Bylaws of Board of Regents

1.1

Subject: BYLAWS OF BOARD OF REGENTS
Date Adopted: November 13, 1982
Date Amended: May 19, 1984
Date Amended: November 3, 1984
Date Amended: May 12, 1990
References: Minute Book: 28 Page: 126
Minute Book: 31 Page: 49
Minute Book: 32 Page: 52
Minute Book: 46 Page: 15

The full text of Kentucky Revised Statute 61.805 to 61.850 and the full text of Kentucky Revised Statute 164.285 to 164.520, commonly called the "Open Meetings" law and "State Universities and Colleges," respectively, are set out as APPENDICES to these Bylaws.

Officers.
The officers of the Board of Regents shall be comprised of the following and shall have the following duties:
1. Chairman. The Chairman
  1. Calls special meetings upon written request of the President or any two members of the Board; (KRS 164.340)
  2. Presides at all meetings; and
  3. Performs such other functions incidental to the office or as specifically authorized by the full Board.
2. Vice Chairman. The Vice Chairman acts for the Chairman when the latter is absent from a meeting.
3. Secretary. The Secretary is elected by the Board and need not be a member.
  1. The Secretary's responsibilities shall include but not be limited to:
    1. Preparation of all books, records, and papers belonging to the Board;
    2. Preparation of a journal of the proceedings of the Board setting forth an accurate record of votes and actions taken;
    3. Preparation and distribution of the agenda for meetings as developed by the President and the Chairman;
    4. Preparation and distribution of required notices of meetings; and 1.1
    5. Attendance at all meetings and sessions of the Board and certification of compliance with KRS 61.810, 61.815, 61.820, and 61.825.
4. Treasurer. The Treasurer is appointed by the Board, serves at the pleasure of the Board, and shall not be a member of the Board. {KRS 164.330)
  The Treasurer of each Board of Regents shall receive and disburse all money under the control of the Board, perform all acts that pertain to his office under the direction of the Board, and make a report of the same to the Board at its quarterly meeting. In August of each year the Treasurer shall make and furnish to the Board an abstract containing full account of all money received and disbursed by the school during the preceding year, stating from what source received and on what account paid out, and the amount paid to each professor, teacher or official of the school. (KRS 164.420)
Time and Procedures for Election of Officers.
1. All officers shall be elected annually at the spring quarterly meeting and shall serve for one year, commencing July 1 following their election.
2. A separate election shall be conducted to elect each of the officers: Chairman, Vice Chairman, and Secretary. Procedural guidelines are as follows:
  1. The Chairman declares that nominations are in order;
  2. The Chairman recognizes each member for the purpose of making a nomination; recognition of members shall be in the same order as the roll call (alphabetical);
  3. Nominations require no second;
  4. Any member nominated for any office may withdraw his name from consideration. However, a member nominated will not be recognized for that purpose until all members have had an opportunity to make nominations;
  5. If after each member has had a roll call opportunity to make a nomination, only one name has been placed in nomination for that particular office, the Chairman shall declare that person elected by unanimous consent; and
  6. f. If more that one name is placed in nomination for a particular office, a vote shall be taken. Names shall be voted upon in the same order in which the nomination occurred. The nominee first receiving an absolute majority shall be declared elected.
3. Vacancies.
  If the Office of Chairman becomes vacant for any reason, the Vice Chairman shall assume the Office of Chairman and serve in that capacity for the unexpired term. In that event, or if for any other reason the Office of Vice Chairman becomes vacant, an election to fill that Office for the unexpired term will be held at the next quarterly meeting. In the event both the Chairman and the Vice Chairman are absent, the member with the longest period of service on the Board will serve temporarily as Chairman until such time as elections may be held.
4. Meetings.
  1. Time and Place. Meetings of the Board of Regents and its committees are open to the public unless closed pursuant to the provisions of KRS Chapter 61. Unless otherwise announced, the Board meets in the Regents Conference Room of the third floor of Wells Hall on Murray State's campus. The Board shall meet quarterly. (KRS 164.340) The Board shall meet within thirty days following the appointment of a new member. (KRS 164.340) Special meetings are called by the Chairman upon written request of the President or any two members of the Board and at such special meetings the Board may transact any and all business that it might transact at a regular meeting.
  2. Closed Sessions. No final action will be taken at any closed session of the Board. However, the Board may from time to time conduct closed sessions for the purposes authorized by KRS 61.810; e.g., engaging in:
    1. Deliberations on the future acquisition or sale of real property by a public agency, but only when publicity would be likely to affect the value of a specific piece of property to be acquired for public use or sold by a public agency.
    2. Discussions of proposed or pending litigation against or on behalf of the public agency.
    3. Discussions or hearings which might lead to the appointment, discipline, or dismissal of an individual employee, member or student without restricting that employee's, member's or student's right to a public hearing if requested, provided that this exception is designed to protect the reputation of individual persons and shall not be interpreted to permit discussion of general personnel matters in secret.
      
      In conducting a closed session, discussion of property transactions under (a), or discussions closed for the purpose of protecting the reputation of individual persons under (c), the following requirements shall be met:
      1. "Notice shall be given in regular open meetings of the general nature of the business to be discussed in closed session and the reason for the closed session;
      2. "Closed sessions may be held only after a motion is made and carried by a majority vote in open, public session;
      3. "No final action may be taken at a closed session;
      4. "No matters may be discussed at a closed session other than those announced prior to convening the closed session."
  3. Quorum. A simple majority of the members of the Board (six members) constitutes a quorum for transaction of business. (KRS 164.340)
  4. Voting. Each member of the Board casts one vote. Ordinarily, routine Board action is taken by voice vote. However, any member may request a roll call vote on any question. (KRS 164.450) A simple majority of a quorum present and voting is required for any action except where contrary to KRS or these Bylaws. However, a roll call recordation of "yeas" and "nays" will be taken, and a majority of all members of the Board (six members) must vote affirmatively to effect:
    1. An appropriation of money;
    2. Making a contract that requires an appropriation or disbursement of money; and
    3. Employment or dismissal of a teacher. (KRS 164.340)
  5. Procedures. A motion is in order on all substantive proposals to:
    1. Approve or disapprove a proposal;
    2. Postpone consideration (temporarily or indefinitely);
    3. Amend;
    4. Refer to a committee or to the President (with or without instruction); and
    5. Table.
      The Chairman may, with the approval of the Board, designate a Parliamentarian who may be a member of the faculty. General rules of parliamentary procedures are observed at Board meetings. However, any rule of order may be suspended and official action taken in any manner and in any order agreed upon by an affirmative vote of a majority of the members of the Board or if any are absent by a unanimous consent of the members present and voting at a meeting. The Chairman, in making his rulings on parliamentary questions, shall refer to and be guided by the most current edition of Robert's Rules of Order.
5. Committees.
  The Chairman of the Board shall at the first regular meeting of the Board of Regents following his election appoint members of the Board to standing committees of the Board of Regents and further such special committees as the Board may from time to time deem appropriate. The Chairman of the Board and the President of the University are ex officio members of every committee, except the President shall be a non-voting member, and the standing committees of the Board of Regents and their duties are:
  1. The Academic Affairs Committee shall work with the President and the Vice President for Academic Affairs on matters pertaining to academics at the University. The Committee shall be responsible for academic program approval, academic policy review, and periodic reports to the full Board concerning educational issues.
  2. The Athletic Committee. The Athletic Committee shall work with the President and the Vice President for University Relations and Development in reviewing the scope and nature of the intercollegiate athletic program. The Committee shall be responsible for recommending policies relative to the athletic program and making periodic reports to the full Board concerning athletic issues.
  3. The Audit Committee. The Audit Committee shall work with the President and the Vice President for Administrative Services on matters pertaining to the annual audit of the financial affairs of the University. The Committee shall recommend to the full Board the hiring of a firm of auditors and the terms of its contract. Upon completion of the annual audit, the Committee shall review with the auditors, the President, and the Vice President for Administrative Services the results of the audit and any recommendations the auditors may make. After such review, the Committee shall report to the full Board and present the Audit Report for acceptance.
  4. The Buildings and Grounds Committee shall work with the President and the Vice President for Administrative Services on matters pertaining to the property and facilities of the University. The Committee shall consider proposals for the expenditure of capital funds in excess of $50,000.00, and shall make recommendations to the full Board concerning such proposals and all proposals for the acquisition of property. The Committee shall have responsibility for assuring that land, buildings, and equipment belonging to the University are properly maintained. The Committee shall assure compliance with all expenditures for buildings and grounds as are prescribed by Kentucky Revised Statutes having to do with expenditures of public funds.
  5. The Development/Investments Committee shall work with the President, Vice President for University Relations and Development, and Director of Development as well as with the Executive Council of the Murray State Alumni Association and the Trustees of the Murray State University Foundation, on natters pertaining to the development program of the University. The Committee shall make periodic reports to the full Board.
  6. The Finance Committee shall work with the the President, the Director of the Budget, and the Vice President for Administrative Services on matters pertaining to the Budget of the University, and on other financial matters which the President or the Board may ask the Committee to consider from time to time. The Committee shall review proposed budgets with the President, the Director of the Budget and appropriate staff members, and shall make recommendations to the full Board concerning adoption of same.
  7. The Investments Committee shall work with the President and the Executive Director of the Murray State University Foundation in establishing policies to govern the investments of University and Foundation assets. The Committee will oversee the investment portfolio of both entities and make periodic reports to the Board of Regents and the Board of Trustees.
  8. The Student Life Committee shall work with the President and the Vice President for Student Development on matters pertaining to student life at Murray State University. The Committee's responsibilities include the review and approval of student life policies and making periodic reports to the Board of Regents regarding student life at Murray State. The Committee will also serve as the three-member Student Disciplinary Committee of the Board of Regents as detailed in "Procedural Standards in Disciplinary Proceedings" in the Student Handbook.
  9. Faculty/Staff Affairs Committee shall work with the President of the University on matters pertaining to welfare of employees of Murray State University, reviewing proposals and/or recommendations from the Faculty Senate or the Staff Congress, reviewing programs relating to employee benefits (other than salary and insurance), and making periodic reports to the Board of Regents regarding faculty/staff welfare.
  10. Governmental Relations Committee shall work with the President in the development of a strategic plan for Murray State University's continuing relationship with regional, state and federal governmental entities and personalities.
    All Committees whose recommendations have budgetary implications shall report those recommendations to the Finance Committee prior to submission for action to the full Board.
    
    The Board may at any time establish such ad hoc committees as it deems necessary or desirable.
6. Amendments
  Amendments of these Bylaws may be proposed by any member at any duly constituted meeting of the Board but will not be acted upon until the next meeting. Adoption of amendments shall require a vote of a majority of the members.