TTU—Hill Country Board of Advisors

 Board Procedures

 Purpose:  The Texas Tech University – Hill Country Board of Advisors will fulfill an advisory and support function for the Texas Tech University Hill Country educational network.  The Board will work closely with the Provost, Texas Tech University; Chief Operating Officer, TTU Division of Off-Campus Sites (DOCS) and Directors of TTU educational sites in the Hill Country to provide a bridge between local communities and Texas Tech University (TTU), ensuring the success of Texas Tech programs and activities in the region.

 Objectives:

  q       To assist in providing a formal communications link between TTU and local communities of the Hill Country that are served by the academic programs of TTU and its partners.

  q       To advise on all matters pertaining to the success of the educational sites operated by TTU in the Hill Country (Fredericksburg, Highland Lakes and Junction).

  q       To assist in community relations efforts which recognize and enhance the contributions of TTU in the Hill Country.

  q       To assist in developing partnerships and collaborations with state and local public and private agencies whose mission and purpose support activities and programs of TTU and its partners.

  q       To assist in providing a communications venue for Hill Country residents who desire an opportunity to bring forth new ideas and activities for consideration by TTU and its partners.

 Organization:    

A.  Authority:  The Texas Tech University – Hill Country Board of Advisors was created in response to the legislative appropriation granted Texas Tech to establish enhanced higher education services in the Hill Country region. 

             B.  Composition:  The total number of active members shall not exceed 30 members, unless a greater number is approved by the Board.

             C.  Selection:  Members will be chosen from the general population, with broad representation of the various areas of the Hill Country.  Members of the Board will be elected by a majority of the Board of Advisors.  Nominations for Board membership may be made by any member, a Nominations Committee appointed by the Chair, or the Chief Operating Officer. A slate of nominees shall be presented to the Board at its September meeting, and election of new members will be held then.  Nominees may be invited to attend the meeting if the number of nominations does not exceed the number of vacancies.

             D.  Terms: Members will be appointed for a three-year term, except founding members who shall be appointed to staggered terms of one, two or three years through a mechanism to be determined by the Board at its first meeting. Members may serve two consecutive terms of any length. Members shall not serve more than two consecutive terms without a break in service except at the discretion of the Executive Committee. Ex-officio members shall be the Provost of Texas Tech University; the Chief Operating Officer; and directors of TTU sites in the region.  Terms begin at the September Board meeting and extend through the September Board meeting of the last year in the term.

                        E. Filling a Vacancy: When a member resigns before his term is completed, the officers may select someone to serve the remainder of the term.  After the term is completed, that person is eligible to be elected for one or two more terms in accordance with Paragraph D-Terms in the Organization Section, above.

             F.  Meetings: The Board of Advisors will meet three times annually in accordance with a schedule approved by the Board to include:

  q       Fall Meeting – (September) hosted by TTU at Fredericksburg.

  q       Spring Meeting – (January) hosted by TTU at Highland Lakes (Marble Falls).

  q       Summer and Annual Board Retreat Meeting – (May/June) hosted by the TTU Center at Junction.

             G.  Officers: The Officers of the Board will consist of the Chair, Vice Chair and Secretary, who will each serve one two-year term.  Officers shall be chosen by the Board at the September meeting in even numbered years, but not more than one officer may be chosen from the same community.  The immediate past chair or a designee will chair a Nominations Committee to prepare a slate of members to be considered for officer positions. 

             H.  Committees: The Board of Advisors shall consist of three standing committees whose members shall be appointed by the Chair to serve two-year terms and who represent the geographical regions of the Hill Country. These committees include:  

1.      Executive:  The committee will consist of the officers of the Board plus the Chairpersons of standing committees and of appointed task forces.  The committee will meet prior to regular meetings to plan for activities of the Board and will be supported by the COO.

  2.      Student Recruitment: The committee will fulfill the following duties:          

a.       Provide feedback on community issues, needs and impressions

b.      Communicate information on TTU and partner programs and activities to communities

c.       Maintain a record of Board member community activities performed on behalf of Hill Country higher education initiatives

d.      Help in recruiting students for TTU and its partners

e.       Generate support among local civic organizations, school districts, businesses and governmental organizations

f.        Develop support for local scholarships and student support programs by local citizens, organizations and businesses

g.       Provide liaison to city and county governments

h.       Provide liaison with local community advisory committees and other organizations supporting operations of TTU educational sites in the Hill Country

i.         Provide an interface with local alumni chapters

 

3.      Legislative Affairs:  The committee will fulfill the following duties:

a.       Provide liaison with public officials at state and federal levels

b.      Solicit support of members of the Advisory Board for communicating with local and county governmental officials as needed

 

I.          Procedures: Scheduled meetings of the Board of Advisors shall be held as detailed in paragraph E and rotated among the regional teaching sites.

 

1.      Special meetings: These may be called at the request of the Chairman of the Board or by a majority of the Board members. Any regular or special meeting of the Board of Advisors shall be announced in writing at least ten days prior to the meeting delivered personally or sent by mail, fax, or email to each member at the address shown in the records of the Board.  If mailed, such notice shall be deemed to be delivered when deposited.

 

2.      Presiding Officer:  The Presiding Officer at any meeting will be the Chair or, in his/her absence or incapacity, the Vice Chair.

 

3.      Recording Officer:  The official record shall be kept by the COO and approved by the Board's Secretary. 

4.      Quorum:  A scheduled or special meeting will be constituted when one-half or more of the Board members are present. 

Rules:  Insofar as they do not conflict with these procedures, Roberts Rules of Order will serve as the procedural rules for the Board. 

Voting:  Each Board member is entitled to one vote. Ex-officio members shall not have a vote. Voting may be done by email when appropriate. 

Secretarial support: Support will be provided to the officers of the Board and Standing Committee Chairs by the COO. 

Amendments:  These procedures may be amended by two-thirds vote of the total Board provided the following provisions are met: 

a.       Notice of such amendment, complete with the text proposed, is provided to each member by mail, fax or email prior to the meeting at which the vote will be taken.