{"id":209,"date":"2025-05-22T13:54:55","date_gmt":"2025-05-22T18:54:55","guid":{"rendered":"https:\/\/uwm.edu\/secu\/?page_id=209"},"modified":"2025-12-16T15:33:33","modified_gmt":"2025-12-16T21:33:33","slug":"meetings","status":"publish","type":"page","link":"https:\/\/uwm.edu\/secu\/resources\/frequently-asked-questions\/meetings\/","title":{"rendered":"Meetings Frequently Asked Questions"},"content":{"rendered":"\n<div class=\"uwm-l-row\">\n<div class=\"uwm-l-col\">\n<div class=\"uwm-p-accordion\" data-accordion-prefix-classes=\"uwm\" data-accordion-cool-selectors=\"1\"><button class=\"uwm-p-accordion--toggle-button size-p-md\">Expand All<\/button>\n<div class=\"uwm-p-accordion--header\">Are governance committees subject to the Wisconsin Open Meetings Law?<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>They are all subject to WOML and must post their meetings.<\/p>\n\n\n\n<p>For campus bodies other than departments and subunits, this can be done by visiting the <a href=\"https:\/\/uwm.edu\/news\/faculty-staff\/submissions\/open-meetings\/\">Open Meetings Submission Form<\/a>.<\/p>\n\n\n\n<p>For department level meetings, this can be done by posting the notice on a departmental bulletin board to which students, faculty and staff routinely have access at least 24 hours before the meeting.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Are minutes taken in closed session?<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Motions and votes must be recorded. If you take minutes in closed session, make sure that it is clear that they were taken in closed session so that they are not inadvertently posted or released when they should not be. The extent of details recorded in the minutes is generally governed by departmental practice.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Can you add an item to the agenda after it has been circulated?<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Per Robert\u2019s Rules of Order, an agenda item can be taken out of order or a new item can be added by suspension of the rules. This requires a 2\/3 vote of the committee, or it can be done by unanimous consent. A member of the committee must ask to do this. The Chair cannot depart from the order, only the committee can do this. However, the Chair can entertain a motion to depart from the order.<\/p>\n\n\n\n<p>Your open meeting notice must reflect the meeting\u2019s agenda as of the time of giving notice. If you are going to add any item of more than a routine nature that can be taken up as noticed \u201cnew business\u201d, you should amend your meeting notice, if possible, or save the item for a later meeting when proper notice can be given.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">Can you conduct committee business by email?<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Committees subject to open meetings law should not discuss or conduct business via email; doing so may create a quorum and without notice, the open meetings law may be violated. No votes should be taken by email for the same reason.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">How do I run a governance committee?<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>The Office of the Secretary of the University will ask an individual to convene the first meeting. The Committee elects a chair. We normally follow Robert\u2019s Rules of Order. Support for governance committees is available from the Secretary of the University\u2019s office.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">What are the rules for conducting a recruitment?<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Regulations for recruitment of all categories of employees can be found at the <a href=\"https:\/\/uwm.edu\/hr\/toolkits\/recruitment\/\">Department of Human Resources Recruitment Toolkit page<\/a>.<\/p>\n\n\n\n<p>The Department of Human Resources has the recommended forms available on the <a href=\"https:\/\/uwm.edu\/hr\/forms\/\">Human Resources Forms page<\/a>.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">What are the steps taken to go into closed session?<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<ol class=\"wp-block-list\">\n<li>Public notice must be given<\/li>\n\n\n\n<li>The body first convenes in open session<\/li>\n\n\n\n<li>A member of the body moves that the body convene in closed session, stating the nature of the business to be considered<\/li>\n\n\n\n<li>The chairperson reiterates motion to include the nature of the business and cites the specific exemption under Wis. Stat. s.19.85(1) that provides the authority to close the meeting.<\/li>\n\n\n\n<li>The motion must be passed by a majority vote via roll call or ballot of those present. Some departments may require a 2\/3 majority, so please refer to your departmental policies before voting.<\/li>\n\n\n\n<li>The motion and vote are recorded in the minutes such that the vote of each member can be ascertained.<\/li>\n<\/ol>\n\n\n\n<p>Once a body convenes in closed session it may not reconvene in open session for at least 12 hours, unless public notice of intent to return to open session was given in the original notice of the meeting. Notice may be given by using the <a href=\"https:\/\/uwm.edu\/news\/faculty-staff\/submissions\/open-meetings\/\">Open Meetings Submission Form<\/a>.<\/p>\n\n\n\n<p><a href=\"https:\/\/www.wisconsin.edu\/general-counsel\/legal-topics\/open-meetings-law\/\">UW System Office of Legal Counsel FAQ about Closed Meetings<\/a><\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">What information should be contained in the meeting notice?<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>The notice of the meeting must give the time, date and subject matter of the meeting, including any matter intended for consideration at any contemplated closed session (s. 19.84 (2), Stats.). Because WOML also requires the notice to inform the public of the meeting\u2019s agenda, the notice should state more than simply \u201cregular business.\u201d Instead, the notice should mention the specific matters about which members of the campus body anticipate discussion, including any closed sessions and the reasons for going into closed session. In addition to listing these specific matters, the notice should include an additional item called \u201cmiscellaneous business\u201d to cover matters that members raise spontaneously at the meeting.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">What is the Wisconsin Open Meetings Law?<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>The open meetings law is based on the principle that the public is entitled to the greatest possible information about governmental affairs. The Wisconsin Open Meetings Law (WOML) applies to governmental bodies which includes the campus bodies created by formal action of governmental bodies. It does not include committees appointed by individuals such as department chairpersons or deans. The WOML requires that all meetings of a government body whose purpose is to conduct official business and which has the requisite number of people be open and accessible to members of the public. As a practical matter department committees that are formed by action of the department executive committee need to be posted, while those formed by the Chair do not.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"http:\/\/docs.legis.wisconsin.gov\/statutes\/statutes\/19.pdf\">Wisconsin Open Meeting Law, State Statutes 19.81-19.98 (PDF)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/uwm.edu\/legal\/resources\/records\/\">Office of Legal Affairs<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">What rules are used to conduct a department meeting?<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>We normally use <a href=\"http:\/\/www.rulesonline.com\/\">Robert\u2019s Rules of Order<\/a>.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">When may a closed session be held?<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>A closed meeting can only be held for certain limited purposes. The most common purposes related to 51ÁÔÆæ business and governance are:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Considering the granting or denial of tenure, considering an employee\u2019s dismissal, demotion or discipline, or considering the investigation of charges against an individual.In all the above cases, the employee under consideration must be given notice of any evidentiary hearing before a final action can take place and before a meeting where final action is taken. The notice must contain a statement that the candidate or employee has the right to demand that the evidentiary hearing or meeting be held in open session.<\/li>\n\n\n\n<li>Considering an employee\u2019s employment, evaluation, promotion or compensation, including renewal or non-renewal of contract.<\/li>\n\n\n\n<li>Conferring with lawyers for the university about pending or possible lawsuits involving the university<\/li>\n\n\n\n<li>Deliberations that follow an open judicial or quasi-judicial trial or hearing<\/li>\n\n\n\n<li>Considering financial, medical, social, or personal information that if disclosed might have an adverse effect on the reputation of the person named<\/li>\n\n\n\n<li>Considering the purchase of public property, the investing of public funds or conducting other specified public business whenever competitive or bargaining reasons require a closed session.<\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n<div class=\"uwm-p-accordion--header\">When should the notice of a meeting be posted?<\/div><div class=\"uwm-p-accordion--panel\"><div class=\"uwm-p-accordion--panel-inner uwm-u-clear\">\n<p>Notice should be given at least 24 hours before the meeting begins. Less notice can be given in extraordinary circumstances. Please contact the Office of Legal Affairs for help in determining whether you meet an extraordinary circumstances exception.<\/p>\n<\/div><\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"uwm-l-col uwm-l-col--4 uwm-l-offset--1\"><div class=\"content_block\" id=\"custom_post_widget-223\"><nav aria-label=\"Sidebar\" class=\"uwm-p-navigation-list uwm-p-navigation-list--gold-border \"><div class=\"uwm-p-navigation-list--title\"><a href=\"https:\/\/uwm.edu\/secu\/resources\/frequently-asked-questions\/\">Frequently Asked Questions<\/a><\/div><ul><li><a href=\"https:\/\/uwm.edu\/secu\/resources\/frequently-asked-questions\/academic-staff-frequently-asked-questions\/\">Academic Staff Frequently Asked Questions<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/secu\/resources\/frequently-asked-questions\/faculty\/\">Faculty Frequently Asked Questions<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/secu\/resources\/frequently-asked-questions\/governance\/\">Governance Frequently Asked Questions<\/a><\/li><li><a class=\"current\" href=\"https:\/\/uwm.edu\/secu\/resources\/frequently-asked-questions\/meetings\/\"><span aria-current=\"page\">Meetings Frequently Asked Questions<\/span><\/a><\/li><\/ul><\/nav><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":1287,"featured_media":0,"parent":73,"menu_order":3,"comment_status":"closed","ping_status":"closed","template":"templates\/centered.php","meta":{"footnotes":"","uwm_wg_additional_authors":[]},"class_list":["post-209","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - 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