1.4 Meetings

(Iowa Code § 262.8 (PDF))

  1. Regular Meetings
    1. The Board shall meet at least four times a year.

    2. Meetings shall be held at sites designated by the Board Office.
  2. Special Meetings

    Special meetings may be called by the Board, by the President of the Board, or by the Executive Director.

  3. Agendas

    The Executive Director, in conjunction with the Board President and President Pro Tem, shall be responsible for determining all matters to be brought before the Board. The Board Office, in consultation with the institutions, shall be responsible for preparing the agenda and gathering all necessary documentation and supporting material. The Board Office shall establish a schedule for submission of agenda items and materials. Each institution will prepare its own portion of the agenda and forward the same, with all supporting material, to the Executive Director in accordance with the schedule for submission.

    1. The agenda of Board meetings will be made available to students, faculty, staff, and the general public through the Board Office, its website, and the public information officer at each institution prior to the Board meeting at which the agenda is to be considered.

    2. Legislators, the majority and minority leadership in both houses, the Governor’s office, state department heads, and members of the press are provided notification concerning the availability of agenda materials on the Regent website. This release of information is sent as soon as practicable and at least 24 hours prior to the Board meeting. 
  4. Conduct of Meetings

    Six members of the Board shall constitute a quorum (Iowa Code § 17A.2(1) PDF). The number of votes required to constitute a majority for a given purpose shall be a majority of those present, assuming a quorum. Except where otherwise required by statute, the Board shall conduct its meetings according to Robert's Rules of Order (opens in new window).

    The Board of Regents shall comply with Iowa Code § 21 (PDF) OFFICIAL MEETINGS OPEN TO PUBLIC.

  5. Board Procedures for Holding a Closed Meeting
    1. The Board may hold a closed session as permitted by law. The procedure for calling a closed session will begin with the president of the Board determining whether a suggested topic is a proper one for a closed session.

    2. The president will notify the Board in public session that such a request has been made and will identify by letter or topic the specific exemption for holding a closed session and then request a roll call vote which, in accordance with the law, will require an affirmative vote of two-thirds of the Board or all of the members present before the closed session can be approved.

    3. At the beginning of the closed session, the president will inform the Board more specifically of the topic of the session. The minutes of the regular Board meeting will reflect the roll call vote for the closed session and the time at which the closed session began and ended. 
  6. Public Attendance at Board Meetings
    1. Members of the public are welcome to attend Board meetings. All sessions of the Board are open to the public except for those authorized by law to be conducted in closed session (see 1.7E of this Policy Manual for details).

    2. Signs, placards and other display media may be permitted in the meeting room at the discretion of the President of the Board. For public safety reasons, signs shall not be mounted on sticks, posts or similar structures. Audience members may be asked to remove signs from the meeting room if they disrupt the meeting or interfere with the ability of others to observe the proceedings. Disruptive behavior will not be tolerated. Individuals who engage in disruptive behavior will be removed from the meeting.
      1. Megaphones and sound amplifiers, other than systems provided at the request of the Board, are not permitted in the meeting room.

      2. The Board reserves the right to supplement these rules of conduct upon announcement at any meeting. 
  7. Presentations to the Board
    1. The business of the institutions shall be presented to the Board by the institutional executives. The university presidents are authorized and encouraged to utilize appropriate faculty, students, and staff representatives as institutional resource persons at each meeting when, in their judgment, it is desirable.

    2. Any person (petitioner) may request to make a written or oral presentation to the Board. All such requests must be in writing and state the specific subject to be discussed and the reasons why a personal appearance is necessary. Requests may be submitted directly to the Executive Director at any time in advance of the Board meeting at which the petitioner requests to make a written or oral presentation. Requests must be accompanied by any supporting documentation or evidence that the petitioner wishes the Board to consider. The Executive Director shall cause the subject matter of the request to be investigated, including soliciting institutional comment as necessary. The Executive Director will determine, in his/her discretion, whether a request is to be granted and whether such a request for oral presentation is relevant to the business before the Board. The Executive Director may defer ruling on a request until the next regularly scheduled meeting of the Board if there is insufficient time to adequately investigate the matter and make a determination as to its appropriateness for Board consideration. If a request is granted, the Executive Director shall notify the petitioner of his/her tentative place on the Board’s agenda, the prescribed manner of the presentation and what written materials, if any, the petitioner should provide for Board consideration. Priority may be given to requests from students, faculty, staff, or representatives of campus constituencies.
  8. Public Comment

         i.  The universities, special schools, and the Board Office will allow for additional access to public
             comment from Iowans.

        ii.  A public comment hearing will be held at each university, at the Board Office and at the special
             schools prior to each Board of Regents meeting.
              a.     Students, faculty, parents, alumni and citizens have an opportunity to provide comments on any
                      issue affecting the Board of Regents, including the upcoming Board meeting agenda.
              b.     Each hearing shall last a minimum of one hour
              c.     The Transparency Officers or designees will preside at each hearing
              d.     The dates and times of the public hearings are staggered to maximize public input
              e.     Each public hearing shall be video recorded and posted on the Board of Regents web site. A link
                      to the video recordings shall be forwarded to each member of the Board of Regents.
              f.       Comments received during each public hearing shall be reviewed by the officers of the Board of
                       Regents to determine if an issue raised during a public hearing should be placed on a future
                       meeting agenda of the Board of Regents or if persons testifying at the public hearing should
                       be invited to appear before the Board of Regents
              g.     A written public comment option will be established for all docket decision items on each Board
                      of Regents agenda.