Decision-Making: Shared Governance Committee Procedures 1. Agendas Agendas for committee and council meetings must be circulated 72 hours in advance to members and posted on the appropriate website. Action items appearing on any agenda must be given with specificity. Agendas should include: date, time, and location of meeting names of members the committee or council mission statement the LAVC Mission statement approval of previous meeting minutes reports (from subcommittees, workgroups and constituency groups) future meeting dates. See Appendix K for an agenda template. If a motion is approved, the Chair will submit a completed motion form (see Appendix L) to the appropriate Council chair and, if appropriate, a fiscal analysis request form to the FAW (see Appendix M) within 2 business days. Chairs of EPC, HPC, and PEPC will also forward the motion to the Senate if appropriate (see Senate Interaction). Council chairs will circulate the motion forms and fiscal analysis forms for any motions to be considered with the agenda for that meeting and will use the motion form to document actions taken. The motion form will then be forwarded to the College President who will also document actions taken. 2. Minutes Minutes must be kept for all committee and council meetings. Any handouts that were passed out during the meeting must be kept with the minutes. Minutes should include: a listing of members present, members absent, and guests present summaries of reports given
decision or action taken on all action items, who is responsible, and when Minutes must be approved at the next meeting of the committee or council. Minutes should be posted on the web as soon as they are approved. See Appendix N for a minutes template. In general, minutes are a good tool for facilitating communication between the Councils, their subcommittees and constituency groups. Minutes should be distributed to members with enough time to allow them to read and request changes or edits. This provides the members an opportunity to provide input into the minutes. Within five business days, the chair will submit a summary of actions taken to the President's Office for posting on the LAVC 411 webpage. See Appendix O for the template. B. Conducting Meetings 1. Quorum a. Shared Governance Councils A quorum for IEC consists of at least 12 of the 17 members. A quorum for COAC consists of at least 11 of the 16 members. b. Joint Council Meetings Both councils must have a quorum as described above. c. Tier 2 - Subcommittees of the Shared Governance Councils A quorum consists of a majority of the voting members.
d. Substitutes Substitutes are allowed for members on a meeting-to-meeting basis if the chair is notified in advance. Substitutes may vote except for chair elections. 2. Voting All voting must be public. That is, written, secret ballots are not allowed. a. Shared Governance Councils A motion passes if at least two-thirds of the members present are in support of the motion. b. Standing Committees of the Shared Governance Councils A motion passes if a majority of those present vote in favor of the motion. C. Council and Committee Members 1. Constituency Model and Member Selection Four constituency groups participate in shared governance: administrators, faculty, staff and students. Except where specified by position, committee members shall be selected as follows. a. Administrators The Teamster member on each of the Councils will be selected by the Teamsters. All other administrative committee members will be selected by senior staff. b. Faculty The Chairs and Directors members on PEPC and EPC will be selected by that group. All other faculty members will be selected jointly by the Academic Senate and the AFT Faculty Guild.
c. Staff The council seats that are specified as belonging to specific collective bargaining units will be filled by the respective units. All other staff committee members will be selected by the staff collective bargaining units in consultation with each other. d. Students All student members will be selected by the ASU Executive Council. 2. Member Terms Members are selected for a two year term. Each constituency group is encouraged to develop their own policies for term limits and for selecting and replacing committee members. D. Shared Governance Councils Chair Elections 1. Term of Office a. The term of office shall be for 2 years from July 1 (year 1) to June 30 (year 2) b. In the event a chair does not complete the term of office, a new chair shall be elected to serve for the remainder of the unexpired term. In such a case, the timelines below will be adjusted accordingly. 2. Eligibility and Declaration of Candidacy a. All current members of COAC are eligible to run for chair. IEC is co-chaired by the Dean of Research and Planning and an elected faculty co-chair. b. In the year of the election, at the March meeting of the committee, a noticed motion shall be made announcing the election to be held in May. c. In the year of the election, at the April meeting of the committee all interested member(s) shall provide a written statement declaring his/her candidacy to all members. 3. Voting a. In the year of the election, the election shall be conducted at the May meeting. b. All voting shall be public.
c. Only committee members present at the meeting are eligible to vote. There are no proxy votes for chair elections. d. If the current chair is running for re-election, a non-candidate member of the committee shall conduct the election. The non-candidate member may also vote. e. In case of a tie when more than one candidate is running, the candidate with the fewest number of votes shall be eliminated and voting shall continue until one candidate receives a majority. f. In the event there is a tie between two candidates, the selection shall be determined by lot during the meeting. E. Tier 2 Committee Chair Elections 1. Term of Office a. The term of office shall be for 2 years from July 1 (year 1) to June 30 (year 2) b. In the event a chair does not complete the term of office, a new chair shall be elected to serve for the remainder of the unexpired term. In such a case, the timelines below will be adjusted accordingly. 2. Eligibility and Declaration of Candidacy a. Two committees have administrative co-chairs by position: EPC (co-chaired with VP of Academic Affairs) and FPC (co-chaired with VP of Administrative Services). b. All Council subcommittees are chaired or co-chaired by a faculty member. All faculty members on the committee are eligible to run for chair of the committee. c. In the year of the election, at the March meeting of the committee, a noticed motion shall be made announcing the election to be held in May. d. In the year of the election, at the April meeting of the committee all interested member(s) shall provide a written statement declaring his/her candidacy to all committee members.
3. Voting a. In the year of the election, the election shall be conducted at the May meeting. b. All voting shall be public. c. Only committee members present at the meeting are eligible to vote. There are no proxy votes for chair elections. d. If the current chair is running for re-election, a non-candidate member of the committee shall conduct the election. The non-candidate member may also vote. e. In case of a tie when more than one candidate is running, the candidate with the fewest number of votes shall be eliminated and voting shall continue until one candidate receives a majority. f. In the event there is a tie between two candidates, the selection shall be determined by lot during the meeting. 4. Selection a. If no committee member submits his/her intention to run for committee chair in writing at the April meeting, nominations shall come from the floor at the May meeting, and the election shall proceed as described above. b. Results of the election shall be reported to the appropriate shared governance Council at the next meeting or at the Joint Council Retreat. c. If no one chooses to run for committee chair, the Chair of the appropriate shared governance Council in consultation with the current committee chair shall appoint a member of the committee to serve. 5. Election Disputes Any disputes regarding the election process shall be forwarded to the appropriate shared governance Council to be addressed at a June meeting or Joint Council Retreat.
6. Committee Chair Removal a. If it is determined that a committee chair has two (2) unexcused absences to Council meetings or is not fulfilling his or her duties as chair, the Council can vote to direct the committee to hold an election to replace him/her, using the process outlined above. The reasons for such an action must be stated in writing. The subcommittee chair in question shall have an opportunity at a Council meeting to respond before voting takes place. b. A committee chair may be recalled by a 2/3 vote of the committee. This recall election may be instituted by a petition signed by 40% of the committee and filed with the Chair of the appropriate shared governance Council. The reasons for recall must be stated in writing. The chair shall have an opportunity at a committee meeting to respond to the reasons for recall before voting takes place. The vote shall be conducted by the Chair of the appropriate shared governance Council at a special meeting within three (3) weeks of the filing of the recall petition. F. Absences Because of the importance of all college constituencies being represented effectively in the shared governance process, members of a Council or its subcommittees are expected to attend all regular meetings. Voting members who have two (2) unexcused absences in an academic semester or three (3) within an academic year without sending a substitute may be replaced. Absences will be considered unexcused unless a member notifies the committee Chair prior to the meeting and provides a compelling reason (such as a sudden emergency situation) for failing to arrange for an alternate representative to attend the meeting in question. In addition, a voting member who has excessive excused absences may also be replaced. If the member in question is on the committee by position, his or her supervisor should be notified by the committee chair of excessive absences. F. Changes to Committee Representation In the event that a Tier 2 Committee determines that its representation should be modified, the Chair of the Committee should bring a recommendation forward to the Council in the same way that other recommendations are brought before the Council.
Chair and Member Responsibilities It is everyone s responsibility to work toward achieving the Vision, Mission and Strategic Goals of the College. Additionally, the members and chairs of committees are responsible for ensuring a continuous flow of communication regarding decision making from the College President, the Council, Standing Committees, constituency groups, and the campus at large. A. Chair Responsibilities 1. Prepare and distribute the agenda at least 72 hours before the meeting. 2. Report on the status of action items. 3. Make arrangements for all meetings (e.g., location, time and date for special meetings, rescheduling meetings cancelled due to holidays) 4. Hold meetings once a month during the Fall and Spring semesters in accordance with the LAVC meeting calendar (see Appendix P). 5. Maintain files of Council and committee minutes and distribute to members of the Committee. 6. Attend all Council meetings or send a substitute as needed. 7. Submit motion form (see Appendix L) to appropriate Council and forward motion to the Senate if appropriate (Tier 2). Submit Fiscal Analysis Request form to the FAW (see Appendix M) if appropriate. Circulate motion forms with the agenda and forward to College President (Tier 1). 8. Maintain committee website (agendas, minutes, policies, meetings) and submit actions taken by the committee to LAVC 411 for posting on the college website. 8. Facilitate the setting and monitoring of SMART (specific, measurable, actionable, realistic and timely) annual committee goals that correspond to the College Mission, Strategic Plan, and committee mission. 9. Review the mission statement of the committee annually.
10. File an annual report to the Council summarizing trends and activities based on committee responsibilities. 11. Facilitate the regular assessment of committee and chair effectiveness (see Appendix Q) and submit summary report to the appropriate Council annually. 12. Attend related district meetings (see Appendix R). 13. Convene workgroups and ensure that they achieve their set tasks and report their recommendations back to the committee. 14. Other responsibilities as specified in Collective Bargaining Agreements (if applicable). B. Committee Member Responsibilities 1. Attend all meetings in accordance with attendance policy above. 2. Come to meetings having all reviewed all circulated documentation, prepared to participate and carry concerns from the constituent group. 3. Report back to the constituent group or other college committees the information discussed and actions taken in the committee. 4. Listen respectfully to all participants during committee meetings and actively contribute to the meeting. 5. Participate as a member on workgroups as needed.
C. Workgroup Chair Responsibilities 1. Make arrangements for all meetings (e.g., location, time and date) 2. Circulate all materials needed for meetings. 3. Report back to convening committee or council with recommendations or analysis. 4. Communicate with convening committee or council chair about progress or issues that arise.