TITLE I
GENERAL SOCIETY PROCEDURES
CHAPTER 1
DESCRIPTION OF ORGANIZATION
[Prior to 5/31/89, see Historical Department[490] Chs 1, 2, 5, 10 and Historical Division[223] Ch 13]
223—1.1(303) Purpose. This chapter describes the purposes of the society; the service locations; internal organization; and the board of trustees of the society.
223—1.2(17A,303) Definitions. The definitions listed in Iowa Code section 17A.2 shall apply for terms as they are used in 223—Chapters 1 to 50. In addition, the following definitions apply:
“Administrator” means the administrator of the historical division of the department of cultural affairs.
“Board of trustees of the society” or “board” means the 12-member advisory board of the historical division of the department of cultural affairs.
“Bureau” means a subdivision within the historical division of the department of cultural affairs.
“Department” means the department of cultural affairs.
“Director” means the director of the department of cultural affairs.
“Historical division” means the division of the department of cultural affairs, also termed the “society.”
“Society” means the state historical society of Iowa.
“Trustees” means the board of trustees of the society.
223—1.3(303) Mission statement. The state historical society of Iowa has a dual mission of preservation and education. As a trustee of Iowa’s historical legacy, the state historical society of Iowa identifies, records, collects, preserves, manages, and provides access to Iowa’s historical resources. As an advocate of understanding Iowa’s past, the state historical society of Iowa educates Iowans of all ages, conducts and stimulates research, disseminates information, and encourages and supports historical preservation and education efforts of others throughout the state.
The state historical society of Iowa is the state agency created and empowered by the general assembly as the official trustee of Iowa’s human heritage. The society has the responsibility and authority to:
	●	Identify, record, collect, preserve, and manage the manifestations of Iowa’s history;
	●	Interpret and disseminate Iowa history;
	●	Conduct, stimulate, produce, and share scholarly research on Iowa history;
	●	Promote and coordinate the teaching of Iowa history;
	●	Advocate the preservation and stewardship of Iowa’s historical resources; and
	●	Enter into agreements with nonprofit corporations to undertake activities of benefit to the society.
223—1.4(303) Organization.
	1.4(1) Administrator. The administrator of the society is appointed by the director of the department of cultural affairs and serves at the director’s pleasure. In accordance with Iowa Code section 303.2(2c), the administrator serves as the state historic preservation officer. The administrator selects all society personnel and manages the operation of all society programs and facilities. The administrator operates from offices located at the State Historical Building, 600 East Locust Street, Des Moines, Iowa.
	1.4(2) Bureaus. The society may organize its activities into any number of bureaus.
223—1.5(303) Facilities management.
	1.5(1) Locations.
	a. 	The society operates two major facilities: The State Historical Building, 600 East Locust Street, Des Moines, Iowa 50319, and the Centennial Building, 402 Iowa Avenue, Iowa City, Iowa 52240.
	b. 	The society also operates eight historic sites:
	(1)	Abbie Gardner Sharp Cabin, Arnolds Park, Iowa 51331;
	(2)	American Gothic House, Eldon, Iowa 52554;
	(3)	Blood Run National Historic Landmark, Inwood, Iowa 51240;
	(4)	Matthew Edel Blacksmith Shop, Haverhill, Iowa 50120;
	(5)	Montauk, Union Sunday School, and Clermont Museum, Clermont, Iowa 52135;
	(6)	Plum Grove, Iowa City, Iowa 52240;
	(7)	Toolesboro Mounds National Historic Landmark, Wapello, Iowa 52653; and
	(8)	Western Historic Trails Center, 3434 Richard Downing Avenue, Council Bluffs, Iowa 51501.
	1.5(2) Internet website. The society’s Internet home page is located at www.iowahistory.org.
	1.5(3) Hours and days of operation. Public hours and days of operation shall be posted at each society facility and on the society’s Internet website. The hours for all facilities shall be approved by the director, or designee, upon recommendation of the administrator. Changes in the hours for a facility shall be effective upon 30 days’ notice as posted.
	1.5(4) Fees. Fees may be charged and collected by the society and shall be administered according to Iowa Code section 303.9. Fees may be charged for, but are not limited to: facilities rental; group tours; educational programs; speaking engagements; photocopying and document reproduction; census searches; photographic searches and reproduction; electronic distribution of materials; rights to publish; conservation and consultation services; artifact and specimen identification and reference; vital records searches and verification; reference, consultation and technical services; research and application processing; admissions; memberships; and subscriptions.
	1.5(5) Facilities use. Resource protection is the underlying principle guiding the use of society facilities. This subrule sets forth conditions of public use which apply to all society facilities. Additional restrictions or exceptions pertain to specific facilities as listed in subrule 1.5(6).
	a. 	Individuals and groups. All facilities of the society are open to individuals in accordance with the posted schedule. Groups may arrange for educational programs and group tours by contacting the society.
	b. 	Facility rentals. Certain facilities of the society are available for rental. An individual or group renting a society facility shall be liable for all damage to the facility. The renter shall be billed for the cost of repairs, extraordinary cleaning, and, if necessary, the collection of costs related to any damage caused during rental.
	c. 	Pets. With the exception of those assisting the deaf and hard of hearing or visually impaired, pets shall be prohibited in society buildings. All pets on the grounds of any society facility shall be on a leash and under the direct supervision of the owner. The owner assumes all liability for pets brought onto the grounds of a society facility.
	d. 	Smoking. Smoking shall be prohibited in all society facilities.
	e. 	Food and drink. Consumption of food and beverages shall be prohibited in all society facilities except in specific areas designated by the director, or designee, upon recommendation of the administrator.
	f. 	Camping. Camping shall be prohibited at all society facilities, except for special events approved by the director, or designee, upon recommendation of the administrator.
	1.5(6) Use of specific facilities.
	a. 	State Historical Building.
	(1)	All operations are in accordance with 11—subrule 100.4(3), Iowa Administrative Code. The society may contract with a nonprofit corporation to operate a facility rental program. Details concerning the rental program may be obtained from the facilities rental coordinator, State Historical Society of Iowa, 600 East Locust Street, Des Moines, Iowa 50319, or at www.iowahistory.org.
	(2)	A contract for use of any part of the state historical building shall be executed prior to the event. This contract shall identify, at a minimum, the group using the facility, purpose of the use, person or group legally responsible, all fees to be assessed, and exact date and time of the event. A contract shall be initiated with the facilities rental coordinator and shall be approved by the director or designee.
	(3)	Alcoholic beverages may be served at functions in the state historical building if a fully approved alcoholic beverages application is executed prior to the event. This application shall attest that all laws of the state of Iowa and the city of Des Moines pertaining to alcoholic beverages will be obeyed and that all liability rests with the group using the facility. All alcoholic beverage service shall be provided by the licensee designated by the department of cultural affairs.
	(4)	Programming. Group tours of the state historical building and educational programming are available. Prior scheduling may be required for tours and programming. An inquiry about arrangements of a museum tour may be directed to the State Historical Society of Iowa, 600 East Locust Street, Des Moines, Iowa 50319.
	b. 	Centennial Building.
	(1)	The society provides program services of the library and publications bureau at this location. Meeting rooms and other facilities are available for use by groups.
	(2)	Group tours. Educational tours of the library are available only on a prearranged basis. An inquiry about arrangements for a tour may be directed to the Bureau Chief, Centennial Building, 402 Iowa Avenue, Iowa City, Iowa 52240.
	c. 	Abbie Gardner Sharp Cabin. This site is protected under guidelines established in the Abbie Gardner Sharp Cabin management plan in accordance with the Secretary of the Interior’s Standards for Historic Preservation. A request for research use of the site shall be directed to the society. A research request shall be reviewed by the historic sites coordinator and recommended for action to the administrator within 30 days.
	d. 	American Gothic House. This site is protected by the society in accordance with the Secretary of the Interior’s Standards for Historic Preservation. Copies of the guidelines and applications for use of the site shall be available from the society.
	e. 	Blood Run National Historic Landmark.
	(1)	This site is managed by the Executive Director, Lyon County Conservation Board, RR 1, Box 44, Inwood, Iowa 51240, through a cooperative agreement with the society.
	(2)	This site is protected under guidelines established in a law enforcement agreement between the society and the Lyon County Conservation Board and in accordance with the Secretary of the Interior’s Standards for Historic Preservation.
	(3)	A request for research use of the site shall be directed to the society. A research request shall be reviewed by the historic sites coordinator and recommended for action to the administrator within 30 days.
	f. 	Matthew Edel Blacksmith Shop.
	(1)	Site protection. The site is protected under guidelines established in cooperative agreements between the society, the Historical Society of Marshall County and the city of Haverhill in accordance with the Secretary of the Interior’s Standards for Historic Preservation. A request for research use of the site shall be directed to the society. A research request shall be reviewed by the historic sites coordinator and recommended for action to the administrator within 30 days.
	(2)	Private use by groups. Picnicking is permitted at this site. A shelter house is available. Arrangements for use of the shelter house may be made by contacting the City Council, Haverhill, Iowa 50120.
	g. 	Montauk, Union Sunday School, Clermont Museum.
	(1)	Site protection. Montauk is a state preserve. Management complies with all provisions of Iowa Code chapter 465C, 575—Chapter 2, Iowa Administrative Code, and the articles of dedication for Montauk as a state preserve. A request for research use of the site shall be directed to the society. A research request shall be reviewed by the site manager and the historic sites coordinator and recommended for action to the administrator within 30 days.
	(2)	Hunting shall not be permitted on this site.
	(3)	Group tours. Tours of Montauk, Union Sunday School, and Clermont Museum shall be available on a prearranged basis. An inquiry about arrangements for a tour may be directed to the Site Manager, Montauk, Clermont, Iowa 52135.
	(4)	Private use by groups. The facilities may be available on a prearranged basis for use by historical and cultural interest groups. An inquiry may be directed to the Site Manager, Montauk, Clermont, Iowa 52135.
	h. 	Plum Grove.
	(1)	Site protection. The site is protected under guidelines established in a cooperative agreement between the society and the Johnson County Historical Society and in accordance with the Secretary of the Interior’s Standards for Historic Preservation. A request for research use of the site shall be directed to the society. A research request shall be reviewed by the historic sites coordinator and recommended for action to the administrator within 30 days.
	(2)	Picnicking is permitted at the site.
	(3)	Group tours. Tours shall be available only on a prearranged basis. An inquiry about arrangements for a tour shall be directed to the Site Manager, Johnson County Historical Society, 310 5th Street, Coralville, Iowa 52241.
	(4)	Private use by groups. The facilities may be available on a prearranged basis for use by historical and cultural interest groups. An inquiry may be directed to the Site Manager, Johnson County Historical Society, 310 5th Street, Coralville, Iowa 52241.
	i. 	Toolesboro Mounds National Historic Landmark.
	(1)	Site protection. Toolesboro Mounds National Historic Landmark is a state preserve. Management complies with all provisions of Iowa Code chapter 465C, 575—Chapter 2, Iowa Administrative Code, and the articles of dedication for Toolesboro Mounds National Historic Landmark as a state preserve. A request for research use of the site shall be directed to the society. A research request shall be reviewed by the historic sites coordinator and recommended for action to the administrator within 30 days.
	(2)	Group tours. Tours are available on a prearranged basis. An inquiry may be directed to the Louisa County Conservation Board, Box 261, 601 Highway 61 North, Wapello, Iowa 52653.
	j. 	Western Historic Trails Center.
	(1)	Parking. Parking is permitted in designated areas at the site. No overnight parking shall be permitted at the site without written approval by the site manager.
	(2)	Group tours. Tours by groups, during normal days and hours of operation, shall be available on a prearranged basis. An inquiry about arrangements for a tour shall be directed to the Site Manager, Western Historic Trails Center, 3434 Richard Downing Avenue, Council Bluffs, Iowa 51501.
	(3)	Private use by groups. The facilities may be available on a prearranged basis for use by historical and cultural interest groups. An inquiry may be directed to the Site Manager, Western Historic Trails Center, 3434 Richard Downing Avenue, Council Bluffs, Iowa 51501.
	(4)	Admission fee. No admission fee shall be charged at the site.
[ARC 5730C, IAB 6/30/21, effective 8/4/21]
223—1.6(303) Board of trustees.
	1.6(1) Function. The function of the society board of trustees is to advise the administrator of the society and to stimulate interest in the history of Iowa among the general public, as well as other functions that are not contrary to the Iowa Code.
	1.6(2) Composition. Two categories of membership exist for the board of trustees:
	a. 	Elected members. In compliance with Iowa Code subsection 303.4(1), three members of the board of trustees shall be elected annually. The board of trustees shall establish written procedures for the conduct of the election. A society member may nominate a candidate by contacting the administrator. Each member of the society shall be entitled to one vote regardless of membership category. Elected board members shall serve three-year, staggered terms of office. Terms of office shall begin on May 1 consistent with Iowa Code section 69.19.
	b. 	Appointed members. In compliance with Iowa Code subsection 303.4(1), the governor shall appoint nine members to the board. Terms of office shall be in accordance with Iowa Code subsection 303.4(2) and consistent with Iowa Code section 69.19.
	1.6(3) Officers. Pursuant to Iowa Code section 303.6, the board of trustees of the society shall annually elect a chairperson and a vice chairperson from its membership. The administrator of the society serves as secretary to the board of trustees. Election of officers shall be held annually at the first meeting of the board following the installation of new members. Election is by a two-thirds vote of all board members.
	1.6(4) Meetings. The board of trustees shall meet at least four times per year in accordance with a schedule established by the board. A two-thirds majority of all members of the board shall constitute a quorum to conduct business. All meetings are open to the public under Iowa Code chapter 21. Public notice of all meetings shall be posted in accordance with Iowa Code chapter 21.
	1.6(5) Committees—appointment. Committees of the board of trustees may be appointed on an ad hoc basis by the chairperson of the board. Nonboard members may be appointed to committees.
	1.6(6) Conflict of interest.
	a. 	Definitions. The following definitions apply in this subrule:
“Affinity” means the relationship of a spouse.
“Consanguinity of the second degree” means a blood relationship of the second degree such as a brother/sister, grandparent, grandchild.
“Contract” means any claim, account, job of work, grant application, provision of materials, or manuscript submitted for remuneration.
	b. 	A board member who has an interest, either direct or indirect, within consanguinity of the second degree, in any contract in which the society is or might become a party shall disclose the interest to the board. The interest shall be noted in the minutes of a board meeting. When the contract requires board action, the affected member shall not participate in any discussion or action by the board with respect to the contract. The affected member shall be disqualified from voting on the contract issue by reason of the conflict. The quorum of the board shall not be changed as the result of a conflict of interest disqualification.
223—1.7(303) Gifts, bequests, endowments. The society may accept private gifts, bequests, and endowments with such gifts credited to the account of the society. Accepted gifts, bequests, and endowments shall be used in accordance with the desire of the donor as expressed at the time of the donation. Undesignated funds shall be credited to the society and used for projects and activities of the society as recommended by the administrator of the society. Gifts may be deposited directly into the account of the society, or, in accordance with Iowa Code section 353.7(4), the society may enter into an agreement with a nonprofit corporation to accept and manage gifts, bequests and endowments.
223—1.8(303) Public and private grants and donations. The department, acting on behalf of the society, may apply for and receive funds from public and private sources. Receipts from these grants shall be credited to the account of the society and used in accordance with the stipulation of the grants contract. In accordance with Iowa Code section 303.7(4), the society may enter into an agreement with a nonprofit corporation to accept public and private grants and donations.
223—1.9(303) Sale of mementos. The department, acting on behalf of the society, may sell mementos or other items relating to Iowa and its history and culture at the society’s facilities.
	1.9(1) Operator of gift shops. The society may enter into an agreement with a nonprofit corporation for the operation of gift shops, including facilities, merchandise, and promotion. The society shall require an accounting of all receipts and expenditures of the gift shops.
	1.9(2) Income. Net proceeds from rental, lease, sale, and fees shall be deposited into the account of the society.
These rules are intended to implement Iowa Code sections 303.1A, 303.2, and 303.4 to 303.18.
[Filed 7/2/75]
[Filed 7/15/75]
[Filed 9/14/76, Notice 6/14/76—published 10/6/76, effective 11/10/76]
[Filed 6/22/77, Notice 5/18/77—published 7/13/77, effective 6/12/78]
[Filed 10/14/77, Notice 4/20/77—published 11/2/77, effective 12/7/77]
[Filed 4/13/78, Notice 3/8/78—published 5/3/78, effective 6/12/78]
[Filed emergency 8/15/80—published 9/3/80, effective 9/1/80]
[Filed emergency 10/30/87—published 11/18/87, effective 10/30/87]1
[Filed 2/19/88, Notice 11/18/87—published 3/9/88, effective 4/13/88]
[Filed 5/12/89, Notices 11/30/88, 12/28/88, 4/5/89—published 5/31/89, effective 7/5/89]
[Filed 6/21/91, Notice 3/20/91—published 7/10/91, effective 8/14/91]
[Filed emergency 12/2/93—published 12/22/93, effective 12/2/93]
[Filed 1/27/94, Notice 12/22/93—published 2/16/94, effective 3/23/94]
[Filed 10/2/98, Notice 8/26/98—published 10/21/98, effective 11/25/98]
[Filed 5/21/04, Notice 3/31/04—published 6/9/04, effective 7/14/04]
[Filed ARC 5730C (Notice ARC 5610C, IAB 5/5/21), IAB 6/30/21, effective 8/4/21]
1	Filed as 229—Ch 13, IAB 3/9/88