The Eddyville-Blakesburg-Fremont Community School District board is authorized by and derives its organization from Iowa law.  The Board shall consist of seven (7) board members.  The District shall be divided into seven director districts as closely matched as possible by population as provided in Iowa law.  One director shall be elected from each director district.

The Board is organized for the purpose of setting policy and providing general direction for the District.  The Board shall hold its organizational meeting in each odd-numbered year at the first regular meeting following the canvass of votes.  The retiring Board shall 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 shall adjourn and the new Board shall 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.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 10/19/2020

 

The Board of the Eddyville-Blakesburg-Fremont Community School District, acting on behalf of the District, shall have jurisdiction over school matters within the territory of the District.

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

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

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

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

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 10/19/2020

 

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

As a representative of the citizens of the District community, the Board is responsible for legislating policy for the 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 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 District on the Board’s behalf.  The Board delegates to the Superintendent its authority to carry out Board policy, to formulate and carry out rules and regulations and to handle the administrative details in a manner which supports and is consistent with Board policy.

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

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 10/19/2020

 

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

Citizens of the District community seeking a seat on the Board must file their nomination papers with the Board Secretary consistent with the deadlines provided in Iowa law.

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

All elections will be held as provided in Iowa law. It is the responsibility of the county commissioner of elections to conduct school elections.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 10/19/2020

 

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

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

Citizens wanting to run for a position on the Board must be a citizen of the District, eighteen (18) years of age or older, an eligible elector of the District, and free from a financial conflict of interest with the position.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 11/16/2020

 

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 the Eddyville-Blakesburg-Fremont Community School District as now and hereafter required by law?

Board members elected at the regular election do not need to take the oath of office within ten (10) days.  However, those elected at a special election or appointed to fill a vacancy must take the oath of office within 10 days.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 11/16/2020

 

Board members elected for a full term at a regularly scheduled school election in November in 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 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.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 11/16/2020

 

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 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 thirty (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 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 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 thirty (30) days after the vacancy occurs of if a valid petition is submitted, the Board Secretary will call a special election to be held no sooner than sixty (60) days and not later than seventy (70) days after the vacancy occurred.  A Board member elected at the special election will serve the remaining portion of the unexpired term.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 11/16/2020

 

A majority of the Board of Directors shall be necessary to constitute a quorum for the transaction of business. A majority vote of those present shall be necessary and sufficient to pass any motion or to take any action of the Board unless the vote of a greater number with respect to the particular subject matter shall be required by law or other Board policy.  A quorum need not be present to adjourn a meeting.

Any gathering of a majority of Board members, either formal or informational, in which deliberation of a policy matter takes place, is defined as a meeting.  All such meetings, unless specifically exempt from the Open Meetings Law, are required to have proper notification, public access, open Board discussion and voting by the Board members on the issues properly before the Board, and a public record of the proceeding in the form of written minutes.

All public Board meetings shall be conducted in accordance with the provisions of Iowa law.  The Board Secretary shall be responsible for public notification of all meetings, arranging for audio-recording (when necessary), and making minutes of all meetings and retaining appropriate minutes and records as required by law.

The minutes shall be kept on file as the permanent official records of school legislation for the District.  The Secretary shall be the authorized deputy of the Board to maintain the minutes and shall make them available to any citizen who wishes to examine them, during usual office hours of the District. 

The Board shall follow Parliamentary Procedures at a Glance, Revised, latest edition as modified by any subsequent policy or rule.

 

A.  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.  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.

 

B.  ORGANIZATIONAL MEETING

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.

 

B.  REGULAR MEETINGS

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

 

C.  CLOSED SESSIONS

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

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

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

The reasons for which the Board of Directors may go into a closed meeting from an open meeting, include, but are not limited to, the following:

1. To review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for the District's possession or continued receipt of federal funds.

2. To discuss strategy with counsel in matters that are presently in litigation or where litigation is imminent where its disclosure would be likely to prejudice or disadvantage the position of the District in that litigation.

3. To discuss whether to conduct a hearing or to conduct hearings to suspend or expel a student, unless an open session is requested by the student or a parent or guardian of the student if the student is a minor.

4. To evaluate the professional competency of an individual whose appointment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that individual's reputation and that individual requests a closed session.

5. To discuss the purchase or sale of particular real estate only where premature disclosure could be reasonably expected to increase the price the governmental body would have to pay for that property or reduce the price the District would receive for that property.

 

D.  EXEMPT MEETINGS

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

1. Negotiating sessions, strategy meetings of public employers or employee organizations, mediation and the deliberative process of arbitration;

2.  To discuss strategy in matters relating to employment conditions of employees not covered by the collective bargaining law;

3. To conduct a private hearing relating to the recommended termination of a teacher's contract. The private hearing however, in the teacher's contract          termination will be recorded verbatim by a court reporter; and

4. To conduct a private hearing relating to the termination of a probationary administrator's contract or to review the proposed decision of the administrative law judge regarding the termination of an administrator's contract.

 

E.  SPECIAL MEETINGS

Special meetings may be called by the President, or by the Secretary upon request of a majority of the members of the Board. Public notice will be given of special meetings.

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 (24) 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.

 

F.  WORK SESSIONS

The Board may schedule work sessions and retreats in order to provide its members and the administration with opportunities to discuss, review, and plan.  The Board has the authority to hire an outside facilitator to assist it 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.

 

G.  PUBLIC HEARINGS

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

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

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

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 12/21/2020

 

Public notice of regular or special meetings of the Board shall be provided by posting the agenda on a bulletin Board at the District office.  Notice shall be given at least twenty-four (24) hours prior to the beginning of each meeting and shall include the time, date, place, and tentative agenda.  Notice shall be provided to the news media who have requested it.  The news media list will be revised annually by the Board Secretary.

A special meeting may be called with less than twenty-four (24) hours notice when the Board is required to meet for good cause to take immediate action.  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 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.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 12/21/2020

 

Action by the Board regarding the affairs of the District may be taken only when a quorum, a majority of the Board members, is in attendance at the Board meeting.  Four (4) members shall constitute a quorum and are a sufficient number to transact business of the District.  The adjournment of a meeting may be executed without a quorum.  It is the responsibility of each Board member to attend Board meetings.  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.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 12/21/2020

 

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 (2) days prior to the scheduled board meeting. These documents are the private property of the Board member. Persons wishing to view the tentative agenda and supporting documents may do so at the central administration office.

The Board will take action only on the items listed on the tentative agenda posted with the public notice.  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.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 12/21/202

 

The Board recognizes the importance of citizen participation in District matters. In order to assure citizens are heard and Board meetings are conducted efficiently and in an organized manner, the Board will set aside a specific time for public comment.

Citizens wishing to address the Board during public comment must notify the Board Secretary prior to the Board meeting. The Board President will recognize these individuals to make their comments at the appropriate time during public comment. Citizens wishing to present petitions to the Board may also do so at this time. The Board however, will only receive the petitions and not act upon them or their contents.

The Board has the discretion to limit the amount of time set aside for public participation. Normally, speakers will be limited to three (3) minutes. However, the Board President may modify this time limit, if deemed appropriate or necessary. Public comment is a time set aside for community input, but the Board will not discuss or take any action on any matter during public comment.

A public comment shall be limited to regular Board meetings and will not be routinely held during special board meetings.

The Board has a significant interest in maintaining the decorum of its meetings, and it is expected that members of the public and the Board will address each other with civility. The orderly process of the Board meeting will not be interfered with or disrupted by public comment. Only individuals recognized by the Board President will be allowed to speak. Comments by others are out of order. If disruptive, the individual causing disruption may be asked to leave the Board meeting. If such individuals do not leave voluntarily, they may be removed by proper authorities.  Defamatory comments may be subject to legal action.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 01/18/2021

 

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

A complete and accurate set of minutes of each regular and special Board meeting shall be kept to comply with all legal requirements.  Minutes of all of the regular meetings of the Board shall be kept showing the time, date, and place, the members present, action taken, the vote of each member, and the schedule of bills allowed will be attached. 

Minutes leading to a closed session shall include the vote of each member on the question of holding the closed session and the reason for the closed session, but the statement of such reason need not state in the minutes the name of any individual or the details of the matter discussed in the closed session.

This information will be available within two (2) weeks of the Board meeting and forwarded to the newspaper designated as the official newspaper for publication.  The information does not need to be published within two (2) weeks.  The schedule of bills allows may be published on a once monthly basis in lieu of publication with the minutes.  A copy of the minutes shall be sent to each member of the Board before the next regularly scheduled meeting.

Minutes shall be kept in an official record book specified for that purpose and shall be kept on file as the official record of legislation of the District and shall be open to public inspection.  Examination of the official record book by any citizen or group of citizens must be made at the location where the District maintains the records and under the jurisdiction of the Board Secretary.

A complete and accurate set of minutes will be made of each meeting and/or session of the Board as is required by law.  A complete and accurate set of minutes and complete audio recordings will be made of each closed session of the Board as required by law.  The Board Secretary will be custodian of the minutes and audio recordings from a closed session, which shall be maintained as required by law.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 01/18/2021

 

The Board recognizes situations may arise in the operation of the District which are of concern to parents and other members of the 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 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 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.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 01/18/2021

 

The Board believes that individual Board members should not be placed in a situation of having to choose between the welfare of the public school system and personal financial interests.  The mere existence of a temptation to dereliction of duty creates a conflict of interest.

Board members must be able to make decisions objectively.  It shall be a conflict of interest for a Board member to receive direct compensation from the District, unless exempted in this policy, for anything other than the actual and necessary expenses, including travel, incurred in the performance of official duties.  A Board member shall not act as an agent for a school textbook or school supply company during the Board member's term of office.  It shall not be a conflict of interest for Board members to receive compensation from the District for contracts to purchase goods or services if the benefit to the Board member does not exceed $6,000 in a fiscal year and if the contracts are made by the Board, upon competitive bid in writing, publicly invited, and opened.

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

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

1. The outside employment or activity involves the use of the District’s time, facilities, equipment and supplies or the use of the District badge, uniform, business card or other evidence of office to give the board member or member of the board member’s immediate family an advantage or pecuniary benefit that is not available to other similarly situated members or classes of members of the general public.  For purposes of this section, a person is not “similarly situated” merely by being related to a board member.
    
2. The outside employment or activity involves the receipt of, promise of, or acceptance of more or other consideration by the Board member or the Board member’s immediate family from anyone other than the state or the District for the performance of any act that the Board member would be required or expected to perform as part of the Board member’s regular duties or during the hours in which the Board member performs service or work for the District.
    
3. The outside employment or activity is subject to the official control, inspection, review, audit, or enforcement authority of the Board member, during the performance of the Board member’s duties of office or employment.

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

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

It shall be the responsibility of each Board member to be aware of an actual or potential conflict of interest.  It shall also be the responsibility of each Board member to take the action necessary to eliminate such a conflict of interest.  Should a conflict of interest arise, a Board member should not participate in any action relating to the issue from which the conflict arose.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 01/18/2021

 

Board of Director members, as public officials, should strive to perform all the duties of the office in an ethical manner.  In general, the Board members should operate within the following Code of Ethics established by the Iowa Association of School Boards and adopted by the Eddyville-Blakesburg-Fremont Board of Directors as guidelines for Board members.

Board members’ actions, verbal and nonverbal, reflect the attitude and the beliefs of the District.  Therefore, Board members must conduct themselves professionally and in a manner fitting to their position.  Each Board member shall follow the code of ethics stated in this policy.

As a school board member:

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

In meeting my responsibility to my school district community:

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

In my relationship with Superintendent and employees:

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

To cooperate with other school boards:

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

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 02/08/2021

 

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

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 02/08/2021

 

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 and 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 District, will sign employment contracts and sign other contracts and District warrants approved by the Board and appear on behalf of the District in causes of action involving the District.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 02/08/2021

 

The Vice President shall serve in the absence of the President and shall perform such other duties as may be assigned by the President or the Board.  If the Board President is unable or unwilling to carry out the duties required, it is the responsibility of the Vice President to carry out the duties of the President. If the President is unable or unwilling to complete the President’s 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 is elected by a majority vote at the organizational meeting of in odd-numbered years and at the annual meeting in even-numbered years, to serve a one-year term of office.

The Vice President will accept control of a Board 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.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 02/08/202

 

It is the responsibility of the Board to annually appoint a Board Secretary-Treasurer.  A Board Secretary-Treasurer may be appointed from employees, other than a position requiring a teaching certificate, or from the public.  To finalize the appointment, the Board Secretary-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 Board to evaluate the Board Secretary-Treasurer annually.

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

It is the responsibility of the Secretary-Treasurer to oversee the investment portfolio, to receive funds of the 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 is also the responsibility of the Secretary-Treasurer to coordinate the financial records, the financial reports, the cash flow needs, and the investment portfolio of the District.

In the event the Board Secretary-Treasurer is unable to fulfil the responsibilities set out by the Board and the law, the Superintendent will assume those duties until the Board Secretary-Treasurer is able to resume the responsibility or a new Board Secretary-Treasurer is appointed.  The Board Secretary-Treasurer will give bond in an amount set by the Board.  The cost of the bond will be paid by the school district.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 03/15/2021

 

The Board of Directors will annually appoint legal counsel to represent the school district as necessary for its proper conduct of legal affairs of the District.  Counsel will attend regular and special meetings of the Board, either in person or by telephone when telephonic representation is feasible, when requested to do so and will be available for consultation as needed.

Because it is often necessary to consult legal counsel as part of background information to be used by the Board in making decisions, and because at times the school district may be involved in litigation or other legal matters, the Superintendent, Board President, and Board Secretary-Treasurer are authorized to seek counsel’s services as needed.  The Board is to be kept informed of legal matters that are other than routine and of any legal services that may involve unusual expense to the District. 

Legal counsel shall be available for consultation as needed.  Legal counsel shall be paid on an hourly/case basis, rather than a retainer basis.

Individual Board members may only contact school legal counsel when the full Board has given permission for such consultation.  Otherwise, the Board member is responsible for paying any legal fees that may result.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 03/15/2021

 

The Board may determine from time to time that Board committees may be required to assist the Board in its discharge of duties.  In addition to any legally required committees, the Board may appoint standing committees with specific charges. 

If the Board creates or appoints a committee, the Board and the committee will strive to follow all applicable federal and state laws.  The Board and the committee will strive to follow state open meetings and public records requirements.  The Board and the committee will also strive to follow state and federal requirements regarding gender balance on committees.

In no case shall a committee constitute a quorum of the Board of Directors.

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

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 03/15/2021

 

Whenever the Board deems it necessary, the Board may appoint a committee composed of citizens, employees or students to assist the Board. Committees formed by the Board are ad hoc committees.

An ad hoc committee may be formed by Board action which will 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 action. The committee will automatically dissolve upon the delivery of its final recommendation to the Board or upon completion of the duties outlined in the Board action. 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 method for selection of committee members will be stated in the Board action. When possible, and when the necessary expertise required allows, the committee members will be representative of the District community and will consider the various viewpoints on the issue. The Board may designate a Board member and the Superintendent to serve on an ad hoc committee. The committee will select its own chairperson, unless the Board designates otherwise.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 03/15/2021

 

The Board shall 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 shall 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 District community.  The policy statements shall be the basis for the formulation of regulations by the administration.  The Board shall determine the effectiveness of the policy statements by evaluating periodic reports from the administration.

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

The policies of the Board may be amended or revised by resolution adopted at any regular meeting, provided notice of such change shall have been given at a previous meeting. The Superintendent is authorized to submit written recommendations for revision of any existing policies as he deems necessary for the most efficient operation of the District. The Superintendent will notify all employees whenever revisions, additions or amendments are made. This notice procedure shall be required except for emergency situations, which shall be determined solely by the Board.

The Board shall give notice of proposed policy changes or adoption of new policies by placing the item on the agenda of two (2) Board meetings.  The proposed policy changes shall be available for the public and public comment will be allowed at both meetings prior to final Board action.  This notice procedure shall be required except for emergency situations.  If the Board adopts a policy in an emergency situation, a statement regarding the emergency and the need for immediate adoption of the policy shall be included in the minutes.  The Board shall have complete discretion to determine what constitutes an emergency situation.

The final action taken to adopt the proposed policy shall be approved by a simple majority vote of the Board.  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.

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.

The Board policy manual shall be housed in each District attendance center and in the central administration office.  Each Board member shall have a personal copy of the Board policy manual, either an electronic copy or a hard copy.  Persons wishing to review the Board policy manual shall contact the Board Secretary, who shall have a Board policy manual available for public inspection, either with an electronic copy or a hard copy.

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 included in or 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.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 04/12/2021

 

Generally, the Board will follow a Board policy and enforce it equitably.  The Board, and only the Board, may, in extreme emergencies of a very unique nature, suspend a 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 a Board policy will be documented in Board minutes.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 04/12/2021

 

When there is no Board policy in existence to provide guidance on a matter, the Superintendent is authorized to act accordingly under the circumstances surrounding the situation, keeping in mind the educational philosophy of the District and the financial condition of the 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.  The Superintendent shall draft a policy recommendation if deemed appropriate.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 04/12/2021

 

Administrative regulations may be necessary to implement Board policy. It is the responsibility of the Superintendent to develop administrative regulations.

In developing the administrative regulations, the Superintendent may consult with administrators or others likely to be affected by the regulations.  Once the regulations are developed, employees, students, and other members of the District community will be informed in a manner determined by the Superintendent.

The Board will be kept informed of the administrative regulations utilized and their revisions.  The Board may review and recommend change of administrative regulations prior to their use in the school district if they are contrary to the intent of Board policy.

It is the responsibility of the Superintendent to enforce administrative regulations.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 04/12/2021

 

Board members are encouraged to participate in on-going development opportunities that address the needs of the individual Board member on a topical basis.

The development opportunities include the following:

• Board President workshops
• IASB District Director meetings
• Legislative Meetings
• State convention and regional meetings of IASB
• National School Board Association Convention
• State institutes and conferences
• ABLE (Academy of Board Learning Experiences)

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 05/17/2021

 

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

Prior to reimbursement of actual and necessary expenses, a Board member must submit a detailed receipt indicating the date, purpose, and nature of the expense for each claim item. Failure to provide a detailed receipt will make the expense non-reimbursable. Personal expenses will be reimbursed by a Board member to the District no later than ten (10) working days following the date of the expense. In exceptional circumstances, the Board may allow a claim without a proper receipt. Written documentation explaining the exceptional circumstances will be maintained as part of the District's record of the claim.

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

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 05/17/2021

 

After the Board determines that attendance at a national meeting or convention could be of benefit to the operation of the Board, the professional growth of an individual Board member, the District in general, and/or its students, the following procedures will be adhered to:

1.  Attendance shall be limited to two (2) Board members per national meeting/convention and individual members can attend no more than twice during their four-year term of office.  It is recommended that the Board President and Vice President attend each year unless they have previously attended a like meeting/convention during their four-year term of office.  When this occurs other Board members shall have the opportunity to attend on a rotating basis within the above guidelines.  During each member’s four-year term of office, it is recommended that they attend at least one such meeting/convention.

2.   After a decision has been made to attend and which members will be attending, a pre-convention meeting prior to departure will be held.  The purpose of such a meeting will be to examine the meeting/convention program in detail to determine which sessions to attend, what specific information to look for, and/or any specific questions/problems for which to seek solutions/possible alternatives.

3.   Each member shall make a formal report to the full Board upon return from the meeting/convention. It is suggested that the members attending such meetings/conventions compile a notebook to aid in reporting to the Board and for future reference.

4.   The costs to be reimbursed and/or allowed at District expense include; transportation, meals, lodging, applicable materials and/or equipment purchased, and tips.  No expenses shall be allowed/approved for friends or family who accompanied the Board members to the meeting/convention.  Receipts and vouchers shall be required prior to reimbursement and it is suggested that Board members keep a record of their expenses incurred while attending such meeting/convention.

5.   Entertainment, side trips, and other expenses incurred during free time will not be reimbursable by the school district to the Board members.

6.   In unusual or special circumstances the Board may waive the numbers limitation on members attending a particular convention.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 05/17/2021

 

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

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

• Is seeking to be or is a party to any one or any combination of sales, purchases, leases or contracts to, from or with the District;
• Will be directly and substantially affected financially by the performance or non-performance of the Board member's official duty in a way that is greater than the effect on the public generally or on a substantial class of persons to which the person belongs as a member of a profession, occupation, industry or region; or
• Is a lobbyist or a client of a lobbyist with respect to matters within the District's jurisdiction.

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

• Contributions to a candidate or a candidate's committee;
• Information material relevant to a Board member's official function, such as books, pamphlets, reports, documents, periodicals or other information that is recorded in a written, audio or visual format;
• Anything received from a person related within the fourth degree by kinship or marriage, unless the donor is acting as an agent or intermediary for another person not so related;
• An inheritance;
• Anything available or distributed to the general public free of charge without regard to the official status of the Board recipient;
• Items received from a charitable, professional, educational or business organization to which the Board member belongs as a dues paying member if the items are given to all members of the organization without regard to an individual member's status or positions held outside of the organization and if the dues paid are not inconsequential when compared to the items received;
• Actual expenses of a Board member for food, beverages, travel, and lodging for a meeting, which is given in return for participation in a panel or speaking engagement at the meeting when the expenses relate directly to the day or days on which the Board member has participation or presentation responsibilities;
• Plaques or items of negligible resale value given as recognition for public service;
• Nonmonetary items with a value of less than three dollars ($3.00) that are received from any one donor during one calendar day;
• Items or services solicited or given to a state, national or regional organization in which the state of Iowa or a school district is a member for purposes of a business or educational conference, seminar or other meeting or solicited by or given to state, national or regional government organizations whose memberships and officers are primarily composed of state or local government officials or employees for purposes of a business or educational conference, seminar or other meeting;
• Items or services received by members or representatives of members as part of a regularly scheduled event that is part of a business or educational conference, seminar or other meeting that is sponsored and directed by any state, national or regional government organization in which the state of Iowa or a political subdivision of the state of Iowa is a member or received at such an event by members or representatives of members of state, national or regional government organizations whose memberships and officers are primarily composed of state or local government officials or employees;
• Funeral flowers or memorials to a church or non-profit organization;
• Gifts which are given to a public official for the public official's wedding or twenty-fifth or fiftieth wedding anniversary;
• Payment of salary or expenses by a Board member's employer or the firm in which the Board member is a member for the cost of attending a meeting of a subunit of an agency when the Board member whose expenses are being paid serves on a board, commission, committee, council or other subunit of the agency and the Board member is not entitled to receive compensation or reimbursement of expenses from the District;
• Gifts other than food, beverages, travel, and lodging received by a Board member which are received from a person who is a citizen of a country other than the United States and is given during a ceremonial presentation or as a result of a custom of the other country and is of personal value only to the board member; or
• Actual registration costs for informational meetings or sessions which assist a public official or public employee in the performance of the person's official functions. The costs of food, drink, lodging, and travel are not "registration costs" under this paragraph. Meetings or sessions which a public official or public employee attends for personal or professional licensing purposes are not "informational meetings or sessions which assist a public official or public employee in the performance of the person's official functions" under this paragraph.

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

• Actual expenses of a Board member for registration, food, beverages, travel or lodging for a meeting, which is given in return for participation in a panel or speaking engagement at a meeting when the expenses relate directly to the day or days on which the Board member has participation or presentation responsibilities;
• A nonmonetary gift or series of nonmonetary gifts donated within thirty (30) days to a public body, an educational or charitable organization or the department of general services; or
• A payment made to a Board member for services rendered as part of a private business, trade or profession in which the Board member is       engaged if the payment is commensurate with the actual services rendered and is not being made because of the person's status as a Board member but, rather, because of some special expertise or other qualification.

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

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 05/17/2021

 

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

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

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

The purpose of modified rules adopted by the Board are:

• To establish guidelines by which the business of the 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 insure members of the Board, concentrating on the substantive issues at hand, have the necessary information to make decisions, and to insure adequate discussion of decisions to be made; and,
• To insure meetings and actions of the Board are conducted so as to be informative to the staff and the public, and to produce a clear record of actions taken and decisions made.

 

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019
REVIEWED: 06/21/2020