Section 541.12.6. Organization of customer council.

The operations of the customer council shall be governed by a set of bylaws as adopted by the customer council. Bylaws shall address the following issues.

       12.6(1) Member participation. Each member is expected to attend and actively participate in meetings. Participation will include requesting input and support from the group each member represents.

        a.           Substitutes for members and alternates absent from meetings will not be allowed; however, members may attend by telephone or other electronic means approved by the customer council.

        b.           Upon the approval of the customer council, an alternate member may be selected by an agency or group that provides a representative to the customer council to participate in customer council meetings and vote in place of the representative when the representative is unable to participate.

       12.6(2) Voting. A quorum is required for a customer council vote.

        a.           Eligible members may vote on all issues brought before the group for a vote. Members may be present to vote during a meeting in person, by telephone or other electronic means approved by the customer council.

        b.           Each member, other than the chairperson, vice chairperson and ex-officio members, has one vote. Designated alternates may only vote in the absence of the representative from their organization. A simple majority of the members voting shall determine the outcome of the issue being voted upon.

        c.           Customer council bylaws may be amended by a simple majority vote of all members.

       12.6(3) Officers. The officers of the customer council shall be the chairperson and vice chairperson. The director of the department of management will serve as chairperson and the director of the department of administrative services will serve as vice chairperson. The chairperson and vice chairperson shall not be voting members.

       12.6(4) Duties of officers.

        a.           The chairperson shall preside at all meetings of the customer council.

        b.           The vice chairperson shall assist the chairperson in the discharge of the chairperson’s duties as requested and, in the absence or inability of the chairperson to act, shall perform the chairperson’s duties.

       12.6(5) Committees.

        a.          The chairperson may authorize or dissolve committees as necessary to meet the needs of the customer council.

        b.           Members of the customer council and individuals who are not members of the customer council may be appointed by the chairperson to serve on committees.

        c.           Committees shall provide feedback to the chairperson and the customer council at the council’s request.

        d.           Committees shall meet, discuss, study and resolve assigned issues as needed.

       12.6(6) Administration. DAS will assist the department by providing staff support to assist the chairperson with the following administrative functions:

        a.           Keeping the official current and complete books and records of the decisions, members, actions and obligations of the customer council;

        b.           Coordinating meeting notices and locations and keeping a record of names and addresses, including E-mail addresses, of the members of the customer council; and

        c.           Taking notes at the meetings and producing minutes that will be distributed to all members.

       12.6(7) Open records. Customer council books and records are subject to the open records law as specified in Iowa Code chapter 22.

       12.6(8) Meetings. Customer council meetings are subject to the open meetings law as specified in Iowa Code chapter 21. The customer council is responsible for the following:

        a.           Determining the frequency and time of council meetings.

        b.           Soliciting agenda items from the members in advance of an upcoming meeting.

        c.           Sending electronic notice of meetings, including date, time and location of the meeting, at least one week prior to the meeting date.

        d.           Providing an agenda, including those items requiring action, at least two days prior to the meeting. The agenda should also include any information necessary for discussion at the upcoming meeting.

        e.           Conducting meetings using the most recent version of Robert’s Rules of Order, Revised.