VII. Division meetings

A. Purpose: Division meetings will be held when there are agenda items and it is clear that the action or participation of the entire division staff is necessary in the decision-making process.

B. Calling and scheduling of meetings:
1. Division meetings shall be scheduled the first and third week of each month, conducted by the division chair.
2. Discipline meetings will be chaired by a member of SAC and will be scheduled a minimum of one discipline meeting per term.
3. Special division meetings may be called and chaired by a staff member after (s)he has gained the support of a minimum of four (4) members representing at least four (4) of the following areas of the Science Division: anatomy/physiology, chemistry, physical science, biology, support staff.
4. Emergency division meetings can be called at the discretion of the division chair and chaired by the division chair.
5. Division meetings shall be scheduled at a time which will encourage the maximum participation of the staff. Times should be selected so that the smallest reasonable number of staff is excluded.

C. Agendas:
1. Agendas for division meetings shall be prepared and distributed to the members by the division chair in consultation with Science Division members at least one (1) working day prior to the meeting.
2. Agendas for special division meetings shall be distributed at the time of their announcement.
3. Agendas for emergency division meetings shall be distributed at the beginning of those meetings.

D. Conduct of meetings:
1. Division meetings shall be conducted according to the "good meeting" guidelines. See Appendix A.
2. Division meetings shall be open, but only eligible votes may be cast and counted. Meetings may be closed by a simple majority of the eligible votes cast.
3. Whenever possible, decisions shall be made by consensus. Consensus is defined as existing when all members present either support or can accept the decision. When consensus is not achievable, a vote may be taken. When voting is necessary a simple majority of the eligible votes of members present shall decide issues. In case of a tie vote, the issue shall be reopened and decided at another meeting.

E. Minutes: Minutes of division meetings shall be duly recorded and distributed to the division members by a division secretary.

F. Voting by proxy is acceptable if proxy guidelines are met. (See I.A.1 of this procedure manual.)