The Clarinda Community School District board is authorized by and derives its organization from Iowa law.  The board will consist of 5 board members.  Board members are elected at large.

The board is organized for the purpose of setting policy and providing general direction for the school district.  The board will hold its organizational meeting at the first regular meeting following the canvass of votes.  The retiring board will transfer materials, including the board policy manual, and responsibility to the new board.

The organizational meeting allows the outgoing board to approve minutes of its previous meetings, complete unfinished business and review the school election results.  The retiring board will adjourn and the new board will then begin.  The board secretary will administer the oath of office to the newly-elected board members.  The board secretary will preside while the new board elects the president of the new 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:  202.2    Oath of Office
                                    206.1   President
                                    206.2   Vice-President
                                    210.2    Regular Meeting
                                    210.3    Special Meeting

Initially Approved 03-08-1999                             
Last Reviewed 01-25-2023                                       
Last Revision 07-08-2020

The board of the Clarinda Community School District, acting on behalf of the school district, will 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 §§ 28E; 274.1-.2; 279.8.
                                    281 I.A.C. 12.1(2).
                                    1990 Op. Att'y Gen. 66.

Cross Reference:  209.1    Development of Policy
                                      209.2    Adoption of Policy
                                      302.1    Superintendent Qualifications, Recruitment, Appointment
                                      405.5    Licensed Employee Work Day
                                      405.6    Licensed Employee Assignment
                                      411.5    Classified Employee Assignment

Initially Approved  03-08-1999                        
Last Reviewed 01-25-2023                                         
Last Revision                         

The board is authorized to govern the school district which it oversees. The board is entrusted with public funds and is responsible for overseeing the improvement of student outcomes, including student academic achievement and skill proficiency. As the governing board of the school district, the board has four duties to perform:  legislative duty, executive duty, evaluative duty, and quasi-judicial 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.

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.

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.

The board fulfills is quasi-judicial duties in serving a neutral arbiter for hearings related to student suspension or expulsion proceedings and certain employment termination hearings and appeals. This important power was granted by the Iowa legislature and cannot be delegated. To preserve the board’s neutrality to hear and decide upon these matters, the board does not investigate or become involved in student disciplinary matters or employment matters that may come before it and would require the board to serve in its quasi-judicial role.

Legal Reference:  Iowa Code §§ 274.1; 279; 280.12.
                                    281 I.A.C. 12.3(2).

Cross Reference:  101      Educational Philosophy of the School District
                                    103      Long-Range Needs Assessment
                                    103.R1 Long-Range Needs Assessment - Regulation
                                    209      Board of Directors' Management Procedures
                                    302.1   Superintendent Qualifications, Recruitment, Appointment
                                    600      Goals and Objectives of the Education Program

Initially Approved 03-08-1999                
Last Reviewed 01-25-2023                                       
Last Revision   10-26-2022 

The board sees the value in promoting the excellent work and accomplishments of the district’s students and staff. Social media is one of many effective communication tools that the district may utilize. Board members have been publicly elected to govern the district and accept a fiduciary responsibility. That responsibility means board members agree to always act in the best interests of the district. For this reason, the board shall expect that individual communications and social media posts made by board members will reflect the values and decorum expected of elected officials in the school community.

All board members enjoy rights to freedom of speech under both the U.S. and Iowa Constitutions. As such, the district will not limit protected speech of any board members. Certain categories of speech are not protected and may be subject to regulation. Additionally, board members should be aware that protected speech can still subject individuals to legal liability. Only the Board President is designated as official spokesperson authorized to speak on behalf of the board. Any postings by board members about district related matters on their individual social media accounts shall not be considered official action of the district. Official statements of the district shall be made only on district social media accounts through the designated spokespersons of the district or the entire board speaking as a governing body.
 

The board as a whole and individual board members in their governance role have legal obligations to safeguard the privacy of information related to student and employee matters. Board members will refrain from posting or communicating on social media in a way that violates the district’s obligation to protect the privacy of its students and employees.

Board members are uniquely positioned in the school community to be both accessible and responsive to community concerns about the effective governance of the district. As a result, the board will remember their obligations to safeguard student and employee privacy when responding to any social media posts or communications, even if the response is intended to correct information for the rest of the school community. Board members will direct concerned individuals to the appropriate district staff to address their inquiry or complaint in accordance with board policy.

Legal Reference: U.S. Const. Amend. I
                                     Iowa Const. Art. I, sec. 7
                                     20 U.S.C. 1417 (c)

Cross Reference: 200.3 Responsibilities of the Board of Directors
                                      902.1 News Media Relations

Initially Approved  05-24-2023
Last Reviewed     08-14-2024
Last Revision      08-14-2024

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 should 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 §§ 63; 68B; 277.4, .27; 279.7A.

Cross Reference: 201      Board of Directors' Elections
                                      202.4   Vacancies
                                      203      Board of Directors' Conflict of Interest

Initially Approved 03-08-1999              
Last Reviewed 01-25-2023                   
Last Revision                   

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 is taken by each new board member elected at the 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 will take the oath of office within ten days of the appointment or election.

Board members elected to offices of the board will 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 is 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 is 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 §§ 277.28; 279.1, .6.

Cross Reference: 200.1   Organization of the Board of Directors
                                      201      Board of Directors' Elections
                                      204      Code of Ethics
                                      206.1   President
                                      206.2   Vice President
                                      206.3   Secretary
                                      206.4   Treasurer

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision                   

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
                                      202.4   Vacancies

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision 11-12-18   

A vacancy occurs as provided by law, which includes but it not limited to when a board member dies, resigns or leaves office, or fails to reside in the school district or director district.

If a vacancy occurs prior to the expiration of a term of office, the vacancy will be filled by board appointment within 30 days of the vacancy.  The board shall publish notice stating that the board intends to fill the vacancy by appointment, but the electors of the school district have the right to file a petition within 14 days of the publication of the notice requiring the vacancy be filled by a special election.

A person appointed to fill a vacancy shall hold office 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.

If the board is unable to fill a vacancy by appointment within 30 days after the vacancy occurs or if a valid petition is submitted, the board secretary will call a special election to be held no sooner than 60 days and not later than 70 days after the vacancy occurred.  A board member elected at the special election will serve the remaining portion of the unexpired term.

Legal Reference: Iowa Code §§ 69; 277.29; 279
                                     Good v. Crouch, 397 N.W.2d 757 (Iowa 1986).
                                     Board of Directors of Grimes Independent School Dist. v. County Board of Public Instruction of Polk Co., 257 Iowa 106, 131 N.W.2d 802 (1965).
                                     Board of Directors of Menlo Consol. School Dist. v. Blakesburg, 240 Iowa 910, 36 N.W.2d 751 (1949).
                                     

Cross Reference: 201      Board of Directors' Elections
                                     202.1     Qualifications
                                     202.3   Term of Office

Initially Approved  03-08-1999                             
Last Reviewed  01-25-2023                                   
Last Revision  07/08/2020

It is the responsibility of the board president to lead a well-organized board in an efficient and effective manner.  The board president will 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 is elected serve a one-year term by a majority vote at the organizational meeting in odd-numbered years, or, in even-numbered years, at a regular meeting held between twelve to thirteen months after the most recent organizational meeting.

The president, in addition to presiding at the board meetings, will 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.  Before making or seconding a motion, the board president will 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 will consult with the superintendent on the development of the agenda for the meeting.

The board president, as the chief officer of the school district, will sign employment contracts and 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 §§ 279.1-.2; 291.1.

Cross Reference: 200.1   Organization of the Board of Directors
                                     202.2   Oath of Office
                                     206.2   Vice-President

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision 09-22-2021

The vice-president of the board is elected by a majority vote at the organizational meeting in odd-numbered years, or in even-numbered years, at a regular meeting held between twelve to thirteen months after the most recent organizational meeting, to serve a one-year term of office.

By this election, if the board president is unable or unwilling to carry out the duties required, it is 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 will serve as president for the balance of the president's term of office, and a new vice-president will be elected.

The vice-president will accept control of the meeting from the president when the president wishes to make or second a motion.  The vice-president will 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 § 279.5.

Cross Reference: 200.1   Organization of the Board of Directors
                                      202.2   Oath of Office
                                      206.1   President

Initially Approved 03-08-1999              
Last Reviewed 01-25-2023                                      
Last Revision 09-22-2021

A board secretary may be appointed from employees, other than a position requiring a teaching certificate, or from the public.  To finalize the appointment, the board secretary will take the oath of office during the meeting at which the individual was appointed or no later than ten days thereafter. It is the responsibility of the board to evaluate the board secretary annually.

It is the responsibility of the board secretary, 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 will also be responsible for filing the required reports with the Iowa Department of Education.

In the event the board secretary is unable to fulfill the responsibilities set out by the board and the law, the superintendent will appoint someone to assume those duties until the board secretary is able to resume the responsibility or a new board secretary is appointed.  The board secretary will give bond or be covered by an insurance policy in an amount set by the board.  The cost of the bond or insurance policy will be paid by the school district.

Legal Reference: Iowa Code §§ 64; 279.3, .5, .7, .32, .33, .35; 291.2-.4, .6-.8, .10-.11; 299.10.
                                      281 I.A.C. 12.3(1).
                                      

Cross Reference: 202.2   Oath of Office
                                      206.4   Treasurer
                                      210.1   Annual Meeting
                                      215      Board of Directors' Records
                                      501.10 Truancy - Unexcused Absences
                                      704.3   Investments
                                      707.1   Secretary’s Reports
                                      708      Care, Maintenance and Disposal of School District Records

Initially Approved 03-08-1999                              
Last Reviewed 08-14-2024                                   
Last Revision 08-14-2024

It is the responsibility of the board to appoint a treasurer.  The board may appoint a treasurer from its employees, other than a position requiring a teaching certificate, or from the public.  To finalize the appointment, the treasurer will take the oath of office during the meeting at which the individual was appointed or no later than ten days thereafter.

It is the responsibility of the 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 will also be the responsibility of the treasurer to work with the secretary to coordinate the financial records, the financial reports, the cash flow needs and the investment portfolio of the school district.

If the treasurer is unable or unwilling to carry out the duties required, it is the responsibility of the superintendent to carry out the duties of the treasurer.

The treasurer will give bond or be covered by an insurance policy in an amount set by the board.  The cost of the bond or insurance policy will be paid by the school district.

Legal Reference: Iowa Code §§ 12B.10; 12C; 279.3, .31-.33; 291.2-.4, .8, .11-.14.
                                      281 I.A.C. 12.3(1).
                                      

Cross Reference: 202.2   Oath of Office
                                      206.3   Secretary
                                      210.1   Annual Meeting
                                      215      Board of Directors' Records
                                      701.1   Depository of Funds
                                      704.3   Investments
                                      707      Fiscal Reports
                                      707.2   Treasurer's Annual Report
                                      707.3   Publication of Financial Reports

Approved  03-13-2019                            
Reviewed  08-14-2024                            
Revised 08-14-2024

Ad Hoc Committee Purpose and Function
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.

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 and why it wishes to accomplish it 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 are the basis for the formulation of regulations by the administration.  The board will 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 will be submitted to the superintendent's office for possible placement on the board agenda.  It is the responsibility of the superintendent to bring these proposals to the attention of the board.

Legal Reference: Iowa Code §§ 274.1-.2; 279.8.
                                      281 I.A.C. 12.3(2).
                                      

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
                                      

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision                         

The board will give notice of adoption of new policies by placing the item on the agenda of two regular board meetings.  This notice procedure will 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 will be included in the minutes.  The board will have complete discretion to determine what constitutes an emergency situation.

The final action taken to adopt the proposed policy will 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 will 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 § 279.8.
                                      281 I.A.C. 12.3(2).
                                      

Cross Reference: 200.2   Powers of the Board of Directors
                                      200.3   Responsibilities of the Board of Directors
                                      

Initially Approved 03-08-1999              
Last Reviewed 01-25-2023   
Last Revision    01-25-2023 

A board policy manual is housed in the central administration office and is also available electronically on the school district web site.  Persons wishing to review the board policy manual may contact the board secretary, who will have a board policy manual available for public inspection.

 It is 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 will 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 §§ 277.31; 279.8.
                                      281 I.A.C. 12.3(2).

Cross Reference: 200.3   Responsibilities of the Board of Directors
                                      

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision 01-17-2011

Generally, the board will 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 is within the discretion of the board to determine when an extreme emergency of a very unique nature exists.  Reasons for suspension of board policy will be documented in board minutes.

Legal Reference: Iowa Code § 279.8.
                                      281 I.A.C. 12.3(2).

Cross Reference: 200.3   Responsibilities of the Board of Directors
                                      

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision                         

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 is 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 will draft a proposed policy for the board to consider.

Legal Reference: Iowa Code § 279.8.
                                      281 I.A.C. 12.3(2).

Cross Reference: 200.3   Responsibilities of the Board of Directors
                                     302.4   Superintendent Duties
                                      

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision                         

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 is made on the face of the policy statement.

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

• School District, Board of Directors, Non-instructional Operations, Buildings and Sites, School District-Community Relations (Series 100, 200, 700, 800 and 900)
• Administration, Employees (Series 300 and 400)
• Students and Educational Programs (Series 500 and 600)

It is the responsibility of the superintendent to keep the board informed as to legal changes at both the federal and state levels.  The superintendent will 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 which is minor, the policy may be approved at one meeting at the discretion of the board.

Legal Reference: Iowa Code § 279.8.
                                      281 I.A.C. 12.3(2).

Cross Reference: 200.3  Responsibilities of the Board of Directors
                                      

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision 01-17-2005

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

It is 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 §§ 279.8, .20.

Cross Reference: 200.3   Responsibilities of the Board of Directors
                                      

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision                         

Each year after August 31 and prior to the organizational meeting of the board in odd-numbered years, 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 at the annual meeting.

Legal Reference: Iowa Code §§ 279.1, .3, .33.

Cross Reference: 206.3     Secretary
                                     206.4     Treasurer
                                     701.1     Depository of Funds
                                     707.1     Secretary's Reports
                                     707.2     Treasurer's Annual Report

Initially Approved 03-08-1999              
Last Reviewed 01-25-2023                              
Last Revision 07-08-2020

The regular meeting time and date will be set by the board at its 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 second Wednesday and fourth Wednesday at 5:00 pm., in the board room at McKinley.

The board will adhere to these meeting dates and times 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.

Legal Reference: Iowa Code §§ 21.3, .4; 279.1                                                                                            

Cross Reference: 200.1     Organization of the Board of Directors
                                 

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision 01-25-2023

It may be necessary for the board to conduct a special meeting in addition to the regularly scheduled board 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 will be given.

If the special meeting called is an emergency meeting and the board cannot give public notice in its usual manner, the board will give public notice of the meeting as soon as practical and possible in light of the situation.  Emergency meetings will only be held when an issue cannot wait twenty-four hours necessary for a special meeting.  The reason for the emergency meeting and why notice in its usual manner could not be given will 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 will strictly adhere to the agenda for the special meeting and action on other issues will be reserved for the next regular or special board meeting.

Legal Reference: Iowa Code §§ 21.3, .4; 279.2.
                                      

Cross Reference: 200.1   Organization of the Board of Directors
                                      

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                 
Last Revision                           

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.  No board action will take place at the work session.

Legal Reference: Iowa Code §§ 21; 279.8 

Cross Reference: 211      Open Meetings
                                      

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision 02-11-2002

Public notice will be given for meetings and work sessions held by the board.  Public notice will indicate the time, place, date, and tentative agenda of board meetings.  The public notice will be posted in a prominent place clearly designated for posting agendas in the central administration office, and on an exterior facing door/window so that community members may see the agenda when the building is physically closed. The agenda will be posted at least one day 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.  A copy of the public notice will also be accessible to employees and students.

In the case of special meetings, public notice will 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 will be given as soon as practical and possible in light of the situation.  The media and others who have requested notice will be notified of the emergency meeting.  Attendance at a special meeting or emergency meeting by the media or board members will constitute a waiver of notice.

It is 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 §§ 21.2-.4; 279.1, .2.
                                     

Cross Reference: 210.8   Board of Directors' Meeting Agenda

Initially Approved 03-08-1999                              
Last Reviewed 05-24-2023                                   
Last Revision    05-24-2023 

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 in person participation is encouraged, board members may attend meetings either in person or electronically provided each member can hear and be heard in real time by all members present and the public.

While board members are encouraged to attend board meetings, three members will 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 is 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 §§ 21.5(1); 279.4.

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                    
Last Revision 07/08/2020

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.

The board will 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:

• To establish guidelines by which the business of the governing board can be conducted in a regular and internally consistent manner;
• 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;
• To ensure members of the board, concentrating on the substantive issues at hand, have the necessary information to make decisions, and to ensure adequate discussion of decisions to be made; and,
• To ensure 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.

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

Legal Reference: Iowa Code §§ 21.2, .7; 279.8.

Cross Reference: 210.8   Board Meeting Agenda

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision                         

The tentative agenda for each board meeting will 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.  The person making the request must state the person's name, address, purpose of the presentation, action desired and pertinent background information.  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 will be sent to the board members three 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 will 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 will state the reason justifying the immediate action.

It is the responsibility of the board president and superintendent to develop the agenda for each board meeting. Any board member may place an item on the next regular agenda with the consent of a majority of the board. Board members wishing to do so should provide notice to the superintendent and Board president seven days prior to the scheduled meeting.

Legal Reference: Iowa Code §§ 21; 279.8.
                                     

Cross Reference: 210.5    Meeting Notice
                                     210.7   Rules of Order
                                     211      Open Meetings
                                     213      Public Participation in Board Meetings
                                     213.1   Public Complaint
                                     215      Board of Directors' Records
                                     401.4   Employee Complaints 
                                     502.4   Student Complaints and Grievances

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision   01-25-2023  

Very often the board must consider agenda items which are noncontroversial or similar in content.  Such agenda items might include ministerial tasks such as, but not limited to, the approval of the agenda, approval of previous minutes, approval of bills, approval of reports, etc.  These items might also include similar groups of decisions such as, but not limited to, approval of staff contracts, approval of maintenance details for the school buildings and grounds, open enrollment requests or approval of various schedules.

In order for a more efficient administration of board meetings, the board may elect to use a consent agenda for the passage of noncontroversial items or items of a similar nature.

The superintendent in consultation with the board president and board secretary shall place items on the consent agenda.  By using a consent agenda, the board has consented to the consideration of certain items as a group under one resolution.  Items may be removed from the consent agenda at the request of a board member.

Nothing in this policy is to be construed as an attempt to avoid full compliance with laws dealing with open meetings or public notice of the agenda and meeting.

Legal Reference:          Iowa Code §§ 21; 279.8.

Initially Approved 03-08-1999                                
Last Reviewed 01-25-2023                                 
Last Revision                         

The board recognizes situations may arise in the operation of the school district which are of concern to parents and other members of the school district community. 

The board firmly believes concerns should be resolved at the lowest organizational level by those individuals closest to the concern.  Whenever a complaint or concern is brought to the attention of the board it will be referred to the administration to be resolved.  Prior to board action however, the following should be completed:

       (a)  Matters should first be addressed to the teacher or employee.

(b)  Unsettled matters from (a) above or problems and questions about individual attendance centers should be addressed to the employee's building principal.

(c)  Unsettled matters from (b) above or problems and questions concerning the school district should be directed to the superintendent.

(d)  If a matter cannot be settled satisfactorily by the superintendent, it may then be brought to the board for consideration.  To bring a concern, the individual shall notify the board president or board secretary in writing, who may bring it to the attention of the entire board.

Parents, guardians and community members of the district who have concerns about the district or the board may refer to the student handbook for additional guidance from the Iowa Department of Education.

It is within the discretion of the board to address complaints from the members of the school district community, and the board will only consider whether to address complaints if they are in writing, signed, and the complainant has complied with this policy.  The board is not obligated to address a complaint and may defer to the decision of the superintendent.  If the board elects not to address a complaint, the decision of the superintendent shall be final.  If the board does elect to address a complaint, its decision shall be final.

Legal Reference:          Iowa Code § 279.8

Cross Reference:          210.8   Board Meeting Agenda
                                    213      Public Participation in Board Meetings
                                    307      Communication Channels

Initially Approved 09-22-2021                              
Last Reviewed 01-25-2023                                   
Last Revision 09-22-2021

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 will be in writing, will be signed and will explain the process followed by the complainant prior to the appeal to the board.  It is within the board’s discretion to determine whether to hear the complaint.

Complaint Form

Please click to open the form.

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

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. Adoption of textbooks and establishment of bus routes by the board for the school year as well as the school calendar should become a part of the minutes.
21. Approval or disapproval of open enrollment requests with justification for disapproval or approval after the deadline.
22. A record of all delegations appearing before the board and a record of all petitions.
23. At the annual meeting 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.
24. The election or appointment of board officers.
25. The appointment of auditors to examine the books.
26. Appointment of a temporary chairperson if not specified in policy.
27. Oath of office administered to newly elected board members.
28. Nominations taken for the office of president and vice-president.
29. Election of the president and vice-president, the votes and the oath of office administered to the president and vice-president.
30. The resolution to pay bills when the board is not in session.
31. A resolution to automatically disburse payroll along with a roster of all employees under contract.
32. A resolution naming depositories along with the maximum deposit for each depository.
33. Resolution authorizing the use of a check protector and signer and the proper control of the signer.
34. 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.

Participation in board member associations are beneficial to the board.  The board will 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 § 279.38.

Cross Reference:          216.2   Board of Directors' Member Development and Training

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023                                   
Last Revision                         

High achieving school boards work as a team to create high expectations for all students. Board learning is foundational to creating this solid governance structure focused on student learning for school boards.  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 will work closely with the Iowa Association of School Boards and encourage the board members to participate in qualifying learning opportunities to achieve the Annual Board Award.

Legal Reference:          Iowa Code §§ 279.8, .38.

Cross Reference:          216.1   Association Membership

Initially Approved 03-08-1999                              
Last Reviewed 03-08-2023                                    
Last Revision 03-08-2023

As an elected public official, the board member is a public servant who serves without compensation.  Board members will be reimbursed for actual and necessary expenses incurred in the performance of their official duties.

Prior to reimbursement of actual and necessary expenses, the board member must submit a detailed receipt indicating the date, purpose and nature of the expense for each claim item.  Failure to provide a detailed receipt will make the expense non-reimbursable.  Personal expenses will be reimbursed by the board member to the school district no later than ten working days following the date of the expense.  In exceptional circumstances, the board may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances will be maintained as part of the school district's record of the claim.

It is the responsibility of the board secretary to compile the expenses of board members and bring them to the board for audit and approval in the same manner as other claims of the school district.  It is the responsibility of the board to determine through the audit and approval process of the board whether the expenses incurred by a board member are actual and necessary expenses incurred in the performance of their official duties.

Legal Reference: Iowa Code §§ 68B; 277.27; 279.7A, .8, .32.

Cross Reference: 203      Board of Directors' Conflict of Interest
                                      401.7   Employee Travel Compensation
                                      401.10 Credit Cards

Initially Approved 03-08-1999                              
Last Reviewed 01-25-2023          
Last Revision