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.

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 Independence 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.

Legal Reference:  Iowa Code §§ 256.11, .11A; 279.8; 280.12 (2003).
                                      281 I.A.C. 12.1(2), 12.3(3).

Cross Reference:  101      Educational Philosophy of the School District
                                      105      Long-Range Needs Assessment
                                      210      Board of Directors' Management Procedures

Approved:  11/012004

Reviewed:  07/18/2005, 08/16/2010, 07/28/2015, 03/17/2020

Revised:  

The Independence Community School District board is authorized by and derives its organization from Iowa law.  The board shall consist of five board members.  Board members will be elected at-large with four by director districts and one at-large.

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

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

Legal Reference:          Iowa Code §§ 274.2; 275.23A; 277.23, .28, .31; 279.1, .5, .7, .8, 33.

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

Cross Reference:         202      Board of Directors Members

                                     206.1   President

                                    206.2   Vice President

                                    211      Board of Directors' Meetings

Approved:  11/01/2004

Reviewed:  07/18/2005, 08/16/2010

Revised:  11/17/2008, 07/28/2015, 02/20/2017, 07/15/2019, 03/17/2020, 01/17/2022

The board of the Independence Community School District, acting on behalf of the school district, shall have jurisdiction over school matters within the territory of the school district.

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

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

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 district or the board.

The board shall conduct a periodic evaluation of itself.  The goal of the self-evaluation is to point out strengths as well as weaknesses of the board.

The evaluation will focus on board policies, board meetings, education program, financial management, board members' personal qualities, and the board's relationship with the superintendent, employees, school district community, and students.

It shall be the responsibility of the board president to develop a board evaluation program.  The board may employ an outside facilitator if the board determines the facilitator is necessary.

Legal Reference:  Board of Directors of Ind. School Dist. of Waterloo v. Green, 259 Iowa 1260, 147 N.W.2d 854 (1967).
                                      Iowa Code §§ 28E; 274.1-.2; 279.8 (2003).
                                      281 I.A.C. 12.1(2).
                                      1990 Op. Att'y Gen. 66.

Cross Reference:  210      Board of Directors' Management Procedures

Approved:  11/01/2004

Reviewed:  07/18/2005, 08/16/2010, 07/28/2015, 03/17/2020

Revised:  12/16/2024

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

As a representative of the citizens of the school district community, the board is responsible for legislating policy for the school district.  As a policy making body, the board has jurisdiction to enact policy with the force and effect of law for the management and operation of the school district.

It is the responsibility of the board, under the board's executive duty, to select its chief executive officer, the superintendent, to operate the school district on the board's behalf.  The board delegates to the superintendent its authority to carry out board policy, to formulate and carry out rules and regulations and to handle the administrative details in a manner which supports and is consistent with board policy.

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

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

Legal Reference:          Iowa Code §§ 274.1; 279; 280.12.

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

Cross Reference:          101      Educational Philosophy of the School District

                                    105      Long-Range Needs Assessment

                                    210      Board of Directors' Management Procedures

                                    600      Goals and Objectives of the Education Program

Approved:  11/01/2004

Reviewed:  07/18/2005, 08/16/2010, 07/28/2015, 03/17/2020, 01/16/2024

Revised:  09/20/2021, 08/15/2022

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

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

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

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

Legal Reference:          U.S. Const. Amend. I

                                    Iowa Const. Art. I, sec. 7

                                      Lindke v Freed, 601 U.S. (2024)

                                    20 U.S.C. 1417(c)

                                    34 C.F.R. 99.3

                                    Iowa Code §§ 21; 22

Cross Reference:          200.03 Responsibilities of the Board

                                    902.01 News Media Relations

Approved:  06/19/2023

Reviewed: 01/16/2024

Revised: 10/21/2024

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

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

Citizens wanting to run for a position on the board must be a citizen of the school district, an eligible elector of the district and free from a financial conflict of interest with the position.

Legal Reference:  Iowa Code §§ 63; 68B; 277.4, .27; 279.7A (2003).

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

Approved 11/01/2004                           Reviewed 08/22/2005                           Revised                   
                                                                                            08/16/2010
                                                                                            07/28/2015
                                                                                            03/17/2020

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 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 shall 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.

"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 Independence Community School District as now and hereafter required by law?"

Legal Reference:  Iowa Code §§ 277.28; 279.1, .6 (2003).

Cross Reference:  200.2   Organization of the Board of Directors
                                      201      Board of Directors' Elections
                                      202      Board of Directors Members
                                      204      Code of Ethics
                                      206      Board of Directors' Officers

Approved 11/01/2004                           Reviewed 08/16/2010                           Revised 11/17/2008
                                                                                            07/28/2015
                                                                                            03/17/2020

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

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

Legal Reference:  Iowa Code §§ 69.12; 274.7; 279.6-.7 (2003).

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

Approved 11/01/2004                           Reviewed 08/16/2010                           Revised 11/17/2008
                                                                                            07/28/2015                                             09/19/2016
                                                                                            11/19/2018                                             11/19/2018
                                                                                            03/17/2020

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 school district or director district.

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

A person appointed to fill a vacancy shall hold office until a successor is elected and qualified at the next regular school election, unless there is an intervening special election for the school district, in which event a successor shall be elected at the intervening special election.

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

Legal Reference:  Iowa Code §§ 69; 277.29; 279
                                      Good v. Crouch, 397 N.W.2d 757 (Iowa 1986).
                                      Board of Directors of Grimes Independent School Dist. v. County Board of Public Instruction of Polk Co., 257 Iowa 106, 131 N.W.2d 802
                                            (1965).
                                      Board of Directors of Menlo Consol. School Dist. v. Blakesburg, 240 Iowa 910, 36 N.W.2d 751 (1949).
                                      1944 Op. Att'y Gen. 39.

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

Approved 11/01/2004                           Reviewed 08/16/2010                           Revised 11/17/2008
                                                                                             07/28/2015                                             09/19/2016
                                                                                             03/17/2020                                             03/17/2020

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 may hire a security officer if the board members' concern for safety or actions by spectators warrants it.

Legal Reference:  Iowa Code §§ 21.7; 279.8; 716.7 (2003).

Cross Reference:  215      Public Participation in Board Meetings
                                      904.4   Public Conduct on School Premises

Approved:  11/01/2004

Reviewed:  09/19/2005, 09/20/2010, 08/17/2015, 03/17/2020

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.  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 official 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.

Legal Reference:  Wood v. Strickland, 420 U.S. 308 (1975).
                                      42 U.S.C. §§ 1983, 1985 (1994).
                                      Iowa Code ch. 670 (2003).

Cross Reference:  709      Insurance

Approved:  11/01/2004

Reviewed:  09/19/2005, 09/20/2010, 08/17/2015, 03/17/2020

Revised:  

It shall be 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 shall be 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, shall 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 shall 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 shall consult with the superintendent on the development of the agenda for the meeting.

The board president, as the chief officer of the school district, shall 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.  Additional assignments to the board president, unless otherwise delegated, include:

1. representing ICSD to the state school board association meetings (i.e. IASB delegate assembly).
2. representing ICSD to the Buchanan County Conservation Resource Enhancement and Protection (REAP) Committee.
3. representing the ICSD board of education during master contract negotiations with bargaining units, including the Independence Teachers’ Association and Independence Educational Support Personnel.

Legal Reference:          Iowa Code §§ 279.1-.2; 291.1.

Cross Reference:        200.2   Organization of the Board of Directors

                                    202.2   Oath of Office

                                    206.2   Vice President

Approved:  11/01/2004

Reviewed:  08/17/2015, 03/17/2020

Revised:  11/17/2008, 07/19/2010, 09/20/2021, 01/17/2023

The vice president of the board shall be 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.

By this election, if the board president is unable or unwilling to carry out the duties required, it shall be 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 shall 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 shall take an active role in board decisions by discussing and voting on matters before the board in the same manner as other board members.

The vice president will join the president representing the ICSD board of education during master contract negotiations with bargaining units, including the Independence Teachers’ Association and Independence Educational Support Personnel.

Legal Reference:          Iowa Code § 279.5.

Cross Reference:        200.2   Organization of the Board of Directors

                                    202.2   Oath of Office

                                    206.1   President

Approved:  11/01/2004

Reviewed:  08/17/2015, 03/17/2020

Revised:  11/17/2008, 07/19/2010, 10/21/2019, 09/20/2021, 01/17/2023

A 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 superintendent to evaluate the secretary-treasurer annually.

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

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

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

Cross Reference:  202.2   Oath of Office
                                      210.1   Annual Meeting
                                      215      Board of Directors' Records
                                      501.10 Truancy - Unexcused Absences
                                      704.3   Investments
                                      707      Fiscal Reports
                                      708      Care, Maintenance and Disposal of School District Records

Approved:  11/01/2004

Reviewed:  11/21/2005, 09/20/2010, 08/17/2015, 03/17/2020

Revised:  07/15/2019, 10/21/2024

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 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 will be subject to the open meetings law if the committee is established by statute or if the committee makes policy recommendations and is established by or approved by the board.

The method for selection of committee members shall be stated in the board resolution.  When possible, and when the necessary expertise required allows, the committee members will be representative of the school district community and 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.

Legal Reference:  Iowa Code §§ 21; 279.8; 280.12(2) (2003).
                                      281 I.A.C. 12.3(3), .3(8); .5(8).
                                      O.A.G., Nov. 18, 1993

Cross Reference:  104      The People and Their School District
                                      105      Long-Range Needs Assessment
                                      212      Open Meetings
                                      213      Closed Sessions
                                      218      Board of Directors' Records
                                      605.1   Instructional Materials Selection
                                      900      Principles and Objectives for Community Relations

Approved:  11/01/2004

Reviewed:  11/21/2005, 09/20/2010, 08/17/2015, 03/17/2020

Revised:  

The board has jurisdiction to legislate policy for the school district with the force and effect of law.  Board policy provides the general direction as to what the board wishes to accomplish while allowing the superintendent to implement board policy.

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

Legal Reference:  Iowa Code §§ 274.1-.2; 279.8; 280.12 (2003).
                                      281 I.A.C. 12.3(2).
                                      1970 Op. Att'y Gen. 287.

Cross Reference:  101      Educational Philosophy of the School District
                                      200.1   Role of the Board of Directors
                                      200.3   Powers of the Board of Directors
                                      200.4   Responsibilities of the Board of Directors
                                      210      Board of Directors' Management Procedures

Approved:  11/01/2004

Reviewed:  12/20/2005, 10/25/2010, 09/21/2015, 03/17/2020

Revised:  

The board shall give notice of proposed policy changes or adoption of new policies by placing the item on the agenda of two regular board meetings.  The proposed policy changes shall be distributed 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 at the next regular meeting after the meeting allowing public discussion unless second reading was waived at the first meeting.  The policy will be effective on the later of the date of passage or the date stated in the motion.

In the case of an emergency, a new or changed policy may be adopted by a majority vote of a quorum of the board.  The emergency policy 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.

Legal Reference:   Iowa Code § 279.8 (2003).
                                      281 I.A.C. 12.3(2).
                                      1970 Op. Att'y Gen. 287.

Cross Reference:  200.1   Role of the Board of Directors
                                      200.3   Powers of the Board of Directors
                                      200.4   Responsibilities of the Board of Directors
                                      210      Board of Directors' Management Procedures

Approved:  11/01/2004

Reviewed:  12/20/2005, 10/25/2010, 09/21/2015, 03/17/2020

Revised:  

A board policy manual shall be housed in the Central Administration Office.  Board members shall have electronic access to 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 no later than the first regular board meeting following the policy's adoption.  Changes in board policy shall be reflected in the minutes of the meetings in which the final action was taken to adopt the new or changed policy.

Legal Reference:  Iowa Code §§ 277.31; 279.8 (2003).
                                      281 I.A.C. 12.3(2).

Cross Reference:  200.4   Responsibilities of the Board of Directors
                                      210      Board of Directors' Management Procedures

Approved:  11/01/2004

Reviewed:  10/25/2010, 09/21/2015, 03/17/2020

Revised:  11/17/2008

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

Legal Reference:  Iowa Code § 279.8 (2003).
                                      281 I.A.C. 12.3(2).

Cross Reference:  200.4   Responsibilities of the Board of Directors
                                      210      Board of Directors' Management Procedures

Approved:  11/01/2004

Reviewed:  12/20/2005, 10/25/2010, 09/21/2015, 03/17/2020

Revised:

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

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

Legal Reference:  Iowa Code § 279.8 (2003).
                                      281 I.A.C. 12.3(2).

Cross Reference:  200.4   Responsibilities of the Board of Directors
                                      210      Board of Directors' Management Procedures
                                      303.4   Superintendent Duties
                                      306      Policy Implementation

Approved:  11/01/2004

Reviewed:  12/20/2005, 10/25/2010, 09/21/2015, 03/17/2020

Revised:  

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

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

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

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

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

Legal Reference:  Iowa Code § 279.8 (2003).
                                      281 I.A.C. 12.3(2).

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

Approved:  11/01/2004

Reviewed:  01/16/2006, 10/25/2010, 09/21/2015, 03/17/2020

Revised:  08/20/2012

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, including handbooks, will be approved by the board prior to their use in the school district.

The administrative regulations will be available within one day after the adoption of the board policy unless the board directs otherwise.

Legal Reference:  Iowa Code §§ 279.8, .20 (2003).

Cross Reference:  200.4   Responsibilities of the Board of Directors
                                      210      Board of Directors' Management Procedures

Approved:  11/01/2004

Reviewed:  01/16/2006, 10/25/2010, 09/21/2015, 03/17/2020

Revised:  

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. 

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

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

Approved:  11/01/2004

Reviewed:  01/16/2006, 10/20/2015, 03/17/2020

Revised:  07/19/2010

The regular meeting time and date shall be set by the board at its annual and/or organizational meeting.  The regular meetings of the board will be held on the third Monday of each month in the Administration Office unless otherwise noted.

Meetings shall begin promptly at 6:00 p.m.  The board shall adhere to this meeting date unless the board requires additional meetings or, due to circumstances beyond the board's control, the meeting cannot be held on the regular meeting date, and the meeting will be re-scheduled in accordance with law and policy.  Public notice of the meetings shall be given.

Legal Reference:  Iowa Code §§ 21.3, .4; 279.1 (2003).
                                      1980 Op. Atty Gen. 148.

Cross Reference:  200.2   Organization of the Board of Directors
                                      211      Board of Directors' Meetings

Approved:  11/01/2004

Reviewed:  01/16/2006, 10/20/2015, 03/17/2020

Revised:  07/19/2010, 10/24/2011, 02/20/2017

It may be necessary for the board to conduct a special meeting in addition to the regularly scheduled board meeting.  Special meetings may be called by the president of the board or by the board secretary at the request of a majority of the board.  Should a special meeting be called, 24 hour 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 regular or special board meeting.

Legal Reference:  Iowa Code §§ 21.3, .4; 279.2 (2003).
                                      1980 Op. Att'y Gen. 148.

Cross Reference:  200.2   Organization of the Board of Directors
                                      211      Board of Directors' Meetings

Approved:  11/01/2004

Reviewed:  01/16/2006, 11/15/2010, 10/20/2015, 03/17/2020

Revised:

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

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

Legal Reference:  Iowa Code §§ 21; 279.8 (2003).
                                      1982 Op. Att'y Gen. 162.
                                      1980 Op. Att'y Gen. 167.
                                      1976 Op. Att'y Gen. 384, 514, 765.
                                      1972 Op. Att'y Gen. 158.
                                      1970 Op. Att'y Gen. 287.

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

Approved:  11/01/2004

Reviewed:  02/20/2006, 11/15/2010, 10/20/2015, 03/17/2020

Revised:  

Public notice will be given for meetings and work sessions held by the board.  Public notice will indicate the time, place, date and tentative agenda of board meetings.  The public notice will be posted in a prominent place clearly designated for posting agendas in the Central Administration Office and on an exterior facing door/window so that community members may see the agenda when the building is physically closed.  The agenda will be posted at least three days before it is scheduled, but, at the minimum, twenty-four hours notice needs to be given.

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

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

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

Legal Reference:          Dobrovolny v. Reinhardt, 173 N.W.2d 837 (Iowa 1970).

                                    Iowa Code §§ 21.2-.4; 279.1, .2 

Cross Reference:          211      Board of Directors' Meetings

                                      214      Board of Directors' Meeting Agenda

Approved:  11/01/2004                                                                                    

Reviewed:  02/20/2006, 11/15/2010, 10/20/2015                 

Revised:  03/17/2020, 06/19/2023                                

Action by the board regarding the affairs of the school district may be taken only when a quorum, a majority of the board members, is in attendance at the board meeting.  While in person participation is encouraged, board members may attend meetings either in person or electronically provided each member can hear and be heard in real time by all members present and the public.

While board members are encouraged to attend board meetings, three members shall constitute a quorum and are a sufficient number to transact business of the school corporation.  The adjournment of a meeting may be executed without a quorum.

An affirmative vote of a majority of the votes cast 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.

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

Cross Reference:  211      Board of Directors' Meetings

Approved:  11/01/2004

Reviewed:  02/20/2006, 11/15/2010, 10/20/2015

Revised:  03/17/2020

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

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 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.

Legal Reference:  Iowa Code §§ 21.2, .7; 279.8 (2003).

Cross Reference:  211      Board of Directors' Meetings     

Approved:  11/01/2004

Reviewed:  02/20/2006, 10/20/2015, 03/17/2020

Revised:  07/19/2010, 12/16/2024

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 recording the gathering or taking minutes, and be held without a vote or motion.  The board may also hold an exempt session for the following reasons, or as may be otherwise authorized by law:

      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.

Legal Reference:          Iowa Code §§ 20.17; 21; 22.7; 279.15, .16.

Cross Reference:        209.1   Ad Hoc Committees

                                    212      Open Meetings

                                    213       Closed Sessions

Approved:  01/17/2022

Reviewed:

Revised:

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 prior to the scheduled board meeting.  These documents are the private property of the board member.  Persons wishing to view the tentative agenda and supporting documents may do so at the central administration office or by visiting the district website.

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

It will be the responsibility of the board president and superintendent to develop the agenda for each board meeting.  Any board member may place an item on the next regular agenda with the consent of a majority of the board.  Board members wishing to do so should provide notice to the superintendent and board president 5 days prior to the scheduled meeting.

Legal Reference:          Iowa Code §§ 21; 279.8. 

                                    1980 Op. Att'y Gen. 269.

Cross Reference:        211      Board of Directors' Meetings

                                    212      Open Meetings

                                    215      Public Participation in Board Meetings

                                    218      Board of Directors' Records

                                    402.5   Public Complaints About Employees

                                    502.6   Student Complaints and Grievances

Approved:  11/01/2004

Reviewed:  03/20/2006, 11/15/2010, 11/16/2015, 04/20/2020

Revised:  01/17/2022

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, approval of previous minutes, approval of bills, approval of reports, etc.  These items might also include similar groups of decisions such as, but not limited to, approval of staff contracts, approval of maintenance details for the school buildings and grounds, open enrollment requests or approval of various schedules.

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

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

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

Legal Reference:  Iowa Code §§ 21; 279.8 (2003).

Cross Reference:  211      Board of Directors' Meetings

Approved:  11/01/2004

Reviewed:  03/20/2006, 11/15/2010, 11/16/2015, 04/20/2020

Revised:  07/15/2019

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

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

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

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

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

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

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

Legal Reference:  Iowa Code § 279.8

Cross Reference:  214.1   Board Meeting Agenda
                                      215      Public Participation in Board Meetings
                                      309      Communication Channels

Approved:  10/15/2018

Reviewed:  04/20/2020, 01/16/2024

Revised:

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

With respect to content, the minutes should show the following:

  1.    The place, date, and time of each meeting.

  2.    The type of meeting--regular, special, emergency, work session.

  3.    Members present and members absent, by name.

  4.    The call to order and adjournment.

  5.    The departure of members by name before adjournment.

  6.    The late arrival of members, by name.

  7.    The time and place of the next meeting.

  8.    Approval, or amendment and approval, of the minutes of the preceding meeting.

  9.    Complete information as to each subject of the board's deliberation and the action taken.

10.   The maker and seconder of the motion, what action was taken, and the vote on the motion detailed enough to attribute a vote to each member present.

11.   Complete text of all board resolutions, numbered consecutively for each fiscal year.

12.   A record of all contracts entered into, with the contract documents kept in a separate file.

13.   A record of all change orders on construction contracts.

14.   All employment changes, including resignations or terminations.

15.   A record, by number, of the bills of account approved by the board for payment.

16.   A record of all calls for bids, bids received, and action taken thereon.

17.   Approval of all transfers of funds from one budgetary fund to another.

18.   Important documents forming a part of a motion should be made a part of the minutes by exhibit and placed in the minute book along with the minutes.

19.   Board policy and administrative guides should be made a part of the minutes by exhibit.

20.   Adoption of textbooks for the school year as well as the school calendar should become a part of the minutes.

21.   Approval or disapproval of open enrollment requests with justification for disapproval or approval after the deadline.

22.   A record of all delegations appearing before the board and a record of all petitions.

23.   At the annual meeting each year the record should indicate that the books of the treasurer and secretary and the Certified Annual Report have been examined and approved subject to audit.

24.   The election or appointment of board officers.

25.   The appointment of auditors to examine the books.

At the annual or organizational meeting in odd-numbered years, the minutes should reflect the following:

26.   Appointment of a temporary chairperson if not specified in policy.

27.   Oath of office administered to newly elected board members.

28.   Nominations taken for the office of president and vice president.

29.   Election of the president and vice president, the votes and the oath of office administered to the president and vice president.

30.   The resolution to pay bills when the board is not in session.

31.   A resolution to automatically disburse payroll along with a roster of all employees under contract.

32.   A resolution naming depositories along with the maximum deposit for each depository.

33.   Resolution authorizing the use of a check protector and signer and the proper control of the signer.

34.   Motion designating a member or a committee to examine the bills of account for a designated period of time on a rotation basis if desired for the balance of the school year.

35.   Voting rotation when a roll call vote is used if so desired by the board.

Participation in board member associations are beneficial to the board.  The board shall maintain an active membership in the Iowa Association of School Boards and in organizations the board determines will be of benefit to the board and the school district.

Legal Reference:  Iowa Code § 279.38 (2003).

Cross Reference:  219.2   Board of Directors' Member Development and Training
                                      219.4   New Board of Directors' Member Orientation

Approved:  11/01/2004

Reviewed:  05/18/2006, 01/17/2011, 01/18/2016, 04/20/2020

Revised:

High-achieving school boards work as a team to create high expectations for all students. Board learning is foundational to creating this solid governance structure focused on student learning for school boards. The board may participate in conferences sponsored by educational associations and agencies in addition to its own in-service programs and work sessions.

The board will work closely with the Iowa Association of School Boards' and encourage the board members to participate in qualifying learning opportunities to achieve the Annual Board Award.

Legal Reference:  Iowa Code §§ 279.8, .38

Cross Reference:  219.1   Association Membership
                                      219.4   New Board of Directors' Member Orientation

Approved:  11/01/2004

Reviewed:  05/18/2006, 01/17/2011, 01/18/2016

Revised:  04/20/2020, 05/15/2023

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

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

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

Legal Reference:  Iowa Code §§ 68B; 277.27; 279.7A, .8, .32 (2003).

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

Approved:  11/01/2004

Reviewed:  06/26/2006, 01/17/2011, 01/18/2016, 04/20/2020

Revised:  

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. 

It shall be the responsibility of the superintendent to ensure that new board members have an opportunity to attend an orientation conference and 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 including a current board policy manual.

Legal Reference:  Iowa Code § 279.8 (2003).

Cross Reference:  219.1   Association Membership
                                      219.2   Board of Directors' Member Development and Training

Approved:  11/01/2004

Reviewed:  06/26/2006, 01/17/2011, 01/18/2016

Revised:  04/20/2020

In recognition of the great amount of time, energy, and talent as well as the interest of board members in the school district, past (if requested) board members shall receive lifetime single activity passes (to include their spouse) to school-sponsored activities.  During their tenure on the board, members will receive a family activity pass.

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

Legal Reference:  Iowa Code § 279.8 (2003).

Cross Reference:  219      Board of Directors' Member Services
                                      401.13 Employee Activity Passes

Approved:  11/04/2004

Reviewed:  06/26/2006, 01/18/2016, 04/20/2020

Revised:  10/26/2009, 12/17/2018