The Secretary/Historian will call roll at the beginning of each meeting. A quorum (2/3 of the Committee) must be present for any vote beyond meeting procedural matters to be taken during a meeting.
Anyone present may speak on any topic. Speakers may be added to the list at any time. Comments must be limited to five minutes. The Community Concerns section will be limited to thirty minutes, unless extended by the Committee by a majority vote of the members present. At his discretion, the Chair may open a speaker’s list to facilitate orderly discussion. At the end of thirty minutes, the Chair, allowing listed speakers to finish their remarks, will close the speaker’s list.
Should a member of the community wish to address a complex topic or issue the Committee respectfully requests the speaker provide the Chair with their written remarks 48 hours in advance of the meeting. These remarks will be distributed to the Committee to consider before the meeting in the interests of time and better informing Committee members.
The Committee shall provide a sheet of paper on which individuals wishing to speak on Community Concerns may record their names, e-mail addresses, and such other contact information as they please. This information shall be disseminated to all the members of the Committee within 24 hours of the meeting.
After all persons (other than members of the Committee) who wish to speak on a particular issue during Community Concerns have done so, the Chair shall invite discussion of that issue by members of the Committee. During this period, Committee members may ask questions of any speaker. Discussion of each issue will be limited to 10 minutes, unless extended by the Committee by a majority vote of members present. Discussion under this rule shall not be counted towards the time allotted for Community Concerns.
Each of the five Executive officers will brief the Committee on his or her activity since the previous meeting. Committee members may ask questions of each officer. Remarks from each Executive officer will be limited to five minutes, unless extended by a majority vote of the members present.
School Representative Reports
Representatives from two of the University schools designated by the Chair one week in advance will brief the Committee on their activity within their school since their last report. Committee members may ask questions and offer suggestions to any presenting representatives. Discussion about each report will be limited to 10 minutes, unless extended by the Committee by a majority vote of the members present.
Debate on any proposal under Old Business will be limited to fifteen minutes, unless extended by the Committee by a 2/3 vote of the committee present. At the end of the fifteen minute period, the Chair, allowing speakers to finish their remarks, will close the speaker’s list. Proposal sponsors will be granted the right of reply, also limited to one minute. A motion to table a proposal shall require a majority vote of those present.
Proposals should be introduced by their Committee sponsors. Proposals will be introduced for preliminary discussion at least one week before debate and voting take place, except by a 2/3 vote of the Committee present. Debate on a proposal will be limited to 30 minutes, unless extended by the Committee by a majority vote of the members present.
If necessary, the Chair shall decide any matter of meeting procedures not covered by the standing rules, and resolve any ambiguities in the standing rules, but the Chair may be overridden by a motion passed by a majority of the Committee.
*University of Virginia