ARTICLE IV -Conduct of Business
The Advisory Board will meet at least once every year, preferably in the fall. Meetings will usually be held on The University of Tulsa campus. The executive committee will meet at least two times a year in a place chosen by the Chairperson of the Advisory Board. All matters coming and discussed before the Advisory Board, unless otherwise specifically decided by the Board, will be decided by a majority vote of the total voting members present.
Prior to the conduct of business at a meeting of the Advisory Board, a quorum of at least fifty percent (50%) of the members must be present, but a lesser percent may adjourn the meeting. Each member present shall be entitled to one vote. A member may issue a written power of proxy to one of his or her employees or co-workers to exercise in person. A copy of said written power of proxy shall be faxed to the Chairman of the McDougall School of Petroleum Engineering at The University of Tulsa. No other form of proxy shall be permitted. If a quorum is not present, the attending members may decide that a mail ballot be conducted on the business that requires voting. If a majority of all of the members approve any matter by roll taken by mail or telex, the matter shall be considered as approved, as if voted on in a regular meeting of the Advisory Board.
The Chairperson of the Advisory Board will write an annual letter to the Chairperson of the Department summarizing current activities and recommendations, as well as progress towards achieving objectives. The Chairperson of the Department will provide an oral report to the Advisory Board at least once annually on the overall status of the Department.