(a) The agency will maintain a complete transcript or electronic recording
or transcription thereof adequate to record fully the proceedings of each
meeting or portion of a meeting closed to public observation pursuant to
exemption (1), (2), (3), (4), (5), (6), (7) or (9)(B) of section 261b.5 of
this part. Transcriptions of recordings will disclose the identity of each
speaker.
(b) The agency will maintain either such a transcript, recording or
transcription thereof, or a set of minutes that will fully and clearly
describe all matters discussed and provide a full and accurate summary of any
actions taken and the reasons therefor, including a description of each of
the views expressed on any item and the record of any roll call vote
(reflecting the vote of each member on the question), for meetings or
portions of meetings closed to public observation pursuant to exemption (8),
(9)(A) or (10) of section 261b.5 of this part. The minutes will identify all
documents considered in connection with any action taken.
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(c) Transcripts, recordings or transcriptions thereof, or minutes will
promptly be made available to the public in the Freedom of Information Office
except for such item or items of such discussion or testimony as may be
determined to contain information that may be withheld under subsection (c)
of the act and section 261b.5 of this part.
(d) A complete verbatim copy of the transcript, a complete copy of the
minutes, or a complete electronic recording or verbatim copy of a
transcription thereof of each meeting or portion of a meeting closed to
public observation will be maintained for a period of at least two years or
one year after the conclusion of any agency proceeding with respect to which
the meeting or portion thereof was held, whichever occurs
later.
