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PART II

GENERAL ADMINISTRATION

 

 

POLICY: II-1-1

DATE OF ADOPTION:

REVISION DATE(S): 

LEGAL REFERENCE:  

 

Chapter 1 - Board of Regents

 

APPOINTMENT OF REGENTS

 

The Seminole State College Board of Regents is composed of seven members appointed by the Governor with the advice and consent of the Senate.  The members serve seven-year overlapping terms.  Four members of the Board of Regents shall be from Seminole county.  [See Section 180, C. of the Higher Education Code.]

OATH OF OFFICE

 

Each member of the Board of Regents shall take and subscribe to the oaths required of state officials generally.  [See Section 171, (b) of the Higher Education Code.]

 

REGENTS EDUCATION PROGRAM

 

All regents appointed after January 1, 1991, must take 15 hours of Regents education courses.  At least 8 of those hours must be in “core education” (including 2 hours in ethics), and at least 3 must be in “higher education issues.”  The 15 hours must be taken within two year of taking office.  (Oklahoma law (70 O.S. Supp. 1990, Sections 3228 and 3228.1)

VACANCIES

 

Vacancies in positions on the Board shall be filled by the Governor for the unexpired term, by and with the advice and consent of the Senate.  [See Section 180, C. of the Higher Education Code.]

CONFLICT OF INTEREST

 

No member of the Board shall be employed upon any work to be performed in connection with Seminole State College, nor shall any member of said Board enter into any contract or business transaction involving a financial consideration with Seminole State College. [See Section 171, (c) of the Higher Education Code.]

 

 

POLICY: II-1-2

 

TRAVEL COMPENSATION

 

Each member of the Board shall be allowed necessary travel expenses (mileage), as may be approved by the Board, pursuant to the State Travel Reimbursement Act.  (See Section 171, (c) of the Higher Education Code.)

 

BUSINESS TRANSACTIONS WITH COLLEGE

 

No member of the Board shall be employed upon any work to be performed in connection with Seminole State College, nor shall any member of said Board enter into any contract or business transaction involving a financial consideration with Seminole State College.  [See Section 171, (b) of the Higher Education Code.]

OPERATING PROCEDURES - BYLAWS

 

The Board shall adopt and publish an official set of Bylaws in which the operating rules and procedures of the Board are set forth.  The Bylaws should contain the dates and procedures for electing Board officers; the official duties of such officers; the regular meeting dates of the Board and procedures for calling special meetings; the official rules of order which shall govern the meetings of the Board; arrangements for keeping the official minutes of the Board; and other policies, rules, and regulations relating to the conduct of the Board’s official business.  The Bylaws should be kept current and should be published periodically.

 

BYLAWS AND RULES OF PROCEDURE FOR THE
SEMINOLE STATE COLLEGE BOARD OF REGENTS

 

I  Organization of the Board

 

  1. At the first official meeting in July of each year, the Board shall elect from among its members a Chairman, Vice-Chairman, and Secretary. 

    To serve as chairman of the board, the regent must have completed three full academic years (July 1 through June 30) of service, have attended at least 75% of all regular and special meetings during the most recently completed three year time frame, have completed (if required) the Regents Education Program required by state statute, and be elected chairman at a public meeting of the board of regents by a majority vote of board members at a meeting for which a quorum has been declared.

    The office of vice chairman will normally, unless otherwise specified by a majority of the board, be filled by the regent whose term will end prior to other members of the board exclusive of the chairman.

    The office of secretary will normally, unless otherwise specified by a majority of the board, be filled by the regent whose term will next end after the vice chairman’s. (Adopted July 1992)
  2.  

     

    POLICY: II-1-3

     

  3. Duties of the Officers
    1. The Chairman shall preside at all official meetings; call special meetings and sign all documents relating to official actions of the Board.
    2. The Vice-Chairman shall perform the duties of the Chairman in his/her absence.
    3. The Secretary shall keep the minutes of each Board meeting (or cause them to be kept) and when approved shall index them by subject (or cause them to be indexed).  Minutes of the agenda will be sent to all Board members.
    4. The Vice-President for Fiscal Affairs and the President of the college shall be responsible for all funds and with the approval of the Board shall arrange for a suitable depository for their safe-keeping.  Both administrators shall be adequately bonded.

II  Board Meetings

 

  1. Regular meetings of the Board shall be held on the third Thursday of each month at a time and place previously determined by the Board.
  2. Special meetings of the Board may be called by the Chairman as the business of the Board may require.
  3. An agenda will be prepared in advance of each Board meeting and should serve as a guide in the Board’s transaction of business.

 

IV  Quorum

 

  1. The presence of more than half of the members of the Board shall constitute a quorum.

 

V  Order of Business

 

  1. In official meetings, the Board shall conduct its business in the following manner
  2.  

    1. Call to Order
    2. Roll Call
    3. Announcements and Introduction of Guests
    4. Reading and Approval of Minutes
    5. Communications to the Board
    6. Hearing of Delegations (if any)
    7. Report of the President of the College
    8. Business
    9. Miscellaneous
    10. Adjournment

 

POLICY NUMBER: II-1-4

 

VI  Keeping of Minutes

 

  1. The minutes of each Board meeting, when officially adopted, shall constitute the legal proceedings of each Board meeting.  They shall be signed by the Chairman.
  2. A copy of the official minutes shall be placed in the Office of the President of the College, the executive officer of the Board, as a public record open to the inspection of any interested citizen in accordance with the Oklahoma Open Records Act and the college’s procedures relative to this act.
  3. The official minutes shall be indexed by subject and the index shall be brought up-to-date periodically.

 

VII  Board Committees

 

  1. Special committees of the Board may be created for specific tasks.  After the committee has made a satisfactory report to the Board, it shall be discharged.
  2. No action, decision, or formulation of policy by a committee is legally binding or official until it is authorized by the Board in official meeting.

 

VIII  Board Policies, Rules and Regulations

 

  1. As Board policies, rules and regulations are adopted they shall be written, grouped into categories and published periodically.

 

POLICY NUMBER: II-1-5

 

IX  Appearance by Individuals or Groups before the Board to Present a Problem or Request

 

A. It is the policy of the Board to provide an opportunity for groups or individuals to appear before the Board for the purpose of presenting a request or problem for the Board’s consideration.  In order to establish an orderly procedure for such audiences, it is recommended that any group or individual wishing to appear before the Board shall contact the President of the college, informing him of the nature of the problem or request to be presented.  In the event that the problem cannot be solved by the President, he shall, with the consent of the Chairman of the Board, assign a time on the agenda for such group or individual provided:

An oral or written request specifying the name of the person making the request, the date of the request, the reason for the request, the steps taken prior to the request, and the desired action and/or result must be presented to the College President at least two weeks in advance of the Board’s next regularly scheduled meeting.

 

The Board reserves the right to take no action at the meeting during which a problem or request by an individual is presented.  The Board may assign the President to conduct a review of the matter and return to the Board with a recommendation concerning the item.  Any decision made by the Board will be communicated in writing through the President.  Once a decision has been reached by the Board of Regents there will be no further College action on the matter except on the advice of legal counsel. 

 

X.  Public Policy

 

  1. It is the public policy of the State of Oklahoma to encourage and facilitate an informed citizenry’s understanding of the governmental processes and governmental problems. (see O.S. Supp. 1977, Title 25, Section 302.)  To this end, Seminole State College conforms to and is subject to the Oklahoma Open Meeting Act.