Council Minutes
4:00pm
Council Room
19 June 2017
Present:
Mr St John (Chair), Professor McCutcheon (Vice-Chancellor), Mr Ferrier, Ms
Dawson (by telephone), Associate Professor Kawharu, Mr Kiely, Associate
Professor Sims (by telephone except from the end of Item 7 to the end of
Item 8.3.3) , Mrs Dunphy, Mr Matthews
In Attendance:
Mrs Cleland, Professors Morrow and Metson, Mr Peters, Ms Davila, Ms
McNaughton, Mr Mosely, Mr Rengers, Mrs Verschaeren
PART A – Open Minutes
1.
APOLOGIES
Sir Ralph Norris, Ms Tarrant, Mr Daniell
RESOLVED (Chancellor): That the apologies be noted.
2.
DISCLOSURES OF INTEREST BY COUNCIL MEMBERS
In reference to Item 8.5, Ms Dawson advised that she was member of the Board of the
Beca Group Limited and had abstained from voting.
RESOLVED (Chancellor): that the above disclosure be noted and the
action taken be endorsed.
3.
HONOURS/AWARDS
The Queen’s Birthday Honours
Members noted that the Chancellor and Vice-Chancellor had sent congratulatory letters
to those persons with links to the University.
4.
CONFERMENT OF DEGREES
With the authority of Council, the Chancellor
conferred the degrees as per the
schedule provided to the meeting.
5.
AWARD OF DIPLOMAS
With the authority of Council, the Chancellor
awarded the diplomas as per the
schedule provided to the meeting.
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5.
COUNCIL MEETINGS
5.1
Council, Draft Minutes (Part A), 26.04.17
RESOLVED (Chancellor/Associate Professor Kawharu): That the
Minutes (Part A) of the Council meeting held on 26.04.17 be taken as
read and
confirmed.
6.2
Matters arising from the Minutes (Part A), 26.04.17 not elsewhere on
the Agenda.
No matters arising.
7.
VICE-CHANCELLOR’S REPORT
The Vice-Chancellor’s report was taken as read.
In response to a question of a Member, the Vice-Chancellor pointed out that the
University commemoration of Professor Tarling would take place later this year so that
it would not coincide with the commemoration organised by the Professor’s family and
friends.
With regards to point 2.8, the Vice-Chancellor advised Council that the results of the
staff survey were now available; an early summary indicated that 67% of staff had
taken part in the survey which was 1% lower compared to the previous survey. After
campus-wide roadshows about the survey results in July, the results would be
presented to Council in August.
With regards to point 5.7, the Vice-Chancellor commented that, with the new gifts and
pledges the University had received, the fundraising total was now close to $210
million and the campaign was well on track to reach its goal of $300 million.
Council members advised that the report contained the following errors:
•
On p.6, third bullet point to read: Drs Sam Manuela, Tim West-Newman
(Psychology, Science Faculty) and Carla Houkamau (
Management and
International Business, Faculty of Business and Economics)
•
On p. 35, first line, third paragraph, to read:
Professor Jo Manning
Associate Professor Sims retired from the Meeting at 4.15pm
RESOLVED (Chancellor/ Vice-Chancellor):
that the Vice-Chancellor’s Report
be noted.
8.
REPORTS OF COUNCIL COMMITTEES
8.1
AUDIT AND RISK COMMITTEE
8.1.1
Minutes (Part A), 19.05.17
RESOLVED (Chancellor/ Mr Ferrier): that the
Audit and Risk Committee
Minutes (Part A), 19.05.17 be
received
8.2
CAPITAL EXPENDITURE COMMITTEE
8.2.1
Minutes (Part A), 25.05.17
RESOLVED (Chancellor/Mr Ferrier): that the Capital Expenditure
Committee Minutes (Part A), 25.05.17 be
received.
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8.3
FINANCE COMMITTEE
8.3.1
Minutes (Part A), 30.05.17
RESOLVED (Chancellor/Mrs Dunphy): that the Finance Committee
Minutes (Part A), 30.05.17 be
received.
8.3.2
Financial Performance to 31 March and Forecast for 2017
The Chief Financial Officer, Mr Peter Gudsell presented this item. He
commented that the student numbers had been growing in
2017: the total number of international student numbers increased
by 9.1% and, although the number of domestic students had
decreased, this decrease had been less than expected.
The revenue streams the University was increasingly relying on
(revenue of international enrolments and research) presented a
number of risks and, to mitigate this variability of revenue, the
University was aiming for a surplus of 4% rather than 3%. Cash
holdings are ahead of budget at $131m.
Future peak debt would be assessed together with the
refresh of the Long-term Academic and Capital Plan. At that point
some stress tests around the revenue projections would also be
considered; these tests would take into account what would happen if
the projected revenue growth did not eventuate. Council noted that,
with the continued constraints on Government funding, it was
necessary to continue to consider alternate streams of revenue.
The Chief Financial Officer also commented that, although operating
cash flow was falling somewhat lower than budgeted, it would be
possible to maintain cash balances in 2017, as the capital expenditure
would be lower than originally projected.
At this point the Financial Performance for 2017 looked satisfactory.
With regards to Table 10 on p. 73 of the Agenda, the Chief Financial
Officer reported that the Tertiary Education Commission (TEC) had
confirmed that there was no difference between a committed and
uncommitted facility, which meant that the Quick Ratio would move to
the low risk category.
In response to a question from a member, the Chief Financial Officer
told Council that the University was moving away from leasing
computer equipment in favour of purchasing it, as it was more cost
effective to maintain the equipment for longer than the lease term of
three years.
RESOLVED (Chancellor/Vice-Chancellor): that the Financial
Performance to 31 March and Forecast for 2017 Report be
received;
and that Council
note the Finance Committee report that the
University’s forecast performance against budget, TEC financial risk
criteria, the University’s own financial management parameters,
Strategic Plan objectives related to financial and resource management
and debt-related and other external covenants is satisfactory.
8.3.3
Treasury Policy Review
The Chief Financial Officer presented this item. He pointed out that the
Treasury Policy was reviewed annually and that minor changes had
been implemented to allow for digital applications. Subsequent to the
Meeting of the Finance Committee, a letter had been received from
Bancorp endorsing the updates made to the Policy.
In response to a question of a member, the Chief Financial Officer
clarified that the potential asset sale mentioned on 9. 91 of the Agenda
referred to the Epsom Campus.
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Associate Professor Sims rejoined the Meeting at 4.45pm
RESOLVED (Chancellor/ Associate Professor Kawharu): that the
Treasury Policy Review memo and policy letter be
received and
noted
and the Treasury Policy updates be
approved
8.4
EQUITY LEADERSHIP COMMITTEE MID-YEAR REPORT
The Pro Vice-Chancellor (Equity), Ms McNaughton presented this item. She
highlighted an important innovation in the Faculty of Medical and Health
Sciences where the curriculum had been aligned with equity activities. More
specifically, this referred to the Family Violence Project which aimed to keep
students, staff and bystanders safe, while also encouraging perpetrators to
seek help.
RESOLVED (Chancellor/Vice-Chancellor): that the Equity Leadership
Committee Mid-Year Report be
received.
8.5
NAMING COMMITTEE REPORT, 23.05.17
RESOLVED (Chancellor/Vice-Chancellor): that Council
note that
Naming Committee has approved the naming of one of the Faculty of
Engineering’s new multidisciplinary spaces (MDLSs), “The Beca MDLS”
9.
SENATE MATTERS
9.1
Report of Senate, 29.05.17
Professor Morrow introduced the Report of Senate.
Part A, 1-3: Policy and other matters requiring Council approval
Part B, 1:
Matters for noting by Council
Part C, 1-2:
Matters handled under Delegated Authority
RESOLVED (Chancellor/Mr Ferrier): That the recommendations in Part
A of the Report of Senate, 29.05.17 be adopted, and Parts B and C be
noted.
10. CORRESPONDENCE REFERRED BY THE CHANCELLOR
RESOLVED(Chancellor/Vice-Chancellor): that that the letter from the
Hon. Paul Goldsmith, Minister for Tertiary Education, Skills and
Employment, regarding the 2016 Annual Report for the University of
Auckland be
noted.
11. OTHER MATTERS FOR DECISION OR NOTING
11.1
SEAL
Since the Council meeting on 19.10.16 the seal had been applied to the
following documents in accordance with the Council resolution of 18.02.1991:
(1) Deed of Lease : Level 9, 67 Symonds Street, Auckland: Sandpiper
Investments Limited and The University of Auckland
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(2) Deed relating to Extension and Variation of Lease for Level 5, 67 Symonds
Street, Auckland : Sandpiper Investments Limited and The University of
Auckland
(3) Deed relating to Extension and Variation of Lease for Level 10, 67 Symonds
Street, Auckland: Sandpiper Investments Limited and The University of
Auckland
(4) Deed relating to Extension and Variation of Lease for Level 11, 67 Symonds
Street, Auckland: Sandpiper Investments Limited and The University of
Auckland
(5) Deed of Variation of Lease: Waikato Clinic School, Waikato Hospital,
Hamilton: Waikato District Health Board and The University of Auckland
(6) Deed of Rent Review: 70 Symonds Street, Auckland: TGB Properties (NZ) Pte
Limited and The University of Auckland
RESOLVED (Chancellor/Vice-Chancellor):that the affixing of the seal to
the above documents be
noted.
11.2
PAYMENT OF ATTENDANCE FEES TO LAY MEMBERS OF COUNCIL AND
COUNCIL COMMITTEES
1. Commencing 1 April 2007, the meeting attendance fee paid to lay members
of Council and lay members of ‘Approved Committees’ should be adjusted
automatically on 1 April of each year by the CPI movement in preceding
calendar year, unless this meant the attendance fee exceeded the maximum
rate fixed by the minister under section 179 of the Education Act, or Council
at the time resolved otherwise; and
2. That for the purposes of this resolution the list of ‘Approved Committees’ be:
• Animal Ethics Committee
• Biological Safety Committee
• Human Participants Ethics Committee
• Rūnanga
• Students Appeals Committee.
It was appropriate to ensure that the value of the payment made to lay
members was maintained and that to achieve this, the previously approved
meeting attendance fee of $155 per half day should be increased to $160.00
being the CPI movement for the previous year rounded up to the nearest $5
increment.
RESOLVED (Chancellor/Mr Kiely) that the Attendance Fee of $155.00
per half day be increased to $160.00 with effect from 01.07.2017.
11.3
AMENDMENT TO SENATE ELECTIONS VOTING STATUTES 2013
LECTURERS’ REPRESENTATIVES OF FACULTIES AND AT LARGE)
Memorandum, 06.06.17 of the Deputy Vice-Chancellor (Operations) and
Registrar and amended Senate Elections Voting Statutes 2013 (Lecturers’
Representatives of Faculties and at Large)
RESOLVED (Chancellor/Mr Kiely) that the Memorandum, 06.06.17 of
the Deputy Vice-Chancellor (Operations) and Registrar be
received
and the amendments to the Senate Elections Voting Statutes 2013
(Lecturers’ Representatives of Faculties and at Large) be
approved.
11.4
REPORT TO THE UNIVERSITY COUNCIL BY THE VICE-CHANCELLOR AND
THE DEAN OF LAW ON IMPLEMENTATION OF THE INCREASE IN
NUMBERS OF STUDENTS ENROLLED IN PART 2 OF THE LAW
PROGRAMME
The Chancellor explained that this report was put forward as a result of the
Council Meeting in October 2016 where the increase of the intake in Part 2 Law
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had been discussed extensively. A compromise had been reached and a
decision to move forward with the increase had been made asking the Vice-
Chancellor and the Dean of Law to present a further Report about the
implementation of the increase at this meeting.
The increased intake remained a sensitive issue for some staff members who
were concerned about staff resources and the growth in class sizes. There was
also some concern that the Vice-Chancellor was imposing strategies on the
Faculty; however, to run the University, it was the Vice-Chancellor’s
responsibility to discuss strategies with the Deans and then implement these
in the Faculties.
When preparing the Report, staff had been invited to put forward
recommendations for inclusion in the report.
As a result 13 individual submissions had been received from academic and
professional staff members which were largely positive. In addition a paper
prepared by five academic staff members and subsequently signed by 26 other
academic staff members had also been received; this paper, signed by the
majority of academic staff in the Faculty, was mostly negative. A request to
submit this paper to Council had been declined, as it was considered
improper procedure to submit one single submission to Council while the
other submissions were not provided; furthermore some of the submissions
had not been made with the intention of being submitted to Council. All
submissions however, had been considered to inform the report.
The Dean of Law, Professor Stockley, commented that hiring quality academic
staff members was crucial for the Law School to maintain its current ranking
within the top 50 Law Schools in the world. However with hiring, it was often
challenging to maintain the balance amongst academic staff, as sometimes a
quality staff member with expertise in a certain area left the University and the
newly hired quality academic staff member had expertise in another area.
Nonetheless he was very pleased with the staff who had been hired, as
outlined in the report.
Associate Professor Kawharu was of the opinion that the report was
disappointing as it was overly positive and overlooked the pressure the
increase in Part 2 Law had put on staff members in the Law School. A difficult
issue was that of the academic staff members who left the University in the
last 18 months, most taught in the four compulsory courses in Part 2 Law and
that, when the semester started, there had been only one replacement for
these staff members. The Law School was however managing the
increased intake in Part 2 Law very well because of the dedication,
professionalism and hard work of the staff. Staff members in the Law School
were absolutely committed to continue discussing strategies and to develop a
suitable plan for the future. This also included developing new ways of teaching
taking into account the availability of staff.
The Dean commented that it was important to continue conversations within
the School on how, with the help of new staff, the remaining problems could
be resolved.
Council commented that the direction of travel was very important for the Law
School. Also, for the benefit of the students, it was vital to continue the
ongoing constructive dialogue between the Dean and staff.
RESOLVED (Chancellor/Vice-Chancellor): that the Report to the
University Council by the Vice-Chancellor and the Dean of Law on the
implementation of the increase in numbers of students enrolled in Part
2 of the Law Programme be
noted.
12. GENERAL BUSINESS
12.1
COUNCIL AND COMMITTEES WORKPLAN 2017 - update
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RESOLVED (Chancellor/Vice-Chancellor):
that the Council and
Committees Workplan 2017 -update be
received and noted.
12.2
MEETING AND GRADUATION DATES 2018
The following 2018 meeting dates had been confirmed and electronic invitations
had been sent to the members.
Council Meeting dates:
12.03.18 30.04.18 18.06.18 20.08.18 17.10.18 10.12.18
Finance Committee dates:
27.02.18 29.05.18 24.07.18 26.09.18 27.11.18
Audit and Risk Committee dates:
21.02.18 23.05.18 18.09.18 20.11.18
Graduation Dates:
•
Tai Tokerau Graduation: 16.02.18
•
Autumn Graduation:
07.05.18, 09.05.18, 11.05.18
•
Spring Graduation:
25.09.18
RESOLVED (Chancellor/Vice-Chancellor):
that the Meeting and
Graduation Dates 2018 be
noted.
12. LEAVE OF ABSENCE (for Council meeting of 21 August 2017)
Mr Ferrier and Ms Dawson advised that they would not be able to attend the Meeting of
21.08.17; they could however, participate by conference call if this would be necessary.
Mr Matthews retired from the Meeting at 6.00pm
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PART B
PUBLIC EXCLUSIONS
RESOLVED (Chancellor/Mr Ferrier): That the public be excluded from Part B of this meeting.
. The general subject of each matter to be considered while the public is excluded, the reason for
passing this resolution in relation to each matter, and the specific grounds under section 48(1) of
the Local Government Official Information and Meetings Act 1987 for the passing of this resolution
are as follows:
General subject of each matter to be considered:
Item No. 14.1
Council Meeting Minutes (Part B), 26.04.17
Item No. 15.1
University of Auckland Biological Safety Committee,
06.06.17
Item No. 15.2
University of Auckland Human Participants Ethics
Committee, 06.06.17
Item No. 15.3
University of Auckland Animal Ethics Committee,
06.06.17
Item No. 15.4.1
Audit and Risk Committee, Minutes (Part B),
19.05.17
Item No. 15.5.1
Capital Expenditure Committee, Minutes (Part B),
25.05.17
Item No. 15.5.2
Proposal relating to student accommodation
Item No. 15.6.1
Finance Committee, Minutes (Part B), 30.05.17
Item No. 15.7.1
University Honours Committee Report, 16.05.17
Item No. 15.9
Naming Committee Report, 07.06.17
Reason for passing this resolution in relation to each matter:
The protection of the interests mentioned below.
Grounds under section 48(1) for the passing of this resolution:
Those in Section 9 of the Official Information Act 1982 namely:
i) To protect the privacy of the persons referred to in the recommendations and to
maintain the confidentiality of those recommendations;
ii) To enable the University to carry on without prejudice or disadvantage negotiations;
and
iii) To prevent the disclosure or use of Official Information for improper gain or
advantage.
AND THAT Adrienne Cleland, Professor Jim Metson, Peter Gudsell, Gabriel a Davilla, Peter Fehl,
Brendan Mosely, Michael Rengers and Wendy Verschaeren be permitted to remain for this part of
the meeting, after the public has been excluded, because of their knowledge of, or need to be
briefed about, the matters to be discussed. This knowledge, which will be of assistance in relation
to the matters to be discussed, is relevant to those matters because they relate to aspects of the
administration of The University of Auckland for which those persons are responsible.
The Meeting moved into Public Excluded Session at 6.00pm
The Meeting closed at 6.15pm
Approved as a true and correct record.
_____________________ ________
Scott St John, Chancellor Date
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