DUNMORE, Pa. -- Recent changes to Penn State's Board of Trustees' charter, bylaws and standing orders have included reorganizing its committee structure and expanding the number of invited representatives, guests or visitors to each public board meeting. In addition, board members today (July 13) voted to provide guests an opportunity to address the board during a specific time set aside at each public meeting.
The changes are a result of a review of the board’s governance structure, focused on determining whether adjustments could improve oversight of the University and access to the board.
"Earlier this year we conducted a listening tour with students, faculty, staff, alumni and other groups to improve the University's communications and its overall openness," said Chairman Karen Peetz. "As a result, we have reorganized our committee structure, created a new website, instituted regular communication with alumni, and made a number of changes that we believe allow us to keep the University community informed and to be open to change that will strengthen Penn State."
At its March 2012 meeting, the Board of Trustees agreed to change its committee structure. The former three standing committees on educational policy, campus environment, and finance and physical plant were replaced with five new committees that more closely align with University operations.
This month, the board took action to further refine its committee structure and clarify breadth of responsibilities by changing the status of the Subcommittee on Audit to a full standing Committee on Audit and Risk. To reflect this change, the Committee on Audit, Risk, Legal and Compliance has been renamed. This brings the number of standing committees to six: Committee on Academic Affairs and Student Life; Committee on Finance, Business and Capital Planning; Committee on Governance and Long-Range Planning; Committee on Legal and Compliance; Committee on Audit and Risk; and Committee on Outreach, Development and Community Relations.
Also effective with the July meeting, five additional representatives have been invited to attend representing alumni, faculty, staff and students. Newly invited are the president of the Penn State Alumni Association, chair and immediate past chair of the University Staff Advisory Council, chair of the University Faculty Senate’s Planning Committee and vice president of the University Park Undergraduate Association (UPUA).
Demonstrating a continued willingness to enhance the exchange of ideas, board members will now provide the opportunity for expression of public views on issues that come before the board.
The board's standing orders state that visitors to the public meetings, including representatives of the news media, are present as observers, and not as participants. This rule does not apply to invited guests, who are typically faculty and student representatives. However, a third category of invited guests has now been approved. During a reserved portion of its regular meeting, the board may hear from anyone wishing to speak who has preregistered no later than 48 hours before the start of the meeting. The board will allow 30 minutes for public comments and questions per meeting, with an individual speaker permitted up to three minutes. A maximum of 10 speakers may be scheduled for each meeting.
If the number of requests exceeds the amount of time available at a given session, requests will be approved based on the date the written request was received. In addition, preference will be given to subjects that pertain to the agenda of the relevant board meeting and avoid repetition.
The board also voted to reduce term limits for elected members to 12 years, effective with terms beginning July 1, 2013, or after. This provision for term limits does not apply to elected members of the board who serve in the capacity of chair or vice chair.
"This is an ongoing process of change, with the goal of communicating more effectively," Peetz said. "It’s our intent to increase the dialogue not only during critical periods but as a regular practice. Open communication is a key factor in the ongoing operation of our University."
The Charter, Bylaws and Standing Orders of Penn State's Board of Trustees can be found on the board's new website, http://www.psu.edu/trustees. The website also includes information about the board's responsibilities, upcoming meetings, minutes and agendas, and recent news.
The next public meeting of the board will be held Sept. 14, 2012, at University Park.