A meeting of the Council was held in the Council Chamber, 1st Floor, Old Quadrangle on Monday 14 July, 2003 at 4.00 p.m.

Present

Members

The Chancellor, Ms F S Marles (in the Chair)
The Deputy Chancellor (Dr N G Curry)
The Deputy Chancellor (Mr I A Renard)
The Vice-Chancellor (Professor A D Gilbert)
The President of the Academic Board (Professor P B McPhee)
Mr P Allen, Mr T L Anning, Hon Mr Justice Chernov, Mr D. A. Crawford, Ms M Doig,
Hon Mr B Forwood, Dr B H Lochtenberg, Professor F W Rickards and Mr D Perkins.

Others Attending

The Deputy President of Convocation (Mr A Handberg)
The President of the Student Union (Mr S Crawford)
The President of the Postgraduate Association (Mr L Williams)

The Deputy Vice-Chancellor (Students & Staff) (Professor K C Lee Dow)
The Senior Vice-Principal (Mr I Marshman)
The Vice-Principal and Academic Registrar (Ms L Martin)
The Vice-Principal and Chief Financial Officer (Mr D Percival)

The University Secretary (Mr L N Currie)
The General Manager, Vice-Chancellor's Office (Ms M O'Keefe)
The Director, Legal Services (Mr M Dean)
Ms C Buckridge, Mr J Gill and Mr D Mazzone

Business

1. Welcome (Item A)

The Chancellor welcomed Mr Allan Handberg, Deputy President of Convocation and Mr Jonathan Gill of Francis Abourizk Lightowlers, as observers to the meeting of Council.

2. Apologies (Item A.01)

Apologies were received from Dr Hood, Judge Lawson, Ms Nurmila and Hon Mr White.

Leave of absence for this meeting had been granted to Mr Evans and Ms Storelli.

Leave of absence for the August meeting was granted to Dr Lochtenberg and Ms Storelli.

3. Minutes of Previous Meetings (Item A.1[a])

The minutes of Council meeting 3/03, held on 12 May 2003, copies of which had been distributed, were confirmed.

It was agreed that the Council Follow-Up Action Sheet should be circulated as part of the meeting papers.

4. Starring of Additional Items (Item A.2[a])

Items A.5(a)2, A.4(b)1, A.6(b)5 and 9, A.7(b)1 and B.3(a)5 were starred for discussion.

5. Motion to Adopt or Receive "Unstarred Items of Business" (Item A.2[b])

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 A.3[a])

6.1 Proposed National Governance Protocols for Public Higher Education Institutions

Council adopted the University of Melbourne responses to Proposed National Governance Protocols for Public Higher Education Institutions, as set out in Attachment B to the report, subject to additions concerning members' freedom of expression and the right of Council to appoint a member of parliament to its ranks, the wording to be determined by the Chancellor in consultation with Justice Chernov, Dr Curry and Mr Renard.

6.2 Council August Meeting Date

Council approved the recommendation that the August meeting of Council be moved to August 11, 2003.

7. Vice-Chancellor's Report (Item A.4)

7.1 Council received the Vice-Chancellor's Report for information, together with a supplementary paper from Ms Nurmila concerning the Intellectual Property Statute.

7.2. Appointments to the Institute Board of the Institute of Land and Food Resources

Council adopted the recommendation that Dr Peter Cullen and Mr John Evans be appointed to the Institute Board of the Institute of Land and Food Resources.

7.3 Senior Executive Appointments

Council adopted the following recommendations in relation to positions advertised internally at the level of Deputy Vice-Chancellor:

• that the structure illustrated in Appendix A to the report be adopted;
• that an appointment at the level of Deputy Vice-Chancellor to replace Professor Sally Walker be approved;
• that a second appointment at the level of Deputy Vice-Chancellor to fill the position to become vacant with the retirement of Professor Kwong Lee Dow at the beginning of 2004 be approved;
• that two half time positions of Deputy Vice-Chancellor (Academic) and Assistant Deputy Vice-Chancellor (Research) be created; and
• that Professor Peter McPhee be appointed to the half-time position of Deputy Vice-Chancellor (Academic) for a five year term from a date to be determined.
  

7.4 Affiliation of the Australia and New Zealand School of Government Limited

Council approved the recommendation that the University enter into an Affiliation and Recognition Agreement with the Australia and New Zealand School of Government Limited, as set out in Appendix B to the report.

7.5 Melbourne University Student Union

Council heard a report on recent activities of the Melbourne University Student Union and noted the terms of qualifications made by its auditors in their opinion of its financial statements for 2002. Council was advised that, in view of those qualifications, the audited information did not provide a clear basis for the University to be satisfied that it is meeting its reporting and compliance obligations under the Tertiary Education Act. Following lengthy discussion, Council agreed that, in view of its obligations under that Act and other Victorian legislation, and bearing in mind its responsibilities under the University's 1989 agreement with the Student Union, Council should utilise its rights under that agreement to initiate an investigation into the finances and management practices of the Melbourne University Student Union.

With regard to concerns expressed in the report, that building works being undertaken by the Student Union could jeopardise the classification of Union House, Council noted that the Vice-Principal (Property and Buildings) was investigating the matter and would make a report in due course.

Council also resolved that the University should offer its services to provide temporary assistance with the administration of the Student Union.

7.6 Statute 14.1 - Intellectual Property

Council received a tabled revised report from the Legislation Committee containing proposed amendments to Statute 14.1. Council also received a document from Ms Nurmila concerning the proposed amendments, which outlined concerns raised by the University of Melbourne Postgraduate Association. In view of Ms Nurmila's absence from the meeting, the Chancellor invited the President of UMPA, Mr Williams, to speak to those concerns.

Following extensive discussion, in the course of which Council suspended standing orders so much as required to allow the meeting to continue beyond 7.00pm, Council resolved to make amendments to Statute 14.1 in the form set out in Appendix A to these minutes.

8. Administrative Committee (Item A.5[a])

8.1 Council received the report of meetings 6/03, 7/03, 8/03 & 9/03 of the Administrative Committee, held on 7, 21 May and 4, 18 June 2003.

8.2 Amenities and Services Fees (Mtg 9/03)

Council approved the following recommendations for Amenities and Services Fees:

• that for the purposes of ASF calculation, there be three types of locations, with a different fee: campus, outstation and external. The outstation rate should be 60% of the campus rate. The external rate should be 20% of the campus rate;
• that there be a different fee for full-time and part-time students. Full-time is a load of .375 or more in a semester;
• that the ASF be calculated on a semesterly basis and collected annually;
• that a summer ASF be charged accordingly to existing policy, that is, only to students who were not enrolled in both previous semesters;
• that the ASF for research students be refunded on a monthly basis, whatever time of year they complete or discontinue their studies; and
• that Student Administration be requested to undertake the necessary programming changes on Merlin to allow implementation of the new charging policy for the start of the 2004 academic year.
  

8.3 Course Fees for 2004

A member requested that future reports on this topic provide details of the percentage increases and the criteria used in making decisions.

9. Endowments and Trusts Committee (Item A.5[b])

9.1 Council received the report of meetings 1/03 and 2/03 of the Endowments and Trusts Committee, held on 27 March and 5 June 2003 respectively.

9.2 Cy-Près Applications

Council received a report on the status of thirty Cy-Près applications. Council noted the trusts approved and approved the action taken concerning others, as set out in Attachment A to the report. A member requested that reports utilising Latin legal phases include a brief explanation of them.

9.3 Report from the Russell & Mab Grimwade Miegunyah Fund Committee

Council approved the following allocations from the Grimwade Miegunyah Fund:

9.3.1 The Russell Grimwade Fellowship

that $20,703 be allocated to augment funds available for the Grimwade Research Fellow in 2003;

9.3.2 Medley Hall Refurbishment

that $5,800 be allocated to Medley Hall for the refurbishment of furniture held in Medley Hall from the Miegunyah Collection;

9.3.3 Meigunyah Distinguished Fellows Program

that up to $80,000 be made available for visits of Distinguished Fellows in 2004;

9.3.4 Grimwade Scholarships

that up to $85,000 be made available for the 2004 Grimwade Scholarships;

9.3.5 The Ian Potter Museum of Art

that $208,377 be allocated in 2003 to the Ian Potter Museum of Art for the following:

Grimwade Chief Conservator $117,200
Grimwade Conservator $76,177
Analytical Instrument Costs $5,000
Cataloguing of Grimwade Archives Collection $10,000; and

9.3.6 Melbourne University Archives

that $17,773 be allocated in 2003 to the Melbourne University Archives project of enhancing and extending the University Archives' online images catalogue.

9.3.7 Regulation R7.175 - The Russell and Mab Grimwade Miegunyah Fund Bequests

Council approved the recommendation that the University submit a Cy-Près proposal to the Supreme Court to amend section 5(1) of the Order which established the charitable trust relating to the Miegunyah Fund, to enable the transfer to capital of either 10 percent of annual income of the funds or the equivalent of the Consumer Price Index, whichever is the greater.

10 Planning and Budget Committee (Item A.6[a], [b] and [c])

10.1 Council received the reports of meetings 4/03 and 5/03 (including two supplementary reports) of the Planning and Budget Committee, held on 14 May and 14 June 2003 respectively.

Council adopted the following recommendations, as set out in the appendices to the reports listed below:

10.2 Chair of Taxation

that the Chair of Taxation be re-filled (Appendix 1, Mtg 4/03);

10.3 Change of Title: School of Fine Arts, Classical Studies and Archaeology

that the title of the School of Fine Arts, Classical Studies and Archaeology be changed to The School of Art History, Cinema, Classics and Archaeology (Appendix 2, Mtg 4/03);

10.4 Two Positions for Professors in the Faculty of Economics and Commerce

that the Ritchie Chair in Economics vacated by Professor Peter Lloyd be refilled and that a new Chair in Business Information Systems be established in the Department of Accounting and Business Information Systems (Appendix 3, Mtg 4/03);

10.5 Centre for Cultural Materials Conservation

that the Centre for Cultural Materials Conservation be formally established (Appendix 4, Mtg 4/03);

10.6 Chair in the Department of Finance

that a new Chair in the Department of Finance be established (Appendix 5, Mtg 4/03);

10.7 Creation of Chair of Nursing

that a second continuing Chair of Nursing be created in the School of Nursing (Appendix 1, Mtg 5/03);

10.8 Re-filling of William Gibson Chair of Otolaryngology

that the William Gibson Chair of Otolaryngology in the Department of Otolaryngology at the Royal Victorian Eye and Ear Hospital be re-filled, and that a candidate be sought to prove leadership in teaching and research in the medical specialty of otolaryngology (Appendix 2, Mtg 5/03); and

10.9 Chair in Management (Technology) Change of Name

that the title of the Chair of Management (Technology) be renamed the Chair of Management (Marketing) (Appendix 3, Mtg 5/03).

10.10 Goulburn Valley Initiative Strategic Plan 2003 - 2006

Council approved the Goulburn Valley Initiative Strategic Plan 2003 - 2006, as set out in Appendix A to the supplementary report of Meeting 5/03.

10.11 Institute of Post-Colonial Studies - Affiliation Agreement

Council agreed that the University should enter into an affiliation agreement with the Institute of Post-Colonial Studies, as set out in Appendix 6 to the report of Meeting 4/03.

11 Committee of Convocation (Item A.7[a] and [b])

11.1 Council received the reports of meetings 3/03 and 4/03 of the Committee of Convocation, held on 21 May and 18 June 2003 respectively.

11.2 A member requested that a paper be prepared in response to concerns about the restructuring of the Forestry course, expressed in the report of the Committee's 18 June meeting.

12. Academic Board (Item B.1[a])

12.1 Council received the reports of meetings 4/03 and 5/03 of the Academic Board, held on 22 May and 19 June 2003.

Council adopted the following recommendations:

12.2 Award of Honorary Degrees

• that the honorary degrees of Doctor of Laws be awarded to the two persons whose career statements were tabled;

• that the honorary degrees of Doctor of Engineering be awarded to two persons whose career statements were tabled; and

• that the honorary degree of Doctor of Surveying be awarded to the person whose career statement was tabled.
  

12.3 Selection Committees

Council approved the recommendation that selection committees for the following Chairs be established, as set out in the appendices to the report of Meeting 5/03;

• William Gibson Chair of Otolaryngology (Appendix A)
• Chair of Nursing (Appendix B)
  

12.4 New Courses

Council adopted the recommendation that the following new courses be introduced, as set out in the appendices to the report of Meeting 5/03:

• Graduate Certificate in Digital Media (Appendix C)
• Postgraduate Diploma in Digital Media (Appendix D)
• Master of Digital Media (Appendix E)
• Graduate Certificate in Arts Management (Appendix F)

12.5 Selection Matters

12.5.1 Academic Board Resolution on Selection - English Requirements

Council adopted the recommendation that section 1(c)(viii) of the Academic Board Resolutions on Selection for English Requirements be revised to read as follows:

obtain a grade in the General Paper or General Studies at the General Certificate of Education AO/AS levels which is deemed by the Academic Board to be at least the equivalent of applicants for the course who have completed the VCE

12.5.2 Academic Board Resolution on Selection - Faculty of Arts

Council approved the Academic Board Resolution on Selection for the following courses in the Faculty of Arts, as set out in Appendix G to the report of Meeting 5/03;

Graduate Certificate in Arts Management
Graduate Certificate in Digital Media
Postgraduate Diploma in Arts (Theatre Studies)
Postgraduate Diploma in Digital Media
Master of Arts (Theatre Studies)
Master of Digital Media

12.6 New Student Awards

Council approved the recommendation that the Victorian Society for Computers and the Law Prize (Appendix A, Mtg 4/03) and nine MUPHAS Prizes for Academic Excellence in the fields of Art History, Biology, French, German, Hebrew, History & Philosophy of Science, Mathematics, Philosophy and Physics (Appendix H, Mtg 5/03) be established.

13. Finance Committee (Item B.2[a] and [b])

Council received the reports of meetings 4/03 and 5/03 of the Finance Committee, held on 20 May and 25 June 2003.

13.1 258 Queensberry Street, Carlton

Council approved the recommendation that the University enter into a lease of 258 Queensberry Street on the terms and conditions outlined in the Offer to Lease from Killen Thomas dated 16 May 2003, and that the Vice-Chancellor be authorized to execute all and any documents under seal if required.

13.2 Change to Regulation 17.1R6

Council adopted the amendments to Regulation 17.1.R6 Purchasing Procedures and Delegations in Relation to Financial Matters, as set out in Appendix A to the report of Meeting 5/03.

13.3 Capital Development Pool Funding - ILFR Campuses Electronic Infrastructure

Council approved the recommendation that the capital works at ILFR campuses proceed without delay, in accordance with the CDP submission approved by the Commonwealth Government, and be funded from the Cash Flow Component of Reserve Funds (to be repaid in 2004 upon receipt of the Commonwealth Grant).

14. Human Resources Committee (Item B.3[a])

Council received the report of meetings 2/03 and 3/03 of the Human Resources Committee, held on 13 May and 23 June 2003.

14.1 Level C and D (Teaching and Research) - Academic Promotions, Confirmation and Recruitment

Council approved the changes to Section 17.1, 17.2, 17.3 and 17.4 of the Personnel, Policies and Procedures manual, as set out in Attachments A, B and C to the report.

14.2 Revised University Transport Policy

Council agreed in principle to the changes to Regulation 17.1.R.10(a), Regulation 17.1.R.10(b), Regulation 17.1.R.10(c) and 17.1.R.11(d), as set out in Attachment D to the report.

14.3 Booking of Wilson Hall

Council approved the changes to Section 23.3 of the Personnel, Policy and Procedures Manual, as set out in Attachment E to the report.

14.4 Staff Use of University Purchased Mobile Telephones

Council approved the inclusion to Section 10.19 in the Personnel, Policy and Procedures Manual, as set out in Attachment F to the report.

14.5 Professorial Promotions - Change to Policy

Council approved the amendments to Section 17.6 of the Personnel, Policy and Procedures Manual, as set out in Attachment G to the report.

At the request of a member, the Chairperson of the Human Resources Committee undertook to bring back advice as to why the procedures for professorial promotions made no provision for an appeals process.

15. Building and Estates Committee (Item B.4[a] and [b])

Council received the reports of meetings 3/03 and 4/03 of the Building and Estates Committee, held on 15 May and 5 June 2003.

15.1 Proposed Amendment to Master Plan 2000 - South Eastern Precinct

Council agreed that the proposed amendment to Master Plan 2000 for the South Eastern Precinct to accommodate the extended footprint for the Electrical and Electronic Engineering Building be sent to Council for consideration and approval at its October meeting.

15.2 Information and Resource Centre

Council noted and referred to the Capital Projects Committee the following concerns raised by the Chairperson of the Building and Estates Committee concerning the proposal to reuse the South Car Park as an Information and Resource Centre:

• whether sufficient parking will be available to meet our existing undertakings
• is the cost of this proposal higher or lower than adding additional floors to the Baillieu building
• what effect would this development have on existing arrangements to finance underground parking from cash flow
• to what extent would the loss of on-central-campus parking restrict the opportunity to attract the community to lectures etc. at the university or to use facilities such as the sports centre.
  

16. Committee on Staff Salaries (Item B.6[a])

16.1 Council received the report of meeting 2/03 of the Committee on Staff Salaries, held on 20 June 2003.

16.2 Consolidation of veterinary salary scales at the Veterinary Clinic and Hospital, Werribee

Council approved the recommendation for the consolidation of the current salary scales for veterinary staff in the Veterinary Clinic and Hospital as set out in the report.

17. University Systems Projects Due Diligence Group (Item B.7)

17.1 Council received the report of meetings 1/03, 2/03 and 3/03 (including a tabled supplementary document) of the University Systems Projects Due Diligence Group, held on 28 April, 3 June and 20 June 2003 respectively.

17.2 Human Resources System

Council noted the Due Diligence Group's opinion that the due diligence processes adopted in evaluating proposals for a new Human Resources System was thorough and appropriate.

Council also noted the conclusion reached by the Due Diligence Group that nothing came to the Group's attention which would lead it to recommend deferral or rejection of the recommendation made to Council by the Senior Vice-Principal and the Vice-Principal (Human Resources) for adoption of the Oracle Human Resources System on the terms set out in their memorandum of 2 July 2003, and adopted the recommendation accordingly.

17.3 Student Administration System

Council approved the recommendation that the University enter into a Memorandum of Understanding with Oracle Corporation Australia Pty Limited, as set out in Attachment C to the report, with changes only approved by the Vice-Chancellor and the Senior Vice-Principal.

Council approved the recommendation that the University enter into a Memorandum of Understanding with Oracle Corporation Australia Pty Limited, as set out in Attachment C to the report, with only such changes as are approved by the Vice-Chancellor and the Senior Vice-Principal.

18. Legislation Committee (Item C)

18.1 This item was dealt with in conjunction with the Vice-Chancellor's Report (minute 7.6 above)

19. Summary of Reports of Matters dealt with by the Vice-Chancellor (Item D.2[a] and D.2[b])

Council received a summary of reports on matters dealt with by the Vice-Chancellor, as set out in Items D.2[a] and D.2[b].

20. Melbourne Theatre Company Board of Management (Item D.5[a], [b] and [c])

20.1 Council received the reports of meetings 3/03, 4/03 and 5/03 of the Melbourne Theatre Company Board of Management, held on 17 April, 16 May and 20 June 2003 respectively.