, the University was looking to develop packages of student services that would be attractive to students prepared to pay for services;

• confirming the tight timeline for construction of the new campus in Malaysia, Council was advised that a contingency plan would be developed; and

• in relation to the broadening of academic offerings at the South Africa Campus, Council was advised that the three-year rolling plan was available for reference by Council members. In relation to the break-even date for the campus, while the increased costs associated with the broadened range of academic offerings would delay the break-even point from 2008/2009 to 2011, Council was advised that the campus would continue to reduce its overall deficit. Further, the value of the site was continuing to appreciate due to its central location in one of the fastest growing development corridors in South Africa.

RESOLUTION CL6/2005/124

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

(File RMO1998/2347)

Professor Merran Evans, Pro Vice-Chancellor (Planning) outlined to Council the two stages of the process for allocating the funding as follows:

Stage 1 – universities were required to meet a range of learning and teaching criteria in order to progress to stage 2 (all universities meet this criteria); and

Stage 2 – the performance of each university was assessed based on a range of weighted indicators including student satisfaction, student outcomes including the results of the Graduate Destination Survey and student success and progress.

Noting that the methodology permitted adjustments to the raw scores in order to allow for "specific institutional characteristics", all universities were invited to submit a qualitative statement regarding their outcome. Council was informed that Monash’s ranking of 14^th overall was probably a reasonable indicator of Monash’s progress at this stage, however, more improvements in this area could be made.

In relation to the allocation of the funding, it was not yet known which institutions would receive a funding allocation but an announcement may be made in October.

RESOLUTION CL6/2005/125

Council received the report on the Learning and Teaching Performance Fund and noted the advice of Professor Merran Evans, Pro Vice-Chancellor (Planning).

(File RMO2003/1412)

Professor Chris Browne, President of Academic Board outlined to Council the extensive activities before the Board in 2005 including:

• the Board’s contribution to the development of a wide-range of strategic and operational plans;

• reviews of the processes and activities of faculties;

• policy approvals;

• consideration of quality reviews and amendments to academic procedures; and

• a range of activities that were still in progress.

For the future, Professor Browne noted that he hoped that the Board would achieve a better balance of issues between those matters the Board routinely considered and those matters that required the Board’s engagement to progress the University’s achievements in learning and teaching and research.

Noting that the contribution of the Board was an integral component of the academic affairs of the University, Professor Browne advised that he would like to see an even greater level of debate at meetings and further clarity between the roles of the Board and the Senior Management Committee.

The Chairman thanked Professor Browne for his presentation to Council and requested that Professor Browne pass on Council’s thanks to the Academic Board for its significant contribution at Monash.

RESOLUTION CL6/2005/126

Council noted the advice of Professor Chris Browne, President of Academic Board.

(File RMO2004/0809)

Ms Robyn Harris, Quality Adviser, Centre for Higher Education Quality, informed Council that AUQA would audit Monash in September 2006 including an audit of Monash South Africa Campus in August 2006.

Council was advised that preparation of the "Monash Portfolio" (three volumes based on the Australian campuses, Malaysia Campus and South Africa Campus) was well underway with volume 1 due to be considered shortly by the Vice-Chancellor’s Group.

Ms Harris outlined particular areas/issues in relation to learning and teaching that would most likely be examined by AUQA.

Further, Council members were reminded that AUQA would most likely request interviews with a number of Council members.

During discussion, Council was advised that drafts of the portfolios and further updates on the audit would be submitted to Council.

On behalf of Council, the Chairman thanked Ms Harris and the staff of CHEQ for their efforts in preparing Monash for the impending audit.

RESOLUTION CL6/2005/127

Council noted the advice of Ms Robyn Harris, Quality Adviser, Centre for Higher Education Quality.

(File RMO2000/0766)

Mr Andrew O’Brien, Chief Executive Officer, Monyx provided Council with a presentation on the background, structure, achievements, services and future plans for Monyx Pty Ltd. (A copy of the overheads presented at Council is attached for information.)

Major themes of the presentation included:

During discussion, members requested further detail on a number of matters and Mr O’Brien responded as follows:

• a reduction in operating expenses would be achieved via streamlining existing processes and accounting functions;

• the on-line careers and employment system assisted students to gain employment both within the University and with external employers; and

• commenting on the provision of services and associated charges, Council was informed that the bookshops now provided a consistent discount policy resulting in greater savings to students and staff. Further, student associations received a funding allocation from Monyx.

• In reference to food services, a wider range of options was now available and to ensure pricing was competitive, prices within a 5 kilometer range were monitored.

Council members with specific issues relating to the price of food or other concerns/queries, were invited to contact Mr O’Brien direct.

Deputy Chancellor Dr June Hearn and the Vice-Chancellor congratulated Mr O’Brien, his team and the Monyx Board for their efforts noting that all had achieved significant outcomes in a difficult environment.

RESOLUTION CL6/2005/128

Council noted the advice of Mr Andrew O’Brien, Chief Executive Officer, Monyx.

(File RMO2001/1051)

Ms Penny Hutchinson, Chairperson, Audit Committee, outlined to Council the major aspects of recent meetings of the Audit Committee including the Risk Management Framework, Risk Management Guidelines for New Ventures and Projects and the committees of council evaluation process.

During discussion, members received an explanation of the term "weighted discount cost of capital" as it applied to new ventures and projects and requested further detail on how the outcomes of the committees of council evaluation process would be progressed.

RESOLUTION CL6/2005/129

Council noted the Minutes of the Special Meeting of the Audit Committee held on 27 June 2005 and noted the unconfirmed Minutes of the Meeting of the Audit Committee held on 2 August 2005.

(File RMO2000/1603)

RESOLUTION CL6/2005/130

Council noted the Risk Management Framework.

(File RMO2003/0514)

RESOLUTION CL6/2005/131

Council noted the Risk Management Guidelines for New Ventures and Projects.

(File RMO2003/0514)

RESOLUTION CL6/2005/132

Council noted the consolidated report on the legal compliance process for the March and June quarters 2005.

(File RMO2000/1699)

RESOLUTION CL6/2005/133

Council approved the introduction of a questionnaire to assist in evaluating the effectiveness of committees and sub-committees of Council.

(File RMO1997/1579)

RESOLUTION CL6/2005/134

Council received and noted the Report of the meeting of Resources and Finance Committee held on 22 June 2005 7 September 2005.

(File RMO2004/1407)

Members were advised that as the company was a tax-exempt entity, every care was being taken to ensure that any process for future contributions to Monash by the company were reviewed and approved by the University’s external tax advisers.

RESOLUTION CL6/2005/135

Council:

• noted the changes to the Constitution outlined in the paper;

• approved the change of Company name to Monash College Group Pty Ltd, with the effective date to be determined by the Company’s Board once endorsed by Council; and

• approved the Constitution for Monash College Group Pty Ltd.

(File RMO1997/0356)

RESOLUTION CL6/2005/136

Council:

• approved in principle Monash’s participation in the proposed financial structure of the Synchrotron arrangements;

• noted that the Committee approved the budgeted initial $1 million under these arrangements, and

• noted the accounting treatment of the $5 million contribution and potential future impacts as outlined in the paper.

(File RMO2005/0896)

RESOLUTION CL6/2005/137

Council:

• approved the revised capital structure, as outlined in the report; and

• appointed Mr David Pitt, Vice President (Finance) to succeed Mr John Matthews as the Monash Director of Monash Health Research Precinct Pty Ltd.

(File RMO2003/0167)

In relation to item 2.6 Transfer of M Scheme to Unisuper of the Resources and Finance Committee report, a member queried whether the NTEU had been consulted regarding the transfer. In response, Council was advised that the Vice-President (Administration), Mr Peter Marshall, would ensure that consultation with the NTEU would take place.

In response to a question relating to hedging foreign currency transactions, Council was advised that the circumstances of each individual transaction was considered along with the cost/benefit of the transaction. Further, Council was informed that the transactions relating to the South Africa Campus were normally with the Monash Group and therefore, had a net result of zero in the consolidated accounts.

Referring to forecast salary expenses for 2005, including an allowance of $5 million for restructuring costs, Council was advised that the allowance was largely targeted towards any voluntary departure packages resulting from the configuration of CELTS and any downsizing in the Faculty of Information Technology as a result of the decline in student enrolments in that faculty.

Council was advised that additional support was being directed towards strengthening support for international students in areas such as language and learning.

RESOLUTION CL6/2005/138

Council noted the proceedings of the meeting of Resources and Finance Committee held on 22 June 2005 7 September 2005.

(File RMO2004/1407)

In response to a question noting the forecast operating result for Monyx may be below budget, Council was advised that this was a result of a drop in retail profits and a delay in finalising the food and catering restructure.

Further, it was noted during discussion that the pricing of services was focussed on delivering to students services that were comparable in price to similar services in the surrounding area and also broadening the range of services and discounts to students.

RESOLUTION CL6/2005/139

Council received and noted the report of meeting 4/2005 held on 5 August 2005 of the Board of Monash Commercial Pty Ltd.

(File RMOR2001/112)

In response to a query relating to the Review of the Faculty of Education, Council was advised that the review was part of the ongoing quality cycle and confirmed that the Faculty of Education was an outstanding faculty and a leader in its discipline.

RESOLUTION CL6/2005/140

Council received and noted the report of meeting 4/2005 of the Academic Board held on Wednesday, 6 July 2005.

(File RMO2004/0809)

RESOLUTION CL6/2005/141

Council approved the change of name of the School of Physics and Materials Engineering to the School of Physics.

(File RMO1998/3049)

RESOLUTION CL6/2005/142

Council approved the change of name of the School of Applied Science to the School of Applied Science and Engineering.

(File RMO1998/3049)

RESOLUTION CL6/2005/143

Council approved the proposal of the Faculty of Law to establish the Centre for Regulatory Studies, noting that individual courses would need to be approved through the relevant course approval process.

(File RMO1999/1617)

RESOLUTION CL6/2005/144

Council made the Faculties Regulations (Amendment No 3 2005).

(File RMO2001/1049)

RESOLUTION CL6/2005/145

Council approved the adoption of the Cooperative Education Scheme at Gippsland campus, as described in the proposal, with a proviso that permission from individual faculties would have to be obtained for credit transfer.

(Files RMO2005/0543, RMO2005/0969)

RESOLUTION CL6/2005/146

Council noted the proceedings of the Academic Board meeting 4/2005 held on 6 July 2005.

(File RMO1997/0898)

RESOLUTION CL6/2005/147

Council received and noted the report of meeting 5/2005 of the Academic Board held on Wednesday, 17 August 2005.

(File RMO2004/0809)

RESOLUTION CL6/2005/148

Council approved the establishment of the Monash Institute for Nanoscience, Materials and Manufacture (nM²).

(File RMO1999/1617)

RESOLUTION CL6/2005/149

Council approved the establishment of the Centre for Occupational and Environmental Health.

(File RMO1999/1617)

RESOLUTION CL6/2005/150

Council noted that the Report of the International Self-Review would be presented to Council at meeting 7/2005 (31 October 2005).

(File RMO2004/1466)

RESOLUTION CL6/2005/151

Council noted the proceedings of the Academic Board meeting 5/2005 held on 17 August 2005.

(File RMO1997/0898)

RESOLUTION CL6/2005/152

Council received and noted the report of the Equal Opportunity Committee Meeting 3/2005 held on 29 August 2005.

(File RMO1997/1578)

RESOLUTION CL6/2005/153

Council noted the proceedings of the Equal Opportunity Committee meeting 3/2005 held on 29 August 2005.

(File RMO1997/1578)

Responding to a question on special entry schemes and entry via ENTER scores, Council was advised that while the University was cognisant of the need to maintain appropriate entry standards as an indicator of likely successful completion, it was also appropriate at Gippsland and Berwick Campuses to provide a wider range of entry opportunities to assist disadvantaged students.

RESOLUTION CL6/2005/154

Council received and noted the reports of the Gippsland Advisory Council meeting 4/2005 held on 5 July 2005 and meeting 5/2005 held on 23 August 2005.

(File RMO1997/0888)

RESOLUTION CL6/2005/155

Council noted the proceedings of the Gippsland Advisory Council meeting 4/2005 held on 5 July 2005 and meeting 5/2005 held on 23 August 2005.

(File RMO1997/0888)

RESOLUTION CL6/2005/156

Council made Statute 3.2.2 – Deputy Vice-Chancellor and Vice-Presidents and Statute 3.2.3 – Pro Vice-Chancellors (Amendments 2005).

(Files RMO1999/2161, RMO2004/1228)

RESOLUTION CL6/2005/157

Council approved the Constitution of Monash IVF Pty Limited.

(File RMOR2001/017)

RESOLUTION CL6/2005/158

Council approved the form of testamur for Monash-enrolled students undertaking their course of study at the Australia and New Zealand School of Government as detailed in the document presented.

(File RMO2003/0795)

RESOLUTION CL6/2005/159

Council approved the proposals of the Faculty of Business and Economics to confer posthumous awards of Bachelor of Business (Business Administration) and Master of Risk Management to the persons named in the documents presented.

(File RMO2005/1330)

RESOLUTION CL6/2005/160

Council noted the accepted offers of appointment as detailed in the document presented.

RESOLUTION CL6/2005/161

Council approved that the position of Dean, Faculty of Arts, be advertised and filled as detailed in the document presented.

RESOLUTION CL6/2005/162

Council approved that a selection committee, as detailed in the document presented, be established to recommend an appointee as Dean, Faculty of Arts.

RESOLUTION CL6/2005/163

Council approved that an offer of appointment as Dean, Faculty of Pharmacy, for the period commencing on 1 March 2006 and expiring on 31 December 2006, be made to Professor Colin Chapman.

RESOLUTION CL6/2005/164

Council approved that the position of Dean, Faculty of Pharmacy, be advertised and filled, as detailed in the document presented.

RESOLUTION CL6/2005/165

Council approved that a selection committee, as detailed in the document presented, be established to recommend an appointee as Dean, Faculty of Pharmacy.

Following a discussion largely focussed on the location of Council meetings, the Secretary to Council was requested to undertake the following:

• raise with the Chancellor the option of holding all meetings at one location – Clayton, Caulfield or the City Office;

• separate campus tours be arranged to enable Council members to familiarise themselves with all Australian campuses; and

• review the date AUQA was due to visit Monash to ensure the visit did not clash with the meeting scheduled for 25 September 2006.

RESOLUTION CL6/2005/166

Council endorsed the proposed Council meeting schedule for 2006 as follows:

The next meeting of Council will be held at 5.00 pm on 31 October at Clayton Campus.

RESOLUTION CL6/2005/167

Council appointed Dr June Hearn, Deputy Chancellor, to membership of the University Professorial Promotions Committee.