Council Meeting No 3/05
A meeting of the Council was held in the Council Chamber, 1st Floor, Old Quadrangle on Monday 8 March, 2004 at 4.00 p.m.
Present
Members
The Chancellor, Ms F S Marles (in the Chair)
The Deputy Chancellor (Mr I A Renard)
The Deputy Chancellor (Hon Mr Justice Chernov)
The Vice-Chancellor (Professor K C Lee Dow)
The President of the Academic Board (Professor F W Rickards)
Mr T L Anning, Ms M Doig, Assoc. Prof M A Elgar, Hon Mr B Forwood, Mr G Hehir,
Judge I Lawson, Dr B Lochtenberg, Mr J Osborn, Ms R Storelli, Hon Mr D R White, Mr L Williams.
Others Attending
The Deputy Vice-Chancellor (Research) (Professor F P Larkins)
The Deputy Vice-Chancellor (Academic) (Professor P B McPhee)
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 Vice-Principal (University Development) (Mr R Peacock)
The Vice-Principal (Property and Buildings) (Dr D Daines)
The Vice-Principal, Human Resources (Ms E Bare)
The Vice-Principal and General Counsel (Mr C Penman)
The nominee of Student Union (Mr R D'Souza)
The University Secretary (Mr L N Currie)
The Assistant University Secretary (Mr J Green)
The Senior Media Adviser (Ms C Buckridge)
Business
1. Apologies (Item A.01)
Apologies were received from Professor Skene and Hon Justice Crennan.
Leave of absence for this meeting had been granted to Dr Hood and Mr Thornley.
Leave of absence for the April meeting was granted to Dr Hood.
2. Returning Officer's Report
The University Secretary, as Returning Officer, declared Mr Justice Chernov elected to the position of Deputy Chancellor.
3. Minutes of Previous Meetings (Item A.1[a] and [b])
3.1 The minutes of Council meeting 11/03, held on 15 December 2003, copies of which had been distributed, were confirmed, subject to the addition of Dr Lochtenberg to the list of those present and the addition of the following statement to minute 6.1: "(Dr Lochtenberg was absent from the chamber for consideration of this item.)"
3.2 The minutes of a special Council meeting 1/04, held on 23 January 2004, copies of which had been distributed, were confirmed.
3.3 The minutes of Council meeting 2/04, held on 21 February 2004, copies of which had been distributed, were confirmed.
3.4 The Action Sheet was noted from meeting 11/2003.
4. Starring of Additional Items (Item A.2[a])
Items A.5(a).10; A.5(b); A.6(a).1&4; B.1(b); B.2(a).3&5; B.4(a).1 and D.5(b).1 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 Nominations and Governance Committee
Council adopted the amendments to Standing Resolution 2.9, Council Nominations and Governance Committee, as set out in the attachment to the document and agreed that governance matters such as reviewing the process for selection of a Vice-Chancellor, reviewing Council's committee structure and legislation required to conform with the Commonwealth Governance Protocols be referred to the Committee.
The Chancellor indicated that student and staff members of Council could be co-opted for discussion of particular issues where that was appropriate. Council agreed that the Committee's agenda papers should be made available to all members of Council and that at the end of the year the Committee should report back reviewing its operations and membership.
7. Vice-Chancellor's Report (Item A.4)
Council received the Vice-Chancellor's Report, together with a supplementary document on the University's performance against the 2003 targets and a tabled document on Student Load 2004.
7.1 Strategic Plan - Perspective 2004
Council adopted the University Strategic Plan - Perspective 2004 and authorized the Vice-Chancellor to make any changes of a minor or editorial nature that may prove desirable.
7.2 Exercise of Human Resources Delegations in 2004
Council approved the appointment of Professor Peter McPhee, Deputy Vice-Chancellor (Academic) to the role of Academic Promotions Officer for 2004 and adopted the changes in delegations to facilitate human resources decision-making in 2004, as set out in Appendix B to the report. Council noted that Professor McPhee was filling the role of Deputy Vice-Chancellor (Academic) on a full time basis throughout 2004.
7.3 Deputy to the University Secretary
Council nominated the Assistant University Secretary, Mr John Green, as a deputy to the University Secretary and noted that Mr Green's duties as a deputy would be to exercise all statutory responsibilities of the University Secretary in the case that the University Secretary is absent or unable to act, including responsibilities regarding the University seal under Statute 1.5.
7.4 University's performance against 2003 targets
Council received and noted the reports of the University's performance against its targets for 2003 and progress towards its targets for the period 2003 to 2007.
7.5 Compliance Program
A member requested that further information be made available on the University's responsibilities under the Trade Practices Act. Following discussion of University pathology laboratories' obligations under the Health Insurance Act, the Senior Vice-Principal agreed that a paper should be prepared for Finance Committee outlining significant businesses operated and supervised by academic departments of the University.
7.6 Due Diligence - University Systems Project
7.6.1 Council noted that the due diligence report processes adopted in evaluating proposals for a Research Management System had been, in the opinion of the Council Due Diligence Group, thorough and appropriate.
7.6.2 Council noted the conclusion reached by the Council 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 Deputy Vice-Chancellor (Research) (refer Business case, December 2003, p.11), and by the Senior Vice-Principal and the Director, University Systems Project (refer Issues Paper, February 2004) to develop inhouse a research management system and enhance Themis Financials over the period 2004-2007 on the terms set out in their respective papers, and adopted that recommendation.
7.6.3 Council approved the recommendation from the Acting Chair of Finance Committee, made on behalf of Finance Committee (Attachment E), to extend the previously established facility to fund the University Systems Project from the Infrastructure Levy Component of the University budget, by providing additional funding of $6.5M over the period 2004-2007, of which $2.18M would be required for 2004.
8. Administrative Committee (Item A.5[a])
Council received the report of meetings 19/03, 1/04 and 2/04 of the Administrative Committee, held on 17 December 2003, 28 January and 18 February 2004 respectively.
8.1 Whistleblowers Policy Protected Disclosure Officer Membership (Mtg 1/04)
Council agreed that the following staff be appointed Protected Disclosure Officers under the Whistleblowers Protection Policy:
Professor Frank Larkins - Deputy Vice-Chancellor (Research)
Professor Peter McPhee - Deputy Vice-Chancellor (Academic)
Professor Field Rickards - President, Academic Board
Professor Loane Skene - Deputy President, Academic Board
Professor Pip Pattison - Deputy Vice-President, Academic Board
Ms Lin Martin - Vice-Principal and Academic Registrar
Ms Elizabeth Bare - Vice-Principal, Human Resources
8.2 Risk Management Committee
Council approved the following changes to the composition of the Risk Management Committee:
- that the Vice-Principal and General Counsel be added to the Committee in place of the Compliance Officer; and
- that the Director Internal Audit be invited to attend meetings as an observer, when appropriate.
Council also adopted the recommendation that the role of the Gene Technology Regulations Officer be extended in 2004 to undertake 4 additional functions associated with the management of Bio-Safety. The functions are:
- to co-ordinate the inspection of PC2 facilities and team with Mrs Alida Scholtes and other qualified members of the Biohazards Committee, as necessary, to undertake such inspections;
- to determine the scope of bio-safety related activity conducted at the University; and report findings to the Risk Management Committee by April 2004, including recommendations on revised and/or new model/s to cope with the management of bio-safety and any related regulatory controls;
- to formulate a plan to disseminate information on acceptable bio-safety procedures or regulatory requirements that may pertain to the conduct of a relevant activity; and
- to co-ordinate the provision of advice to staff of the University who deal in activities that involve bio-safety and refer matters to other (internal & external) expert persons, as necessary.
9. Endowments and Trusts Committee (Item A.5[b])
Council received the report of meeting 3/03 of the Endowments and Trusts Committee, held on 18 December 2003, and approved the amendment to the Committee's membership proposed, noting that this would require an amendment to Regulation 17.1.R18.
10. Planning and Budget Committee (Item A.6[a])
10.1 Council received the report of meeting 1/04 of the Planning and Budget Committee, held on 4 February 2004.
10.2 International Programs Committee review of the Structure and Terms of Reference
Council adopted the following recommendations:
10.3 2004 Divisional Operational Plans
In discussion of this item, a member requested a report on University implementation of the Talloires Declaration. The Deputy Vice-Chancellor (Academic) advised that a report would be prepared by mid-year.
11. Committee of Convocation (Item A.7[a])
11.1 Council received the report of meeting 10/03 of the Committee of Convocation, held on 17 December 2003.
12. Academic Board (Item B.1[a] and [b])
12.1 Council received the reports of meetings 11/03 and 1/04 of the Academic Board, held on 11 December 2003 and 19 February 2004 respectively. The President also made a brief oral report.
Council adopted the following recommendations:
12.2 Award of Honorary Degree of Doctor of Laws
that the honorary degrees of Doctor of Laws be awarded to the two individuals whose career statements were tabled at the meeting of Council.
12.3 New Courses
that the following new course be established, as set out in the Appendix A to the report of Mtg 1/04:
12.4 New Student Awards
that the following new student awards be established in the Faculty of Architecture, Building and Planning, as set out in the Appendices to the report of Mtg 1/04:
13. Finance Committee (Item B.2[a])
13.1 Council received the report of meeting 1/04 of the Finance Committee, held on 12 February 2004 respectively and heard a brief oral report from the Acting Chair.
13.2 Property Leases
Council approved the recommendation that where the annual rental received from a tenant for the leasing of University property, or paid to a landlord for the use of property, does not exceed $100,000 the Vice-Chancellor be authorized to enter into such agreements.
13.3 Reserve Funds - End of Year Outcome
Council adopted the recommendation to make provision in its allocation of Reserve Funds for a Doubtful Debt - Student Union Loan $2,258,000.
13.4 Due Diligence
Council noted that the Vice-Chancellor had approved on its behalf the Finance Committee recommendation regarding membership of the Council Due Diligence Committee.
14. Human Resources Committee (Item B.3[a])
Council received the report of meeting 6/03 of the Human Resources Committee, held on 2 December 2003.
14.1 Relocation Expenses
Council approved the changes to Section 14.1.8 of the Personnel, Policies and Procedures Manual, as set out in Attachment A to the report.
14.2 Independent Contractors Policy
Council adopted the proposed Independent Contractors Policy, as set out in Attachment B to the report.
14.3 Higher Duties Allowance
Council approved the changes to Section 18.1 of the Personnel, Policies and Procedures Manual, as set out in Attachment C to the report.
14.4 Equal Opportunity Policy and Discrimination complains procedures for staff and students
Council agreed that the proposed changes to Regulations, as set out in Attachment D to the report, be forwarded to Legislation committee for recommendation to Council.
14.5 Report from Chair of Human Resources Committee
Council heard a brief oral report from the Chair of the Human Resources Committee and noted that Associate Professor Elgar had been added to its membership.
15. Building and Estates Committee (Item B.4[a])
Council received the report of meeting 1/04 of the Building and Estates Committee, held on 12 February 2004.
15.1 Master Plan - Veterinary Science Campus, Werribee
Council adopted the Master Plan for the Veterinary Science Campus at Werribee, as set out in Appendix A to the report.
15.2 Proposed Naming - Ross Williams Conference Room
Council approved the recommendation that the Dean's Conference Room in the Economics and Commerce Building be renamed as the Ross Williams Conference Room.
15.3 Heritage Committee
In his oral report the Chair of the Buildings and Estates Committee drew attention to the long service of Mr George Tibbits on the Heritage Committee, and Council resolved to record its appreciation of his efforts.
16. Legislation Committee (Item C.1)
16.1 Council received the revised report of meeting 1/04 of the Legislation Committee, held on 23 February 2004.
16.2 Council made the following Legislation as detailed in the report:
(1) |
Amendment of Statute 11.1 recommended by the Senior Vice-Principal
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To delete reference to the Admissions Committee on the enactment of Statute 11.9 (1/04) |
16.3 Council made the following Regulations as detailed in the report:
(1) |
Amendment of Regulation 7.1.R2 recommended by Council and the University Secretary
|
To add a Chair to Schedule A of the regulation governing academic and general staff ranks and titles (7/04)
|
(2) |
Amendment of Regulation 7.1.R2 recommended by Council and the University Secretary
|
To add a Chair to Schedule B of the regulation governing academic and general staff ranks and titles (8/04)
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(3) |
Amendment of Regulation 7.1.R2 recommended by Council and the University Secretary
|
To add a Chair to Schedule B of the regulation governing academic and general staff ranks and titles (9/04)
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(4) |
Amendment of Regulation R6.223 recommended by the University Secretary |
To correct references in the Riady Scholarships (6/04)
|
(5) |
Amendment of Regulation 8.1.R4 recommended by the University Secretary
|
To correct minor grammatical errors (11/04)
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(12) |
Amendment of Regulation R6.15 recommended by the University Secretary |
To update the terms of the Wright Prizes (13/04)
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(13) |
Amendment of a Regulation R6.23 recommended by the University Secretary |
To amend the terms of the George Lansell Scholarship (14/03)
|
(14) |
Amendment of Regulation R7.105 recommended by the University Secretary |
To update the terms of The Renton Fund (17/04)
|
(15) |
Amendment of Regulation R7.211 recommended by the University Secretary |
To amend the terms of the regulation governing M.M. Clarke Medical Research Grants (18/04)
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(16) |
Amendment of Regulation 6.72 recommended by the University Secretary |
To amend the terms of Peter Brownell PhD Scholarship (19/04)
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(17) |
Revocation of Regulation R7.119 recommended by the University Secretary |
To revoke the regulation governing the Strathfieldsaye Estate Bequest (20/04)
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(18) |
Amendment of Regulation 6.126 recommended by the University Secretary |
To update the terms of the Doctor Birch Hanson Prize (16/04)
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(19) |
Making of Regulation R3.353 recommended by the Academic Board |
To add the degree of Doctor of Business (21/04) |
17. 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].
18. Melbourne Theatre Company Board of Management (Item D.5[a] and [c])
Council received the reports of meetings 11/03 and 1/04 of the Melbourne Theatre Company Board of Management, held on 11 December 2003 and 13 February 2004 respectively.
19. The Ian Potter Museum of Art (Item D.5[b])
Council received the report of The Ian Potter Museum of Art Board Meeting, held on 3 February 2004. In discussion of this item Council endorsed the suggestion that a solution should be found to the problem of confusion in the names of the Ian Potter Museum of Art and the National Gallery of Victoria Ian Potter Art Centre at Federation Square.
20. Other Business - Laureate Professors (itemF.1)
Council agreed that there should be further discussion on means of giving greater recognition to the University's laureate professor appointments.
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