Conduct of Meetings

PURPOSE: This rule provides for the orderly conduct of meetings as provided in section 169.020, RSMo. (1) The board of trustees shall keep a record of all its proceedings. Minutes shall be kept of each meeting and votes recorded on all actions taken by the board. (2) Voting Ballots. The board of trustees may arrive at a decision by means of mail ballots submitted to the members by the executive director, along with complete information relative to the matter to be decided. To obtain a decision by mail ballot, the members voting must be unanimous in the decision and ballots must be returned within fifteen (15) days by at least four (4) of the board members. If a decision is not obtained by the mail ballot, the matter shall be considered at the next regular meeting of the board or at a special meeting. (3) Rule Changes. Any rule adopted by the board of trustees may be amended, suspended, or repealed by the vote of four (4) members of the board at any meeting, provided that the Notice of Proposed Rulemaking, change, or rescission shall be properly filed with the secretary of state, published in the Missouri Register and meet the requirements of section 536.023(3), RSMo before becoming final. (4) Board Meeting Rules of Order. An agenda along with supporting materials shall be prepared by the executive director and distributed to board members in advance of the meeting. Additional items received after distribution may be added with consent of the members. The agenda shall include, if appropriate, but not be limited to, the following items: approval of minutes of previous meeting, organization of board including election of chairman and seating of new members, reports by members and by executive director, reports of special committees, reports of investment agent and actuaries when invited, motions and resolutions for discussion or action, unfinished business, new business, other and adjournment. (5) Order of Business. The order of business shall be determined by the executive director in the preparation of the agenda subject to approval or revision by the chairman and board at the opening of the meeting. (6) Expense Account. An expense statement shall be filed on a form approved by the board of trustees when reimbursements are claimed because of expenses incurred through services on or for the board of trustees. AUTHORITY: section 169.020, RSMo Supp. 2024.* Original rule filed Dec. 19, 1975, effective Jan. 1, 1976. Amended: Filed July 31, 1995, effective Feb. 25, 1996. Amended: Filed Oct. 2, 2024, effective April 30, 2025. *Original authority: 169.020, RSMo 1945, amended 1951, 1953, 1967, 1973, 1983, 1990, 1995, 1996, 1998, 2005, 2009, 2013, 2020.