Committee procedures

The purpose of this document is to establish a uniform set of procedures for all committees.

Appointment of committees

1. The Board shall create committees, and decide whether they are permanent of have a closing date.
2. The Board shall appoint or elect committee members.
3. The Board shall appoint or elect a committee chairperson.

Appointment of officers and other roles

1. If the committee members decide that officers other than a chairperson are necessary, they shall decide on positions and appoint officeholders from among themselves.
2. The committee may co-opt other persons for specific purposes with the approval of the President.
3. The committee may appoint task groups from among its members on condition that:
1. Each task group shall have a chairperson, who shall be accountable for its activities.
2. Each task group shall have specific objectives, a scope of activity, and a sunset clause.
3. Task groups shall have no decision making powers; their role is limited to bringing recommendations to the Committee.

Reporting

1. The committee will report to the Board at each Board meeting.
   1. Reports (or sections of reports) must be in writing if that are too long or complex. Examples include evaluations, detailed data, proposals, and matters of legal liability (such as research ethics).
   2. For report items of other kinds, an oral report may suffice as long as it is recorded in the Faculty Council minutes.
2. The President may request a report at any time, e.g. for a Board meeting.

Evaluation of committees

1. Evaluation of committee will be done by a group of Board members who are not members of the committee being evaluated.
2. The evaluation group will evaluate the Committee's effectiveness and efficiency at least annually.
3. Evaluation will involve consideration of:
   1. Achievement of its stated purposes and specific objectives
   2. Performance of its core tasks
   3. Stakeholder feedback
   4. Any quantitative data available
   5. Any identified risks and non-compliances
4. Evaluation results to be reported to the Board.

Meetings

1. The schedule for committee meetings will, ideally, be set one year in advance.
2. The committee may hold its meetings at such place or places as they may from time to time determine by consent of all the members.
3. The committee may hold its meetings by conference telephone or other electronic communications equipment as long as each participant can hear the others.
4. The Chairperson will collate agenda topics from members.
5. One week before a committee meeting, the chairperson will provide committee members with a reminder notice and previous minutes, reports, and background materials. Email is the preferred method.
6. The proceedings of each meeting will be recorded in a set of minutes.
7. The person taking minutes will email minutes of meetings within seven days of the meeting.
8. Regular committee meetings may be held without notice at such time and place as shall from time to time be determined by resolution of the committee.
1. The committee may transact any business that comes before it.
2. Any additional business may be transacted at any regular committee meeting.
9. Regular committee meetings will normally be held at least two times a year, and preferably three times.
10. Quorum
1. A majority of the whole number of members shall constitute a quorum for the transaction of business at all meetings of the committee. If less than a quorum shall be present at a meeting, a majority of those present may adjourn the meeting.
2. An act of the majority of the committee members present at any meeting at which there is a quorum shall be an act of the committee.