In this series of the board policy manual, the board defines its role in the governance of the school district and how it will carry out that role in the school district community and in the school district.

The ultimate goal of the board is to achieve the educational philosophy of the school district.  As school officials elected by the members of the school district community, the board shall strive to represent the needs and wishes of the members of the school district community in its deliberations and actions.

While the board shall be aware of the desires of the school district community, the needs of the students in the Ruthven-Ayrshire Community School District shall be considered above others.  The board strives to meet the needs of the students through evaluation of the financial and educational benefits of the various alternatives available to the board and the school district.

 

 

Approved:                  
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-05-04, 10-01-07, 11-14-11, 12-12-11, 12-11-14, 11-08-21
Revised:  07-02-92, 01-12-09

 

The Ruthven-Ayrshire Community School District board is authorized by and derives its organization from Iowa Law.  The board will consist of 7 (seven) 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 in each odd-numbered year at the first regular meeting following the canvass of votes.  The retiring board will transfer materials, including the board policy manual, and responsibility to the new board.

The organizational meeting allows the outgoing board to approve minutes of its previous meetings, complete unfinished business, and review the school election results.  The retiring board will adjourn and the new board will then begin.  The board secretary will administer the oath of office to the newly-elected board members.  The board secretary will preside while the new board elects the president and vice-president of the new board.

 

 

Approved:                    
Reviewed: 11-9-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  2-12-08, 01-12-09, 11-08-21

 

The board of   the Ruthven-Ayrshire Community School District, acting on behalf of the school district, shall have jurisdiction over school matters in the territory of the school district.

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

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

Because all powers of the board derived from the state statutes are granted in terms of action as a group, individual board members exercise authority over school 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 school 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 law, any board member shall not seek individually to influence the official functions of the school 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:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-9-98, 11-12-01, 11-08-04, 12-10-07, 12-16-10, 12-12-11, 12-11-14
Revised: 11-08-21                 

 

The board is authorized to govern the school district which it oversees.  The board is entrusted with public funds and is responsible for overseeing the improvement of student outcomes, including student academic achievement and skill proficiency. As the governing board of the school district, the board has 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 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. 

 

 

Approved: 07-01-92              
Revised:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-16-10, 12-12-11, 12-11-14
Revised:11-08-21

 

BOARD MEMBER SOCIAL MEDIA ENGAGEMENT

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

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

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

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

 

Approved :  8-21-24 Reviewed:  Revised:  

 

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

Meeting Procedure

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

1.     Final Meeting of the Retiring Board

        (1)      Call to order.

        (2)      Roll call.

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

        (4)      Visitors.

        (5)      Unfinished business.

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

                  (b)  Other items.  If any member of the board feels the board should consider any unfinished business, even if only to identify it as unfinished business, the member should address the issue at this time.

        (6)      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.

        (7)      Adjournment of the retiring board.

2.     Organizational Meeting of the New Board

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

        (2)      Call to order.

        (3)      Roll call.

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

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

Other items of business at the organizational meeting may include:

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

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

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

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

        (11)    Visitors.

        (12)    Superintendent's report.

        (13)    Adjournment.

       

 

Approved:  9-11-17                              
Reviewed                                                           
Revised:   9-20-17, 11-08-21

 

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

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

Citizens wanting to run for a position 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.

 

 

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-11-14, 11-08-21
Revised:

 

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 member will take the oath of office prior to any action taken as a school official.  The oath of office shall be taken by each new board member elected at the 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 shall also take the same oath of office but replacing the office of board  member with the title of the office to which they were elected.

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

 

 

Approved:  7-1-92     
Reviewed:  1-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  01-12-09, 11-08-21

 

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.

 

 

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-8-04, 12-10-07, 12-12-11, 12-11-14
Revised:  01-12-09, 7-16-18, 11-08-21

 

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

If a vacancy occurs prior to the expiration of a term of office, the vacancy will be filled by board appointment within 30 days of the vacancy.  The board shall publish notice stating 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 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 longer than 70 days after the vacancy occurred.  A board member elected at the special election will serve the remaining portion of the unexpired term.

 

 

Approved: 09-01-92              
Reviewed: 01-10-94, 11-11-96, 11-9-98, 01-10-94, 11-12-01, 11-8-04, 12-10-07, 12-12-11, 12-11-14
Revised:  01-12-09, 11-08-21

 

School districts of the public education system in Iowa are governed by an elected board of directors of the school corporation.  The board operates as a corporate body, and only the board may make decisions regarding the education program and operations of the school district.   Only the board has the power to take action affecting the school district.

Individual board members exercise their authority as a board member when they vote to take action at a board meeting.  Individual board members, alone, have no authority to make decisions or take action to affect the management of the school district.   Without the consent of the board, an individual board member has no authority to act on behalf of the school district or the school board.

It shall be the responsibility of each board member and the superintendent to educate the public, the staff, and the students of the board member's authority to take action that affects the school district only when voting in a board meeting.

 

 

Approved:  7-1-92            
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14                       
Revised:  11-08-21                                                                

 

Public bodies must feel free to meet in the public setting as required by law without concern of risk of personal injury.  The board shall take whatever action is necessary to maintain an orderly board meeting, free from interference or interruption by spectators, and to keep the board members safe while complying with the open meetings law.

Individuals who threaten the board with violence or who are continuously disruptive may be asked to leave the meeting.  If the individuals do not leave, the board may have law enforcement officials escort the individuals. from the board meeting.  The board shall hire a security officer if the board members' concern for safety or actions by spectators warrants it.

 

 

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-05-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised: 

 

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

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

 

 

Approved: 07-01-92              
Reviewed:  01-10-94, 11-11-96,11-09-98, 11-12-01, 11-04-04, 12-10-07, 12-12-11, 12-11-14           
Revised:  11-08-21

 

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 to serve a one-year term by a majority vote at the organizational meeting in odd-numbered years or, in even-numbered years, at a regular meeting held between twelve to thirteen months after the most recent organizational meeting.

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

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

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

 

 

Approved:                  
Reviewed:  01-10-94, 11-11-96, 11-9-98, 11-12-01, 11-8-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:  01-12-09, 7-1-92

 

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

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

The vice-president will accept control of the meeting from the president when the president wishes to make or second a motion.  The vice-president will take an active role in board decisions by discussing and voting on matters before the board in the same manner as other board members.

 

 

Approved:                              
Reviewed:  01-10-94, 11-11-96, 11-9-98, 11-12-01, 11-18-04, 12-10-07, 12-12-11, 12-11-14              
Revised:, 7-1-92,01-12-09, 12-16-10, 11-08-21

 

SECRETARY

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

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

It shall be 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 meetings; 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 shall also be responsible for filing the required reports with the State Department of Education.

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

The board secretary shall be covered by the single blanket bond that covers the employees of the district.  The cost of the bond will be paid by the school district.  The board may appoint one person to serve as the secretary and the treasurer in which event, that individual will be accountable for the responsibilities of both the board secretary and board treasurer as set out in board policy.

Approved:  11-11-91

Reviewed:  11-11-96, 11-09-98, 11-09-98,11-12-01, 11-08-04, 12-12-11, 12-11-14

Revised:  01-10-94, 11-08-21, 8-21-24

 

                                         

 

It shall be the responsibility of the board to annually 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 shall 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 the law.  It will also be the responsibility of the treasurer to receive funds of the school corporation, to pay out the funds for expenses approved by the board, and 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.

It shall be 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.

If the treasurer is unable or unwilling to carry out the duties required, it shall be the responsibility of the superintendent to carry out the duties of the treasurer until the treasurer is able to resume the responsibility or a new treasurer is appointed.

The treasurer shall give bond in the amount set by the board.  The cost of the bond will be paid by the school district.  The board may appoint one person to serve as the secretary and the treasurer in which event that individual will be accountable for the responsibilities of both the board secretary and board treasurer, as set forth in board policy

 

Approved:  12-16-92        
Reviewed:  11-11-91, 11-11-96, 11-9-98, 11-8-04, 12-12-11, 12-11-14, 8-21-24
Revised:  01-10-94, 11-08-21

 

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

An ad hoc committee is formed by board resolution which shall outline the duties and purpose of the committee.  The committee is advisory in nature and has no duty or responsibility other than that specifically stated in the board resolution.  The committee shall automatically dissolve upon the delivery of its final recommendation to the board or upon completion of the duties outlined in the board resolution.  The board will receive the report of the committee for consideration.  The board retains the authority to make a final decision on the issue.  The committee may be subject to the open meetings law.

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

 

 

Approved:  08-09-93             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 10-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:

 

The board will develop and maintain a policy manual that provides a codification of its policy actions.  Board policy provides the general direction as to what the board wishes to accomplish while allowing the superintendent to implement board policy.  Policies will be reviewed on a regular basis to ensure relevance to current practices and compliance with the law.

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

Policy statements may be proposed by a member of the board, administration, employees, students or other members of the school district community.  Proposed policy statements or ideas shall be submitted to the board through the superintendent's office for placement on the board agenda.  It shall be the responsibility of the superintendent to bring these proposals to the attention of the board.

 

 

Approved:  07-01-92                
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-12-11, 12-11-14
Revised:  11-08-21

 

ADOPTION OF POLICY 

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

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

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

Approved: Reviewed: 01-10-94, 11-11-96, Revised: 7-1-92, 11-08-21, 11-09-08, 11-12-01, 11-04-04, 3-20-24

 

 

A board policy manual shall be housed in each school attendance center and in the administrative office.  Each board member shall have a personal copy of the board policy manual.  Persons wishing to review the board policy manual shall contact the board secretary, who shall have a board policy manual available for public inspection.

It shall be the responsibility of the board secretary to ensure copies of new and revised policy statements are distributed to the custodians of board policy manuals as soon as possible following the policy’s adoption.  Copies of changes in board policy shall also be attached to the minutes of the meetings in which the final action was taken to adopt the new or changed policy.

It shall be the responsibility of each board member, during the board member's term of office, to keep the manual current and up-to-date and to surrender the manual to the board secretary at the conclusion of the board member's term of office.

 

 

Approved:                  
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-04-01, 11-08-0412-10-07, 12-12-11, 12-11-14
Revised:  07-01-92, 11-08-21

 

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

Board policy shall not be suspended by the administration or employees.  Board policy may only be suspended by the board.  Reasons for suspension of board policy will be documented in board minutes.

 

 

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14           
Revised:  11-08-21

 

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 of the school district and financial condition of the school district.

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

 

 

Approved:                  
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  11-08-21

 

The board shall, at least once every five years, review board policy.  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 shall be made on the face of the policy statement.

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, the policy may be approved at one meeting at the discretion of the board.

 

 

Approved:  01-10-94           
Reviewed:  11-12-01, 11-8-04, 12-10-07, 12-12-11, 12-11-14
Revised:  11-13-00, 11-08-21

 

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

It shall be the responsibility of the superintendent to develop administrative regulations to implement the board policies.  The regulations will be adopted by the board prior to their use in the school district.  At the time of adoption, the board will determine the effective date of the administrative regulation and the date the administrative regulation will be made available.

 

 

Approved:                  
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-11-11, 12-11-14, 11-08-21
Revised:  07-01-92

 

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

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

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

 

 

Approved:                  
Reviewed:  11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  12-08-03, 11-08-21

 

Regular meetings of the board shall be held monthly.  The dates, time, and place of regular meetings of the board shall be set by the board at the organizational meeting in odd-numbered years and at the annual meeting in even-numbered years.  Public notice of meetings shall be given and the meetings will be open to the public.

 

 

Approved:                              
Reviewed: 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14,
Revised:  01-14-02, 7-10-17, 11-08-21

 

From time to time, it may be necessary 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, individual notice to board members and public notice shall be given.

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

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

 

 

Approved:                  
Reviewed:  1-10-94, 11-11-96, 11-9-98, 11-12-01, 12-12-11, 12-11-14
Revised:  7-1-92, 11-08-21

 

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 just such opportunities. The board has the authority to hire an outside facilitator to assist them in work sessions.

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

 

 

Approved:  08-09-93             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:                                                                                  

 

Public notice shall be given for meetings and work sessions held by the board. Public notice shall indicate the time, place, date, and tentative agenda of board meetings.  The public notice shall be posted on the bulletin board in the superintendent's office at least twenty-four hours before the meeting is scheduled to begin.

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 and renewed annually.

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

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

 

 

Approved:  7-01-92               
Reviewed:  11-11-96, 11-9-98, 11-12-01, 11-8-04, 12-10-07, 12-12-11, 12-11-14
Revised:  11-08-21

 

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, four members shall constitute a quorum and are a sufficient number to transact business of the school district. The adjournment of a meeting may be executed without a quorum.

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

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

 

 

Approved:  07-01-92             
Revised:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised: 11-08-21

 

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 Rules of Order, Revised, latest edition as modified by this policy and subsequent rule.

The purpose of modified rules adopted by the board is:

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

 

 

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  11-08-21

 

In keeping with the public nature of the meeting, votes by the board, except those required by law to be roll call, shall be by voice vote of "aye" or "nay" unless a board member requests a roll call vote.

It shall be the responsibility of the board secretary to record the  votes of board members in the minutes of the board meetings.

 

 

Approved:   07-01-92            
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 012-12-11, 12-11-14
Revised:  11-08-21

 

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

Persons wishing to place an item on the agenda must make a written 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 shall 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 administration office.

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

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

           

 

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  11-08-21

 

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 such 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.  Should a consent agenda be used, each item will be allowed sufficient discussion time to review the item.  Items may be removed from the consent agenda by a proper motion.

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.

 

 

Approved:  06-14-93             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:

 

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

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

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

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.

 

 

Approved:  06-14-93             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14
Revised:  7-8-19, 11-08-21

 

The superintendent is hired by the board as the chief executive officer of the board to manage the day-to-day operation of the school district.  The board shall set policy to guide the superintendent and shall not be involved in the day-to-day operations of the school district.

The superintendent shall work closely with the board, particularly the board president, to carry out and implement the policies of the board, to advise the board, to provide information to the board, to offer alternative solutions to the board in the form of a recommendation, and to do other duties as the board determines.

The superintendent shall attend each board meeting unless excused by the board president.

 

 

Approved:  07-01-92             
Reviewed:   01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:

 

School employees will be utilized for their expertise to provide information to the board and to take part on advisory committees when necessary.

The board must remain objective about each employee.  Employees who have concerns should have their initial contact with their building principal.  If the employee's concerns are unsatisfied, the next step is the superintendent. The board shall only become involved with employee issues when the board is acting on a recommendation of the superintendent in the employment of employees or when the board is considering the termination of an employee.

 

 

Approved:                  
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14           
Revised:  07-01-92, 11-08-21

 

The board may work with adjoining school district boards to provide additional opportunities in the school district's education programs as well as to operate the school district more economically and efficiently.   As part of this joint effort, the board shall pay particular attention to opportunities to share students, programs and employees.

 

 

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:

 

The board shall utilize the resources of the Area Education Agency (AEA) such as educational materials and staff resources, particularly in the area of special education.  Support may include, but not be limited to, school psychologists; speech therapists; nurses; physicians; dentists; and aides who work directly with students in the educational process.

The board may also utilize the AEA to work with other school districts in the region for program offerings as well as purchase of supplies.

 

 

Approved:   7-1-92                
Reviewed:  1-10-94, 11-11-96, 11-09-98, 11-12-01, 12-10-07, 12-12-11, 12-11-14
Revised:   01-10-05, 11-08-21

 

Being aware of, and expressing their opinion on, proposed law revisions and new laws is essential to maintaining and creating an education program to meet the needs of the school district community.

It shall be the responsibility of the board to maintain contact with the elected official representing the school district.  It shall be the responsibility of the superintendent to assist the board in keeping up-to-date on proposed laws and in contacting the elected officials who represent the school district.

 

 

Approved:   ll-8-93                
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14           
Revised:  11-08-21                                                    

 

Participation in board member associations is beneficial to the board.  The board may 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.

 

 

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:

 

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

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

 

 

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-10-07. 12-12-11, 12-11-14, 11-08-21
Revised: 

 

As an elected public official, the board member is a public servant who serves without compensation.  Board members shall 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 in addition to a credit card receipt indicating the date, purpose, and nature of the expense for each claim item.  Failure to provide a detailed receipt shall make the expense a personal expense.  Personal expenses shall be reimbursed by the board member to the school district no later than thirty days from the time of submission.  In exceptional circumstances, the board may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances shall be maintained as part of the school district’s record of the claim.

It shall be 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 shall be 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.

 

 

Approved:  7-1-92                 
Reviewed:  1-10-94, 11-11-96, 11-9-98, 12-12-01, 11-8-04, 12-10-07, 12-12-11, 12-11-14
Revised:  02-14-11, 11-08-21

 

It is the responsibility of the board to educate new board members of the duties of their position.  To acquaint new board members with the duties and role of the board of directors, each new board member may meet with the superintendent and the board secretary to become familiar with the responsibilities and the role of being a board member for the school district.  New board members shall have an opportunity to attend the IASB Academy of Board Learning Experience Program.

It shall be the responsibility of the superintendent to ensure that new board members have an opportunity to attend an orientation conference or meet with the superintendent.   It shall also be the responsibility of the superintendent to ensure that each new board member has necessary documents and board materials.

 

 

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-9-98, 11-12-01, 11-08-04, 12-10-07, 12-12-11, 12-11-14, 11-08-21
Revised:

 

In recognition of the great amount of time, energy, and talent as well as the interest of board members in the school district, present board members and their guest shall receive activity passes to school-sponsored activities.

It shall be the responsibility of the superintendent to ensure board members and their guests receive activity passes.

 

 

Approved:  07-01-92             
Reviewed:  01-10-94, 11-11-96, 11-09-98, 11-12-01, 11-08-04, 12-07-07, 12-12-11, 12-11-14, 11-08-21
Revised: