Council Meeting 7-2006

Meeting 7/2006 of the Monash University Council was held between 5.00 pm and 7.15 pm on Monday, 30 October 2006 in the Sir George Lush Room, Building 3a, Clayton Campus

MINUTES

There were present:

In attendance were:

Professor S Parker, Senior Deputy Vice-Chancellor
Professor S Fahey, Deputy Vice-Chancellor (International)
Professor E Cornish, Deputy Vice-Chancellor (Research)
Mr P Marshall, Vice-President (Administration)
Mr R Fairchild, Vice-President (Advancement)
Mr D Pitt, Vice-President (Finance)/Chief Financial Officer

Secretary:

Mr Tony Calder, Director, Executive Services

Observers:

Ms L Chatfield
Ms N Mitchell

PART A

1.  PROCEDURAL MATTERS

Council approved the following changes to the agenda:

Addition of item 4.1.1 Departure of Senior Deputy Vice-Chancellor and proposed establishment of the position of Deputy Vice-Chancellor (Education);

Deferral of item 4.7 Introduction of the Monash Card as further consultation with student bodies was required;

Deferral of items 7.3 and 7.4 Report of the Special Meeting of Audit Committee as the matter requires further consideration; and

Addition of item 10.5 Exclusion for Unsatisfactory progress Regulations (Amendment No. 1 2006)

1.1  Apologies

Apologies were received from Dr John W Zillman and Mr Joshua Beggs.

1.2  Special Leave

Council approved a request for special leave for meeting 8/2006 from Professor Susan Davis.

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, 1.5.1 Report of the Membership Committee 2 Confirmation of Minutes of Previous Meeting, 3 Chancellor’s Business, 4 Vice-Chancellor’s Business, 6.2 Grant to Monash South Africa, 6.3 MLC Investment Strategy Review, 7 Audit Report to Council were "starred" for discussion.

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  Report of the Membership Committee

A document on the Election of Deputy Chancellors was tabled at the meeting.

Membership Committee met on 30 October 2006 to consider the appointment of the next Chancellor and Deputy Chancellors.

Appointment of the next Chancellor

Dr Hearn advised Council that the selection process was ongoing.

Appointment of Deputy Chancellors

The Chancellor advised Council that the terms of both Deputy Chancellors expired on 31 December 2006.

Council was advised that while Mr Ramler’s reappointment to Council was delayed due to the Caretaker Provisions in place due to the impending state election, Membership Committee recommended to Council that Mr Ramler be reappointed to the position of Deputy Chancellor for a further three year term, commencing 1 January 2007 and ending 31 December 2009, subject to his appointment to Council being approved by the Governor-in-Council.

Noting that Dr Hearn was retiring from Council, Membership Committee confirmed the convention of appointing at least one female Deputy Chancellor and considered the possible candidates.

Following discussion, Membership Committee recommended to Council that Associate Professor Leanne Rowe be appointed Deputy Chancellor for a term commencing 1 January 2007 and ending 31 December 2009.

RESOLUTION CL7/2006/153

Council resolved to:

Reappoint Mr P Ramler to the position of Deputy Chancellor for a further term commencing 1 January 2007 and ending 31 December 2009 subject to Mr Ramler’s Council membership being confirmed by the Governor-in-Council.

Appoint Associate Professor L Rowe to the position of Deputy Chancellor for a term commencing 1 January 2007 and ending 31 December 2009.

RMO1997/1107

1.5.2  Use of the University Seal

RESOLUTION CL7/2006/154

Council noted the report of the Vice-Chancellor dated 20 October 2006 on the affixing of the Common Seal to documents executed under Seal pursuant to Statute 8.1, Section 2.1.5.

RMO1997/0889

For action or noting by: Vice-President (Finance) and 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 6/2006

RESOLUTION CL7/2006/155

Council confirmed the Minutes of Meeting No. 6/2006 held on Monday, 25 September 2006.

For action or noting by: Secretary to Council.
 

PART B STARRED ITEMS

3.  Chancellor’s Business

3.1  Chancellor’s Report to Council

The Chancellor reported to Council on a recent meeting of university Chancellors where topics discussed included the distinction between the role of Chancellors and that of university management, the restructure of the AVCC to Universities Australia and the improved management of universities of the past 10 years.

The Chancellor informed Council of a number of recent events including the awarding of the degree of Doctor of Laws honoris causa to Dr Al-Shahristani, Iraq’s Oil Minister and campaigner for disarmament and freeing the Middle Ease from weapons of mass destruction; a visit and public lecture by the Chief Rabbi of the Commonwealth – Sir Jonathan Sacks; and dinners held to acknowledge a range of generous benefactors who have provided significant and ongoing support to the Centre for Jewish Civilisation.

RESOLUTION CL7/2006/156

Council received the oral report of the Chancellor.

RMO1998/2347
 

4.  Vice-Chancellor’s Business

4.1  Vice-Chancellor’s Report to Council

The Vice-Chancellor commended his written report to Council and provided the following additional information.

Universities Australia

The Vice-Chancellor outlined the major changes to the structure of the AVCC as it commenced the transition to "Universities Australia". Noting that now each university would be a member, not the Vice-Chancellor, the Vice-Chancellor advised that a recommendation for membership by Monash would be presented to Council in 2007.

Resignation of Professor E Byrne

Council recorded a note of appreciation for services to Monash by the Dean of the Faculty of Medicine, Nursing and Health Sciences, Professor Ed Byrne, who will leave Monash in 2007 to take up the position of Executive Dean of the faculty of Biomedical Sciences and Head of the Medical School at University College London.

Councillors requested and received further information on a number of matters including aspects of the restructuring of the Faculty of Information Technology.

RESOLUTION CL7/2006/157

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

RMO1998/2347

4.1.1  Departure of Senior Deputy Vice-Chancellor and proposed establishment of position of Deputy Vice-Chancellor (Education)

The Vice-Chancellor, noting that with deep regret he had accepted the resignation of Professor Stephen Parker as Senior Deputy Vice-Chancellor to take up the position of Vice-Chancellor at the University of Canberra, outlined to Council some of the areas where Professor Parker had made a lasting contribution to Monash. Notable features of Professor Parker’s tenure at Monash included the establishment of the Monash Law Chambers in Bourke Street, significant development of the strategic planning portfolio, oversight of the university’s preparation for the recent AUQA audit and responsibility for the education portfolio.

Due to the departure of Professor Parker, the Vice-Chancellor sought Council’s approval for the establishment of the position of Deputy Vice-Chancellor (Education) and resultant changes to the senior management structure detailed in the document presented.

Council discussed a range of matters as a result of the proposal including the number of direct reports to the Vice-Chancellor, the role of planning at Monash and its linkages to strategy and the contractual obligations of senior staff.

Council congratulated Professor Parker on his appointment and approved the proposals presented by the Vice-Chancellor.

RESOLUTION CL7/2006/158

Council:

noted the resignation of the Senior Deputy Vice-Chancellor, Professor Stephen Parker and acknowledged the outstanding contribution that Professor Parker had made to Monash University over the past seven plus years;

approved (from the date of Professor Parker’s departure) the abolition of the position of Senior Deputy Vice-Chancellor, and establishment of a new position, Deputy Vice-Chancellor and Vice-President (Education); and

approved the filling of the position of Deputy Vice-Chancellor (Education) and the proposed selection committee as outlined at paragraph 11 of the paper presented.

RMO199/064

For action or noting by: Vice President (Administration)

4.2  Monash University 50^th Anniversary Celebration

Mr Ron Fairchild, Vice-President (Advancement) outlined to Council the initiatives and budget implications of the proposed options for commemorating Monash’s 50^th anniversary in 2008.

Council discussed a range of matters including budget and resource implications of the three options presented and the need for Monash to make a statement about its future during the commemoration period.

Summarising the discussion, the Chancellor stated that Council supported the view that the 50^th anniversary of the proclamation of the Monash University Act (1958) – 2008 – was the appropriate date and that a more detailed plan incorporating aspects of options 1 & 3, subject to budget projections, be developed and presented to future meeting of Council.

RESOLUTION CL7/2006/159

Council noted the advice of Mr Ron Fairchild, Vice-President (Advancement).

For action or noting by: Vice President (Advancement)

4.3  University-wide Key Performance Indicators (UKPI)

Following an introduction by Professor Stephen Parker, Senior Deputy Vice-Chancellor, Council noted the following:

General-academic staff ratio – it was suggested that the interpretation of the outcome for this indicator could be interpreted as either good or bad depending on the views of the reader and that further work was needed in order to develop it as a reliable and meaningful KPI.

Debt to equity – while noting that Monash’s debt to equity ratio had increased, but was still within target, members provided the following comments:

noting that Monash’s ratio was the highest in the sector, Council was advised that the university’s investments were sufficient to repay the debt however this was an area that was being carefully monitored by management;

prudent management also dictated the university needed to responsibly leverage its assets; and

it was suggested the strategy of leveraging assets be considered as a topic for discussion at February’s Council Conference.

Fundraising – it was suggested that a KPI be developed for inclusion in future reports.

Equity KPI’s – Access, retention and progression of indigenous students may need to be reconsidered.

The Chancellor thanked Councillors for their comments and commended Professor Parker and his team for their efforts in compiling the report.

RESOLUTION CL7/2006/160

Council received the 2006 University-wide Key Performance Indicators (UKPI) report.

RMO2005/1474

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

4.4  University Quality Activities – 2006

Following discussion, Council was advised that the draft AUQA Report and managements comments on the report would be submitted to Council meeting 8/2006.

RESOLUTION CL7/2006/161

Council received the report titled University Quality Activities 2006 and noted the advice of Professor Stephen Parker, Senior Deputy Vice-Chancellor.

RMO2000/0766

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

4.5  A Review of Monash’s Educational Performance

RESOLUTION CL7/2006/162

Postponed to meeting 8/2006.

4.6  Outcomes of the 2006 Australian Research Council (ARC) and National Health and Medical Research Council (NHMRC) Research Grant Rounds

Professor Cornish, Deputy Vice-Chancellor (Research) provided Council with an overview of Monash’s performance in the NHMRC and ARC research grant rounds noting that Monash had maintained its 2005 ranking at third and sixth respectively.

RESOLUTION CL7/2006/163

Council noted the advice of Professor Edwina Cornish, Deputy Vice-Chancellor (Research).

RMO2006/0591, RMO2005/1227; CF06/352

For action or noting by: Deputy Vice-Chancellor (Research), Director – Planning and Research
 

PART C ITEMS FOR APPROVAL OR INFORMATION

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

6.  Report of the Resources and Finance Committee

6.1  Receipt of Report

RESOLUTION CL7/2006/164

Council received and noted the report of the Resources and Finance Committee meeting 5/2006 held on 12 October 2006.

RMO2005/1400

For action or noting by: Secretary - Resources and Finance

6.2  Grant to Monash South Africa

In response to a query, Mr David Pitt, Vice-President (Finance) advised that the grant would result in an approximately neutral position for the campus.

RESOLUTION CL7/2006/165

Council approved a grant in 2006 to Monash South Africa at approximately the same level as the interest charged on the MPSA loans. This should be subject to final approval of the South African Reserve Bank approval of interest charges on the loans to Monash South Africa.

RMOR2004/119

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

6.3  MLC Investment Strategy Review

Mr David Pitt, Vice President (Finance) clarified for Council the performance level of the MLC investment strategy.

RESOLUTION CL7/2006/166

Council approved:

the revised objectives suggested by MLC to apply to the Balanced Fund Portfolio together with the changed 75/25 asset allocation strategy.

the dissolution of the Investment Advisory Sub-Committee.

RMOR1998/158

For action or noting by: Vice-President (Finance) and Treasurer.

6.4  Receipt of Proceedings

RESOLUTION CL7/2006/167

Council noted the proceedings of meeting 5/2006 of Resources and Finance Committee held on 12 October 2006.

RMO2005/1400

For action or noting by: Secretary - Resources and Finance
 

7.  Report of the Audit Committee

7.1  Minutes

RESOLUTION CL7/2006/168

Council noted the confirmed minutes of meeting 2/2006 of the Audit Committee held on Monday 17 July.

RMO2000/1603

For action or noting by: Secretary - Audit Committee

7.2  Legal Compliance Reports – March and June Quarters 2006

Ms P Hutchinson, Chair – Audit Committee, outlined the purpose and outcomes of the last two quarters of Compliance Reports.

RESOLUTION CL7/2006/169

Council noted the consolidated reports on the legal compliance process for the March and June quarters 2006.

RMO2006/1154

For action or noting by: Secretary - Audit Committee
 

8.  Report of the Academic Board

8.1  Receipt of Report

RESOLUTION CL7/2006/170

Council received and noted the Report of Meeting 6/2006 of the Academic Board, held on Wednesday, 4 October 2006.

RMO2004/0809

For action or noting by: Secretary – Academic Board

8.2  Reorganisation of the Structure of the Faculty of Medicine, Nursing and Health Sciences

RESOLUTION CL7/2006/171

Council approved the proposal of the Faculty of Medicine, Nursing and Health Sciences to reorganise the structure of the Faculty of Medicine, Nursing and Health Sciences with the creation of a medical school comprising medical schools on three sites.

RMO2002/0435

For action or noting by: Dean, Faculty of Medicine, Nursing and Health Sciences, University Solicitor

8.3  Change of name of the Centre for Business Intelligence and Decision Support Research

RESOLUTION CL7/2006/172

Council approved the proposal of the Faculty of Information Technology to change of name of the Centre for Business Intelligence and Decision Support Research to the Centre for Decision Support and Enterprise Systems Research.

RMO1997/0768

For action or noting by: Dean, Faculty of Information Technology

8.4  Receipt of Proceedings

RESOLUTION CL7/2006/173

Council noted the proceedings of the Academic Board meeting held on 4 October 2006.

RMO1997/0898

For action or noting by: Secretary – Academic Board
 

9.  Report of the Gippsland Advisory Council

9.1  Receipt of Report

RESOLUTION CL7/2006/174

Council received and noted the report of the Gippsland Advisory Council meeting 5/2006 held on 5 September 2006.

RMO1997/0888

9.2  Receipt of Proceedings

RESOLUTION CL7/2006/175

Council noted the proceedings of the Gippsland Advisory Council meeting 5/2006 held on 5 September 2006.
 

10.  General Business

10.1  Senior Appointments

10.1.1  Acceptance of Offers

RESOLUTION CL7/2006/176

Council noted:

that the persons named in the document presented have accepted the indicated offers of appointment, approved by Council, and wish to record their thanks to Council

the accepted offers of appointment as detailed in the document presented approved by the Vice-Chancellor and President.

the accepted offers of appointment as detailed in the document presented approved by the Special Professorial Appointments Committee of Council.

For action or noting by: Manager – Senior Appointments

10.2  Monash IVF Board Director Appointment

RESOLUTION CL7/2006/177

Council approved the recommendation of the Monash Directors on the Monash IVF Board to appoint the person named in the document to the Monash IVF Board.

RMOR2001/017

For action or noting by: Divisional Director – Corporate Finance

10.3  Posthumous Award

RESOLUTION CL7/2006/178

Council approved the proposal of the Faculty of Education to confer a posthumous award of Graduate Diploma of Education (Secondary) to the student named in the document.

RMO2005/1330

For action or noting by: Dean, Faculty of Education, Manager - Graduations

10.4  Report of the Returning Officer – Council Elections

RESOLUTION CL7/2006/179

Council noted that Council elections have taken place with the following results:

Election to Council of one Undergraduate/Diploma Student Member

Ms Zoe Edwards was elected for a term commencing 1 January 2007 and ending 31 December 2007.

Election to Council of one Graduate Student Member

Ms Mei-Leng Kok was elected for a term commencing 1 January 2007 and ending 31 December 2007.

Election to Council of one Academic Staff Member (other than Professor)

No nominations were received and the returning officer consequently declared a casual vacancy. An election to fill the casual vacancy has commenced and 9 nominations have been received. Voting closes at the close of business 6^th November and the outcome will be advised to Council at its meeting on the 4^th December 2006.

RMO2005/1340, RMO2004/1323, RMO2004/1204

10.5  Exclusion for Unsatisfactory Progress Regulations (Amendment No. 1 2006)

RESOLUTION CL7/2006/180

Council made the Exclusion for Unsatisfactory Progress Regulations (Amendment No. 1 2006).

RMO2001/0500

For action or noting by: University Solicitor
 

11.  Next Meeting

The next meeting of Council is scheduled to be held at 4.00 pm on Monday, 4 December 2006 in the Council Chamber, First Floor, Building 3a, Clayton Campus.