ORGANIZATION OF THE BOARD OF DIRECTORS

The Harlan Community School District Board is authorized by and derives its organization from Iowa law.  The Board will consist of 7 Board members.  Board members are elected at-large by director district.

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 Superintendent will preside while the new Board elects the president.

Legal Reference:       
Iowa Code §§ 274.2; 275.23A; 277.23, .28, .31; 279.1, .5, .7, .8 , .33 (2013).
281 I.A.C. 12.3(2).

Cross Reference:       
202      Board of Directors Members
206.1    President
206.2   Vice-President
210      Board of Directors' Meetings

Adopted: 8.8.1988
Revised/Reviewed: 11.18.2019

Reviewed 02.21.2022

POWERS OF THE BOARD OF DIRECTORS

The board, 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 (2013).
281 I.A.C. 12.1(2).
1990 Op. Att'y Gen. 66.

Cross Reference:      
209 Board of Directors' Management Procedures

Adopted: 11.18.2019

Reviewed 02.21.2022

RESPONSIBILITIES OF THE BOARD OF DIRECTORS

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

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 and goals for the school district.

Legal Reference:       
Iowa Code §§ 274.1; 279.1, .8, .20; 280.12 (2013).
281 I.A.C. 12.3(2).

Cross Reference:      
101 Educational Philosophy of the School District
103 Long-Range Needs Assessment
209 Board of Directors' Management Procedures
600 Goals and Objectives of the Education Program 

Adopted: 11.18.2019

Reviewed 02.21.2022

ORGANIZATIONAL MEETING PROCEDURES

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

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

Meeting Procedure

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

1. Final Meeting of the Retiring Board
   1. Call to Order
   2. Roll call.
   3. Recognition of Guests and Public Comments.
   4. Approval of minutes of previous meeting(s). 
   5. Unfinished business.
      1. Current claims and accounts (for the retiring board to authorize).
   6. Examine and settle the books for the previous year.
   7. Review of election results.  The board secretary will present the county auditor's official report on the latest elections.  Official results are recorded in the minutes
   8. Adjournment of the retiring board.

2. Organizational Meeting of the New Board
   1. Superintendent, as president pro-tem, will preside over the meeting until a new board president is elected.
   2. Call to order.
   3. Roll call.
   4. Oath of office.  The board secretary will administer the oath to new members.
   5. Election of a president of the board.  The president pro-tem calls for nominations; nominations need not be seconded.  The board will then do a roll call vote on the nominations.  The secretary will announce the result of the vote, and the board secretary will administer the oath of office to the newly elected president and the newly elected president will assume the chair.
   6. Election of the vice-president.  The president of the board will call for nominations; the nominations need not be seconded.  The board will then do roll call vote on the nominations.  The president will announce the results and administer the oath of office to the vice-president.
   7. Board appreciation recognizing the public service rendered by retiring board members.
   8. Review of school attorneys. 

Other regular board items of business may follow organizational meeting.​​

1. Board appreciation recognizing the public service rendered by retiring board members.

Legal Reference:       
Iowa Code §§ 274.2; 275.23A; 277   
281 I.A.C 12.3.

Cross Reference:      
202 Board of Directors Members
206.1 President
206.2 Vice-President
210 Board of Directors' Meetings

Adopted: 11.18.2019

Reviewed 02.21.2022

QUALIFICATIONS

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

Individuals who are willing to serve on the board should believe public education is important, support the democratic process, willingly devote time and energy to board work, regularly attend meetings of the board, 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 (2013).

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

Adopted: 11.18.2019

Reviewed 02.21.2022

OATH OF OFFICE

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

Each newly-elected board member will take the oath of office prior to any action taken as a school official.  The oath of office 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 Harlan Community School District  as now and hereafter required by law?"

Legal Reference:       
Iowa Code §§ 277.28; 279.1, .6 (2013).

Cross Reference:      
200.1 Organization of the Board of Directors
201 Board of Directors' Elections
202 Board of Directors Members
204 Code of Ethics
206 Board of Directors' Officers

Adopted: Unknown
Revised/Reviewed: 11.4.2019

Reviewed 02.21.2022

TERM OF OFFICE

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

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

Legal Reference:      
Iowa Code §§ 69.12; 274.7; 279.6; 279.7

Cross Reference:      
201 Board of Directors' Elections
202 Board of Directors Members
202.4 Vacancies

Adopted: Unknown
Revised/Reviewed: 11.4.2019

Reviewed 02.21.2022

VACANCIES

A vacancy occurs as provided by law, which includes but is 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 a 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 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 §§ 21.6; 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).
1944 Op. Att'y Gen. 39.

Cross Reference:       
201 Board of Directors' Elections
202 Board of Directors Members
202.3 Term of Office

Adopted: 8.22.1988
Revised/Reviewed: 11.4.2019

Reviewed 02.21.2022

PRESIDENT

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 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.

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 (2013).

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

Adopted: 8.22.1988
Revised/Reviewed: 11.4.2019

Reviewed 02/21/2022

VICE-PRESIDENT

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 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.

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 (2013)

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

Adopted: Unknown
Revised/Reviewed: 11.4.2019

Reviewed 02/21/2022​​​​​​​

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 days thereafter.

It is the responsibility of the superintendent to evaluate the board secretary at least annually.  As part of that evaluation the superintendent will seek and use input from the board members.

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; and to sign warrants drawn on the school funds after board approval.  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 or the superintendent’s designee 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 school district.

Legal Reference:         
Iowa Code §§ 64; 279.3, .5, .7, .32, .33, .35; 291.2-.4, .6-.8, .10-.11; 299.10, (2013).        
281 I.A.C. 12.3(1).

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

Adopted: 8.22.1989
Revised/Reviewed: 11.18.2019

Reviewed 02/21/2022​​​​​​​

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.

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 or the superintendent’s designee 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 school district. 

Legal Reference:       
Iowa Code §§ 12B.10; 12C; 279.3, .31-.33; 291.2-.4, .8, .11-.14 (2013).
281 I.A.C. 12.3(1).
1978 Op. Att'y Gen. 328.

Cross Reference:       
202.2 Oath of Office
206.3 Secretary
210.1 Annual Meeting
215 Board of Directors' Records
704.3 Investments
707 Fiscal Reports

Adopted: 8.22.1989
Revised/Reviewed: 11.18.2019

Reviewed 02/21/2022​​​​​​​

AD HOC COMMITTEES EXHIBIT

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.

Adopted: 11.18.2019

Reviewed:  03.21.2022

DEVELOPMENT OF POLICY

The board has the 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 and enforce board policy.

The written policy statements contained in the policy manual provide guidelines and goals to the citizens, administration, staff, and students in the school district community.  The policies 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. 

The board shall review the policies at least once every five years, and make a notation of such review.

Legal Reference:                   
Iowa Code §§ 274.1-.2, 279.8 (2013)
281 Iowa Admin. Code 12.3(2)
1970 Op. Att’y Gen. 287.

Adopted: 8.28.1989
Revised/Reviewed: 11.18.2019

Reviewed:  03.21.2022

ADOPTION OF POLICY

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 second regular meeting.  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 second 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 (2013).
281 I.A.C. 12.3(2).
1970 Op. Att'y Gen. 287.

Cross Reference:      
200.2   Powers of the Board of Directors
200.3   Responsibilities of the Board of Directors
209      Board of Directors' Management Procedures

Adopted: 8.22.1988
Revised/Reviewed: 11.18.2019 

Reviewed:  03.21.2022

DISSEMINATION OF POLICY

An updated board policy manual is housed in hard copy in the central administrative office and is available electronically.  Persons unable to access the policy manual electronically should contact the board secretary for assistance.

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 (2013).
281 I.A.C. 12.3(2).

Cross Reference:      
200.3 Responsibilities of the Board of Directors
209 Board of Directors' Management Procedures

Adopted: 11.18.2019

Reviewed:  03.21.2022

SUSPENSION OF POLICY

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 (2013).
281 I.A.C. 12.3(2).

Cross Reference:      
200.3 Responsibilities of the Board of Directors
209 Board of Directors' Management Procedures

Adopted: 11.18.2019

Reviewed:  03.21.2022

ADMINISTRATION IN THE ABSENCE OF POLICY

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

It 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 (2013).
281 I.A.C. 12.3(2).

Cross Reference:      
200.3 Responsibilities of the Board of Directors
209 Board of Directors' Management Procedures
302.4 Superintendent Duties
304 Policy Implementation

Adopted: 11.18.2019

Reviewed 03/21/2022

REVIEW AND REVISION OF POLICY

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

The board will review one-fifth of the policy manual annually.

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

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

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

Legal Reference:                   
Iowa Code § 279.8 (2013).
281 I.A.C. 12.3(2).

Adopted: 2.21.2000
Revised/Reviewed: 11.4.2019

Reviewed 03/21/2022​​​​​​​

REVIEW OF ADMINISTRATIVE REGULATIONS

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

It is the responsibility of the superintendent to develop administrative regulations to implement the board policies.  The regulations, including handbooks, will be approved 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 (2013).

Cross Reference:      
200.3 Responsibilities of the Board of Directors
209 Board of Directors' Management Procedures

Adopted 11.18.2019

Reviewed 03/21/2022​​​​​​​

ANNUAL MEETING

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.  The board may also review the board's legal counsel at the annual meeting.

Legal Reference:       
Iowa Code §§ 279.1, .3, .33 (2013).

Cross Reference:       
206.3   Secretary
206.4   Treasurer
701.1   Depository of Funds
707      Fiscal Reports

Adopted: Unknown
Revised/Reviewed: 11.18.2019

Reviewed 03/21/2022​​​​​​​

REGULAR MEETINGS

The regular meetings of the board will be held on the first and the third Monday of each month. If the scheduled meeting should fall on a legal holiday, the board shall set an alternate date.  In June, July and August there will be only one meeting and it will be on the third Monday of the month. Meetings will begin promptly at 5:30 p.m.   The board will adhere to this meeting date and time unless the board requires additional meetings or, due to circumstances beyond the board's control, the meeting cannot be held on the regular meeting date, and the meeting will be re-scheduled in accordance with law and policy.  Public notice of the meetings will be given by posting on the bulletin board in the central administration office.

Adopted: 8.22.1998
Revised/Reviewed: 11.18.2019

Reviewed 03/21/2022​​​​​​​

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.

Legal Reference:       
Iowa Code §§ 21.3, .4; 279.2 (2013).
1980 Op. Att'y Gen. 148.

Cross Reference:      
200.1   Organization of the Board of Directors
210      Board of Directors' Meetings

Adopted: 8.22.1988
Revised/Reviewed: 11.18.2019

Reviewed 03/21/2022​​​​​​​

WORK SESSIONS

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

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

Legal Reference:       
Iowa Code §§ 21; 279.8 (2013).
1982 Op. Att'y Gen. 162.
1980 Op. Att'y Gen. 167.
1976 Op. Att'y Gen. 384, 514, 765.
1972 Op. Att'y Gen. 158.
1970 Op. Att'y Gen. 287.

Cross Reference:       
210 Board of Directors' Meetings
211 Open Meetings

Adopted 8.30.1993
Revised/Reviewed: 11.4.2019

Reviewed 03/21/2022​​​​​​​

MEETING NOTICE

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 on the bulletin board in the central administration office at least two days before it is scheduled, but, at the minimum, twenty-four hours notice needs to be given.

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

In the case of special meetings, public notice 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 (2013).
1952 Op. Att'y Gen. 133.

Cross Reference:      
210 Board of Directors' Meetings
210.8 Board of Directors' Meeting Agenda

Adopted: 11.18.2019

Reviewed 03/21/2022​​​​​​​

QUORUM

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

While board members are encouraged to attend board meetings, 4  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 regularly attend board meetings.

Legal Reference:       
Iowa Code §§ 21.5(1); 279.4 (2013).

Cross Reference:      
210 Board of Directors' Meetings

Adopted: 8.22.1988
Revised/Reviewed: 11.18.2019

Reviewed 03/21/2022​​​​​​​

RULES OF ORDER

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

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 (2013).

Cross Reference:      
210 Board of Directors' Meetings
210.8 Board Meeting Agenda

Adopted: 11.18.2019

Reviewed 03/21/2022​​​​​​​

BOARD MEETING AGENDA

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 two  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 or the school website. 

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.  The board’s agenda should be approved by the board president prior to dissemination.

Legal Reference:       
Iowa Code §§ 21; 279.8 (2013).
1980 Op. Att'y Gen. 269.

Cross Reference:      
210 Board of Directors' Meetings
211 Open Meetings
213 Public Participation in Board Meetings
215 Board of Directors' Records
402.5 Public Complaints About Employees
502.4 Student Complaints and Grievances

Adopted: 11.18.2019

Reviewed: 04.20.2022

CONSENT AGENDA

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, 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 (2013).

Cross Reference:      
210 Board of Directors' Meetings

Adopted: 11.18.2019

Reviewed: 04.20.2022

ORDER OF THE REGULAR BOARD OF DIRECTORS' MEETING

The board shall conduct an orderly board meeting.  The board will, at all regular board meetings, follow an agenda order similar to:

            1.         Call to Order
            2.         Opening Activities
            3.         Roll Call
            4.         Public Forum
            5.         Agenda Approval
            6.         Public Hearings
            7.         Action on Public Hearings
            8.         Presentations
            9.         Discussion Items
            10.       Action Items
            11.       Consent Agenda Approval
            12.       Policy Reviews
            13.       Upcoming Events and Community Updates
            14.       Closed Session
            15.       Board Action on Closed Session
            16.       Adjournment

Legal Reference:       
Iowa Code §§ 21; 279.8 (2013).

Cross Reference:      
210 Board of Directors' Meetings
210.8 Board Meeting Agenda

Adopted: 11.18.2019

Reviewed: 04.20.2022

PUBLIC COMPLAINTS

The board recognizes that situations may arise in the operation of the school district, which are of concern to the 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, they will be referred to the administration to be resolved.  Prior to board action however, the following should be completed:

1. Matters should first be addressed to the teacher or employee.
2. Unsettled matters from (a) above or problems and questions about individual attendance centers should be addressed to the employee's building principal.
3. Unsettled matters from (b) above or problems and questions concerning the school district should be directed to the superintendent.
4. Unsettled matters from (c)  above or problems and questions concerning the superintendent, after executing (a) from above should be directed to the board.
5. 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 will bring it to the attention of the entire board.

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

Adopted: 8.22.1988
Revised/Reviewed: 11.18.2019

Reviewed: 04.20.2022

BOARD MEETING MINUTES

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 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. A record of all delegations appearing before the board and a record of all petitions.
21. The record should indicate that the books of the treasurer and secretary have been examined and approved subject to audit.
22. The election or appointment of board officers.
23. The appointment of auditors to examine the books.
24. Oath of office administered to newly elected board members.
25. Nominations taken for the office of president and vice-president.
26. Election of the president and vice-president, the votes and the oath of office administered to the president and vice-president.

Adopted: 8.22.1988
Revised/Reviewed: 11.18.2019

ASSOCIATION MEMBERSHIP

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 (2013).

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

Adopted 11.18.2019

Reviewed: 04.20.2022

BOARD OF DIRECTORS' MEMBER DEVELOPMENT AND TRAINING

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

Legal Reference:       
Iowa Code §§ 279.8, .38 (2013).

Cross Reference:      
216.1 Association Membership

Adopted: 11.18.2019

Reviewed: 04.20.2022

BOARD OF DIRECTORS MEMBER COMPENSATION AND EXPENSES

As an elected public official, the board member is a public servant who serves without compensation for the board member’s time spent as a board member.  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 shall will make the expense a personal expense. 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.

Travel outside of the school district must be pre-approved.  Pre-approved expenses for transportation within three-hundred miles of the central administration office of the school district will be by automobile.  If a school district vehicle is not available, the board member will be reimbursed at the rate of $.39/mile.   Pre-approved expenses for transportation outside of three-hundred miles will be by public carrier.  Reimbursement for air travel will be at the tourist class fares.  Should a board member choose to travel by automobile, reimbursement will be limited to the public carrier amount.  Pre-approved expenses for transportation in a rental car is limited to the cost of a Class "C" rental car at a medium priced agency unless the number of board members traveling on behalf of the school district warrant a larger vehicle.  Travel inside the school district in the board member's personal vehicle will be reimbursed at the rate of $.39/mile.

Pre-approved expenses for lodging within the state is limited to the state approved rate.  Pre-approved expenses for lodging outside the state is limited to the rate of a medium priced hotel in the area.  Lodging may be pre-approved for a larger amount if special circumstances require the board member to stay at a particular hotel.

Pre-approved expenses for meals within the state are limited to $30/per day with an overnight stay.  Expenses for meals outside the state are subject to the rate of $45/per day with an overnight stay.  Meals may be pre-approved for a larger amount at the discretion of the board.

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 (2013).

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

Adopted: 8.26.1991
Revised/Reviewed: 11.18.2019

Reviewed: 04.20.2022