Purpose

The Advancement and Public Affairs Committee of the Board of Trustees shall exercise oversight of University programs related to private gifts to the institution, alumni programs and support, public relations and communications efforts and governmental relations at the local, state and national levels.

Responsibilities

The committee shall have the following subcommittees:

  1. Recommending to the Board any necessary policies related to areas for which the committee exercises oversight;
  2. Reviewing on behalf of the Board plans for any major system-wide fundraising campaigns;
  3. Monitoring and measuring the effectiveness of the University’s programs in fundraising, alumni relations and programming, communications and public relations, and government relations;
  4. Monitoring the adequacy of programs and resources to advance the University’s reputation and further its mission in the local, state, national and international communities;
  5. Examining trends in philanthropy, alumni programming and relations, communications and public relations, state and federal relations and appropriations, tax issues, private and federal grant applications and, in consultation with the President, developing appropriate responses to those trends;
  6. Recommending to the Board the naming of University buildings;
  7. Monitoring, measuring, and, in consultation with the President, developing and advocating positions on major state and federal legislation affecting the University; and
  8. Promoting effective communication between the University and public officials and leaders at the local, state and federal levels.

Subcommittees

Subcommittee on Community and Alumni Relations. The subcommittee shall (1) gather input from and provide a forum for stakeholders; and (2) develop and recommend policies that address interests and concerns of the University community, including alumni, and of the state and local communities in which the campuses and institutes of the University operate; and

Other subcommittees as the Board finds necessary and expedient from time to time.

Membership

Members of the committee, the committee chair, subcommittee members, and subcommittee chair(s) shall be appointed by the Board of Trustees upon the recommendation of the Vice Chair of the Board and in accordance with the provisions of Article III of the Bylaws.

The President shall designate one or more members of the senior administrative staff, or a designee of a member of the senior administrative staff, to provide staff support to the committee.

Meetings

Required and Called Meetings

The committee and the subcommittee(s) shall meet at least two times annually, in conjunction with regular meetings of the Board of Trustees or at any other time upon a call in accordance with the following provisions.

A meeting of the committee may also be called at any time by the Chair or Vice Chair of the Board, the President, the committee chair, or by the Secretary upon the written request of two members of the committee. A meeting of the subcommittees may be called by the subcommittee chair or the committee chair.

At the discretion of the committee chair, the committee may meet jointly with another standing committee or a subcommittee, in which case only the voting members of a particular committee or subcommittee shall vote on any agenda item requiring action by that committee or subcommittee.

Notice

Notice of committee and subcommittee meetings shall be given to all committee and subcommittee members. Notice may be given by regular mail, electronic mail, or facsimile transmission. At least five (5) day’s notice shall be given when feasible, but less notice may be given when there is a need for urgent action by the committee. If written notice is not feasible, by reason of urgency or other exigent circumstance, notice may be given by telephone.

All meetings of the committee and subcommittee(s) shall be open to the public unless otherwise provided by the Tennessee Open Meetings Act or a judicially-recognized exception to the Act.

Agenda

An agenda shall accompany the notice of every committee and subcommittee meeting when feasible, but when not feasible, the notice shall state the purpose or purposes for which the meeting is called.

Development of the committee agenda shall be the responsibility of the committee or subcommittee chair, in consultation with the President and committee or subcommittee staff. The agenda shall list in outline form each matter to be considered at the meeting. The committee and subcommittee(s) may use a consent agenda in the manner provided by the Bylaws.

Matters not set forth on the agenda or in the notice may be considered only upon an affirmative vote of a majority of the total voting membership of the committee or subcommittee.

Quorum

A quorum shall be a majority (more than one-half) of the voting members of the committee or subcommittee. The Vice Chair shall be counted for quorum purposes, but the President shall not be counted for quorum purposes. In the absence of a quorum, those attending may adjourn the meeting until a quorum is present.

Minutes

Committee and subcommittee staff shall prepare minutes of all committee and subcommittee meetings, review the minutes with the committee or subcommittee chair, and provide the minutes to all committee or subcommittee members before the next committee or subcommittee meeting.