Fee Governance Review Ad Hoc Committee

Terms of Reference

1. Mandate

1. A committee known as the Fee Governance Review Committee shall exist in order to review and make recommendations to Students’ Council regarding policies and bylaws regarding the creation, review, amendment, management, and elimination of fees levied by the Students’ Union. This review shall include:
   1. Determining the types and categories of fees;
   2. Criteria and methods for the creation of fees;
   3. Processes and timelines for the disbursing of fees;
   4. Processes for managing fees in extraordinary circumstances;
   5. Determining appropriate periodic review processes for fees;
   6. Processes governing changes to or elimination of fees;
   7. Recommending appropriate oversight for delegated fees, including appropriate financial controls and ensuring compliance with referendum and/or plebiscite commitments;
   8. Processes and expectations for relationships between the Students’ Council and delegated fee organisations;
   9. Overall fee levels and targets;
   10. Recommending appropriate bylaw and policy changes to fee

       management; and,

   11. Any other matters relevant to fee governance identified by the Committee.

2. Standing Orders

3. Membership

1.  Membership of the Fee Governance Review Committee shall be composed of:
   1. The Vice-President (Operations and Finance), as Chair;
   2. One to two members of Finance Committee, as selected by Finance Committee;
   3. One to two members of Audit Committee, as selected by Audit Committee;
   4. One to two members of Bylaw Committee, as selected by Bylaw Committee;
   5. One member of Students’ Council, as selected by Students’ Council; and,
   6. The General Manager of the Students’ Union (non-voting).
2. The Committee may call upon staff support from the Director of Finance and the Manager of Administrative Services, as required.
3. The Fee Governance Review Committee shall, at its discretion, recommend to Students’ Council the removal of a voting member who has been absent without appointing a proxy for three consecutive meetings.
4. The Fee Governance Review Committee may also recommend a member be dismissed from the committee if a voting member is failing to perform their duties as stipulated in these Standing Orders.

4. Chair

1.  In the event that the Chair is absent at a meeting of the Fee Governance Review Committee, the Chair shall appoint at their discretion another member of the committee to serve as interim Chair for the duration of the meeting.
2. The Chair’s responsibilities shall include, but are not limited to:
   1. Facilitating each meeting according to the approved agenda;
   2. Moderating debate and conversation at each meeting of the Fee Governance Review Committee;
   3. Responding to questions from members of the Fee Governance Review Committee in a timely fashion and providing the appropriate information;
   4. Assigning duties to members of the Fee Governance Review Committee in order for the committee to fulfill its mandate; and
   5. In conjunction with the Speaker and Council Administrative Assistant:
   6. Providing a location for each meeting;

       

   7. Preparing and distributing agenda packages at least one day prior to the

      meeting; and

       

   8. Ensuring other logistical needs of the Fee Governance Review

      Committee are met.

   9. The Chair of the Fee Governance Review Committee shall use their

      discretion in administering an informal style of Robert’s Rules of Order to conduct the business of the committee.

5. Meetings

6. Member Responsibilities

7. Proxies

8. Guests

9. Committee Administration & Record

1. The Council Administrative Assistant shall:
   1. Book meeting rooms for each meeting of the Fee Governance Review Committee;
   2. Schedule Minute Takers for each meeting of the Fee Governance Review Committee;
   3. Create agendas for each meeting of the Fee Governance Review Committee;
   4. Any member of the Fee Governance Review Committee may send items for the agenda to the Council Administrative Assistant.
   5. Notify the committee of each meeting through a schedule sent out each term;
   6. Distribute the agenda and minutes to members of Fee Governance Review Committee; and
   7. Ensure paper copies of the agenda are printed for the Chair to bring to each meeting, if the committee requests paper copies.
2. Fee Governance Review Committee shall have a written record of its votes and proceedings from each meeting available publicly.
3. All motions must be made ex-camera.
4. Members of the committee may amend their comments in the minutes when the minutes are being approved by the committee.
5. If a Minute Taker is not present at a meeting of the Fee Governance Review Committee, the Chair shall assign the task of recording minutes to a member of the committee.
6. The Chair shall periodically report to Students’ Council on the following:
   1.  Attendance of members and guests;
   2. Any decisions made by Fee Governance Review Committee;
   3. Any recommendations made by Fee Governance Review Committee to Students’ Council; and
   4. Any changes to Standing Orders adopted by the Fee Governance Review Committee.

10.Orders of the Day

11. Consultation and Timeline

1. Consultation will occur throughout the process but primarily at two distinct times as indicated below:

2.   The Fee Governance Review Committee will identify fee collecting groups to consult with and create a more refined work plan and timeline