TWUGSA
Enhancing the Graduate Student Experience

Self Governance

Our Governing Documents

Meeting Policy

Meeting Policy

I          Executive Council Meetings

A       There shall be an Executive Council meeting, which shall be the forum for the discussion of all business, according to the agenda set by the Executive.  It shall meet at a minimum once weekly, throughout the academic year, May-April, at the time and place specified by the President.

B       Attendance at Executive Council meeting is mandatory for all Executive council members, both elected and appointed.

C       It shall be mandatory that there be at least one Executive council meeting of the newly elected council members, prior to the end of the academic year in which they were elected, at which time the preliminary expenditure budget is proposed.

II       Graduate Student Council Meetings

A       There shall be a regular TWUGSA meeting to discuss issues, campus concerns, and Student Association projects at minimum once every two weeks of the academic school year (three semesters).

B       Meetings shall be held as planned by the TWUGSA council members, throughout the academic year, at the time and place specified by the President and the Vice President.

C       The agenda for the regular meeting shall be sent or delivered to each TWUGSA council member at least two business days before the date fixed for such meeting.

D       Attendance at TWUGSA meetings is mandatory for all TWUGSA council members including the program representatives and administrative assistant.

E        For a meeting to be considered an official Graduate Student Council Meeting there needs to be a quorum present. A quorum represents a majority of Council members, including at least one Executive member. If a quorum is not present, the meeting is automatically adjourned.

F        Public notice shall be properly given and posted for all agendas, minutes, and any changes.

G       Attendance status is to be formally recorded in minutes of weekly council meetings.

III     Special Meetings

A       Special meetings may be called by the President, Vice President, or a majority of the TWUGSA council members. TWUGSA council members have the right to call a meeting themselves after consulting with executive council members.

B       A written notice for a special meeting, stating the purpose of the meeting, shall be delivered to each TWUGSA council member not less than forty-eight hours prior to the time of meeting. Written notice or an accepted email shall also be sent not less than forty-eight hours prior to the meeting.

IV    Emergency Meetings

A       Emergency meetings may be called in the event that matters should arise which require consideration and/or action before the next regular meeting of TWUGSA or special meetings.

B       Emergency meetings may be called by the President, Vice President, or a majority of the TWUGSA council members.

C       A written notice of an emergency meeting, stating the purpose of the meeting, shall be delivered to each TWUGSA council member not less than twenty-four hours prior to the time of meeting. Written notice or an accepted email shall also be sent not less than twenty-four hours prior to the meeting.

D       Such submission shall be accompanied by particulars of the matters to be considered and the terms of any resolution proposed with respect thereto.

V       Procedures:

A       Unexcused absences to the TWUGSA regular meetings and the special meetings are subject to the following penalties:

a         Following one unexcused absence per semester, a warning shall be issued.

b        Following two unexcused absences per semester, a council member receiving a stipend will forfeit 15% of his/her stipend, to a maximum of $150.

c         Following three unexcused absences per semester, a council member receiving a stipend will forfeit 50% of his/her stipend, to a maximum of $500.

d        Following four unexcused absences per semester, a council member will forfeit his/her office, with subsequent loss of stipend on a pro rata basis

B       An absence is deemed excused or unexcused by at least one of executive council members, whose decision may be appealed to the TWUGSA council.

C       The President and Vice President may give non-members of the TWUGSA the right to speak in regular, special, and emergency meetings.

TWUGSA