BY-LAW III. Meetings
Pursuant to the Constitution, Article V, Section B, during each academic year the Faculty Senate shall hold at least three regular meetings within the period from September to December, inclusive, and at least three within the period from January to May, inclusive. The period between any two successive regular meetings shall not normally be less than approximately one month. The dates of regular meetings shall be determined by the Executive Committee in consultation with the Secretary.
Special meetings of the Faculty Senate may be called by the President, by the Chair, by majority vote of the Executive Committee, or upon written petition, stating the purpose of the proposed meeting and signed by not less than twenty percent of the membership of the Faculty Senate. Such petition shall be delivered to the Secretary who shall certify it to the Chair, who, in turn, shall call the special meeting. Special meetings of the Faculty Senate may, at the discretion of the Executive Committee, allow for electronic attendance and voting. The following rules shall apply.
- A quorum will be determined at the beginning of the meeting by counting the Senators present in the room as well as the Senators attending remotely. The affirmative vote of a majority of the quorum shall be the minimum vote requirement for the adoption of any motion. A majority of the votes cast, or a greater proportion as indicated by the adopted Parliamentary Authority, shall be necessary for the adoption of motions.
- The technology used for the electronic meetings shall allow the members full access to and full participation in all meeting transactions either continuously or intermittently throughout the specified time of the meeting.
- Procedural rules related to the conduct of electronic meetings shall be established and promulgated by the Executive Committee, subject to review by the Senate, and held by the Secretary of the Faculty Senate.
An emergency meeting of the Faculty Senate may be called by the President, by the Chair, or by the Executive Committee.
- The Chair, or, on the Chair's designation, the Secretary shall notify each member of the Faculty Senate and those non-members who have the privilege of attending at least two weeks before each regular and special meeting. Such notification shall be in writing and shall specify the time and place of the meeting.
- At least seven days before each regular and special meeting, the agenda of the meeting shall be distributed to all members of the Faculty Senate, to a deputy appointed by the Provost and Deans, and, in addition, to those non-members of the Faculty Senate who have the privilege of attending and who, in response to the aforesaid notification, have communicated to the Secretary their intention of attending.
- Notification of each emergency meeting shall be directed to each member of the Faculty Senate in advance of the meeting.
The Chair, or, in the absence of the Chair, the Vice Chair, or in the absence of both the Chair and the Vice Chair, a member of the Executive Committee designated by the President, shall preside at all meetings of the Faculty Senate. All meetings shall be conducted in accordance with the latest edition of Robert's Rules of Order, Newly Revised, excepting as otherwise specified in the Constitution or in these By-Laws.
The order of business at all regular meetings of the Faculty Senate shall be as follows:
- Reading, correction, if necessary, and adoption of the minutes of the previous regular meeting and special meetings, if any.
- Resolutions in memoriam.
- Introduction of new members of the Faculty Senate.
- Report of the Executive Committee.
- Reports of other standing committees.
- Reports of special committees.
- Consideration of unfinished business.
- Consideration of new business.
A member of the Faculty Senate may introduce a motion with respect to new business at any regular meeting by placing a copy of such motion with the Secretary at least ten days before the meeting for inclusion in the agenda. In accordance with the Constitution, Article VI, Section A, Paragraph 3, such inclusion shall not require approval by the Executive Committee.
At any regular meeting, a member of the Faculty Senate may introduce a motion with respect to new business which has not been included in the agenda, provided, however, that a vote of at least a two-thirds majority of the voting members present shall be required to validate such a motion as in order for consideration and possible action at that meeting.
The order of business at any special meeting or any emergency meeting shall be only the consideration of the matter or matters for which the meeting shall have been called.
All committee reports at all meetings shall be submitted to the Faculty Senate in writing. All motions introduced at all meetings, in addition to amendments thereto, shall be reduced to writing before a vote is taken.
Voting at all meetings of the Faculty Senate shall be only by voice, by a show of hands, by division of the assembly, or by secret ballot excepting, however, that upon demand by not less than eight of the voting members present, a roll-call vote shall be required; and, with respect to such roll-call vote, an entry shall be made in the minutes of the names of all voting in the affirmative, of the names of all voting in the negative, and of the names of all present but abstaining.
The Secretary shall prepare and keep the minutes of each meeting; submit a draft of the minutes to the Chair for review; and, prior to the next meeting, distribute a copy, with such comment as the Chair may append, to each member of the Faculty Senate and to such non-members who have the privilege of attending as may so request.
At any meeting of the Faculty Senate, fifty percent of the voting membership shall constitute a quorum.