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Council Meeting 7-2005

Meeting 7/2005 of the Monash University Council was held between 5.00 pm and 7.15 pm on Monday, 31 October 2005 in the Sir George Lush Room, Clayton Campus.

MINUTES

There were present:

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 W Anderson AM

Ms L Boston

Professor C Bourke MBE

Dr C R Curwen CVO OBE

Mr J Hutchinson

Mr L Ostroburski

Mr I Pyman

Dr L Rowe

Ms J Samms

Dr C Williams

Mr T Wilson

Dr J W Zillman AO

In attendance were:

Professor S Parker, Senior Deputy Vice-Chancellor

Mr P Marshall, Vice-President (Administration)

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

Professor M Evans, Pro Vice-Chancellor (Planning)

Professor G Webb, Pro Vice-Chancellor (Quality)

Mr J Sanders, Chief Executive Officer, Monash Commercial

Secretary:

Mr T Calder, Director, Executive Services

PART A

The Chancellor, on behalf of Council, welcomed Mr Ian Pyman to his first Council meeting.

1. PROCEDURAL MATTERS

1.1 Apologies

Apologies were received from Ms Penny Hutchinson, Professor E Cornish, Deputy Vice-Chancellor (Research) and Mr R Fairchild, Vice-President (Advancement).

1.2 Special Leave

Council approved requests for special leave as follows:

Name Special Leave
  Meeting No. Date

Ms Sue Smith

7/2005

31 October 2005

Ms Louise Adler

7/2005

31 October 2005

Ms Dale Halstead

7/2005

31 October 2005

1.3 Starring of Items

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, 3 Chancellor’s Business, 4 Vice-Chancellor’s Business, 5.1 Proposed location of meetings for 2006 and 6 Report of the Resources and Finance Committee were starred and discussed at the meeting.

1.4 Approval of Non-Starred Items

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’.

1.5 Confidential Items

1.5.1 Use of the University Seal

RESOLUTION CL7/2005/168

Council noted the report of the Vice-Chancellor dated 19 October 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)

For action or noting by: Divisional Director, Corporate Finance, University Solicitor

1.6 Admission of Observers

Authorised observers were admitted to the meeting following confidential items.

2. Confirmation of Minutes of Previous Meeting

2.1 Minutes of meeting No 6/2005

The Minutes of meeting No 6/2005 held on 26 September 2005 were circulated.

RESOLUTION CL7/2005/169

Council confirmed the Minutes of meeting No. 6/2005 held on Monday, 26 September 2005.

PART B STARRED ITEMS

3. Chancellor’s Business

3.1 Department of Education and Training – Governance Seminar

Council members were invited to note that at 2.00 pm on Wednesday, 2 November 2005 at the Treasury Theatre, Lower Plaza, 1 Macarthur Place, East Melbourne, Mr Wayne Cameron, the Victorian Auditor-General would provide a presentation focussing on the annual accounts of universities and audit and risk management.

(File RMO1997/1526)

3.2 Chancellor’s Report to Council on his annual round of discussions with individual Council members

The Chancellor informed Council that during his annual round of discussions, members had indicated overall satisfaction with the direction of the University and the performance of the Vice-Chancellor and Senior Management Group.

Matters raised during discussions included:

Council members indicated that they wanted a better understanding of teaching and learning outcomes;

  • some presentations to Council were too long and repeated information that was available in the agenda papers;

  • some Council members indicated that while Council was fulfilling its role, they would appreciate more opportunities to provide input;

  • regarding the Council papers, members found that the summary sheets were appropriate, however, some of the supporting documentation was too long. During the discussion, members indicated that in most instances the supporting documentation was appropriate and enabled Council members to exercise their responsibilities;

  • on some occasions, it was noted that presenters repeated the content of the agenda papers and it was suggested that there was no need for presenters to go through each point that was elaborated on in the papers; and

  • it was suggested that a financial overview session be arranged for Council members.

Other matters discussed included:

  • the international student experience;

  • the role of Monyx; and

  • internationalization of the curriculum.

4. Vice-Chancellor’s Business

4.1 Vice-Chancellor’s Report to Council

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

HEWRRs

Council was advised that the negotiations with the NTEU had progressed smoothly resulting in an enterprise agreement which DEST had advised was, in their opinion, compliant with the requirements in the HEWRRs. The agreement was to be put to a staff vote shortly.

VSU

Given recent indications that the "VSU" legislation would not be passed in 2006, Monash was proceeding on the basis that it could levy an amenities fee in 2006, however, the University was continuing with its planning processes for the eventual introduction of the legislation.

International Student Numbers in 2006

Noting the downturn in commencing student numbers in 2005, Council was informed that early indicators for 2006 were encouraging and that the reorganisation of the student recruitment and marketing area, under the leadership of Ms Lee-Ann Norris, was having a positive effect.

2005 Budget

As noted in the Resources and Finance Committee papers, the University’s consolidated financial result for 2005 was expected to be better than forecast.

AV-CC

The Vice-Chancellor informed Council that with the approval of the Chancellor, he had accepted a two-year appointment as Vice-President of the AV-CC.

Berwick Campus

Council was advised that the University was investigating a proposal to introduce a Monash College program at the campus.

RESOLUTION CL7/2005/170

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

(File RMO1998/2347)

4.2 Key Performance Indicators (KPIs)

Following an introduction by Professor Stephen Parker, Senior Deputy Vice-Chancellor, and noting advice that the full set of indicators would be available on the Monash website, members were invited to discuss the University’s performance.

During the discussion, the following matters were raised:

  • members discussed the appropriateness of some KPIs being linked to financial benchmarks rather than comparing Monash to other Go8 universities;

  • it was suggested that management would need to monitor situations where Monash was performing well/meeting targets, however, the Go8 average (target) may be declining;

  • Council noted the advice of the Vice-Chancellor that the University had implemented a range of strategies to improve its performance in the area of national competitive grants;

  • a member suggested that the document would be enhanced if a foreword was included along with a list of abbreviations; and

  • during a discussion on equity, it was suggested that the range of equity-related KPIs could be enhanced.

The Chancellor thanked Professor Stephen Parker, Professor Merran Evans, Pro Vice-Chancellor (Planning) and all concerned with the report and commended the presentation and content of the report.

RESOLUTION CL7/2005/171

Council received the report and noted the advice of Professor Stephen Parker, Senior Deputy Vice-Chancellor.

RESOLUTION CL7/2005/172

Council approved the 2008 targets for key performance indicators.

(File RMO2005/1474)

For action or noting by: Senior Deputy Vice-Chancellor, Pro Vice-Chancellor (Planning)

4.3 University Quality Activities 2005

Professor Graham Webb, Pro Vice-Chancellor (Quality) outlined to Council the major aspects of the report including the Monash quality cycle, planning and preparations for the impending AUQA audit and referred members to the "mid-term" report on implementing the recommendations of the Still Learning report.

Council was advised that the AUQA portfolio would be presented to Council in early 2006.

During discussion, the following matters arose:

  • Dr Leanne Rowe was invited to be a member of the Monash Quality Network and provide Council with updates as necessary;

  • Council again noted its role in overseeing the application of the quality cycle by the University;

  • during discussion of the Committee Evaluation Instrument, the Chancellor stressed the importance of the chair of a committee having an annual discussion with each committee member as an adjunct to the questionnaire;

  • in response to a question relating to recommendation 23 of Still Learning, Council was advised that a paper on the matter would be presented to the Vice-Chancellor’s Group shortly; and

  • Council noted advice that a staff survey measuring staff satisfaction within the workplace would be run shortly.

RESOLUTION CL7/2005/173

Council received the report titled University Quality Activities 2005 and noted the advice of Professor Stephen Parker, Senior Deputy Vice-Chancellor and Professor Graham Webb, Pro Vice-Chancellor (Quality).

(File RMO2005/1475)

For action or noting by: Senior Deputy Vice-Chancellor, Pro Vice-Chancellor (Quality)

4.4 Report of the International Self-Review

Professor Stephen Parker, Senior Deputy Vice-Chancellor introduced the matter and informed Council that all campuses had been visited to ensure that a thorough analysis of the international dimensions of the University was undertaken.

In commending the report to Council for discussion, Professor Parker advised that some of the recommendations had been implemented during the review phase and that the Summary of Recommendations document included a statement on progress that had been achieved for each recommendation.

Council discussed the following matters:

  • the involvement of student representatives on the South-East Asia and Africa/Middle East steering groups;

  • the development of strategies/staff development activities to ensure teaching staff have an appropriate standard of English language competency;

  • recent changes to CeLTS; and

  • the need to ensure that campus-based strategies promoted students mixing socially.

RESOLUTION CL7/2005/174

Council received the document titled Report of the International Self-Review and noted the advice of Professor Stephen Parker, Senior Deputy Vice-Chancellor.

(File RMO2004/1466)

For action or noting by: Senior Deputy Vice-Chancellor

4.5 Report of Admissions

Council noted the advice of Professor Merran Evans, Pro Vice-Chancellor (Planning) on the 2005 admissions noting that international markets were still changing and further trend reports would be supplied in 2006.

RESOLUTION CL7/2005/175

Council received the 2005 Admissions Report and noted the advice of Professor Merran Evans, Pro Vice-Chancellor (Planning).

(Files RMO2003/0536, RMO1999/1558)

For action or noting by: Pro Vice-Chancellor (Planning)

PART C ITEMS FOR APPROVAL OR INFORMATION

5. Matters Arising from the Minutes (not dealt with elsewhere in the agenda)

5.1 Proposed location of meetings for 2006

Following a discussion on the location of future meetings of Council and the need to ensure that all Council members had an understanding of the role of each campus, Council resolved that future meetings would be held at the Clayton Campus with orientation visits to each campus be arranged for early 2006.

Council members also requested improved advice on Monash events.

RESOLUTION CL7/2005/176

Council approved that future meetings of Council be held at the Clayton Campus and orientation visits to each campus be arranged for early 2006.

6. Report of the Resources and Finance Committee

A Council member noted that the Resources and Finance Committee papers did not indicate that the Resources and Finance Committee had discussed the financial statements nor did the papers indicate that the committee considered the University’s financial position to be sound.

In response, Council was advised that the matter had been fully discussed at the Resources and Finance Committee meeting and that future Council papers would note any views of the committee i.e. that the University is on a sound financial footing and that an extended session on the financial position of the University be included on the agenda for meeting 1/2006, if possible.

For action or noting by: Vice-President (Finance)/Chief Financial Officer, Divisional Director, Corporate Finance, Group Accountant

6.1 Receipt of Report

RESOLUTION CL7/2005/177

Council received and noted the Report of the meeting of Resources and Finance Committee held on 19 October 2005.

(File RMO2005/1400)

6.2 South African Risk Review Committee

RESOLUTION CL7/2005/178

Council dissolved the South African Risk Review Committee.

(File RMOR2004/119)

6.3 Transfer of M Scheme to Unisuper: Update

RESOLUTION CL7/2005/179

Council:

  • approved the transfer of the M Scheme to Unisuper, and

  • agreed to the necessary Trust Deed changes.

(Files RMO2000/1097, RMO1998/2448)

For action or noting by: Vice-President (Administration)

6.4 Callista Student System: Update

RESOLUTION CL7/2005/180

Council authorised the Vice-Chancellor to enter into a contract with Deakin/Callista Software Services for the period 2005 to 2009 (inclusive) at a fixed cost as detailed in the document presented, subject to receiving external legal advice, confirmed by the University Solicitor, that the contract was appropriate for the University to enter into.

(File RMO2005/1446)

For action or noting by: Vice-President (Administration)

6.5 Receipt of Proceedings

RESOLUTION CL7/2005/181

Council noted the proceedings of the meeting of Resources and Finance Committee held on 19 October 2005.

(File RMO2005/1400)

7. Report of the Board of Monash Commercial Pty Ltd

RESOLUTION CL7/2005/182

Council received and noted the report of meeting 6/2005 held on 14 October 2005 of the Board of Monash Commercial Pty Ltd.

(File RMOR2005/081)

For action or noting by: Vice-President (Finance)/Chief Financial Officer, Chief Executive Officer

8. Report of the Academic Board

For action or noting by: President and Secretary, Academic Board

8.1 Receipt of Report

RESOLUTION CL7/2005/183

Council received and noted the report of meeting 6/2005 of the Academic Board held on Wednesday, 5 October 2005.

(File RMO2004/0809)

8.2 Legislation

8.2.1 Amendment pursuant to Statute 2.2 The Academic Board (Substitution) 2005

RESOLUTION CL7/2005/184

Council made the Statute 2.2 The Academic Board (Substitution) 2005.

(File RMO1998/2397)

For action or noting by: University Solicitor

8.2.2 Academic Board Regulations

RESOLUTION CL7/2005/185

Council made the Academic Board Regulations 2005.

For action or noting by: University Solicitor

8.3 International Self-Review

Discussion of this item occurred at agenda item 4.4

8.4 University-wide Key Performance Indicators 2005

Discussion of this item occurred at agenda item 4.2

8.5 External Member of the Faculty Board of Law

RESOLUTION CL7/2005/186

Council approved the recommendation to renew the membership of Mr Jack Fajgenbaum, QC, for a further three years from July 2005 to April 2008 inclusive, in accordance with Regulations of the University, Faculties Regulations, Part III – Faculty Boards, Schedule 7 – Faculty of Law, Subsection 7.6.2.

(File RMO1999/1027)

For action or noting by: University Solicitor, Dean and Faculty Manager - Law

8.6 ‘Still Learning’ Mid-Term Report

Discussion of this item occurred at agenda item 4.3

8.7 Receipt of Proceedings

RESOLUTION CL7/2005/187

Council noted the proceedings of meeting 6/2005 of the Academic Board held on 5 October 2005.

(File RMO1997/0898)

9. Report of the Gippsland Advisory Council

9.1 Receipt of Report

RESOLUTION CL7/2005/188

Council received and noted the report of the Gippsland Advisory Council meeting 6/2005 held on 27 September 2005.

9.2 Receipt of Proceedings

RESOLUTION CL7/2005/189

Council noted the proceedings of the Gippsland Advisory Council meeting 6/2005 held on 27 September 2005.

(File RMO1997/0888)

For action or noting by: Chairman and Secretary, Gippsland Advisory Council

10. General Business

10.1 Senior Appointments

For action or noting by: Vice-President (Administration), Manager, Senior Appointments

RESOLUTION CL7/2005/190

Council noted that the following had accepted the indicated offers of appointment approved by the Vice-Chancellor and President:

Professor Xiao Dong Chen – Chair of Biotechnology, Department of Chemical Engineering, Faculty of Engineering.

Associate Professor Helen De Cieri – Professor of Management, Department of Management, Faculty of Business and Economics.

Professor Charmine Hartel – Professor of Management, Department of Management, Faculty of Business and Economics.

Dr Carol Morse – Professor and Director, Health and Wellbeing, Peninsula campus, Faculty of Medicine, Nursing and Health Sciences.

Professor Gordon Whyte – Professor of International Education Development, International Education Implementation Unit and Centre for Medical and Health Sciences Education, Faculty of Medicine, Nursing and Health Sciences.

RESOLUTION CL7/2005/191

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

Dr Maryann Augustin – Professor, School of Chemistry, Faculty of Science.

Professor Lenore Manderson – Professor, School of Psychology, Psychiatry and Psychological Medicine, Faculty of Medicine, Nursing and Health Sciences.

10.2 Neurosciences Victoria Limited (‘NSV’): Appointment of Directors and Board Executive Representative

RESOLUTION CL7/2005/192

Council, subject to confirmation that the appointments below had been approved at the AGM of NSV on 20 October 2005:

  • approved and ratified the re-appointments of Mr William Burdett as the University’s nominee to the NSV Board; and Professor Bruce Tonge as a Monash Node representative on the NSV Board, and the Monash Node Representative on the NSV Board Executive; and

  • directed the University Solicitor to notify the Chairman and Secretary of NSV as soon as Council had approved and ratified the two appointments.

(File RMO2001/0819)

For action or noting by: University Solicitor

10.3 Posthumous Award

RESOLUTION CL7/2005/193

Council approved the proposal of the Faculty of Information Technology to confer a posthumous award of Bachelor of Business Systems to the late Mr Eugene Kit Ong.

(File RMO2005/1330)

For action or noting by: Dean and Registrar, Information Technology, Manager, Graduations, Graduations Officer, Executive Services

10.4 Next Meeting

The next meeting of Council will be held at 4.30 pm on 12 December 2005 at Clayton Campus.