Senate Standing Committees: Rules for Teleconference Meetings and Resolutions in Writing

In the case of an instance where an urgent matter requires resolution by a standing or ad hoc Committee of Senate, or it is deemed expedient not to convene such a Committee in person, the Chair of any Standing or ad hoc Committee of Senate, in consultation with the University Secretary, may determine that any item or items be considered by the Committee of Senate by:  a) teleconference; or b) resolution in writing.

Teleconferences
a) Any meeting held by means of teleconference or other similar electronic means must be conducted by means of technology that enables all participants in the meeting to hear the deliberations of the meeting at the same time.

b) In cases where urgent consideration of an item is required, or the nature or quantum of the business before the Committee is deemed by the Chair to warrant it, the Committee may meet by teleconference or other similar electronic means, provided the conditions of section a) above are met.

Resolutions in Writing

a) If, in the opinion of the Chair of a Standing or ad hoc Committee of Senate, the matter(s) to be considered by the Committee are of a routine nature that an in person meeting or a teleconference is not warranted, the Chair may put a resolution before the Standing or ad hoc Committee of Senate in writing.

b) In placing a resolution in writing before a Standing or ad hoc Committee, the relevant resolution and appropriate background information shall be distributed to members of the Committee. Members shall then indicate their vote in writing to the Secretary within three (3) business days.

c) A resolution in writing supported in the affirmative by two-thirds (2/3) of the voting members of the Standing or ad hoc Committee shall be as valid as if it had been passed at a meeting of the Committee. The results of the vote shall be communicated by the Secretary to the Committee as soon as possible after all the votes are received.

d) A vote in respect of a resolution in writing may be transmitted by e-mail, fax, or any other such written manner providing that the Committee member is clearly identified in the transmittal.

 

 

Approved by Senate November 7, 2012