Current through Register Vol. 47, No. 13, December 25, 2024
The BAC shall meet at least quarterly, or at the call of the
chairperson, or upon the written request by the chief executive officer, or
designee, or upon written request of a majority of the BAC representatives. The
chairperson shall establish the dates of all regularly scheduled meetings and
provide, with reasonable effort, at least one month's notice of those meeting
dates, locations, and agenda. Meetings, unless otherwise specified in the
agenda, will generally be held at IPERS' headquarters, 7401 Register Drive, Des
Moines, Iowa.
(1)
Notice of
meetings and agenda.
a.
Form
of notice. Notice of meetings is given by the posting and distributing
of the agenda. The agenda lists the time, date, place, and topics to be
discussed at the meeting.
b.
Posting of agenda. The agenda for each meeting will be posted
at IPERS' headquarters.
c.
Distribution of agenda. An agenda shall be provided to each
BAC representative and to anyone who files a request with the chairperson. The
request should state whether the agenda for a particular meeting is desired or
whether the agendas for all meetings are desired.
d.
Amendments to agenda.
After an agenda has been posted and distributed, any amendments to the agenda
will be posted, but not distributed. The amended agenda will be posted at least
24 hours prior to the meeting unless, for good cause, notice is impossible or
impractical, in which case as much notice as is reasonably possible will be
given.
e.
Supporting
material. Written materials provided to the BAC with the agenda may be
examined and copied. Copies of the materials may be distributed at the
discretion of the chairperson to persons requesting the materials. The
chairperson may require a fee to cover the reasonable cost to the agency to
provide the copies.
(2)
Recordings, transcripts and minutes of meetings.
a.
Recordings. The
chairperson shall record by mechanized means each meeting and shall retain the
recording for at least one year. Recordings of closed sessions shall be sealed
and retained at least one year.
b.
Transcripts. Transcripts of meetings will not routinely be
prepared. The chairperson will have transcripts prepared upon receipt of a
request for a transcript and payment of a fee to cover its cost.
c.
Minutes. The chairperson
shall record minutes of each meeting. Minutes shall be reviewed, approved, and
maintained by the BAC. The chairperson shall sign the approved
minutes.
(3)
Attendance and participation by the public.
a.
Attendance. All meetings
of the BAC are open to the public and shall be held in accordance with Robert's
Rules of Order, Revised Edition. The BAC may exclude the public from portions
of the meeting in accordance with Iowa Code section
21.5.
b.
Participation.
(1) Items on agenda. Persons who wish to
address the BAC on a matter on the agenda should notify the chairperson in
writing at least five days before the meeting. Presentations to the BAC may be
made at the discretion of the chairperson.
(2) Items not on agenda. Iowa Code section
21.4 requires the
BAC to give notice of its proposed agenda. Therefore, the BAC discourages
persons from raising matters not on the agenda. Persons who wish to address the
BAC on a matter not on the agenda should file a request with the chairperson to
place the matter on the agenda of a subsequent meeting.
c.
Coverage by press.
Cameras and recording devices may be used during meetings provided they do not
interfere with the orderly conduct of the meeting. The chairperson may order
that the use of these devices be discontinued if they cause interference and
may exclude those persons who fail to comply with that order