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
1
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:
5
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.]
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
6.2
MATTERS ARISING (in bold capital letters)
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:
6.3
591.1
First matter arising (underlined)
591.2
Second matter arising (underlined)
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
6.4
.3
first point of resolution;
.4
second point of resolution.
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.
3
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.
4
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:
9
If there is any discussion which needs to be noted, this can be
inserted before the RESOLVED in the usual way.
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.
5
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
9.3
that appropriate notes should be added to the figures where
such variation in the methodology occurs.
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
Dr A M Cohen, MATHS
Professor S M Davies, WELSH
Dr K S Delamont, SOCSI
(re-appointed)
(re-appointed)
(vice Professor I D Bowen, BIOSI)
(re-appointed)
Students
NOTED
11
.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).
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.
7
For example:
1210
VACANCIES ON COMMITTEES
Received and NOTED papers 02/1411, 'Vacancies on Committees'
and
1210.1
tabled paper 02/1504, 'Standing Committee of Senate – Ballot
Information'.
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'.
8
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.):
12.3
2002
5 November
17 December
2003
28 January
8 April
20 May
1 July
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
11
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.
13
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
of Council and the Vice-Chancellor had met with the three nominees
co-opted members who possessed skills and expertise in areas
identified by the committee as being needed following the expiry of
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.
Chair
as
the
-
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].
14
FURTHER NOTED
.4
.5
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;
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/Sarah Hanks, Ext: 74297
or e-mail committees@cardiff.ac.uk
15X