Funding Request for State Mandated Open Meetings and Open Records TrainingCity of Dubuque
City Council
CONSENT ITEMS # 11.
Copyrighted
December 15, 2025
ITEM TITLE: Funding Request for State Mandated Open Meetings and
Open Records Training
SUMMARY: City Manager recommending City Council approval to
allocate $2,500 annually for state -mandated open meetings
and open records training for members of governmental
bodies who were elected or appointed after July 1, 2025.
SUGGUESTED Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
1. MVM Memo
2. Staff Memo
Page 284 of 1019
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Funding Request for State Mandated Open Meetings and Open Records
Training
DATE: December 9, 2025
City Clerk Adrienne Breitfelder is recommending City Council approval to allocate
$2,500 annually for state -mandated open meetings and public records training for
members of governmental bodies who were elected or appointed after July 1, 2025.
Iowa House File (HF) 706 was signed into law in June 2025 and took effect on July 1,
2025. The legislation requires all newly elected or appointed officials who serve on a
governmental body to complete state -approved open -meetings and public -records
training within 90 days of taking the oath of office or assuming the role. The requirement
only applies to members of governmental bodies who are newly elected or appointed
after the July 1, 2025, effective date. Individuals who held their positions on or before
June 30, 2025, are exempted from the requirement, including if they are later reelected
or reappointed to a new term in the same position. Members of governmental bodies
include the Mayor, City Council members, board and commission members, and any
formally established subcommittee members.
While failing to complete the training does not invalidate actions taken by a
governmental body, missing the deadline could expose the member to the same
financial penalties that apply to open meetings violations. Under HF 706, these
penalties have increased- fines now range from $500 to $2,500 for standard violations
and $5,000 to $12,500 for knowing violations.
The funding source for the $2,500 will be from the FY25 General Fund savings.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
Page 285 of 1019
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Adrienne Breitfelder, City Clerk
Page 286 of 1019
THE CITY OF Dubuque
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TO: Michael C. Van Milligen, City Manager
FROM: Adrienne N. Breitfelder, City Clerk
City Clerk's Office
City Hall
50 W. 13'h Street
Dubuque, IA 52001-4864
(563) 589-4100 office
(563) 589-0890 fax
ctyclerk@cityofdubuque.org
www.cityofdubuque.org
SUBJECT: Funding Request for State Mandated Open Meetings and Open Records
Training
DATE: December 5, 2025
INTRODUCTION
The purpose of this memorandum is to request funding for state -mandated open
meetings and public records training for newly elected or appointed officials serving on
a governmental body. It also outlines the notification process for this new training
requirement.
BACKGROUND
Iowa House File (HF) 706 was signed into law in June 2025 and took effect on July 1,
2025. The legislation requires all newly elected or appointed officials who serve on a
governmental body to complete state -approved open -meetings and public -records
training within 90 days of taking the oath of office or assuming the role. The requirement
only applies to members of governmental bodies who are newly elected or appointed
after the July 1, 2025, effective date. Individuals who held their positions on or before
June 30, 2025, are exempted from the requirement, including if they are later reelected
or reappointed to a new term in the same position. Members of governmental bodies
include the Mayor, City Council members, board and commission members, and any
formally established subcommittee members.
While failing to complete the training does not invalidate actions taken by a
governmental body, missing the deadline could expose the member to the same
financial penalties that apply to open meetings violations. Under HF 706, these
penalties have increased: fines now range from $500 to $2,500 for standard violations
and $5,000 to $12,500 for knowing violations.
The required training consists of a 1 to 2-hour virtual session on the responsibilities of
public bodies under Iowa Code Chapter 21 on open meetings and Chapter 22 on public
records. The Iowa Public Information Board (IPIB) offers this training virtually and free of
charge. The legislation also permits approved third -party providers to conduct the
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training after receiving certification from IPIB. Local municipalities are currently
prohibited from becoming certified trainers.
IPIB currently offers its training only on a quarterly basis. As a result, individuals who
are unable to attend the scheduled session must wait until the next quarter. Currently,
only a few third -party providers are certified to conduct the training, and they offer
sessions on a limited basis. Because many board and commission members work full-
time, attending these sessions, often held during daytime hours, can be challenging.
Many existing third -party providers charge a fee, which presents a barrier for board and
commission members, particularly because city staff typically do not have dedicated
budgets for board and commission members, and the bill's short notice left little time to
plan for these expenses. Board and commission members are volunteers who provide
an essential service to the city, therefore, we do not want them to bear the cost of
training. While additional organizations are seeking certification to provide training that
may be offered free of charge, this process is still underway.
DISCUSSION
The City Clerk's Office is proposing to allocate $2,500 annually, effective in Fiscal Year
2026, to support this state -mandated training. The $2,500 estimate is based on the
average number of board and commission resignations and vacancies over the past
three years. It also includes City Council members, as those elected after July 1, 2025,
are required to complete the training, excluding members who were in office prior to that
date and re-elected to the same position. These funds would cover registration for
approved third -party trainings, which currently range from $25 to $50 per participant.
Staff are also exploring opportunities to coordinate a group training session with a
certified provider during weekend or evening hours to better accommodate members
who work full-time. These group sessions would also be subject to a fee.
Allocating funds will expand the range of available training options and increase the
likelihood of timely compliance. If staff identify remaining funds near the end of a fiscal
year, the City may also offer training more broadly to all board and commission
members and City Council members, as all governmental body members are
encouraged to complete this training.
Once an individual completes the training, they have fulfilled all requirements and do not
need to repeat it if they remain in the same position on the same governmental body.
Implementation and Notification Steps
• The Boards and Commissions application will be updated to clearly state the
state -mandated training requirement, so all applicants are aware prior to
applying.
• Upon appointment, the City Clerk's Office will notify new members that they must
complete the training within 90 days of taking their oath of office. The notification
will include the training options available.
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• If an individual wishes to register for a training that requires a fee, they will notify
the City Clerk's Office, who will handle the registration on their behalf.
• After the 90-day deadline, individuals who have not completed the training will
receive an email notice from the City Clerk's Office indicating they have 60
additional days to comply with the statutory requirement. Relevant staff will be
included on this notice to assist in contacting and supporting the individual as
needed. City Council members will be informed to ensure awareness and, where
appropriate, to leverage any connections they may have to help remind
individuals of the training requirement.
• If training is not completed within the 60-day timeframe, the City Attorney's Office
will be consulted regarding next steps. Such situations will be evaluated on a
case -by -case basis.
The process flow chart below visually outlines the steps in this process:
BUDGETIMPACT
The funding source for the $2,500 will be from the FY25 General Fund savings.
ACTION TO BE TAKEN
I respectfully request approval to allocate $2,500 annually for state -mandated open
meetings and public records training for members of governmental bodies who were
elected or appointed after July 1, 2025.
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Trish Gleason, Assistant City Clerk
Jenny Larson, Chief Financial Officer
Laura Bendorf, Budget Manager
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