3.11 CONDUCT OF MEETINGS
3.11.1 Parliamentary Authority
The current edition of Robert’s Rules of Order is the procedural mechanism of the Pacific West Conference in all parliamentary situations that are not provided for in law or in its Charter, Constitution & Bylaws, the Pacific West Conference Operations Code, Pacific West Conference Sports Regulations or adopted rules.
The agenda for each regular meeting shall be prepared by the Conference Office Staff after solicitation from Conference members and submitted to the members in advance of the regular meetings. Executive and Advisory Board meetings require a minimum of seven (7)working days advance notice.
Minutes of official meetings shall be distributed to appropriate institutional representatives of each member institution and filed in the Conference office.
3.11.2 ORDER OF BUSINESS
The order of business at each official meeting of the Conference is suggested as:
a) Roll Call of members present
b) Approval of the agenda
c) Approval of the minutes of the previous meeting
d) Report of the Chair
e) Report of the Commissioner/Liaison
f) Committee Reports (if any)
g) Unfinished business
h) New business
3.11.3 ATTENDANCE & PARTICIPATION
While the Advisory Board is comprised of Athletic Directors of member institutions, other athletic administrators like Senior Woman Administrators, Faculty Athletic Representatives and other administrators may attend & participate in all discussions of the Advisory Board meetings.
3.11.4 VOTING
Each institution shall be entitled to one voting representative at each level of governance.
3.11.5 OPERATIONAL STRUCTURE
The method of conducting Conference business is intended to accommodate a wide variety of organizational structures as might be deemed appropriate on the campuses of various institutions. In no case should the organization and method of conducting Conference business be deemed as dictating organizational structure to member institutions.
3.11.6 MEETING EXPENSES
The expense of delegates to official meetings of the Conference shall be the responsibility of the individual member institutions, with Conference operating funds responsible for the expense of designated Conference personnel.