Minutes - Meeting 2/07

A Meeting of the Committee of Convocation was held on Wednesday 18 April at 5.30pm in the Council Chambers, Old Quadrangle, University of Melbourne.

PRESENT:

Ms L Boston (Chair), Mr AW Abbott, Ms AM Ada, Mr E Bellchambers, Dr CE Close, Ms H Cohn, Mr R Cook, Mr M Corrigan, Ms JM Crowe, Mr BFB Dance, Mr DM Dodd, Mr AT Douglas, Dr B Fary, Ms HM Fitzpatrick, Dr JK Harcourt, Mr PR Hirst, Mr J Humphrey, Mr GLE Israel, Dr P Lowe, Mr RA McGauran, Dr R McMillan, Dr JR Nelson, Mr JF Nicholas, Dr R Otzen, Ms E Parker, Dr NMcH Ramsey, Dr B-A Rodan, Mr L Rowe, Ms AS Rusden, Dr S Sahhar, Dr L Simpson, Mr BN Southern, Mr GH Thomas, Ms MA Weston, and Mr NJ Whiting.

IN ATTENDANCE:

Professor J Angus, Mr L Currie (University Secretary), and Ms E Koch (Committee Secretary).

BUSINESS

*0. Preliminary Matters

0.1 Report of Returning Officer

0.1.1 Committee of Convocation Elections 2007 for Deputy President

The University Secretary declared the meeting a special meeting for the purpose of electing a Deputy President. Two nominations were received and a ballot held. Votes were tallied by Assistant University Secretary Mr John Green, and Mr David Dodd and Dr Peter Lowe acted as scrutineers. Dr Laurence Simpson was subsequently declared elected to the position. The President welcomed him, and thanked outgoing Deputy President, Mr Allan Handberg, for his valuable contribution in the role over the past six years.

0.1.2 Report of Urgent Matters to Council

The University Secretary reported that the Committee’s request that changes to University Statutes regarding formula used to calculate the number of representatives per faculty on the Committee of Convocation had been presented to Council at its March meeting. The matter was referred to the Legislation and Trusts Committee, which would provide advice to Council at its May meeting.

The Committee approved the supplementary paper, submitted by the University Secretary, which outlined the Committee’s preferred groupings of classes of graduates under the current provisions of the Statute in the event that it is necessary to initiate the 2007 elections before any amendments to the Statutes are approved. It was noted that these groupings would hold until the Minister approves the new basis for calculations, at which time the Committee would again be consulted regarding groupings of classes of graduates. If the Minister does not approve the proposed changes to the Statutes, the groupings outlined in the supplementary paper will hold for six years. It was noted that in six years graduates of new-generation degrees, who will not belong to any particular faculty, must be included in the calculations used to determine the number of representatives of each class of graduates. Graduates of the new-generation degrees would need to be grouped in the most appropriate class of graduates for the purposes of calculating representation on the Committee of Convocation.

0.1.3 Quotas for Elections to the Committee of Convocation

The Committee received the paper submitted by Mr John Nicholas. The paper noted that the time of year during which the counting of graduates for the purpose of determining representation on the Committee of Convocation takes place is undefined. The University Secretary informed the Committee that counting currently takes place at a time of year that is administratively appropriate in view of the election schedule. He will put to Council that a particular time of year (e.g. in the first two months of the calendar year) be defined in the Statutes.

0.2 Committee of Convocation Representatives to University Committees

It was noted that the composition of the Student Support Committee no longer provides for a representative of the Committee of Convocation because it had become a management committee.

It was queried in what capacity Mr Robert McGauran is a member of the Landscapes Subcommittee: due to his experience in urban design or in the capacity of representative of the Committee of Convocation. The University Secretary undertook to bring advice on this matter to the next meeting of the Committee of Convocation.

*1. Apologies and Leave of Absence

Apologies were received from Dr Jenny Stillman, Mr Michael Gorton and Mr Frank Lees.

At the March meeting of the Committee Ms Jane Elton Brown, Dr Alan Gibbs and Dr Douglas Parbery were granted leave for the April meeting.

Leave of absence was granted to:

Dr Laurence Simpson for the May meeting;
Ms Malory Weston for the May meeting; and
Ms Helen Cohn for the May and June meetings.

*2. Starring of Additional Items

No additional items were starred.

*3. Receipt of Unstarred Items

Unstarred items were received.

*4. Minutes of Meeting No. 1/07 (21 March 2007)

The minutes were adopted as a true and accurate record of the meeting subject to an amendment to record the raising of a matter for future discussion, namely the responsibilities of the Committee of Convocation.

*5. Action Sheet

Committee members received and noted the Action Sheet. The Chair noted that all items on the Action Sheet had either been dealt with or carried forward for a future meeting, other than the Hon. Julie Bishop’s speech to the National Conference on University Governance (see Item 5.1, below).

5.1 The Hon. Julie Bishop’s Speech to the National Conference on University Governance (10 October 2006)

The Committee received and noted the transcript of the speech for information.

*6. Matters Arising

The Committee noted that although listed as an apology in the minutes of the Length of Service Subcommittee, Dr John Nelson was in fact present at the meeting on Wednesday 21 March.

7. Reports to Council

The Committee received the report for information.

*8. Legislation, Regulations and Standing Resolutions

8.1 Legislation & Trusts Committee Report to Council – Meeting 01/07 (12 March 2007)

The Committee received the report for information. Mr Handberg noted that p12 of the report referred to the ‘Victorian Chamber of Manufactures’, which in fact ceased to exist in 1984.

8.2 University Legislation & Committee of Convocation’s Role

The Committee received and noted the paper outlining the Committee of Convocation’s role in relation to University legislation.

*9. Issues of Concern to Members

Mr McGauran raised the matter of reports in Melbourne newspapers referring to the number of HECS places available at the University in 2008. He asked whether the University had released a list of course places available in new-generation and professional degrees in 2008. He pointed out that the number of places listed in Architecture degrees did not accord with the Faculty of Architecture, Building and Planning’s understanding of the situation. The University Secretary undertook to advise the Committee about this at the next meeting.

The Committee voiced its concerns regarding the language used to describe new scholarships in newspaper reports about scholarships for the new-generation degrees. The University Secretary assured the Committee that the University was closely monitoring the language used and claims made about the Melbourne Model in media reports.

*10. Report of Council Meeting

10.1 Vice-Chancellor’s Report

The Committee received the report for information.

10.2 Oral report on Council Meeting

The President reported on a number of matters discussed at the March meeting of Council, including Council’s unanimous acceptance of the Melbourne Model and the appointment of three laureate professors. The President also announced to the Committee that the University Secretary, Mr Len Currie, would be awarded a gold medal for service to the University.

11. Reports of Committee Meetings and Faculty Meetings

11.1 Finance Committee Reports to Council

11.1.1 Finance Committee Report to Council – Meeting 11/2006 (8 December 2006)

The Committee received the report for information.

11.1.2 Finance Committee Report to Council – Meeting 1/2007 (12 February 2007)

The Committee received the report for information.

11.1.3 Finance Committee Report to Council – Meeting 2/2007 (16 March 2007)

The Committee received the report for information.

11.2 Buildings and Estates Committee Report to Council – Meeting 07/06 (14/12/2007)

The Committee received the report for information.

11.3 Planning & Budget Committee Reports to Council

11.3.1 Planning & Budget Committee Report to Council – Meeting 1/07 (14/02/07)

The Committee received the report for information.

11.3.2 Planning & Budget Committee Report to Council – Meeting 2/07 (14/03/07)

The Committee received the report for information.

11.4 Faculty of Medicine Dentistry & Health Sciences – Meeting 29 March 2007

The Committee received the report for information.

11.5 Engineering Faculty Report – Meeting 1/2007

The Committee received the report for information.

11.6 Strategic Plan Implementation Subcommittee – Meeting 1/2007

The Committee received the report for information.

11.7 School of Dental Science Advisory Committee – Meeting 3 April 2007

The Committee received the report for information.

11.8 Length of Service Subcommittee Minutes – Meeting 21 March 2007

The Committee received the minutes for information.

*12. Guest Speaker

Professor James Angus, Dean of the Faculty of Medicine, Dentistry and Health Sciences, addressed the Committee, speaking about the new Bachelor of Biomedicine and the direction of the Faculty under the Melbourne Model. He provided the Committee with an overview of the structure of the degree, explaining that the core subjects were tailored to students going into the healthcare professions. The Bachelor of Biomedicine would be the preferred pathway into Medicine, although students would be able to enter postgraduate degrees after completing other undergraduate degrees, providing they have passed the appropriate selective subjects to an approved level. Professor Angus also outlined the ways in which the Faculty aimed to attract top students to the Bachelor of Biomedicine and outlined the benefits of the new degree structure for both students and the healthcare professions.

13. Alumni Relations Report – March 2007

The Committee received the report for information.

*14. President’s Report

The President reported on the launch of the Melbourne Model on Tuesday 17 April, noting that many Committee members were present at the launch. The President also discussed plans for the Committee’s 140 th Anniversary Dinner, to be held in July, reporting that at no time in July were the Chancellor or the Governor of Victoria able to attend an event. The dinner had been rescheduled for 10 July because the Vice-Chancellor was available to attend on this date. The Minute Secretary would contact the Lieutenant Governor of Victoria, Chief Justice Marilyn Warren, to invite her to speak at the dinner.

The President informed the Committee that she had met with Mr Campbell Bairstow from Alumni Relations to discuss how best to promote the Committee of Convocation to graduates.

The President invited Dr Roslyn Otzen to report on her research into the University’s foundation stone. Dr Otzen reported that she had researched various newspaper reports of the laying of the University’s foundation stone. She noted that the report in the Melbourne Morning Herald differed from the report in the Argus. The Herald report appeared to indicate that the stone was laid under the part of the Old Quadrangle near the South Lawn. Dr Otzen reported that the Foundation Stone Subcommittee plans to publish a monograph about the laying of the foundation stone, including editorials from the Argus and the Melbourne Morning Herald.

The President noted that there are only two Committee meetings scheduled before the Anniversary Dinner and asked Mr David Dodd to inform Committee members of any actions required of them. Mr Dodd noted the importance of July as the month when the original University foundation stone was laid, and also as the month that the predecessor of the Committee of Convocation, the University Senate, first met. He informed the Committee that the budget for the reproduction of the foundation stone was yet to be finalised, but that he anticipated that members would be asked to contribute around $ 35 to the project. It was hoped that the replica foundation stone (a brass plate) could be placed in the Old Quadrangle, subject to the Vice-Chancellor’s approval. It was proposed that a translation of the Latin inscription and an explanatory plaque stating that the Committee of Convocation presented the replica foundation stone to the University to mark 140 years of graduate representation at the University would accompany the plate.

*15. Any Other Business

15.1 Committee of Convocation Annual Report

The Annual Report was presented at the Annual Ordinary Meeting of Convocation.

15.2 Committee of Convocation Members Directory

Committee members were reminded to fill out the permission form and to return it to Ms Koch as soon as possible for inclusion in the Committee of Convocation directory of members.

*16. Items for Future Discussion

The University Secretary thanked the Committee for its kind reaction to the announcement of his being awarded a University Gold Medal and informed Committee members that the presentation would be made at the conferring ceremony on 11 August.

Mr Peter Hirst noted that meeting papers were both extensive and not environmentally sound. He proposed that the Committee adopt a more efficient and timely method of distributing meeting papers. He suggested the electronic distribution of papers to Committee members, noting that members could then choose which papers they would print. Members could also elect to continue to receive papers in hard copy if they chose. The Chair and the University Secretary undertook to investigate this suggestion and report back to the Committee.

Mr Alan Abbott noted that he was impressed by the content and presentation of the launch of the Melbourne Model and asked whether the Committee should signify its approval to the Vice-Chancellor. Committee members approved this suggestion.

The next meeting of the Committee of Convocation was declared be a special meeting for the purposes of electing a new representative of graduates of Medicine, Dentistry and Health Sciences to replace Mr Noel Ramsey, who resigned in March. The next meeting was scheduled to be held on Wednesday, 16 May 2007, from 5.30pm in the Council Chambers, University of Melbourne.

The meeting closed at 6.45 pm.