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SENATE 

?

From

JEAN-PIERRE 

DAEM 

NOTICE OF MOTION - RULES OF SENAT 

Subject

APPROVED MARCH 4. 1974 - PROPOSED 

?

Date__L 

IARCH 

12,1974 

Further to my notice of motion presented at the last Senate meeting, 

the following is the exact text of the proposed amendments to the 

Rules of Senate approved March 4, 1974: 

MOTION: 

"That Senate approve the following changes 

to the Rules of Senate: 

Section 

V. ? 

C. ? 

1.

Second line - omit the word 'qualified.' 

Section 

V. ? 

C. ? 

2.

Change this section to read: 

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'The agenda 

for the open and closed sessions of Senate 

shall be public.' 

Section V. ? 

C. ? 

3.

Omit the sentence - 'This motion may be spoken 

to only by the mover and by one other person 

who wishes to speak against the motion. 

Section 

V. ? 

D.

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1.

First sentence - omit the word 'qualified.' 

Section V. D. 3 . Omit the word 'qualified' in the first sentence 

and change to read, 'Observers may be students, 

faculty or staff of Simon Fraser University, or 

members of the community at large.' 

Section V. D. 5. 

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Delete and replace with: 'No observers shall 

be required to leave the open meeting of Senate 

except if, in the judgment of the Chairman or 

on the vote of Senate by simple majority without 

prior notice of motion, it is deemed that such 

observers have failed to maintain proper conduct.' 

Section V. D. 6. 

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Change to read: 'Members of the press are per- 

mitted to attend the open sessions of Senate and 

do all things normally commensurate with their 

duties in such manner as not to interfere with 

the business of Senate.' 

Section V. F. 1. 

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Delete the second sentence of V. F. 1. 

Section V. F. 4. 

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Fourth line, after 'Departmental Chairmen,' add 

'President of the Student Society, President of 

the Faculty Association, and to the Secretary of 

the Academic Board.' Omit the sentence, 'At the 

discretion.... authorities,' and replace with: 'By 

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request, copies of minutes will be made available 

to any concerned individual. Request for multiple 

•

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copies of Senate minutes may be made available at 

the discretion of the Chairman of Senate or the 

Secretary.' 

Section V. H. 4. 

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Omit completely." 

RATIONALE 

Rules of Senate reflect the mood and atmosphere of the 

University Senate represents. Inasmuch as the present Rules were a 

direct result of the conditions which prevailed in the late 160's 

and that these conditions have changed considerably, Simon Fraser 

University should accept the concept of openness stated in the: report 

of the Commission on University Government for the University of 

Toronto: 

• ? 

"That meetings of all university councils and committees 

be open to members of the university community, university 

media, mass media and members of the community; 

That these meetings may move in camera by the vote of a 

simple majority of the members present, the reasons for so 

doing to be made explicit before a vote can be taken." 

The amendments proposed herein are consistent with the above 

recommendations and are brought before Senate for their consideration. 

7 J

^ -

SiMON FRASER UNIVERSITY

MEMORANDUM

To ?

SENATE 

Subject

RULES OF SENATE APPROVED MARCH 4

1Q7/ -

P'RflPOSFT)

CHANGES 

From ?

N.

With reference to the paper attached, members are

reminded that in our notice of March 21, 1974 information was 

provided cancelling the 

meeting

of Senate scheduled for 

April 1,

1974 as insufficient items were submitted to justify 

a meeting. The communication included the following:

"Attached is a Notice of Motion by Senator J. P. 

Daem. This Notice of Motion pertains to changes 

in Rules. The Rules of Senate provide: 

'Alterations of these Rules of Senate 

shall require written notice at a 

regular meeting of Senate prior to the 

.

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meeting at which a vote on the proposed 

alteration is taken, which vote shall 

require an affirmative vote by two-thirds 

of the voting members present to carry.' 

The

Chairman

of Senate, with the concurrence of the 

Senate Committee on Agenda and Rules, has ruled that

the attachment hereto of this Notice of Motion pro- 

vides the required notice and that the motions will 

be properly before Senate for consideration at the 

May meeting." 

A copy of the most recently approved Rules of Senate 

was distributed on March 13, 1974, and a further copy is attached 

hereto. 

end. 

HME/rn

H. M. Evans 

-Th

S1MQN FRASER UNIVERSITY

MEMORANDUM

el'o ?

MEMBERS OF SENATE 

?

H. M. EVANS 

________________________________________ ?

From.,_

SECRETARY OF SENATE 

RULES OF SENATE 

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MARCH 13, 1974 

Subject

-______

The attached Rules of Senate, as amended and approved by 

Senate at its meetings of December 3, 1973 and March 4, 1974, 

supersede the previous Rules of Senate on the matters covered 

herein, effective immediately. 

.

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(71'

encl. 

HDN /rn 

?

H. M. Evans 

March 4, 1974 

RULES OF SENATE 

I. PREAMBLE 

These Rules of Senate are intended to be in accordance with the 

Universities Act, as amended from time to time. In the event: of any 

conflict the Universities Act shall prevail. 

II. OFFICERS 

A.

Chairman: The Chairman of Senate is empowered and expected to 

take the actions he deems necessary to ensure the orderly advancement 

of the legit-imate business of the Senate. In case the President is 

unable to chair a meeting of Senate, the Academic Vice-President will 

take the chair. 

B.

Secretary: In the absence of the Registrar, the Chairman shall 

appoint a Secretary pro 

.

tern. 

III. MEMBERS (To be recommended later to Senate) 

IV. ELECTIONS (To be recommended later to Senate) 

V. MEETINGS 

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A. ? 

Regular: 

1.

With the exceptions stated here and in (2) and (3) below, 

Senate shall meet once a month on the first Monday of each 

month. When the first Monday of the month is an academic 

holiday, the regular meeting of Senate shall be held on the 

second Monday. At the commencement of each semester, in 

January, May and September, the regular monthly meeting of 

Senate shall be held on the Monday when classes are scheduled 

to begin. 

2.

In exceptional circumstances, the Chairman may postpone a 

regular meeting and instruct the Secretary to inform the 

members as to the new date. 

3.

If in the opinion of the Chairman, there is insufficient 

business to justify a regular meeting, he may-cancel the 

meeting and instruct the Secretary to so inform the members. 

4.

The Secretary of Senate will mail the notice of meeting, 

the agenda, and all available supporting papers to members 

of Senate at least ten days before the meeting. 

5.

In order to make copies of the material pertaining 

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open sessions available to members of the University Community, 

copies of the agenda and supporting papers shall be distributed 

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to Departmental Chairmen and shall be placed in the University 

Library at the time of their distribution to members of Senate. 

5. Meetings will be called to order at 7:30 p.m. 

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B. ? 

Special: 

1.

The Chairman may call a special meeting of Senate for the 

purpose of considering an urgent item of business, when he 

deems it necessary, or on the petition of five members of 

Senate. Only such urgent items of business as are contained. 

in the notice may be discussed at a special meeting. 

2.

The Secretary of Senate shall, at least seventy-two hours 

before the scheduled time of the meeting, notify members of 

Senate, by mail, telephone or telegraph, of the special meeting 

indicating the nature of the business for which the meeting is 

being called. Notice of meeting, including the agenda, will 

be mailed to members of Senate. 

C. ? 

Open and Closed Sessions: 

1.

Meetings of Senate shall be divided into two sessions: an 

open session to which qualified observers may be admitted; a 

closed session for the discussion of business deemed by Senate 

to be of a confidential nature and to which observers shall not 

be admitted. 

2.

The agenda for the open session, shall be public; the agenda 

for the closed session shall be confidential to members of 

• ? Senate. 

3.

An item on. the agenda of the open session can be placed into 

the immediately following closed session, at any time prior 'to 

or during discussion of the item, by successful motion to have 

it so placed, such motion requiring only a simply majority. 

This motion' may be spoken to only by the mover and by one 

other person who wishes to speak against the motion. An identical 

procedure shall be followed if it is wished that an item be 

moved from the closed to the following open session. 

D. ? 

' Observers: 

1.

Provision shall be made for a :Limited number of qualified 

observers at-open sessions of Senate meetings. 

2.

The Chairman shall designate the number of seats to be 

made available for observers; observers shall not exceed the 

number of seats provided for them. 

3.

Qualified observers shall be students, faculty or staff of 

Simon Fraser University, save where Senate or the Chairman of 

Senate may invite or permit other persons to be present as 

observers. 

4.

Observers shall conduct themselves in such a manner as not 

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to interfere with the business of Senate. 

5.

At the discretion of the Chairman, or on the vote of Senate 

by simple majority without prior notice of motion, observers 

may be required to leave the meeting. 

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6.

The editor of The Peak, or his designate, is permitted to 

attend the open sessions of Senate, as an observer. 

7.

At the discretion of the Chairman of Senate, closed circuit 

audio coverage and/or closed circuit television coverage of 

open sessions of Senate may be provided to other areas of the 

University. No provision shall be made for closed circuit 

coverage of closed sessions of Senate meetings. 

E.

Quorum: Eleven members, at least six of whom shall be members 

of faculty elected to Senate, shall constitute a quorum for 

the transaction of any business at any regular or special 

meeting of Senate. 

F.

Minutes: 

1.

Minutes of meetings shall be a brief summary of points made 

in debate and a record of decisions taken. The part played by 

any member in the closed session, other than the mover and 

seconder of motions, should not be recorded in the minutes. 

2.

Shorthand transcripts of open and closed sessions shall be 

made and retained by the Secretary of Senate. Members of 

Senate shall have access to these transcripts. 

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3. Open sessions shall he recorded on audio tape by i:he Secre- 

tary of Senate. A copy of the audio tape shall be placed in 

the University Library. 

4.

Copies of the minutes of the open session with supporting 

papers shall be placed in the University Library and shall be 

open to the University community. Copies of the minutes shall 

be distributed to members of Senate, Departmental Chairmen, and 

to the Secretary of the Academic Board. At the discretion of 

the Chairman of Senate, or the Secretary, copies may be made 

available to other officers of the University or appropriate 

authorities. 

5.

Copies of the minutes of the closed session, with appropriate 

supporting papers, shall be placed in the University Library 

Archives. Access to this material may be authorized by the 

Chairman of Senate. 

C.

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Order of Business: 

1.

Items for open and closed sessions of Senate are determined 

by the Chairman of Senate upon the advice of the Senate Committee 

on Agenda and Rules. 

2.

The order of business for open and closed sessions of 

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regular meetings of Senate shall be: 

Approval of Agenda 

• Approval of Minutes of Previous Session(s) 

Business arising from the Minutes 

Report of Chairman 

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Reports of Committees 

Reports of Faculties 

Other Business 

Notices of Motion 

Information 

3. The order of business of special meetings shall be that 

transmitted in the Notice of Meeting. 

H. ? 

Conduct of Meetings: 

1.

Motions from the floor: Notions from the floor may be 

made orally; however, at the request of the Chairman the mover 

may be required to put the motion in writing.' 

2.

Debate: A member of Senate who desires to speak in debate 

must first obtain recognition from the Chair. A Senal:or who 

has spoken twice on a particular question has exhausted his 

right to debate that question for that session. 

3.

Voting: Elections shall be by ballot. All other voting 

shall be by show of hands, unless a motion to vote by ballot 

is carried. 

4.

Except as otherwise specified in these rules the use of 

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cameras and recorders is not permitted after a meeting has 

been called to order. 

VI. COMMITTEES 

A.

The Senate shall appoint such standing and ad hoc cotrmittees as it, 

from time to time, shall determine necessary and Senate shall determine 

the membership and the method of appointment or electing members to 

said committees. 

B.

Any member of a Senate Committee who plans to be away for one 

semester or more, shall so inform the Secretary of Senate in order 

that a substitute may be elected for the period of the absence. 

C.

1. Reports to Senate: 

a.

A Committee whose first function is regularly to place items 

on the agenda of meetings of Senate shall not preseni: a regular 

report to Senate beyond the submission of agenda itens and the 

necessary supporting materials. 

b.

A standing committee with delegated responsibilities to perform 

duties on behalf of Senate shall report to Senate at twelve-monthly 

intervals, except where otherwise stipulated in the charge to the 

committee; the first report shall be on a date to be agreed upon 

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by the Chairman of the committee and the Chairman of Senate. 

Where Senate ratification of decisions made by a committee is 

required it shall be sought at the time of submission of the 

committee's report; in the event of Senate failing to ratify such 

decision or decisions of a committee, the decision or decisions 

shall stand, and the Senate's failure to ratify shall be inter- 

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preted as an instruction to the committee involved that actions 

of that type shall not be repeated. 

A temporary committee established by Senate to perform a 

limited specified task shall report to Senate by the date 

stated in its charge. 

d.

Existing committees of Senate shall be assigned to categories 

a,b, or c above by the Chairman of Senate on the date of promulgation 

of this rule; the categories of committees to be established in 

future shall be specified in the charge to each committee. 

e.

Any Committee of Senate may, on motion of. Senate or on call 

of the Chairman of Senate, be required to present a report to 

Senate. 

2. Form of Reports of Committees to Senate: 

Committee reports to Senate shall normally include the following: 

a.

A statement of Senate's charge to the committee. 

b.

A statement of actions taken by the committee under the charge. 

c.

Where Senate has delegated powers to the committee, a list of 

the actions that have to be ratified. 

d.

Recommendations if any. Any recommendation shall be in the 

form of a motion and handled in accordance with normal. Senate 

procedures for placing motions on the agenda. 

3. Consideration of Reports: Upon the advice of the Senate 

Committee on Agenda and Rules, the Chairman of Senate shall 

allocate a period of time for informal consideration of committee 

reports. Any recommendation arising from the discussion shall be 

presented as a motion in accordance with the regular practice of 

Senate. 

VII. 

PARLIAMENTARY AUTHORITY 

The rules contained in 0. Garfield Jones, Parliamentary Procedure 

at a Glance (New York; Meredith Press - 1971) shall govern Senate in all 

cases to which they are applicable, and in which they are not inconsistent 

with the Standing Rules of Senate. 

VIII. 

METHOD OF AMENDING 

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Alterations of these rules of Senate shall require written notice 

at a regular meeting of Senate prior to the meeting at. which a vote on the 

proposed alteration is taken, which vote shall require an affirmative vote 

by two-thirds of the voting members present to carry. 

IX.

SUSPENSION OF THE RULES 

A motion to suspend these rules of Senate shall require an 

affirmative vote by two-thirds of the voting members present to carry. 