Minutes of Meeting No. 10/2004 of the Managers Association

Managers' Association

MINUTES

Minutes of Meeting No. 10/2004 of the Managers’ Association held on Wednesday 3rd November 2004 in the Sir George Lush Meeting Room, Clayton Campus

1.0 Attendance Paul Barton, Harry Bracegirdle, Simon Dermer, Margaret Dooley, Anne Fletcher (Chair), Michael Fuller, John Gibson, Gillian Hooley, Mal Hutson, Stelios Konstantinidis, Fiona Lilley, Chris Mayberry, Chris Powell, Shane Revell, Lisa Steny, Milton Richardson, Rod Wealands

2.0 Apologies Sue Brown, David Caddy, Bee Holmes, Keith Lesselyoung, Chris McCarty, Elenore Videion

3.0 Minutes of Previous Meeting 6 October, 2004 Minutes of previous meeting, 6 October approved.  Approved: Stelios Konstantinidis  Seconded: Shane Revell/ John Gibson

4.0 Matters Arising from the Minutes  Paul Barton thanked members who responded to his request for expressions of interest in the MSDS working party.

5.0 Correspondence In: Nil Out: Nil

6.0 Member Reports  Administrative Heads Group - next meeting November 25.

 Occupational Health Safety & Environment Paul Barton reported a forthcoming replacement of the emergency booklets at Clayton, Caulfield and Parkville campuses. New booklets will have to be swapped with old. Main changes relate to move by medical services at Caulfield and change to emergency red phones at Clayton (now direct to security). Departments will be asked to manage the swap process once booklets delivered.  Finance Reference Group Lisa Steny updated members on the end of year cut off dates available from CFD web site: http://www.adm.monash.edu.au/finance/ledger/2004-year-end.html The procurement card roll out is all go for quarter 1 2005. Heather Bradbury will be managing this process. Value and purchasing limits will be able to be applied to the cards. CFD will be working with departments to set up spend profiles to assist with determining appropriate limits. Roll out will firstly replace current Mastercards and then AMEX. A new SAP credit card entry screen has been developed. Entry process will be managed at department/ faculty level not centrally. FBT training to be provided to faculty staff.

 HR Special Interest Group  Lisa Steny reported that Ian Kiddell had demonstrated the new training module in SAP. When implemented all SSD/IAS training will be accessible through SAP personnel files (for those with appropriate authorization). Paul Barton added that existing training database records would be migrated to the new system.

 Other meetings or points of interest  Harry Bracegirdle reported that an RFP for provision and service of personal desktop assistants (PDAs) was issued last week. Travel booking tool is still being trialed.  Paul Barton reported • work is being done with Facilities and Services re an automated notification to Safety Officers when BEIMS requests are logged. • the final HR briefing sessions for 2004 will start next week and focus on year end functions such as processing of contracts. • staff with excess leave have been sent letters instructing them on reducing their excess accrued leave.

No other reports were received.

7.0 Guest speaker  Proposed guest speaker cancelled at last minute.

8.0 Other Business  Further to issues raised at the September meeting and in lieu of a guest speaker, a discussion was had regarding the future of the Association. A discussion paper, issued to members with the Agenda for the meeting, was the basis for a group forum. Following is a summary of outcomes:  Structure for 2005 meetings to be published at the outset of the year. It is hoped that this would allow members to plan their attendance and contribution.  2005 meetings to be held on the 2nd or 3rd Wednesday of each month (February-November).  2005 meetings to start at 3 pm. Some meetings may start later to allow a follow on dinner at the club to encourage informal networking of members.  Need to actively recruit new members and fill gaps in membership. Including increasing representation of other campuses.  Rejuvenation of the association’s image is to be looked at by a sub-group of members.  Three of the 2005 meetings will be a workshop/forum conducted by a sub-group of members. Workshops planned: Finance, HR and Logistics  Annual November meeting will be a forum style to review the year’s achievements and plan the forthcoming year.  Guest speakers will be targeted earlier in the year and will be structured around points of interest identified by member.  Conduct of meetings at other venues was discussed and agreed that this should occur when appropriate and relevant to the meeting.

Overall it was agreed by those members present that the Managers’ Association was extremely valuable in the dissemination of knowledge and the circulation of ideas/ concepts prior to their implementation. Anne Fletcher and Fiona Lilley to meet to discuss the logistics of 2005 Agenda and composition of workshop sub-groups.

The meeting closed at 4.50 pm

9.0 Next Meeting: February 2005 (date TBA)

Confirmed as a true record:

Fiona Lilley Anne Fletcher Secretary Chair