Thursday, October 23, 2014

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House Rules

ASSOCIATED STUDENT ORGANIZATION

  1. AGENDA FORMAT

      1. Call to Order:

      2. Roll Call:

      3. Approval of Minutes:

      4. Deletions to the Agenda:

      5. Oral Communications:

      6. Old Business:

      7. New Business:

      8. Discussion Items:

      9. Executive Reports:
        1. President’s Report
        2. Executive Vice President
        3. Social Vice President
        4. Vice President for Club Affairs
        5. Secretary’s Report
        6. Treasurer’s Report
        7. Advisor’s Report

      10. Committee Reports:

      11. Senator Reports:

      12. Next Weeks Agenda Items:

      13. Announcements:

      14. Adjournment:

    1. CALL TO ORDER - Senate Chairperson will call regularly scheduled senate meetings to order at 11:00 a.m.

    2. ROLL CALL - Secretary will take attendance of the members present.

    3. APPROVAL OF THE MINUTES - Will include all corrections to the minutes of all previous meetings not yet approved. Approval requires a motion and second. It is non- debatable and requires a majority vote of the members present.

    4. DELETIONS TO THE AGENDA – Items may be deleted from the agenda by a majority vote of the members present. A motion to delete is not debatable.

    5. ORAL COMMUNICATIONS – Will include all reports, comments and questions from non-senate members present at the meeting. Their desire to speak at the meeting shall be relayed to the chairperson prior to the call to order. Again, no items requiring a Senate vote can be brought to the floor. Should non-senate member have an item requiring legislative action, he/she shall bring it to the Senate through the committee system. If an oral report is given, it will be limited to three (3) minutes.

    6. OLD BUSINESS – Will include all those items tabled from previous meetings. Items tabled require a motion and second to take from the table, and a no-debate vote requiring a majority vote of the members present. All items tabled to a specific meeting are automatically taken from the table and require no motion.

    7. NEW BUSINESS – Will include all items requiring a Senate vote. These items include resolutions, endorsements, position statements, and approvals or ratifications.
      1. Procedures for submitting agenda items for New Business:
        1. Items must be in writing with all related materials attached as enclosures. Items must include subject area and a brief summary of what is to be covered.
        2. All items must be submitted to the Recording Secretary by Friday, 3:00 p.m.
      2. If it becomes obvious that an item of new business is having difficulty during debate, and the Senate is unsure of its position regarding that item, the Chairperson shall request a motion to table.

    8. DISCUSSION ITEMS – Items that are brought to the table that are open for discussion. No action will be taken.

    9. EXECUTIVE BOARD REPORTS – Will include all oral reports from the Executive Branch of the Senate. Executive reports will not be on the Senate agenda unless the Recording Secretary is notified by 2:00 p.m., Friday. If an oral report is given, it will be limited to three minutes. Written Executive reports must be typed and placed in all the senators’ boxes seventy-two (72) hours prior to the next meeting.

    10. COMMITTEE REPORTS – Will include progress reports from all committees. Should a committee have an item for legislative action, this item must be brought to the floor under New Business. If an oral report is given, it will be limited to three minutes.

    11. SENATOR REPORTS – Will include all division/school/satellite campus reports. If an oral report is given, it will be limited to three minutes.

    12. NEXT WEEKS AGENDA ITEMS – Secretary will request agenda items for the following scheduled Senate meeting from Executive Board and Senate.

    13. ANNOUNCEMENTS – Will include those announcements from senators, ASO officers, faculty and administration. Again, no items requiring legislative action shall be brought up under announcements. If an oral report is given, it will be limited to three (3) minutes.

    14. ADJOURNMENTS – Will be no later than 12:00 p.m. (This time may be suspended at the
      discretion of the Senate.)

  2. VOTING

    1. A majority vote of the members present is a majority of the members voting. Abstentions do not count as a vote. (Example: A 3-2-6 votes will pass.)

    2. A majority vote of the members is a majority of all senators, present or not. (Example: If there were 15 elected senators in office, a majority would be eight).

    3. A two-thirds (2/3) majority vote of the members present requires an affirmative vote of two-thirds (2/3) of all members voting. (Abstentions do not count as a vote.)

    4. A two-thirds (2/3) majority vote of the members is a two thirds (2/3) majority of all senators, present or not.

    5. Votes Required:
      ITEM VOTE REQUIRED FOR PASSAGE
      1. Resolutions Majority Present
      2. Endorsements 2/3 Majority Present
      3. Position Statements 2/3 Majority Present
      4. Over-ride Veto 2/3 Majority Present
      5. Amend/Revise By-Laws 2/3 Majority All Members
      6. Ratify By-Laws 2/3 Majority All Members
      7. Amend/Revise House Rules 2/3 Majority All Members
      8. Ratify House Rules 2/3 Majority All Members
      9. Budget Item Approval Majority Present
      10. Budget Approval 2/3 Majority Present
      11. Suspend House Rules Majority Present
      12. Agenda Addition/Deletion Majority Present
      13. Table Majority Present
      14. Approval of Minutes Majority Present
      15. Take From the Table Majority Present
      16. Petition for Recall 2/3 Majority Present
      17. Election Chairperson Pro-Temp 2/3 Majority Present
      18. Ratify Parliamentarian 2/3 Majority Present
      19. Ratify President Appointment Majority Present
      20. Censure 2/3 Majority All Members
      21. Removal from Office 2/3 Majority All Members

    6. A role call vote will be required on items 1-4, 9, 10, 13, 15-17, and 19-21. It will be the responsibility of the Recording Secretary for the recording and filing of these votes. The Recording Secretary will also have the responsibility of producing the roll call vote upon request of any ASO member.

    7. For a role call vote, affirmative say "YES", negative say "NO", abstaining say "ABSTAIN".

  3. PROXY VOTES

    1. All proxy votes must be in writing. They must be given to the chairperson, recording secretary or any senator who will be present at the meeting.

    2. The proxy must include the senator's name, the name of the member to whom the proxy is given, the name of the issue to be voted upon, and the vote (for/against).

    3. A proxy vote will be counted as a vote from a member present for that issue alone.

    4. Proxy votes will not be counted on establishing a quorum.

  4. ATTENDANCE

    1. All Senators and required Executive Officers must attend all regular and special senate meetings, and all meetings of committees to which assigned, and are allowed a cumulative total of three (3) absences within a semester.

    2. Executive Officers are required to attend all regular and special executive meetings, and are allowed a cumulative total of three (3) absences within a semester.

    3. Advanced notice of an absence communicated to the Secretary or the Executive Vice President will count as a half (1/2) absence.

    4. Every Tuesday during college hour, there must be an ASO booth. At this booth at least two (2) senators are to be available to assist, promote, and answer questions that passing students may have which are relevant to the ASO. All senators must comply with at least five (5) hours per semester at the ASO booth. These hours are non-transferable and are mandated duties separate from “office hours”.

  5. TARDYNESS

    1. Arriving to a meeting after it has been called to order will count as a half (1/2) absence.

    2. Leaving before a meeting has been adjourned will count as a half (1/2) absence.

    3. Arriving to a meeting more than ten (10) minutes after it has been called to order will count as a full absence.

    4. Leaving a meeting more than ten (10) minutes before it has been adjourned will count as a full absence.

  6. REMOVAL FROM OFFICE

    1. The process to remove a Senator from office will begin when three (3) absences have been recorded within a semester.

    2. The Senator will be required to attend the next scheduled meeting if he/she wishes to give an explanation for their absences.

    3. To remove a Senator from office requires a 2/3 majority of all members.

    4. If the Senate chooses not to remove a Senator after three (3) recorded absences, the removal procedure will begin again after the next full absence has been recorded.

  7. DEBATE

    1. Debate must be conducted in a orderly manner. Those wishing to speak must raise their hands to request recognition from the chair.

    2. The Senator who moved the motion will be the first speaker on that motion.

    3. Speakers will be given the opportunity to speak in the order of their recognition.

    4. If a question is directed to any senator, his reply to that question will take precedence over other senators requesting the floor.

    5. All debate not recognized by the chairperson will be out of order.

    6. All those who are not senators and wish to address the issue must raise their hands in request for recognition. They may be recognized by the chairperson or any senator. All other comments will be out of order. Recognition of a non-senator by a senator will be done in accordance with paragraphs XV-A and C.

    7. Debate should be as brief as possible. Should the debate become redundant, or deadlocked, the chairperson will request a call for the order of the day, or for a motion to table.

  8. MINUTES

    1. The Recording Secretary must have the responsibility to properly record all business discussed at the Senate meeting.

    2. All resolutions must reflect its number, name of the senators who moved and seconded, pass or fail, any tabling motions, and the count of the vote.

    3. All endorsements and position statements must reflect the names of the senators who moved and seconded, pass or fail, any tabling motions, and the count of the vote.

    4. All information covered on Executive and Committee reports, Oral Communications and Announcements must be recorded, with the name of the speaker.

    5. Copies of the minutes must be distributed to all senators prior to the next meeting. They must also be posted at designated areas for the student body's convenience.

  9. AGENDA PREPARATION/POSTING

    1. The agenda must be prepared as outlined in Item I (page H-1) and must conform to the requirements of the Ralph M. Brown Act.

  10. FILLING OF VACANT SENATE SEATS

    1. Should a vacancy occur on the Senate, steps must be taken to fill that vacancy with the person possessing all qualifications required for an elected senator.

    2. Upon notifications of a vacancy, the chairperson must address the Senate and make his/her recommendation as to whether the vacancy should be immediately filled, or to fill it in the next general election. If the upcoming election is more than one month away, attempts should be made by the Senate to fill the vacancy.

    3. Should the Senate choose to fill the vacancy, the chairperson must insure the proper publicity be given to the vacancy, and that petitions for the vacancy be submitted to him/her within ten (10)
      school days of the day the vacancy was publicly announced.

    4. Upon receipt of the petitions, the Student Activities Advisor must insure the candidates meet all qualifications, and the chairperson will present the candidates at the next regular Senate meeting. The chairperson will ask each candidate the same list of questions.

    5. The senators must view the petitions, be informed that the qualifications are met, hear the candidates comments, and vote for the candidate(s) of their choice.

    6. The vote must be by secret ballot and counted by the recording secretary and chairperson. A majority vote of the members present will elect the candidate.

    7. The chairperson will introduce the new senator(s) to the Senate and swear him/her into office.

  11. CHAIRMAN PRO-TEMPORE

    1. The Chairman Pro-Tem must be elected by a two-thirds (2/3) majority of all members present at the first meeting of the senate each semester.

    2. The Chairman Pro-Tem must serve for the length of the semester elected and until a new Pro-Tem is elected.

    3. The Chairman Pro-Tem must be a senator or executive officer during the semester previous to his term as chairman Pro-Tempore.

    4. Duties of the Chairman Pro-Tempore:
      1. Fulfill all duties of the chairperson of the Senate in his/her absence.
      2. Authorize agenda items prior to the call of order.
      3. Preside over the Senate when the chairperson desires to enter into the debate.

  12. GENERAL RULES

    1. All doors must be closed prior to the call to order. (Recording Secretary's responsibility).

    2. No food will be consumed in the senate chamber during senate meetings.

    3. The chairperson must insure the orderliness of meetings. He/she shall request all those out of order and/or refusing to act orderly to leave the senate meeting.

    4. No insulting verbal and/ or nonverbal behavior.

    5. No obscene or offensive materials will be posted and/ or passed.

    6. No personal verbal and / or nonverbal communication.

    7. Furniture will be used for the purpose intended.

    8. Executive officers, members of the Senate, and advisors may be seated at the senate table during the senate meeting.

    9. Only ASO officers and advisor(s) must be seated at the senate table during the senate meetings.

  13. CODE OF ETHICS

    Part I
    We, the Associated Students of Southwestern College (ASO), respect the dignity and rights of all people: students, academic faculty, classified staff and administrators.


    1. We recognize that all people deserve respect regardless of their cultural background, gender, ethnicity, race, religious beliefs, political ideologies, disabilities, sexual orientation, age, or socioeconomic status.

    2. We are careful to avoid using any personal power we may possess (whether it be physical, intellectual, academic, sexual, racial, and social) to exploit or intimidate other people. We refrain from imposing on people our personal attention if it is not welcomed.

    3. When it is necessary and appropriate to publicly challenge the beliefs or actions of a person, we strive to do so with sensitivity. We make an attempt to preserve the dignity of that person. We accept the challenge of attempting at all times to build people up rather than tear them down. This applies to our treatment of each other and those around us, whether the setting be business or social.

    4. We recognize that being a member of this organization involves participating in an environment in which freedom of expression is of paramount importance to ensure total student input on policy development and the free exchange of ideas. We also realize the need to demonstrate respect for our fellow ASO officers as well as the students of this community college district when making public comments about colleagues and students.

    5. We are careful to avoid dual relationships that may involve incompatible roles and conflicting responsibilities.

    6. Our job as student representatives must not affect our roles as impartial arbitrators in any and all grievances between students to students, faculty to students, etc. We strive to attempt conflict resolution and prevent minor problems from becoming major issues.

    7. We respect the roles of administrators, academic faculty, and staff members and fully understand that they have different viewpoints and ideas that may not always be the same as students view. We will try to resolve any problem with due respect, which includes professional courtesy avoiding surprises at all times. We must act with integrity and maturity in any negotiation with our administrative counterparts (Administrators, Board of Trustees, Academic Senate, Classified Senate or other staff or student organizations.).

    Part II
    We, the members of the ASO, strive for honesty in representing all community college students in the Southwestern Community College District (CCD) through a process that includes stimulating representation through honest and open debate; and through the total documentation of all actions, positions, and decisions which the ASO may take.

    1. We facilitate the representation process by providing for a comprehensive system of delivering information to community college students.

    2. We strive to maintain proper dissemination of our minutes and agendas to all community college Students.

  14. AMENDING, REVISING OR SUSPENDING THESE HOUSE RULES

    1. These Senate House Rules may be Amended or Revised by a two-thirds (2/3) majority of all members. All proposed amendments or revisions must be introduced in the form of a resolution and presented at the meeting under New Business.

    2. Any of these House Rules may be suspended on a meeting to meeting basis. A motion and second to suspend a House Rule (such as time of adjournment), and a majority vote of the members present is required for suspension.

  15. RATIFICATION

    1. These House Rules will be effective upon approval of a two-thirds (2/3) majority of all Senate members.

    2. Revisions will be recorded as in the By-Laws.

REVISED AND APPROVED:

May 14, 1981
August 6, 1987
March 5, 1992
March 3, 1994
May 28, 2000
July 24, 2001
February 20, 2003
February 5, 2004
May 13, 2004