Repository: UIHistories Project: Board of Trustees Minutes - 1994 [PAGE 538]

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526

BOARD OF TRUSTEES

[March 14

There is a tradition of the board receiving comments from various individuals and groups at its meetings on matters within the purview of the Board of Trustees. This practice was institutionalized by the issuance in 1969 of procedures to govern such appearances. The provisions contained herein are to be followed by those seeking to make appearances before the board. 1. Requests to address the board: Requests to appear before the board must be received by the secretary in writing no later than the date indicated on the attached list that is associated with the board meeting at which the individual wishes to speak. (This list will be updated annually.) The board members will review this request and notify the person making the request that he/she may give public comment at the next meeting. The request should set out clearly the nature of the subject-matter to be presented and must relate to matters within the jurisdiction of the Board of Trustees. In making a request to appear before the board, individuals must give their names and any relevant title or affiliation. The secretary will inform those who have made requests of the board's response. Substitute speakers will not be permitted. 2. Time allocation: An individual speaker will be permitted five minutes for a presentation. This will be strictly adhered to with assistance of a timekeeper. The board will hear a limited number of speakers per meeting. No more than 30 minutes will be allotted for public comment. In addition, the board will hear no more than one speaker per issue or position on an issue, unless time permits. Copies of speakers' comments and/or other written materials for distribution to the Board of Trustees will be accepted. Speakers should not expect replies or comments from board members. 3. Scheduling of speakers: When the number of requests to address the board at a given session exceeds the time available, requests will be approved based on the date the written request was received by the secretary of the board. Another criterion for choosing speakers will be the relationship of the topic to the agenda of the board meeting at which the individual is approved to speak. The board will not hear presentations dealing with issues under negotiation as part of the University's collective bargaining process; statements concerning the private activities, lifestyles or beliefs of individuals employed by or associated with the University; grievances of individual students or employees; complaints regarding procurement or other contractual matters, or litigation involving the University. Further, the board will not hear comment on issues that have been presented at earlier meetings and for which no significant change has occurred. 4. Scheduling of sessions: The chair of the Board of Trustees or the chair's deputy will preside during Board of Trustees' sessions to receive public comment. The secretary is responsible for scheduling the sessions for public testimony. Such sessions will normally occur after the committee meetings of the board and before the regular agenda.

On motion of Ms. Reese, these revisions were approved. By consensus, the board agreed that one vote would be taken and considered the vote on each agenda item nos. 3 through 9 inclusive. The recommendations were individually discussed but acted upon at one time. (The record of board action appears at the end of each item.)