Minutes - Meeting No 7/05

A Meeting of the Committee of Convocation was held in the Council Chambers, Old Quadrangle , University of Melbourne , on Wednesday 21 September 2005 at 5.45pm .

PRESENT:

Mr AG Handberg in the Chair,
Mr AW Abbott, Ms AM Ada, Ms LJ Boston, Dr C Close, Ms HM Cohn, Mr RE Cook, Mr BFB Dance,
Mr DM Dodd, Mr AT Douglas, Dr JK Harcourt, Mr RTA Hardcastle, Mr PR Hirst, Mr J Humphrey,
Mr GLE Israel, Mr JC Jones, Mr FAM Lees, Dr PA Lowe, Mr RA McGauran, Mr JG Meehan,
Mr JF Nicholas, Dr DG Parbery, Dr NMcH Ramsey, Dr B-A Rodan, Miss AS Rusden,
Dr L Simpson, Mr BN Southern, Mr GH Thomas, Ms MA Weston and Mr NJ Whiting.

IN ATTENDANCE:

Professor P McPhee, Acting Vice-Chancellor, Mr LN Currie, University Secretary, Mr JM Green, Assistant University Secretary and Miss HA Davies, Minute Secretary, were in attendance.

BUSINESS

Preliminary Matters

The Deputy President and Chair, Mr Allan Handberg, welcomed to the meeting Professor Peter McPhee , Acting Vice-Chancellor, and announced he was attending the meeting to give an oral report of the September Council meeting.

1. Apologies and Leave of Absence

Apologies had been received from Mr GW Gorton, Dr JR Nelson, Ms E Parker and Dr J Stillman.

Leave of Absence previously had been granted to Mr G Bartle, Dr RJ Condron, Ms JM Crowe, Ms JH Elton Brown, Ms HM Fitzpatrick and Dr S Sahhar for this meeting, Dr L McKenzie and Ms AM Neal-Adam for this and October meetings, Dr JR Nelson for the October meeting and Dr NMcH Ramsey and Dr L Simpson for the November meeting

Leave of Absence was granted to Ms AS Rusden for the October meeting and to Mr DM Dodd for the October and November meetings.

2. Starring of Additional Items

Item 8.1(a) was starred for comment.

3. Minutes of Meeting 6/05 (17.8.2005)

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

4. Matters Arising

4.1 Growing Esteem : Choices for the University of Melbourne (Minute 4.1)

Mr Allan Handberg referred to the Committee of Convocation's Growing Esteem submission which had been discussed and formulated at the July meeting. The Deputy President wished to record the thanks of the Committee to the University Secretary, Mr Len Currie, and his staff for the effort made in drafting the presentation. The paper submitted was commended for its conciseness and clarity.

4.2 AOM Motion Working Group (Minute 12.2)

a) Minutes of Meeting 3/05 ( 5 September 2005 )

The Committee received the Minutes of the AOM Motion Working Group for the meeting held on 5 September, 2005 .

b) Outcomes of the AOM Motion Working Group's Deliberations

The Deputy President invited the Chair of the Working Group to open discussion on this item. Ms Lesley Boston thanked the members of the Working Group for their commitment and goodwill in the discussions that were conducted in reaching an outcome, as well as those who had submitted a response. In the event, the impact of the Higher Education Acts (Amendment) Act 2005 in revising the Melbourne University Act 1958, effective from 30 August 2005 , had to some extent overtaken the AOM motion.

Mr John Green was invited to brief the Committee on the new legislation which had been drafted to ensure the University complied with Government protocols. The Assistant University Secretary reported the effect the revised Melbourne University Act 1958 would have on the Committee of Convocation, especially the limitation of terms to twelve years unless special exception was granted by the Committee, and the transitional arrangements which were in place. Mr Green announced that those members with terms commencing 1 January 2006 would be able to complete their term, but that the new arrangements would be in force for subsequent elections. In addition, he suggested that the Committee of Convocation could decide amongst themselves if they would like to vote to waive the twelve-year limitation for office bearers, such as the President and Deputy President.

A question was raised whether the twelve-year rule relates to the President of Convocation, who is an ex-officio, rather than elected, member of the Committee. In addition the member referred to the position of Deputy President – the status of which under the University Act was unclear. It was agreed that the University Secretary or Assistant University Secretary would bring back advice regarding these positions.

The Committee agreed that a document outlining the points addressed by the Working Group would be circulated with the papers for the next meeting. It was also agreed that a list would be circulated detailing the current members' lengths of service.

It was resolved that another working group not be established, but the Committee would try to resolve the matter at the next meeting of the Committee, taking into account the information to be circulated.

4.3 Balancing Committee Membership (Minute 8.1, Meeting 20/7/05 )

The University Secretary, Mr Len Currie, drew the attention of members to the circulated extract of a Council Minute from its September meeting which recorded Council's favourable response to the Committee of Convocation's recommendation for preferred wording for co-option provisions in terms of reference for committees of Council.

5. Report 6/05 – 17 August 2005 submitted to September Council

The Committee received the report for information.

6. Legislation, Regulations and Standing Resolutions

6.1 Statutes submitted to September Council

The Committee noted Council amended and enacted the following Statutes as detailed in the Report.

(1)	Amendment of Statute 9.14 recommended by the University Secretary on the advice of the Deputy Vice–Chancellor (Research)	To update the Affiliation statute for Howard Florey Institute of Experimental Physiology and Medicine (109/05)
(2)	Amendment of Statute 9.17 recommended by the University Secretary on the advice of the Faculty	To change the reference to an honorary professorial title (99/05)
(3)	Enactment of Statute recommended by the Planning and Budget Committee	To affiliate the Austin Research Institute (101/05)

6.2 Regulations submitted to September Council

The Committee noted Council amended and made the following Regulations as detailed in the Report.

(1)	Making of Regulation R3.356 recommended by Academic Board	To provide for an Associate degree ( 97/05)
A member queried whether a graduate with an Associate Degrees was a member of Convocation. The University Secretary agreed to bring back advice to the Committee. In addition, it was requested that the Associate Degree abbreviations be reported to the Committee.
(2)	Amendment of Regulation 5.1.R1 recommended by the University Secretary	To change the name of the Institute of Land and Food Resources referring to it as a faculty of the University (110/05)
(3)	Amendment of Regulation 5.4.R1 recommended by the University Secretary	To provide for the award of Associate Degree in the list of awards of the University (96/05)
(4)	Amendment of Regulation 6.1.R7 recommended by the University Secretary on the advice of the Faculty of Medicine, Dentistry and Health Sciences	To amend the name of two University Centres (102/05)
(5)	Amendment of Regulation R6.72 recommended by the University Secretary on the advice of the Trusts Manager	To amend the terms of Murray Sutherland Prizes (103/05 )
(6)	Amendment of Regulation R6.72 recommended by the University Secretary on the recommendation of the Melbourne Scholarships Office	To amend the terms of The Edward J. Darbyshire Trust (104/05)
(7)	Amendment of Regulation R6.72 recommended by the University Secretary on the advice of the Faculty of Arts	To update the terms of Margaret Kiddle Prize (105/05)
(8)	Amendment of Regulation R6.205 recommended by the University Secretary on the advice of the Faculty of Engineering	To amend the terms of The Arno Herpe Foundation (107/05)
A representative of the graduates of Engineering queried the wording in the last two lines of section 2 of this Regulation, which stipulated that ‘preference may be given to students enrolled in the faculty of Engineering'. He requested clarification of the word ‘may'. The University Secretary agreed to investigate this issue and bring the matter to the attention of Legislation and Trusts Committee at its meeting scheduled for 26 September.
(9)	Making of Regulation R6.230 recommended by the University Secretary on the advice of the Faculty of Veterinary Science	To govern The Dr Sue Newton Scholarship (106/05)
(10)	Amendment of Regulation 7.1.R2 recommended by the University Secretary on the advice of the Faculty	To amend a Chair to Schedule B of the regulation governing academic and general staff ranks and titles (100/05)
(12)	Amendment of Regulation R7.43 recommended by the Faculty of Law	To update Regulation R7.43 – The Chair of Commercial Law (84/05)
(13)	Making of a Regulation R7.237 recommended by the University Secretary on the advice of the Trusts Manager	To govern The Lady Northcote Trust Fund (82/05)
(14)	Amendment of Regulation R7.144 recommended by the Director, Melbourne Innovation and Research Office and the Director Melbourne Research Scholarships Office	To amend the administrative arrangements for awarding scholarships under the Ernst and Grace Matthaei Bequest (83/05)
(15)	Amendment of Regulation R7.178 recommended by the University Secretary	To update the terms of the G.H. and F.R. Vasey Bequest (86/05)

The Committee noted that Council received a Supplementary Report of meeting 5/05 of the Legislation and Trusts Committee held on 29 August 2005.

6.3 Standing Resolutions submitted to September Council

The Committee noted the revised Terms of Reference of the Legislation and Trusts Committee that would be incorporated in an amended Standing Resolution in due course.

6.4 Statutes to be considered at a future meeting of Council

None.

6.5 Regulations to be considered at a future meeting of Council

The Committee noted that the following amendments to, and making of, draft regulations would be considered by Council at a future meeting:

(1)	Making of a Regulation recommended by the University Secretary on the advice of International House Council	To govern The Friends and Alumni of International House Scholarship fund (117 7/05)
(2)	Amendment of Regulation 6.1.R7 recommended by the University Secretary	To update the section on formation of centres (119/05)
(3)	Amendment of Regulation R6.40 recommended by the University Secretary on the advice of the Student Loans and Bursaries Committees	To amend the terms of The TE and ER Moran Bursaries 11 6/05)
(4)	Amendment of Regulation R6.170 recommended by the University Secretary on the advice of the Faculties of Architecture, Building and Planning and Medicine, Dentistry and Health Sciences	To update the terms of The Ackman Trust (115/05)
(5)	Amendment of Regulation 7.1.R2 recommended by the University Secretary on the advice of the Faculty	To add a Chair to Schedule B of the regulation governing academic and general staff and titles (111/05 )
(6)	Amendment of Regulation 7.1.R2 recommended by the University Secretary on the advice of the Faculty	To add a Chair to Schedule B of the regulation governing academic and general staff ranks and titles (112/05)
(7)	Amendment of Regulation 7.1.R2 recommended by the University Secretary on the advice of the Faculty	To add a Chair to Schedule A of the regulation governing academic and general staff ranks and titles (113/05)
(8)	Amendment of Regulation 7.1.R2 recommended by the University Secretary on the advice of the Faculty	To add a Chair to Schedule A of the regulation governing academic and general staff ranks and titles (114/05)
(9)	Amendment of Regulation 17.1.R6 recommended by the Finance Committee	To update the regulation governing authority levels and authorisation to commit to contracts (120/05)

6.6 Review of University Committee Structures

The Deputy President referred to the Review written by the Chancellor, and circulated at Council's last meeting, and suggested it would be useful for the Committee to examine the revised University Committee Structures as soon as they were finalised to determine how the Committee of Convocation's representation on these committees is affected.

The University Secretary reported that Council had not received any recommendation to alter the Committee's representation on Council committees.

7. Report of Council Meeting 8/05 ( 5/9/05 )

7.1 Vice-Chancellor's Report

7.2 Oral report on September Council Meeting

The Deputy President announced that as the President was on Leave of Absence from this meeting, Professor Peter McPhee , the Acting Vice-Chancellor, would give an oral report on the September Council meeting.

Professor Peter McPhee reported Council had considered the Growing Esteem exercise; projected capital developments, especially for the Howard Florey Institute; the replacement of two Deans, Professor Peter Macintyre, the Dean of Arts, as well as Professor John McKenzie, the Dean of Science; the AUQA Audit conducted at the University of Melbourne recently; and the Learning and Teaching Performance Fund.

Mr Allan Handberg further advised that the President had attended the recent Council meeting and provided a written report. This was read to the Committee.

[Subsequent to the meeting, the report of the September Council meeting written by Dr Robin Condron was distributed to the Committee.]

8. Reports of Faculty Meetings and Committee Meetings

8.1 Planning and Budget Committee

a) Meeting 6/2005 ( 13 July 2005 )

The Deputy President commended to members the Operational Performance Review 2005 (including Academic Department Audits) as a very comprehensive report and well worth reading.

b) Meeting 7/2005 ( 10 August 2005 )

The Committee received the report for information.

8.2 Finance Committee

a) Meeting 5/2005 ( 27 July 2005 )

b) Meeting 6/2005 ( 30 August 2005 )

The Committee received the reports for information.

8.3 Theatre Board

a) Meeting 6/05 ( 15 July 2005 )

b) Meeting 7/05 ( 19 August 2005 )

The Committee received the reports for information.

8.4 Student Support Committee 6/05 ( 18 August 2005 )

The Committee received the report for information.

8.5 Faculty of Land and food Resources

The Committee received the tabled report for information.

8.6 Buildings and Estates Committee

The Committee's representative on the Buildings and Estates Committee gave an oral report of its meeting held on 15 September.

[Subsequent to the meeting, the written report was circulated.]

9. Alumni Relations Report

The Committee received the circulated report for information.

10. Guest Speaker

Members were reminded that the guest speaker at dinner was Dr Chris McAuliffe, Director of The Ian Potter Museum of Art. The title of his presentation was Never Mind the Pollocks: Art and Punk Rock .

11. Deputy President's Report

None.

12. Any Other Business

12.1 Impact of Higher Education Acts (Amendment) Act 2005

The University Secretary spoke to this item. Mr Currie advised that the Committee had earlier covered this to a large extent. The provisions of the Higher Education Acts (Amendment) Act 2005 were as outlined to the Committee at its March meeting. In reality, the University had not been consulted on this matter

12.2 Appointment of Two New Deputy Vice-Chancellors

The Committee received a paper containing the University's recent announcement of the appointment of two new Deputy Vice-Chancellors: Professor John McKenzie, Deputy Vice-Chancellor (Research); and Dr Vijoleta Braach-Maksvytis, Deputy Vice-Chancellor (Innovation and Development).

12.3 Australian University Alumni Council Inc – 2005 Conference

Dr Peter Lowe referred to the brochure detailing the 2005 AUAC Conference which had been circulated. Dr Lowe advised that he was standing down from the Committee of Convocation when his term expired at the end of 2007. He had represented the Committee of Convocation at Annual Meetings of the AUAC, along with Mr Malcolm Anderson, and on its Council as President. Dr Lowe suggested that members give consideration to becoming involved with the AUAC and if anyone did have an interest in attending the Conference, they might wish to liaise with him.

In the first instance, members might wish to view the AUAC's internet site: http://www.auac.org.au

12.4 2006 Draft Meeting Dates for Committee of Convocation

The University Secretary, Mr Len Currie, referred to the 2006 draft Meeting Dates for the Committee of Convocation which had been circulated. A member queried the commencement time of 6.30pm for the Annual Ordinary Meeting of Convocation. It was agreed that this be reviewed.

12.5 Appointment of Justice Susan Crennan to the High Court of Australia

Mr Allan Handberg drew to members' attention the tabled paper detailing Justice Susan Crennan's appointment to the High Court of Australia, which is one of the highest positions to which an Australian could aspire. He noted that Justice Crennan was a member of Council as well as Chair of the Legislation and Trusts Committee. It was resolved to convey to Justice Crennan the congratulations of the Committee of Convocation on her historic appointment.

12.6 Minutes of Appreciation

The Committee resolved to record Minutes of Appreciation for two Deans due to retire from their positions at year end.

It was agreed that members, as a Committee, convey their congratulations to Professor John McKenzie not only on his new appointment as Deputy Vice-Chancellor (Research), but also in appreciation for his support as Dean for the work of the Committee of Convocation.

It was agreed that members, as a Committee, convey their congratulations to Professor Stuart Macintyre who would return to the Department of History. Professor Macintyre had also been supportive of the work of the Committee of Convocation.

13. Receipt of Unstarred Items

The unstarred items were received.