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Academic Senate Committee on Bylaws Meeting on Wednesday, November 03, 2021

Minutes

The Academic Senate Committee on Bylaws met on Wednesday, November 03, 2021, 12:00 p.m., via Zoom virtual platform


Committee Members in Attendance:

  1. Scott Litroff (Committee Chairperson, English)
  2. Barbara Rome (Committee Member, Nursing)
  3. Weier Ye (Committee Member, English)
  4. Audrey Arias (Student Representative)
  5. Sofia Rosado (Student Representative)
  6. Raymond Lam (Committee Secretary, Engineering Technology)


Liaisons in Attendance:

Liza Larios (President's Designee) 

 

 

 


Business:

The meeting was called to order at 12:00 p.m.

 

 

  1. Opening of Committee Meeting
  • The chair welcomed everyone in the virtual meeting.
  • Meeting agenda of the meeting and the minutes of the meeting on October 6, 2021 were posted in Microsoft Teams.
  • The chair previewed on the topics of (1) the progress in creating a committee document repository, and (2) the addendum to the committee general guideline.
  • The meeting agenda was screen shared at the Zoom meeting. The link to the agenda was emailed to committee members before the meeting.
  • The chair directed all attendees’ attention to the meeting agenda.

 

  1. Review/Approval of October 6 Minutes
  • The link to the minutes Microsoft Teams was emailed to committee members prior to the meeting.
  • The minutes were screen shared at the Zoom meeting.
  • The chair requested members to review the minutes and provide any amendment if needed.
  • The minutes were commented as good.
  • Barbara Rome motioned to approve the minutes.
  • Raymond Lam seconded the motion.
  • All committee members approved unanimously the minutes.

 

  1. Welcome to Student Representatives
  • The chair welcomed Audrey Arias and Sofia Rosado, student representatives of Bylaws Committee, for attending the meeting.
  • The student representatives were encouraged to ask questions and convey their comments.
  • The committee valued inputs from student representatives.

  

  1. Committee Document Repository Update
  • The chair announced a positive update on the creation of a committee document repository after working with David Moretti, Director of Web Services.
  • A plan of implementing the repository included the following steps:
    1. Three to four document entries will be uploaded in a proposed repository website as a test.
    2. The repository website with documents will be delivered to the committee for comments.
    3. Committee members will comment and approve the repository website format.
    4. David Moretti will train committee members on uploading documents in the repository website.
    5. Committee members will upload designated committee documents in the repository website.
  • The repository website will consist of three parts including:
    1. Bylaws Committee year-end reports,
    2. Academic Senate meeting minutes
    3. Motion approvals.
  • A link will be created for each part of the repository website for uploading documents.
  • The following information will be recorded in motion approval documents:
    1. Approval date of motion by the Bylaws Committee
    2. Approval date of motion by the Academic Senate
    3. Details of approved motion
  • Cross referencing among Bylaws Committee year-end reports, Bylaws Committee minutes, and Academic Senate meeting minutes may be needed to determine the motion details.
  • Documents from 2005 to 2020 were to be examined.
  • A repository table, which will be posted in Microsoft Teams, will capture all document information. The table will be shared among committee members. Each committee member will individually update the table.
  • The chair will deliver a few entries to David Moretti for unloading in the proposed repository website.
  • Committee members will be assigned to exam the Bylaws Committee year-end reports and the other documents for determining details of approved motions. The findings are to be updated in the repository table.
  • The chair will determine the total number of entries from 2005 to 2020.
  • The chair will divide the entries and assign them to committee members.
  • December 15, 2021 was the deadline for committee members to examine all documents dated from 2005 to 2020 and update the repository table in Microsoft Teams.

 

  1. General Guidelines Addendum Update
  • Information that is more specific to the current Bylaws Committee guidelines was encouraged to be added to an addendum page.
  • Committee members were assigned the task of examining the guideline.
  • December 15, 2021 is the deadline for committee members to examine the guideline and issue a list for the addendum.
  • The chair will provide an addendum table in Microsoft Teams for committee members’ inputs.

  

  1. New Business
  • No new business was suggested.
  • Audrey Arias, Sofia Rosado, and Barbara Rome requested to join the Bylaws Committee Microsoft Teams team.

 

  1. Adjournment
  • Scott Litroff motioned to adjourn the meeting.
  • Raymond Lam seconded the motion.
  • All members agreed to adjourn the meeting.

 

  1. Action Items
  • Scott Litroff is to create a repository table in Microsoft Teams for capturing document information and provide a link of the table to committee members.
  • Scott Litroff is to determine the total number of entries from 2005 to 2020.
  • Scott Litroff is to assign committee documents to committee members for depositing information in the repository website.
  • Scott Litroff is to deliver two to four document entries to David Moretti for testing the repository website format.
  • Scott Litroff is to create an addendum table in Microsoft Teams for capturing document information and provide a link of the table to committee members.
  • Committee members are to examine committee documents and update the repository table in Microsoft Teams by 12/15/21.
  • Committee members are to examine the Bylaws Committee general guideline and provide inputs in the addendum table in Microsoft Teams by 12/15/21.
  • Raymond Lam is to provide a links of Bylaws Committee Microsoft Team to Audrey Arias, Sofia Rosado, and Barbara Rome. (Completed on 11/3/21).

  

The meeting was adjourned at 12:23 p.m.

  

 


Respectfully submitted,

Raymond Lam
Committee on Bylaws, Secretary

Minutes typed on November 04, 2021

Committee Links

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