Lawriter - OAC - 3339-1-02 Meetings and organizations of the board of trustees.

3339-1-02 Meetings and organizations of the board of trustees.

(A) Regular meetings

The board shall hold at least four regular meetings each year on dates, at times, and at places established by the chair of the board, including an annual meeting in Oxford, Ohio.

(B) Special meetings

A special meeting of the board shall be held upon call of the chair of the board who shall fix the date, time, and place of the meeting. Further, upon written petition of not less than five voting members of the board, the chair of the board shall call a special meeting of the board at the date, time, and place set forth in the petition.

(C) Emergency meeting

In the event of an emergency requiring immediate official action, the chair may call an emergency meeting. Notice of an emergency meeting must be given to all news media outlets that have requested such notification.

(D) Notice of meetings

Written notice of regular meetings of the board shall be communicated to each member of the board by the secretary to the board at least seven days prior to the date of the meeting.

The secretary to the board of trustees shall post on the Miami university board of trustees website the schedule of regular meetings as announced by the chair of the board.

Any person desiring notification of regularly scheduled meetings of the board of trustees for the year beginning January and ending in December may receive same by depositing with the secretary to the board, Miami university, Oxford, Ohio 45056, a sufficient number of self-addressed stamped envelopes in which to mail such notification.

In the event of any change in the calendar of regularly scheduled meetings of the board of trustees during the year commencing in January and ending in December, the secretary to the board shall post the change not later than thirty days preceding the first meeting conducted under such revised schedule.

Notice of special meetings shall be communicated to each member of the board by the secretary to the board, with written confirmation to follow, at least ninety-six hours prior to the meeting.

The secretary to the board of trustees, upon receipt of notice from the chair of the board of trustees or the president of the university of the scheduling of a special meeting of the board of trustees, but in no event later than ninety-six hours prior to the commencement of the meeting, shall notify representatives of the public media and all other persons who have so requested of the date, time, place, and stated purpose of the meeting, using self-addressed, stamped envelopes provided by the aforementioned other persons. In the event of an emergency situation where ninety-six hour notification is not possible, the secretary to the board shall notify such media representatives by the most appropriate electronic medium to the location specified by such media representatives and shall record the fact of such notice in the minutes of the meeting.

Persons desiring notice of any regular or special meetings of the board of trustees at which specific subject matters designated by the person desiring notice are included in the agenda of the meeting may request such notice in writing to the secretary to the board, Miami university, Oxford, Ohio 45056 including with the request a sufficient supply of self-addressed, stamped envelopes for mailing the notice.

Each notice of a special meeting shall be accompanied by an agenda stating the business to be considered at the meeting. At special meetings no business shall be transacted except that stated in the agenda.

(E) Quorum

A majority of the voting members of the board, when duly convened, shall constitute a quorum. (section 3339.01 of the Revised Code). A majority of the voting members of the board must be present at a duly convened meeting to vote on resolutions or ordinances.

(F) Parliamentary authority

"Robert's Rules of Order, Newly Revised" (most recent edition), shall be accepted as authority on all questions of parliamentary procedure not determined by these regulations or provisions of the Revised Code of the state of Ohio.

(G) Election of officers

At the annual meeting in December of each year, the board shall elect from voting members of the board the following officers: a chair, a vice chair, a secretary of the board, and a treasurer of the board. These officers shall hold their respective office from January first through December thirty-first of the year succeeding their election and until their respective successors shall be elected, so long as they shall continue to be trustees.

(H) Duties of officers

The chair shall preside at all meetings and appoint committees. The chair may serve on all committees except the nominating committee.

The vice chair shall serve in the absence of the chair and shall assist the chair at the latter's request.

The secretary of the board shall maintain such records as the board requires.

The treasurer of the board shall maintain such financial records as the board requires.

(I) Vacancy in office

In the event of a vacancy in the office of chair, the vice chair shall become chair.

In the event of a vacancy in the office of vice chair, secretary of the board, or treasurer of the board, the vacancy shall be filled by election at the next regular or special meeting of the board.

(J) Duties of the secretary to the board

The secretary to the board of trustees shall be nominated by the president and appointed by the board to serve until a successor is chosen and enters upon the duties of the secretary's office. He or she shall be selected from outside the membership of the board.

The secretary to the board shall attend meetings of the board as appropriate, record all votes and the minutes of all proceedings; shall per-form like duties for the committees of the board, as requested or assigned; shall give notice of all meetings of the board and of its committees; and shall perform such other duties as may be prescribed by the board or the chair.

(K) Committees

Standing and special committees shall be appointed by the chair of the board of trustees. Each committee shall report its recommendations for action to the board of trustees.

(L) Standing and special committees shall be appointed by the chair of the board of trustees. Each committee shall report its recommendations for action to the board of trustees.

The committee for naming of campus facilities is established as an advisory committee to the board and vice president for university advancement, who shall serve as chair of the committee. The chair of the board shall appoint the members of the committee as provided in board resolution R2001-31, as the same may from time to time hereafter be amended by the board. Recommendations for the naming of campus facilities shall be in accordance with R2001-31 (and as it may be hereafter amended, including resolutions R2004-12 and R2011-60). The board of trustees has sole authority to approve the name of campus facilities.

(M) Finance and audit committee

The finance and audit committee serves in an oversight capacity for financial and administrative operations of the university as delegated by the board of trustees in the finance and audit committee charter as approved by the board. Specifically, the finance and audit committee provides oversight responsibilities for the university's long-term financial plans; the university's financial reporting, internal controls and the independent audit; the general university budget; capital expenditures for facilities, and property; investment policies and results; internal audit activities; processes for monitoring compliance with university policies and state and federal laws; and university's risk assessment process. It is the responsibility of the finance and audit committee to review and recommend to the full board of trustees ordinances, resolutions, and other related items proposed by the administrative staff. The committee serves as the investment committee required by section 3345.05 of the Revised Code.

The chair of the board shall appoint the members of the finance and audit committee.

(N) Academic and student affairs committee

The academic and student affairs committee serves in an oversight capacity and shall consider and make recommendations to the board on academic, student affairs, and enrollment management and student success initiatives and plans of the university. Specifically, the academic and student affairs committee provides oversight responsibilities for the university's long-term academic plans; the university's strategic enrollment plans; the university's retention and graduation rate plans and goals; the university's research activities; the university's role in the university system of Ohio; student life; and campus safety and student life risk management.

The chair of the board shall appoint the members of the academic and student affairs committee. The principal liaisons to the academic and student affairs committee are the provost and executive vice president for academic affairs and the vice president for student affairs, and the vice president for enrollment management and student success. Additional staff members will be called upon as needed for specific reports to the committee.

(O) Foundation board.

The chair of the board of trustees or a member of the board of trustees appointed by the chair, and a second trustee appointed by the board of trustees shall serve as appointed directors to the Miami university foundation board of directors.

Amendments to the articles of the foundation code of regulations which provide for the selection of directors and defining members require approval and consent of the board of trustees given by the affirmative vote of two-thirds of all voting trustees.

(P) Minutes

Minutes of each meeting of the board shall be distributed to the members of the board within thirty days after the meeting. All minutes shall be signed by the secretary to the board.

(Q) Reimbursement for expenses

All trustees shall be entitled to reimbursement for travel expenses incurred in attending meetings of a committee or of the board, and reimbursement of expenses incurred in attending meetings as a representative of the board, in accordance with law.



Effective: 11/5/2015
Promulgated Under: 111.15
Statutory Authority: 3339.01
Rule Amplifies: 3339.01
Prior Effective Dates: 3/6/2015, 11/4/77, 7/1/78, 7/20/79, 12/1/82, 10/20/83, 9/30/99, 11/7/03, 10/14/05, 9/17/10, 9/13/12,