Governance TidBits
by Frankie Strong
Governance Office Coordinator
Hello and welcome
to the start of something great: another academic year during which we work together to accomplish many things. On the governance side of the house we meet, we discuss, we take action. As governance committees reconvene, let us keep in mind some good practices to help our decision-making remain on track.
Approval Process
Approval Process for Document, Policy, or Procedures
Last academic year we added important language to the Governance Document (Administrative Regulation 2511), ‘Communication & Operations’ section as follows.
“When written documents, policies, or procedures are approved or edited by governance committee motion, those documents should be agendized, along with the committee’s minutes, by the appropriate standing committee, for its approval of the document, policy, or procedure.”
Keep Information Flowing and Current
- Subcommittees should forward their minutes and motions to the appropriate standing committee no more than 2 weeks after meeting.
- Monthly committee actions are available online within the “Governance Update”
- Unadopted or adopted minutes should be available online within four weeks of the previous meeting (no more than one month after a committee meets).
- Representatives should report back to their constituent leaders.
- Complete the committee self-assessment survey at the start of the fall semester and submit it to the Research and Planning Office.
Representative Best Practices
All members, voting and nonvoting:
- Familiarize themselves with the mission of the committee as indicated on the Blue List and GCC's mission statement.
- Regularly attend meetings; a member may recruit a proxy in the event of absence.
- Know who appointed them and know when their term ends.
- Consult with their appointing agency (Guild, Senate, and CSEA executives, ASGCC cabinet, Administration) for general guidance and for specific concerns about policy proposals.
- In the event of a disagreement about governance procedures, consult Administrative Regulation 2511, the Governance Document, or contact the Governance Review Committee.
- When first participating on governance committees, attend the annual Fall governance workshop.
Chairpersons of the committee:
- Verify that membership matches the Blue List.
- Forward the agenda to the committee three working days before the meeting; include the student government through email (asvpad@glendale.edu); a hard copy may be placed in the ASGCC mailbox.
- Verify that the committee has a quorum (50% of the voting membership plus 1) before action is taken; discussion may take place in the absence of a quorum but no actions or motions can be taken without a quorum.
- Verify that only voting members vote – “Resource” members do not have a vote.
- Forward a “Motions Report” along with appropriate minutes to the Governance office. A schedule for reporting motions and minutes is forwarded to chairs and minutes recorders each month.
- Follow up on actions and decisions taken at the meeting.
Governance is a process involving students, classified staff, confidential employees/managers, faculty, and administrators in deliberations regarding day-to-day and long-range planning and policies for the college. Successful governance creates an environment of awareness on campus. With your participation, we can continue to foster an environment of mutuality and trust while remaining committed to student success.
