200 BOARD OF DIRECTORS

200 LEGAL STATUS OF THE BOARD OF DIRECTORS

200.1 ORGANIZATION OF BOARD OF DIRECTORS

The Board of Directors consists of five (5) members.  Each member is elected for a term of four years, or for the length of time it tiakes to complete the unexpired term of a regularly elected member who has left the board.

 

Legal Reference:    

     Iowa Code §§ 274.2; 275.23A; 277.23, .28, .31; 279.1, .5, .7, .8, .33.

     281 I.A.C. 12.3(2).

Cross Reference:    

     202       Board of Directors Members

     206.1    President

     206.2    Vice-President

     210       Board of Directors' Meetings

 

 

 

Approved  12/12/2016                    Reviewed _______________                      Revised   ______________                

 

200.1.R1 ORGANIZATIONAL MEETING PROCEDURES

 

The board will hold its organizational meeting in odd-numbered years at the first regular meeting following the canvass of votes.  Notice of the meeting's place and time will be given by the board secretary to each member, member-elect and the public.

The purpose of the meeting is to transfer material and responsibility from the outgoing board to the new board.  At the meeting, the board will elect a president and a vice president who will hold office for one year.  Once elected, the president and vice president will be entitled to vote on all matters before the board.

Meeting Procedure

The organizational meeting of the board will be held in two parts:  the final meeting of the outgoing board and the organizational meeting of the new board.

1.    Final Meeting of the Retiring Board

    (1)    Call to order.

    (2)    Roll call.

    (3)    Approval of minutes of previous meeting(s).

    (4)    Visitors.

    (5)    Unfinished business.

        (a)  Current claims and accounts (for the retiring board to authorize).

    (6)    Examine and settle the books for the previous year.

    (7)    Review of election results.  The board secretary will present the county auditor's official report on the latest elections.  Official results are recorded in the minutes.

    (8)    Adjournment of the retiring board.

2.    Organizational Meeting of the New Board

    (1)    The board secretary, as president pro-tem, will preside over the meeting until a new board president is elected.

    (2)    Call to order.

    (3)    Roll call.

    (4)    Oath of office.  The board secretary will administer the oath to new members.

    (5)    Election of a president of the board.  The president pro-tem calls for nominations; nominations need not be seconded.  The board will then vote on the nominations.  The secretary will announce the result of the vote, and the board secretary will administer the oath of office to the newly elected president and the newly elected president will assume the chair.

ORGANIZATIONAL MEETING PROCEDURES

    (6)    Election of the vice-president.  The president of the board will call for nominations; the nominations need not be seconded.  The board will then vote on the nominations.  The president will announce the results and administer the oath of office to the vice-president.

Other items of business at the organizational meeting may include:

    (7)    Board resolution of appreciation recognizing the public service rendered by retiring board members.

    (8)    Determination of dates, times, and places for regular meetings of the board.

    (9)    Board resolution to define the operating rules and practices that will be followed by the new board.

    (10)    Board resolution to authorize the interim payment of bills pursuant to policy 705.3.

    (11)    Visitors.

    (12)    Superintendent's report.

    (13)    Adjournment.

    

NOTE: Board members elected at a regular school election must take the oath of office at or before the organization meeting. Failure to do so results in a vacancy. 

NOTE: The board president and vice president are each elected to a one year term at the organizational meeting in odd-numbered years and at the annual meeting in even-numbered years. 

 

 

Legal Reference:    

     Iowa Code §§ 274.2; 275.23A; 277    

     281 I.A.C 12.3.

 

Cross Reference:    

     202      Board of Directors Members

    206.1    President

    206.2    Vice-President

     210        Board of Directors' Meetings

 

 

Approved: 10-14-1996                                                     Reviewed:  10-4-16                                         Revised: 9-18-2017

Uploaded Files: 

200.2 POWERS OF THE BOARD OF DIRECTORS

The board of the Tipton Community  School District, acting on behalf of the school district, shall have jurisdiction  over school matters within the territory of the school district.

The board is empowered  to make policy for its own governance,  for employees, for students and for school district facilities.   The board is also empowered to enforce its policies. The board may, through its quasi-judicial  power, conduct hearings and rule on issues and disputes confronting the school district.

The board has these powers  and all other powers expressly  granted to it in federal and state law as well as the powers  that can be reasonably implied from the express powers

 

 

 

Legal Reference:           

     Board of Directors  of Ind. School Dist. of Waterloo  v. Green, 259 Iowa 1260, 147 N.W.2d 854 (1967).

     Iowa Code ßß 28E; 274.1-.2;  279.8

     281 I.A.C. 12.1(2).

  

Cross Reference:            

     209  Board of Directors'  Management Procedures

 

 Approved: 10/14/96                                         Reviewed:         9/18/2017                                 Revised:  9/18/2017

 

200.3 RESPONSIBILITIES OF THE BOARD OF DIRECTORS

The board is authorized to govern the school district, which it oversees.   As the governing board of the school district, the board has three duties to perform: legislative duty, executive duty and evaluative duty.

Legislative Duty: As a representative of the citizens of the school district community, the board is responsible for legislating policy for the school district.   As a policy making body, the board has jurisdiction to enact policy with the force and effect of law for the management and operation of the school district.

Executive Duty: It is the responsibility of the board, under the board’s executive duty, to select its chief executive officer, the superintendent, to operate the school district on the board’s behalf.  The board delegates to the superintendent its authority to carry out board policy, to formulate and carry out rules and regulations and to handle the administrative details in a manner, which supports and is consistent with board policy.

Evaluative Duty: The board has a responsibility to review the education program’s performance under its evaluative duty. The board regularly reviews the education program and ancillary services.   The review includes a careful study and examination of the facts, conditions and circumstances surrounding the amount of funds received or expended and the education program’s ability to achieve the board's educational philosophy for the school district.

Legal Reference:           

     Iowa Code ßß 274.1; 279.1, .8, .20; 280.12  (1995).

     281 I.A.C. 12.3(2).

 

Cross Reference:           

     101  Educational  Philosophy  of the School District

     103  Educational  and Operational  Planning

     209  Board of Directors'  Management  Procedures

     600  Goals and Objectives  of the Educational  Program

 

 

 

Approved:  10/14/96                                      Reviewed:  9/18/2017                                            Revised:12/12/16

200.4 AUTHORITY OF BOARD OF DIRECTORS AND BOARD MEMBERS

The board of the Tipton Community School District, acting on behalf of the school district, shall have jurisdiction over school matters within the territory of the school district.

The board is empowered to make policy for its own governance, for employees, for students and for school district facilities.   The board is also empowered to enforce its policies.   The board may, through its quasi-judicial power, conduct hearings and rule on issues and disputes confronting the school district.

The board has these powers and all other powers expressly granted to it in federal and state law as well as the powers that can be reasonably implied from the express powers.

Because all powers of the Board derived from the state statutes are granted in terms of action as a group, individual Board members exercise authority over district affairs only as they vote to take action at a legal meeting of the Board.  In other instances, an individual Board member, including the president, will have power only when the Board, by vote, has delegated authority.  The Board will make its members, the district staff, and the public aware that only the Board acting as a whole has authority to take official action.  Therefore, the Board may transact business only with a quorum present during a regular or special meeting. 

Pursuant to the state statutes, any Board member shall not seek individually to influence the official functions of the District.  The Board and its members will deal with administrative services through the superintendent and will not give orders to any subordinates of the superintendent either publicly or privately, but may make suggestions and recommendations.

 

Legal Reference:           

     Board of Directors  of Ind. School Dist. of Waterloo  v. Green, 259 Iowa 1260, 147

     N.W.2d 854 (1967).

     Iowa Code ßß 28E; 274.1-.2;  279.8 (1995).

     281 I.A.C. 12.1(2).

     1990 Op. Att'y Gen. 66.

 

Cross Reference:           

     209  Board of Directors'  Management  Procedures

 

Approved: 10/14/96                                          Reviewed:     9/18/2017                                                     Revised: 12-12-16

201 BOARD OF DIRECTORS' ELECTIONS

The school election takes place on the first Tuesday after the first Monday in November of odd-numbered years.  Each school election is used to elect citizens to the board to maintain a [5 or 7] member board and to address questions that are submitted to the voters.

Citizens of the school district community seeking a seat on the board must file their nomination papers with the board secretary, or the board secretary's designee in accordance with the timelines established by law.

If a vacancy occurs on the board it shall be filled in accordance with law and board policy. 

It is the responsibility of the county commissioner of elections to conduct school elections.

 

Legal Reference:          

     Iowa Code §§ 39; 45; 63; 69; 274.7; 277; 278.1; 279.7.

 

Cross Reference:          

     202      Board of Directors Members

     202.3   Term of Office

     202.4   Vacancies

      203     Board of Directors' Conflict of Interest

                  

 

NOTE: This policy states the legal requirements for school board elections and the filling of vacancies. 

 

Approved:  10/14/96                                               Reviewed:  9-18-2017                                               Revised:  4-10-2018 

 

202 BOARD OF DIRECTORS MEMBERS

202.1 QUALIFICATIONS

Serving on the board of directors  is an honor and privilege.   Its rewards  are respect from the community, students,  and employees  and the satisfaction  from knowing  each board member  contributed  to the success  of the children  in the school district community.   Only those who are willing to put forth the effort to care and to make a difference  should consider  running for a position  on the board.

Individuals  who are willing to serve on the board believe public education  is important,  support  the democratic  process, willingly  devote time and energy  to board work, respect educators  and have the ability to examine  the facts and make a decision.   The board believes  an individual  considering  a position on the school board should possess  these characteristics.

Citizens  wanting  to run for a position  on the board must be a citizen of the school district, an eligible elector of the district and free from a financial  conflict of interest with the position

 

Legal Reference:           

     Iowa Code ßß 63; 68B; 277.4, .27; 279.7A (1995).

 

Cross Reference:                       

     201      Board of Directors'  Elections

     202.4   Vacancies

     203      Board of Directors'  Conflict of Interest

 

Approved:  10/14/96                                                      Reviewed: 9/18/2017                                             Revised:

 

202.2 OATH OF OFFICE

Board members  are officials of the state.  As a public official, each board member  must pledge to uphold the Iowa and the United States Constitution  and carry out the responsibilities  of the office to the best of the board member's  ability.

Each newly-elected  board member  will take the oath of office prior to any action taken as a school official. The oath of office shall be taken by each new board member  elected  at the annual school election  at or before the organizational  meeting  of the board.   In the event of an appointment  or special election  to fill a vacancy,  the new board member  shall take the oath of office within ten days of the appointment  or election.

Board members  elected  to offices of the board shall also take the same oath of office but replacing  the office of board member  with the title of the office to which they were elected.

The oath of office shall be administered  by the board secretary  and does not need to be given at a board meeting.   In the event the board secretary  is absent, the oath shall be administered  by another  board member.

"Do you solemnly  swear that you will support the Constitution  of the United States and the Constitution  of the state of Iowa, and that you will faithfully  and impartially  to the best of your ability discharge  the duties of the office of                                                                 _ (naming  the office) in

                         (naming  the district)  as now and hereafter  required  by law?"

 

Legal Reference:                            

     Iowa Code ßß 277.28;  279.1, .6 (1995).

 

Cross Reference:           

     200.1   Organization  of the Board of Directors

     201      Board of Directors'  Elections

     202      Board of Directors  Members

     204      Code of Ethics

     206      Board of Directors'  Officers

 

 

Approved:  10/14/96                                                   Reviewed:  9/18/2017                                                  Revised:

 

202.3 TERM OF OFFICE

Board members elected for a full term at a regularly scheduled school election in November, of odd-numbered years, serve for four years.  Board members appointed to fill a vacant position will serve until a successor is elected and qualified at the next regular school election, unless there is an intervening special election for the school district, in which event a successor shall be elected at the intervening special election.  A board member elected to fill a vacancy will serve out the unexpired term.

Being a board member is a unique opportunity for a citizen to participate on a governing board of the school district.  Eligible board members are encouraged to consider running for more than one term.

 

 

Legal Reference:          

     Iowa Code §§ 69.12; 274.7; 279.6; 279.7

 

Cross Reference:          

     201      Board of Directors' Elections

     202      Board of Directors Members

     202.4   Vacancies

 

 

              

Approved:  10/14/96                                               Reviewed:        9/18/2017                                      Reviewed:

203 BOARD OF DIRECTORS' CONFLICT OF INTEREST

Board members must be able to make decisions objectively.  It is a conflict of interest for a board member to receive direct compensation from the school district, unless exempted in law or policy, for anything other than reimbursement of actual and necessary expenses, including travel, incurred in the performance of official duties.  A board member will not act as an agent for school textbooks or school supplies including sports apparel or equipment, in any transaction with a director, officer, or other staff member of the school district during the board member’s term of office.  It will not be a conflict of interest for board members to receive compensation from the school district for contracts for the purchase goods or services which benefits a board member, or to compensation for part-time or temporary employment which benefits a board member, if the benefit to the board member does not exceed $2,500 in a fiscal year or if the contracts are made by the board, upon competitive bid in writing, publicly invited and opened.

The conflict of interest provisions do not apply to a contract that is a bond, note or other obligation of a school corporation if the contract is not acquired directly from the school corporation, but is acquired in a transaction with a third party, who may or may not be the original underwriter, purchaser, or obligee of the contract, or to a contract in which a director has an interest solely by reason of employment if the contract was made by competitive bid, in writing, publicly invited and opened, or if the remuneration for employment will not be directly affected as a result of the contract and duties of employment do not involve any of the preparation or procurement of any part of the contract.  The competitive bid section of the conflict of interest provision does not apply to a contract for professional services not customarily awarded by competitive bid.

It will also be a conflict of interest for a board member to engage in any outside employment or activity which is in conflict with the board member’s official duties and responsibilities.  In determining whether outside employment or activity of a board member creates a conflict of interest, situations in which an unacceptable conflict of interest is deemed to exist includes, but are not limited to, any of the following:

(1)    The outside employment or activity involves the use of the school district’s time, facilities, equipment and supplies or the use of the school district badge, uniform, business card or other evidence of office to give the board member or member of the board member’s immediate family an advantage or pecuniary benefit that is not available to other similarly situated members or classes of members of the general public.  For purposes of this section, a person is not “similarly situated” merely by being related to a board member.

(2)    The outside employment or activity involves the receipt of, promise of, or acceptance of money  or other consideration by the board member or a member of the board member’s immediate family from anyone other than the state or the school district for the performance of any act that the board member would be required or expected to perform as part of the board member’s regular duties or during the hours in which the board member performs service or work for the school district.

(3)    The outside employment or activity is subject to the official control, inspection, review, audit, or enforcement authority of the board member, during the performance of the board member’s duties of office or employment.

If the outside employment or activity is employment or activity in (1) or (2) above, the board member must cease the employment of or activity.  If the activity or employment falls under (3), then the board member must

 

BOARD OF DIRECTORS’ CONFLICT OF INTEREST

  • Cease the outside employment or activity; or;
  • Publicly disclose the existence of the conflict and refrain from taking any official action or performing any official duty that would detrimentally affect or create a benefit for the outside employment or activity.  Official action or official duty includes, but is not limited to, participating in any vote, taking affirmative action to influence any vote, determining the facts or law in a contested case or rulemaking proceeding, conducting any inspection, or providing any other official service or thing that is not available generally to members of the public in order to further the interests of the outside employment or activity.

When procurement is supported by Federal Child Nutrition funds, board members will not participate in the selection, award, or administration of a contract if there is a real or apparent conflict of interest in the contract.  Contract, for purposes of this paragraph, includes a contract where the board member, board member’s immediate family, partner, or a non-school district employer of these individuals is a party to the contract.

It is the responsibility of each board member to be aware of and take the action necessary to eliminate a potential conflict of interest should it arise.

NOTE:  This policy reflects the Iowa law on board member conflict of interest.  There is no longer a prohibition on the employment of a spouse of a board member.  Because of this removal, boards have little discretion regarding the employment of board members’ spouses. 

 

Legal Reference:         

     22 C.F.R. § 518.42.

     Iowa Code §§ 68B; 71.1; 277.27; 279.7A; 301.28.

                                   

Cross Reference:         

     201      Board of Directors’ Elections

     202.1   Qualifications

     204      Code of Ethics

     216.3   Board of Directors’ Member Compensation and Expenses

     217      Gifts to Board of Directors

     401.3   Nepotism

 

 

Approved:  10/14/96                                                Reviewed: 9/18/2017                                            Revised:  July, 2016   

204 CODE OF ETHICS

Board members'  actions,  verbal and nonverbal,  reflect the attitude  and the beliefs of the school district. Therefore,  board members  must conduct  themselves  professionally  and in a manner  fitting to their position.

Each board member  shall follow the code of ethics stated in this policy.

AS A SCHOOL  BOARD  MEMBER:

  1. I will listen.
  2. I will respect the opinion  of others.
  3. I will recognize  the integrity  of my predecessors  and associates  and the merit of their work.
  4. I will be motivated  only by an earnest desire to serve my school district and the children  of my school district community  in the best possible  way.
  5. I will not use the school district or any part of the school district program  for my own personal  advantage  or for the advantage  of my friends  or supporters.
  6.  I will vote for a closed session  of the board if the situation  requires  it, but I will consider​
  7. I will recognize  that to promise  in advance  of a meeting  how I will vote on any proposition which is to be considered  is to close my mind and agree not to think through  other facts and points of view which may be presented  in the meeting.
  8.  I will expect, in board meetings,  to spend more time on education  programs  and procedures  than on business  details.
  9.  I will recognize  that authority  rests with the board in legal session and not with individual members  of the board, except as authorized  by law.
  10. I will make no disparaging  remarks,  in or out of the board meeting,  about other members  of the board or their opinions.
  11. I will express  my honest and most thoughtful  opinions  frankly in board meetings  in an effort to have decisions  made for the best interests  of the children  and the education  program.
  12. I will insist that the members  of the board participate  fully in board action and recommend that when special committees  are appointed,  they serve only in an investigative  and advisory  capacity.
  13. I will abide by majority  decisions  of the board.
  14. I will carefully  consider  petitions,  resolutions  and complaints  and will act in the best interests  of the school district.
  15. I will not discuss  the confidential  business  of the board in my home, on the street or in my office; the place for such discussion  is the board meeting.
  16. I will endeavor  to keep informed  on local, state and national educational  developments  of significance  so I may become  a better board member.

IN MEETING  MY RESPONSIBILITY   TO MY SCHOOL  DISTRICT  COMMUNITY

  1. I will consider  myself a trustee of public education  and will do my best to protect it, conserve  it, and advance  it, giving to the children  of my school district community  the educational  facilities  that are as complete  and adequate  as it is possible  to provide.
  2. I will consider  it an important  responsibility  of the board to interpret  the aims, methods  and attitudes  of the school district to the community.
  3. I will earnestly  try to interpret  the needs and attitudes  of the school district community  and do my best to translate  them into the education  program  of the school district.
  4. I will attempt  to procure  adequate  financial  support  for the school district.
  5. I will represent  the entire school district rather than individual  electors,  patrons  or groups.
  6.  I will not regard the school district facilities  as my own private property  but as the property of the people.

IN MY RELATIONSHIP   WITH SUPERINTENDENT  AND EMPLOYEES

  1. I will function,  in meeting  the legal responsibility  that is mine, as a part of a legislative, policy-forming  body, not as an administrative  officer.
  2. I will recognize  that it is my responsibility,  together  with that of my fellow board members,  to see the school district is properly  run and not to run them myself.
  3. I will expect the school district to be administered  by the best-trained  technical  and professional  people it is possible  to procure within the financial  resources  of the school district.
  4. I will recognize  the superintendent  as executive  officer of the board.
  5. I will work through  the administrative  employees  of the board, not over or around  them.
  6. I will expect the superintendent  to keep the board adequately  informed  through  oral and written reports.
  7. I will vote to employ employees  only after the recommendation   of the superintendent  has been received.
  8. I will insist that contracts  be equally binding  on teachers  and the board.
  9. I will give the superintendent  power commensurate  with the superintendent's   responsibility and will not in any way interfere  with, or seek to undermine,  the superintendent's authority.
  10. I will give the superintendent  friendly counsel  and advice.
  11.  I will present any personal  criticism  of employees  to the superintendent.
  12.  I will refer complaints  to the proper administrative  officer.

TO COOPERATE  WITH OTHER  SCHOOL  BOARDS

  1. I will not employ  a superintendent,  principal  or teacher  who is already  under contract  with another  school district without first securing  assurance  from the proper authority  that the person can be released  from contract.
  2. I will consider  it unethical  to pursue  any procedure  calculated  to embarrass  a neighboring board or its representatives.
  3. I will not recommend  an employee  for a position  in another school district unless I would employ  the employee  under similar circumstances.
  4. I will answer  all inquiries  about the standing  and ability of an employee  to the best of my knowledge  and judgment,  with complete  frankness.
  5. I will associate  myself with board  members  of other school districts  for the purpose  of discussing  school district  issues and cooperating  in the improvement  of the education program.

Legal Reference:           

     Iowa Code ßß 21.6(3)(d);  68B; 69; 277.28;  279.8 (1995).

 

Cross Reference:                       

     202  Board of Directors  Member

 

Approved:  10/14/96                                                   Reviewed:      9/18/2017                                             Revised:

 

205 BOARD MEMBER LIABILITY

Board members  shall not be held personally  liable for actions  taken in the performance  of their duties and responsibilities  vested in them by the laws of Iowa and the members  of the school district community.   In carrying  out the duties and responsibilities  of their office, board members  shall act in good faith.

The school district shall defend,  save harmless  and indemnify  board members  against tort claims or demands,  whether  groundless  or otherwise, arising out of an alleged  act or omission  occurring  within the scope of their official duties, unless it constitutes  a willful or wanton  act or omission.  However,  the school district shall not save harmless  or indemnify  board members  for punitive damages.

 

 

 

Legal Reference:           

     Wood v. Strickland,  420 U.S. 308 (1975).

     42 U.S.C. ßß 1983, 1985 (1988). Iowa Code ch. 670 (1995).

 

Cross Reference:           

     709  Insurance  Program

 

 

Approved:  10/14/96                                              Reviewed:       9/18/2017                                         Revised:

 

206 BOARD OF DIRECTORS' OFFICERS

206.1 PRESIDENT

It shall be the responsibility  of the board president  to lead a well-organized  board in an efficient  and effective  manner.   The board president  shall set the tone of the board meetings  and, as the representative of the consensus  of the board, speak on behalf of the board to the public.

The president  of the board shall be elected by a majority  vote at the organizational  meeting  each year to serve a one year term of office.

The president,  in addition  to presiding  at the board meetings,  shall take an active role in board decisions by discussing  and voting on each motion before the board in the same manner as other board members. However,  before making or seconding  a motion, the board president  shall turn over control of the meeting to either the vice president  or other board member.

The board president  has the authority  to call special  meetings  of the board.   Prior to board meetings,  the board president  shall consult with the superintendent  on the development  of the agenda  for the meeting.

The board president,  as the chief officer of the school district, shall sign employment  contracts  and may sign other contracts  and school district warrants  approved  by the board and appear  on behalf of the school corporation  in causes of action involving  the school district.

 

Legal Reference:           

     Iowa Code ßß 279.1-.2;  291.1 (1995).

 

Cross Reference:           

     200.1   Organization  of the Board of Directors

     202.2   Oath of Office

     206.2   Vice President

 

 

Approved:  10/14/96                                           Reviewed:     9/18/2017                                       Revised:

206.2 VICE-PRESIDENT

If the board president  is unable or unwilling  to carry out the duties required,  it shall be the responsibility  of the vice president  of the board to carry out the duties of the president.   If the president  is unable or unwilling  to complete  the term of office, the vice president  shall serve as president  for the balance  of the president's  term of office, and a new vice president  shall be elected.

The vice president  of the board shall be elected  by a majority  vote at the organizational  meeting  each year to serve a one-year  term of office.  The vice president  shall accept control of the meeting  from the president  when the president  wishes  to make or second  a motion.   The vice president shall take an active role in board decisions  by discussing and voting on matters  before the board in the same manner as other board members.

 

 

 

Legal Reference:           

     Iowa Code ßß 279.1-.2;  291.1 (1995).

 

Cross Reference:           

     200.1   Organization  of the Board of Directors

     202.2   Oath of Office

     206.2   Vice President

 

 

Approved:  10/14/96                                     Reviewed:     9/18/2017                                        Revised:

206.3 SECRETARY-TREASURER

It shall be the responsibility  of the board to annually  appoint a board secretary-treasurer.

A board secretary-treasurer  may be appointed  from employees,  other than a position  requiring  a teaching certificate,  or from the public at the board meeting  held each year after July 1 and no later than August 15, to serve a one year term of office.  To finalize  the appointment,  the board secretary-treasurer  shall take the oath of office during the meeting  at which the individual  was appointed  or no later than ten days thereafter.

It shall be the responsibility  of the board secretary-treasurer,  as custodian  of school district records,  to preserve  and maintain  the records  and documents  pertaining  to the business  of the board; to keep complete  minutes  of special and regular  board meetings,  including  closed sessions;  to keep a record of the results of regular  and special elections;  to keep an accurate  account  of school funds; to sign warrants drawn on the school funds after board approval;  and collect data on truant students.   The board secretary-treasurer  shall also be responsible  for filing the required  reports  with the Iowa Department  of Education.

It shall be the responsibility  of the board secretary-treasurer   to oversee  the investment  portfolio,  to receive funds of the school district, to pay out the funds for expenses  approved  by the board, to maintain  accurate accounting  records  for each fund, to report monthly  regarding  the investment portfolio  and the status of each fund and to file required  reports  with the appropriate  state agencies  and other entities.   It shall also be the responsibility  of the board secretary-treasurer  to coordinate  the financial  records,  the financial reports, the cash flow needs and the investment portfolio  of the school district.

In the event the board secretary-treasurer  is unable to fulfill the responsibilities  set out by the board and the law, the Superintendent  or designee  of the board shall assume  those duties until the board secretary- treasurer  is able to resume  the responsibility  or a new board secretary-treasurer  is appointed.

The board secretary-treasurer shall give bond in an amount set by the board.   The cost of the bond will be paid by the school district.

 

 

Legal Reference:           

     Iowa Code ßß 12B.10; 12C; 64; 277.27;  279.3, .5, .7, .31-.33,  .35; 291.2-.4,  .6-.15; 299.10,  .16 (1995). 281 I.A.C. 12.3(1). 1978 Op. Att'y Gen. 328.

 

Cross Reference:

     202.2  Oath of Office

     210.1   Annual Meeting

     215      Board of Directors' Records

 

Approved:  10/14/96                                          Reviewed:      9/18/2017                                       Revised:

207 BOARD OF DIRECTORS' LEGAL COUNSEL

It shall be the responsibility  of the board to employ legal counsel  to assist the board and the administration  in carrying  out their duties with respect to the numerous  legal issues confronting  the school district.   The board may appoint legal counsel at its annual meeting.

The superintendent  shall have the authority  to contact the board's  legal counsel  on behalf of the board when the superintendent  believes  it is necessary  for the management  of the school district.   The board president  may contact and seek advice from the school board's  legal counsel.   The board's legal counsel shall attend both regular and special school board meetings  upon the request  of the board or the superintendent.    Board members  may contact legal counsel upon approval  of a majority  of the board.   It shall be the responsibility  of each board member  to pay the legal fees, if any, of an attorney  the board member  consulted  regarding  matters of the school district unless the board has authorized  the board member  to consult an attorney  on the matter.

It shall be the responsibility  of the superintendent  to keep the board informed  of matters  for which legal counsel was consulted,  particularly  if the legal services  will involve unusual expense  for the school district.

 

 

Legal Reference:           

     Bishop v. Iowa State Board of Public Instruction,  395 N.W.2d  888 (Iowa 1986).

     Iowa Code ß 279.37 (1995).

 

Cross Reference:               

     200  Legal Status of the Board of Directors

 

Approved:  10/14/96                                             Reviewed:        9/18/2017                                        Revised: 

208 AD HOC COMMITTEES

Whenever  the board deems it necessary,  the board may appoint a committee  of composed  of citizens, staff or students  to assist the board.  Committees  formed by the board shall be ad hoc committees.

An ad hoc committee  is formed by board resolution  which shall outline the duties and purpose  of the committee.   The committee  is advisory  in nature and has no duty or responsibility  other than that specifically  stated in the board resolution.   The committee  shall automatically  dissolve  upon the delivery  of its final recommendation   to the board or upon completion  of the duties outlined  in the board resolution.

The board will receive  the report of the committee  for consideration.   The board retains the authority  to make a final decision  on the issue.  The committee  will be subject to the open meetings  law if the committee  is established  by statute or if the committee  makes policy recommendations   and is established by or approved  by the board.

The method  for selection  of committee  members  shall be stated in the board resolution.   When possible, and when the necessary  expertise  required  allows, the committee  members  will be representative  of the school district community  and shall consider  the various viewpoints  on the issue.  The board may designate  a board member  and the superintendent  to serve on an ad hoc committee.   The committee  will select its own chairperson,  unless the board designates  otherwise.

 

Legal Reference:           

      Iowa Code ßß 21; 279.8; 280.12(2)  (1995). 281 I.A.C. 12.3(3),  .3(8); .5(8).

 

Cross Reference:           

     103      Educational  and Operational  Planning

     211      Open Meetings

     212      Closed  Sessions

     215      Board of Directors'  Records

     605.1   Instructional  Materials  Selection

     900      Principles  and Objectives  for Community  Relations

 

Approved:  10/14/96                                       Reviewed:    9/18/2017                                              Revised:

208.1 BOARD COMMITTEES

The Board may determine from time to time that Board committees may be required to assist the Board in its discharge of duties.  In addition to any legally required committees, the Board may appoint standing committees with specific charges.  In no case shall a committee constitute a quorum of the Board of Directors.

Reports of Board committees shall be circulated in advance through the Superintendent's office, except in an emergency or as directed by the Board or President of the Board.

 

Cross Reference:

     205 ELECTIONS OF BOARD MEMBERS

     207 BOARD OFFICERS

 

 

Approved:  10/14/96                                            Reviewed: 9/18/2017                                         Revised:

 

 

208.1E1 AD HOC COMMITTEES EXHIBIT

The specific  purpose  of each ad hoc committee  varies.   Generally,  the primary  function  of an ad hoc committee  is to give specific  advice and suggestions.   The advice and suggestions  should  focus on the purpose  and duties stated in the board resolution  establishing  the committee.   It is the board's role to take action based on information  received  from the ad hoc committee  and other sources.   Ad hoc committees may be subject to the open meetings  law.

Role of an Ad Hoc Committee  Member

The primary  role of an ad hoc committee  member  is to be a productive,  positive  member  of the committee.   In doing so, it is important  to listen to and respect the opinions  of others.  When the ad hoc committee  makes a recommendation   to the board, it is important  for the ad hoc committee  members  to support the majority  decision  of the ad hoc committee.   An ad hoc committee  will function  best when its members  work within the committee  framework  and bring items of business  to the ad hoc committee.

Ad Hoc Committee  Membership

Ad hoc committee  members  may be appointed  by the board.  The board may request  input from individuals or organizations,  or it may seek volunteers  to serve.  Only the board or superintendent  has the authority  to appoint members  to an ad hoc committee.   Boards  must follow the legal limitations  or requirements  regarding  the membership  of an ad hoc committee.

 

                     Approved:  10/14/1996                            Reviewed:      9/18/2017                                     Revised:

209 BOARD OF DIRECTORS' MANAGEMENT PROCEDURES

209.1 DEVELOPMENT OF POLICY

The board has jurisdiction  to legislate  policy for the school district with the force and effect of law.  Board policy provides  the general  direction  as to what the board wishes to accomplish  while allowing  the superintendent  to implement  board policy.

The written policy statements  contained  in this manual  provide guidelines  and goals to the citizens, administration,  employees  and students  in the school district community.   The policy statements  shall be the basis for the formulation  of regulations  by the administration.   The board shall determine  the effectiveness  of the policy statements  by evaluating  periodic  reports  from the administration.

Policy statements  may be proposed  by a board member,  administrator,  employee,  student or member  of the school district community.   Proposed policy statements  or ideas shall be submitted  to the superintendent's   office for possible  placement  on the board agenda.   It shall be the responsibility of the superintendent  to bring these proposals  to the attention  of the board.

 

Legal Reference:           

     Iowa Code ßß 274.1-.2;  279.8; 280.12 (1995).

     281 I.A.C. 12.3(2).

     1970 Op. Att'y Gen. 287.

Cross Reference:           

     101      Educational  Philosophy  of the School District

     200.2   Powers  of the Board of Directors

     200.3  Responsibilities  of the Board of Directors

     209      Board of Directors'  Management  Procedures

 

 

 

Approved:  10/14/96                                          Reviewed:      9/18/2017                                                Revised:

209.2 ADOPTION OF POLICY

The board shall give notice of proposed  policy changes  or adoption  of new policies  by placing  the item on the agenda  of two regular  board meetings.   The proposed  policy changes  shall be distributed  and public comment  will be allowed  at both meetings  prior to final board action.  This notice procedure  shall be required  except for emergency  situations.   If the board adopts a policy in an emergency  situation,  a statement  regarding  the emergency  and the need for immediate  adoption  of the policy shall be included  in the minutes.   The board shall have complete  discretion  to determine  what constitutes  an emergency situation.

The final action taken to adopt the proposed  policy shall be approved  by a simple majority  vote of the board at the next regular  meeting  after the meeting  allowing  public discussion.   The policy will be effective on the later of the date of passage  or the date stated in the motion.

In the case of an emergency,  a new or changed  policy may be adopted  by a majority  vote of a quorum  of the board.   The emergency  policy shall expire at the close of the third regular  meeting  following  the emergency  action, unless the policy adoption  procedure  stated above is followed  and the policy is reaffirmed.

 

Legal Reference:           

     Iowa Code ß 279.8 (1995).

     281 I.A.C. 12.3(2).

     1970 Op. Att'y Gen. 287.

 

Cross Reference:           

     200.2   Powers  of the Board of Directors

     200.3  Responsibilities  of the Board of Directors

     209      Board of Directors'  Management  Procedure

 

Approved:  10/14/96                                           Reviewed:  9/18/2017                                           Revised:

209.3 DISSEMINATION OF POLICY

A board policy manual shall be housed  in each school attendance  center and in the central administration office all school policies are available to the public online at the districts website.   Persons  wishing  to review the board policy manual  shall contact the board secretary,  who shall have a board policy manual available for public inspection.

It shall be the responsibility  of the board secretary  to ensure copies of new and revised policy statements are distributed  to the custodians  of board policy manuals  no later than the first regular  board meeting following  the policy's  adoption.   Copies  of changes  in board policy shall also be included in or attached  to the minutes  of the meetings  in which the final action was taken to adopt the new or changed  policy.

 

Legal Reference:           

     Iowa Code ßß 277.31;  279.8 (1995).

     281 I.A.C. 12.3(2).

 

Cross Reference:           

     200.3  Responsibilities  of the Board of Directors

     209      Board of Directors'  Management  Procedure

 

 

Approved:  10/14/96                                         Reviewed:      9/18/2017                                               Revised:

209.4 SUSPENSION OF POLICY

Generally,  the board shall follow board policy and enforce it equitably.   The board, and only the board, may, in extreme  emergencies  of a very unique nature, suspend  policy.   It shall be within the discretion  of the board to determine  when an extreme  emergency  of a very unique nature exists.  Reasons  for suspension  of board policy shall be documented  in board minutes.

 

Legal Reference:           

     Iowa Code ß 279.8 (1995).

     281 I.A.C. 12.3(2).

 

Cross Reference:           

     200.3  Responsibilities  of the Board of Directors

     209      Board of Directors'  Management  Procedure

 

 

Approved:  10/14/96                                         Reviewed:     9/18/2017                                             Revised:

209.5 ADMINISTRATION IN THE ABSENCE OF POLICY

When there is no board policy in existence  to provide  guidance  on a matter, the superintendent  is authorized  to act appropriately  under the circumstances  surrounding the situation  keeping in mind the educational  philosophy and financial condition of the school district.

It shall be the responsibility of the superintendent  to inform the board of the situation and the action taken and to document the action taken.  If needed,  the superintendent  shall draft a proposed  policy for the board to consider.

 

Legal Reference:           

      Iowa Code ß 279.8 (1995).

      281 I.A.C. 12.3(2).

 

Cross Reference:           

     200.3  Responsibilities  of the Board of Directors

     209      Board of Directors'  Management  Procedure

     302.4   Superintendent  Duties

     304      Policy Implementation

 

 

Approved:  10/14/96                                                Reviewed:       9/18/2017                                        Revised:

209.6 REVIEW AND REVISION OF POLICY

The board shall, at least once every five years, review  board policy.   Once the policy has been reviewed,  even if no changes  were made, a notation  of the date of review shall be made on the face of the policy statement.

The board will review one-fifth  of the policy manual  annually  according  to the following  subject areas:

  • Administration,  Employees  (Series  300 and 400)
  • Students  (Series  500)
  • School District, Education  Program  ( Series 100 and 600)
  • Board of Directors  (Series  200)
  • Noninstructional   Operations  and Business  Services,  Buildings  and Sites, School District- Community  Relations  (Series 700, 800 and 900)

It shall be the responsibility  of the superintendent  to keep the board informed  as to legal changes  at both the federal and state levels.  The superintendent  shall also be responsible  for bringing  proposed  policy statement  revisions  to the board's  attention.

If a policy is revised because  of a legal change over which the board has no control or a change  is minor, the policy may be approved  at one meeting  at the discretion  of the board.

 

Legal Reference:           

     Iowa Code ß 279.8 (1999).

     281 I.A.C. 12.3(2).

 

Cross Reference:           

     200.3  Responsibilities  of the Board of Directors

     209      Board of Directors'  Management  Procedures

 

Approved:  10/14/96                                        Reviewed:  9/18/2017                                                   Revised:  4/10/00 

209.7 REVIEW OF ADMINISTRATIVE REGULATIONS

Board policy sets the direction  for the administration  of the education  program  and school district operations.   Some policies  require  administrative regulations  for implementation.

It shall be the responsibility  of the superintendent  to develop  administrative  regulations  to implement  the board policies.   The regulations,  including handbooks,  will be reviewed  by the board prior to their use in the school district.

The administrative  regulations  will be available  no later than the first regular  board meeting  after the adoption  of the board policy unless the board directs otherwise

 

 

Legal Reference:           

     Iowa Code ß 279.8, .20 (1995).

 

Cross Reference:           

     200.3  Responsibilities  of the Board of Directors

     209      Board of Directors'  Management  Procedures

 

 

Approved:  10/14/96                                             Reviewed:      9/18/2017                                             Revised:

210 BOARD OF DIRECTORS' MEETINGS

210.1 ANNUAL MEETING

Each year after August 31 and prior to the organizational meeting  of the board, the board  will hold its annual meeting.

At the annual meeting,  the board will examine  the financial  books and settle the secretary's  and treasurer's  statements  for the fiscal year ending the preceding June 30.  As part of the annual reports,  the treasurer  will present affidavits  from depository  banks.

The board may also appoint the board's  legal counsel.

 

Legal Reference:           

     Iowa Code ßß 279.3, .33 (2003).

 

Cross Reference:                       

     206.3   Secretary

     206.4   Treasurer

     701.1  Depository  of Funds

     707      Fiscal Reports

 

 

 

Approved:  10/14/96                                         Reviewed:        9/18/2017                                      Revised:

 

210.2 REGULAR MEETING

REGULAR MEETING

The regular meeting time and date will be set by the board at the organizational meeting in odd-numbered years, or at the annual meeting in even-numbered years.  

[The regular meetings of the board will be held on the 2nd Monday of each month.  Meetings will begin promptly at      7      p.m.]  The board will adhere to this meeting date and time unless the board requires additional meetings or, due to circumstances beyond the board's control, the meeting cannot be held on the regular meeting date, and the meeting will be re-scheduled in accordance with law and policy.  Public notice of the meetings will be given.

NOTE: The board has the option to include the date and time for the regular meeting in board policy, but is not required to do so. The board must make a decision regarding the information in italicized brackets and either delete this information or update it with the appropriate information. 

 

Legal Reference:    

     Iowa Code §§ 21.3, .4; 279.1 

 

Cross Reference:    

     200.1    Organization of the Board of Directors

     210    Board of Directors' Meetings

 

Approved:      10-14-96                                          Reviewed:         9/18/2017                                    Revised:     9/18/2017             

 

210.3 SPECIAL MEETING

It may be necessary  for the board to conduct  a special  meeting  in addition  to the regularly  scheduledboard meeting.   Special  meetings  may be called by the president  of the board or by the board secretary  at the request of a majority  of the board.  Should  a special meeting  be called, public notice shall be given.

If the special meeting  called is an emergency  meeting  and the board cannot give public notice in its usual manner,  the board shall give public notice of the meeting  as soon as practical  and possible  in light of the situation.   The reason  for the emergency  meeting  and why notice in its usual manner could not be given shall be stated in the minutes.

Only the purpose  or issue for which the special meeting  was called may be discussed  and decided  in the special meeting.   The board shall strictly adhere  to the agenda  for the special meeting  and action on other issues shall be reserved  for the next regular  or special  board meeting

 

Legal Reference:  

     Iowa Code ßß 21.3, .4; 279.2 (1995).

     1980 Op. Att'y Gen. 148.

Cross Reference:  

     200.1   Organization  of the Board of Directors

     210      Board of Directors'  Meetings

Approved:  10/14/96                                                Reviewed:    9/18/2017                                             Revised:

210.4 WORK SESSIONS

The board, as a decision  making  body, is confronted  with a continuing  flow of problems,  issues and needs which require  action.   While the board is determined  to expedite  its business,  it is also mindful of the importance  of planning,  brainstorming  and thoughtful  discussion  without action.  Therefore,  the board may schedule  work sessions  and retreats  in order to provide  its members  and the administration  with such opportunities.   The board has the authority  to hire an outside  facilitator  to assist them in work sessions.

Topics for discussion  and study will be announced  publicly,  and work sessions  and retreats  will be conducted  in open session.   However,  no board action will take place at the work session.

 

Legal Reference:           

      Iowa Code ßß 21; 22.7; 279.8, .35 (1995).

      1982 Op. Att'y Gen. 162.

      1980 Op. Att'y Gen. 167.

      1976 Op. Att'y Gen. 384, 514, 765.

      1972 Op. Att'y Gen. 158.

      1970 Op. Att'y Gen. 287.

 

Cross Reference:           

     210  Board of Directors'  Meetings

     211  Open Meetings

 

Approved:  10/14/96                                            Reviewed:        9/18/2017                                              Revised:

210.5 MEETING NOTICE

Public notice shall be given for meetings  and work sessions  held by the board.   Public notice shall indicate  the time, place, date and tentative  agenda of board meetings.   The public notice shall be posted on the bulletin board in the central administration office at least 3 days before it is scheduled, but, at the minimum,  twenty-four hours notice needs to be given.

A copy of the public notice will be provided  to those who have filed a request for notice with the secretary. These requests  for notice must be in writing.   A copy of the public notice will also be accessible  to employees and students.

In the case of special meetings,  public notice shall be given in the same manner as for a regular meeting unless it is an emergency meeting.   In that case, public notice of the meeting  shall be given as soon as practical  and possible  in light of the situation.   The media and others who have requested  notice shall be notified of the emergency meeting.   Attendance at a special meeting  or emergency meeting  by the media or board members  shall constitute  a waiver of notice.

It shall be the responsibility of the board secretary  to give public notice of board meetings  and work sessions

 

Legal Reference:           

     Dobrovolny  v. Reinhardt,  173 N.W.2d  837 (Iowa 1970).

     Iowa Code ßß 21.2-.4;  279.1, .2 (1995).

     1952 Op. Att'y Gen. 133.

 

Cross Reference:           

     210      Board of Directors'  Meetings

     210.8   Board of Directors'  Meeting  Agenda

 

Approved:  10/14/96                                            Reviewed:        9/18/2017                                         Revised:

 

210.6 QUORUM

Action by the board regarding  the affairs of the school district may be taken only when a quorum,  a majority  of the board members,  is in attendance  at the board meeting.

While board members  are encouraged  to attend board meetings,3  members  shall constitute  a quorum and are a sufficient  number  to transact  business  of the school corporation.   The adjournment  of a meeting may be executed  without a quorum.

An affirmative  vote of a majority  of the votes cast shall be sufficient  to pass a motion or take action unless law or board policy requires  a vote of a greater number.

It is the responsibility  of each board member  to attend  board meetings.

 

Legal Reference:           

     Iowa Code ßß 21.5(1); 279.4 (1995).

 

Cross Reference:                       

      210  Board of Directors'  Meetings

 

Approved:  10/14/96                                                  Reviewed:  9/18/2017                                       Revised:

210.7 RULES OF ORDER

An orderly board meeting  allows  the board members  to participate  in the discussion  and decision  process on an issue confronting  the school district.  Rules of order for board meetings  allow school district business and the relative information  concerning  the business  to be brought  to the attention  of the board. They also allow the board to discuss,  act upon and make a clear record of school district business  in a regular, ordered,  reasonable  and consistent  manner.

It shall be the responsibility  of each board member  to follow the rules of order stated in this policy at each meeting,  and it shall be the responsibility  of the presiding  officer to conduct  the board meeting  within these rules.

The board shall follow Robert's  Rule of Order, Revised,  latest edition as modified  by this policy and subsequent  rule.

The purpose  of modified  rules adopted  by the board are:

     1) To establish guidelines by which the business of the governing board can be conducted in a regular and internally consistent manner

     2)  To organize the meetings so all necessary matters can be brought to the board and decisions of the board can be made in an orderly

           and reasonable manner.

     3)  To organize the meetings so all necessary matters can be brought to the board and decisions of the board can be made in an orderly

           and reasonable manner;

     4)  To insure members of the board, concentrating on the substantive issues at hand, have the necessary information to make

           decisions, and to insure adequate discussion of decisions to be made; and,

     5)  To insure meetings and actions of the board are conducted so as to be informative to the staff and the public, and to produce a clear

           record of actions taken and decisions made.

 

Legal Reference:           

     Iowa Code ßß 21.2, .7; 279.8 (1995).

 

Cross Reference:                       

     210      Board of Directors'  Meetings

     210.8   Board Meeting  Agenda

 

 

 

Approved:  10/14/96                                                     Reviewed:        9/18/2017                                        Revised:

 

210.8 BOARD MEETING AGENDA

The tentative  agenda  for each board meeting  shall state the topics for discussion  and action at the board meeting.   The agenda is part of the public notice of the board meeting  and will be posted and distributed.

Persons  requesting  to place an item on the agenda  must make a request to the superintendent  prior to the drafting  of the tentative  agenda.    Requests  from the public may be added to the tentative  agenda at the discretion  of the superintendent  after consultation  with the board president.   Requests  received after the deadline  may only be added to the agenda  for good cause.

The tentative  agenda and supporting  documents  shall be sent to the board members  5 days prior to the scheduled  board meeting.   These documents  are the private property  of the board member.   Persons wishing  to view the tentative  agenda  and supporting  documents  may do so at the central administration office.

The board shall take action only on the items listed on the tentative  agenda  posted with the public notice. Items added  to the agenda  may be discussed  or taken under advisement  by the board.   If an added  item is acted upon, the minutes  of the board meeting  shall state the reason justifying  the immediate  action.

It shall be the responsibility  of the board president  and superintendent  to develop  the agenda  for each board meeting.

 

 

Legal Reference:           

     Iowa Code ßß 21; 279.8 (1995).

     1980 Op. Att'y Gen. 269.

 

Cross Reference:           

     210      Board of Directors'  Meetings

     211      Open Meetings

     213      Public Participation  in Board  Meetings

     215      Board of Directors'  Records

     402.5   Public Complaints  About Employees

     502.4   Student Complaints  and Grievances

 

Approved:  10/14/96                                                         Reviewed:         9/18/2017                                   Revised:

 

211 OPEN MEETINGS

A gathering  of a majority  of board members  in which deliberation  of an issue within the jurisdiction  of the board takes place is a board meeting.   A gathering  for the purpose  of social or ministerial  action shall not constitute  a board meeting  unless a discussion  of policy takes place.  Meetings  of the board shall be conducted  in an open meeting  unless a closed session  is authorized  by law or the meeting  is exempt from the open meetings  law.

 

 

 

 

Legal Reference:           

     Iowa Code ßß 21, 279.1-.2  (1995).

     1982 Op. Att'y Gen. 162.

     1980 Op. Att'y Gen. 167.

 

Cross Reference:           

     208      Ad Hoc Committees

     210      Board of Directors'  Meetings

     210.8   Board Meeting  Agenda

     212      Closed  Sessions

 

 

Approved:  10/14/96                                              Reviewed:       9/18/2017                                         Revised: 

 

212 CLOSED SESSIONS

Generally,  board meetings  shall be open meetings,  unless a closed session  or exempt  meeting  is provided  for by law.  The board shall hold a closed session or exempt meeting  in the situations  stated below.

Exceptions  to the Open Meetings  Law

Closed sessions  take place as part of an open meeting.   The item for discussion  in the closed session shall be listed as part of the tentative  agenda  on the public notice.  The motion for a closed session, stating the purpose  for the closed session,  shall be made and seconded  during the open meeting.   A minimum  of two-thirds  of the board, or all of the board members  present,  if less than five,  must vote in favor of the motion on a roll call vote.  Closed  sessions  shall be tape recorded  and have detailed  minutes kept by the board secretary.   Final action on matters  discussed  in the closed session  shall be taken in an open meeting.

The minutes  and the tape recording  will restate  the motion made in the open meeting,  the roll call vote, the members  present,  and the time the closed session  began and ended.   The tape recordings  and the written minutes  shall be kept for one year from the date of the meeting.   Real estate related  minutes  and tapes will be made public after the real estate transaction  is completed.

The detailed  minutes  and tape recording  shall be sealed and shall not be public records  open to public inspection.   The minutes  and tape recording  shall only be opened  upon court order in an action to enforce the requirements  of the open meetings  law.  The board has complete  discretion  as to whom may be present  at a closed session.

Reasons  for the board entering  into a closed session  from an open meeting  include,  but are not limited to, the following:

  1. To review or discuss records  which are required  or authorized  by state or federal law to be kept confidential  or to be kept confidential  as a condition  for the board's possession  or receipt of federal funds.
  2. To discuss  strategy  with legal counsel  in matters presently  in litigation,  or where litigation  is imminent,  if disclosure  would be likely to prejudice  or disadvantage  the board.
  3. To discuss  whether  to conduct  a hearing  for suspension  or expulsion  of a student,  unless an open meeting  is requested  by the student or the parent of the student.
  4. To evaluate  the professional  competency  of an individual  whose appointment,  hiring, performance,  or discharge  is being considered  when a closed session is necessary  to prevent needless  and irreparable  injury to that individual's  reputation  and that individual requests  a closed session.
  5. To discuss  the purchase  of particular  real estate, but only when premature  disclosure  could be reasonably  expected  to increase  the price the board would have to pay for the property.

Board meetings  at which a quorum  is not present,  or gatherings  of the board for purely ministerial  or social purposes  when there is no discussion  of policy or no intent to avoid the purposes  of the open meetings law, are exempt from the open meetings  law requirements.   Since gatherings  of this type are exempt  from the open meetings  requirements,  they can be held without public notice, be separate  from an open meeting,  be held without taping the gathering  or taking minutes,  and be held without a vote or motion.   The board may also hold an exempt session  for the following:

  1. negotiating  sessions,  strategy  meetings  of public employers  or employee  organizations, mediation  and the deliberative  process  of arbitration;
  2. to discuss strategy  in matters relating  to employment  conditions  of employees  not covered by the collective  bargaining  law;
  3. to conduct  a private  hearing  relating  to the recommended  termination  of a teacher's contract.  However, the private hearing in the teacher's contract termination  shall be recorded  verbatim  by a court reporter;  and
  4. to conduct a private hearing  relating  to the termination  of a probationary  administrator's contract  or to review the proposed  decision  of the administrative  law judge regarding  the termination  of an administrator's  contract.

 

Legal Reference:           

     Iowa Code ßß 20.17; 21; 22.7; 279.15,  .16, .24 (1995).

     1982 Op. Att'y Gen. 162.

     1980 Op. Att'y Gen. 167.

     1976 Op. Att'y Gen. 384, 514, 765.

     1972 Op. Att'y Gen. 158.

     1970 Op. Att'y Gen. 287.

 

Cross Reference:           

     208  Ad Hoc Committees

     211  Open Meetings

 

Approved:  10/14/96                                       Reviewed:  9/18/2017                                                   Revised:

213 PUBLIC PARTICIPATION IN BOARD MEETINGS

The board recognizes  the importance  of citizen participation  in school district matters.   In order to assure citizens  are heard and board meetings  are conducted  efficiently  and in an organized  manner,  the board shall set time aside for citizen participation,  either at a specific  time during the meeting  or during the discussion  of agenda  items.  Citizens  wishing  to address  the board on a certain agenda item must notify the superintendent  prior to the board meeting.   Citizens  wishing  to present  petitions  to the board may do so at this time.  However,  the board will only receive  the petitions  and not act upon them or their contents. The board has the discretion  to limit the amount of time set aside for public participation.

If the pressure  of business  or other circumstances  dictate, the board president  may decide to eliminate  this practice.   The board president  will recognize  these individuals  to make their comments  at the appropriate time.  The orderly process  of the board meeting  shall not be interfered  with or disrupted.   Only those speakers  recognized  by the board president  shall be allowed  to speak.  Comments  by others are out of order.  If disruptive,  the individual  making  the comments  or another  individual  causing  disruption may be asked to leave the board meeting.

Individuals  who have a complaint  about employees  may bring their complaint  to the board only after they have followed  board policy addressing  citizens'  complaints.   Students  who have a complaint  may only bring their complaint  to the board after they have followed  board policy addressing  students'  complaints.

 

 

 

Legal Reference:           

     Iowa Code ßß 21; 22; 279.8 (1995).

 

Cross Reference:                       

     205      Board Member  Liability

     210.8   Board Meeting  Agenda

     214      Public Hearings

     402.5   Public Complaints  About Employees

 

Approved:  10/14/96                                          Reviewed:       9/18/2017                                           Revised:

213.1R1 GENERAL COMPLAINTS BY CITIZENS

The board recognizes  that concerns  regarding  the operation  of the school district will arise.  The board further believes  that constructive  criticism  can assist in improving  the quality of the education  program and in meeting  individual  student needs more effectively.   The board also places trust in its employees and desires  to support  their actions  in a manner which frees them from unnecessary  or unwarranted criticism  and complaints.

Procedures  for dealing  with complaints  concerning  programs  or practices  should be governed  by the following  principles:

  • where action/investigation  is desired by the complainant,  or where it seems appropriate,  the matter should be handled  as near the source as possible;
  • complaints  should both be investigated  and, if possible,  resolved  expeditiously;
  • complaints  should be dealt with courteously  and in a constructive  manner;  and,
  • individuals  directly affected  by the complaint  should have an opportunity  to respond.

Specific  procedures  for handling  complaints  may be established  in policies.   The board, consistent  with its board policy-making  role, will deal with complaints  concerning  specific  schools,  programs  or procedures only after the usual channels  have been exhausted.   Complaints  regarding  employees  or complaints  by students  will follow the more specific  policies  on those issues.

When a complaint  requiring  attention  is received  by the board or a board member  it will be referred  to the superintendent.    After all of the channels  have been exhausted,  the complainant  may appeal to the board by requesting  a place on the board agenda  or during  the public audience  portion  of the board meeting.   If the complainant  appeals  to the board, the appeal shall be in writing, signed and explain  the process followed  by the complainant  prior to the appeal to the board.

 

 

Approved:  10/14/96                                              Reviewed:       9/18/2017                                            Revised:

213.1R2 HANDLING OF GRIEVANCES

A.         PERSONNEL  GRIEVANCES

Communications,   grievances,  and complaints  from personnel  other than those in the bargaining  unit (association)  shall first be brought  before the Board of Directors.  An employee  or group of employees may appeal a decision  of the Superintendent  to the Board. Grievance  procedure  for those in the association  shall be regulated  as per master contract.

Personnel  desiring  to address  the Board on any matter shall direct their communication  to the Superintendent  of Schools  and not to the individual  members  of the Board, except that copies of any communication   to the Superintendent  may be sent to all member  of the Board.

Complaints  against any employee  which arise from within the membership  of the Board, or which come to the attention  of the Board, except through  the Superintendent,  shall be referred  to the Superintendent  of Schools  for decision.  In case either the employee  or the complainant  is not satisfied  with the decision  of the Superintendent,  appeal may be take to the Board. No complaint shall be considered  by the Board in other manner.

B.         CITIZENS'  GRIEVANCES

Whenever  a citizen is aggrieved  at the action of any employee,  such citizen may give information  to the employee's  immediate  supervisor.  In the event the the matter is not satisfactorily  resolved,  the appeal process will follow this order:

  1. Other supervisory  or administrative  personnel  in the line of responsibility.
  2. The Superintendent  of Schools.
  3. The Board of Directors:  (Note: If the situation  can end in consideration  of termination  of a contract,  the board can become  the jury in a hearing  and as such must be an impartial decision  maker. *"The Board  must not be involved  in the investigation,  recommendations, or prosecution  of the case and no member  can be biased or have a personal  interest in terminating  the teacher."  To consider  grievances  in other than a hearing situation  can seriously  jeopardize  a termination  procedure.  This points out the imperativeness  of grievances  being processed  as outlined  above.)

No appeal will be heard by the Board of Directors  and no charges  against the employees  will be investigated  or acted upon by the Board unless reduced  to writing, signed by the party bringing  the same, and presented  to the Board through  the Superintendent  of Schools.

 

 

Approved:  10/14/96                                                Reviewed:        9/18/2017                                             Revised: 

214 PUBLIC HEARINGS

Public hearings  may be held on school district matters  at the discretion  of the board.   Public notice of a public hearing  shall be in the same manner  as for a board meeting  except that the notice shall be given at least ten days before the hearing  is to be held unless it is impossible  or impractical  to do so.

At public hearings,  citizens  of the district who register  at the door will be allowed  to speak on the issue for which the public hearing  is being held.  Others may be allowed  to speak at the board's discretion. Speakers  are asked to keep their remarks  as brief as possible.   Prior to the beginning  of the hearing, speakers  and spectators  will be apprised  of the rules of order to be followed  regarding  time limitations, questions,  remarks  and rebuttals.   In no event will a speaker  be allowed  to take the time of another speaker.

The board shall conduct  public hearings  in an orderly  fashion.   At the beginning  of the hearing, statements,  background  materials  and public hearing rules and procedures  will be presented  by the board president.   The board president  will recognize  the speakers.   A board member  may ask questions  of the speakers  after receiving  permission  from the board  president.   Only those speakers  recognized  by the chair will be allowed  to speak.   Comments  by others  are out of order.   Individuals  who interfere  with or

interrupt  speakers,  the board or the proceedings  shall be asked to leav

 

Legal Reference:           

     Iowa Code ßß 24.9; 279.8; 297.22  (1995).

 

Cross Reference:                       

     210      Board of Directors'  Meetings

     213      Public Participation  in Board  Meetings

     703.1   Budget Planning

 

Approved:  10/14/96                                         Reviewed:  9/18/2017                                       Revised:

 

215 BOARD OF DIRECTORS' RECORDS

The board shall keep and maintain  permanent  records  of the board including,  but not limited  to, records  of the minutes  of board meetings  and other required  records of the board.

It shall be the responsibility  of the board secretary  to keep the minutes  of the board meetings.   The minutes of each board meeting  shall include as a minimum  the following  items:  a record of the date, time, place, members  present,  action taken and the vote of each member,  and the schedule  of bills allowed shall be attached.   This information  shall be available  within two weeks of the board meeting  and forwarded  to the newspaper  designated  as the official newspaper  for publication.   The information  does not need to be published  within two weeks.   The schedule  of bills allowed  may be published  on a once monthly  basis in lieu of publication  with the minutes.   The permanent  records  of the board minutes  may include  more detail than is required  for the publication  of the minutes.

Minutes  waiting  approval  at the next board meeting  will be available  for inspection  at the central administration  office after the board secretary  transcribes  the notes into typewritten  material which has been proofread  for errors and retyped.

 

 

 

Legal Reference:           

     Iowa Code ßß 21; 22; 279.8, .35, .36; 291.6, .7; 618.3 (1995).

     281 I.A.C. 12.3(1).

     1982 Op. Att'y Gen. 215.

     1974 Op. Att'y Gen. 403.

     1952 Op. Att'y Gen. 133.

 

Cross Reference:           

     206.3   Secretary

     206.4   Treasurer

     208      Ad Hoc Committees

     210.8   Board Meeting  Agenda

     708      Care, Maintenance  and Disposal  of School District Records

     901      Public Examination  of School District Records

 

Approved:  10/14/96                                                  Reviewed:       9/18/2017                                               Revised:

215.1E1 BOARD MEETING MINUTES

Since the official minutes  of the board are the only basic legal record, it is important  that they be recorded with extreme  care and completeness.   The board secretary  shall follow the following  guidelines  in writing board minutes:

With respect  to format the following  is offered  as a guideline:

  1. The minutes  should be typewritten  on single sheets of durable white paper.
  2.  Pages should be numbered  - use of the corporate  type minute book is suggested.
  3. All minutes  should be signed by the proper officers of the board.
  4. A duplicate  set of minutes  should be kept.
  5. The original  minutes-book  should be secured  in a fire-proof  safe, vault or file in the central administration  office.
  6. The duplicate  set should be kept in a designated  place in the central administration  office or be otherwise  readily available  for inspection  following  approval  by the board.

With respect  to content,  the minutes  should show the following:

  1. The place, date, and time of each meeting.
  2. The type of meeting--regular,   special, emergency,  work session.
  3. Members  present and members  absent, by name.
  4. The call to order and adjournment.
  5. The departure  of members  by name before adjournment.
  6. The late arrival of members,  by name.
  7. The time and place of the next meeting.
  8. Approval,  or amendment  and approval,  of the minutes  of the preceding  meeting.
  9. Complete  information  as to each subject of the board's  deliberation  and the action taken.
  10. The maker and seconder  of the motion, what action was taken, and the vote on the motion detailed enough  to attribute  a vote to each member  present.
  11. Complete  text of all board resolutions,  numbered  consecutively  for each fiscal year.
  12. A record of all contracts  entered into, with the contract  documents  kept in a separate  file.
  13. A record of all change orders on construction  contracts.
  14. All employment  changes,  including  resignations  or terminations.
  15. A record, by number,  of the bills of account approved  by the board for payment.
  16. A record of all calls for bids, bids received,  and action  taken thereon.
  17. Approval  of all transfers  of funds from one budgetary  fund to another.
  18. Important  documents  forming  a part of a motion should be made a part of the minutes  by exhibit and placed in the minute book along with the minutes.
  19. Board policy and administrative  guides should be made a part of the minutes  by exhibit.
  20. Approval  or disapproval  of open enrollment  requests  with justification  for disapproval  or approval after the deadline.
  21. A record of all delegations  appearing  before the board and a record of all petitions.
  22. At the annual meeting  in July/August  each year the record should indicate  that the books of the treasurer  and secretary  and the Certified  Annual Report have been examined  and approved  subject to audit.
  23. The election  or appointment  of board officers.
  24. The appointment  of auditors  to examine  the books.

At the organizational  meeting  in September/October,  the minutes  should reflect the following:

  1. Appointment  of a temporary  chairperson  if not specified  in policy.
  2. Oath of office administered  to newly elected  board members.
  3. Nominations  taken for the office of president  and vice president.
  4. Election  of the president  and vice president,  the votes and the oath of office administered  to the president  and vice president.
  5. The resolution  to pay bills when the board is not in session.
  6. A resolution  to automatically  disburse  payroll along with a roster of all employees  under contract.
  7. A resolution  naming depositories  along with the maximum  deposit  for each depository.
  8. Resolution  authorizing  the use of a check protector  and signer and the proper control of the signer.
  9. Motion designating  a member  or a committee  to examine  the bills of account  for a designated period of time on a rotation basis if desired  for the balance  of the school year.
  10. Voting rotation  when a roll call vote is used if so desired by the board.

 

Approved:  10/14/1996                                               Reviewed:  9/18/2017                                         Revised:  

216 BOARD OF DIRECTORS' MEMBER SERVICES

216.1 ASSOCIATION MEMBERSHIP

Participation  in board member  associations  are beneficial  to the board.   The board shall maintain  an active membership  in the Iowa Association  of School  Boards and in organizations  the board determines will be of benefit to the board and the school district.

 

 

 

 

Legal Reference:           

     Iowa Code ß 279.38 (1995).

 

Cross Reference:           

     216.2   Board of Directors'  Member  Development  and Training

 

Approved:  10/14/96                                                 Reviewed:        9/18/2017                                       Revised:

 

216.2 BOARD OF DIRECTORS' MEMBER DEVELOPMENT AND TRAINING

The board may participate  in conferences  sponsored  by educational  associations  and agencies  in addition  to its own in-service  programs  and work sessions.

The board shall work closely with the Iowa Association  of School Boards'  Academy  of Board Learning Experiences  and encourage  the board members  to participate  in conferences  to achieve  the Better Boardsmanship   Award.

 

 

Legal Reference:           

     Iowa Code ßß 279.8, .38 (1995).

 

Cross Reference:                                            

     216.1   Association  Membership

 

Approved:  10/14/96                                             Reviewed:       9/18/2017                                      Revised:

216.3 BOARD OF DIRECTORS' MEMBER COMPENSATION AND EXPENSES

Members  of the Board of Directors  shall serve without pay. They shall be reimbursed  for expenses incurred  in the performances  of their duties as members  of the Board.

 

Legal Reference:           

     Iowa Code ßß 68B; 277.27;  279.7A,  .8, .32 (1995).

 

Cross Reference:                                            

      203       Board of Directors'  Conflict of Interest

      401.7    Employee  Travel Compensation

     401.10   Credit Cards

 

 

Approved:  10/14/96                                          Reviewed:    9/18/2017                                      Revised:

 

217 GIFTS TO BOARD OF DIRECTORS

Board members  may receive  a gift on behalf of the school district.   Board members  shall not, either directly or indirectly,  solicit, accept or receive  a gift, series of gifts or an honorarium  unless the donor does not meet the definition  of "restricted  donor" stated below or the gift or honorarium  does not meet the definition  of gift or honorarium  stated below.

A "restricted  donor" is defined  as a person or other entity which:

Is seeking  to be or is a party to any one or any combination  of sales, purchases,  leases or contracts  to, from or with the school district;

Will be directly  and substantially  affected  financially  by the performance  or nonperformance

of the board member's  official duty in a way that is greater  than the effect on the public generally  or on a substantial  class of persons  to which the person  belongs  as a member  of a profession,  occupation,  industry  or region; orIs a lobbyist or a client of a lobbyist with respect to matters within the school district's jurisdiction.

A "gift" is the giving of anything  of value in return for which something  of equal or greater value is not given or received.   However,  "gift" does not include  any of the following:

Contributions  to a candidate  or a candidate's  committee;

Information  material relevant  to a board member's  official function,  such as books, pamphlets,  reports, documents,  periodicals  or other information  that is recorded  in a written, audio or visual format;

Anything  received  from a person  related within the fourth degree  by kinship or marriage, unless the donor is acting as an agent or intermediary  for another person  not so related;

An inheritance;

Anything  available  or distributed  to the general public free of charge without regard to the official status of the board recipient;

Items received  from a charitable,  professional,  educational  or business  organization  to which the board member  belongs  as a dues paying member  if the items are given to all members of the organization  without regard to an individual  member's  status or positions  held outside of the organization  and if the dues paid are not inconsequential  when compared  to the items received;

Actual expenses  of a board member  for food, beverages,  travel and lodging  for a meeting, which is given in return for participation  in a panel or speaking  engagement  at the meeting when the expenses  relate directly  to the day or days on which the board member  has participation  or presentation  responsibilities;

Plaques  or items of negligible  resale value given as recognition  for public service; Nonmonetary  items with a value of less than three dollars that are received  from any one donor during one calendar  day;

Items or services  solicited  or given to a state, national  or regional  organization  in which the state of Iowa or a school district is a member  for purposes  of a business  or educational conference,  seminar  or other meeting  or solicited  by or given to state, national  or regional government  organizations  whose memberships  and officers are primarily  composed  of state or local government  officials  or employees  for purposes  of a business  or educational conference,  seminar  or other meeting;

Items or services  received  by members  or representatives  of members  as part of a regularly scheduled  event that is part of a business  or educational  conference,  seminar  or other meeting  that is sponsored  and directed  by any state, national  or regional  government organization  in which the state of Iowa or a political  subdivision  of the state of Iowa is a member  or received  at such an event by members  or representatives  of members  of state, national or regional government  organizations  whose memberships  and officers are primarily composed  of state or local government  officials  or employees;

Funeral  flowers  or memorials  to a church or nonprofit  organization;

Gifts which are given to a public official for the public official's  wedding  or twenty-fifth  or fiftieth wedding  anniversary;

Payment  of salary or expenses  by a board member's  employer  or the firm in which the board member  is a member  for the cost of attending  a meeting  of a subunit of an agency when the board member whose expenses  are being paid serves  on a board, commission,  committee, council or other subunit of the agency  and the board member  is not entitled  to receive compensation  or reimbursement  of expenses from the school district;

Gifts other than food, beverages,  travel and lodging received  by a board member  which are received  from a person  who is a citizen of a country  other than the United States and is given during a ceremonial presentation  or as a result of a custom of the other country  and is of personal  value only to the board member;  or

Actual registration  costs for informational  meetings  or sessions  which assist a public official or public employee  in the performance  of the person's  official functions.   The costs of food, drink, lodging and travel are not "registration  costs" under this paragraph.   Meetings  or sessions  which a public official or public employee  attends for personal  or professional licensing  purposes  are not "informational  meetings  or sessions  which assist a public official or public employee  in the performance  of the person's  official functions"  under this paragraph.

An "honorarium"  is anything  of value that is accepted  by, or on behalf of, a board member  as consideration for an appearance,  speech  or article.   An honorarium  does not include  any of the following:

Actual expenses  of a board member  for registration,  food, beverages,  travel or lodging  for a meeting, which is given in return for participation  in a panel or speaking  engagement  at a meeting  when the expenses  relate directly  to the day or days on which the board member has participation  or presentation responsibilities;

A nonmonetary  gift or series of nonmonetary  gifts donated  within thirty days to a public body, an educational  or charitable  organization  or the department  of general services;  or

A payment  made to a board member  for services  rendered  as part of a private business, trade or profession  in which the board member  is engaged  if the payment  is commensurate with the actual services  rendered  and is not being made because  of the person's  status as a board member  but, rather, because  of some special expertise  or other qualification.

It shall be the responsibility  of each board member  to know when it is appropriate  to accept or reject gifts or honorariums.

 

 

Legal Reference:           

     Iowa Code ch. 68B (1995).

     1972 Op. Att'y Gen. 276.

     1970 Op. Att'y Gen. 319.

 

Cross Reference:           

     203      Board of Directors'  Conflict of Interest

     402.4  Gifts to Employees

     704.4  Gifts - Gratuity

 

Approved:  10/14/96                                              Reviewed:        9/18/2017                                   Revised:

218 APPROVAL OF HANDBOOKS

The Superintendent shall recommend approval to the Board of Directors for all curriculum guides, manuals, handbooks, and similar types of publications that are directive in nature.

The Student-Parent and Staff Handbooks will be annually reviewed and revised as needed, and copies of such are to be made available to the Board of Directors to afford the individual Board Members the opportunity to observe the manner and fashion in which the administrative staff is implementing district policy. 

Cross Reference:

     209 DEVELOPMENT OF REGULATIONS

     211 ADVISORY COMMITTEES TO THE BOARD

 

 

Approved:  10/14/96                                                  Reviewed: 9/18/2017                                      Revised: 12/12/2016