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A Meeting of the Committee of Convocation was held in the Council Chambers, Old Quadrangle, University of Melbourne, on Wednesday 18 August 2004 at 5.45pm.
PRESENT
Dr RJ Condron in the Chair,
Mr AW Abbott,
Ms AM Ada, Mr MJ Anderson, Mr G Bartle, Ms LJ Boston, Dr C Close, Ms HM Cohn, Mr RE Cook, Ms JM Crowe, Mr BFB Dance, Mr DM Dodd, Mr AT Douglas, Ms JH Elton Brown, Mr AG Handberg, Dr JK Harcourt, Mr RTA Hardcastle, Mr PR Hirst, Mr J Humphrey, Dr PA Lowe, Dr DA McCann, Mr RA McGauran, Dr L McKenzie, Mr JG Meehan, Mrs AM Neal-Adam, Dr JR Nelson, Mr JF Nicholas, Dr NMcH Ramsey, Dr B-A Rodan, Dr S Sahhar, Dr L Simpson, Dr J Stillman and
Mr GH Thomas.
Mr LN Currie, University Secretary, Mr JM Green, Assistant University Secretary and Miss HA Davies, Minute Secretary,
were also in attendance.
BUSINESS
*0 Preliminary Matters
0.1 Report from Returning Officer
Mr Len Currie, the Returning Officer advised that Mr GLE Israel had been elected to a casual vacancy to represent the graduates of Arts and Social Work for a term expiring in 2005. Unfortunately, due to a prior commitment Mr Israel was unable to attend the meeting.
*1. Apologies and Leave of Absence
Apologies
had been received from Mr MW Gorton, Mr JC Jones, Mr FAM Lees , Mr R McGauran, Miss AS Rusden and Ms M Weston.
Leave of Absence previously had been granted to Ms H Fitzpatrick and Ms E Parker for this meeting, Mr DG Parbery for this meeting a and the October meeting and Mr RTA Hardcastle for the September meeting.
Leave of Absence was granted to Ms JM Crowe for the September meeting and Mr MJ Anderson for the October
meeting.
*2. Starring of Additional Items
Item 8 was starred to receive an oral report
3. Minutes of Meeting 5/04 (21/7/2004)
The minutes as circulated were adopted
4. Matters Arising
4.1 Press Coverage
The University Secretary outlined two methods of communicating with the Press that the University had recently implemented. Mr Currie reminded members of the Information Package that had been circulated to the Committee which contained the University’s responses to the Nelson Reforms of Higher Education. That was an example of a press release that is prepared when the University can identify in advance an issue open to misinterpretation. A second method was outlined by the University Secretary in which the Vice-Chancellor responded to an issue which was being followed up by the Press. This was in relation to the appointment of Council members -. A decision was made by Professor Lee Dow to contact the relevant journalists personally and discuss the matter with them. The result was that the published article was not overly critical of the University and quite benign.
4.2 University Responses to Building Developments
The University Secretary advised that it was the Buildings and Estates Committee that decided how the University’s buildings would impact on nearby buildings. With regard to the design aspects of the University’s buildings, Mr Currie advised that he would speak with the Vice-Principal (Property and Buildings) to arrange for someone from that office to speak to the Committee. A member suggested the Committee of Convocation needs to be briefed about the design element of its own buildings and how it impacts on the neighbourhood.
4.3 Council Nominations and Governance Committee
A member had questioned whether the protocols that the Commonwealth Government had drawn up would impact on the Committee of Convocation. The University Secretary advised that he did not believe the new protocols would do so. He stated that the University would need to comply with the protocols to be eligible for extra funding.
5. Report
5/04 to September 2004 Council
The
Committee received the report for
information
6. Legislation, Regulations and Standing Resolutions
6.1 Statutes proposed for consideration by Council at its next meeting
The Committee noted the tabled Statute which might be submitted to Council at its September meeting after it had been considered by Legislation Committee.
(1) |
Amendment of Statute 5.3 recommended by the Planning and Budget Committee |
To make provision for the appointment of a dean in the faculty of Land and Food Resources (66/04) |
6.2 Regulations proposed for consideration by Council at its next meeting
The Committee noted the tabled Regulations which were to be considered by Legislation Committee prior to submission to the September Council meeting.
(1) |
Amendment of Regulation 5.1.R1 recommended by Planning and Budget Committee |
To change the name of the Institute of Land and Food Resources and restructure it as a faculty of the University (63/04) |
(2) |
Revocation of Regulation 5.1.R3 recommended by Planning and Budget Committee |
To revoke the regulation governing the Institute of Land and Food Resources (64/04) |
(3) |
Revocation and re-making of Regulation 5.1.R4 recommended by Planning and Budget Committee
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To replace the former Institute Board of the Institute of Land and Food Resources with a revised board of the new faculty (67/04)
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(4) |
Making of a Regulation R6.XXX recommended by the University Secretary |
To govern The Fred Ledgar Prize in Urban Planning Fund (76/04) |
(5) |
Amendment to Regulation R6.187 recommended by the University Secretary
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To amend the terms of The Tom Zucker Scholarship in Labour Law (77/04)
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(6) |
Amendment of Regulation R6.72 recommended by the University Secretary |
To govern The Ronald William Caporn Prize (69/04)
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(7) |
Amendment of Regulation R6.72 recommended by the University Secretary |
To govern the Lillian Rangecroft Rofe Award (70/04)
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(8) |
Amendment of Regulation R6.72 recommended by the University Secretary |
To govern The Sir Louis Matheson Prize (57/04)
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(9) |
Revocation of Regulation R6.72 recommended by the University
Secretary
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To govern the Alistair Nicholson Memorial Scholarship ( 55/04)
|
(10) |
Amendment of Regulation 7.1.R2 recommended by the University Secretary |
To add a Chair to Schedule A of the regulation governing academic and general staff ranks and titles (73/04)
|
(11) |
Amendment of Regulation 7.1.R2 recommended by the University Secretary |
To add a Chair to Schedule B of the regulation governing academic and general staff ranks and titles (74/04)
|
(12) |
Amendment of Regulation 7.1.R2 recommended by the University Secretary |
To add a Chair to Schedule A of the regulation governing academic and general staff ranks and titles (75/04)
|
(13) |
Revocation and remaking of Regulation 8.1.R7 and revocation of Regulation 8.1.R8 recommended by Administrative Committee |
To replace existing regulations containing the Computing and Network Facilities Rules and Security of Local Area Networks (“LANS”) (68/04) |
(14) |
Amendment of Regulation 8.1.R9 recommended by the University
Secretary
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To make provision in the regulation for fees associated with access cards (72/04) |
| With regard to the proposed amendment to the Parking and Traffic Rules Regulation 8.1.R9, a member queried the last paragraph about the University imposing a $20 non-refundable fee for access cards for those not paying the standard annual permit fee. The University Secretary advised that he would clarify this point before Legislation Committee next meets, and bring back advice to the Committee. |
(15) |
Amendment of Regulation 10.1.R1 recommended by the Administrative Committee |
To amend the fees in relation to testamurs (72/04) |
(16) |
Revocation and remaking of Regulation 17.1.R7 recommended by the Student Support Committee |
To replace the Sport and Physical Recreation Rules of Regulation 17.1.R7 (65/04) |
| A member queried whether the annual statements for each trust will reflect the amount added to the capital of the fund each year as a hedge against inflation. The University Secretary will consult with an officer from the Chief Financial Officer’s division and bring back advice to the Committee. |
| A member revisited amendments which were considered at the July meeting of the Committee of Convocation. The Committee’s representative on Legislation Committee had raised at the latter’s last meeting the maximum period of appointment to Council and had been advised that the amendment to Statute 5.3 would be rectified to remove an ambiguity. He believed an ambiguity still existed. The University Secretary advised that the amendment was before the Minister and he anticipated that the Minister’s legal staff would question the proposed amendments if they thought them ambiguous. |
7. Council Briefing (9/8/2004)
7.1 ‘Taking Stock’
The President advised that Professor Lee Dow, the Vice-Chancellor, was unable to repeat at this meeting the ‘Taking Stock’ presentation which he gave at the August Council Briefing. Dr Condron hoped that Professor Lee Dow would be able to give the presentation at a future meeting. In the meantime, the ‘Taking Stock’ report was tabled for the information of members.
8. Reports of Faculty Meetings and Committee Meetings
8.1 Theatre Board
The Committee received the report for information
8.2 Libraries Committee
The Committee received the report for information.
8.3 Student Support Committee
The Committee received the report for information.
8.4 Faculty of Engineering
An oral Faculty report was given by the Committee’s representative on the Faculty of Engineering in which he announced that Professors David Boger and Harry Watson had received prestigious awards. In addition, another four Faculty staff members had been named on Engineers Australia Top 100 of Australia’s Most Influential Engineers, namely Professors David Boger, Rod Tucker, John Langford and Jannie van Deventer.
*9. Alumni Relations Report
The University Secretary advised that it may take some months before the Alumni Relations Unit is re-organised. Meetings of the Alumni Relations Committee had been scheduled for September and early December when it was hoped that proposals would be developed as to how the whole area will operate. The Senior Vice-Principal has the overall responsibility of putting together proposals for the incoming Vice-Chancellor to consider.
10. Guest Speaker
The guest speaker at dinner was Dr Leah McKenzie, a representative of the graduates of Arts and Social Work on the Committee and the Manager, Special Projects at Heritage Victoria. Dr McKenzie spoke on a special project she had been working on, which was the World Heritage listing of the Royal Exhibition Buildings and Carlton Gardens.
*11. President's Report
11.1 President’s Advisory Group Minutes 1/04 (26/7/04)
- ‘Representing Graduates Effectively’
The Deputy President, Mr Allan Handberg, opened discussion on this item. He reported that a proposal was being investigated and tested by the Development Office to have students issued with email addresses which they would retain after graduation. This would enable the University to readily communicate with its graduates. Mr Handberg also suggested that changes in the Development Office could also impact on the way that the University communicates with graduates.
The President’s Advisory Group recommended that the Committee should continue with Professor Gilbert’s suggestion of engagement with the deans. Mr Handberg advised that the Committee needed to brief the deans before they attend a Committee meeting. The Committee agreed that three deans be invited to separately attend the next three consecutive meetings After discussion, it was suggested that either Professors McKenzie or Macintyre attend the September meeting.
The President invited the Committee’s views. A member questioned that the Committee of Convocation had a voice on Council. The President assured her that it did through his attendance and another member pointed out that in terms of the University Act the Committee had the power to refer any matter to the Council.
The Committee agreed with the recommendations of the President’s Advisory Committee.
- Committee of Convocation Home Page on the Web
The Committee discussed publication of their email addresses on the reformatted Committee’s home page and possible alternatives such as having a block email address for each faculty. The President advised that he preferred the idea of a common address box and the representatives for each class of graduates could decide amongst themselves how to respond to emails received. The University Secretary agreed to test this proposal.
- Proposed Project – Oral History of the Committee of Convocation
Dr Cecily Close, who was a joint-proposer of the Oral History of the Committee of Convocation project, spoke to the item. After discussion, it was agreed that the following members of the Committee, who had volunteered to do so would form a working group to oversee this project:
Dr Cecily Close, Mr Allan Handberg, Dr Doug McCann, Ms Marguerita Neal Adam and Ms Malory Weston .
Subsequent to the meeting, it was agreed that Ms Helen Cohn also be invited to take part in the working group.
Some members voiced their preference for the project to be expanded to a written history of the Committee and a publication issued to commemorate its 150 th Anniversary. It was thought that the project could develop into a history and it was agreed that the sub-group investigate the availability of grants to contribute financially to the project.
- 2004 Committee of Convocation Annual Dinner
A tabled paper detailing three options for the Committee’s end of year function was considered. After discussion, members agreed that as well as the annual dinner, they wished to allow have a theatre night and accept the Vice-Chancellor’s generous offer of his allocation of tickets for the Melbourne Theatre Company’s December performance of The Sapphires. The Lyceum Club was the preferred venue for the annual dinner.
- Mission Statement and Objectives
The President referred to the Mission Statement and Objectives which had been tabled. Dr Condron advised that the President’s Advisory Group reviewed this document each year to ensure that it remained in line with the University’s own goals. A minor revision had been made to this document and was highlighted in the tabled paper.
12. Any Other Business
12.1 Annual Review 2003
The Committee received the Annual Review for information.
12.2 2004 Strategic Plan Perspective
The Committee received the Strategic Plan for information.
12.3 Information Division 2003 Annual Report
The Committee received the Annual Report for information.
12.4 dent-al: Alumni Newsletter of the School of Dental Science
The President advised that a few copies of the Alumni Newsletter of the School of Dental Science were available for interested members.
12.5 Request for a List of the Acronyms used by the University
A member requested a list of the acronyms commonly used by the University be made available. The University Secretary agreed that he would try to make available such a list.
13. Receipt of Unstarred Items
The unstarred items were received.
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