Higher Education Act, 1997 (Act No. 101 of 1997)NoticesInstitutional Statute of the University of Fort HareChapter 4 : Council34. Meetings |
| (1) | The Council has at least three ordinary meetings during each academic year. |
| (2) | The Registrar, as the secretary of Council, administers the formal aspects of meetings in accordance with the Institutional Statute, the Rules and in accordance with fair administrative process. |
| (3) | At least seven days before a meeting and at least three days before an extraordinary meeting of Council, the Registrar shall give each member of Council written notice of the date, time and place of the meeting, as well as an agenda and supporting documents, if any. |
| (4) | Members wishing to place additional matters on the agenda of an ordinary meeting shall send a written request in this regard to the Registrar and the Chairperson of Council at least nine days before the date of the meeting. |
| (5) | With the approval of a majority of members present, urgent matters may be placed on the agenda during a meeting. |
| (6) | The Registrar shall keep comprehensive minutes of each Council meeting. |
| (7) | A Council meeting is quorate if |
| (a) | the majority of the members of Council are present (not taking into consideration any vacancies): Provided that Council members participating by electronic means in terms of subparagraph (10) below are deemed to be present; and |
| (b) | the majority of the members present (including those that participate by electronic means) is external members. |
| (8) | For every decision taken by Council, the Council meeting should be quorate as set out in subparagraph 34(7) above. |
| (9) | If there is no quorum present as set out in subparagraph 34(7) within 30 minutes after the scheduled time of the meeting or if members leave a quorate meeting with the result that the quorum is lost, |
| (a) | the meeting is adjourned by the Chairperson to a date not more than ten (10) working days from the date of the meeting; the quorum-requirement in subparagraph 34(7) will also apply to the said adjourned meeting and every other meeting of the Council; or |
| (b) | in the alternative to the continuation of the meeting at a later date, the Chairperson can rule that the proposals and submission that Council still have to deal with are to be circulated within ten (10) working days from the date of the non-quorate meeting via a round-robin process as is provided for in the Institutional Rules. |
| (10) | The Council shall take decisions |
| (a) | by a majority of the members (including those members participating and voting by electronic means) who are present at a meeting that is quorate. |
| (b) | in the case of a round-robin process, if the majority of all the members of Council (not taking into consideration any vacancies) support the proposal and at least 60% of the members eligible to vote is external members. |
| (11) | Members physically absent may participate in a meeting and vote by electronic means in accordance with the Rules. |
| (12) | The Chairperson of the Council or the Vice-Chancellor may call an extraordinary or emergency meeting in accordance with the Rules. If five ordinary members of the Council request an extraordinary meeting, the Chairperson must accede to the request and call for an extraordinary meeting. |
| (13) | The Council may decide to invite persons who are not members to attend meetings, provided that— |
| (a) | they may participate in deliberations; |
| (b) | they may not vote; and |
| (c) | their attendance complies with the Rules. |