Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 11 - ITS Board › Rule 36-2-11-211.1 - 020-005 ITS Board Meetings: Overview Meeting Schedule and Location

Current through June 25, 2024
The ITS Board meets monthly, and at such other times and
				  places called upon to convene by either the Board Chairman or the majority of
				  its members. The Board's meetings are open, public meetings. Notice of these
				  meetings is published on the ITS website as well as posted outside the
				  reception area at the ITS administrative office, 3771 Eastwood Drive, Jackson,
				  Mississippi.
Board meetings are the official venues in which ITS
				  statutory policy-making, strategic planning, procurement and other
				  project-related business are conducted. The Board must have a quorum of at
				  least three (3) members present in order to conduct an official meeting. These
				  meetings follow an agenda of business items that have been compiled and
				  forwarded to the Board by ITS staff, one week prior to the time of the actual
				  meeting. This lead-time assists the Board in reviewing and preparing for each
				  project on the agenda.
Board meetings are currently scheduled to occur on the third
				  Thursday of each month. As a rule, meetings begin promptly at 11:00 a.m. There
				  are exceptions to this schedule that occur randomly during peak periods of
				  project activity. Meetings will be arranged in advance to convene earlier in
				  the day and/or to extend to accommodate much fuller agendas. See 020-010 Board
				  Meeting Schedule, Called Meetings, and Notice for the official policies and
				  procedures regarding scheduling of meetings as adopted by the ITS Board.
Boardroom Facilities
The ITS Boardroom is located in the ITS Board Room on the
				  first floor of the ITS administrative office. This room is the site for most
				  meetings unless the Board accepts an invitation from another agency or
				  institution to host a meeting offsite. Seating is available in the back of the
				  room for attendees from the vendor community and from state agencies and
				  institutions, as well as any other interested party.
All meeting attendees other than ITS employees are required
				  to sign in upon entering the meeting room. Their attendance is recorded as a
				  part of the Board's minutes. Copies of the Board's agenda for the current
				  meeting are available at the sign-in table. The agenda is also posted on the
				  ITS website during the week of the meeting.
Those presenters that desire to use the boardroom
				  presentation facilities will find connections for both power and local/wide
				  area networking, as well as provision of an overhead projector capable of
				  hosting programmed presentations from portable computers. Presenters must give
				  advance notice to the ITS staff if the presenters want to use these facilities.
				  Further, they should arrive sufficiently early to set-up, test and ensure that
				  their presentations and all facilities are working together.
Prior arrangements must similarly be made for any attendee
				  or media group desiring to set up and use audio or video equipment to record
				  any Board meeting.
Board Meeting Protocol and Decorum
The ITS Board conducts its business in a formal, official
				  setting. The Board Chairman moderates each meeting observing
Robert's
				  Rules of Order
. All participants are expected to observe appropriate
				  dress and conduct in keeping with the official protocol and decorum of the
				  Board meetings. All discourse with the Board should be done from the speaker's
				  podium or, upon being recognized by the Chairman, from the gallery.
				  Participants should stand and state their names prior to speaking. For formal
				  rules of conduct adopted by the Board in 1989, see 020-015 Rules and
				  Regulations Governing the Conduct of Persons at ITS Board Meetings.
To preserve the order of the meeting, all participants are
				  required to disengage any cellular phones, pagers or other electronic devices
				  and refrain from using them while the Board meeting is underway.
The Chairman begins each meeting with a call to order, then
				  an invitation for guests to introduce themselves. All attendees who are not ITS
				  employees should state their name, title, and employer. The Chairman next
				  requests that the Board review and vote on the minutes of the previous meeting.
				  The Board's subsequent order of business is to take up the current month's
				  agenda, generally in the order in which it was prepared by the ITS staff. The
				  Chairman will invite the particular internal and/or guest staff to present a
				  synopsis of each agenda item together with the official recommendation. The
				  Chairman will entertain discussion of the agenda item among the Board and
				  presenters. The Chairman next requests a motion from the Board members on the
				  disposition of each agenda item. The Board then votes on the agenda item. The
				  Board secretary records all proceedings into the minutes of each meeting. The
				  minutes become official once approved by the Board and signed at a subsequent
				  meeting. Upon conclusion of all scheduled and ad hoc agenda items, the Chairman
				  calls for a motion to adjourn the meeting.
Conclusion
The ITS Board and staff have organized the Board meeting
				  process in the manner described so that the business of State and its citizens,
				  as it pertains to ITS statutory responsibilities, may be conducted in an open,
				  efficient manner, allowing each agenda item and its interested parties to be
				  given the fullest respect and consideration.
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