Mr J Ellis, Chancellor, Presiding

Mr P Ramler AM, Deputy Chancellor

Dr L Rowe, Deputy Chancellor

Professor R Larkins, Vice-Chancellor and President

Associate Professor J Hurst, Chair of Academic Board

Ms L Adler

Mr I Pyman

Mr J Bender

Ms L Boston

Professor C Bourke MBE

Ms Z Edwards

Ms M Kok

Ms P Hutchinson

Ms S Smith

Dr C Williams

Dr J Zillman AO

Professor A Shoemaker, Deputy Vice-Chancellor (Education)

Mr R Fairchild, Vice-President (Advancement)

Professor M Liddell, Pro-Vice Chancellor and President (Sunway Campus)

Mr L W Keng CEO of Education & Health Division of the Sunway Group

Mr T Calder, Director, Executive Services

Dr A Finkel, Chancellor Designate

Professor R Pollard, Pro-Vice Chancellor and President (Sunway Campus) Designate

Professor W Wong, Deputy Pro-Vice Chancellor (Sunway Campus)

Mr P K Tuck, Executive Director of the Sunway campus

Ms L Chatfield

1.1  Apologies

Professor Edwina Cornish, Deputy Vice-Chancellor (Research) Professor Stephanie Fahey, Deputy Vice-Chancellor (International), Mr Peter Marshall, Vice-President (Administration) and Mr David Pitt, Vice-President (Finance) were unable to attend the meeting.

1.2  Special Leave

The following Council Members were granted special leave:

Name	Special Leave
	Meeting No.	Date
Mr Shane Buggle	6/2007	7 September 2007
Mr Charles Curwen	6/2007	7 September 2007
Professor Susan Davis	6/2007	7 September 2007
Mr Peter Redlich	6/2007	7 September 2007

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 Discussion on Monash University’s International Strategies and Objectives 7.5 Report of Resources and Finance Committee – Proceedings, 8 Report of the Gippsland Advisory Council and 9 Report of the Audit Committee 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  Use of the University Seal

RESOLUTION CL6/2007/141

Council noted the report of the Vice-Chancellor dated 27 August 2007 on the affixing of the Common Seal to documents executed under Seal pursuant to Statute 8.1, Section 2.1.5.

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.
 

2.1  Minutes of Meeting No 5/2007

RESOLUTION CL6/2007/142

Council confirmed the Minutes of Meeting No. 5/2007 held on Monday, 6 August 2007.

For action or noting by: Secretary to Council
 

3.1  Chancellor’s Report to Council

The Chancellor, on behalf of Council, congratulated Professor Merilyn Liddell, Pro Vice-Chancellor and President Monash Sunway and Professor Tyronne Pretorius, Pro Vice-Chancellor and President Monash South Africa campuses, for the significant achievements and progress made at both the Malaysia and South Africa campuses over recent years.

Commending the outcomes of the Council tour to South Africa and Malaysia campuses, the Chancellor thanked those Council Members able to commit the time to the visits and commended the Pro Vice-Chancellors and the staff and students at both campuses for their contributions that made the visits such a success.

Council requested that the Chancellor write on behalf of Council, to the Pro Vice-Chancellors, senior staff and students at both campuses thanking them for their valuable and significant contributions. The Chancellor was also requested to formally record Council’s thanks to the Secretary to Council and Ms Lisa Chatfield for organising the visits and their assistance during the past week.

The Chancellor supported Councils comments and advised that he would convey Council’s thanks as soon as he returned to Australia.

RESOLUTION CL6/2007/143

Council received the oral report of the Chancellor.
 

4.1  Vice-Chancellor’s Report to Council

Expanding on his Report to Council, the Vice-Chancellor advised that while Open Day and been very successful, aspects relating to timing and staggering Open Day at the metropolitan campuses over Saturday and Sunday would be implemented in 2008.

Additional matters reported to Council included:

Distinguished Alumni Awards – the Vice-Chancellor advised that this had been an exciting event that had facilitated much positive engagement with alumni. The Vice-Chancellor commended Mr Ron Fairchild and his staff for organising the highly successful night.

HEQC Quality Audit Report of Monash South Africa – the Vice-Chancellor advised that a revised report had been received. The report provided further grounds for Professor Pretorius to seek approval from the Minister for recognition of Monash University South Africa as a University within the South African system.

The Vice-Chancellor advised that Council would be notified of the web url for accessing the report.

Opening of the new Monash Sunway campus – The Deputy Prime Minister of Malaysia, Dato’ Sri Najib Mohd bin Tun Haji Abdul Razak, opened the new campus on 3^rd September 2007. The opening was combined with the official naming of the new Tan Sri Jeffrey Cheah School of Medicine in honour of the Chair and founder of the Sunway Group and Monash University partner. The Vice-Chancellor advised Council that the new campus would enable Monash University, Sunway to continue to grow its involvement within the sector, enhance its research activities and build on its already strong presence in Malaysia.

Business Award – Council was advised that the recent award to the Sunway campus was a further example of the maturity of the campus. Further, noting the impending retirement of Professor Liddell, Council commended her leadership of the campus, particularly the considerable achievements over the past 4 years. Council wished Professor Liddell success in whatever activity she undertook in the future.

RESOLUTION CL6/2007/144

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

4.2  Update on University 2007 Financials

Professor Larkins advised Council that the University was tracking above the forecast budget, however the Vice-Chancellor noted that this was partially due to the need to account as revenue a number of large one-off capital grants.

During discussion members were advised of the following:

Increased investment revenue in July was the result of actions taken by fund managers and therefore had not been identified in the June forecast.

In response to a suggestion that the improved financial position of the University could have prevented redundancies in 2006 had the University correctly forecast the higher level of revenue, Council was advised that the largest group came from the Faculty of Information Technology and these were the result of the need for the faculty to restructure itself due to ongoing reduced student demand and other cost budgeting exigencies. It was also noted that capital development grants must be taken to account in the year received. Further, Council was advised that net staff numbers had increased over the year.

RESOLUTION CL6/2007/145

Council received the financial report for the period ending July 2007.

4.3  Advancement Progress Report

During discussion the following matters were raised:

• student recruitment numbers for semester 2 had exceeded target;

• the Advancement Division had improved its outputs under the guidance of Mr Fairchild; and

• the solicitation process for major gifts was progressing and while the timing of major gifts could not be forecast, the Division believed it was within range of its projected campaign milestones as at the end of August.

RESOLUTION CL6/2007/146

Council received the report titled Advancement Progress Report prepared by Mr Ron Fairchild, Vice-President (Advancement).
 

Following an introduction by the Vice-Chancellor, Council Members were invited to lead the discussion. The following issues were discussed:

• Noting that the South Africa campus had made great progress since the previous Council visit in 2002, it was suggested that the greatest risks were now those that were outside the University’s control.

In response the Vice-Chancellor advised Council that Mr Pitt, Vice-President (Finance) would prepare a report for Council examining several debt reduction scenarios, i.e. short timeline to breakeven versus slower level of debt reduction and the ramifications of both scenarios.

• Communication with, and reporting to Council could be improved.

Council was reminded that Resources and Finance Committee and Council received quarterly financial reports for both campuses however an additional option could be to have each Pro Vice-Chancellor report to Council during the year.

Council was informed that other campuses were not required to report to Council.

Further, it was suggested that Council visit a different offshore campus once every 2 years.

The Chancellor supported the proposal to alternate Council visits to each offshore campus.

• Membership of the Boards of Monash South Africa and Monash University, Sunway should include additional Council Members.

Noting the need to accommodate our partners requirements in Monash Malaysia, the proposal to increase the membership of the Monash South Africa Board could be further explored.

The Chancellor suggested that Council needed to receive frequent updates on "country risk" and the Secretary was requested to arrange for the distribution to Council Members of the risk evaluation of South Africa as prepared by the Economist -Intelligence Unit.

• Communication between offshore campuses and faculties.

Council was informed that a staff exchange program was in place. In relation to some difficulties experienced in South Africa regarding the approval of units/courses, Council was advised that these were largely intra faculty matters however Professor Shoemaker was also aware of the issues.

• Monash’s leading role in research could be enhanced by implementing e-research methodologies at the offshore campuses.

The Vice-Chancellor advised Council that Professor Cornish, Deputy Vice-Chancellor (Research), was passionate about e-research and that the involvement of the offshore campuses was already underway.

• Annual Report to Parliament and the lack of detail about the offshore campuses.

The Secretary to Council to arrange for the Annual Report to Parliament to include sections on Monash South Africa and Monash University, Sunway.

• Council’s view of the role of offshore campuses should be documented and discussed.

A report to be prepared and discussed at a future meeting of Council.

• Council members should use their wide range of contacts to increase the exposure of the offshore campuses.

• That the Monash University Act (1958) be opened up to explicitly include mention of international activities/campuses.

• Following Council’s recent visit to the South Africa and Malaysia campuses, Council expressed its strong support for both campuses. A Working Party consisting of Ms P Hutchinson, Mr I Pyman, Dr C Williams and Associate Professor J Hurst, assisted by the Secretary to Council, was requested to prepare a statement to record Council’s position.

• Student Associations at the offshore campuses, their independence and role on campus committees; and grievance processes.

During discussion it was suggested that some of the issues raised may be the result of miscommunication and Professor Liddell was requested to liaise with the student office-bearers to clear up any misunderstandings.

• Matters relating to risk management, pricing structures and better utilisation of infrastructure at Monash South Africa campus.

The South Africa Risk Management Report to be distributed to all Council members. The pricing structure was reviewed each year.

• Other matters discussed included the university exceeding projected student enrolment levels, the importance of an appropriate governance structure that meet the needs of all stakeholders and the importance of the Monash South Africa and Sunway campuses continuing their contribution to the social developments of both countries.

The Chancellor thanked members for their contribution and noted that Council looked forward to receiving a discussion paper on the themes raised during the discussion.

RESOLUTION CL6/2007/147

Council established a Working Party consisting of Ms P Hutchinson, Mr I Pyman, Dr C Williams and Associate Professor J Hurst, assisted by the Secretary to Council to prepare a report for consideration at a future meeting of Council.

Council received an oral report from the Chairman of Resources and Finance, Mr P Ramler and requested that future reports include the membership and attendance at each meeting.

7.1  Receipt of Report

RESOLUTION CL6/2007/148

Council received and noted the report of the Resources and Finance Committee meeting 4/2006 held on 23 August 2006.

7.2  CRC for Rail Innovation

RESOLUTION CL6/2007/149

Council approved the University becoming:

• a member in the Rail Company Ltd to secure its involvement in the Rail CRC,
• involved in the Rail CRC (joint venture)

subject to clearance of final agreements by the University Solicitor’s Office and the University, through the Department of Mechanical Engineering, receiving the necessary commitments from the CRC as outlined above.

For action or noting by: Vice-President (Finance) and Divisional Director, Corporate Finance and University Solicitor.

7.3  Advanced Manufacturing CRC

RESOLUTION CL6/2007/150

Council approved the University becoming a member in the Advanced Manufacturing CRC, subject to clearance of final agreements by the University Solicitor’s Office.

For action or noting by: Vice-President (Finance) and Divisional Director, Corporate Finance and University Solicitor.

7.4  Astronomy Australia Ltd Constitutional Amendments

RESOLUTION CL6/2007/151

Council authorised by resolution the amendments to the Constitution resolved by the members of Astronomy Australia Ltd on 5 July 2007.

For action or noting by: Vice-President (Finance) and Divisional Director, Corporate Finance and University Solicitor.

7.5  Receipt of Proceedings

RESOLUTION CL6/2007/152

Council noted the proceedings of meeting 4/2007 of Resources and Finance Committee held on 23 August 2007.
 

A member noted the lack of detail included in the report. Mr Pyman advised that a review was currently underway and that changes could be expected following completion of the review process.

8.1  Receipt of Report

RESOLUTION CL6/2007/153

Council received and noted the report of the Gippsland Advisory Council meeting 4/2007 held on 17 July 2007.

8.2  Receipt of Proceedings

RESOLUTION CL6/2007/154

Council noted the proceedings of the Gippsland Advisory Council meeting 4/2007 held on 17 July 2007.

For action or noting by: Secretary to Gippsland Advisory Council
 

Ms Hutchinson, Chair of Audit Committee, advised that the major matters discussed at the meeting included:

• Frequency of meetings
• Size and membership of the Committee
• Possible revisions to the Committees terms of reference
• Greater oversight by the Committee of Audits audit program and the outcomes of the program.

RESOLUTION CL6/2007/155

Council noted the unconfirmed Minutes of the Audit Committee Special Meeting 3^rd August 2007.

10.1  Senior Appointments

10.1.1  Acceptance of Offers

RESOLUTION CL6/2007/156

Council noted that:

• the persons named in the document had accepted the offers of appointment, approved by the Vice-Chancellor and President.

• the persons named in the document had accepted offers of appointment, approved by the Special Professorial Appointments Committee of Council.

For action or noting by: Divisional Director – Human Resources and Manager – Senior Appointments.

10.2  Update on HEQC Quality Audit of Monash South Africa

RESOLUTION CL6/2007/157

Council noted the report titled Update on HEQC Quality Audit of Monash South Africa.

For action or noting by: Pro Vice-Chancellor (Quality), Director, Centre for Higher Education Quality and Pro Vice-Chancellor and President (South Africa).

10.3  Posthumous Award

RESOLUTION CL6/2007/158

Council approved the proposal of the Faculty of Medicine, Nursing and Health Sciences to confer a posthumous award of Bachelor of Medicine / Bachelor of Surgery to Mr Digvijay Singh.

For action or noting by: Dean, Faculty of Medicine, Nursing and Health Sciences, Faculty Manager, Faculty of Medicine, Nursing and Health Sciences and Manager – Graduations.
 

The next meeting of Council is scheduled to be held at 5.00pm on Monday, 29 October 2007 in the Sir George Lush Room, Building 3a, Clayton Campus.