College Policy 1.09.01
Procedure for College Committees
Part 1. Proposing a new College Committee
- Any member of the college community may propose the formation of a new ad hoc or standing college committee.
- The proposal is presented to a member of President’s Council or the committee initiator brings a brief proposal to the President’s Council. The proposal must include the rationale for a new committee, including the proposed purpose of the committee, responsibilities of the committee, and a list of benefits for the college community.
- If a new committee is approved for formation, President’s Council will appoint an administrator to serve as the Committee Sponsor, based on the committee’s purpose and content.
- President’s Council will also create a Committee Charge document or assign creation of the charge to the Committee Sponsor.
Part 2. Establishing a new College Committee
- After the President’s Council approves the formation of a new Committee, the President appoints a Sponsor and the Sponsor works with the President’s Council to create a Committee Charge.
- The draft Committee Charge documents will be posted to the online committee site for review and comment and will also be brought to bargaining unit meetings for information.
- The sponsor requests appointments of representative members as outlined in the Committee Charge document, including representative members and subject matter experts.
- Once the committee members are named, the sponsor appoints a chair or co-chairs from the membership.
- The sponsor will determine an appropriate length of term for chair(s) based on the content of the Committee’s work.
- Committee Chairs are required to complete a meeting facilitation training before the Committee’s first meeting
Part 3. Operation of College Committees
- The Office of the President maintains a master list of committees, the charge document for each committee, and the current membership of committees.
- The committee chair or chairs will ensure meeting agendas and minutes are prepared.
- The sponsor will appoint one person in their report line to ensure meeting agendas and minutes are posted in a timely manner, with minutes posted within one week after a meeting is held.
- All committees must have a current Committee Charge document in place.
- The committee charge, agendas, and minutes will be posted in a shared location as designated by the President’s Council, viewable by the College community.
- It is expected that agendas will be posted at least one day prior to each meeting, and minutes will be posted within one week after each meeting.
- Meetings are open to observers and invited guests, but participation in the meeting is limited to the members of the committee unless a guest/observer at a meeting is invited by the chair to provide input.
- If a representative member does not start or discontinues attending meetings, the chair will notify the appointing body for that seat and offer that body the opportunity to appoint a replacement for that member.
Date effective: 10/19/2015
Date last amended: 10/19/2015