Policy for the Operation of Flinders Housing

Approving Authority:	Council
Establishment Date:	August 2002
Date Last Amendment:	5 June 2008
Nature of Amendment:	Amendment to the composition of the Flinders Housing Board
Date Last Reviewed:
Publication Reference:
Contact Officer:	Director, Academic and Student Services

Introduction
	The University acknowledges that: the effective provision of housing services is an important aspect of the University's ability to attract and satisfy students; in creating a lively on-campus student community the capacity to provide a broader educational experience for students is improved; by facilitating access to off-campus private rental housing, a valuable service is provided to those relocating to attend the University and also to the community.
Policy
1.	Governance There will be a Flinders Housing Board established by, and reporting to, the Vice-Chancellor with terms of reference approved by Council (Schedule A). Any alteration to the terms of reference will be subject to the approval of Council.
2.	Management of housing services The University has established a single organisational unit to manage all aspects of its housing services. The unit is known as Flinders Housing. Its principal purpose is to make the greatest possible long-term contribution, via housing and related activities, to assisting and complementing the educational, social, cultural, community and commercial activities of the University. In so doing, Flinders Housing will: ensure that its managed accommodation meets relevant minimum municipal and state housing standards and is affordable, accessible, responsive to student needs, efficiently delivered and equitably distributed; and be financially self-sustaining and abide by agreed financial obligations to the University. The mission, operations and governance of Flinders Housing will reflect these principles. 2.1 Management Flinders Housing will be managed by the Dean, Flinders Housing. The Dean will report to the Director, Academic and Student Services. The Flinders Housing Board will support the Dean in the effective management of Flinders Housing, within the University’s policy and procedures framework. 2.2 Financial Matters 2.2.1 Financial Objectives Flinders Housing will operate on a full-cost recovery basis and will: provide for life-cycle maintenance and renewal of all Flinders University housing assets; and fund the cost of approved accommodation developments. 2.2.2 Financial Relationships The following arrangements will apply: Flinders Housing will pay the University for costs incurred by the University on behalf of Flinders Housing as specified in the annual service agreement; the University will provide funding for services provided by Flinders Housing as specified in the annual service agreement; the University will credit interest to Flinders Housing revenues held in the University's financial system at the average rate earned by the University minus a management fee; the University may loan funds to Flinders Housing for approved capital developments on terms and conditions approved by Resources Committee; and Flinders Housing will comply with the University’s Financial Accounting, Management and Control Policies and Procedures. 2.2.3 Financial Operations The following arrangements will apply: The University Hall and University Village and other rental accommodation for which Flinders Housing is responsible will operate as separate cost-centres and meet their direct operating costs, without cross-subsidisation, wherever possible; Pricing policies will aim at full cost recovery, including appropriate replacement and depreciation provisions; Full accrual accounting will be the standard practice and costing practices will adopt a full-cost or income-foregone perspective; and The Flinders Housing Board will ensure that procedures for the financial operation of Flinders Housing are consistent with the University’s Financial Accounting, Management and Control Policies and Procedures. 2.3 Service Provision The Director, Academic and Student Services and the Dean, Flinders Housing will negotiate with the Executive Director of Administration an annual service agreement with the University that specifies the services to be provided and the pricing mechanisms. The Agreement will be approved by the Flinders Housing Board. 2.4 Annual Report The Chair of the Flinders Housing Board shall provide an Annual Report to the Vice-Chancellor on the operations of Flinders Housing. The report must include the following items: The composition of the Board; A review of operations for the year; Future developments; Financial statements prepared on an accruals basis; and Statistical details.
	SCHEDULE A
	FLINDERS UNIVERSITY
	Flinders Housing Board
	Flinders Housing comprises University Hall, the University Village, off-campus housing and the Accommodation Service. Flinders Housing is designed to provide residential accommodation for students, and advice to students on off campus accommodation, as well as being used for short term casual and conference accommodation. Terms of Reference There shall be a Flinders Housing Board (the 'Board'), established by, and reporting to the Vice-Chancellor. The Board shall be responsible for overseeing the general and financial management of Flinders Housing. The Board shall be responsible for: Ensuring that the policies and procedures of Flinders Housing are in accordance with University policies and procedures and that such policies and procedures ensure: the efficient and effective operation of Flinders Housing; that the aims and objectives of Flinders Housing are met; the equitable treatment of residential students; the rights and responsibilities of residential students are clear. Ensuring that the financial systems and reporting of Flinders Housing meet the requirements of the University and reviewing quarterly reports on the financial position of Flinders Housing. Reviewing the strategic directions of Flinders Housing for recommendations to the Vice-Chancellor. Recommending to the Executive Director of Administration through the Director, Academic and Student Services on the management structures of Flinders Housing and the appointment of the Dean and other senior staff. Supporting the Dean in the effective management of Flinders Housing. Approving matters concerning rules, fees, use of facilities, business activities and other matters which may occur from time to time. Providing an Annual Report to the Vice-Chancellor. Reviewing the annual Summary Report of Incidents involving residential students. Composition The Board will comprise: A senior member of the University staff, appointed by the Vice-Chancellor, who shall be Chair; Five members of staff of the University, appointed by the Vice-Chancellor; Senior Residential Tutor from University Hall; President of the House Committee; Senior Residential Coordinator from the University Village; Dean, Flinders Housing; Director, Financial Services (or nominee). Members appointed by the Vice-Chancellor will be appointed for a term of two or three years and will be eligible for reappointment. Additional persons may be invited to contribute from time to time. Other Matters Meeting schedule The Board will meet no less than four times per year, and whenever it receives a petition signed by more than a quarter of the residents of Flinders Housing or by three Board members, or whenever the Chair deems it necessary. Quorum The quorum for the Board is one half plus one of the members. Budget The Board will provide to the Executive Director of Administration, annually, a budget and performance against the previous year’s budget, quarterly financial reports and a statement of the criteria used to determine fees and charges. Review of Terms of Reference The terms of reference will be reviewed at the completion of each three year cycle.