Bylaws and Policies

Council Administration Committee Standing Orders

1 Mandate

  1. In accordance with Bylaw 100 of the University of Alberta Students’ Union, the Council Administration Committee
    1. has authority to amend, adopt, or rescind the Standing Orders of Students’ Council after an initial set of Standing Orders have been adopted by Students’ Council;
    2. shall make recommendations to Students’ Council on the structure of Students’ Council and its Standing Committees;
    3. shall oversee the Speaker and the Chief Returning Officer of the Students’ Union;
    4. shall oversee the progress of Students’ Council legislative agenda;
    5. shall recommend to Students’ Council a candidate for the position of Chief Returning Office on or before April 15 of each year.
    6. shall review recommendations of the Discipline, Interpretation and Enforcement Board within two meetings of release of the ruling.

2 Meetings

  1. Quorum of the Council Administration Committee shall be three permanent voting members.
  2. The Council Administration Committee shall hold a meeting, coordinated through the Speaker of Students’ Council, before the first meeting of its Students’ Council in order to:
    1. elect a chair from within its voting membership;
    2. set initial standing orders; and
    3. adopt a meeting schedule.
  3. Additional meetings of the Council Administration Committee may be called by either the Chair or three permanent voting members of the Committee, provided that:
    1. every permanent member has received at least seventy-two hours’ notice of the meeting; or
    2. every permanent member consents to the meeting taking place.
  4. Meeting of the Council Administration Committee may be cancelled by:
    1. a simple majority vote of the Committee to amend the meeting schedule, or
    2. the unanimous consent of all permanent members to the cancellation
  5. Meetings of the Council Administration Committee shall be open to the public, unless the Committee moves in camera.

3 Membership

  1. Should a vacancy on the Council Administration Committee occur, then the Committee shall recommend the nomination of additional member(s) to Students’ Council at its next meeting.
  2. Should the Chair of the Council Administration Committee leave the voting membership of the Committee, the position of Chair shall be considered vacant and a new chair shall be elected at the next meeting.
  3. The Speaker of Students’ Council shall be a non-voting member of the Council Administration Committee.
  4. All voting members of Students’ Council, except for short-term proxies, shall be voting members of the Council Administration Committee.

4 Chair's Responsibilities and Duties

  1. The Chair of the Council Administration Committee shall be a permanent voting member.
  2. The Chair of the Council Administration Committee shall:
    1. arrange for the booking of a meeting room, when necessary, for meetings of the Committee;
    2. arrange for the preparation and distribution of the Committee agenda;
    3. moderate debate at meetings of the Committee;
    4. respond to the questions of members of the Committee in a timely fashion;
    5. assign duties to members of the Committee, such duties pertaining to the fulfilment of the mandate of the Committee;
    6. maintain the Standing Orders of the Committee; and
    7. submit reports to Students’ Council, as required.
  3. Should the Chair of the Council Administration Committee be absent from a meeting of the Committee, the Committee shall then elect an interim chair from within its permanent voting membership for the duration of the meeting.
  4. The Chair of the Council Administration Committee may be removed from the post of chair by a simple majority vote of the Committee.
  5. The Chair shall work with the Speaker and Administrative Assistant to ensure the logistical needs of CAC are met.
  6. The Chair shall facilitate a meeting of the Chairs of the Standing Committees of Students Council at minimum once a trimester.
  7. The Chair shall facilitate a turnover procedure, at the last meeting of the Chairs, no later than April 30th.

5 Member Responsibilities and Duties

  1. The Council Administration Committee may recommend to Students’ Council, by a simple majority vote, the removal of any permanent member who is not carrying out their duties in contributing to the fulfillment of the mandate of the Committee.
  2. Members are required to attend all meetings of the CAC.
    1. Failure to attend or send an appropriate proxy to 50% of meetings in a trimester will result in immediate removal from CAC.
  3. Shall be considered present should a proxy be appointed and attends as per Bylaw 100.

6 Proxies/Guests

  1. To appoint a proxy to the Council Administration Committee, the member thereof must provide a notice to that effect to the Chair of the Committee:
    1. stating the name and e-mail address of the eligible member of Students’ Council who will serve as proxy,
    2. indicating the duration of the appointment, and
    3. that is signed by the appointing member of the Committee or e-mailed to the Chair of the Committee no later than two hours prior to the Committee meeting.

7 Administration

  1. The Administrative Assistant of the Students’ Council will:
    1. Book meeting rooms for meetings of the Committee.
    2. Book Minute Takers for each meeting of the Committee.
    3. Structure Agenda’s for each meeting based on the Orders of the Day submitted by members of the Committee and any referrals from Students’ Council.
    4. Notify the Committee of Meetings through the Agenda.
    5. Distribute the Agenda and Minutes to members of the Committee.
    6. Ensure paper copies of the Agenda are printed for the Chair to bring to each meeting.

8 Records

  1. The Chair of the Council Administration Committee shall ensure attendance is taken at each meeting of the Committee.
  2. In the event that a Minute Taker is not present at a meeting of the Council Administration Committee, the Chair shall assign the task of recording the minutes of the meeting to one of the members of the committee.
  3. Members of the Council Administration Committee may amend their comments in the minutes when the minutes are being approved by the Committee.
  4. The Chair of the Council Administration Committee shall, after each meeting of the Committee, submit to Students’ Council a report including:
    1. any decisions made by the Committee acting under the authority delegated to it by Students’ Council;
    2. any recommendations made by the Committee to Students’ Council;
    3. any standing orders adopted by the Committee; and
    4. the last approved Minutes of the Committee.

9 Rules of Order

  1. The Chair of the Council Administration Committee will use their discretion in administering an informal style of Robert’s Rules of Order to conduct the business of the meeting.

10 Orders of the Day

  1. Right of Submission by Committee Members
    1. Any voting member of the Council Administration Committee may submit Orders of the Day to be considered by the Committee.
  2. Order of Business for the Council Administration Committee shall be:
    1. Introduction
    2. Call to Order
    3. Approval of Agenda
    4. Approval of Minutes
    5. Chair’s Business
    6. Old Business
    7. New Business
    8. Discussion
    9. Confirmation of Next Meeting Date
    10. Adjournment
  3. Deadline for Submission
    1. Orders of the Day must be submitted to the Chair of the Council Administration Committee and the Administrative Assistant to the Students’ Council by noon on the business day prior to the Committee meeting.
  4. Publishing
    1. The agenda package for the Council Administration Committee will be published in the following manner:
      1. an electronic copy will be e-mailed to the Committee members by the day before the meeting, and
      2. paper copies will be provided at the Committee meeting upon request.
  5. Special Orders
    1. The Order of Business notwithstanding, the Chair may designate any Order of the Day a Special Order.

11 Standing Orders

  1. The Standing Orders of the Council Administration Committee may be amended by a simple majority vote of the Committee, with such changes being reported to Students’ Council.
  2. The Standing Orders of the Council Administration Committee do not expire, but shall be reintroduced at the Committee’s first meeting.

12 The Chief Returning Officer of the Students' Union

  1. The Council Administration Committee shall be responsible for the interviewing and recommendation of a Chief Returning Officer for the next year.
  2. The Council Administration Committee shall be responsible for overseeing the activities of the Chief Returning Officer throughout the year.

13 The Speaker of Students' Council

  1. The Council Administration Committee shall ensure that the Speaker of Students’ Council is seeing to the logistical and procedural concerns of Council.

14 Students' Council Retreats

  1. The Council Administration Committee shall delegate the task of planning and implementing the Council retreats to Discover Governance. All final schedules shall be approved by the Council Administration Committee.

15 Students' Council Standing Committees

  1. The Council Administration Committee shall review the progress of all Standing Committees:
    1. at its first meeting in June to ensure that Committees:
      1. have met,
      2. have set a meeting schedule for the first trimester,
      3. have adopted a set of Standing Orders, and
      4. have set goals and started on their legislated Agenda;
    2. at its last meeting in August to examine progress during the first trimester;
    3. at its last meeting in December to examine progress during the second trimester
    4. at its first meeting in March to examine progress during the last trimester.

16 Council Administration Committee Fund

  1. The Council Administration Committee shall be responsible for funds designated in the Discover Governance budget as Council Administration Committee Fund.
  2. Funds shall be used at the discretion of the Council Administration Committee.

17 Confidentiality

  1. All members shall ensure the security and confidentiality of sensitive information that comes into their possession by virtue of their membership on the Council Administration Committee.