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Standing Committee Chairs and Secretaries

First Fall Meetings

The first meeting of a standing committee in the fall is partly about passing the baton. The outgoing chair should prepare the agenda--- which should note the date, time and place of the meeting as well as the membership of the committee.  The outgoing chair should send the agenda to the Faculty Secretary and the Faculty Administrative Support so it can be posted to the committee website.  The outgoing chair should line up someone to take notes during the meeting, and run the first meeting of your (former) committee, through the election of the incoming chair.  After the election, turn the meeting over to the incoming chair.  

Incoming chairs, the statutes call for you to appoint a secretary.  Please do so upon election or be sure that the person taking notes at that first meeting can stay and shepherd the minutes through until approved by you. In any case, get someone on your committee to serve out the year as secretary before the second meeting.

Chairs and Agendas

The chair of each committee prepares the agenda and distributes it no later than five working days before a meeting. Please include the Faculty Secretary and the Faculty Administrative Support when you send the agenda to your committee. The agenda should note the date, time and place of the meeting as well as the membership of the committee. The first item on every agenda is the call for a quorum. The second item on every agenda is approval of minutes from the last meeting.

The statutes establish that a quorum for standing committees at SPSU is greater than 50%. Every meeting should start when the chair announces that a quorum is present. After a quorum, the chair should either announce that the minutes of the last meeting were approved by electronic vote, or should ask the committee to approve the minutes of the last meeting.

Secretaries and Minutes

The standing committee secretary is responsible for preparing and dispersing minutes.  Every set of minutes should note the date, time, and place of the meeting. Minutes should always have a list of those present--- elected members, ex-officio members, and guests--- with a note of elected members who are absent. The first item in the minutes should be that there was a quorum.  The second item in the minutes should address the matter of when and how the minutes of the last meeting were approved. 

Apart from the minutes, each committee secretary will generate a list of recommendations from the committee to the general faculty. It should be made clear by the chair during the meeting when a recommendation to the general faculty is under consideration. This will be most, but not all, of the business of the meeting. Please note all recommendations that may require faculty approval on your list. This list will appear on the agenda of the next general faculty meeting.

Secretaries should prepare minutes and put them before the committee chair for his or her approval as soon as practicable after the meeting.  Once the committee chair and secretary agree on the minutes, the minutes must be approved by the committee.  Approval may be conducted electronically (email, for example) or at the next meeting of the committee. Once approved, forward the minutes, along with the list of recommendations to the faculty, to the Moderator, Secretary, and Administrative Support