Rules & Procedures

Participants

The Chairperson may invite others to take part in meetings for an academic year or for one meeting. They may speak but not vote. Any full-time Fine Arts student may take part in meetings. They may speak but not vote.

Officers of the Council

Council shall approve a Chairperson and a Vice-Chairperson and elect a Parliamentarian upon nominations by Council at the May meeting. Retiring officers may be nominated for re-election.

Council Secretary

Council Secretary shall act as recording secretary to Faculty and the following committees: Executive, AAPPC, and Tenure & Promotion. Council Secretary, in cooperation with the Chair, shall coordinate and administer the work of Faculty Council and its standing committees, maintain the records and papers of Council and its standing committees, and, upon request, its special committees, and make submissions to Senate as required within Senate guidelines.

Meetings of Council

Meetings of Council shall be held every six weeks, from September to May inclusive, unless otherwise called by the Chairperson or motion of Council. Notice of meetings shall be sent six working days in advance and shall also be posted at that time. (Notice shall include motions-agenda-minutes of the last meeting).
Special Meetings

A special meeting may be called by the Chairperson, and must be called by the Chairperson at the request of five members. At least three working days notice must be given and notice shall also be posted at that time. The meeting may deal only with business specified in the notice.

Quorum

Faculty Council: Twelve members including at least one faculty member from each academic unit.

In the event that Council or any standing committee or ad hoc committee of Council is unable to perform its function(s) due to lack of quorum only, the Chair of Council will delegate to the Executive Committee, for resolution, those matters before the Council or the Committee.

Unless otherwise stated, quorum of any standing committee or ad hoc committee of Council is three voting members.

Order of Business

The usual order of business will be:

  1. Call to Order
  2. Remarks From the Chair
  3. Communications and Inquiries
  4. Notice of New Business
  5. Minutes of Previous Meeting
  6. Business Arising from the Minutes
  7. Reports of Standing Committees
  8. New Business
  9. Reports of Officers
  10. Adjournment
  11. General Authority

In cases not covered by the rules and procedures, meetings shall be conducted in conformity with the rules set out in Robert’s Parliamentary Practice.

New Business

A member may bring a matter before Council by asking the Secretary to send a notice of motion, wording the motion with the notice of meeting. If such notice has not been given, the Chairperson shall entertain a request to include new business subject to majority consent of members present without discussion.

Discussion

Members wanting to speak must be recognized by the Chair. A member may not speak to a question after it has been put. A member may ask for a progress report when a standing committee or special committee is reporting. The Chairperson may speak to a question after designating the Vice-Chairperson or another member to take the Chair until after s/he has spoken.

Motions

When a question is under debate no motion shall be received by the Chair except for one of the following purposes:

  • To adjourn Council
  • To adjourn the debate
  • To put the question
  • To refer the matter to an appropriate committee
  • To amend

A motion to adjourn Council or the debate is always in order. No member may speak to such a motion for more than three minutes. A motion to refer to an appropriate committee, unless it is defeated, precludes amendments to the main question. The Chair may request that a motion to amend be put in writing before being debated or put and may call a brief recess for it to be prepared.

Voting

Except as otherwise provided in the rules and procedures (Section 14, 19, 20), a motion shall be decided by a majority of the members present and voting. Officers of Council, including the Chairperson, may vote on any question. No member may cast more than one vote. If there is a tie-vote on a motion, the motion is defeated; on an election, the nomination goes to the person first nominated. A count of the vote may be recorded at the request of the Chair or any member on any motion except one to adjourn Council or debate.

Adjournment

Meetings terminate after ninety (90) minutes unless adjourned earlier or two-thirds of members agree to continue.

Standing Committees

The Standing Committees of Council, as amended by the Executive Committee and ratified by Faculty Council on May 26, 2003 for inclusion in the “Rules and Procedures of Faculty Council”, are as follows: The Executive Committee, the Academic/Administrative Policy & Planning Committee, the Committee on Student Awards, and the Faculty of Fine Arts Research, Grants and Awards Committee.

Committee Requirements

The following specific requirements apply to all Faculty committees:

  • All Committee appointments for Faculty members will be for two years.
  • Faculty membership is staggered with 50% membership retiring each year when possible.
  • Faculty committee responsibility shall be fairly distributed.
  • Chairs of Faculty Committees shall be relieved of all departmental committee responsibilities.
  • All committee meetings are open to all members of the Faculty and agendas are to be circulated or made available upon request.
  • Except where otherwise stated, all committee members have voting privileges.
  • Committees must meet frequently enough to effectively fulfill their activities as charged by Faculty Council.
  • Committees will not normally conduct business during Summer Authority.
  • Committees shall be given sufficient staff and facilities.
  • Chairs of Committees shall not be Departmental Chairs or Heads of Programs.