800 BUILDINGS & SITES
800 OBJECTIVES OF BUILDINGS & SITES
This series of the board policy manual sets forth the board objectives and goals for the school district's buildings and sites. It is the goal of the board to provide sufficient school district buildings and sites for the education program. The board will strive to provide an environment which will encourage and support learning.
In providing this environment the school district buildings and sites will accommodate the organizational and instructional patterns that support the education program. The board has final authority to determine what is necessary to meet the needs of the education program.
It is the responsibility of the superintendent to oversee the day-to-day operations of the school buildings and sites and to notify the board of areas in need of improvement.
Approved: 8/14/1995 Reviewed: 11/9/2020 Revised: 11/9/2020
801 SITE ACQUISITION AND BUILDING CONSTRUCTION
801.1 BUILDINGS & SITES LONG RANGE PLANNING
As part of the board's long range plan for the school district's education program, the board will include the buildings and sites needed for the education program. The long-term needs for building and sites will be discussed and determined by the board.
It is the responsibility of the superintendent to provide information including, but not limited to, enrollment projections and education program requirements to the board.
Legal Reference:
Iowa Code §§ 280.3,.12,.14; 297
Cross Reference:
103 Educational and Operational Planning
Approved: 8/14/1995 Reviewed: 11/9/2020 Revised: 11/9/2020
801.2 BUILDINGS & SITES SURVEYS
The board may engage the services of consultants or other personnel to study the needs of the school district's buildings and sites in providing the education program. The results of these services will be considered in planning the education program and in making decisions about the improvement and acquisition of additional buildings and sites.
It is the responsibility of the superintendent to make a recommendation to the board regarding the need for such services and who should perform such services for the board.
Legal Reference:
Iowa Code §§280.3,.1;297
Cross Reference:
103 Educational and Operational Planning
801 Site Acquisition and Building Construction
Approved: 12/14/1981 Reviewed: 11/9/2020 Revised: 11/9/2020
801.3 EDUCATIONAL SPECIFICATIONS FOR BUILDINGS & SITES
Buildings and sites considered for purchase or construction by the board or currently owned by the school district and used for the education program must meet, or upon improvement be able to meet, the specifications set by the board. The board will make this determination.
Prior to remodeling or other construction of buildings and sites, the board may appoint a committee of consultants, employees, citizens, or others to assist the board in developing the specifications for the new or improved buildings and sites. These specifications will be consistent with the education program, and they will provide the architect with the information necessary to determine what is expected from the facility. It is within the discretion of the board to determine whether a committee is appointed.
The education specifications will include, but not be limited to, the financial resources available for the project, the definition and character of classrooms, the functional use to be made of the rooms, description of specialized needs, and other pertinent information as the board deems necessary.
It is the responsibility of the superintendent to make a recommendation to the board regarding the specifications of buildings and sites.
Legal Reference:
Cedar Rapids Community School District, Linn County v. City of Cedar Rapids, 252 Iowa 205, 106 N.W.2d 655
Iowa Code §§ 8A; 280.3, .14; 26: 297; 544A
Cross Reference:
801 Site Acquisition and Building Construction
Approved: 3/11/1991 Reviewed: 11/9/2020 Revised: 11/9/2020
801.4 SITE ACQUISITION
Sites acquired by the board will meet or, upon improvement, be able to meet the specifications set out by the board prior to using the site for the education program. The board may meet in closed session to discuss potential purchases of sites.
It is the responsibility of the superintendent to assist the board and to make recommendations concerning the acquisition of sites.
Legal Reference:
Iowa Code §§ 21.5(j); 297.
Cross Reference:
212 Closed Sessions
705.1 Purchasing - Bidding
801 Site Acquisition and Building Construction
Approved: 3/11/1991 Reviewed: 11/9/2020 Revised: 11/9/2020
802 MAINTENANCE, OPERATION AND MANAGEMENT
802.1 MAINTENANCE SCHEDULE
The school district buildings and sites, including the grounds, buildings and equipment, will be kept clean and in good repair. Employees should notify the building principal when something is in need of repair or removal, including graffiti.
It is the responsibility of the superintendent to maintain the school district buildings and sites. As part of this responsibility, a maintenance schedule shall be created and adhered to in compliance with this policy.
Legal Reference:
Iowa Code §§ 279.8; 280.3, .14.
Cross Reference:
502.2 Care of School Property/Vandalism
502.5 Student Lockers
802 Maintenance, Operation and Management
804.1 Facilities Inspections
Approved: 12/14/1981 Reviewed: 11/9/2020 Revised: 11/9/2020
802.2 REQUESTS FOR IMPROVEMENTS
Generally, except for emergency situations, requests for improvements or repairs are made to the superintendent by building principals and the head custodian. Requirements for requests outlined in the maintenance schedule shall be followed.
Minor improvements, not exceeding a cost of $5,000, may be approved by the superintendent. Improvements exceeding $5,000 must be approved by the board. Routine maintenance and repairs outlined in the maintenance schedule shall be followed.
Legal Reference:
Iowa Code §§ 279.8; 280.3, .14.
Cross Reference:
802.1 Maintenance Schedule
802.3 Emergency Repairs
Approved: 12/14/1981 Reviewed: 11/9/2020 Revised: 11/9/2020
802.3 EMERGENCY REPAIRS
In the event an emergency requiring repairs in excess of the state limit to a school district facility are necessary to correct or control the situation and to prevent the closing of school, the provisions relating to bidding shall not apply.
It is the responsibility of the superintendent to obtain certification from the area education agency administrator stating such repairs in excess of were necessary to prevent the closing of school.
It is the responsibility of the superintendent to notify the board as soon as possible considering the circumstances of the emergency.
Legal Reference:
Iowa Code §§ 26.3, 280.3 .14; 297.8.
Cross Reference:
705.1 Purchasing - Bidding
802 Maintenance, Operation and Management
Approved: 12/14/1981 Reviewed: 11/9/2020 Revised: 11/9/2020
802.4 CAPITAL ASSETS
To improve the school district’s oversight of fixed assets by assigning and recording them to specific facilities and programs and to provide for proof loss of fixed assets for insurance purposes, the school district will establish and maintain a fixed assets management system for reporting capitalized fixed assets owned or under the jurisdiction of the school district in its financial reports in accordance with generally accepted accounting principles (GAAP) as required or modified by law.
A separate fixed assets listing is prepared for fixed assets in the general fixed assets account group (GFAAG) and for the fixed assets of each proprietary and fiduciary fund. “Fixed assets” in the GFAAG will include school district buildings and sites, construction in progress, improvements other than buildings and sites, land and machinery and equipment. “Fixed assets” in the proprietary funds will include school district buildings and sites, construction in progress, improvements other than buildings and sites, capitalized interest, infrastructure, land, machinery and equipment. Fixed assets reported in the financial reports will include individual fixed assets with a historical cost equal to or greater than ($2,500). Fixed assets accounted for and reported in the proprietary funds are depreciated over the useful life of each fixed asset.
The fixed assets management system is updated monthly to account for the addition/acquisition, disposal, and relocation/transfers of fixed assets. It is the responsibility of the business manager to count and reconcile the fixed assets listing for the general fixed assets account group and for each proprietary and fiduciary fund with the fixed assets management system on June 30 each year.
It is the responsibility of the superintendent to develop administrative regulations implementing this policy. It will also be the responsibility of the business manager to educate employees about this policy and it’s supporting administrative regulations.
Legal Reference:
Iowa Code §§ 1(4); 279.8; 297.22-.25; 298A.
Cross Reference:
709 Insurance Program
701.3 . Financial Records
Date of Approval: 3/11/1991 Date of Review: 1/14/2020 Date of Revision: 1/14/2020
802.4R1 FIXED ASSETS MANAGEMENT SYSTEM REGULATION
A. Fixed assets management team.
1. The business manager/board secretary will appoint a fixed assets management team. Members of the fixed assets management team will include:
a. business manager;
b. building principals;
c. transportation director;
d. buildings & grounds director;
e. technology coordinator;
f. food service director; and
g. others deemed necessary by the business manager.
2. The business manager/board secretary, in conjunction with the fixed assets management team, shall:
a. Conduct the initial fixed assets physical count;
b. Develop the initial fixed assets listing;
c. Tag fixed assets included in the fixed assets management system with a bar code identification number;
d. Make a recommendation of a computer software program for managing the fixed assets management system;
e. Enter the necessary data into the fixed assets management system and compile the appropriate reports;
f. Develop forms and procedures for maintaining the integrity of the fixed assets management system; and
g. Maintain responsibility for an accurate fixed assets management system.
B. Initial machinery and equipment fixed assets listing process.
1. Assign up to three individuals from each building, one of which is a member of the fixed assets management team, to oversee their building.
a. Teachers are responsible for their rooms.
b. Administrators are responsible for their offices.
c. Transportation directors are responsible for school district vehicles.
d. Food service supervisors are responsible for their food service areas.
e. Maintenance supervisors are responsible for their supply/storage/office areas.
f. Open areas are the responsibility of the building principal.
2. An Initial Machinery and Equipment Fixed Assets Listing Form must be completed for each fixed asset with an historical cost equal to or greater than ($2,500). The following information must be collected and entered into the fixed assets management system:
a. Name of location-building/room;
b. Location-building/room code;
c. Balance sheet accounting/class code;
d. General fixed assets account group or proprietary fund asset (state proprietary fund);
e. Addition/acquisition date;
f. Bar code identification number assigned to and placed on the fixed assets in a consistent manner by the business manager;
g. Serial/model number;
h. Cost-historical/addition/acquisition or estimated cost;
i. Estimated useful life (proprietary funds only);
j. Vendor;
k. Purchasing fund;
l. Description of fixed asset;
m. Fair market value on acquisition date (donated fixed assets only);
n. Method of addition/acquisition-purchase, trade, gift, etc.;
o. Quantity; and
p. Replacement cost.
C. Initial real property fixed assets listing process.
1. The business manager/board secretary is responsible to complete the initial real property fixed assets listing.
2. An Initial Real Property fixed assets Listing Form must be completed. The following information must be collected and entered into the fixed assets management system.
a. Acquisition date;
b. Seller;
c. Cost-historical/addition/acquisition, including legal, architect, surveying and other related fees;
d. Fair market value on acquisition date (donated fixed assets only);
e. Estimated useful life of buildings (proprietary funds only);
f. Balance sheet accounting/class code;
g. Legal description;
h. Location/address; and
i. Addition/acquisition authorization.
D. Determining historical cost.
1. The historical cost of a fixed asset is based on the actual costs expended in making the fixed assets serviceable. For the initial fixed assets listing of currently owned fixed assets, records indicating the actual costs expended in making the fixed assets serviceable may be available in the central administrative office.
2. Gifts of fixed assets are given an “historical cost” of the estimated fair market value on the addition/acquisition date.
3. Fixed assets purchased under a capital lease are given an historical cost of their net present value of the minimum lease payments on the addition/acquisition date.
4. The historical cost of fixed assets in the proprietary funds must include capitalized interest and infrastructure.
5. Fixed assets for which the historical cost cannot be determined.
a. Search board minutes to determine the approximate acquisition date, contract approval date or project approval date.
b. Search central administrative office records at the time of the presumed addition/acquisition date, including those in storage, on microfiche or archives, to determine the actual costs expended in making the fixed assets serviceable.
c. If no records can be found to determine the actual costs expended in making the fixed assets serviceable, the school district may estimate the historical cost using back trending/standard costing after consulting with the school auditor.
E. Annual fixed assets listing reconciliation.
1. The business manager/board secretary, in conjunction with the fixed assets management team, will conduct an annual fixed assets physical count to develop the annual fixed assets listing in a manner similar to the initial fixed assets listing process in B above. At least every five years, someone other than the person in custody of the fixed assets in the building/department/room will perform the fixed assets physical count for the building/department/room.
2. Upon completion of the annual fixed assets listing, the fixed assets listing is reconciled to the fixed assets management system data base.
3. Fixed assets found to have been excluded from the data base are added to the fixed assets management system. The fixed assets management system process is reviewed to prevent future incidents of excluding a fixed asset.
4. The business manager/board secretary is responsible for documenting the reasons each fixed asset was not reconciled to the fixed assets management system.
F. Addition/acquisition of machinery and equipment fixed assets.
1. School district’s required purchasing administrative regulations and procedures must be followed to acquire machinery and equipment fixed assets. The school district’s required administrative regulations and procedures must be followed for receiving a gift of machinery and equipment fixed assets.
2. The Machinery and Equipment fixed assets Addition/Acquisition Form must be completed for each additional machinery and equipment fixed assets with an addition/acquisition cost of equal to or greater than ($2,500). The following information must be collected:
a. Name of location-building/room;
b. Location-building/room code;
c. Balance sheet accounting/class code;
d. General fixed assets account group or proprietary fund asset (name proprietary fund);
e. Addition/acquisition date;
f. Bar code identification number assigned to and placed on the fixed asset;
g. Serial/model number;
h. Cost-historical;
i. Fair market value on acquisition date (donated fixed assets only);
j. Estimated useful life (for proprietary funds only);
k. Vendor;
l. Purchasing fund;
m. Description of fixed asset;
n. Method of addition/acquisition-purchase, trade, gift etc.,
o. Quantity;
p. Replacement cost; and
q. Addition/acquisition authorization.
3. Machinery and equipment fixed assets acquired in a month must be entered into the fixed assets management system in the same quarter.
G. Addition/acquisition of real property fixed assets.
1. The school district’s required purchasing administrative regulations and procedures must be followed to acquire a real property fixed asset. The school districts required administrative regulations and procedures must be followed for receiving a gift of a real property fixed asset.
2. The Real Property Fixed Assets Addition/Acquisition Form must be completed for each additional real property fixed asset. The following information must be collected:
a. Addition/acquisition date;
b. Seller;
c. Cost-historical/addition/acquisition, cost including legal, architect, surveying and related fees;
d. Balance sheet accounting/class code;
e. Fair market value on a requisition date (donated fixed assets only);
f. Estimated useful life of buildings (for proprietary funds only);
g. Legal description,
h. Location/address; and
i. Addition/acquisition authorization.
3. For real property fixed assets in the general fixed assets account group, the actual costs of construction in progress, other than infrastructure, is entered into the fixed assets management system in the month in which costs are incurred until the total cost of addition/acquisition is entered. Upon completion of construction, the total costs accumulated over the period of construction are reclassified to buildings.
4. For real property fixed assets in the proprietary funds, the actual costs of construction in progress, including infrastructure construction, is entered into the fixed assets management system in the month in which costs are incurred until the total cost of addition/acquisition is entered. Upon completion of construction, the total costs accumulated over the period of construction are reclassified to buildings.
5. Real property fixed assets acquired in a month must be entered into the fixed assets management system in the same quarter.
H. Relocation/transfer of machinery and equipment fixed assets.
1. A fixed assets Relocation/Transfer Form must be completed prior to removing machinery and equipment fixed assets from their current location. The following information must be collected:
a. Relocation/transfer date;
b. Quantity;
c. Bar code identification number;
d. Current location-building/room code;
e. Name of current location-building/room;
f. New location-building/room code;
g. Name of new location-building/room;
h. Date placed at new location-building/room;
2. Machinery and equipment fixed assets relocated/transferred in a month must be entered into the fixed assets management system by the end of the fiscal year.
I. Disposal of machinery and equipment and real property fixed assets.
1. A Machinery and Equipment fixed assets Disposal Forn must be completed prior to disposing of machinery and equipment fixed assets. The following information must be collected:
a. Disposal date;
b. Quantity;
c. Bar code tag identification number;
d. Disposal method-junk, trade, sale, trade-in, etc.; and
e. Disposal authorization.
2. A Real Property fixed assets Disposal Form must be completed prior to disposing of real property fixed assets. The following information must be collected:
a. Disposal date;
b. Legal description,
c. Location/Address;
d. Purchaser;
e. Disposal method-trade, sale, etc.; and
f. Disposal authorization.
3. Machinery and equipment/real property fixed assets disposed of in a month must be entered into the fixed assets management system in the same quarter.
J. Lost, damaged or stolen machinery and equipment fixed assets.
1. A Lost, Damaged or Stolen fixed assets Report must be completed when a fixed asset has been lost, damaged or stolen. The following information must be collected:
a. Date of loss, damage or theft;
b. Employee/person discovering;
c. Quantity;
d. Description of fixed asset;
e. Bar code tag identification number;
f. Location;
g. Description of loss, damage, etc.;
h. Filing of police report-yes or no;
i. Filing of insurance report-yes or no;
j. Sent for repair-yes or no;
k. Authorization.
2. Fixed assets damaged, lost or stolen in a month must be entered into the fixed assets management system by the end of the fiscal year.
K. Fixed assets reports.
1. Annual reports for June 30 each year.
a. fixed assets listing including the following items for the school auditor:
(1) Balance sheet accounting/class code;
(2) Purchasing fund;
(3) Bar code tag identification number;
(4) Description of the fixed asset;
(5) Historical cost; and
(6) Location.
b. fixed assets listing by location/building;
c. fixed assets listing by replacement cost.
FIXED ASSETS MANAGEMENT SYSTEM DEFINITIONS
Back trending/standard costing - an estimate of the historical original cost using a known average installed cost for alike units as of the estimated additional acquisition date. This cost is only applied to the fixed assets initially counted upon implementation of the fixed assets management system when the historical original cost cannot be determined. It is inappropriate to apply the back trending/standard costing method to any fixed assets acquired after the fixed assets management system implementation date.
Balance sheet accounting/class codes - the codes set out for fixed assets in the Iowa Department of Education Uniform Accounting Manual. They are: 211-sites; 221-site improvements; 222-accumulated depreciation on site improvements; 231-buildings and building improvements; 232-accumulated depreciation on buildings and building improvements; 241 - machinery and equipment; 242-accumulated depreciation on machinery and equipment, and 251 -construction in progress.
Book value - The value of a fixed asset on the records of the school district, which can be the cost or, in the case of fixed assets in the proprietary fund, the cost less the appropriate allowances, such a depreciation.
Buildings and building improvements - A fixed asset account reflecting the addition/acquisition cost of permanent structures owned or held by a government and the improvements thereon.
Capital expenditures/expenses - expenditures/expenses resulting in the addition/acquisition of, or addition/acquisition to, the school district’s general or proprietary fixed assets.
Capital fixed assets - fixed assets with a value of equal to or greater than ($2,500.00). Capitalization policy - the criteria used by a school district to determine which fixed assets will be reported as fixed assets on the school district’s financial statements and records.
Capitalization threshold - dollar limit set for capitalizing fixed assets.
Capitalized interest - interest accrued and reported as part of the cost of the fixed assets during the construction phase of a capital project. The construction phase extends from the initiation of pre-construction activities until the time the asset is placed in service.
Construction in progress - buildings in the process of being constructed other than infrastructure.
Contributed capital - the permanent fund capital of a proprietary fund. It is created when a residual equity transfer is received by a proprietary fund; a general fixed asset is “transferred” to a proprietary fund; or a grant received is restricted to a capital acquisition or construction.
Cost - the amount of money or other consideration exchanged for goods or services. Depreciation - expiration in the service life of fixed assets, other than wasting assets, attributable to wear and tear, deterioration, action of the physical elements, inadequacy and obsolescence. In accounting for depreciation, the cost of a fixed asset, less any salvage value, is prorated over the estimated service life of such an asset, and each period is charged with a portion of such cost.
Fixed assets - long-lived tangible assets obtained or controlled as a result of past transactions, events or circumstances. Fixed assets include buildings, construction in progress, improvements other than facilities, land, machinery and equipment.
Fixtures - attachments to buildings that are not intended to be removed and cannot be removed without damage to the buildings. Those fixtures with a useful life presumed to be as long as that of the building itself are considered a part of the building. Other fixtures are classified as machinery and equipment.
General fixed assets - capital fixed assets that are not fixed assets of any fund, but of the governmental unit as a whole. Most often these fixed assets arise from the expenditure of the financial resources of governmental funds.
General fixed assets account group (GFAAG) - a self-balancing group of accounts established to account for fixed assets of the school district, not accounted for through specific proprietary funds.
Historical (acquisition) cost - the actual costs expended to place a fixed asset into service. For land and buildings, costs such as legal fees, recording fees, surveying fees, architect fees and similar fees are included in the historical cost. For machinery and equipment, costs such as freight and installation fees and similar fees are included in the historical cost.
Improvements other than buildings - attachments or annexation to land that are intended to remain so attached or annexed, such as sidewalks, trees, drives, tunnels, drains and sewers. Sidewalks, curbing, sewers and highways are sometimes referred to as “betterments,” but the term “improvements” is preferred.
Infrastructure assets - public domain fixed assets such as roads, bridges, curbs and gutters, streets and sidewalks, drainage systems, lighting systems and similar assets that are immovable and of value only to the governmental unit.
Investment in general fixed assets - an account in the GFAAG representing the school district’s investment in general fixed assets. The balance in this account generally is subdivided according to the source of the monies that finance the fixed assets addition/acquisition, such as general fund revenues and special assessments.
Land and buildings - real property owned by the school district.
Machinery and equipment - fixed assets which maintain their identity when removed from their location and are not changed materially or consumed immediately (e.g., within one year) by use. Machinery and equipment is often divided into specific categories such as: transportation machinery and equipment which includes school buses and school district owned automobiles, trucks and vans; other motor machinery and equipment which includes lawn maintenance machinery and equipment, tractors, motorized carts, maintenance machinery and equipment, etc.; other machinery and equipment which includes furniture and machinery and equipment contained in the buildings whose original cost is equal to or greater than ($2,500), and fixed assets under capital leases and fixed assets being acquired under a lease/purchase agreement.
Proprietary fund fixed assets - capital fixed assets that are fixed assets specific to a proprietary find, such as school nutrition fund or child care fund. Most often these fixed assets arise from the expenditure of financial resources of a proprietary fund.
Replacement cost - the amount of cash or other consideration required today to obtain the same fixed assets or its equivalent.
Legal Reference:
Cross Reference:
Approved: 7/12/2004 Approved: 11/9/2020 Revised:
802.5 BUILDINGS & SITES ADAPTATION FOR PERSONS WITH DISABILITIES
The board recognizes the need for access to its buildings and sites by persons with disabilities. School district buildings and sites currently in use will be altered to be accessible to persons with disabilities unless the alteration would cause an undue hardship for the school district. Renovated and new buildings and sites shall be accessible to persons with disabilities.
It is the responsibility of the superintendent, upon board approval, to take the necessary action to ensure school district buildings and sites are accessible to persons with disabilities.
Legal Reference:
29 U.S.C. §§ 621-634.
42 U.S.C. §§ 12101 et seq.
Iowa Code chs. 104A; 216.
Cross Reference:
102 Equal Educational Opportunity
603.3 Special Education
Approved: 3/11/1991 Reviewed: 11/9/2020 Revised: 11/9/2020
802.6 VANDALISM
The board believes everyone should treat school district buildings and sites and property with respect for the benefit of the education program. Users of school district property will treat it with care. Employees discovering vandalism should report it to the building principal as soon as possible.
Persons suspected, found or proven to have destroyed or otherwise harmed school district property may be subject to discipline by the school district, if the person is under the jurisdiction of the school district, and may be reported to local law enforcement officials. Persons who are not under the jurisdiction of the school district and who are suspected, found or proven to have destroyed or otherwise harmed school district property shall be reported to the local law enforcement authorities.
Legal Reference:
Iowa Code §§ 279.8.
Cross Reference:
502 Students Rights and Responsibilities
903.4 Public Conduct on School District Premises
Approved: 8/14/1995 Reviewed: 11/9/2020 Revised: 11/9/2020
802.7 ENERGY CONSERVATION
In concert with the board's goal to utilize public funds in an effective and efficient manner, employees and students will practice energy conservation methods when utilizing the school district's buildings and sites. These methods include, but are not limited to, turning off lights and equipment when not in use, reducing the temperature of the facility, particularly when it is not in use, and keeping windows and doors properly closed or open, depending upon the weather.
It is the responsibility of the superintendent to develop energy conservation guidelines for employees and students. Employees and students will abide by these guidelines.
Legal Reference:
Iowa Code §§ 279.44; 473.19-.20.
Cross Reference:
700 Purpose of Non Instructional and Business Services
Approved: 5/10/1993 Reviewed: 11/9/2020 Revised: 11/9/2020
803 SELLING AND LEASING
803.1 DISPOSITION OF OBSOLETE EQUIPMENT
School property, such as equipment, furnishings, or supplies (hereinafter equipment), will be disposed of when it is determined to be of no further use to the school district. It is the objective of the school district in disposing of the equipment to achieve the best available price or most economical disposal.
Obsolete equipment having a value of less than $5,000 will be sold or disposed of in a manner determined by the board. The manner being a public sale. However, the sale of equipment, furnishings or supplies disposed of in this manner will be published in a newspaper of general circulation. The publication of the sale or disposition will be published with at least one insertion each week for two consecutive weeks. Any other disposition may be done in any other manner so with only one insertion in same newspaper.
A public hearing will be held regarding the disposal of the equipment with a value of $5,000 or more prior to the board's final decision. The board will adopt a resolution announcing the proposed sale and will publish notice of the time and place of the public hearing and the description of the property will be in the resolution. Notice of the public hearing will be published at least once, but not less than 10 days and not more than 20 days, prior to the hearing date. Upon completion of the public hearing, the board may dispose of the equipment.
It is the responsibility of the superintendent to make a recommendation to the board regarding the method for disposing of equipment of no further use to the school district.
Legal Reference:
Iowa Code §§ 297.22-.25.
Cross Reference:
704 Revenue
705.1 Purchasing - Bidding
803 Selling and Leasing
Approved: 3/11/1991 Reviewed: 11/9/2020 Revised: 11/9/2020
803.2 LEASE, SALE OR DISPOSAL OF SCHOOL DISTRICT BUILDINGS & SITES
Decisions regarding the lease, sale, or disposal of school district real property are made by the board. In making its decision the board will consider the needs of the education program and the efficient use of public funds.
Prior to the board's final decision regarding real property a public hearing will be held. The board will adopt a resolution announcing the proposed sale which will contain notice of the time and place of the public hearing and the description of the property or locally known address. Notice of the time and place of the public hearing shall be published at least once, but not less than 10 days and not more than 20 days, prior to the hearing date. Upon completion of the public hearing, the board may dispose of the property.
If the real property contains less than two acres, is located outside of a city, is not adjacent to a city and was previously used as a schoolhouse site, the property may revert to the owner of the tract from whom the property was taken following the procedures set forth in Iowa Code §§297.15 -.25.
In the case of a sale or lease of school district real property not being used for the education program, unless otherwise exempted, advertisements for bids shall be taken. If the bids received by the board are deemed inadequate, the board may decline to sell or lease the property and re-advertise.
In the case of the razing of a school district facility, in an amount in excess of the statutory minimum required by law, the board will advertise and take bids for the purpose of awarding the contract for the project.
The superintendent is responsible for coordinating the action necessary for the board to accomplish the lease, sale, or disposal of school district real property, including student- constructed buildings. It will also be the responsibility of the superintendent to make a recommendation to the board regarding the use of school district real property not being utilized for the education program.
Legal Reference:
Iowa Code §§ 297.15-.25.
Cross Reference:
704 Revenue
705.1 Purchasing - Bidding
803 Selling and Leasing
Approved: 10/14/1995 Reviewed: 11/9/2020 Revised: 11/9/2020
804 SAFETY PROGRAM
804.1 FACILITIES INSPECTIONS
A program for annual inspection, in addition to those conducted by authorized agencies, of the equipment, facilities, and grounds will be conducted as part of the maintenance schedule for school district buildings and sites. The results of this inspection will be reported to the board at its annual meeting. Further, the board may conduct its own inspection of the school district buildings and sites annually.
Legal Reference:
Iowa Code §§279.8.
Cross Reference:
802.1 Maintenance Schedule
Approved: 8/14/1995 Reviewed: 7/10/2023 Revised: 7/11/2022
804.2 DISTRICT EMERGENCY OPERATIONS PLANS
The safety and security of the school community is paramount to Tipton Community School District. While there is no absolute guarantee of safety, it is the goal of the district to encourage and support a physically secure learning and working environment within its buildings. The district shall work in conjunction with community stakeholders including local emergency management coordinators and local law enforcement agencies to create emergency operations plans for all district buildings and school buildings where students are educated.
The superintendent or their disignee shall be responsible for the development, review and implementation of the district emergency operations plan. The plan shall include procedures for transmitting alerts regarding emergency situations to school personnel, students, and employers for non-school employees whose presence is regularly required in the school building. The emergency operations plan shall be updated and reviewed annually by the Board and shall address responses to natural disasters, active shooter scenarios and other emergencies as determined by the district. The emergency operations plans are confidential and shall not be subject to disclosure under Iowa Code Chapter 22. However, the district shall publish procedures for students, school personnel, parents, and family members to report possible safety threats on school grounds and at school activities.
The administration shall hold annual emergency operations drills at each district building covered by an emergency operation plan in accordance with law. The district shall determine which school personnel shall participate and whether local law enforcement and students participate in annual drills.
Legal Reference:
Iowa Code 280.3.
Cross Reference:
711.7 School Bus Safety Instruction
800 Objectives of Buildings & Sites
Approved: 8/14/1995 Reviewed: 07/10/2023 Revised: 11/9/2020
804.4 ASBESTOS CONTAINING MATERIAL
Friable and nonfriable asbestos containing materials will be maintained in good condition and appropriate precautions will be followed when the material is disturbed. If there is a need to replace asbestos it will be replaced with nonasbestos containing materials. Each school building will maintain a copy of the asbestos management plan.
The school district will annually notify, appoint and train appropriate employees as necessary.
Legal Reference:
20 U.S.C. §§ 3601 et seq.
40 C.F.R. Pt. 763.84.
Iowa Code §§ 279.52-.54.
Cross Reference:
403.4 Hazardous Chemical Disclosure
802 Maintenance, Operation and Management
Approved: 3/11/1991 Reviewed: 11/9/2020 Revised: 11/9/2020
804.6 USE OF RECORDING DEVICES ON SCHOOL PROPERTY
District-Generated Recordings
The district believes in the importance of providing a safe and enriching learning environment possible for its students. The district uses digital recording devices on school property including school transportation vehicles to help protect the safety of district students, employees and community members; and to safeguard district property which is funded using public resources. Additionally, district-generated recordings of students engaging in the district’s educational and extracurricular programs can be essential to engage positively with the school community and promote the value of public education.
In order to balance privacy and safety interests, no recording devices will be utilized on district property where individuals maintain a reasonable expectation of privacy. These areas include but are not limited to: the school nurse’s office, restrooms, locker rooms, changing areas, lactation spaces and employee break areas.
Recordings of students have the potential to be considered education records. Any recordings will be maintained and accessed in compliance with the requirements of the Family Education Rights and Privacy Act and the district’s policy on student records.
Recordings will be digitally maintained and stored for an appropriate amount of time to maintain the safety of the educational environment and to safeguard district property, after which they will be destroyed. The superintendent or superintendent’s designee will establish any necessary regulations related to the secure storage, maintenance, viewing and destruction of digital recordings.
Non-District Generated Recordings
The use of non-district owned recording devices on school property and at school events will be regulated. Students, parents and community members will not be permitted to take recordings of other students or employees during school hours unless the recording is authorized in advance by building administration. Students and employees found to violate this policy will be subject to disciplinary measures consistent with board policy and applicable student and employee handbooks. This policy will not be construed or enforced in a way that infringes on employee activity otherwise protected by law.
It is important to foster a community spirit and sense of unity within the district. However, the district acknowledges that not every student or staff member feels comfortable or safe being recorded. At district-sponsored extracurricular events and activities, the use of non-district owned recording devices by the public may be monitored by administration if a concern is made known to district administration by a student, employee or parent. Any individuals determined to be making recordings considered bothersome to students or staff may be asked to stop or destroy their recording and may be asked to leave the event.
Legal Reference:
Cross Reference:
506.1 Student Records
Approved: 1/10/2022 Reviewed: Revised:
804.6R1 USE OF DISTRICT OWNED RECORDING DEVICES ON DISTRICT PROPERTY REGULATION
The board supports the use of recording devices on district property as a means to monitor and maintain a safe environment for students and employees. District property includes district-owned land, buildings, vehicles, buses and any other property as needed. The contents of the recordings may be used as evidence in a student or employee disciplinary proceeding.
Student Records
The content of the recordings may be a student record subject to federal and state law, board policy and administrative regulations regarding confidential student records. Generally, surveillance video that does not capture any specific incident is not a student record or personnel record and may be disclosed as a public record upon request. Only those persons with a legal basis or legitimate educational purpose may view the recordings. In most instances, individuals with a legitimate educational purpose may be the superintendent, building principal, classroom teacher, transportation director, bus driver, HR director and special education staffing team. A parent may inspect, review or be informed of the content of the recording without consent from any student or parent of a minor student also shown in the recording, whether the student is a bystander to an incident or directly involved. The district may, but is not obligated by law to provide a copy of a recording to a parent or student upon request.
A recording during a school-sponsored trip, such as an athletic event, may also be accessible to the sponsor or coach of the activity. If the content of the recording becomes the subject of a student disciplinary proceeding, it will be treated like other evidence in the proceeding.
Notice
The school district will annually provide the following notice to students, employees, and parents:
The Tipton Community School District Board of Directors has authorized the use of recording devices on school district owned property. The recording devices will be used to enhance safety and security within the educational environment. Students, employees, and parents are hereby notified that the content of the recording may be used in a student or employee disciplinary proceeding. The content of the recordings may be considered confidential student records and will be retained with other student records. Recordings will only be retained if necessary for use in a student or employee disciplinary proceeding or other matter as determined necessary by the administration. Parents may request to view the recording of their child.
The following notice will also be placed on all school buses equipped with recording devices:
This building/bus is equipped with a recording /audio monitoring system.
Review of Recording Devices
The school district will review the recordings when necessary, as a result of an incident reported by an employee or student. The recordings may be re-circulated for erasure after 30 days.
If not public records, the viewing of the recordings is limited to the individuals having a legitimate educational purpose. A written log, as appropriate, may be kept of those individuals viewing the recordings stating the time, name of individual viewing and the date the recordings was viewed.
Student Conduct
Students are prohibited from tampering with the recording devices on the school property. Students found in violation of this regulation will be disciplined in accordance with the school district discipline policy and Good Conduct Rule and will reimburse the school district for any repairs or replacement necessary as a result of the tampering.
Employee Conduct
District-generated recordings may be used as evidence in employee disciplinary matters, as appropriate. Employees are prohibited from tampering with recording devices on school property. Employees found to be in violation of this regulation will be subject to disciplinary action as outlined in the employee handbook and relevant board policies.
Approved: 1/10/2022 Reviewed: ______________ Revised: _____________
805 SCHOOL BUILDINGS AND FACILITIES
805.1 NAMING SCHOOL BUILDINGS AND FACILITIES
The Board of Directors believes that the names of district buildings and facilities should have special significance to the community, its traditions, and values.
The school buildings will be defined as Tipton Elementary (Grades K-5), Tipton Middle School (Grades 6-8) and Tipton High School (Grades 9-12). Facilities will be defined as "something that is built, installed, or established to serve a particular purpose".
When a request to name a school building or facility is made, the Superintendent will review the request and make a decision regarding recommendation to the Tipton Board of Education. Based upon the decision of the Board of Education, the board president will appoint a three-person committee of the board to submit one name to the board for the naming/renaming of school buildings and one name to the board for the naming/renaming of school facilities.
Upon receipt of a recommendation by the Board of Education, the Board of Education will make a decision based upon the information presented and the long-term interests of the school system.
Legal Reference: (Code of Iowa)
Cross Reference:
Approved: 2/10/2003 Reviewed: 11/9/2020 Revised: 8/8/2011
805.1R1 REGULATIONS REGARDING NAMING OF SCHOOL BUILDINGS AND FACILITIES
I. Naming/Renaming of School Building and/or Facility
The school board shall be responsible for the naming/renaming of all school buildings and school facilities. Upon recommendation by the superintendent, and after board decision, the board president will appoint a three-person committee of the board to submit a name to the board for the naming/renaming of school buildings and one name to the board for the naming/renaming of school facilities.
II. Implementation
Anyone may submit a suggestion for a school building or facility name to the committee of the board for consideration. Suggestions must be in writing, stating the name of the sponsor and the reasons justifying the nomination on a board approved form.
III. Criteria for Screening School Building and Facility Names
A. School buildings and facilities may be named after an area or community where the school is located or after a person or persons.
B. In naming a school building or facility after a person, primary consideration should be given to Presidents of the United States or individuals who have made a significant contribution to education in the community, the state or the nation. In addition to societal contributions the financial contribution in relation to the project will be considered.
C. Recognizing that the ethnic and cultural composition of a local school community will change and that school building and facility names are permanent, the name selected should have broad acceptance in a multicultural society.
D. In naming a school building or facility after a person that is deceased, that person shall have been deceased at least three years.
E. If a school building or facility is demolished, the name may be used again.
IV. Naming School Buildings
Elementary and middle schools will be named for an area or community.
All secondary schools will be named for geographic and historic locations or presidents of the United States.
V. Renaming a School Building or Facility
In situations deemed unusual or appropriate, the board may take steps to rename a school building or facility or portions thereof.
Changing the name of a school building will be limited to elementary and middle school buildings. The recommendation of a name change will be brought to the board by the superintendent, and after board decision, the board president will appoint a three-person committee of the board to submit a name to the board for the naming/renaming of school buildings.
A school building named after a person shall not be renamed, except for compelling reasons; and once official action is taken to name a school building, the name shall not be changed unless there is a confusion of names.
Approved: 2/10/2003 Reviewed: 11/9/2020 Revised: 8/8/2011
805.1E1 NAMING OF SCHOOL BUILDINGS AND FACILITIES FORM
Persons nominating names for school buildings and school facilities shall use this form.
I propose that the
(designation of building and/or location)
located at
(address)
be named
(proposed name)
I. Biographical/Other Data*:
II. The significance of this name is*:
III. I believe the facility should be so named because*:
(Signature) (Date)
*Additional information may be attached.
Approved: 2/10/2003 Reviewed: 11/9/2020 Revised: 08/08/2001