Regular meetings of the Board of Control shall be held five times a year as fixed by the Board.
Special meeting may be called by the President or the Chairperson of the Board when necessary, and they shall be called at the request of any three members of the Board.
Emergency meetings may be called in the event of a severe and imminent threat to the health, safety, or welfare of the public when six members of the Board decide that a delay would be detrimental to efforts to lessen or respond to the threat.
The meetings of the Board shall be held on the Michigan Technological University campus in Houghton, unless otherwise agreed to by a majority of the Board.
A quorum for business shall be five voting members of the Board.
General parliamentary rules, as modified by the rules and regulations of the Board, shall be observed by the Board in the conduct of its business.
Formal sessions of the Board shall be open to the public. Final decisions of the Board that are binding on the University shall be made at formal sessions. The Board may designate any regular, special or emergency meeting as a "formal" session, in whole or in part. Nothing in this section is intended to prevent the Board from meeting informally at any time, including during recesses in otherwise formal sessions.
The Secretary of the Board shall mail, and e-mail if requested, to each member of the Board at either the member's business or residence address, not less than fourteen days before any regular meeting, a notice of the time and place of the meeting. The postings of the schedule of regular meetings will appear on the door of the Board of Control office and in the lobby of the Administration/Student Services Building upon the Board's adoption of its meeting schedule and remain posted until each meeting. The notice will state whether the meeting will be, at least in part, a formal session.
Notice of special meetings to include the time and place of the meeting shall be posted as above at least 18 hours before the meeting. Notice shall be given to each Board member not later than 72 hours before the meeting by phone, e-mail and next day mail, U.P.S. Fed Ex or similar delivery if practical. The notice shall state the purpose(s) of the meeting. No matter not included in the notice may be acted upon at the meeting. The notice will state whether the meeting will be, at least in part, a formal session.
The manner of notice to members and of posting notice of emergency meetings will be as determined by the six (6) members calling the meeting.
The agenda or program for business shall be determined by the President with the assistance of the Secretary. It shall be sent by mail or e-mail, as requested to each member of the Board fourteen days before each regular meeting of the Board.
Belated communications shall be considered only at the discretion of the Board.
All resolutions, if so requested by the Secretary or by any member of the Board, shall be submitted in writing before action is taken thereon.
A member of the Board may participate in a meeting by means of conference telephone or similar communications equipment only if the members attending by phone or electronic means can both hear and communicate with all other members participating and all other members can hear and communicate with the member(s) attending by phone or electronic means. Participation in a meeting pursuant to this provision shall constitute attendance at the meeting. No formal session may be held unless at least three of the Board members participating are physically present at the session.
Any individual who wishes to address the Board of Control on Board-related business will file such intent with the Secretary of the Board ten (10) business days prior to the posted meeting date, unless special or unusual circumstances prevent such filing. The essence of the statement will be in writing and properly signed by the individual wishing to address the Board. Oral presentations will be limited to five (5) minutes unless previous arrangements have been made. No more than thirty (30) minutes shall be allocated on the agenda of each regular meeting of the Board of Control for such presentations. At each regular Board of Control meeting a maximum of fifteen (15) minutes shall be reserved for comments from the public. Each individual will be restricted to a maximum of three (3) minutes for his/her presentation.
|09/21/89||Changed filing dated from 14 to 16 days|
|09/18/92||Changed filing date from 16 to 10 days, and reserved time for public comments|
|07/15/2010||Was previously first paragraph of Policy 1.2; Modified form of Notice to Board, Calling of meetings and added 1.13.|