The Columbus Community School District board is authorized by and derives its organization from Iowa law. The board will consist of five 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, in odd-numbered years, following the canvass of votes. The board secretary will give notice of the meeting’s place and time 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. 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 new board will elect a president who will hold office for one year. Once elected, the president will be entitled to vote on all matters before the board.
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 and vice-president of the new board.
Approved: 1993-1994
Reviewed: November 15, 2010
Revised: 2005-2006; September 20, 2010; June 17, 2013
The Board, acting on behalf of the District, shall have jurisdiction over school matters within the territory of the District.
The Board is empowered to make policy for its own governance, for employees, for students and for 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 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.
Approved: 1993-1994
Reviewed: 2001-2002; November 15, 2010
Revised: 2005-2006; June 17, 2013
The Board and the Board members are authorized to govern the District, and in doing such, have three duties to perform: a legislative duty, an executive duty, and an evaluative duty.
Legislative Duty: The Board is responsible for legislating policy for the District permissible under Iowa law. 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 District.
Executive Duty: The Board is responsible for selecting its chief executive officer, the Superintendent, to operate the 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 is responsible for reviewing the performance of the District’s education program. The Board should regularly review the education program and ancillary services. The review should include a study 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 and goals for the District.
Approved: 1993-1994
Reviewed: 2001-2002; November 15, 2010
Revised: 2005-2006; June 17, 2013
Serving on the Board 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.
Any qualified elector of the District may be elected to serve on the Board at either a regular election or at a special election called to fill a vacancy on the Board.
A qualified elector possesses all the following characteristics:
The Board believes an individual considering a position on the Board should also possess the following additional characteristics.
Approved: 1993-1994
Reviewed: 2001-2002; November 15, 2010
Revised: 2005-2006; June 17, 2013
The election of citizens to the Board takes place on the second Tuesday in September of odd-numbered years. Each school election is used to elect citizens to the Board to maintain a five 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 consistent with the deadlines provided in Iowa law.
If a vacancy occurs on the Board, it may be filled consistent with Iowa law.
Approved: 1993-1994
Reviewed: 2001-2002; November 15, 2010
Revised: 2005-2006; June 17, 2013
Board members elected for a full term at a regularly scheduled school election in September, of odd-numbered years, serve for four years. Board members appointed to fill a vacant position will serve until the next scheduled school election. Board members elected to fill a vacancy will serve out the unexpired term.
Eligible board members are encouraged to consider running for more than one term.
Approved: 1993-1994
Reviewed: November 15, 2010
Revised: 2005-2006; January 19, 2009; June 17, 2013
Each newly elected board member will take the following oath of office prior to any action taken as a school official:
“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 Columbus Community School District as now and hereafter required by law?”
The oath of office is taken by each new board member elected at 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, another board member administers the oath.
Approved: 1993-1994
Reviewed: November 15, 2010
Revised: 2005-2006; January 19, 2009; June 17, 2013
A vacancy occurs when a Board member resigns, forfeits or otherwise leaves the office. A vacancy also includes, but is not limited to, the following: failure to be properly elected, failure to qualify within the time fixed by law, failure to reside in the school district or director district, a court order declaring the seat vacant, conviction of a felony, violations of the open meetings law, or conviction of a public offense in violation of the oath of office.
If a vacancy occurs on the Board, it may be filled by an appointment consistent with Iowa law. If the board does not fill the vacancy by appointment, the Board Secretary will call for a special election to fill the vacancy. Candidates for a seat created by a vacancy must file their nomination papers with the Board Secretary consistent with the deadlines provided in Iowa law.
All elections will be held as provided in Iowa law. It is the responsibility of the county commissioner of elections to conduct school elections.
Approved: 1993-1994
Revised: 2005-2006; January 19, 2009; June 17, 2013
Reviewed: November 15, 2010
President
The President of the Board is elected by a majority vote at the organizational meeting in odd-numbered years or at the annual meeting in even-numbered years to serve a one-year term of office. A member may be elected to successive one-year terms as President.
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, however, 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 District, will sign employment contracts, other contracts and District warrants approved by the board. The Board President will appear on behalf of the school corporation in causes of action involving the District, unless the Board president must appear individually as a party, in which case, this duty shall be performed by the Secretary.
Vice-President
The Vice-President shall serve in the absence of the President and shall perform such other duties as may be assigned by the President or by the Board. The Vice-President will be elected by a majority vote at the organizational meeting in odd-numbered years or at the annual meeting in even-numbered years to serve a one-year term of office. A member may be elected to successive one-year terms as Vice-President.
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. The Vice-President will accept control of the meeting from the President when the President wishes to make or second a motion.
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 those duties. 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.
Secretary
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 (10) 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 the District’s 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’s secretary will 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 in an amount set by the Board. The cost of the bond will be paid by the District.
Treasurer
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.
The primary responsibility of the Treasurer, as an appointed school officer, is to administer and maintain compliance with statutory duties as outlined throughout the Iowa Code pertaining to schools. 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 District.
If the Treasurer is unable or unwilling to carry out the duties required, it is the responsibility of the Board Secretary to carry out the duties of the Treasurer.
The Treasurer will give bond in an amount set by the Board. The cost of the bond will be paid by the District.
Approved: June 17, 2013
The Board may determine from time to time that a committee 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.
If the Board creates or appoints a committee, the Board and the committee will strive to follow all applicable federal and state laws. The Board and the committee will strive to follow state open meetings and public records requirements. The Board and the committee will also strive to follow state and federal requirements regarding gender balance on committees.
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.
Approved: June 17, 2013
Whenever the board deems it necessary, the Board may appoint a committee composed of citizens, employees and/or students to assist the Board. Committees formed by the Board are advisory committees. The central purpose of all advisory committees is to contribute to the educational program by conducting studies, identifying problems, and developing recommendations that will help the Board in the decision making process.
Advisory committee may be formed by board resolution that outlines 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 will 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 or approved by the board.
The method for selection of committee members will 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 will consider the various viewpoints on the issue. The Board may designate a Board member and the Superintendent to serve on an advisory committee. The committee will select its own chairperson, unless the board designates otherwise.
Approved: 1993-1994
Reviewed: 2001-2002; November 15, 2010
Revised: 2005-2006; June 17, 2013
The Board shall develop and maintain a policy manual that provides a codification of its policy actions. Policies shall be reviewed on a regular basis to ensure relevance to current practices and compliance with the law. The Superintendent is authorized to submit written recommendations for revision of any existing policies as the Superintendent deems necessary for the most efficient operation of the District.
The Board will 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 will be distributed and public comment will be allowed at both meetings prior to final board action.
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.
The Superintendent will notify all employees whenever revisions, additions, or amendments are made.
Copies of the policy manual are available in all administrative offices of the District. They are also available on the District’s website.
Approved: 1993-1994
Reviewed: 2001-2002; November 15, 2010
Revised: 2005-2006; June 17, 2013
The Board shall review the policy manual at least once every five years. Each year the Board may make a determination about the sections and/or series of the policy manual and the specific policies in the policy manual to be reviewed. 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.
If the Board does not make a decision regarding what sections and/or series of the policy will be reviewed at any time, the Board may review it according to the following schedule:
Year 1: 200 Series (Board of Directors)
Year 2: 300 and 400 Series (Administration, Employees)
Year 3: 100 and 600 Series (School District, Education Program)
Year 4: 500s Series (Students)
Year 5: 700, 800 and 900s Series (Non-instructional Operations and Business Services, Buildings and Sites, District-Community Relations).
Approved: 1993-1994
Reviewed: 2001-2002, November 15, 2010
Revised: 2005-2006; June 17, 2013
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.
Approved: 1993-1994
Reviewed: 2001-2002; November 15, 2010
Revised: 2005-2006; June 17, 2013
The Board delegates to the Superintendent the function of formulating regulations designed to carry out the policies of the Board. These regulations will constitute the administrative regulations governing the schools.
The regulations will be approved by the Board prior to their use in the District.
Approved: 1993-1994
Reviewed: 2001-2002; November 15, 2010
Revised: 2005-2006; June 17, 2013
The Superintendent shall recommend approval to the Board for all curriculum guides, manuals, handbooks, and similar types of publications that are directive in nature.
The student, staff and other handbooks will be annually reviewed and revised as needed, and copies of such are to be made available to the Board to afford the individual Board members the opportunity to observe the manner and fashion in which the administrative staff is implementing District policy.
Approved: June 17, 2013
The Board will annually appoint legal counsel to represent the District and to advise the Board on legal matters. Counsel will attend regular and special meetings of the Board when requested to do so, and will be available for consultation as needed.
Because it is often necessary to consult legal counsel and receive its expert opinion as part of background information to be used by the Board in making decisions, and because at times the District may be involved in litigation or other legal matters, the Superintendent, Board President and the District Secretary are authorized to seek counsel's services as needed. However, the Board wishes to be kept informed of legal matters that are other than routine, and of legal services that may involve extraordinary expense to the District.
Individual Board members are expected to consult school legal counsel only when the full Board has given permission for such consultation. Otherwise, the Board member will be expected to pay any legal fees that may result.
Approved: 1993-1994
Reviewed: 2001-2002; November 15, 2010
Revised: 2005-2006; June 17, 2013
Members or officers of the Board shall not use their position with the District to place themselves in a more favored position to purchase anything for personal benefit.
No member of the Board shall have an interest, direct or indirect, in a contract for the purchase of goods, including materials and profits, or the performance of services for the District. A member of the Board may not:
1. Receive direct compensation from the District unless the Board member receives less than $2,500 per fiscal year or receives the compensation through a contract competitively bid in writing, publicly invited and open.
2. Act as an agent for a school textbook or school supply company doing business with the District during the Board member’s term of office.
3. Be a statewide elected official or a state legislator.
4. Engage in outside employment or activity that is in conflict with the Board member’s duties and responsibilities.
No member of the Board or their families may accept any gratuities, financial or otherwise, from any supplier of materials or services to the District.
It will also be a conflict of interest for a Board member to engage in any outside employment or activity that 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 District's time, facilities, equipment and supplies or the use of the 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 more or other consideration by the Board member or a member of the Board member's immediate family from anyone other than the state or 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 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:
• 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, 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.
It is the responsibility of each board member to be aware of an actual or potential conflict of interest. It is also the responsibility of each board member to take the action necessary to eliminate such a conflict of interest. Should a conflict of interest arise, a board member should not participate in any action relating to the issue from which the conflict arose.
Approved: 1993-1994
Reviewed: 2001–2002; November 15, 2010
Revised: November 16, 2009; June 17, 2013
Board members may receive a gift on behalf of the District. Board members will 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; or
• Is 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 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 is the responsibility of each board member to know when it is appropriate to accept or reject gifts or honorariums.
Approved: 1993-1994
Reviewed: 2001–2002; November 15, 2010; June 17, 2013
Revised: 2005-2006
Members of the Board serve without pay. Board members shall be reimbursed for actual and necessary expenses incurred in the performance of their official duties as allowed by law.
Prior to reimbursement for actual and necessary expenses, a Board member must submit a detailed expense report indicating the date, purpose and nature of the expense, and detailed receipt for each item. A credit card receipt is not considered a detailed receipt. Failure to provide a detailed receipt will render a claim non-reimbursable. Personal expenses charged to a District credit card will be reimbursed by the Board member to the District no later than ten working days following the date of the expense. In exceptional circumstances, the Board may allow a claim without a proper receipt. Written documentation explaining the exceptional circumstances will be maintained as part of the District's record of the claim.
It is the responsibility of the Board Secretary to compile the expense reports of Board members and bring them before the Board for audit and approval in the same manner as other claims of the District. It is the responsibility of the Board to determine through the audit and approval process whether the expenses incurred by a Board member are actual and necessary expenses incurred in the performance of their official duties.
Approved: 1993-1994
Reviewed: 2001–2002; November 15, 2010
Revised: 2005-2006; June 17, 2013
Board members' actions, verbal and nonverbal, reflect the attitude and the beliefs of the 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 the District and the children of the District community in the best possible way.
5. I will not use the 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 "star chamber" or "secret" sessions of Board members unethical.
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 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 the 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 District to the community.
3. I will earnestly try to interpret the needs and attitudes of the District community and do my best to translate them into the education program of the District.
4. I will attempt to procure adequate financial support for the District.
5. I will represent the entire District rather than individual electors, patrons or groups.
6. I will not regard the 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 District is properly run and not to run them myself.
3. I will expect the District to be administered by the best-trained technical and professional people it is possible to procure within the financial resources of the 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.
Approved: 1993-1994
Reviewed: 2001-2002; November, 15, 2010
Revised: 2005-2006; June 17, 2013
Board members will 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 will act in good faith.
The school district will 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 will not save harmless or indemnify board members for punitive damages.
Approved: 1993-1994
Reviewed: 2001-2002; November, 15, 2010
Revised: 2005-2006; June 17, 2013
A gathering of a majority of board members in which deliberation of an issue within the jurisdiction of the board takes place is a meeting of the Board. A gathering for the purpose of social or ministerial action will not constitute a board meeting unless a discussion of policy takes place.
Meetings of the board will be conducted in an open meeting unless a closed session is authorized by law or the meeting is exempt from the open meetings law.
Advance public notice of the time, date, and place of each meeting and reconvened meeting, and the tentative agenda shall be provided. When it is necessary to hold an emergency meeting without notice, the nature of the emergency shall be stated in the minutes.
Regular Meetings
The regular meeting time and date shall be set by the Board at its organizational meeting in odd-numbered years and at its September regular meeting in even-numbered years.
Regular meetings of the Board will be held on the third Monday of each month, with an occasional variance when the second Monday is chosen. Meetings will begin promptly at 6:30 P.M. When a regular meeting falls on a holiday, or for any other reason cannot be held on the scheduled date, the meeting will be rescheduled at the board’s convenience.
Meetings will be held in the meeting place officially designated by the Board, which will be accessible to the public.
Public notice of the meetings will be given.
Annual Meetings
At a regular or special meeting held after August 31, but before the organizational meeting in odd-numbered years or the September regular meeting in even-numbered years, the Board shall hold its annual meeting.
The Board, at this meeting in even-numbered years, will appoint a Board Secretary and a Treasurer. In the Board's discretion, one individual may serve as both the Secretary and Treasurer.
At the annual meeting, the Board shall examine and settle the books of the Secretary and Treasurer for the year ending on 30th day of June preceding the meeting, and transact such other business as may properly come before it. The Treasurer shall furnish the Board with a sworn statement from each depository showing the balance.
Public notice of the meetings will be given. Attendance at the annual meeting shall be a waiver of notice of the meeting.
Organizational Meetings
An organizational meeting shall be held during the first regular meeting after the canvass of votes of the regular school election.
The meeting shall be called to order by the Secretary acting as temporary chairperson.
The first order of business during the organizational meeting shall be to swear into office any new members unless they have been so sworn previously. During the organizational meeting, the Board shall then elect from its membership a President and a Vice-President and shall appoint a Secretary and Treasurer.
Special Meetings
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.
Reconvened Meetings
At a reconvened meeting, where the meeting was reconvened within four (4) hours of the start of the recess of the scheduled meeting and the date, time and place of the reconvened meeting is announced at the scheduled meeting in open session and recorded in the minutes of the meeting, the Board is not required to provide further notice of the meeting.
Closed Session
The Board may hold a closed session only by affirmative public vote of either two-thirds of the members of the Board or all of the members present at the meeting.
The Board may hold a closed session for any of the reasons specified under Iowa law. Closed sessions take place as part of an open meeting. The item for discussion in the closed session will be listed as part of the tentative agenda on the public notice. Closed sessions will be tape recorded and have detailed minutes kept by the Board Secretary as required under Iowa and federal law. The board has complete discretion as to whom may be present at a closed session. Final action on matters discussed in the closed session will be taken in an open meeting.
Electronic Meetings
The Board may conduct a meeting by electronic means such as a telephone conference call only “in circumstances where such a meeting in person is impossible or impractical.” Public access to the conversation must be provided “to the extent reasonably possible.” Public notice must be given for the electronic meeting and minutes kept, which include the reason for not holding a meeting in person.
Work Sessions and Retreats
The Board may schedule work sessions and retreats from time to time in order to provide its members and the administrative staff opportunities for planning, brainstorming and thoughtful discussion without action. The Board may hire an outside facilitator to assist them in work sessions.
Topics for discussion and study will be announced publically and work sessions and retreats will be conducted in accordance with state law, and no action will be taken at said work sessions and retreats.
Public Hearings
Public hearings may be held on District matters at the discretion of the Board. Public notice of a public hearing will be in the same manner as for a Board meeting except that the notice will 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 will 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 will be asked to leave.
Approved: June 17, 2013
Public notices shall be given for meetings and work sessions and retreats held by the Board. Public notice shall indicate the time, place, date and tentative agenda of the meeting, work session, or retreat. The public notice shall be posted on the bulletin board in the central administration office at least twenty-four (24) hours before the meeting is to occur.
A copy of the public notice will be provided to those who have filed a written request for notice with the Board Secretary. A copy of the public notice will also be accessible by 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. If the meeting is an emergency meeting, 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 special meetings or emergency meetings by the media or a Board member shall constitute a waiver of the meeting.
It shall be the responsibility of the Board Secretary to give public notice of Board meetings and work sessions.
Approved: 1993-1994
Reviewed: 2001-2002; November 15, 2010
Revised: June 17, 2013
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, 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.
Approved: 1993-1994
Reviewed: 2001-2002; November 15, 2010
Revised: 2005-2006; June 17, 2013
An orderly Board meeting allows the Board members to participate in the discussion and decision process on an issue confronting the District. Rules of order for Board meetings allow 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 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. The purposes 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.
The Board has adopted the following modified rules of procedure:
1. Board members need not rise to gain the recognition of the Board President.
2. All motions will be made in a clear, straightforward manner giving clarity to all who vote on the motion.
3. A motion will be adopted or carried if it receives an affirmative vote from more than half of the votes cast. Only “yes”/“aye” and “no”/“nay” votes are counted in this calculation. It should be noted that some motions require by law larger numbers of affirmative votes, such as a motion to move into a closed session.
4. All motions shall receive a second, prior to opening the issue for discussion of the Board. If a motion does not receive a second, the Board President may declare the motion dead for lack of a second.
5. The Board President may decide the order in which board members will be recognized to address an issue. An attempt should be made to alternate between pro and con positions.
6. The Board President shall rule on all motions that come before the Board.
7. Board members should cast a vote “yes” or “no” when the Board president calls for the vote. Board members should choose to abstain only when it deals with a matter involving them personally (i.e. hiring a relative, involving their relations in a personal way).
8. The Board President may rule on points of order brought before the Board.
9. The Board President shall have complete authority to recognize a member of the audience regarding a request to participate in the Board meeting. Members of the public who wish to participate shall follow Board policy.
10. The Board President has the authority to declare a recess at any time for the purpose of restoring decorum to the meeting.
11. The Board president has the same authority and responsibility as each Board member to vote on all issues.
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.
Approved: 1993-1994
Reviewed: 2001-2002, November 15, 2010
Revised: 2005-2006; June 17, 2013
Votes on all motions and resolutions will be by “ayes” and “nayes” and will be recorded based upon the individual member who is voting. All motions will be carried by a majority of the members present and voting or as otherwise required by law.
Final action on any matter before the Board may be taken only in open session, unless some other provision of the Code of Iowa permits action to be taken in closed session.
When the Board votes on the question of holding a closed session, the vote of each member and the reason for holding the closed session by reference to a specific exemption must be announced publicly at the open session and entered into the minutes.
Approved: June 17, 2013
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.
It is the responsibility of the Board President and Superintendent to develop the agenda for each board meeting. 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 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 administrative 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.
Approved: 1993-1994
Reviewed: 2001-2002; November 15, 2010
Revised: 2005-2006; June 17, 2013
A complete and accurate set of minutes of each regular and special Board meeting shall be kept to comply with all legal requirements. Minutes of all of the regular meetings of the Board shall be kept showing 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.
Minutes leading to a closed session shall include the vote of each member on the question of holding the closed session and the reason for the closed session, but the statement of such reason need not state in the minutes the name of any individual or the details of the matter discussed in the closed session.
At the organizational meeting, 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.
A copy of the minutes shall be sent to each member of the Board before the next regularly scheduled meeting. The Secretary of the Board shall furnish a copy of the proceedings as indicated by the minutes within a reasonable amount of time following the adjournment of the meeting to the District’s official newspaper for publication.
Minutes shall be kept in an official record book specified for that purpose and shall be kept on file as the official record of legislation of the District and shall be open to public inspection. Examination of the official record book by any citizen or group of citizens must be made at the location where the District maintains the records, and under the jurisdiction of the Secretary of the Board.
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.
Approved: 1993-1994
Reviewed: 2001–2002; November 15, 2010
Revised: 2005-2006; August 16, 2010; June 17, 2013
The Board recognizes the importance of citizen participation in District matters. In order to assure citizens are heard and Board meetings are conducted efficiently and in an organized manner, the Board may set time aside for citizen participation, either at a specific time during the meeting or during the discussion of agenda items. If the pressure of business or other circumstances dictate, the Board President may decide to not set time aside for citizen participation.
Citizens wishing to address the Board on a certain agenda item must notify the Superintendent prior to the Board meeting. Citizens wishing to address the board on an unlisted agenda item must notify the Superintendent no later than four calendar days prior to the Board meeting. The person making the request must state the person’s name, address, and purpose of the presentation, action desired by the Board, and any other pertinent background information.
Citizens wishing to present petitions to the Board may do so at this time. However, if a petition is presented, the Board will only receive the petition and not act upon it or its contents. The Board has the discretion to limit the amount of time set aside for public participation.
If the Board has set time aside for citizen participation and citizens wish to address the Board, the Board President will recognize these individuals to make their comments at the appropriate time. The board will take no action directly following the presentation, but will rather simply listen. The orderly process of the Board meeting will not be interfered with or disrupted. Only those speakers recognized by the Board President will be allowed to speak. Comments by others are out of order. If disruptive, the individual making comments or another individual causing disruption may be asked to leave the Board meeting.
Individuals who have a complaint about an employee may ask the Board to hear their complaint only after they have followed the Board policy addressing citizens’ complaints. Students who have a complaint may ask the board to hear their complaint only after they have followed Board policy addressing students’ complaints.
Approved: 1993-1994
Reviewed: November 15, 2010
Revised: 2005-2006; February 13, 2012; June 17, 2013
The Board recognizes that concerns regarding the operation of the 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 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, signed and explain the process followed by the complainant prior to the appeal to the Board.
Approved: 1993-1994
Reviewed: 2001–2002; November 15, 2010
Revised: 2005-2006; June 17, 2013