1. Procedural Policy August 1st, 2017
Oliver Jacob, Chairperson

2. What is a Procedural Policy?
A procedural policy codifies the basic meeting protocols that are included within Robert’s Rules of Order and simplifies many processes for use in smaller organizations.
The Use of a Procedural Policy supersedes Robert’s Rules of Order in terms of the elements that it addresses.
However, the provisions of Robert’s Rules of Order will stand if the Procedural Policy does not address the issue.

3. Why is a Procedural Policy Necessary?
A Procedural Policy provides a quick reference for Members of Council and constituents to the rules that govern Council and Committee meetings.
One main place for all the information that you need for Council and Committee meetings.

4. Section One: Definition
Provides information and guidance on how interpret the wording of specific provisions within the Policy.

5. Section Two: Rules and Regulations General
Provides an overview of the rules and regulations.
Establishes the requirement for suspending the rules by a 2/3 majority vote.

6. Section Three: Appointment of Members
Establishes what happens when the Chairperson or Deputy Chairperson is absent and provides the statutory requirement for appointing Council and student-at-large members to Committees.

7. Section Four: Meetings
Inaugeral Meeting
Adds the requirement for a “Declaration of Office” as prescribed by the Chairperson.
Refers back to the Council Code of Conduct
Regular Meeting of Council
Date and Time selected by the Chairperson after consulting with Council
If regular meeting occurs on a public or civic holiday, the meeting will shift forward one day.

8. Section Four: Meetings
Annual Meeting Schedule
The Chairperson will report to Council with suggested Regular Meeting dates for the Fall and winter semesters based on feedback from Council.
Special Meetings
Copies the ASU Constitution provisions around the calling of Special Meetings of Council

9. Section Four: Meetings
Emergency Meeting
Establishes the ability for the Chairperson to call an emergency meeting under four circumstances
Urgent, time sensitive or emergency nature
Affects health and safety of students
State of emergency declared
Directed by the Executive Board

10. Section Four: Meetings
Advisory Committees
Creates a process for the selection of student-at-large Committee members and Associate Directors
Posting Period – 14 days
Review and Evaluation by Chairperson with Recommendation to Council
Council makes the final decision with regard to these appointments

11. Section Four: Meetings
Closed Meetings
All meetings are open by default; however, they can be closed when they are concerning sensitive matters.
Security of the Union property
Personal Matters about Identifiable Individuals
Acquisition of Land/Property
Labour Relations
Litigation
Advice under Solicitor-Client Privilege
Any matter authorized under resolution to be discusses in closed session

12. Section Four: Meetings
Closed Session (Training)
A meeting may be closed if held for training or educational purposes and no business is materially advanced.
No voting may take place during a closed session meeting held for training purposes.
Closed Session Attendees include all of Council and any special guests authorized to stay by the Chairperson or Council by majority vote.

13. Section Five: General Rules of Meetings
Meetings will occur in the Beveridge Forum unless the Chairperson authorizes a location change to ensure accessibility.
Communication devices shall only be used for official Council business unless Council decides otherwise by resolution.

14. Section Five: General Rules of Meetings
Seating Arrangements
Call to Order
Quorum (as defined in ASU Constitution)
Curfew
Vacancy
Agenda Items

15. Section Six: Notice of Meetings
Regular Meetings - at least 48 hours before meeting date/time
Special Meetings – at least 24 hours
Agenda packages posted to Website 48 hours before
Print copies will be available for pickup in the Office of the Chairperson if requested.

16. Section Seven: Order of Business
Provides some description on the order and sections of the agenda
Agenda items will be reviewed during the SRC training on August 24th, 2017

17. Section Eight - Motions
Provides procedural information on how to address certain common types of motions

18. Section Nine: Rules of Debate and Conduct of Members of Council
Role of Presiding Officer
Rules for Debate
Time restrictions
Questioning
Respectful Behaviour
Punishments (typically under RONR)

19. Section Ten: Point of Privilege
A member may make a point of privilege at any point if they would like to address Council on a matter that concerns the rights of Members of Council.
Privileged Motion

20. Section Eleven: Point of Order
A Member may make a point of order if they believe that the rules had been violated.
Chairperson will rule on the point of order.
Chairperson may order a Member to cease speaking until point of order is dealt with.
Ruling may be appealed to the entire Council.

21. Section Twelve: Ruling of The Chair
Unless an appeal to the Chair’s ruling is immediately made, the Chairperson’s decision is final.
If appealed, Council will decide the question without debate and its decision shall be final.
Options: Sustain Chairperson’s Decision OR overturn Chairperson’s Decision

22. Section Thirteen - Voting
Any member can request that a recorded vote be taken where the Chairperson or Deputy Chairperson shall note the individual votes of Members in the Roll Call order.
Abstentions are not permitted and all refusals to vote shall be considered in the negative.

23. Final Sections Financial Reports
Monthly report from the VP Finance and Operations
Electronic Conferencing shall be permitted where deemed advisable.
Resolutions - format and requirements
Procedure to be reviewed at least once per term of Council