Senate President job description:
Voting/Motioning- The Senate President has one vote in the Senate. He/She is unable to make motions, but may make seconds to motions made.
Responsibilities- The Senate president must keep order in the Senate as well as make sure the Senate is operating at top efficiency. The Senate President is to held accountable for all that goes on within the Senate.
Duties- The Senate President must write the agenda for each regular business meeting. The Senate President must also be a productive member of a committee, of his/her choice,within the Senate.
Election- Any member of the Senate may run for the position of Senate President. The Senate member must volunteer to run on the first Senate meeting of the year, the candidates must present themselves before the Senate, the Senate will then vote by secret ballot on the Senate President. The senate member to receive the most votes will be the Senate President and will run all meetings there after. In the case of a tie the Senate advisor will break the tie.
Powers:
The Senate President has the ability to break ties in the Senate.
The Senate President may call emergency meetings that will be kept voluntary for attendance purposes. These meetings may be called at the discretion of the Senate President.
Senate Secretary job description:
Voting/Motioning- The Senate Secretary has one vote in the Senate. He/She is able to make motions, and may make seconds to motions made.
Responsibilities- The Senate Secretary must keep organization in the Senate as well as make sure the Senate’s records are well kept. The Senate Secretary is to be held accountable for all information that passes through the Senate including all agendas, minutes, and reports. The Senate Secretary must oversee the flow of communication in the Senate to all governmental groups within the School.
Duties- The Senate Secretary must write the minutes for all regular business meetings. The Senate Secretary must also Facilitate the collection of reports made by committees. The Senate Secretary is not required to join a committee but may.
Election- Any member of the Senate may run for the position of Senate Secretary. The Senate member must volunteer to run on the first Senate meeting of the year, or be nominated by another Senate member, the candidates must present themselves before the Senate, the Senate will then vote by secret ballot on the Senate Secretary. The senate member to receive the most votes will be the Senate Secretary.
Powers:
The Senate Secretary has the ability to assign due dates for committees, if the he/she believes a committee needs further guidance.
Student School Board Representative job description:
Voting/Motioning- The Student School Board Representative has one vote in the Senate. He/She is able to make motions, and may make seconds to motions made.
Responsibilities- The Student School Board Representative must keep organized records of the School Board minutes and agendas. The Student School Board Representative is to be held accountable for all information concerning the school board and should be familiar with the School Boards policy manual. The Student School Board Representative must oversee the running of the Senate until November when he/she will stop being the Senate Facilitator.
Duties- The Student School Board Representative must attend all regular business meetings of the School board. The Student School Board Representative must also Facilitate the Senate at the beginning of the next year coordinating the election etcetera. The Student School Board Representative must be part of at least one committee of the School Board, and must make a monthly report of the School Board activity. The Student School Board Representative is not required to join a committee but may. The Student School Board Representative must also write a summary of each School Board meeting giving the highlights to all the students.
Election- The Student School Board Representative is elected at the end of the year by the entire student body and needs a majority vote. Any student in the High School may run and does not have to be a member of the Senate but must be eligible.
Powers:
The Student School Board Representative has no more powers than a normal Senate member has.
Committee Chairmen job description:
Voting/Motioning- All Committee Chairmen have one vote in the Senate. He/She is able to make motions, and may make seconds to motions made.
Responsibilities- Committee Chairmen must keep organized Minutes of each committee meeting. The Committee Chairmen is accountable for all information concerning their committee, and is the leader. The Committee Chairmen is responsible for objective setting as well as due dates.
Duties- The Committee Chairmen must write minutes/summary for each committee meeting and submit them to the Senate Secretary. The Committee Chairmen must plan meetings for their committee as well as schedule any meetings with members not part of the committee.
Election- A Committee Chairmen is elected by the committee they are part of, any member of a committee may volunteer to run for Committee Chairmen, excluding the Senate Secretary, Senate President, and Student School Board Representative. The committee will vote, and the candidate with the most votes becomes the Committee Chairmen. The candidate receiving the second most votes will be the Vice Chairmen of the committee.
Powers:
Committee Chairmen has the power to plan meetings for their committees as well as emergency meetings or workshop meetings for their committee.
Senate Vice President job description:
Voting/Motioning- The Senate Vice President has one vote in the Senate and acts as a normal Senate member when not acting as Senate President. He/She is able to make motions, and may make seconds to motions made. When he/she is acting as Senate President he/she is unable to make motions, but can make seconds to motions made.
Responsibilities- The Senate Vice President will act as Senate President when the Senate President is unable to attend. The Senate Vice President must keep order in the Senate as well as make sure the Senate is operating at top efficiency. The Senate Vice President is to be held accountable for all that goes on within the Senate on the meeting days he/she is substituting for Senate President.
Duties- The Senate Vice President has no more duties than he has in his committee/post.
Election- After the election for Senate President the member of the Senate to receive the second most votes will become the Senate Vice President.
Powers:
When acting as Senate President the Senate Vice President has the ability to break ties in the Senate.
Senator job description:
Voting/Motioning- A Senator has one vote in the Senate. He/She is able to make motions, and may make seconds to motions made.
Responsibilities- Senators are expected to put forth great effort and ambition in the Senate. Each Senator must join a committee within the Senate.
Duties- Duties will be assigned to Senators by their Committee Chairmen, and they are required to follow what their chairmen says. A Senator must also assist their Class President if called upon to do so.
Election- Students from the Hall-Dale High School may run for the Senate as described under the election and eligibility section.
Powers:
Senators have no special powers in the Senate, but have the opportunity to run for positions withing the Senate.
Class President job description:
Voting/Motioning- A Class President has one vote in the Senate. He/She is able to make motions, and may make seconds to motions made.
Responsibilities- Class Presidents are expected to put forth great effort and ambition in the Senate and in their class. Each Class President must join a committee within the Senate. Class Presidents must take a role of leadership in their class and must represent there class to the best of their ability, as well as communicate to their class.
Duties- Duties in the Senate will be assigned to Class Presidents by their Committee Chairmen, and they are required to follow what their chairmen says. A Class President must lead their class and direct their class in fund raising, and other events
Election- Students from the Hall-Dale High School may run for the position of Class President as described under the election and eligibility section for all Senate members.
Powers:
Class Presidents may call class meetings arranging these meetings with a class advisor.
Class Presidents will make all deadlines and objectives concerning their class
Class Presidents may call Class Officer meetings when ever they see fit, these meetings include all elected class officials and attendance is not required but strongly urged.
Class Treasurer job description:
Voting/Motioning- A Class Treasurer has one vote in the Senate. He/She is able to make motions, and may make seconds to motions made.
Responsibilities- Class Treasurer are expected to put forth great effort and ambition in the Senate and in their class. Each Class Treasurer must join a committee within the Senate. Class Treasurers must understand their classes financial status and must oversee the flow of cash in the class.
Duties- Duties in the Senate will be assigned to Class Treasurers by their Committee Chairmen, and they are required to follow what their chairmen says. A Class Treasurer must collect class dues each year as well as oversee fund raising, and other money making events.
Election- Students from the Hall-Dale High School may run for the position of Class Treasurer as described under the election and eligibility section for all Senate members.
Powers:
Class Presidents will make all deadlines concerning dues.
Class Treasurers may appoint a representative to any class committee (prom committee, concession committee, etc.) in order to see that class funds are being well spent or received.
Senate Advisor job description:
Voting/Motioning- The Senate Advisor has no vote in the Senate. He/She is unable to make motions, nor make seconds.
Responsibilities- The Senate Advisor must keep order in the Senate as well as make sure the Senate is operating efficiently. The Senate Advisor is the judge of the Senate and will keep the Senate working. The Senate Advisor must also help the Senate find avenues to do certain things.
Duties- The Senate Advisor must preform a Senate Evaluation at the end of each trimester. The procedure for the Senate Evaluation is in the Senate Policy and Procedure manual.
Election- There is no election for Senate Advisor, the Senate Advisor will be the Principal, unless this duty is delegated to another faculty member.
Powers:
The Senate Advisor has the ability to break ties in the Senate before a Senate President is elected.
The Senate Advisor may call emergency meetings that will be kept voluntary for attendance purposes. These meetings may be called at the discretion of the Senate Advisor. Emergency meetings may also be suggested by Senate Members and the Senate Advisor may embrace it or ignore it.
The Senate Advisor can recommend “replacement” for a Senate member on the grounds for replacement, this recommendation is a motion that requires no second.
The Senate Advisor has the power of authority and can silence any one for any reason if they are disruptive.
The Senate Advisor, as the Principal, has other powers not mentioned and may choose to embrace stronger or weaker control in the Senate.
Election Procedure and Eligibility:
Eligibility- All rules that apply to co-curricular and athletics apply to Student Senate.
Election Procedure- ballots will be created by the Senate Facilitator, or Student School Board Representative, and will be circulated to all home rooms by the end of the second week of School. The Senate facilitator will see that several announcements are made to gather prospective Senate Members.
Number of Representatives- For each grade there will be: Three Senators, One Class President, and One Class Treasurer.
The Ballot Template:
Hall-Dale High School Student Senate voting ballot:
Please Circle one candidate from each position. Thank You, and vote wisely.
Class President: ____________________ , _____________________ , _______________________
Class Treasurer: ____________________ , _____________________ , _______________________
Class Senator: ____________________ , _____________________ , _______________________
____________________ , _____________________ , _______________________
Thank You for voting the votes will soon be counted and you will have one Class President, one Class treasurers, and three Class Senators. Please turn this ballot into your home room teacher.
Regular Business Meeting Description:
Description- Regular Business meeting are used for matters of business concerning the entire Senate. This is a time for committees to propose ideas to the Senate as well as make reports. Work should be prepared for each Regular Business meeting and an Agenda should be written. Attendance is required at this meeting for all Senate members.
Procedure:
1. Roll Call will be taken by the Secretary and a declaration of a quorum will be announced, in order to call a quorum there must be 12 senate members present.
2. Student Representative to the School Board will announce any new information or decisions made at the School Board (etc) (This may only be done once a month if there is no new news.)
3. Chairmen of all Committees will present any new decisions or news
4. The Agenda will be addressed and all parts of the agenda must be covered in the meeting.
Agenda- Agenda Items can be submitted to the Senate president via email, by any member of the Senate. These Items must be emailed two days prior to the meeting. These items should concern the Senate as a whole or the student body as a whole and should not be directed towards one committee, as you may email the committee.
The agenda should be sent to all Senators one day prior to the meeting. All of the Agenda items must be acknowledged during the meeting before adjournment, or there must be a vote to move agenda items to a future date.
Frequency- There will be two or three Regular Business meetings each month and must have forty minutes alloted to each of them.
Roberts Rules of Order are rules to help govern any formal meeting and will be used during regular business meetings, emergency meetings, and workshop meetings as much as posible. They provide a fair and efficient way to run meetings and are used in many organizations, as well as governmental bodies.
Roberts Rules of order can be found at: http://www.robertsrules.org/
Emergency Meeting Description:
Description- Emergency meetings are used for matters of great concern in the entire Senate. The Emergency meeting can be scheduled by the Senate President or Senate Advisor. Work and Objectives should be set for an emergency meeting. Attendance is not required at this meeting but all Senate members are strongly encouraged to attend.
Criteria- The Senate President or Senate advisor may choose, at his/her discretion to call for an emergency meeting.
Agenda- There is no Agenda required but the Senate President is Recommender to write an Agenda, and should have written objectives for the meeting.
Frequency- Any amount of Emergency meetings may be called at any frequency.
Roberts Rules of Order are rules to help govern any formal meeting and will be used during regular business meetings, emergency meetings, and workshop meetings as much as possible. They provide a fair and efficient way to run meetings and are used in many organizations, as well as governmental bodies.
Roberts Rules of order can be found at: http://www.robertsrules.org/
Senate Workshop Meeting Description:
Description- A Senate Workshop meeting can be called by any Senate member and requires a majority vote by the Senate to take place. The Workshop meeting will be scheduled by the entire Senate, to allow for the most participation.. Work and Objectives should be set for a Workshop meeting. Attendance is not required at this meeting but all Senate members are strongly encouraged to attend.
Quorum – In order for a workshop meeting to be an official meeting of the Senate eight members must come and a Quorum will be called.
Criteria- Any member of the Senate may choose, at his/her discretion to call for a Workshop meeting. This meeting should be run efficiently and with purpose of accomplishment.
Agenda- There is no Agenda required but the decided leader of the Senate Workshop meeting is Recommender to write an Agenda, or should have written objectives for the meeting.
Frequency- A Workshop meeting may be called at any frequency or interval but should accommodate as many Senate members as possible.
Roberts Rules of Order are rules to help govern any formal meeting and will be used during regular business meetings, emergency meetings, and workshop meetings as much as possible. They provide a fair and efficient way to run meetings and are used in many organizations, as well as governmental bodies.
Roberts Rules of order can be found at: http://www.robertsrules.org/
Excused Absence Procedure:
Description- It may some time happen that a Member of the Senate will be unable to attend a meeting. In this case a Senate member may report to the Senate President Via Email or talking to him/her. There are specific reasons for being unable to attend a meeting listed below.
Criteria- The Senate President is the top authority and can grant or deny an excused absence, for any reason. However the following should be taken into account.
Reasons for Excused Absence:
-Family obligation
-Sick
-academic help
-Sports Games
Not Reasons for Excused Absence:
-Other School Club meetings
-work
-skipping
Deciding Committee Members/ Switching Committees:
– Deciding on Committee Members-
– At the beginning of each year the senate will decide committees
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– The senate will break off into classes and each class will decide who is on what committee
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– There must be at least one representative from each grade on each committee
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– Final committees will be recorded by Senate Secretary
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Switching Committees-
– Any senate member who decides to switch committees must swap with a classmate on the desired committee
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– The classmate on the desired committee must agree to switch
– The Senate President must sign on the switch
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– This switch must be recorded by the Senate Secretary
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– The senate will be informed of the switch at the next regular business meeting
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Student Senate Communication Requirements:
– All recorded minutes will be posted as a downloadable document on the Student Senate website so students may view it and senators may see what they missed
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– All recorded minutes shall be given to the Student Senate advisor
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– All committees will record informal minutes which will be presented to the senate at regular business meetings
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– At the end of each trimester the senate will hold an assembly to inform students of work the senate has done
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– After each school board meeting the Student Representative to the School Board will give a brief presentation to the senate
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– After a meeting with the principal the Principals Advisory Counsel will report to the senate what they talked about
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– Any senate member attending a Leadership Team meeting will give a brief report of the meeting
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– Poll results will be recorded into the minutes of the regular business meeting after they have been collected
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– The Ad Hoc committee shall run a bulletin board informing students of senate news
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Student Senate Website Requirements:
– Student Senate website should be updated after every regular business meeting
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– Minutes should be posted and readily accessible on the website
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– Polls should be updated monthly
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– Background information in major issues should be posted so the student body can more accurately answer polls
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– Senate members and positions should be posted and readily accessible
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– A suggestion box should be readily accessible and all suggestions should be read
Student Senate Committee Policy:
– All committees will have at least one representative from each class
– Each committee will focus on its own specific issues
– Informal minutes will be recorded
– A chairmen will be selected for every committee, the chairmen will hold order in the committee and create an agenda for their committee
– Committees will meet on days that there are not regular business meetings
– Deadline will be made by chairmen and approved by Senate President
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– -Committees:
a. Events Planning Committee (EPC):
1. Plan events and assemblies
2. Collaborate with student relations committee to make an accurate calendar
3. Make a report of meeting to senate at regular business meetings
b. Principals Advisory Council (PAC):
1. Meet with Principal
2. Assist Principal in anyway required
3. Will attend all Leadership Team meetings
4. Make a report of meeting to senate at regular business meetings
c. Student Relations Committee (SRC):
1. Maintain a Student Senate website
2. Maintain the student center
3. Work closely with students to get their opinions
4. Poll students through website to get opinions
5. Make a report of meeting to senate at regular business meetings
d. Ad Hoc Committee (AHC):
1. Change purpose regularly to address current issues
2. Create the poll questions for Student Senate website and give them to the SRC
3. Assist other committees with large projects
4. Will update the student handbook
5. Refine, Revise, and put into writing any changes requested for Student Senate Policy/Procedure
6. Issues will change frequently throughout the year
7. Make a report of meeting to senate at regular business meetings
