Meeting Calendar: All governance meetings will be held on consistent days and times throughout the year according to the established calendar to allow all participants to plan their schedule accordingly. Each meeting will be held at different times to ensure that liaisons and can attend all required meetings. Proposed changes to the established calendar must be submitted to the Governance Evaluation Committee and approved by the Executive Council no later than May for the following year. Meeting space will be booked in May for the following year (June – May) by each Dean’s Office for the Assemblies, and by the President’s Office for the Executive Council.
Office Closure: The offices of members will be closed for all monthly Assemblies to ensure that members have the opportunity to fully participate in governance. Signs should be posted on office doors announcing the closure a day ahead of time. Meetings will be limited to 90 minutes each month, and start and end on time to minimize the impact of office closings.
WebEx: To ensure maximum participation by members, all meetings will include the option to attend via WebEx conferencing or other appropriate technology for remote participation. Requests for meeting space will include a request for the technology required to offer remote participation. It is the responsibility of the Chair of each meeting to communicate the required call-in information via the monthly agenda, ensure the WebEx conference is running at each meeting, and that remote participants are effectively engaged in discussions.
Agenda: The Chair (or designee) will work together with the Recorder to develop the agenda for each month’s meeting, and communicate the agenda and supporting documents through both email and the governance website no later than one week prior to the date of the meeting to ensure proper preparation of all participants. The agenda must be offered for approval at the start of each meeting at which time changes may be made if needed. The Chair is responsible for ensuring that the meeting is run efficiently according to the agenda and may ask for a volunteer time-keeper to help. Agendas will be created using the Agenda Template provide.
Discussions: All members who wish to be heard should be afforded the opportunity to speak once in each discussion, with follow up questions or comments only after all members are heard. Limits on the extent of non-member participation in discussions should be clearly defined by each governing body.
Voting: All votes will be held during a designated meeting. All voting will be open except in the case of elections, which will be held by ballot. Proxy votes will be allowed for elections.
Quorum: A quorum for all the governing bodies will be is a simple majority (51%) of the groups’ full-time membership, or 51%. Part-time faculty and staff have full voting privileges but may not be in regular attendance at meetings; to ensure that business may be conducted the quorum will be based on the number of full-time faculty and staff members. Ex-officio or non-voting members may not be counted in determining the number that constitutes a quorum. Members participating remotely via technology shall be counted in the quorum. In the absence of a quorum, members present may hear updates and discuss matters without making a decision on them. Other business may not be transacted.
Membership/Attendance: A complete, official membership list for each Assembly and the Executive Council will be generated by through Human Resources, made available to the Chairs, and updated whenever new employees join MxCC. Orientation of new employees will include an introduction to shared governance and an opportunity to participate in governance trainings. Attendance at each Assembly and Executive Council meeting will be recorded on a copy of the official membership list and entered into the meeting record.
Consent Agendas: To ensure efficient and action-oriented meetings, non-controversial matters may be approved without discussion through a consent agenda at the start of the meeting. This requires that members review each consent agenda item prior to the meeting to ensure there are no objections to approval. An objection from any member removes the item from the consent agenda for discussion and action separate from the other items on the consent agenda.
Minutes: A record of reports, discussion, and decisions in the form of minutes is required for all meetings. The Recorder for each governing body (or designee) is responsible for ensuring that minutes are taken during the meeting, forwarded to membership for review within one week of the meeting, and posted to the governance website after approval of the minutes by members the following month. Minutes will be recorded using the Minutes Template provided.
Decisions: Meetings should be action-oriented; whenever possible, discussions should lead to a decision or next action. Next actions should be recorded in the minutes with a responsible party or parties clearly identified for follow up at the next meeting. Decisions of each Assembly will be forwarded to the Executive Council for a final recommendations and a decision by the President. Recorders will be responsible for ensuring that all decisions (by Assemblies, Executive Council, and the President) are posted through the online tracking system within one week of each meeting. All Proposals should receive a response or update no later than one week following that month’s governance meetings.
Open Access: All meetings are open to anyone who wishes to attend. However, opportunities for questions or comments by non-members may be limited to specific times during the meeting according to the published agenda. No discussions may be held in “Executive Session” except in rare cases where personnel matters are involved. All meeting calendars, agendas, and minutes will be published on the Governance website to ensure that they are publicly accessible by all interested parties.