agenda items standards and expectations

Transcript

1 [as of: 04-20 5] -201 preparation , submission Standards and e xpectations for the agenda items meetings of the of and advance review for Board of Regents of the Texas Tech University Sy stem Included in this document are guidelines to be followed for the preparation, submission and advance review of agenda items proposed for inclusion on an agenda for a meeting of the Board of Regents (“Board”) of the Texas Tech University System (“TTUS”). In brief, it is expected that ever y agenda item brought forward fo r- r conside ation by the Board: -- will be submitted in a timely manner so that the appropriate level of review may be done; be a work product of professional quality that is written from the -- will perspective of what a Board member needs to know about the matter ; -- will provide a clear and concise explanation of what the Board is being asked to consider ; -- will provide full disclosure of all relevant factors needed for the Board to make an informed decision, including a history of any previous acti ons taken by the Board on the matter; and -- will and approval by all necessary members of , analysis undergo review -of-command for that particular istration, with each in the chain admin taking item -off on the proposed agenda item as ownership of and signing being complete and well writ ten . The following pages provide additional detail on the expectations for agenda items, including:  timelines for submission of agenda items ( see p. 2 -3 ) content of agenda items ( see p. 3 -4 )   ownership of agenda it ems ( see p. 4 -5 )  advance review of agenda items ( see p. 5 -6 )

2 TIMELINES FOR SUBMISSION OF AGENDA ITEMS The timelines and due dates referenced below are set to allow sufficient time for review embers of the Board. Missed and preparation of materials and timely distribution to m prepared and  deadlines: increase the potential for agenda items that are not properly are not fair to the Board ; and ...  analyzed the item to ...  may result in the deferral of . the next Board meeting It is the responsibilit y of executive management and supervisors at all levels to make : potential agenda items originat ing from their departments/divisions meet sure that  ... all staff in their areas who may be involved in preparing, and these deadlines;  ing/approving agenda items are aware of and observe the , or review submitting dea dlines. The schedule of upcoming meetings of the Board is posted M EETING C ALENDAR & under “ REPARATION UIDELINES ” located at: http://www.texastech.edu/board -of-regents/index.php P G weeks prior to a regularly scheduled Board meeting ... T he Office of the Eight egents (“Board Office”) noti Board of R ce to a set of administrative staff who sends a ce as involved in the preparation and submission have been identified to the Board Offi the timeline for the preparation and of potential agenda items. This notice includes submission of agenda items for the upcoming Board meeting. Soon after this notice are and timeline regarding timelines and deadlines for agenda sent out, a document and meeting preparations also is posted on the Board meeting website referenced above. Four weeks prior to a regularly scheduled Board meeting ... T he Secretary of the Board conducts an Agenda Book meeting at whi ch key members of the System n- Admi and all component institutions review and discuss agenda items proposed for istration the upcoming Board meeting. It is critical that all who want items on the Board mee t- the Agenda Book meeting the proposed items ing agenda must submit drafts of prior to so that the appropriate amount of review may be done. At this point, draft agenda as possible. ( see also: Content of Agenda items should be as complete and “scrubbed” -4; and Advance Review by Administratio n on p. Items on p. 3 6 ) 5- ne weeks prior to scheduled Board meeting Three a regularly ... Approximately o week after the Agenda Book meeting, r evised agenda items are due to the Board Office. At this point, all additional analysis, review and/or editing required for a p roposed agenda item must be completed , and the agenda item should be in final form. During the time that is 2 to 3 weeks prior to a regularly scheduled Board ... The the submission of r evised agenda items: meeting week following s with the Chancellor to secure -- The Board Secretary meet the Chancellor’s approval for the proposed agenda items. The Chancellor is the final approval authority for all agenda items that the administration will propose for inclusion on the Board mee ting agenda. -- The Board Sec review s the proposed agenda with the Chairman and retary then Vice Chairman of the Board. Per the Regents’ Rules , the Board Chairman is the final approval autho rity for the contents of a Board meeting agenda. -- 2 of 6 --

3 [ Timelines for Submission ... continued ] a regularly scheduled Board meeting ... The Agenda Book is Tw o weeks prior to n- distributed to the members of the Board. At this point, the regular and consent age das for the Board meeting are finalized. For any additions after this date, the r equestor must d irectly obtain the approval of the Chancellor, and then the Board Chairman also must approve the addition. In both cases, a good and justifiable reason must be pr o- vided as to why the proposed matter is being brought forward so late in the process. a regularly Board meeting ... Handout materials and scheduled One week prior to tations to be used during the Board meeting must be submitted to PowerPoint presen (see also: “ Handout/PowerPoint members . the Board Office for distribution to Board ” Guidelines under “ M C ALENDAR & P REPARATION G UIDELINES ” located at: EETING -of-regents/index.php http://www.texastech.edu/board ) Board meeting ... At this point, the state o pening 72 hours prior to the start of any meetings statute does not allow any new items to be added to the agenda. Any matter not already on the agenda that was included in the posting notice filed with the Secr e- tary of State is not eligible for consideration at the Board meeting. NOTE ... State law requires – online/public posting of Board meeting materials that the Agenda Book plus any briefing materials to be used during the meeting that are sent to the regents in advance must be posted on the Board’s website prior to the Board meeting. This online/public posting will occur when the meeting notice is posted with the Secretary of State. CONTENT OF AGENDA ITEMS well written that it is clear what the Board is being asked to An agenda item must be so preparer unde rstands re an agenda item so that the consider. It is not enough to prepa it . An agenda item e perspective of a Board member. must be understandable from th Always r emember, the target audience for an agenda item is the Board. It is the responsibility of the preparer/submitter of an agenda item and i- their superv sors at all levels to make sure the content of an agenda item is properly prepared . The preparer and each successive level of supervision ha ve an affirmative duty to make sure that an agenda item: mplete , conc ise and accurate; -- is co -- clearly states what is being reco mmended for action by the Board; and -- provides a summary of the pertinent facts, the need for action, and sufficient bac k- ground information that includes the context and relevant history of previous Board actions on the matter . To assist Board members in carrying out their decision -making responsibilities, an agenda item must so clearly communicate the recommendation and background info r- mation that a person who is not an expert in the matter at hand can understand what is -- 3 of 6 --

4 [ Content of Agenda Items ] ... continued , what are t he expected results of implementation being proposed , why action is needed mplications may be if action is not taken and, if appropriate, what the i . of the action raft ers/reviewers /editors of agenda In keeping with a professional work product, the d bserve the following guidelines: items also should o  Any explanations, justifications and/or reasons must be well defined. Any attachments that supplement the agenda item must be referenced appropr  i- ately informative without being simply a “data dump.” in the item and be  Jargon and technical terms not common in everyday use should be avoided.  Abbreviations and acronyms are to be spelled out in full the first time they appear. The correct, full, formal names for people and facilities should be used.   Language should be grammatically correct; sentences should be properly stru c- tured; and paragraphs of excessive length should be avoided.  Agenda items are to be carefully proof read and spell -checked. Agenda items for special called meetings should include an explanation of the urgency for the Board’s consideration of and action on the matter. OWNERSHIP OF AGENDA ITEMS RECOMMENDATIONS ON ACTION ITEMS: an action must include Each agenda item for which the Board is being asked to take statements what action is being recommended and who is making the re c- regarding ommendation. For agenda items of a component institution , the recommendation is made by the President of the inst itution, and the Chancellor must concur with the President’s recommendation to the Board. For agenda items of the System Administration , the recommendation to the Board is made by the Chancellor. OWNERSHIP OF AN AGENDA ITEM: WHAT IT MEANS TO HAVE In o rder for the Presidents and Chancellor to affirmatively certify to the Board that their recommendation/concurrence is based on thoroughly analyzed and carefully co nsidered strategies , it is the duty that are explained in a well written and complete agenda item of each and every person involved in the development and preparation of the agenda item to produce a quality work pro duct. -- 4 of 6 --

5 [ Ownership of Agenda Items ] ... continued  Whether the person involved is the original preparer of an agenda item or is in a role in which review, analysis and editing of a draft agenda item is provided, each putting their professional reputation and they are involved should be aware that credibility on the line forward an agenda item to the next level of when they pass review and/or co nsideration. my I take responsibility for it work product. The approach needs to be: “This is I will be judged on the quality of the work I do in -written. being complete and well item, and preparing/reviewing/analyzing/editing the proposed agenda I will give it my best effort I will not ‘leave it to the next person’ to turn the agenda item into the . lity work product it needs to be. qua ” The Board Office cannot be the primary “fixer” of agenda items. Agenda items submi t- ted to the Board Office should be complete and ready for sign -off by the Presidents and/or Chancellor and submission to the Board. OF AGENDA ITEMS ADVANCE REVIEW are able to certify to the Board that their reco m- So that the Presidents and Chancellor mendations on agend a items are well justified and the Board may fulfill its fiduciary duty in making decisions on actions proposed, a thorough analysis of all factors impac t- ing a proposed agenda item must be done at every step in the preparation -and -review process. The exte nt of the advance review necessary may depend upon the complexity of the matter involved and/or the magnitude of the impact of the proposed action. ADVANCE REVIEW BY ADMINISTRATION : bef The President must approve of all agenda items for that institution the ore Chance llor is asked to approve those agenda items. The Chancellor must approve of all agenda items for the component institutions and the System Administration the Board Chairman is asked to approve the placement of before agenda items on the Boa rd agenda. If an agenda item will propose action be taken by the Board on a matter that has a high degree of complexity or would have a significant impact if approved, the President of will need to be fully the institution, if it is an institutional matter, and the Chancellor by the leadership of the originating institution /division/department so the briefed ities. President, if appropriate, and the Chancellor may fulfill their approval responsibil At all levels of drafting and review during the agenda it em preparation process, those involved must:  fully analyze all aspects of the proposed action ...  anticipate any and all questions the President, the Chancellor and the Board may have about the proposal ; and ...  make sure the agenda item adequately addr esses those questions or co ncerns. -- 5 of 6 --

6 [ Advance Review of Agenda Items ] ... continued ADVANCE REVIEW WITH THE BOARD: For proposed action items that have a high degree of complexity or would have a ficant impact if approved, the Board Chairman and Vice C hairman as well as the signi chairman of the Board committee that first will consider the agenda item should be point at which the Board Chairman must determine whether the item briefed before the d on the Board agenda. The President, if the matter involves an instit u- place will be tional item, and the Chancellor (or their designated representatives ) may need to tter in advance with the aforementioned leadership of the Board. discuss the ma assist in these The President and/or Chancellor will determine which of their staff will advance briefings. For all proposed agenda items (i.e., all action items and reports), the process outlined shall be followed. below for advance review with the Board -- The chairma the Board committee that will first consider the mat ter will be n of consulted about the proposed agenda at committee. Before the Board s for th Chairman makes a final determination of which items will be placed on a Board meeting agenda, the committee chairmen must have approved the age ndas for their respective committees. The designated liaisons with the Board committee chairmen are as follows: Finance & Administration Jim Brunjes , Vice Chancellor & Chief Financial Off icer . : : Michael Molina , Vice Chancellor for Facilities Planning & Constru ction Facilities . Dr. Joh n Opperman , Vice Chancellor Academic, Clinical & Student Affairs: for Policy & Planning . Audit : Kim Turner , Chief Audit Executive . -- Per the , the Board Chairman will make the final determination of Regents’ Rules on a Board meeting agenda. The Board Chairman which items will be included will instruct the Board Secretary accordingly. -- Based on direction f rom the Board Chairman, the Board Office will produce and distribute the Agenda Book for each Board meeting. s been distributed to the members of the Board, any -- After the Agenda Book ha changes to the agenda or agenda items must be approved in advance by the Board Chairman and, where appropriate, by the chairman of the Board committee on which an agenda item is placed. -- 6 of 6 --

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