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Public Works Diversity Committee <br /> MEETING PROTOCOLS <br /> I <br /> Chair/Vice-Chair. Roles & Responsibilities <br /> ~ Chair and Vice-Chair are to attend monthly Diversity Advisory Council (DAC) meetings and report back to the <br /> ~ department committee on a regular basis. Also responsible for keeping online minutes and notes up to date. <br /> Length of term of service <br /> Chair -One year. Vice-Chair -two years. The first year will be as Vice-Chair, the second year will take over as <br /> I Chair, and a new Vice-Chair will be selected. <br /> i <br /> Agenda <br /> j The meeting convener will develop and distribute the agenda prior to meetings. Committee will then prioritize <br /> agenda at the beginning of each meeting. <br /> ~ Convener <br /> Rotate alphabetically -Chair to develop year-long schedule with locations. Agreement reached that if the convener <br /> is absent, the next person in line will convene and the absent member will take the role for the next meeting. <br /> Minutes taker <br /> . Minutes are currently being taken by a minutes recorder. <br /> Absences <br /> Report to convener if committee member knows he/she will be absent from a meeting. If unsure of who convener <br /> is, contact Chair or Vice-Chair. It was emphasized that situations do arise that will occasionally prevent attendance <br /> at committee meetings. This should not be viewed as an indication of lack of commitment or interest. <br /> I~ <br /> ! Respectfullistenin'g <br /> Minimize body language that indicates strong agreement or disagreement with what's being said. <br /> End of meetings <br /> j Wrap up and summarize discussions, especially what decisions have been made. <br /> f Visitors <br /> To minimize unproductive time, schedule visitors for a specific time on the agenda. <br /> i <br /> i Decisions <br /> Engaged in a round-table discussion about how decisions will be made by the group. After much discussion, <br /> agreement was reached that decisions will be made by consensus. Also discussed whether or not a quorum was <br /> necessary, for making decisions. Agreement was reached that no quorum was necessary to make decisions. <br /> Members present will have the authority to make decisions for the entire group. If we know in advance that a <br /> decision will need to be made, members can submit their "vote" by proxy. <br /> Meeting frequency <br /> Continue to meet once a month, the fourth Wednesday of each month. <br /> Committee membership <br /> Agreement was reached that members would serve atwo-year term, staggering transitions so at least half of the <br /> committee is retained each year. <br /> <br /> 1 <br /> <br />