| 1. | The Chairperson shall establish agendas for the Trustees’ meetings. The Chairperson shall endeavor to provide the agenda, together with materials relating to the subject matter of each meeting, to the Trustees prior to each meeting. |
| 2. | Minutes shall be kept of all Trustee meetings. The minutes shall be circulated in draft form to the Trustees to ensure an accurate record, and shall be approved at a subsequent Trustee meetings. |
| 3. | The Chairperson may delegate his or her responsibilities regarding agendas, minutes and records, in accordance with the Trust’s delegation procedure. |
| 4. | The Trustees shall keep records of all decisions regarding benefit document interpretations and benefit claim determinations. |
| Cross References: | Trust Procedure 110.7P Delegation of Duties | |
| Trust Procedure 410P | Claims Procedure | |
| Trust Policy 430 | Health Insurance Portability and Accountability Act of 1996 (HIPAA) – Privacy and Security (referencing HIPAA Privacy Manual, as amended for Security) | |
| Trust Procedure 450 | Records Retention and Management | |
| Board Policy 8410 | Records Management and Retention | |
| Board Procedure 8410P | ||
| Records Management and Retention | ||
| General Records Retention Schedule, School Districts and Educational Districts, provided by the Office of the Secretary of State, Division of Archives and Records Management |