Council Meeting No 2/08

A meeting of the Council was held in the Council Chamber, 1 st Floor, Old Quadrangle on Monday 17 March 2008 at 4.00 pm.

Present

Members

The Chancellor (Mr Ian Renard) (in the Chair)
The Deputy Chancellor (The Hon. Alex Chernov)
The Deputy Chancellor (Ms Rosa Storelli)
The Vice-Chancellor (Professor Glyn Davis)
The President of Academic Board (Professor Pip Pattison)
Ms S Beattie, Professor G Bowes, Mr M Coyle, Dr M Doig, Professor P Dawkins,
Ms H Hayman, Mr R Johanson, Associate Professor M Joshi, Ms L Landy,
Ms E Ritchie, Ms M Sloss and Hon D R White.

Others Attending

Ms Elizabeth Alexander and Mr Paul Briggs.

The President of Convocation (Ms Lesley Boston)
The President of UMSU (Ms Libby Buckingham)
The President of UMPA (Ms Tammi Jonas)

The Provost (Professor Peter McPhee)
The Deputy Vice-Chancellor (International) (Professor Frank Larkins)
The Deputy Vice-Chancellor (Research) (Professor John McKenzie)
The Pro-Vice-Chancellor (University Relations) (Professor Warren Bebbington)
The Vice-President of Academic Board (Professor Geoff Stevens)
The Senior Vice-Principal (Mr Ian Marshman)
The Vice-Principal and Head of University Services (Ms Liz Baré)
The Vice-Principal and Academic Registrar (Ms Gillian Luck)
The Vice-Principal and Chief Financial Officer (Mr David Percival)
The Vice-Principal and General Counsel (Mr Chris Penman)
The Vice-Principal (Information) (Ms Linda O’Brien)
The Vice-Principal (Human Resources) (Mr Nigel Waugh)
The University Secretary (Ms Janet White)
The Deputy University Secretary (Mr John Green)
The Director, Office of the Vice-Chancellor (Mr Donald Speagle)
The Manager, Corporate Affairs (Ms Christina Buckridge)
Ms Liz Fazio

Melbourne University Publishing Ltd’s Presenters: (Ms Louise Adler and Mr Robert McKay)

BUSINESS

1. Formal Matters

1.1 Apologies and Leave of Absence Requests [Item A01]

Leave of absence for this meeting was granted to Dr Mansour.

Leave of absence for the May meeting was granted to Mr Renard.

2. Minutes of Previous Meetings and Follow Up Action Sheet [Item A1(a), A1(b) and A1(c)]

2.1 The minutes of Council meeting 12/07 held on 10 December 2007, copies of which had been distributed, were confirmed subject to the following amendments:

• Item 7.4: delete the last sentence of paragraph three
• Item 8.1: paragraph 3 amend the numbers: “.from 19 to 23.” to “from 22 to 27.”
• Item 8.2: replace MUSUL with UMSU and include MUSport
• Item 10.6: insert the word “ Alliance” after “Engagement” in line 2
• Item 10.15: delete the word “Board” at the end of the sentence
• Item 28: delete the word “undergraduate” in paragraph 3.

2.2 The minutes of Council meeting 1/08 held on 1 March 2008, copies of which had been distributed, were confirmed subject to the following amendments:

• Item A.2: delete the word “deputy”
• Item B.1: replace the word “conducted” with “provided” in line three
• Item B.1: delete the word “chair” under Remuneration and Employment Conditions Committee

2.3 The Action Shee t from Mee ting No.10/07 was noted.

2.3.1 Review of Music Implementation Group

The Chairperson of the Music Review Implementation Committee, Professor Pip Pattison, reminded Council of the recommendations of the Review of Music (2007) which included: the establishment of the Melbourne School of Music within a newly-constituted faculty encompassing programs in music and visual and performing arts; the appointment of a new Head for the School, most likely to the Ormond Chair; and a name for the newly-constituted faculty that would include specific reference to music and would be determined by mutual agreement of appropriate officers of the University and the existing Faculties.  Following discussion of details of appointment for the new Head, and a visit by Dame Janet Ritterman, in which she advised of the importance of maintaining momentum for the formation of the new School, constructive discussions have ensued between the VCA and the Faculty of Music concerning the name of the newly-constituted faculty.  It was likely that a proposal would be provided to the May meeting of Council, following discussion at the VCA Integration Committee.

2.3.2 Ridley College

Council noted that a proposal from the Principal of Ridley College regarding the College’s case for recognition was awaited.

2.3.3 Meanjin and the Clem and Nina Christesen Bequest

Council received and noted the advice from the Trusts lawyer. Council resolved that an exchange of letters between the Vice-Chancellor and the Dean of the Faculty of Arts should give effect to the Review recommendation by confirming that the first $30,000 of trust income should be allocated to Meanjin in perpetuity.

3. Declarations of Interest [Item A2(a)]

The Chancellor called for any declarations of interest for items on the agenda for the current meeting. No declarations were received.

4. Starring of Additional Items [Item A2(b)]

Additional items – A5.C (Supplementary Report - tabled); A8(b).1; B4(a)3 and D1(a) were starred for discussion.

5. Motion to Adopt or Receive “Unstarred Items of Business” [Item A2(c)]

In accordance with established procedure, it was formally agreed that the items of business that were not to be specifically discussed should be adopted where containing recommendations or received where containing reports.

6. Chancellor’s Matters [Item A3 (a)]

Council received and noted the following Chancellor’s Matters:

6.1 Council Fellow Appointment

Council noted that Professor Arthur Li had accepted his reappointment as Council Fellow for a further year to 31 December 2008.

6.2 Outcomes of Council Planning Conference

6.2.1 Council received a tabled paper containing today’s business in a new Agenda format and noted a number of points raised during discussion which included:

• The need for a separate section for the Academic Board report
• A preference for Vice-Chancellor’s business to have higher priority in the order of agenda
• Whether there should be a standing item for student reports

The Chancellor agreed to review these comments and provide a new draft which he would request Deputy Chancellor Chernov to present to the next meeting.  The Council agenda in the current format would continue to be used until the new format is finally agreed.

6.2.2 Council noted that Council Nominations and Governance Committee will review the outcome of syndicate group discussions arising from the Planning Conference and that during the year it will receive proposals from the “Taking Responsibility” Project for consideration prior to reporting to Council.

6.3 Review of the Melbourne University Act 1958

Council approved the recommendation for the Council Nominations and Governance Committee to be authorised to review and approve the University’s submission to the State Government’s Review of Higher Education legislation. All members of Council and a representative of the Committee of Convocation will be welcome to attend the meeting that considers the final submission, which will be held towards the end of April.

6.4 Charter of Human Rights and Responsibilities Act

Council noted the response from the Victorian Government Solicitor concerning the potential impact of the new Charter for Human Rights on some of the University’s Trust funds. The Vice-Principal and General Counsel advised that, with the benefit of advice from Senior Counsel, that it was not necessary to commence proceedings in the Supreme Court since the letter from the Government Solicitor contained sufficient assurances that can be relied upon.

Council noted that a revised policy on responding to discriminatory trusts would be referred to the Working Party that would assist the Pro-Vice-Chancellor (University Relations) in his future endeavours.

6.5 Council Committees

Council endorsed the following recommendations –

6.5.1 To amend the Terms of Reference for Honours Committee and Council Nominations and Governance Committee by deleting reference to the Chair of University Relations Committee from their membership.

6.5.2 Toappoint Associate Professor Mark Joshi to Finance Committee under the category of “one member of Council”.

6.5.3 To appoint Professor Glenn Bowes as a Council nominee on the VCA Integration Committee.

6.6 Vice-Chancellor’s Key Performance Indicators 2008

Council received the Vice-Chancellor’s Key Performance Indicators for 2008 in draft form. It noted advice from the Vice-Chancellor that the final version would include specific reference to the goals articulated in the University Plan. The Vice-Chancellor also highlighted certain aspects of his goals in the areas of teaching, U21 and an institution-wide climate survey under consideration for late 2008.

6.7 The Faculty of the Victorian College of the Arts

Council noted the invitation from the Director and Dean of the Victorian College of the Arts to experience the VCA and its students in action on Wednesday 28 May 2008 at 4.30pm followed by an informal discussion with the VCA Advisory Board. Members were asked to inform the University Secretary if they wished to attend. The VCA Graduation date of 15 May was also noted.

6.8 Cultural Treasures Walk and Events

Council noted a planned program of events in celebration of the University’s cultural collections scheduled for 18-21 September 2008.

6.9 Professor John McKenzie

The Chancellor advised that there would be only one farewell function for Professor McKenzie, at his request.

7. Listing of Key Issues and Documents for Discussion [Item A4(a)]

7.1 Melbourne University Publishing Presentation
[Item A13(b)]

Council heard an informative presentation by Ms Louise Adler and Mr Robert McKay. Mr McKay provided key financial data for MUP over the past five years and Ms Adler gave a detailed account of her development of the publishing business over this period. The Chancellor emphasised the importance of achieving the target (set by the Board of MUP at the request of the Subsidiaries Sub-Committee) that MUP would at least break even for the current financial year ending 31 December 2008. The Chancellor thanked Ms Adler and Mr McKay for their excellent presentation, noting the essential role played by the company in Knowledge Transfer within the University community.

7.2 University Accounts 2007
[Item A7(a)1, Appendix 1]

Ms Elizabeth Alexander spoke to the Annual Financial Statements for the year ended 31 December 2007 and invited Council to note that the operating surplus included investment income of around $168million. Ms Alexander also drew Council’s attention to the increasing volatility of the financial markets which will continue to have an impact. It was noted (Note 44 in the accounts) that the downturn in global equity markets had already given rise to a decline in the value of the University’s investment portfolio of around $110million, representing approximately 8% of the portfolio’s value.

Ms Alexander advised that auditors from Deloitte Touche Tohmatsu and from the Victorian Auditor-General’s Office attended the meeting of Finance Committee on 6 March. She noted that the University’s treatment of research accounts continues to be sound financial practice and in accordance with accounting standards, even though it results in a qualification.

The Chair of Audit and Risk Committee, the Hon. David White, advised Council that the audit received from Deloitte’s was superior to previous audits and confirmed that the wording of the qualification was likely to be the same as previously. He informed Council that Audit and Risk Committee had not identified any further issues, subsequent to the meeting of Finance Committee on 6 March, and considered that the financial statements should go forwa d to Council for approval.

Council approved recommendations on the University Financial Statements from Finance Committee as set out in Item 9.1 below.

8. Vice-Chancellor’s Report [Item A5]

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

8.1 Major Review of Higher Education

The Vice-Chancellor reported that the Deputy Prime Minister, the Hon. Julia Gillard, had announced a major review of Australian Higher Education which will consider the many issues and challenges facing the Australian higher education sector. A small panel of four, chaired by Emeritus Professor Denise Bradley, had been created with very wide ranging terms of reference, which is required to report by the end of 2008.

8.2 Excellence in Research for Australia

The Vice-Chancellor reported that the Minister for Innovation, Industry, Science and Research, Senator Kim Carr, had announced that a new research quality and evaluation system to be known as the Excellence in Research for Australia (ERA) will replace the cancelled Research Quality Framework. The ERA will be developed by the Australian Research Council (ARC) in conjunction with the Department of Innovation, Industry, Science and Research.

In answer to a question, the Vice-Chancellor noted that the announcement of two separate reviews by the Department of Education, Employment and Workforce Relations (DEEWR) and the Department of Innovation, Industry, Science and Research could give rise to concerns that the teaching/research nexus might be overlooked.

8.3 Deputy Vice-Chancellor (Research)

Council noted that the appointment of Professor Peter Rathjen, currently Dean of the Faculty of Science, had been announced. This followed a full search process, and an interview of the successful candidate by a Committee chaired by the Chancellor. Professor Rathjen is an outstanding University leader and stem cell researcher and his appointment ensures that the University will continue to have strong leadership in the priority areas of research and research training.

8.4 Information Futures Commission

The Vice-Chancellor reported that the Information Futures Commission, foreshadowed at the meeting of Council in December 2007, was formally launched at an Information Futures Forum on Tuesday 29 January.

The consultation phase of the process commenced with the recent release by the Information Futures Commission of the discussion paper Scholarly Information in a Digital Age: choices for the University of Melbourne. All staff and students have been invited to respond to the Consultation Paper, with responses and proposals ranging outside the questions raised in the paper welcomed. Critical perspectives, creative ideas and robust solutions have been invited. The paper will be distributed to Council members should they wish to contribute.

8.5 Student Selection 2008

Council received a confidential paper detailing the outcomes of the 2008 Student Selection process and noted that overall the University had a very successful selection period, with strong application rates and the highest acceptance rate recorded for at least the past ten years. Largely as a result of no longer offering law at undergraduate level, demand for domestic fee-paying places fell but there was continued strong support from international students.

8.6 Sale of Hawthorn English Language Centre

Further to an outstanding item from meeting 12/07, Council noted the Vice-Chancellor’s explanation about how the sale of the UMEE Ltd Hawthorn English language teaching businesses related to the findings of the University’s English Language Taskforce.

8.7 Optiportal Demonstration

Council noted that Australia’s first Optiportal had been demonstrated at the University earlier in the year. The outcome of collaboration between the University of Melbourne School of Engineering’s Centre for Ultra Broadband Information Networks and the California Institute for Telecommunications and Information Technology, the portal has great potential for advancing long distance research collaborations.

8.8 Annual Report

Council received and noted the draft Annual Report of Operations for the University for the year 2007 [see document D1(a)]. Council also:

• agreed that a footnote explaining how the attendance data was arrived at in relation to the number of full meetings and special meetings should be inserted into the relevant chart in the report
• noted that the text may require amendment in response to any comment which might be made by the Victorian Office for Higher Education;
• endorsed the Report of Operations, subject to any such amendments; and
• authorised the Vice-Chancellor and Chancellor to approve any significant changes to the final text.

Council members were requested to submit any comments or suggested changes to the text to Ms Liz Fazio, Office of the Vice-Chancellor, within the week.

8.9 University Plan

Council received and adopted the 2008 University Plan, noting that there had been some changes since the previous meeting, based on comments received.

8.10 Appointment to Melbourne Business School Board

Council noted that the Vice-Chancellor, on behalf of Council, had approved the appointment of Professor Pip Pattison, Chair of Academic Board, to the Melbourne Business School Board from first semester 2008.

8.11 Naming Proposal – Alexander J. Wearing Room, Redmond Barry Building

Council noted that the Vice-Chancellor, on behalf of Council, had approved the proposal to name a room in the Redmond Barry Building in honour of Professor Alexander Wearing.

8.12 Interim Dean of Science Appointment

Council resolved to initiate immediately an international search to secure an eminent individual to lead the Faculty of Science into the future and that Professor Elizabeth Sonenberg, currently Deputy Dean of the Faculty, be appointed as Dean, effective 1 May 2008, until such time as the new Dean takes up their position.

8.13 School of Social Work

Council noted that the Vice-Chancellor, on behalf of Council, had approved the move of Social Work from the Faculty of Arts to the School of Nursing and Social Work within the Faculty of Medicine, Dentistry and Health Sciences.

8.14 Appointment of Chair of MU Bookshop Board of Management

Council noted that the Vice-Chancellor, on behalf of Council, had approved the appointment of Professor Greg Whitwell as Chair of MU Bookshop Board of Management from 1 February 2008.

9. Finance Committee [Item A7(a)]

Council received the report of meeting 1/08 of the Finance Committee held on 6 March 2008.

9.1 University Financial Statements 2007

Council noting that there were no further amendments from Audit and Risk Committee, resolved:

1. To adopt the financial statements for the year ended 31 December 2007, noting that the University will receive a qualification for its treatment of research grants in advance, and
2. To authorise the Vice-Chancellor and Chief Financial Officer to sign the financial statements on behalf of the University.

9.2 Acceleration of Expenditure on IT Network Replacement

Council approved a recommendation to bring forward funding against cash flow of a total of $6.5million to accelerate the upgrading of the IT Network Replacement, noting that this amount will become a first charge against 2009 appropriations.

10. Audit and Risk Committee [Item A8(a)]

Council received the report of meeting 4/07 of the Audit and Risk Committee held on 10 December 2007.

10.1 Audit and Risk Committee – Terms of Reference

Council approved the following amendment to the Audit and Risk Committee’s Terms of Reference –

Under 1.5.2 delete “through receipt of reports of the activities of the University Infrastructure Committee (UIC) and subcommittees”.

11. Audit and Risk Committee [Item A8(b)]

Council received the report of meeting 1/08 of the Audit and Risk Committee held on 12 March 2008.

12. Building and Estates Committee [Item A9]

Council received the report of meeting 1/08 of the Building and Estates Committee held on 6 March 2008.

12.1 Installation of New Vehicle Entry Gate Signage

Council noted that the vehicle entry signage, for installation at entry points to the Parkville campus, was designed to reinforce the new parking regulations which would result in the stringent application of parking fines that can be enforced by the courts. Council gave “in principle” approval to the revised signage in the form or to the effect of the format shown in Appendix A to the report, noting that Legal Services would be asked to advise on certain matters of detail.

12.2 Naming Proposal – Young and Trikojus Laboratories, Medical Building

Council endorsed the naming of the third-year laboratory and the second-year laboratory located in west wing of the fourth floor of the Medical Building be named the Trikojus Laboratory and the Young Laboratory, respectively.

12.3 Naming Proposal - Founders Building and Robert M Fels Apartments, International House

Council endorsed the renaming of The New Building and The Avenue Apartments to Founders Building and Robert M. Fels Apartments, respectively.

13. Remuneration and Employment Conditions Committee [Item A11]

Council received the report of meeting 6/07 of the Remuneration and Employment Conditions Committee held on 17 December 2007.

14. Honours Committee [Item A12]

Council received the report of meeting 1/08 of the Honours Committee held on 12 March 2008.

14.1 Committee Membership

This item was dealt with under minute 6.5.1 above.

15. Planning and Budget Committee [Item B1(a)]

Council received the report of meeting 1/08 of the Planning and Budget Committee held on 20 February 2008.

15.1 Transfer of Geography, Environmental Studies, ACSIS and e-Water from the Faculty of Arts to the Faculty of Land and Food Resources

Council endorsed the transfer of the disciplines of Geography and Environmental Studies, the Australian Centre for Science Innovation and Society and the e-Water Co-operative Research Centre from the Faculty of Arts to the Faculty of Land and Food Resources from 1 January 2008. Council further noted that the final arrangements with regard to consequential resource re-allocation between the two faculties will be approved by the Provost.

15.2 Nomenclature for Graduate Schools

Council noted that this item was withdrawn, pending further consideration of the matter by the Faculties of Land and Food Resources and Veterinary Science, respectively.

15.3 Department of Mechanical and Manufacturing Engineering Name Change

Council endorsed the name change of the Department of Mechanical and Manufacturing Engineering to Department of Mechanical Engineering.

15.4 School of Electrical Engineering and Computer Science and Regulation 6.1.R7

Council endorsed the deletion of the School of Engineering and Computer Science from the list of Departments and School within Regulation 6.1.R7.

15.5 Knowledge Transfer Committee Membership

Council endorsed the addition of the Director (Knowledge Transfer) and President of Academic Board to the membership of the Knowledge Transfer Committee.

15.6 Reporting of Centres for Research and Research Training

Council approved the name change of Regulation 6.1.R7, Attachment A “Centres for Research and Research Training” to “Centres and Institutes for Research and Research Training” to reflect more accurately the composition of the list.

16. Academic Board [Item B2(a)]

Council received the report of meeting 11/07 of the Academic Board held on 6 December 2007.

17. Academic Board [Item B2(b)]

Council received the report of meeting 1/08 of the Academic Board held on 28 February 2008. The President of the Academic Board advised Council that the Board would be developing a coherent set of academic policies and procedures during the year as well as undertaking a comprehensive review of committee structures and processes.

17.1 Honorary degree of Doctor of Dental Science

Council resolved to award an honorary degree of Doctor of Dental Science to the person whose citation was tabled at the meeting.

17.2 New Student Award

Council endorsed the Board’s recommendation for the establishment of the following student award:

• John and Alison Kearney Overseas Scholarship (Appendix A of the report).

18. Melbourne Theatre Company Board of Management [Item B3(a)]

Council received the report of meeting 12/07 of the Melbourne Theatre Company Board of Management held on 14 December 2007.

19. Melbourne Theatre Company Board of Management [Item B3(b)]

Council received the report of meeting 1/08 of the Melbourne Theatre Company Board of Managementheld on 15 February 2008.

20. The Ian Potter Museum of Art [Item B3(c)]

Council received the report of meeting 6/07 of the Ian Potter Museum of Artheld on 4 December 2007.

21. The Ian Potter Museum of Art [Item B3(d)]

Council received the report of meeting 1/08 of the Ian Potter Museum of Artheld on 13 February 2008.

22. Committee of Convocation [Item B4(a)]

Council received the report of meeting 10/07 of the Committee of Convocation held on 19 December 2007.

The President of the Committee of Convocation reported that the Committee was pleased to hear that the Dean of the Faculty of Medicine, Dentistry and Health Sciences had supported the change in reporting arrangements for the Bio21 Institute.

The Chancellor suggested that the Committee may wish to have input into the Information Futures Commission and the State Government Review of the Melbourne University Act.

23. Legislation and Trusts Committee [Item C]

Council received and noted the report of the Legislation and Trusts Committee meeting 1/08 held on 3 March 2008.

23.1 Council made the following Statute as detailed in the Report

(1)

Enactment of Statute 9.55 recommended by the Planning and Budget Committee

To affiliate Peter MacCallum Cancer Institute (10/08)

23.2 Council made the following Regulations as detailed in the Report:

(1)	Amendment of Regulation 8.1.R9 recommended by Property and Campus Services	To apply the traffic and parking rules to the campus of the faculty of the Victorian College of the Arts and to apply the Road Safety Act to University premises. (4/08)
(2)	Revocation of Regulation 17.1.R10 recommended by the University Secretary on the advice of the Senior Vice-Principal	To revoke the regulation setting out the transport policy (3/08)
(3)	Amendment of Regulation R6.72 recommended by the Trusts Lawyer on the advice of Melbourne Law School	To govern The Victorian Bar-Justice Kenneth Hayne Scholarship (7/08)
(4)	Revocation and remaking of Regulation R6.69 recommended by the Trusts Lawyer on the advice of the Faculty of Science	To update the terms of The Sir Thomas Lyle Research Fellowship in Physics (8/08)
(5)	Amendment of Regulation 6.1.R7 recommended by the University Secretary on the advice of the Academic Board	To reflect the change of name of the department of Mechanical and Manufacturing Engineering to the department of Mechanical Engineering and to remove references to the School of Electrical Engineering and Computer Science (1/08)

23.3 Items Withdrawn

Council noted three items were withdrawn by the Committee, one of which related to a proper definition of the term “alumni” of the University. The Vice-Chancellor undertook to bring forward a full definition to the next meeting of Council.

23.4 Trusts Report

Council noted a report from the Trusts Group which included a summary of all Trust Regulations made since 1865 numbering over 780 in total. In answer to a question, Council was advised that Finance Committee had considered the proposal regarding a standard policy for all Faculty Foundations and Scholarship Funds and would report to Council in due course on appropriate structures and guidelines.

23.5 Donald Thompson Collection Administration Committee

Council noted the Annual Report 2007.

24. Annual Reports of University Bodies [Item D1(a)]

24.1 Draft University of Melbourne’s Annual Report 2007

Council approved the draft Annual Report. [This item was dealt with under minute 8.8 and 9.1 above.]

25. Summary of Reports of Matters Dealt with by the Vice-Chancellor [Items D2(a) & D2(b)]

Council received the summary of reports on matters dealt with by the Vice-Chancellor, as set out in Items D2(a) and D2(b).

26. Students’ Report

Council received a tabled report prepared by Ms Hannah Hayman and noted the current concerns of some students, including lack of space in lecture theatres, relocation of books out of Engineering and the loss of a common room in the Department of Social Work. Council noted a new initiative to encourage student participation in committees, the Student Representative Network.

27. International Student Issues

A member raised the question of how international students are assisted with their integration into the University community in response to which the Provost advised that a number of initiatives are in train.

The meeting closed at 6.35pm.