Murdoch University Senate

1.          MEMBERSHIP

Professor Richmond has resigned from Senate. His term as a co-opted member was due to end on 3 April.

The Nominating Committee has recommended that Mr Lester be co-opted for a second term on Senate, expiring on 22 May 2006. [This is explained on page 2 of its minutes, at item 20 of this agenda] Mr Lester will join the meeting after the vote on this recommendation.

This is the first meeting of Senate for four new Senators:

 

Janice Bowra	elected by Convocation for a three year term, expiring on 31 December 2005
Mal Bradley	incoming President of the Guild of Students, elected for a one year term expiring on 28 November 2003
John Gillam	appointed by the Governor for the balance of a casual vacancy, expiring on 10 September 2003
Mat Menzel	a new student member elected for the calendar year 2003

The new Senators have provided the following background information:

Janice Bowra was born in Adelaide, grew up in Western Australia, attended Attadale Primary School, Applecross Senior High School, Murdoch University and currently at Curtin University. Been associated with Murdoch since 1980. As a part-time, mature-aged, external student, graduated with a BSc (General Studies with an emphasis on environmental science) in 1991, and as an internal student, gained an MBA in 2000, also from Murdoch. Won the CCI academic prize for human resource management. Currently enrolled for a Doctor of Public Health (women’s health) at Curtin University. Research interests include women’s experiences in the workplace especially at perimenopause, and wellness at work. Elected to the Senate as alumni representative in November 2002. Appointed to the Audit and Risk Management Committee and the Legislation Committee.

Work history includes several years as objects conservator at Maritime Museum working with and researching the conservation of maritime archeological materials from shipwrecks; five years as a consultant occupational hygienist with particular interest in airborne fibres such as asbestos; health, safety and environment co-ordinator with Telstra; and more recently at the Supreme Court as a Registrar’s associate.

Interests include music, recreational flying and pursuing a career in public health.

Has professional membership to the Australian Institute of Occupational Hygienists, and is vice-president, internal policy of the Perth chapter of the Australian Federation of Business and Professional Women.

Mal Bradley is Guild President for 2003. He has a Murdoch Bachelor of Science majoring in Extractive Metallurgy and Chemistry. After working in the mining industry, he returned to Murdoch to undertake a Bachelor of Arts majoring in Politics - Philosophy - Sociology, International Studies, Applied Policy, Sustainable Development, and Community Development. Mal was an active member of Guild Secretariat for 2001 and 2002.

John Gillam is Managing Director of Wesfarmers CSBP. He joined the Wesfarmers Group in 1997 and has had commercial roles in Wesfarmers' Business Development area and the Bunnings business before being appointed Company Secretary of Wesfarmers Limited, a role he left in April 2002 to move to CSBP. Prior to Wesfarmers, Mr Gillam was General Manager of Medical Corporation Australasia Limited and worked previously at KPMG in the corporate finance and corporate recovery areas. He holds a Bachelor of Commerce degree from the University of Western Australia, is a Fellow of the Australian Institute of Management and a Chartered Accountant. He has served on the University's Resources Committee since July 2002. Mr Gillam is also a director of the Australian Institute of Management (WA) and the Plastics and Chemicals Industries Association.

Mat Menzel started at Murdoch University in 1994 as a Computer Science student, though is currently completing a Bachelor's degree in Chemistry with a focus on Organic and Biochemistry.

Mat has been involved in student representation for many years, with 2003 as the 4th year on the Guild Secretariat. He was elected as the Guild's Education Vice President for last year, and this year serves in the capacity of Publications Officer. He has served on Academic Council twice, elected in 2001 and ex officio in 2002, as well as many other committees ranging far and wide, including Academic Policy Committee, MurdochNet Management Committee, DSE Divisional Board, School Committees, etc.

2003 is Mat's first year as a Murdoch Senator. He is also on Legislation Committee.

When he's not doing a million things at once, he enjoys reading history and science fiction, and spending time with his daughter Zenobia.

Ms Alisha Ryans-Taylor rejoins Senate in a new capacity, as an elected student member for the calendar year 2003.

2.          APOLOGIES

Mr Macpherson and Mr Pett recorded their apologies for this meeting, as they will be out of the State. Any further apologies received after circulation of the agenda will be reported to the meeting.

3.       DECLARATIONS OF INTEREST 

The Chancellor will ask whether any Senators have an interest to declare concerning any items on this agenda. Senate has adopted the following statement on conflict of interest:

Senators have a duty to place the interests of the University before their own personal advantage (financial or otherwise) and the advantage of any other person or organisation (including the group that elected or appointed the Senator). Possible conflicts of interest include:

v       employment by, shareholding in or directorship of a company dealing with the University

v       membership of a body that is in competition or conflict with Murdoch University

v       for Murdoch staff members, out-sourcing or restructuring of their work sections

v       any matter under discussion that would result in personal financial advantage

v       government officials who are responsible for an aspect of policy or operations which affects a matter under consideration by the University

A matter which arises from membership of the group qualifying the Senator for election to Senate, and which is not otherwise special or personal to the Senator, is not a conflict of interest. (Examples could include students voting on assessment policy, or staff voting on a salary increase for all staff.)

At the start of each meeting of Senate and its committees, Senators must declare the nature, character and extent of any conflict of interest. In case of doubt, it is best to acknowledge possible conflict of interest. When conflict of interest is identified the Chair (subject to the views of the meeting) may ask the Senator to leave while the item of business is discussed; to participate in the discussion but withdraw from the meeting before the vote; to stay but not participate in the debate; or to stay with full rights to debate and vote. Where there is a significant conflict of interest, future papers on this matter might not be made available to the Senator concerned.

All declarations of interest shall be minuted, along with any ensuing action.

In addition, if any member of staff presenting a proposal to Senate or one of its committees has a conflict of interest, the person must declare that interest at the meeting.

part A - MAJOR ISSUES

4.      REVIEW OF SENATE

I In September 2001 Senate resolved to conduct an annual self-analysis exercise, consisting of a 2-3 hour review of Senate and its performance, including a review of its duties and responsibilities in the context of what has happened in the last year. It also resolved that an annual survey of Senators be conducted to gather feedback on aspects of the operation of Senate, with the survey results to be discussed at the annual Senate retreat.

The August 2002 Senate meeting considered how this self-analysis exercise should take place this year. Several Senators suggested that instead of a survey of Senators, that a consultant interview Senators in depth, either individually or in focus groups Another suggestion was that the senior executives should also be interviewed for their views on the performance of Senate. This led to the appointment of Maggie Cox and Associates as the consultant to undertake confidential, in depth structured interviews with Senators, senior executives and the University Secretary, and then to analyse the interviews and prepare a report. Her report is attached for consideration. The meeting is invited to consider the recommendations in the report.

In December the Chancellor asked the Senate processes working party to consider the system of performance reports to Senate: how to reduce the number so there is only one per Senate meeting, and how to improve the way Senate considers them. The working party is meeting on 18 February; its recommendations will be circulated prior to the Senate meeting.

5.       SENATE PRIORITIES FOR 2003

Senate resolved that each year it should set its priorities for the coming year, i.e. goals for Senate, in addition to any for the University. This involves considering what issues it needs to address in order that Senators can fulfill their fiduciary duties and best add value to the University.

Last year Senate identified the following priorities for its work:

• Appointment of an excellent Vice Chancellor

• Ways to improve the funding of the University

• Avoid unpleasant surprises at Audit Committee

• Complete the work on Senate processes, including the review of Academic Council

• Improved communication with alumni

• Finalisation of the Strategic Plan and Vision

• Develop a vibrant campus life

The Acting Vice Chancellor offered to report to each Senate meeting on progress on these priorities, and over time papers could be brought to Senate addressing them.

To assist Senate in setting its priorities for 2003, the Chancellor and Vice Chancellor offer the following suggestions as a starting point for discussion:

• select a new Chancellor

• position the University in the changed higher education context after the federal Government makes decisions arising from the Crossroads review

• ensure that the University budget does not go into deficit for 2003 or 2004

• develop strategies for regional campuses

Senate also resolved that it should identify any key strategic issues which it wishes to discuss during the coming year, and allocate responsibility for preparing discussion papers on them. The meeting is asked whether there are any key strategic issues Senators wish to discuss this year.

6.       UNIVERSITY FINANCES 2002

Senate had agreed to annually review the University’s performance in each of nine key areas. The Pro Vice Chancellor (Resource Management), Mrs Gaye McMath, will give a Powerpoint presentation. Attached are details of the University’s finances for 2002. [Not available]

The following extract from the minutes records the issues raised by some Senators when Senate conducted a similar financial review in April last year:

Senators drew attention to several issues: the University should not accept a recurring operating deficit; non-salary costs have risen significantly; does more capital need to be invested in R&D in our key areas; commercialisation of intellectual property is not enough; insufficient funds appear to have been set aside for replacement of equipment; and mixing capital with revenue can be misleading, as capital assets are not readily available for spending. It was noted that the 2002 budget is in breach of Senate policy that proceeds from commercial developments not be used for on-going operating expenses. It was agreed that the budget be re-examined with a view to avoiding a deficit budget. This will be brought back to Senate, via Resources Committee.

part B - OTHER ISSUES FOR DEBATE

7.      VICE-CHANCELLOR'S REPORT

Attached is the Vice Chancellor’s written report.

8.        SEARCH COMMITTEE FOR NEXT CHANCELLOR

In July last year, Senate resolved to establish at its February 2003 meeting a Chancellor search committee, to conduct a search in accordance with the selection procedures adopted in February 2001. It also resolved that Professor Bolton's appointment as Chancellor carry with it no expectation of reappointment.

The selection procedures (attached) stipulate:

The search committee will have the following membership: Pro Chancellor (chair), Vice Chancellor, two lay Senators, one of the Senators elected by academic staff, the general staff Senator, the Guild President (or one of the student Senators nominated by the Guild President), and one person chosen by and from among the Pro Vice Chancellors and Executive Deans. [If the Pro Chancellor is regarded as a possible appointee to the position, then Senate shall appoint another lay member of Senate to the committee in her or his place, and shall designate who will chair the committee.]

Expressions of interest have been invited from all lay and academic members of Senate, for the positions to be filled from those categories of Senate membership. The Pro Chancellor has agreed to chair the Search Committee. In consultation with the Vice Chancellor, she will bring forward a recommendation on its membership, taking into account the expressions of interest.

The Chancellor will withdraw from the meeting for this item.

9.        ACADEMIC COUNCIL STATUTE

Following a review of Academic Council, the last meeting of Senate

Resolved: S/96/2002	(a)	that the composition of the Academic Council should be as follows:        President of Academic Council        Vice Chancellor        Deputy Vice Chancellor        Pro Vice Chancellor (Academic)        Pro Vice Chancellor (Research)        Pro Vice Chancellor (Regional Development)        the Executive Deans        Guild President        Guild Education Vice-President        12 elected members of the academic staff        2 elected members of the general staff        1 elected undergraduate student        1 elected postgraduate student        1 elected representative of members of the academic staff with teaching           responsibilities on the Rockingham Campus
	(b)	to request the University Secretary to determine a suitable mechanism for identifying the candidates eligible for election as a representative of the Rockingham Campus academic staff and method for election and to bring this to the January 2003 meeting of Academic Council for consideration;
	(c)	that transitional arrangements should be put in place to enable the new Academic Council composition to be phased in;
	(d)	to request the University Secretary to draft the consequential changes required to Statute No 5 Academic Council (including correction of the identified typographical error) and to submit the recommended changes to the January 2003 meeting of Academic Council.

The membership of Council will then decrease from 36 to 28 members. The changes from the current membership are a reduction of three elected academic staff members, two student members and one general staff member; the creation of a position for an academic elected by staff with teaching responsibilities on the Rockingham Campus; and the removal of the University Librarian and the PVC (Resource Management).

Tab 15 of this agenda contains the Statute changes recommended by Academic Council. Legislation Committee endorsed the form of these changes, subject to s.2(d)(iii) being redrafted to better express its intent. The Committee has recommended that this be redrafted to read: “(iii) who are employees of Murdoch University clinics or research centres that are based in the City of Rockingham, the Town of Kwinana or the Peel region (as defined in the W.A. Regional Development Commissions Act)”. The reasons for this change are explained in the Committee’s minutes – see tab 17 of these agenda papers.

Attached are the amendments recommended by Academic Council, after including the redrafting proposed by Legislation Committee. The President of Council has accepted this redrafting on behalf of Council.

Mr Menzel and Mr Bradley have foreshadowed the following motion:

That the amended s.2(d) of the Academic Council Statute proposed by Academic Council be substituted by the following:

"Three elected students: one elected by and from among the postgraduate students, one elected by and from among the undergraduate students, and one elected by and from the students whose course is based at the Rockingham Campus. For 2003 there shall instead be four elected students: two elected by and from among the postgraduate students, and two elected by and from among the undergraduate students. A person who is a member of the staff of the University with a contract 50% or more full-time is not eligible for election as a student member."

A paper in support of this motion is attached.

In accordance with s.25 of the Murdoch University Act, approval of the Statute changes requires the support of an absolute majority of members of the Senate.

10.     2002 ANNUAL REPORT

Attached  is the main text of the draft Annual Report of the University for 2002. The financial statements  and key performance indicators appear in the following two agenda items. Given the tight time constraints, usual practice has been for the draft annual report to be tabled at Senate and for Senators to be invited to provide any feedback to the Vice Chancellor or Director of Community Relations. This year the draft report is being included with these agenda papers, so that Senate may consider its content and approve it for submission to the Minister, with any amendments Senate makes. [Not available]

If any Senator notices any editorial or typographical errors, it would be appreciated if he or she could email these to the editor of the annual report (at r.osborn@murdoch.edu.au) or annotate her or his copy of the draft and pass those pages to the University Secretary at the Senate meeting.

The Murdoch University Act states that “The Senate shall include in its annual report a summary of the work, researches and investigations carried out by the University during that year.” [s.34(2)]

The Financial Administration and Audit Act stipulates:

66. Accountable authority to report to Minister
(1)  The accountable authority of a statutory authority shall cause to be prepared and submitted to the Minister, within 2 months after the end of the financial year of the statutory authority, an annual report containing --
(a)	financial statements for the financial year;
(b)	performance indicators and such other information as may be directed by the Treasurer's Instructions;
(c)	a report on the operations of the statutory authority during the financial year; and
(d)	such other information as the Minister may direct in writing.

Senate is the accountable authority for the University.

11.     ANNUAL FINANCIAL STATEMENTS FOR 2002

Attached for consideration are the draft Financial Statements for 2002. [Not available]

Resources Committee has recommended that the Certificate of Financial Statements be certified by the Chancellor, the Vice Chancellor and the Principal Accounting Officer, in the terms shown in resolution RC/3/2003. It has also recommended that the Certificate of Compliance be certified by the Chancellor and Vice Chancellor for inclusion in the 2002 Annual Report. [RC/4/2003] The Committee’s discussion of the financial statements is summarised in item 6 of its minutes – see tab 16 of these agenda papers.

The Financial Administration and Audit Act specifies that:

67. Financial statements
(1)   Unless the Treasurer otherwise approves, the financial statements referred to in section 66(1)(a) shall be prepared on an accrual accounting basis and shall consist of --
(a)	a statement of financial transactions of the statutory authority for the financial year;
(b)	a statement of the financial position of the statutory authority at the end of the financial year;
(c)	proper and adequate notes to the financial statements; and
(d)	such other financial statements and information as may be directed by the Treasurer's Instructions together with other financial information that the Minister may require.
(2)  The financial statements referred to in subsection (1) shall --
(a)	present fairly the financial transactions of the statutory authority during the financial year to which they relate;
(b)	where a statement of financial position at the end of the financial year is required to be prepared, present fairly the financial position of the statutory authority at the end of the financial year; and
(c)	be certified in the manner required by the Treasurer's Instructions.

12.     KEY PERFORMANCE INDICATORS FOR 2002

The Financial Administration and Audit Act requires the University’s annual report to contain performance indicators as directed by the Treasurer's Instructions. These KPIs are determined by the Office of the Auditor General for use by all four public universities in WA. They are not the same as those used by the University in assessing performance against the Strategic and Quality Improvement Plan (SQIP).

Attached is the draft report on KPIs for 2002. As explained in the cover sheet, these cannot be finalised at this time of the year, hence the recommendation that Senate resolve:

(a)	to endorse the draft Key Performance Indicators (attached to the Senate agenda) for inclusion in the draft 2002 Annual Report;
(b)	to authorise the Vice Chancellor to submit the final Key Performance Indicators to the Auditor- General when they become available.

Senate is also asked to consider whether the performance shown in the report is satisfactory, and, if not, what might be done. Senate’s role statement includes “monitoring University performance against strategic objectives”. [Senate resolution S/66/2001]

When Senate received the annual KPI report last year, some Senators requested an explanation of why progress on some KPIs has been unsatisfactory; greater use of national averages as a basis for comparison when reporting KPI data; and inclusion of targets. The May meeting of Senate received a report from the Deputy Vice Chancellor In response to these issues. This highlighted the complexity of selecting and interpreting performance indicators. The University uses a wider set of indicators for monitoring its strategic plan, and for managing its operations. (see http://wwwplan.murdoch.edu.au/pi/) The conclusion of that report said:

It is often useful to set a target for a particular indicator in order to focus attention and to direct effort towards a desirable change. Targets should be set in the context of the University Strategic Plan. I suggest that the following indicators lend themselves to the setting of targets:

Ø	Ratios of expenditure to student load
Ø	Research ranking
Ø	Research income per 10 staff
Ø	Higher degree completions
Ø	Publications per 10 staff
Ø	Time to complete higher degree

A commitment to improve the following indicators would be appropriate, but specific targets could be difficult to implement:

Ø	Two majors in different fields of education
Ø	Teaching Quality
Ø	Teaching survey ratings
Ø	Student: staff ratios

The following indicators warrant analysis to determine whether there are any factors that the University could influence to improve performance:

Ø	Employment rates
Ø	Student progress rate
Ø	Course completions”

If any Senator would like a copy of that report, please contact the University Secretary.

part C - OTHER ITEMS