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Running Effective Meetings: Keeping It Real, Relevant,

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These items are discussed but no action can be taken. ... The union has currently taken the position that they will create the evaluation ... – PowerPoint PPT presentation

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Title: Running Effective Meetings: Keeping It Real, Relevant,


1
Running Effective Meetings Keeping It Real,
Relevant, Effective
Utilizing real life scenarios, this breakout will
explore the legal requirements for running senate
meetings, strategies for running effective
meetings that include two way discourse, and
methods for navigating challenging meetings.
  • Dianna Chiabotti
  • Janet Fulks
  • Phillip Maynard
  • David Morse
  • Richard Tahvildaran-Jesswein

2
The Brown Act!!
  • The Key
  • Commitment to openness and transparency
  • Commitment to public access to information (not
    mere compliance with the law)

3
What does the Brown Act cover?
  • The Brown Act applies to meetings of all
    legislative bodies (GC 54952), including
  • The Board of Trustees
  • Any subcommittee or task force created by the
    Board with a majority of Board members serving on
    the group
  • Any subcommittee or task force created by the
    Board which has defined, ongoing charge (either
    decision-making or advisory) OR has a regular
    meeting schedule set by the Board, regardless of
    Board membership

4
What does the Brown Act cover?
  • A meeting of a legislative body (GC 54952.2)
    occurs whenever a majority of members gather to
    discuss business with their charge.
  • A majority can meet at the following provided
    they do not discuss any business within their
    charge among themselves
  • Attendance at a conference
  • An open meeting of some other group to address
    local issues
  • Social gatherings

5
Does the Brown Act apply to local academic
senates?
  • YES!!!!

6
How does it apply to local senates (as well as
your local board)?
  • Agendas
  • Include time and place
  • Mail agenda one week before meeting
  • Post agenda 72 hours before meeting
  • Special meetings require 24 hour notice and are
    limited to agenda items
  • Senates do not call emergency meetings (which do
    not require 24 hour notice)
  • Allow for public comments before or during
    discussion of agenda items
  • Include all action items on the agenda, with a
    brief description

7
Setting Agendas
  • Who makes the final call?
  • How does this become an inclusive process?
  • What do you do with agenda-monopolizers?
  • How do you remain within a timeframe?
  • What criteria allow you to prioritize items?
  • What do you do with items that are never
    addressed?

8
Key Points to Remember about Meetings
  • All meetings are open
  • Closed sessions are for litigation (e.g., senate
    is or will be sued), personnel matters (e.g.
    evaluation of a senate employee), or negotiating
    with a bargaining agent (which senate does not
    do)
  • All votes are open no secret ballots

9
What to Include on an Agenda
  • Welcome
  • Public Comment
  • Approval of Minutes from Previous meeting
  • Approval of Agenda
  • Action Items
  • Discussion Items
  • Committee Reports
  • Announcements
  • Adjournment

10
Public Comment
  • Members may respond to public comments but cannot
    take action

11
Approval of Minutes
  • This is an approval of generally the previous
    months menus. Minor edits are allowed but not
    substantive changes.
  • What belongs in the minutes?
  • Details?
  • Names?
  • Content?

12
Approval of the Agenda
  • A vote to approve the agenda. Requests can be
    made to change order of items but new items
    cannot be added.

13
Action Items
  • Action can only be taken on items on the agenda
  • Exception Action may be taken on non-agenda
    item IF
  • need for immediate action is found after the
    agenda is posted
  • a vote of two-thirds of members present if more
    than two-thirds of the total membership are
    present, or a unanimous vote if less than
    two-thirds of the total membership is present

14
Discussion Items
  • These items are discussed but no action can be
    taken. The items can be placed on a future
    agenda for action.

15
Yes, there is more to remember!
  • All items distributed before or during meetings
    must be available to the public at the meeting
    (reasonable fees may be charged for duplication)
  • Exception Items under Title 1 Sections 6253.5,
    6254, or 6254.7
  • Be careful of what you distribute at meetings
    they are now public documents
  • Set time limits for discussion, especially public
    comments
  • Use public comments section of the agenda for
    items not on the agenda
  • Keep discussion within the scope of the agenda
    item
  • Bring extra copies of documents
  • If others bring items to distribute, offer to
    send copies later to those requesting them in
    writing

16
Did someone say Bagley-Keene?
  • Brown Act governs meeting access for local public
    bodies
  • Bagley-Keene codifies similar conditions for
    access to public meetings for state agencies
  • Senates are not covered by Bagley-Keene (they are
    not state agencies)

17
What about Roberts Rules of Order?
  • http//www.robertsrules.com/
  • Local senates adopt and incorporate those
    elements that help facilitate debate and the flow
    of meetings
  • Important regarding motions and taking action
  • Consider having a senate parliamentarian
  • Check your local senate constitution and by-laws
    for established processes

18
Importance to debates
  • Understanding motions
  • How to close debate
  • How to limit or extend debate
  • How to refer to committee
  • How to modify wording of a motion
  • How to suspend rules
  • How to divide motion
  • How to table and how to move from the table

19
Finding Your Style
  • Leading meetings as a new president

20
Effective Meetings
  • Inform
  • Provide a two-way information opportunity
  • Take advantage of many minds examining a topic
  • Allow all participants to feel important and
    respected
  • Create responses to agenda items that are
    relevant and inclusive

21
Effective Meetings
  • Include expert input on relevant topics.
  • Provide adequate information, research, data and
    context to make knowledgeable decisions.
  • Guarantee adequate time and input to make an
    inclusive decision.
  • Communicate the conclusions and the relevant
    reasons for that conclusion.

22
Scenarios
  • Curriculum
  • Brown Act
  • Faculty Evaluation
  • Program Review
  • ????

23
Using the Meeting Cards for Specific Topics
Faculty Evaluations
  • Your District is in the process of revising the
    faculty evaluation process. Sticky issues have
    related to the desire of the union to make a
    meaningful evaluation process in order to garner
    a new salary schedule based upon a negotiated
    exchange for revising the process. The faculty
    senate is most concerned that the evaluation
    process consists of adequate emphasis on
    teaching, learning, curriculum development and
    program review. The union does not want to
    include any accountability for faculty fulfilling
    office hours, committee work and college service

24
Using the Meeting Cards for Specific Topics
Faculty Evaluations
  • Major Issues
  • The union has currently taken the position that
    they will create the evaluation process and then
    simply forward the finished product to senate for
    consultation
  • The senate feels that the task should be a
    collegial and collaborative process.

25
Using the Meeting Cards for Specific Topics SLO
process
  • Your college is implementing a policy to write
    SLOs for all your individual courses and programs
    within the next 6 months in order to satisfy
    accreditation requirements. The curriculum
    committee has been directed not to accept any new
    or reviewed curriculum until the SLOs are on the
    COR. There has been no discussion about the COR
    or SLOs in the senate meetings yet

26
Using the Meeting Cards for Specific Topics SLO
process
  • The curriculum committee has taken the position
    that they should evaluate all CORs which now
    includes SLOs.
  • The senate is concerned about the leadership in
    the curriculum committee.
  • The SLO coordinator and the SLOAC (Student
    Learning Outcomes and Assessment Committee) is
    concerned that the curriculum committee has not
    shared their SLO criteria nor spoken with them or
    the faculty about the standards they expect.

27
Using the Meeting Cards for Specific Topics -
Budget
  • Once again the budget year is portending
    disaster. Although you college budget of 82
    million dollars has a 15 million dollar reserve,
    the administration has sent out emails saying
    that this budget will require either a 20 cut to
    every department or an analysis and
    discontinuance of several entire programs. Your
    college has no program discontinuance policy and
    your program review process is not designed to
    identify programs that should be discontinued.
    The budget process has no methodology to deal
    with budget cuts. Every area has had budget cuts
    in the previous years and none can handle a 20
    without real damage to the educational quality.
    The college president has agreed to a budget
    summit to consider what programs should be
    discontinued but is unwilling to consider use of
    the reserves.

28
Using the Meeting Cards for Specific Topics -
Budget
  • The senate has been working on a program
    discontinuance policy but has not yet completed
    it.
  • There are rumors that the administration is most
    interested in discontinuing some of the
    innovative and effective basic skills strategies
    that have been implemented within the last 2
    years.
  • The senate has a budget committee with governance
    represented from all stakeholders but the
    committee has not met for the last 18 months.
  • You have been informed by the administration that
    these decisions must be made in two days.

29
Thank you
  • Please fill out the evaluation
  • Dianna Chiabotti
  • Janet Fulks
  • Phillip Maynard
  • David Morse
  • Richard Tahvildaran-Jesswein
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