Contents
Cal Poly Pomona

Organization Procedures

3.1 Selection and Duties of the Chair

3.1.1

Election of the chair

3.1.1

Students only may be nominated.

3.1.1.2

A majority of all voting members must participate in the elections.

3.1.1.3

Absentee votes will be accepted only within five (5) calendar days of the election.

3.1.1.4

Votes shall be by show of hands.

3.1.1.5

Term of office will be for one year.

3.1.2

Duties of the Chair

3.1.2.1

Preparation and timely distribution of the notice and agenda for all regular and special meetings of the committee as outlined in the Open Meetings Guidelines of the Ed. Code.

3.1.2.2

Call of regular and special meetings.

3.1.2.3

Preside at all meetings of the Fee Committee and ensure that Fee Committee practices are consistent with these Guidelines and accepted parliamentarian procedures as outlined in Roberts Rules of Order.

3.1.2.4

Along with staff support from Administrative Affairs, preparation of the committee's annual report of recommendations to the President.

3.1.2.5

Represent the Fee Committee before all campus and other organizations on matters of interest to the committee, subject only to any limits the Fee Committee may wish to impose.

3.1.2.6

The Chair shall have the privilege of voting on all matters and freely entering into discussions.

3.2 Selection and Duties of the Vice Chair

3.2.1

Election of the Vice Chair

3.2.1.1

Students only may be nominated.

3.2.1.2

A majority of all voting members must participate in the election.

3.2.1.3

Absentee votes will be accepted only within five (5) calendar days of the election.

3.2.1.4

Votes shall be by show of hands.

3.2.1.5

Term of office will be for one year.

3.2.2

Duties of the Vice Chair

3.2.2.1

In the absence of the Chair, the Vice Chair will assume all responsibilities of the chair.

3.2.2.2

The Vice Chair shall assist in the responsibilites of the Chair in an "as needed" basis.

3.3 Meetings

3.3.1

The committee shall hold regular meetings according to a calendar establised by the Fee Committee at the beginning of each quarter.

3.3.2

Notice of regular and special meetings shall be publicized in advance according to the schedule established at the beginning of the quarter and in accordance with the Education Code.

3.3.3

A quorum must be present for the Fee Committee to take action. A quorum shall constitute a simple majority of the voting members (one half of the members plus one).

3.3.4

Meetings may be called during the summer period. If quorum is not established, members may serve in a non-binding consultative process.

3.3.5

As the Fee Committee deems necessary, and as time permits, it shall extend an invitation to the President or his designee to attend a regular meeting. The purpose of this meeting will be to update the President on the progress of the Fee Committee, advise of any problems the Fee Committee may be having in accomplishing its assigned tasks, and to receive an update from the President or designee on matters which may be useful in completeing the Fee Committee's assigned tasks.

3.3.6

The President and the Vice Presidents for Academic Affairs, Administrative Affairs, Instructional and Information Technology, Student Affairs, and University Advancement shall be notified in advance of all meetings of the Fee Committee.

3.4 Minutes

3.4.1

Staff to the committee shall be responsible for taking of minutes at all meetings.

3.4.2

Minutes shall be approved at the following meeting.

3.4.3

Minutes and agendas shall be distributed to all voting and ex-officio Fee Committee members as well as the President and each Vice President.

3.5 Staff for the Committee

3.5.1

Staff support shall be supplied by the Administrative Affairs Division.

3.6 Subcommittees

3.6.1

The Fee Committee may establish subcommittees to assist in carrying out the ojectives of the Committee.

3.6.2

As a result of their, subcommittees shall develop written recommendations and submit them for approval to the full Fee Committee.

3.7 Additional Guidelines Where Needed

3.7.1

Roberts Rule of Order shall apply on any matters upon which these guidelines are silent.