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A Special Meeting of the Committee of Convocation
was held in the Council Chambers, Old Quadrangle, University of Melbourne,
on Wednesday 15 October 2003 at 5.45pm.
PRESENT
Dr RJ Condron in the Chair,
Mr AW Abbott, Ms LJ Boston, Dr C Close, Ms HM Cohn, Mr RE Cook, Ms JM
Crowe, Mr BFB Dance, Mr GF Dawson, Dr SC Ducker, Ms JH Elton Brown,
Ms HM Fitzpatrick, Mr AG Handberg, Dr JK Harcourt, Mr RTA Hardcastle,
Mr PR Hirst, Mr J Humphrey, Dr AA Jones, Mr JC Jones, Mr FAM Lees, Dr
PA Lowe, Mr RA McGauran, Dr L McKenzie, Mr JG Meehan, Mrs AM Neal-Adam,
Mr JF Nicholas, Ms E Parker, Dr NMcH Ramsey, Dr B-A Rodan, Dr S Sahhar,
Dr J Stillman, Mr GH Thomas and Ms MA Weston.
BUSINESS
0. Preliminary Matters
0.1 Report from Returning Officer
Mr Currie, the Returning Officer, declared Dr
Christina Cheers elected to a casual vacancy to represent the graduates
in Science for a term expiring in 2005.
1. Apologies and Leave of Absence
Apologies had been received from Ms Sarah Wall,
the Alumni Relations Manager, Mr M Anderson, Mr D Brownbill, Mr R Cook,
and Mr A Douglas.
Leave of Absence has previously been granted to
Mr G Bartle, Mr D Dodd and Miss A Rusden for this meeting and to the
President, Dr Robin Condron, for the November meeting.
Leave of absence was granted to Ms J Elton-Brown
for the November meeting, Mr M Anderson and Mr D Brownbill for the November
and December meetings and to Ms M Weston for the December meeting.
2. Starring of Additional Items
Items 8.1(b) and 8.2(a) were starred for discussion.
3. Minutes of Meeting 7/03 (17.09.2003)
The minutes of meeting 6/03 held on 20 August 2003
were approved.
4. Matters Arising
4.1 The Ian Potter Museum of Art (Minute 4.3)
The Deputy President, Mr Handberg, referred to
Appendix A of Item 8.2(a), Finance Committee meeting 7/03 Report to
Council, which reported on the situation concerning the upgrading
of the air conditioning at The Ian Potter Museum of Art. The Committee
of Convocation's raising of concerns regarding this matter had caused
a full internal audit to be carried out and full disclosure to be
made. The experience has translated into changes in University procedures
so that any proposal to cut the recommended specifications of any
project because of budgetary constraints has to be carefully considered.
The Deputy President commented that this was a constructive outcome.
A member queried if the library had adequate air conditioning for
valuable and rare books as well as other sensitive material. The University
Secretary agreed to make enquiries and report back to the Committee.
4.2 Mission Statement and Objectives (Minute
11.1(f))
The President advised members that the Mission
Statement and Objectives were circulated in their entirety, as agreed
at the last meeting, and incorporated the amendments proposed by the
President's Advisory Committee in September, 2003.
4.3 Distinguished Portraits Project (Minute 11.1(b))
The University Secretary reported that he expected
that the unveiling of the Chancellor's portrait and the recognition
of the Distinguished Portraits Project would occur after the November
Council meeting. Members of the Committee, as well as family members
of subjects who have expressed an interest, would be invited to attend
this function. Confirmation details would be circulated to members
of the Committee when they were available.
Mr Currie advised he was discussing with the officers
of the Museum of Art whether a more sympathetic treatment of the information
plaques could be found so that they fitted in better with the Chamber.
4.4 Committee of Convocation Home Page on World
Wide Web (Minute 11.1 (e))
The University Secretary gave a progress report
on the updating of the Committee of Convocation's Home Page on the
World Wide Web. He advised that all outstanding material had now been
received and he expected that by the next meeting the Home Page would
be in a more accessible position and would be brought into line with
the current lay-out of the University's present web pages.
Dr Peter Lowe advised that on the Australian University
Alumni Council website, a link is provided to its member universities,
and requested that a link be provided from the Committee of Convocation's
home page to the AUAC home page. The University Secretary agreed to
this request.
4.5 University of Melbourne Publication: 150
Years/150 Stories
The President advised that this publication was
available from the Department of History with a recommended retail
price of $20, plus $4 postage and handling.
4.6 Creswick Campus, Institute of Land and Food
Resources (Minute 7.1 of meeting 7-03 held 17.9.2003)
Dr Robin Condron advised that Professor Frank
Larkins had prepared a report in response to the concerns raised in
the Committee of Convocation's Report to Council about the teaching
of forestry at Creswick. That report had now been prepared and was
circulated at the October Council meeting. He announced that a copy
of the report had been tabled for information. The matter had been
extensively discussed at the Council meeting; however, the proposals
were still in the developmental stage.
5. Report 7/03 to October 2003 Council
The Committee received the report for information.
6. Legislation and Standing Resolutions
6.1 Statutes made and amended by Council at
its October meeting
None.
6.2 Regulations made and amended by Council
at its October meeting
- The Committee noted the amendment to a regulation
that had been approved by Council and contained in the Legislation
Committee's Report to Council of Meeting No 7/03 (25 August, 2003)
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(1)
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Amendment of Regulation 6.72
recommended by the University Secretary (Mtg 7/03) |
To govern the Sidney Clifton
Prize (118/03) |
- The Committee noted the amendments to regulations
that had been approved by Council and contained in the Legislation
Committee's Report to Council of Meeting Nos 8/03 (1 October, 2003)
and 7/03 (25 August, 2003).
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(1)
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Amendment of Regulation
12.2.10.R1 recommended by the Academic Board (Mtg 8/03)
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To amend the
regulation dealing with assessment in relation to examination
arrangements (129/03) |
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(3)
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Amendment of Regulation
7.1.R2 recommended by Council and University Secretary (Mtg
8/03) |
To change the name of the Chair of
Management (Technology) listed in Schedule B of the regulation
governing academic and general staff ranks and titles (132/03)
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(4)
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Amendment of Regulation
7.1.R2 recommended by Council and the University Secretary (Mtg
8/03) |
To add two Chairs
to Schedule A to the regulation governing academic and general
staff ranks and titles (133/03) |
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(5)
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Amendment of Regulation
7.1.R2 recommended by Council and the University Secretary (Mtg
8/03)
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To add a Chair
to Schedule A to the regulation governing academic and general
staff ranks and titles (135/03) |
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(6)
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Amendment of Regulation
7.1.R2 recommended by Council and the University Secretary (Mtg
8/03) |
To add a Chair to Schedule A to the
regulation governing academic and general staff ranks and
titles (136/03)
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(7)
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Amendment of Regulation
17.1.R11 recommended by the University Secretary (Mtg 8/03)
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To update membership of the Planning
and Budget Committee (119/03)
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(8)
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Amendment of Regulation 17.1.R6 recommended
by the Finance Committee (Mtg 8/03)
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To clarify means of authorizing
expenditure (120/03) |
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(9)
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Amendment of Regulation 6.1.R7 recommended
by the University Secretary
(Mtg 8/03)
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To add the Bushfire Cooperative
Research Centre (137/03) |
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(10)
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Amendment of Regulation
R7.75 recommended by the University Secretary
(Mtg 8/03)
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To govern The
Douglas Shannon Bequest (121/03) |
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(11)
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Amendment of Regulation
R6.72 recommended by the University Secretary
(Mtg 8/03)
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To update the
terms of the Thomas Ewing Scholarship (122/03) |
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(12)
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Amendment of Regulation R6.72
recommended by the University Secretary
(Mtg 8/03)
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To amend the terms of the
Hydraulic Engineering Graduates Prize (123/03) |
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(14)
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Amendment of Regulation
R7.200 recommended by the University Secretary
(Mtg 8/03)
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To amend the
recitals to the Noel Rudolf Hall Bequest (126/03) |
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(15)
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Amendment of Regulation
R6.72 recommended by the University Secretary
(Mtg 8/03)
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To govern the
S.F. Pond Prize (127/03) |
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(17)
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Amendment of Regulation
6.7 recommended by the University Secretary
(Mtg 8/03)
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To substitute
new subjects for two of the Wyselaskie Scholarships (99/03) |
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Dr Rodan queried
the terms of the Wyselaskie Scholarship as they related to the
awarding of scholarships in History. The University Secretary
responded that where an endowment is for a single scholarship,
then the scholarship must be awarded as a single scholarship
and not shared amongst respondents. As there is one scholarship
to be awarded under each area stipulated, then that policy will
apply. |
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(18)
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Making of Regulation 7.XXX
recommended by the University Secretary
(Mtg 8/03) |
To govern the Roye James
Bequest (90/03) |
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(19)
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Amendment of Regulation 6.28
recommended by the University Secretary
(Mtg 8/03) |
To vary the terms of the Harbinson-Higinbotham
Scholar (108/03)
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(20)
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Amendment of Regulation 6.1.R7
recommended by the University Secretary
(Mtg 8/03) |
To rename a department within
the Faculty of Arts (130/03) |
6.3 Standing Resolutions made and amended by
Council
None.
6.4 Statutes proposed for consideration by Council
at its next meeting
None.
6.5 Regulations proposed for consideration by
Council at its next meeting
None.
7. Report of Council Meeting 7/03 (13/10/03)
7.1 Vice-Chancellor's Report
7.2 Oral report on Council Meeting
Mr Allan Handberg, the Deputy President, gave
an oral report on the October Council meeting which he had attended.
He commented that it was the first Council meeting in the 150 year
history of the University to be held away from Melbourne so it was
an historical occasion. He spoke of the functions arranged by the
Development Program for this visit to Shepparton in the Goulburn Valley,
in particular the musical soiree hosted by the Chancellor, the Town
and Gown Dinner, the Council Meeting which was held in the Council
Chamber of the city's Town Hall.
The Deputy President advised that a Master Plan for Dookie Campus
had been presented; he spoke of the remedies taken by the University
to correct financial and other problems associated with the Melbourne
University Student Union Inc; the Nelson Report was discussed as well
as developments with Universitas21. The Deputy President referred
to the Committee's Report to Council which contained a recommendation
concerning the proposed use of the underground carpark as an Information
Resource Centre. The Vice-Chancellor had responded to it and expressed
appreciation that this Committee had raised practical concerns. The
result was that Council had referred the matter to the Buildings and
Estates Committee. A member raised the matter of unmet demand for
university places. The University Secretary agreed to enquire if there
was a written University of Melbourne submission to the State enquiry
on this subject and report back to the Committee.
In addition, it was reported that the University
had applied for heritage listing of the Burnley Campus site, and also
on problems of 'infringement' which could be caused by the proposed
development of the adjoining site. After discussion, it was resolved
that the Committee of Convocation supports the University's application
for registration of the heritage value of the Burnley Gardens and
abhors the traffic crossing the University's Burnley grounds.
8. Reports of Faculty Meetings and Committee Meetings
8.1 Planning and Budget Committee
- Meeting 7/03 (13/8/03)
- Meeting 8/03 (10/9/03)
A member raised the matter of revised management
arrangements for MUSUI and whether students would control their entertainment
and facilities. The University Secretary advised that the students
will have control of their Club and political matters but that there
would be a separate body which oversaw commercial matters and utilisation
of the Union Building.
Another member raised the resignation of Professor
Malcolm Smith from the School of Law, and would be pleased to know
what appointment he was taking up. The University Secretary agreed
to make enquiries and report back.
A member referred to Appendix 3 of the Operational
Plan and pointed out that the University had not set a strategy to
ensure there was a high level of new capital works adopting practices
to ensure sustainability and that there was no budget for environmental
sustainability and best building practices in buildings. He queried
why this was not given a high profile. The University Secretary responded
that it is mentioned in point 7.8 and advised that Ms Meredith Doig,
a member of Council, had an interest in this matter so would be a
suitable person for the member to take this matter up with. As the
Operational Plan had been adopted by Council, no further amendment
to it was likely at this stage.
The Committee agreed to recommend to Council that,
in view of the State of Victoria's current emphasis on sustainability,
the University give greater prominence to sustainability in its planning
documents.
A member queried the establishment of an invention
disclosure register and what information this would be comprised of.
The University Secretary advised that he would arrange for an appropriate
University officer to speak on developments in research, including
Intellectual Property.
Another member referred to the summary of the
activities of the CEQ Working Party. The University Secretary agreed
to request that an Academic Board officer brief the Committee on the
outcome of this working group to bring the members up to date.
8.2 Finance Committee
- Meeting 7/03 (27/8/03)
- Meeting 8/03 (24/9/03)
The Committee received the reports for information.
8.3 Building and Estates Matters
The Committee received the report for information.
8.4 Libraries Committee
The Committee received the report for information.
9. Alumni Relations Report
Ms Sarah Wall was an apology for the meeting hence
there was no report on the Alumni Relations Program. However, the Deputy
President had been present at the Goulburn Valley events organised by
that unit and had reported on their success in the oral report of the
Council meeting.
10. Guest Speaker
Ms Clare Connan, in addition to conducting a tour
of the Botany School extension, was guest speaker at dinner. She had
conducted the tour of the Botany School Extension with a view to explore
and explain the architectural issues of the building, and at dinner
she highlighted the many and varied administrative concerns that needed
to be addressed to bring the project it completion.
11. President's Report
11.1 Annual Dinner, Friday 28 November, 2003
The President referred to the notice which had
been circulated of the Annual Dinner to be held on Friday, 28 November
at the Athenaeum Club and encouraged members to attend this function.
Dr Condron advised that past members of the Committee also had been
sent invitations.
11.2 Mr Malcolm Anderson
It was advised by the President that a letter
had been received from Mr Anderson's sister advising that he was now
out of the Intensive Care Unit and thanking the President and the
Committee of Convocation for their good wishes.
12. Any Other Business
12.1 Australian University Alumni Council
The President referred once again to Mr Malcolm
Anderson and his role as the Committee's official representative on
the Australian University Alumni Council. In the past Mr Anderson
had attended the Annual General Meeting of this Council and cast the
University of Melbourne's vote at that meeting . However, due to illness
Mr Anderson would be unable to attend this year's Annual Conference
in Launceston.
The Committee endorsed the proposal that Dr Peter
Lowe, who is on the Executive Committee of the AUAC and attends the
Conference, would be in a position to vote on behalf of the University
at the Annual General Meeting.
13. Receipt of Unstarred Items
The unstarred items were received.
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