1 MINUTES OF THE MEETING OF COMMITTEE HELD ON DAY DATE MONTH YEAR by dfhrf555fcg

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									HOUSE STYLE FOR MINUTES

1     Word Processing Matters

1.1   Paragraphs

      To save space and therefore paper:

      Format Paragraph Line Spacing = Exactly at 12pt (0 pt before, 12 pt after)

1.2   Margins

      1” (2.54cm) all around

1.3   Tabs

      Tabs set at:

      1” (2.54cm)

      1.5” (3.81cm)

      2” (5.08cm)

      and thereafter 0.5” (1.27cm) intervals as necessary.

2     Heading

      (All Minutes should now use the working title of Cardiff University)

      MINUTES OF THE MEETING OF CARDIFF UNIVERSITY COMMITTEE HELD ON
      DAY DATE MONTH YEAR IN ROOM, BUILDING AT TIME

      For example:

      MINUTES OF THE MEETING OF THE CARDIFF UNIVERSITY STANDING
      COMMITTEE OF SENATE HELD ON WEDNESDAY 15 JANUARY 2003 IN THE
      COUNCIL CHAMBER, MAIN BUILDING AT 10.00 AM

3     List of those present

      Present:        Name of Chair (in the Chair), rest of members in alphabetical
                      order

      For example:

      Vice-Chancellor (Chair), Professor J D Alden, Dr M J Coyle, Professor H D Ellis,
      Professor N J Fiddian, Professor D K Luscombe, Professor R Mansfield, Professor P
      J Nicholls, Professor J P Osmond and Professor A Schultz.

      [NOTE:          (i) If the Vice-Chancellor is a member of a committee but not the
                          Chair, and present at the meeting, then his name should be put
                          after that of the Chair and before all other members;

                      (ii) Secretaries should use their judgement to record in this section
                           whether a member was present for only part of the meeting, or if a
                           member left the meeting for a particular item [e.g. it is important to



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                        note that a HOD was invited to be present or left the meeting when
                        a matter concerning his department was discussed, but of no
                        particular interest that a member left the meeting temporarily.]

4     List of those in attendance

      In attendance: Names of non-members present at the meeting in alphabetical
                     order.

      For example:

      In attendance: Mrs J Boggan (for Minute 603), Mrs L C Casella, Mrs J Cormack, Miss
                     E E Edwards and Mrs S McFarlane.

      [NOTE:         If any officer or non-member of the committee was present for only
                     part of the meeting or for a particular item, this should be indicated in
                     this section.]

5     List of those members who have apologised for their absence

      Apologies for absence were received from followed by names of members who
      have apologised for not attending the meeting, in alphabetical order. [It is not
      necessary to list the names of any members of the administrative staff who are not
      attending the meeting]

      For example:

      Apologies for absence were received from Dr S Delamont, Professor H D Ellis and
      Professor D J Skilton.

6     Minute numbering

      Please note that all the items in paragraphs 2 to 5 above are not given a Minute
      number.

6.1   The main minute number should be on its own in the margin. The title of the minute
      should be one inch from the margin.

      For example:

      591      MATTERS ARISING (in bold capital letters)

6.2   If Minute 591 has more than one part, each part should be numbered consecutively
      591.1, 591.2, 591.3 etc in the margin, and any subsequent text should be one inch
      from the margin.

      For example:

      591.1     First matter arising (underlined)

      591.2     Second matter arising (underlined)

6.3   If 591.1 has more than one part, each is numbered consecutively .1, .2, .3 etc
      indented one inch from the margin and any subsequent text should be one and a half
      inches from the margin.




                                              2
      For example:

      591.1 First matter arising

              NOTED

              .1      first point noted;

              .2      second point noted.

              RESOLVED

              .3      first point of resolution;

              .4      second point of resolution.

6.4   If there is only one noted and no resolutions, the word NOTED is in capital letters
      followed by the text in upper and lower case - there is no need for a further number:

      For example:

      NOTED that the Charter and Statutes Working Group was considering a draft
      framework for the review of Council's effectiveness and Council's review of the
      institution's performance at regular intervals, in the light of the Dearing Report and the
      advice provided by the Committee of University Chairmen (CUC).

6.5   If there is only one resolution and no noteds, there is no need for additional
      numbering:

      For example:

      RESOLVED

      that the Vice-Chancellor be authorised to fill the two vacancies on the Standing Panel
      of Enquiry: Unfair Practice Procedure

6.6   If there is one noted and one resolution, the numbering should be as follows:

      NOTED

      .1      that etc..

      RESOLVED

      .2      that etc..

6.7   If there are a number of points noted and points to the resolution, then each
      noted/resolved is separated by a semi-colon, with the final noted/resolved ending in a
      full stop. Each is numbered consecutively. [See example in 6.3 above].

7     Before the start of a Meeting

      Occasionally there is a need to minute items not specified on an agenda, before the
      start of a meeting.




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7.1   Appointing a temporary Chair

      Standing Order 9.1 states that in the absence of the Chair (and Vice-Chair, where
      appointed), the Committee needs to choose a member of the Committee to chair the
      meeting. It is usual practise for the secretary to approach someone prior to the
      meeting and to seek the Committee’s approval.

      For example:

      586    CHAIR

             In the unavoidable absence of the Vice-Chancellor, Professor H D Ellis took
             the Chair.

7.2    Order of Business

       In the event that items on an agenda need to be taken in a different order (e.g. if
       someone has been invited to be in attendance for a particular agenda item, it is
       usual to bring it forward on the agenda), it is customary to get the agreement of the
       Committee at the start of a meeting.

       For example:

       587 ORDER OF BUSINESS

             AGREED that Agendum 14, 'Mission, Aims And Objectives - Review Of
             Strategic Plan' be taken after Agendum 6, 'Items from the Chair'.

7.3    Preliminary Items

       This is used to welcome new members; to congratulate members on appointments
       and awards; to report deaths of members; etc.

       For example:

588   PRELIMINARIES

      1512.1         Congratulations

                     Dr James Whitley, HISAR awarded the Runciman Award 2002 by the
                     Anglo-Hellenic League.

      1512.2         Deaths

                     Council learned with sadness of the following deaths:

                     .1          Dr Clive Righton Jones, member of staff in the UCC
                                 Industry Centre from 1981 to 1988, died 25 May 2002.




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       7.4           Observers

       If a student or a member of staff has been invited to be present at a meeting as an
       observer, it is usual to minute this.

       For example:

        589     OBSERVER

                 AGREED that, in the absence of the Student President, Ms M Gholami be
                 permitted to attend the meeting as an observer.

8     Approval of Minutes from a previous meeting

8.1   If the Minutes are approved as a correct record with no amendments

      MinNo     MINUTES (in bold capital letters)

                The Minutes of the meeting held on date month year (paper number)
                were confirmed as a correct record and signed by the Chair.

      For example:

      590       MINUTES

                The Minutes of the meeting held on 16 March 2003 (02/349) were
                confirmed as a correct record and signed by the Chair.

8.2   If the Minutes are amended before approval

      590        MINUTES

                 RESOLVED

                 subject to the following amendments (in bold italics) the Minutes of the
                 meeting held on date month year (paper number) were confirmed as a
                 correct record and signed by the Chair:

                 590.1 amendment 1

                 590.2 amendment 2

      NOTE:          If there is any discussion which needs to be noted, this can be inserted
                     before the RESOLVED in the usual way.

9     Matters Arising

      If there are no matters arising, either from a paper or raised orally, nothing appears in
      the Minutes.

      Please note that no major item for discussion should appear as part of a Matters
      Arising paper, it should always be a substantive item on the agenda.




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9.1   If there is a paper but no discussion

      591            MATTERS ARISING (in bold capital letters)

                     Received and NOTED paper paper number, 'Title of paper'.

9.2   If there is a paper and discussion concerning matters arising

      MinNo     MATTERS ARISING

      Received and noted paper paper number, 'Title of paper'.

      MinNo.1        Title of Minute [Minute No from previous meeting]

                     NOTED etc

      For example:

      789            MATTERS ARISING

                     Received and NOTED paper 02/1589, 'Matters Arising'.

                     Student FTE Count 2001-02 [Minute 787]

                     NOTED

                     .1      that trend data could be misleading if changes had occurred in
                             the methodology of the student count.

                     RESOLVED

                     .2      that appropriate notes should be added to the figures where
                             such variation in the methodology occurs.

9.3   If there is no paper but a matter is raised orally at the meeting

      591            MATTERS ARISING

      591.1          Title of Minute [Minute No from previous meeting]

                     NOTED etc

10    Membership

      If there are no membership matters, either from a paper or raised orally, nothing
      appears in the Minutes.

      MinNo          MEMBERSHIP (in bold capital letters)

                     Received and noted paper paper number, 'Committee name –
                     Membership'.

                     NOTED




                                              6
     MinNo.1        Category Heading (For example: Pro Vice- Chancellors)

                    NOTED take in as per paper.
                    For example:

     1287           MEMBERSHIP

                    Received and noted paper 02/1587, 'Council - Membership'.

                    NOTED

     1287.1         Twelve Members of the Senate

                    NOTED that, at its meeting on 22 March 2001, Senate had appointed
                    the following to serve on Council for three years with effect from 1
                    August 2001 until 31 July 2004:

                    Professor P Blood, PHYSX            (re-appointed)
                    Dr A M Cohen, MATHS                 (re-appointed)
                    Professor S M Davies, WELSH         (vice Professor I D Bowen, BIOSI)
                    Dr K S Delamont, SOCSI              (re-appointed)

                    Students

                    NOTED

                    .1      that Mr T McGarry had been elected Student President and
                                    would therefore serve on Council for Session 2001-02,
                            representing the undergraduate students (vice Mr S Young);

                    .2      that Mr I Hibble, the Academic Affairs Officer, would
                            represent the postgraduate students on Council for Session
                            2001-02 (vice Mr G Pycroft).


11   Vacancies on Committees

     If there are no vacancies on committees to be filled, either from a paper or raised
     orally, nothing appears in the Minutes.

     MinNo          VACANCIES ON COMMITTEES

                    Received paper paper number, ‘Committee name - Vacancies on
                    Committees’.

                    Vacancies were filled as follows:

     MinNo.1        Name of Committee

                    RESOLVED

                    that name of appointee, department be appointed (or re-appointed,
                    as the case may be) to serve on name of committee for number of
                    years years with effect from date month year (or with immediate
                    effect) until end date.




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                      For example:

       1210           VACANCIES ON COMMITTEES

                      Received and NOTED papers 02/1411, 'Vacancies on Committees'
       and
                      tabled paper 02/1504, 'Standing Committee of Senate – Ballot
                      Information'.

       1210.1         Academic Quality Assurance Committee

                      RESOLVED

                      on the nomination of the Vice-Chancellor that Professor J D Alden,
                      CPLAN be re-appointed as Chair of the Academic Quality Assurance
                      Committee for a further year with effect from 1 August 2002 until 31
                      July 2003.


12     Items from the Chair

       If there are no items from the Chair, either from a paper or raised orally, nothing
       appears in the Minutes.

12.1   If there is a paper but no discussion

       MinNo          ITEMS FROM THE CHAIR

                      Received and NOTED paper paper number, ‘Title of paper’.

                      For example:

       594            ITEMS FROM THE CHAIR

                      Received and NOTED paper 02/123, 'Items from the Chair'.

12.2   If there is a paper and discussion concerning items from the Chair

       MinNo          ITEMS FROM THE CHAIR
                      Received and considered paper paper number, ‘Title of paper’.

       MinNo.1        Title of item

                      NOTED etc

                      For example:

       1260           ITEMS FROM THE CHAIR

                      Received and noted paper 02/1170R, 'Items from the Chair'.




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       1261           Dates of Meetings in Session 2002-03

                      RESOLVED

                      that the following dates of meetings for Session 2002-03 be approved
                      (all meetings are on a Tuesday at 5.00 p.m.):

                      2002    5 November
                              17 December

                      2003    28 January
                              8 April
                              20 May
                              1 July


12.3   If there is no paper but a matter is raised orally at the meeting

       594            ITEMS FROM THE CHAIR

       594.1          Title of item

                      NOTED etc

                      For example:

       594            ITEMS FROM THE CHAIR

       594.1          Modularisation, Semesterisation and Student Services

                      NOTED etc.

13     Minutes from sub-committees

13.1   If there is no action flagged on the Minutes

       MinNo          NAME OF SUB-COMMITTEE

                      Received and NOTED the Minutes of the meeting of the name of
                      committee held on date month year (paper number).

       For example:

       595            RESEARCH COMMITTEE

                      Received and NOTED the Minutes of the meeting of the Research
                      Committee held on 29 April 2003 (02/232).

13.2   If there is action arising from the Minutes:

       MinNo          NAME OF SUB-COMMITTEE

                      Received and considered the Minutes of the meeting of the name of
                      committee held on date month year (paper number).




                                                9
                       Arising therefrom:

       MinNo.1         Title of Minute [Minute No from sub-committee meeting]

                       Received and considered paper paper number, ‘Paper title’.

                       NOTED

                       .1 first point noted;

                       .2 second point noted.

                       RESOLVED

                       .3 first point of resolution;

                       .4 second point of resolution.

       For example:


       1396 TEACHING AND LEARNING COMMITTEE

              Received and considered a report of the meeting of the Teaching and
              Learning Committee held on 22 May 2002 (01/1450) and the associated
              Minutes (01/1449).

              Arising therefrom:

              1396.1          Welsh Medium Provision Sub-Committee [Minute 418.1]

                              RESOLVED

                              .1      to approve in principle that meetings of the Welsh
                                      Medium Provision Sub-Committee take place through
                     the medium of Welsh, subject to consideration of the resource
              implications in relation to translation
                              .2      to refer the request for funding to the Planning and
                                      Resources Committee for consideration.

13.3   Recommendations to a parent committee

       For example:


       1396   ACADEMIC QUALITY ASSURANCE COMMITTEE

       1396.3 Review of membership and Terms of Reference of the Teaching and Learning
              Committee [Minute 433]


       RESOLVED TO RECOMMEND TO SENATE AND COUNCIL

              that the proposed amendments to the composition and terms of reference of



                                               10
                 the Teaching and Learning Committee be approved with effect from Session
                 2002/03, as detailed in the appendix to this Minute.

14       Minuting of substantive items

         MinNo          SUBSTANTIVE ITEM

                        Received and considered paper paper number, ‘Paper title’.

                        NOTED

         MinNo.1        First point noted;

         MinNo.2        Second point noted.

                        RESOLVED

         MinNo.3        First point of resolution;

         MinNo.4        Second point of resolution.

         For example:


1518             ALLIANCE PROJECT

                 Received and considered papers 01/258, 'Alliance Project – Comments and
                 Feedback' and 01/1395, 'The Alliance Project, April 2002'.

                 NOTED

1518.1           the following declarations of interest made by the members of Council:

                 Mr W H John – Council of UWCM
                 Mrs F Peel – Council of UWCM and member of NHS Trust
                 Mr D H Thomas – Council of UWCM and member of NHS Trust
                 Mr D T C Wiersma – President of Cardiff AUT, which also represented
                 UWCM

1518.2           the decision of the meeting that those who had declared an interest be
                 allowed to take part in the discussion, but not to vote on any resolutions;

1518.3           that the Report of the Alliance Project Joint Working Group, which had
                 reviewed several options for strengthening the Partnership between the two
                 institutions and had assessed them against a number of criteria, had
                 unanimously recommended that merger could deliver the full benefits sought;

1518.4           that, following wide circulation of the Report internally at both institutions and
                 following external consultation with interested bodies throughout Wales, the
                 written feedback and comments detailed in paper 01/258 had given overall
                 support for merger, the prime benefits for merger being seen as academic
                 rather than as a response to political imperatives;

1518.5           a number of detailed matters had been raised which emphasised the need to
                 preserve those features which had led to Cardiff University's success and in



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          particular:

          -       the use of the name 'Cardiff University' if the merger of the two
                  institutions goes ahead in order to build on the significant reputation
                  that has been built up nationally and internationally;
          -       the need to preserve Cardiff's flat management structure and the
                  devolved budgeting arrangements to departments which had ensured
                  rapid decision making and had been crucial to the University's
          success;
          -       the need for the delivery of benefits to learning and teaching as well as
          to research to be explicitly recognised in future discussions;
          -       support and funding across the breadth of Cardiff's current
          departments should not be diverted as a consequence of merger;
          -       the need to ensure the resources earmarked to address existing
          estates pressures at Cardiff as part of the overall estates strategy for the
                  University were not deflected in the context of the wider demands
                  raised by the proposed merger;


1518.6    the view that, as concern had been raised that the duplication of staff posts in
          the support services might lead to redundancies, the assurances given that
          this was unlikely to be the case as a consequence of the Alliance Project,
          should have been included in the conclusions reached in paper 01/258;


1518.7    that the University Strategic Plan 2002-03 to 2007-08 (detailed in paper
          01/259) was a plan for Cardiff University as presently constituted and would
          need to be revised in due course if a decision to merge the two institutions
          was taken by both institutions;

1518.8    that the Council of UWCM would be considering this matter on July 5, 2002;


1518.9    that the full benefits of merger were contingent upon securing external funding
          and exploratory discussions had already been held with external bodies
          concerning the funding necessary to further enhance the strength of a merged
          institution;

1518.10   that the Report did not make any specific reference to increasing the capacity
          for student numbers in medicine as such an increase was not dependent on
          merger;

1518.11   that the transparent way in which the process had been carried out to date
          had been welcomed and that care would be taken to ensure that external
          bodies such as the National Assembly for Wales and HEFCW, staff, students
          and other stakeholders were kept informed of progress towards merger and
          the associated investment needs.

          RESOLVED

1518.12   that, subject to securing appropriate investment and developing detailed
          formal plans which build upon existing and emergent strengths of both
          institutions, UWCM and Cardiff University merge;

1518.13   that the detailed planning for merger be overseen by an independent chair of
          the Joint Working Group, employing a number of functional task groups, and



                                          12
                that the final proposals for merger be brought forward by the end of 2002
                (timetable subject to detailed planning of the task groups' work) for
                consideration by both institutions;

1518.14         that immediate actions for strengthening the Partnership be identified and
                implemented, thereby not delaying the delivery of benefits in those areas not
                dependent on merger.

15     Additional Points

15.1   File Copy of Minutes

       .1       Name of Individuals

                It is not usual to include names of individuals in Minutes which are on public
                display in Libraries if it concerns the appointment, promotion, discipline and
                personal affairs of any individual member of staff or the admission, academic
                assessment or personal affairs of any individual student. Although the matter
                must be minuted, names are detailed in the file copy to the minutes which is
                attached to the signed copy of the Minutes and not circulated with the
                Minutes.

       For example:

       598             FELLOWS COMMITTEE

                       RESOLVED

                       that those named in the file copy of the Minutes be elected to Honorary
                       Fellowships of the University;

       FILE COPY OF THE MINUTES

       Minute                  Name of Individuals

       Minute 598              Baroness Finlay of Llandaff
                               Mr Anthony Freud



       .2       Confidential Matters

                Council at its meeting on 20 January 1998 [Minute 682.2.2] resolved that
                agenda and papers dealing with commercially sensitive issues should not
                refer to specific sites, or to expected values, or to any other matter which
                might be used against the commercial interests of the College in negotiations
                but such sensitive matters should:

                (i)    be referred to orally at meetings when such business is under
                       consideration;

                (ii)   be recorded in the file copy of the Minutes.




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15.2     Further Noteds/Resolveds

         Occasionally, decisions need to be made as a consequence of approving a
         recommendation detailed in a paper. In this case the points noted and the resolution
         form the first part of the Minute, and any discussion/decision which takes place as a
         result of the resolution should be minuted under ‘further noted’ and/or ‘further
         resolved’.

         For example:


1515            VACANCIES ON COMMITTEES

                Received and considered paper 01/1511B, 'Report from the Nominations
                Committee'.


1515.1          Co-opted members of Council

                NOTED

                .1      that, on the recommendation of the Nominations Committee, the Chair
                        of Council and the Vice-Chancellor had met with the three nominees
as                      co-opted members who possessed skills and expertise in areas
                        identified by the committee as being needed following the expiry of the
                        terms of office of several experienced members of Council;

                .2      that Mr Hywel Jones had recently retired as senior partner from
                        PriceWaterhouseCoopers, the University's external auditors and, in
                        relation to any possible conflict of interest, assurance that he:
                -       would have no further work commitment with the firm;
                -       had not been involved with the external auditing process for the
                        University;
                -       would not initially be considered for membership of the Audit
                        Committee.

                RESOLVED

                .3       that the following individuals be co-opted to serve on Council with
                effect from 1 August 2002:
                         (i)     Her Honour Judge Eleri Rees for four years until 31 July 2006
                                 [vice Mr S S Harries];
                         (ii)    Mr Hywel Jones for four years until 31 July 2006 [vice Mr P
                                 Rich];
                         (iii)   Dr Drew Nelson in a casual vacancy for three years until 31
                                 July 2005 [vice Mr R G Thomas].




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FURTHER NOTED

              .4      that PriceWaterhouseCoopers had been the University's external
                      auditors for many years and had been re-appointed by Court in March
                      2002 for a period of three years from 010802, with an option to extend
                      the term of appointment for a further two years;
              .5      that, in accordance with the HEFCW Audit Code of Practice:

                      -       the length of the term of office of the assignment partner does
                              not exceed seven continuous years;
                       -      the Audit Committee had undertaken a tendering exercise prior
to the appointment of the external auditor by Court.


Any queries should be directed to Lisa Williams/Michelle Cleary, Ext: 74297
or e-mail committees@cardiff.ac.uk




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