Committee Chair and Vice Chair Deadlines and Responsibilities
Committee Chairs are elected by each committee after elections or a new group of senators. There are administrative roles responsible primarily for organizing meetings and taking minutes. As a leader in the Student Senate, it is your responsibility to ensure Senate is running smoothly and good work is taking place during committee meetings. Be sure to: • Communicate with your committee. Members need to know what will be discussed at meetings, how to review legislation, and standard rules for meeting processes. Be sure all members are included on GroupMes, Emails, and any online files or documents. • Announce your meetings in a timely fashion. Statutes require that meetings be publicly posted at least 24 hours prior to the meeting. A good rule is to book the space a week ahead of time to get it posted and let folks know at Senate when you will be meeting. • Invite speakers, Senators, and candidates. Make meetings an efficient use of time by inviting speakers and guests, including any forwarded candidates or Senators whose legislation will be heard to the meeting via email.
• Follow an agenda. The best meetings are ones where everyone knows how to engage, what is coming up next, and how to prepare. Send out your agenda ahead of time and help Senators be ready! • Document proceedings. Committee minutes are posted online the morning after your meeting, and serve as the historical record of legislation, votes (names required). Final actions in minutes should be BOLDED. If legislation will go to another committee, be sure the proper Chairs and Vice Chairs are included in your communication. • Do Your Homework. An educated meeting leader can ensure good work happens in Committee. Review legislation, Statutes, Rules, and policies prior to the meeting. Help Senators think through questions, and come prepared with historical knowledge, and have resources available for the Committee to make informed decisions.
Taking Minutes Each committee must post minutes online for viewing. Be detailed, and be sure to capture the following information: 1.
The name of the vote
4. Legislation edits
2. Motions and seconds
5. Time, date, location
3. Amendments
6. Attendance
20 Student Senate Guide 2019-20
