University Secretary's Department Standing Resolutions of Council

Chapter 1 - Resolutions on Council

Standing Resolution 1.1 - Operations of Council

 

1.1.1 Confidential Motions

If, pursuant to Section 2.2.4(2) of Statute 2.2, any member of Council gives to the University Secretary notice of a motion to initiate a subject for discussion by the Council and in the opinion of the Chancellor or Vice-Chancellor the inclusion of such notice in full in the agenda would be prejudicial to the interests of the University, the University Secretary is to include in the agenda only an item to state that the member concerned will make a motion pursuant to notice, and then circulate the full text of the motion under confidential cover to members of the Council only.

1.1.2 Reports of Speeches in Minutes

No speech will be recorded in the minutes except by direction of Council. Reports of addresses on ceremonial occasions may be bound in the minute book, though not as part of the minutes, and copies circulated to members with the minutes.

1.1.3 Availability of Council Papers

All Council papers except those marked “confidential” will, after they have been dealt with by Council, be available on request from the Office of the University Secretary, who has discretion to withhold the release of any paper or part of a paper either in the short term or for a longer period, subject to the authorisation of the Chancellor.

1.1.4 Procedure for Discussion of Policy Matters by Members of Council with their Constituents

Student and Staff members of Council are free to consult their constituents about policy matters listed for discussion at Council Meetings. Where practicable, at least one month's notice of these items will be given and where possible Council will delay debate and decision after receiving a policy proposal until time has been allowed for such consultation. Where Committees are considering new proposals, while such a member is fully entitled to obtain advice on the matters to be discussed, the member will avoid disclosing the proposals being considered by the Committee until it is agreed that it is proper to do so.

1.1.5 Admission of Visitors to Council meetings

  1. Visitors are defined as members of staff, other than senior officers referred to in paragraph 2, enrolled students, graduates of the University of Melbourne or other members of the University defined in the University of Melbourne Act 2009 or as designated by Council Resolution. In some circumstances they may be invited guests of the University
  2. Senior officers of the University with responsibility for major portfolios, as listed on the agenda paper, may be invited to attend Council meetings on a regular basis. Attendance of these officers is approved by the Chancellor and the list may be amended from time to time. Senior officers may be asked to leave the Council chamber if an item is to be discussed in camera.
  3. Visitors may be admitted to a Council meeting at the discretion of the Chancellor. Intending visitors must advise the Office of the University Secretary by midday of the Friday prior to Council’s meeting.
  4. Visitors may not impede or interfere with the conduct of Council. Visitors will undertake to leave the meeting if Council resolves that a matter is to be discussed in camera, or at the direction of the Chancellor, and will be subject to the standing orders of Council while in the Council Chamber. Visitors will not have any speaking rights, except with the permission of the Chancellor. Cameras and mobile phones may not be used, and sound recording devices may not be brought into the Council Chamber, unless permitted by the Chancellor.
  5. Copies of the agenda, without supporting papers, will be made available to visitors.
  6. meetings are not open to the public, apart from such visitors as are defined in section 1.1.5(i) above.

1.1.6 Form in which committees report to Council

Council will be presented with reports of committee meetings which will contain-

  1. recommendations to be resolved by Council
  2. reports or lists (as appropriate) of decisions taken under delegated authority
  3. other matters dealt with by the committee

The Council notice paper will contain a list of the recommendations and reports to be considered by Council.

The minutes of meetings supporting the reports, which will be attached to the business paper, will be available to Council members both from the University Secretary's Office before the meeting and in the Council Chamber on the day of the meeting.

1.1.7 Induction of Council Members

Council’s annual Planning Conference introduces significant information about the University, and every effort will be made to complete appointments of new members in time to enable their attendance. Each new member will be given an opportunity to attend an induction session with the Chancellor and University Secretary. Before the session each new member will be supplied with an induction kit including, but not limited to:

At the induction session, besides dealing with any queries members may have, members will be briefed on Council’s major items of current business and concern. During the session members will be given an opportunity to identify any specific areas of interest they may have in the operations of Council and the University, and informed of the support available to attend an appropriate national conference or other development program once a year. New members are also encouraged to attend briefings on the legislative requirements and financial responsibilities of being a Council member.

When a new member joins a committee, the secretary of the committee is expected to give a private briefing to the member on its work and its recent important decisions, and to periodically ensure that the member is receiving all appropriate support and information to be able to contribute effectively.

1.1.8 Council Self-Assessment

The Chancellor will meet annually with each member of Council to discuss Council’s performance as a group and the member’s contribution to its work. For continuing members the discussions have a dual focus: one being to obtain feedback on how the member believes Council as a whole has performed over the past year and in what areas it should seek to enhance its performance in the coming year; the second being to discuss each Council member’s personal contribution to its work in the past year and to see if there are areas in which they would wish to change or develop that contribution. For members completing their term the discussions will take the form of an “exit interview” in which the prime focus will be on Council’s performance as a whole and how it might be enhanced, but which will also include an opportunity to reflect on any actions the University could have taken to improve the quality of the member’s experience.

Particular topics of the discussion will be determined by the Chancellor and the individual Council member,  that should include some assessment of Council’s meeting processes and procedures, including the operations of its committees, and the quality of governance support provided by the University. The Chancellor will report on the outcomes of these discussions at the annual Planning Conference of Council.

1.1.9 Council Fellows

  1. Honorary Council Fellows

Council may by ordinary resolution appoint one or more honorary Council Fellows for a term of up to one year. Fellows may be reappointed, but will not normally hold appointment for more than six years in total. A Council Fellow will provide general support and advice to the members of Council in the discharge of their responsibilities, and may undertake particular tasks set out at the time of their appointment or subsequently agreed between the Fellow and the University Secretary acting on behalf of Council. Although an honorary Council Fellow will receive no remuneration for serving in that position, all reasonable expenses incurred in discharging that task will be reimbursed by the University.

  1. Student Council Fellows

Council will appoint two Students as Council Fellows for a term of up to two years.  Candidates for appointment as Council Fellow under this section will be determined:

  • one following election by all students, such election to be delegated to University of Melbourne Student Union (‘UMSU’) by the University Secretary; and
  • one following election by students enrolled in a higher degree, such election to be delegated to the Graduate Student Association (‘GSA’) by the University Secretary.
  1. Staff Council Fellows

Council will appoint three members of Staff as Council Fellows for a term of up to three years.  Candidates for appointment as Council Fellow under this section will be determined:

  • one following election by the professors of the University;
  • one following election by academic staff of the University who are not professors; and
  • one following election by the professional staff of the University
  1. Staff and Student Council Fellows’ Rights and Responsibilities

Staff and Student Council Fellows have the same rights as Council members, and will be treated by the University in the same way as Council members, except for voting rights at Council meetings.

Staff and Student Council Fellows are subject to the Charter of Responsibilities For Council Members as provided in section 4 of Standing Resolution 1.3 – Governance of the University.

  1. No Rescission or Variation without Special Resolution of Council

Notwithstanding any other requirement, Standing Resolution 1.1.9(b), (c), (d) and (e) cannot be rescinded or varied without a special resolution of the Council passed by a three quarters majority of those Council members present and voting.

1.1.10 Circular Resolutions of Council

  1. If a majority of the members for the time being of the council sign a document circulated by, or on behalf of, the Chancellor containing a statement that those members are in favour of a resolution in terms set out in the document, a resolution in those terms must be taken to have been passed at a meeting of the council held on the day on which the document is signed or, if the members do not sign it on the same day, on the day on which the last member to sign signs the document. Electronic transmission of the statement is permitted.
  2. For the purposes of subsection (a), two or more separate documents containing a statement in identical terms, each of which is signed by one or more members, is to be taken to constitute one document. Signatures may be hand written or electronic.
  3. Under this Standing Resolution, member, in relation to a circular resolution, does not include a member who, by reason of clause 11 of Schedule 1 to the University of Melbourne Act 2009, is not permitted to vote on the resolution.
[Section 1.1.9 amended 10/12/12;]
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