Regular meetings of the Board of Trustees, hereinafter referred to in these Bylaws as the Board, shall convene at least quarterly each year at Normal, Illinois on the Illinois State University campus and at such other place on a date and at a time set by the Chairperson of the Board of Trustees or by a majority of the members of the Executive Committee of the Board of Trustees. All regular sessions shall be open to the public and comply with the Illinois Open Meetings Act.
Special meetings may be held upon call of the Chairperson of the Board of Trustees or by a majority of the members of the Executive Committee of the Board of Trustees or upon request of not less than four members of the Board of Trustees, or by the President of Illinois State University. Notice of any special meetings shall be posted at least 48 hours prior to such meetings. Emergency meetings may be held as provided by state law and as soon as practical following the posting of the meeting.
3.1 The Board may hold meetings closed to the public to discuss matters which are exempted from public discussion under the provisions of the Illinois Open Meetings Act. Closed meetings will be held upon a majority vote of a quorum present, taken at a meeting open to the public for which notice has been given.
3.2 Minutes of closed meetings will be kept and will be available for inspection only after the Board determines, by periodic assessment, that confidentiality of such meetings is no longer required.
3.3 Executive sessions of the Board will be closed meetings. The President of the University shall attend all executive sessions unless excused. The Board may approve the attendance of additional administrators or others at its discretion.
It is the responsibility of the President in consultation with the Chairperson to develop the proposed agenda for each Board meeting.
A quorum for business shall be five (5) voting members of the Board.
Each member of the Board, including the Student Trustee, shall cast one vote. All votes of the Board shall be a voice vote, provided, however, any member may request a roll call vote of the membership on any question. A simple majority of the quorum present and voting is required for any action and is sufficient unless otherwise required by law. The minutes shall note those voting in favor, those voting against and those abstaining on any matter except on voice votes. (revised: July 1997: Resolution No. 97.07/33: Change effective 07/24/1998 when House Bill 2364 was signed by Governor.)
Any written material to be distributed to members of the Board at a public meeting shall be submitted to the President two (2) weeks in advance of the regularly scheduled meeting. All University communications shall be transmitted through the Dean or other heads of University units to the President's Office.
All resolutions shall be submitted in writing before action is taken by the Board.
All actions taken by the Board shall be printed in the Proceedings of the Board of Trustees of Illinois State University and the mailing of a copy of the Proceedings of the Board of Trustees of Illinois State University shall constitute due notice of such action. Copies of the Proceedings shall also be filed and be available electronically.
The Trustees of Illinois State University welcome constructive communications from members of the University community, the citizens of Illinois, and others who share the Trustees goals for the University. Mechanisms for communicating with the Board vary depending on the subject matter and nature of presentation. Faculty and staff are encouraged to provide information relative to the academic mission of the University
10.1 The Board of Trustees requires that persons wishing to comment on agenda action items during a public meeting of the Board, request permission in writing to speak at least seventy-two (72) hours before the meeting. In the event of a special called meeting, the Board requires a written request no less than twenty-four (24) hours before the scheduled special meeting. In the event that a regular or special meeting immediately follows a weekend or holiday, any written request to address the Board must be received by 4:00 p.m. on the last business day preceding the weekend or holiday. Such requests should be submitted to the Assistant to the President, or designee, and should provide the following information: (revised July 1998: Resolution No. 1998.07/11)
10.2 At the discretion of the Chairperson of the Board, persons wishing to speak on agenda items who have properly completed and submitted the required materials will be heard before a vote is taken on relevant action item. Individual audience presentations on any agenda action item will be limited to five (5) minutes. The total time for audience presentation on any single agenda action item will be limited to fifteen (15) minutes unless an extension of time is approved by the Chairperson of the Board of Trustees. If more than three persons wish to speak on any single agenda action item, the amount of time devoted to audience presentation will be divided equally among all those who wish to speak on the item. When large numbers of persons wish to speak on any single agenda action item, it is recommended they choose one or more persons to speak for them.
10.3 Persons wishing to speak on matters not on the agenda must submit the required information in Section 10.1, above, no less than 72 hours before the scheduled meeting time. In addition to the information in Section 10.1 above, those wishing to address the Trustees should submit a text or detailed outline of the issue which will be considered by the Trustees. Individuals who have submitted the required materials and are in the audience may be invited by the Trustees to respond to questions or provide additional information as requested by the Trustees.
adopted: 05/09/1997
