Minutes - Meeting No 1/06

A Meeting of the Committee of Convocation was held in Conference Room 2420 at the University of Melbourne’s School of Enterprise Campus at 442 Auburn Road, Hawthorn on Wednesday 15 March 2006 at 5.45 pm.

PRESENT:

Ms L Boston (in the Chair), Mr G Bartle, Dr CE Close, Ms JM Crowe, Mr BFB Dance, Ms JH Elton-Brown,
Dr B Fary, Dr JK Harcourt, Mr PR Hirst, Mr J Humphrey, Dr A Gibbs, Mr GLE Israel, Mr FAM Lees ,
Dr PA Lowe, Mr RA McGauran, Mr JG Meehan, Mrs AM Neal-Adam, Mr JF Nicholas, Ms E Parker,
Dr B-A Rodan, Miss AS Rusden, Dr L Simpson, Mr BN Southern , Mr GH Thomas and Mr NJ Whiting.

IN ATTENDANCE:

Dr R Condron, former president, Mr LN Currie, the University Secretary, Mr JM Green,
the Assistant University Secretary, Ms HA Davies, former minute secretary,
and Dr G Duke, Minute Secretary, were in attendance.

BUSINESS

0. Preliminary Matters

0.1 Report of Returning Officer

The Returning Officer, Mr LN Currie, reported that Dr B Fary has been elected to the Committee as a representative of the Graduates in Arts and Social Work for a term expiring on 31 December 2009.

0.2 Membership 2006  

Members received a paper listing the Committee’s membership as of 1 March 2006.

0.3 Introduction of New Members

The President welcomed to the Committee two new members, Dr A Gibbs and Dr B Fary, representing Engineering and Arts and Social Work respectively, for terms expiring on 31 December 2009. Mr F Lees and Mr G Israel read short statements outlining the resumes of Dr Gibbs and Dr Fary for the information of members.

The President also welcomed the former president, Dr R Condron, who was attending the meeting to report on the Council Planning Conference.

1. Apologies and Leave of Absence

Apologies were received from Mr AW Abbott , Ms AM Ada , Ms H Cohn, Mr R Cook, Mr DM Dodd, Mr AT Douglas, Ms HM Fitzpatrick, Mr MW Gorton, Mr JC Jones, Dr N McH Ramsey, Dr JR Nelson, Dr DG Parbery, Ms C Rollinson, Dr S Sahhar, Dr J Stillman and Ms MA Weston.

Leave of Absence previously had been granted to Mr AG Handberg and Dr L McKenzie for the meeting.

Leave of Absence was granted to Mr G Bartle for the April and May meetings.

2. Starring of Additional Items

Item 11.1 was starred.

3. Minutes of Meeting 10/05 (21.12.2005)

The Minutes were adopted as a true and accurate record of the meeting, subject to a minor amendment to Item 11.

4. Action Sheet

The President noted that an Action Sheet has been incorporated into the Agenda for the meeting and the practice would continue.

5. Matters Arising

5.1 Committee of Convocation Representatives on Committees and Faculty Boards in 2006

At the previous meeting a document was tabled outlining Committee of Convocation representation on University committees and faculty boards. Committee members received an updated copy of the document for information. The President noted that she will be leaving the Theatre Board due to other commitments and that a new Convocation nominee will need to be appointed. The Student Support Committee has also been disbanded.

6. Report 10/05 – 21 December 2005 submitted to 6 March 2006 Council

The Committee received the report for information.

7. Legislation, Regulations and Standing Resolutions

The Committee noted Statutes and Regulations amended by Council at its March meeting.

In regard to the amendments to the terms of reference and membership of the Planning and Budget Committee (PBC) (Item 24, Regulation 17.1.11) a query was raised as to why there is no Convocation representative on PBC. The University Secretary responded that PBC is an internal management committee rather than a governance committee.

Concern was also raised about the abolition of the Alumni Relations Committee (Item 31, Regulation 17.1.22) insofar as this appears inconsistent with the University’s policy to improve relations with external stakeholders. The University Secretary noted that the newly created University Relations and Advancement committees will both be concerned with the interests of graduates and alumni. The President of Convocation is an ex officio member of the University Relations Committee. In addition, two new senior positions, Deputy Vice-Chancellor (Innovation and Development) and Assistant Vice-Chancellor (University Relations), will include alumni relations within their areas of responsibility

In response to a question regarding the publicising of changes to committee structures, the University Secretary noted that details of the restructuring were publicised in the Vice-Chancellor’s Report to Council during late 2005, and that organisational structure charts are available under the Governance section of the University’s homepage. The University Secretary nonetheless agreed to bring to the next meeting some more information on the rationale behind the committee restructuring.

8. Issues of Concern to Members

The President reported that this was a new item that had been introduced in order that important business not be delayed until the concluding stages of the meeting.

Some members expressed concern that they had only received their committee papers one day before the meeting. Dr Ramsay proposed a motion that the papers be sent out in two distributions and this motion was seconded by Dr Lowe. The motion was carried by the Committee and noted for action by the Minute Secretary.

9. Oral Report on Council Planning Conference

A written report on the February 2006 Council Planning Conference bythe former president, Dr R Condron, was tabled for the information of Committee members. Dr Condron also gave a short oral report on the conference, in which he discussed preliminary work that is being undertaken to ensure the smooth implementation of the learning and teaching, research and knowledge transfer strands of the new Growing Esteem strategic agenda. Two areas of particular focus are the restructuring of undergraduate degrees and the development of commercialisation opportunities.

10. Report of Council Meeting 1/06 (6/3/06)

10.1 Vice-Chancellor's Report

The Committee received the report for information.

In relation to Item 23 Mr Lees requested that a report on the Grainger museum due to be received by Council at its April meeting be distributed to members.

In relation to Item 10 on the proposed Shepparton Teaching Clinic the University Secretary responded to concerns about certain potential financial and practical difficulties in the proposal by noting that it is only at planning stage and that a concrete business plan has yet to be formulated.

Committee members also noted the proposal outlined in the 2006 Strategic Plan for the upgrading of student administration infrastructure, including a student portal.

10.2 Oral report on December Council Meeting

The President reported on Council discussions regarding the University’s strategic agenda and the International Review of the Faculty of Engineering.

10.2.1 Growing Esteem

The President reported on Council’s formal adoption of the Vice-Chancellor’s Growing Esteem strategy. A Curriculum Taskforce, monitored by the Deputy Vice-Chancellor (Academic), Professor Peter McPhee, has been entrusted with the task of ensuring a smooth implementation to the Melbourne model of generalist undergraduate programs followed by professional graduate programs. University management has noted the importance of maintaining an emphasis upon access and equity and indicated that it will be examining scholarship and HECS arrangements.

Concern was raised by members of the Committee that students may prefer to complete shorter and less expensive professional degrees at institutions which do not have the requirement of a generalist undergraduate degree. It was pointed out that many of the University’s students are already taking combined undergraduate degrees with a generalist and professional component.

Some members also sought an assurance that the emphasis upon the completion of a generalist component prior to professional degrees would not lead to a decline in professional standards in fields such as medicine and dentistry. Dr Lowe and Dr Harcourt both indicated that they would raise this issue at the next Faculty of Medicine, Dentistry and Health Sciences board meeting.

A query was raised about a paucity of references to graduates in the University’s 2006 Strategic Agenda. It was pointed out that the document makes frequent reference to the term ‘alumni’, which is inclusive of graduates, former students and staff.

It was suggested that a comparison of the proposed Melbourne curriculum model with that of other Australian and international institutions would be beneficial. Committee members also indicated that they would like to invite the Deputy Vice-Chancellor (Academic), Professor Peter McPhee, to speak to the Committee later in the year about changes to curriculum and the potential detrimental impact upon the Melbourne Experience of Voluntary Student Unionism.

10.2.2 Faculty of Engineering Review

The President reported on an International Review of the Faculty of Engineering and noted that the Dean of Engineering has given his endorsement to the recommendations contained within the review and indicated a willingness to address recommendations where necessary. Members agreed that the Dean of the Faculty of Engineering be invited to speak to the Committee, subsequent to the Faculty’s review of its operations.

11. Reports of Faculty Meetings and Committee Meetings

11.1 Planning and Budget Committee (PBC)

 11.1.1 Meeting 11/2005 (14 December 2005)

 Mr McGauran spoke to the Committee on Recommendation 11 contained within the Administrative Review of the Property and Buildings Department by the Audit Panel (Item 11.1.1, Appendix 8 to the PBC Report to Council from meeting 11/05). The recommendation points to the possibility of introducing Design and Construct arrangements between consultants, contractors and the University in order to manage construction risk. Mr McGauran questioned the rationale behind the proposed strategy and requested that the University Secretary bring to the next meeting information on the basis for the Audit Panel’s recommendation and its endorsement by PBC.

Mr McGauran also informed members of other developments, including the departure of Ms Fiona de Preu from Property and Buildings, the recommendation to Council of a new panel of 30 architects, the review of the Master Plan in light of Growing Esteem and the promotion of the Potter Gallery.

11.1.2 Meeting 1/2006 (15 February 2006)

The Committee received the report for information.

11.2 Finance Committee Meeting 10/2005 (13 December 2005)

 The Committee received the report for information.

11.3 Theatre Board

Meeting 11/05 (9 December 2005)

Meeting 1/06 (17 February 2006)

The Committee received the reports for information.

12. Guest Speakers

There was no guest speaker at the meeting.

13. Alumni Relations Report

None.

14. President’s Report

The President noted that the Vice-Chancellor has agreed to speak at the Annual Ordinary Meeting of the Committee on 3 May.

The President took the opportunity to praise the former minute secretary, Ms H Davies, for her excellent support work over several years. Ms Davies demonstrated a special interest in Convocation and often went beyond the call of duty in organising guest speakers and tours of university facilities. Committee members took the opportunity to thanks Ms Davies, who was attending the meeting.

Consideration of a series of recommendations arising out of a meeting of the Committee of Convocation President’s Advisory Group was deferred until the next meeting.

15. Any Other Business

15. Any Other Business

 15.1 The Australian Universities International Alumni Conference

The Committee received the report for information. Dr Lowe announced that he would be unable to attend the conference and that a new representative is being sought.

15.2 Length of Service Working Group

15.2.1 Length of Service of Convocation members

15.2.2 Representatives by years

15.2.3 Current Members Questionnaire

The Committee received the reports for information. Mr Dance reiterated the need for the Committee to resolve the issue of length of service.

15.3 Suggestions for Future Tours of University Facilities

The President noted that the Minute Secretary is seeking suggestions for future tours of University facilities.

16. Receipt of Unstarred Items

The unstarred items were received.

The meeting closed at 7.35pm.