Minutes - Meeting 5/07

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

PRESENT:

Ms L Boston (Chair), Mr AW Abbott, Ms AM Ada, 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 A Gibbs,
Mr AG Handberg, Dr JK Harcourt, Mr J Humphrey, Mr GLE Israel, Mr FAM Lees, Dr P Lowe, Mr RA McGauran, Ms AM Neal-Adam, Mr JF Nicholas, Dr R Otzen, Dr D Parbery, E Parker, Dr I Rechtman, Dr B-A Rodan,
Mr L Rowe, Ms AS Rusden, Dr L Simpson, Dr J Stillman and Ms MA Weston.

IN ATTENDANCE:

Dr T Latham, Dr R Condron, Mr L Currie (University Secretary), Mr J Green (Deputy University Secretary) and Ms E Koch (Committee Secretary).

BUSINESS

*0. Preliminary Matters

The Chair welcomed Professor Rathjen, Dean of the Faculty of Science, and former presidents of the Committee of Convocation, Dr Latham and Dr Condron, to the meeting.

0.1 Report of Returning Officer

The University Secretary reported that the Minister for Education had not yet advised approval of the changes to the legislation governing representation on the Committee of Convocation. Elections to the Committee would therefore be held in accordance with the current legislation.

*1. Apologies and Leave of Absence

Apologies were received from Mr Eric Bellchambers, Ms Jennifer Digby, Ms Jane Elton Brown, Mr Peter Hirst, Dr Ros McMillan, Dr John Nelson and Dr Stan Sahhar.

At previous meetings of the Committee leave of absence for the July meeting was granted to Mr John Meehan and Mr Geoffrey Thomas.

Leave of absence was granted to:

• Mr Alan Abbott for the August meeting;
• Ms Lesley Boston for the August meeting;
• Ms Jennifer Digby for the August meeting;
• Mr Allan Handberg for the August meeting;
• Dr Barbara Fary for the August and September meetings;
• Ms Eileen Parker for the September meeting;
• Dr Ian Rechtman for the September meeting;
• Mr David Dodd for the September and October meetings; and
• Mr John Humphrey for the October meeting.

The President brought to members’ attention Section 23 (10)(b) of the Melbourne University Act 1958, which governs attendance of members at Committee of Convocation meetings, alerting members to the section stating that a member’s office becomes vacant if he or she fails to attend meetings in a six-month period without the leave of the Committee.

Members on the permanent dinner list were reminded that if they are unable to attend the post-meeting dinner, they must notify Ms Koch prior to the dinner.

*2. Starring of Additional Items

Items 11.1, 11.3, 11.4.1, 11.5, 11.8 and 15.3 were starred, and items 6.3 and 11.8 were added and starred.

*3. Receipt of Unstarred Items

The Committee received the unstarred items.

*4. Minutes of Meeting No. 4/07 (20 June 2007)

The minutes were adopted as a true and accurate record of the meeting.

*5. Action Sheet

Action 2—Committee of Convocation Representative on Landscape Sub-Committee
Mr McGauran reported that the Building and Estates Committee did not discuss ongoing Committee of Convocation representation on the Landscapes Subcommittee at its last meeting, due to a more pressing item. Mr McGauran would provide the Committee of Convocation with information as soon as it becomes available.

Action 3—Invite Dean of Science to Address Committee
The Chair informed the Committee that Professor Rathjen would address the Committee at the meeting.

Action 7—Circulate Update of June Council meeting to Committee members
The Chair noted that this item had been completed and the papers circulated to members shortly after the June meeting of the Committee.

All other items on the Action Sheet were carried forward for a future meeting of the Committee.

*6. Matters Arising

6.1 Future Representation on Legislation and Trusts Committee

The Committee received the paper submitted by Mr Nicholas, who called for expressions of interest in acting as a representative of the Committee of Convocation on the Legislation and Trusts Committee.

6.2 Foundation Stone Progress Report

6.2.1 Foundation Stone Mock Up

The University Secretary reported that at the June meeting of Council there had been some confusion among members of the Building and Estates Committee regarding which of the two versions of the proposed replica foundation plate the Building and Estates Committee was recommending to Council. The Chair of the Building and Estates Committee withdrew the Committee’s recommendation to Council, pending clarification after which it would be re-presented to Council. Council was expected to approve the proposal put forward by the Committee of Convocation. The proposal was yet to be approved by the Chancellor and Vice-Chancellor.

The University Secretary informed the Committee that around two-thirds of Committee members had responded to the invitation to contribute to the cost of the replica foundation plate and only a few hundred dollars were required to meet the target amount. He reported that Justice Chernov had emphasised the generosity of the Committee of Convocation and the pleasure with which Council received the proposal of the Committee’ s gift to the University.

6.3 Minute Item 9.3 – HECS places in MArch

The University Secretary reported that he had conveyed the Committee of Convocation’s concern regarding limited HECS places in the MArch to the Senior Vice-Principal, who raised the matter with the Dean of Architecture. Faculty of Architecture officers consulted with the University Planning Office regarding this matter. The Dean informed the University Secretary that he was confident that with the 5% leeway allowed in the University’s processes, the allocated Commonwealth Supported Places would adequately meet demand.

7. Report to Council

7.1 Report to Council – Meeting 4/2007 (20 June 2007)

The Committee received the report for information.

*8. Legislation, Regulations and Standing Resolutions

8.1 Legislation & Trusts Committee Report to Council – Meeting 04/07

The Committee received the report for information.

*9. Issues of Concern to Members

9.1 Arts Revival Strategy

The point was made that the inclusion in the Arts Revival Strategy paper of the sentence “There will be no arbitrary staff cuts” was perhaps short sighted in that it was impossible to predict that these would not be required at some point. It was discussed that there was considerable disquiet in the Arts Faculty, with some staff members feeling that they had not been adequately consulted in the formulation of this strategy. The University Secretary noted that the final strategy was yet to be presented to Council.

Committee members agreed to invite the Dean of the Faculty of Arts to speak at a future meeting of the Committee.

*10. Report of Council Meeting

10.1 Vice-Chancellor’s Report

The Committee received the report for information.

10.2 President’s Report on Council Meeting

The President reported that Council discussed the proposed changes to academic and University structures and that Deans were asked to comment at the meeting. Deans indicated that they wished to have more discussion about the role of the Provost. The President stressed that the proposed changes were currently still in draft format.

The President reported that Ms Janet White had been appointed as the new University Secretary. Ms White has extensive experience in the higher-education sector and has worked at the University of Melbourne, Monash, La Trobe and RMIT universities.

11. Reports of Committee Meetings and Faculty Meetings

11.1 Presidents Advisory Group – Meeting 1/07

The Committee received the report for information. The President asked members to consider whether the Committee of Convocation should adopt a regular performance review process, similar to that of Council. The President noted that when reviewing its mission, the Committee should also review the strategies put in place to achieve that mission, and proposed that a meeting of the Committee be regularly devoted to strategic planning.

The President reported that the Presidents Advisory Group had discussed the Annual Ordinary Meeting of Convocation and the ongoing issue of attracting graduates to attend. She noted that the Committee’s effectiveness relies on the way in which it relates to graduates and brought to members’ attention the University Secretary’s suggestion that the Committee of Convocation target graduates who had already demonstrated a willingness to be involved with the University, i.e. those who were part of alumni groups.

It was noted that the Chancellor was supportive of the Committee.

11.2 Theatre Board Minutes – Meeting 4/07

The Committee received the report for information.

11.3 Finance Committee Report to Council – 20 June 2007

The Committee received the report for information. Mr Handberg drew the Committee’s attention to the allocations of the Growing Esteem Transition Fund. He noted that the proposed distribution over the next six years might indicate that the funds required for the project had been underestimated.

11.4 Buildings and Estates Committee Report to Council – Meeting 03/07

The Committee received the report for information.

11.4.1 Buildings and Estates Committee Report to Council – Supplementary Paper

The Committee received the paper for information. Mr Nicholas raised a concern that the Memorial Trees Policy and Guidelines provide that there should not be a record adjacent to memorial trees to indicate who or what they memorialise. Mr McGauran proposed that the Committee recommend to the Building and Estates Committee that it seek advice from the Landscape Subcommittee regarding an appropriate communications strategy for memorial trees on campus. The Committee supported this recommendation and Mr McGauran agreed to circulate to Committee members an outline of a recommendation to the Building and Estates Committee.

11.4.2 Buildings and Estates Committee Report – Meeting 3 July 2007

The Committee received the report for information.

11.5 Length of Service Sub-Committee Minutes – Meeting 20 June 2007

The Committee received the minutes for information. Mr Dance provided members with an update on the discussions of the Length of Service Subcommittee, noting that the Subcommittee had been studying the changes confronting the Committee of Convocation due to the 12-year rule governing length of service on committees. The Subcommittee had produced a document outlining how the Committee of Convocation relates to the University, for the information of new members. It had also drafted a set of principles about how the Committee of Convocation operates, also for the information of new members.

11.6 Planning and Budget Committee Report to Council – Meeting 04/07

The Committee received the report for information.

11.7 Faculty of Land and Food Resources Report – Meeting 16 July 2007

The Committee received the report for information.

11.8 Strategic Plan Implementation

Dr Lowe reported two motions passed by the Strategic Plan Implementation Working Group. The Working Group was proposing to establish advisory groups within classes of graduates to better gauge graduate issues and to invite immediately retired members to attend two or three meetings after they retired to act as mentors to new members. This last proposal would help to address the issue of continuity facing the Committee at the end of 2007, when many experienced members would leave the Committee as a result of the 12-year rule.

Ms Koch undertook to circulate the motions of the Working Group to Committee of Convocation members, for discussion at a future meeting.

*12. Guest Speaker

The Dean of the Faculty of Science, Professor Peter Rathjen, spoke to the Committee about the implementation of the Melbourne Model and the strategic direction of the Faculty of Science under the Model. He informed the Committee that until now Faculty of Science education had structured around the principle of producing high-quality PhD students, who comprised 8–12% of the enrolling cohort. Under the Melbourne Model, the Faculty of Science would maintain its commitment to high-quality PhD research training while delivering Science education and skills to fit the other 88% of the cohort for a range of careers and postgraduate courses.

13. Alumni Relations Report – June 2007

The Committee received the report for information.

*14. President’s Report

The President reported that she had received the assurance of the Vice-Chancellor that the omissions of the names of Committee of Convocation members from the 2006 University Annual Report and 2007 graduation booklets were oversights and would be rectified in future editions of these publications. The University Secretary informed members that the names of Committee members were originally omitted from the University Annual Report some years ago due to space restrictions and that the Vice-Chancellor had given his assurances that Committee members’ names will be included in the 2007 Annual Report.

The President requested that Committee members contact Ms Koch with suggestions for visits to University sites, and suggestions for the Committee’s end-of-year function.

*15. Any Other Business

15.1 Updated Members Directory

The Committee received the directory for information.

15.2 Matters Raised: UoM Climate Change Policy

The Committee received an email received from a graduate student querying the University’s climate change policy.

15.2.1 Proposal re. UoM Climate Change Policy

The Committee received a proposal tabled by Mr Lees and resolved to seek further information about the University’s current climate change policy. The University Secretary informed members that at its June meeting when discussing sustainability, Council had requested a report about the feasibility of the University becoming carbon neutral. He undertook to pass this report on to the Committee as soon as it becomes available.

The Committee agreed to notify the graduate that the Committee was seeking further information about the University’s climate change policy and she would receive a reply shortly.

15.3 Email from Vice-Chancellor re. Article in the Age 18/7/07

The University Secretary tabled an email from the Vice-Chancellor responding to an article in the Age on 18 July 2007. He informed Committee members that although the journalist in question had been provided with accurate facts, these had not been reflected in the article.

The Committee discussed that a full rebuttal from the Vice-Chancellor should be sent to the Age to be published as a letter to the editor. The University Secretary undertook to provide the Committee with a report on the University’s formal response to the article.

*16. Items for Future Discussion

16.1 Representation of Graduates under the Melbourne Model

Dr Simpson raised the issue of variation of the numbers of representatives of graduates of the six faculties remaining under the Melbourne Model. The Length of Service Committee undertook to discuss this issue and make recommendations to the Committee of Convocation.

16.2 Presentation of Degrees in Publications

Ms Neal-Adam raised the issue of the presentation of degrees in University publications noting that Honours degrees are not indicated in the Committee’s 2007 Annual Report. Members are asked to check the Annual Report and inform Ms Koch of amendments to the way in which their degrees are presented.

16.3 Retirement of University Secretary

The President on behalf of the Committee acknowledged the University Secretary’s support of the Committee of Convocation over many years and thanked him for his assistance, professionalism and exceptional service.

The next meeting of the Committee of Convocation was scheduled to be held on Wednesday 15 August from 5.30pm in the Council Chambers, University of Melbourne.

The meeting closed at 7.15 after one 15-minute extension.