Frequently Asked Questions About Governance at GCC

 

1.  What is governance?

Governance is a process involving faculty, administrators, classified staff and students in deliberations regarding day-to-day and long-range planning and policies for the college.  The governance structure at GCC organizes the decision making process between several Standing Committees and subcommittees.

 

2.  Where do I find a list of all the governance committees?

All of the governance committees are included on the Blue List which can be accessed at online at: http://www.glendale.edu/staff/governance/

 

3.  What is the Blue List ?

The Blue List is a list of all governance committees on campus and includes the membership composition of each committee. 

 

4.  What do the dates on the Blue List mean? 

The date after the name of each committee member indicates when the member’s term of service is over.  For example, (07-08), this term ends at the close of spring semester 2008.  At that time, the appointing agency has the option to fill the position with another person or re-appoint the current committee member.

 

5.  What is the difference between the committees on the Blue List and the committees that are not on the Blue List?

The committees on the Blue List are governed by the Governance Document. 

 

6.  What is the Governance Document?

The Governance Document is a document that delineates the various standing committees and their sub-committees, the membership makeup of each committee and their inter-relationships.  It defines the structure and mechanism by which campus-wide decisions are made using the input of all college constituencies.  The Governance Document can be found online at:  http://www.glendale.edu/staff/governance/Gov.Doc.2005.htm

 

7.  I want to be a member of a specific committee.  How can I accomplish this?

Contact the Governance Office at ext. 5393 or fstrong@glendale.edu to make known your interest in a specific committee.  When an opening becomes available on the committee, the governance office will forward your name to the appointing agency for consideration.

 

8.  Who appoints people to a governance committee? 

The president in consultation with his/her executive committee, of each agency (Administration, Guild, Senate, CSEA, Confidential, ASGCC), appoints its own representative(s).  These groups are the only agencies allowed to appoint an individual to a committee as a voting member. 

 

9.  I’m going on sabbatical next semester and I’m a member of a governance committee.  Can I send a proxy to my committee meetings? 

If you will be on leave or on sabbatical for a semester, your proxy must be approved by the agency that appointed you.  Contact the president of your agency or the governance office with the information.

 

10.  I’m a student who was appointed to a committee, but I’ve never received notification of meetings.  Who is responsible for notifying students?

The chair of the committee is responsible for notifying all committee members, including students, of meetings.  If you have not been notified of meetings you can contact the chair or recording secretary of that committee.  Committee chairs should notify students of meeting by emailing asvpad@glendale.edu

 

11.  Who is eligible to be a committee chair?

With the exception of a few committees, any voting member of the committee can be elected as chair by other committee members. 

 

12.  How is a member removed?

The agency that appoints a committee member has the authority to remove the member.  Lack of attendance is a reason for removal.

 

13.  Who takes the minutes?

Any member of the committee may take minutes.  Some committees rotate the duty for each meeting.

 

14.  What happens to the minutes after a meeting?

It is the committee chair’s responsibility to forward minutes to the Governance Office, via email within 48 hours of the meeting.  The Governance Office compiles all the minutes that have been forwarded each month and presents them for approval to the Executive Committee in the form of a Consent Calendar.

 

15.  What should be included in the minutes?

The minutes should include the names of all who attended the meeting, as well as a list of those members who were absent.  Motions, action items and information items should be included.  If a motion has been made or an action taken, a rationale for the motion/action should be included in the minutes.  Adjournment time is optional but do include Next Meeting and who recorded the minutes and their office name.  The Executive Committee will refer to the committee’s minutes when considering approval of all items.

 

16.  Who receives committee agendas?

All committee members should receive the agenda at least 4 working days prior to the meeting.  Agendas should be forwarded to the Governance Office via email.

 

17.  How do new members learn what they’re supposed to do on a committee?

It is helpful for new members to attend the Governance Workshop that is offered during the fall semester.  The workshop introduces you to the governance system at GCC and basic procedures for participating in governance.

 

18.  How can I find out what happened at a specific governance meeting?

You can go online and find the most recent copies of minutes that have been forwarded to the governance office at:  http://www.glendale.edu/staff/governance/  If you do not find what you need please contact the chair of the committee.  On the Blue List committee chairs are underlined, this is an email link.

 

19.  How do I know if my committee is following correct procedure?

You can refer to the Governance Document or consult the Governance Review Committee.  You can also refer to the committee’s Mission Statement, which can be found on the Blue List. 

 

20.  To whom do I report problems?

Problems should be reported to the Chair of the Governance Review Committee. (see Blue List)