1.9 BOARD MEETINGS

 

1.9.1 Proceedings

The Board shall adopt rules and regulations as necessary for the governing of the Board and the discharge of its duties, and shall keep the minutes of all meetings and transactions considered at each meeting pursuant to the Oklahoma Open Meeting Act.  70 O.S. § 3509 All meetings of the Board of Regents are open to the public. 25 O.S. § 301 .Roberts Rules of Parliamentary Procedure is the official standard for meeting procedure, except when it conflicts with a Board policy which shall supersede.

 

1.9.2 Disposition of Business

All motions and amendments to motions shall require a second before being voted upon. The vote of each regent shall be publicly cast and recorded.  Aye votes may be made by group acclamation.  Any nay vote or abstention will necessitate an individual roll call vote.  Items on the agenda may be advanced or postponed until later in that meeting by the Chair. If an objection is voiced, the Chair will call for a motion and vote on the advancement or postponement of an item on the agenda.

 

The proceedings of RUSO meetings shall be kept by the Chief Executive Officer or designee in the form of written minutes, which shall be an official summary of the proceedings showing clearly those members present and absent, all matters considered and all actions taken by the Board.  The minutes of each meeting will be open to public inspection and will reflect the manner and time of notice required by the Oklahoma Open Meeting Act. Actions expressing the opinion, will, or intent of the Board will be referred to as resolutions. Official formal announcements may be referred to as proclamations. 25 O.S. § 301 et seq .

 

1.9.3 Meeting Schedule – Notice

a) Notice in writing shall be given to the Oklahoma Secretary of State by December 15 of each calendar year showing the date, time, and place of the regularly scheduled meetings for the following calendar year. In addition, advance public notice is displayed in prominent public view on the RUSO website, at the meeting location, and through an email distribution system at least twenty-four (24) hours prior to such meetings, setting forth thereon the date, time, place, and agenda for said meeting.

This prior public posting excludes Saturdays and Sundays and holidays legally declared by the state of Oklahoma. However, the posting of an agenda does not preclude the Board of Regents from considering at its regularly scheduled meeting any new business.  If any change is made to the date, time, or place of regularly scheduled meetings, notice in writing will be given to the Oklahoma Secretary of State not less than ten (10) days prior to the implementation of any such change.

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b) Special meetings may be called as necessary by the Chair or any five members of the Board. Written notice will be given to all Regents accordingly at least five days in advance of the meeting, or if the special meeting is called in less than five days, each Regent will be notified by personal telephone call.  Public notice will be given at least forty-eight(48) hours prior to special meetings.  Such public notice of date, time, and place shall be given in writing, in person, or by telephonic means to the Oklahoma Secretary of State.  In addition, public notice will be displayed in prominent public view on the RUSO website, at the meeting location, and   through an email distribution system at least twenty-four (24) hours prior to such special meetings, setting thereon the date, time, place, and agenda for said meetings.  Only matters appearing on the posted agenda may be considered at said special meetings. The twenty-four (24) hours prior public posting shall exclude Saturdays and Sundays and holidays legally declared by the state of Oklahoma.

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c) Under the Oklahoma Open Meeting Act, an emergency meeting of the Board of Regents may be held without public notice heretofore required. Should an emergency meeting be necessary, as much advance public notice as is reasonable and possible under the circumstances existing must be given.

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d)In the event any meeting is to be continued or reconvened, public notice of such action, including date, time, and place of the continued meeting, will be given by announcement at the original meeting. Only matters appearing on the agenda of the meeting which is continued will be discussed at the continued or reconvened meeting. 25 O.S. § 303

 

1.9.4 Agenda

The agenda is assembled by the Chief Executive Officer in collaboration with the Chair of the Board.  All university recommendations requiring action by the Board must be electronically mailed to the Administrative Office a minimum of ten (10) days in advance of the meeting in which action is expected.  Presidents' recommendations and committee requests should be electronically mailed to the Chief Executive Officer or his/her designee.

 

Minutes of the previous meetings, academic program modifications, committee reports, and presidents’ recommendations may be placed on a separate consent docket on the agenda. Prior to or at a meeting, a regent may direct that any item or items be removed from the consent docket and placed on the agenda for discussion and consideration. A president will be accorded the same privilege relating to his or her own recommendations.  Items on a consent docket will be handled with one vote which will be considered by a roll call vote.  This voting procedure supersedes the voting procedure in policy 1.9.2.