How to send out Agendas
Create an agenda using this ASPSU committee meeting template to get started! Make sure to copy & paste this format into your own google docs to add into your respective committee folder later. Refer to the tutorial on the right for a general break down of this page.
Required:
After every meeting, have the minutes put in the public and shared drive as soon as possible
Any additions to the agenda between the time the agenda is sent out, till the agenda is approved need to be motioned and added as amendments to the agenda
Agenda
Required: Send out agendas via stu-aspsu-publicgroup email listserv at least 24 hours in advance
Special circumstances for emergency meetings should be understood in the constitution
Before sending out agenda, check with those in the #senate slack channel and #executive slack channel respectively to figure out what other want to add to the agenda.
Example of an agenda is listed below:
Meeting Notices
Required: The minutes from the previous meeting should be included in the email with the agenda
If the previous meeting was not official meeting because of a lack of quorum, etc. include a meeting cancellation instead of the minutes.
Call the meeting to order when you have quorum as defined in the constitution (13 voting members for senate) (6 voting members of Exec)
Example of an agenda is listed below:
Templates & Examples
Committee Meeting Notice
Sender: stu-aspsu-public-group@pdx.edu
Subject: [insert committee group (meeting date)]
The [committee group] will convene [insert date & time] in [insert meeting location]. You can review upcoming agendas and meeting minutes in the [insert committee group] Public Drive [here - hyperlink committee public drive] and contact [insert director email] for more information.
Kind Regards
-[insert name]
EXAMPLE
Sender: stu-aspsu-public-group@pdx.edu
Subject: Executive Cabinet Meeting (2/15/21)
The Executive Cabinet will convene next Friday, February 19th in a virtual zoom meeting. You can review upcoming agendas and meeting minutes in the Executive Cabinet Public Drive here and contact aspsuprs@pdx.edu for more information.
Kind Regards
-Motu
Meeting Cancellation
Sender: stu-aspsu-public-group@pdx.edu
Subject: [Insert committee group] Cancellation Notice
The [insert ASPSU committee] meeting scheduled for [insert date] has been cancelled by order of the ASPSU [insert committee director]. The next regularly scheduled Equal Rights Advocacy Committee Meeting is scheduled for [insert date] at [insert time]. For any questions please contact the ASPSU [committee director] at [director email].
[insert director name & title]
EXAMPLE
Sender: stu-aspsu-public-group@pdx.edu
Subject: Equal Rights Advocacy Committee Cancellation Notice
The Equal Rights Advocacy Committee Meeting scheduled for May 18, 2020 has been cancelled by order of the ASPSU Equal Rights Director. The next regularly scheduled Equal Rights Advocacy Committee Meeting is scheduled for May 25, 2020 at 3:30pm. For any questions please contact the ASPSU Equal Rights Director at aspsuerd@pdx.edu.
Ernesto Dominguez ASPSU
Equal Rights Director