Students, parents, employees and others doing business with or performing services for the Gilmore City-Bradgate Community School District are hereby notified that this school district does not discriminate on the basis of race, age (except students), religion, color, national origin, creed, sex, marital status, socioeconomic status, sexual orientation, gender identity or disability in admission or access to, or treatment in, its programs and activities.  Any person having inquiries concerning the school district's compliance with the regulations implementing Title VI, Title VII, Title IX, the Americans with Disabilities Act (ADA), § 504 or Iowa Code § 280.3 is directed to contact:

who has been designated by the school district to coordinate the school district's efforts to comply with the regulations implementing Title VI, Title VII, Title IX, the ADA, § 504 and Iowa Code 280.3.

(Attach additional sheets if necessary)

Describe incident or occurrence as accurately as possible:

 (Attach additional sheets if necessary)

Name of Individual Alleging Discrimination or Non-Compliance

State the nature of the complaint and the remedy requested.

Indicate Principal's or Supervisor's response or action to above complaint.

The Gilmore City-Bradgate Community School District does not discriminate in its educational programs and activities on the basis of a student's disability.  It has been determined that your child has a qualifying disability for which accommodations may need to be made to meet his or her individual needs as adequately as the needs of other students.  As a parent, you have the right to the following:

        ·    participation of your child in school district programs and activities, including extracurricular programs and activities, to the maximum extent appropriate, free of discrimination based upon the student's disability and at the same level as students without disabilities;

        ·    receipt of free educational services to the extent they are provided students without disabilities:

        ·    receipt of information about your child and your child's educational programs and activities in your native language;

        ·    notice of identification of your child as having a qualifying disability for which accommodations may need to be made and notice prior to evaluation and placement of your child and right to periodically request a re-evaluation of your child;

        ·    inspect and review your child's educational records including a right to copy those records for a reasonable fee; you also have a right to ask the school district to amend your child's educational records if you feel the information in the records is misleading or inaccurate; should the school district refuse to amend the records, you have a right to a hearing and to place an explanatory letter in your child's file explaining why you feel the records are misleading or inaccurate;

        ·    hearing before an impartial hearing officer if you disagree with your child's evaluation or placement; you have a right to counsel at the hearing and have the decision of the impartial hearing officer reviewed.

Inquiries concerning the school district's compliance with the regulations implementing Title VI, Title IX, the Americans with Disabilities Act (ADA), § 504 or Iowa Code § 280.3 should be directed to:

who has been designated by the school district to coordinate the school district's efforts to comply with the regulations implementing Title VI, Title IX, the ADA, § 504 and Iowa Code 280.3. (2001)

Students, parents of students, employees, and applicants for employment in the school district will have the right to file a formal complaint alleging discrimination under federal or state regulations requiring non-discrimination in programs and employment.

Level One - Principal, Immediate Supervisor or

Personnel Contact Person

(Informal and Optional - may be bypassed by the grievant)

Employees with a complaint of discrimination based upon their gender, race, national origin, religion, creed, age or disability are encouraged to first discuss it with their immediate supervisor, with the objective of resolving the matter informally.  An applicant for employment with a complaint of discrimination based upon their gender, race, national origin, religion, age or disability are encouraged to first discuss it with the personnel contact person.

A student, or a parent of a student, with a complaint of discrimination based upon their gender, race, national origin, creed,  religion, marital status or disability are encouraged to discuss it with the instructor, counselor, supervisor, building administrator, program administrator or personnel contact person directly involved.

Level Two - Compliance Officer

If the grievance is not resolved at level one and the grievant wishes to pursue the grievance, the grievant may formalize it by filing a complaint in writing on a Grievance Filing Form, which may be obtained from the Compliance Officer.  The complaint will state the nature of the grievance and the remedy requested.  The filing of the formal, written complaint at level two must be within 15 working days from the date of the event giving rise to the grievance, or from the date the grievant could reasonably become aware of such occurrence.  The grievant may request that a meeting concerning the complaint be held with the Compliance Officer.  A minor student may be accompanied at that meeting by a parent or guardian.  The Compliance Officer will investigate the complaint and attempt to resolve it.  A written report from the Compliance Officer regarding action taken will be sent to the involved parties within a reasonable time after receipt of the complaint.

Level Three – Administrator designee

If the complaint is not resolved at level two, the grievant may appeal it to level three by presenting a written appeal to the superintendent within five working days after the grievant receives the report from the Compliance Officer, the grievant may request a meeting with the Superintendent.  The superintendent may request a meeting with the grievant to discuss the appeal.  A decision will be rendered by the superintendent within a reasonable time after the receipt of the written appeal.  If, in cases of disability grievances at the elementary and secondary level, the issue is not resolved through the grievance process, rather, the parents have a right to an impartial hearing to resolve the issue.

This procedure in no way denies the right of the grievant to file formal complaints with the Iowa Civil Rights Commission, the U.S. Department of Education Office for Civil Rights or Office of Special Education Programs, the Equal Employment Opportunity Commission, or the Iowa Department of Education for mediation or rectification of civil rights grievances, or to seek private counsel for complaints alleging discrimination.

Level Four - Appeal to Board

If the grievant is not satisfied with the superintendent's decision, the grievant can file an appeal with the board within five working days of the decision.  It is within the discretion of the board to determine whether it will hear the appeal.

The Compliance Officer is:

School districts also need to develop a process for long-range needs assessment.  The process needs to include three items.

• provisions for collecting, analyzing and reporting information derived from local, state and national sources;
• provisions for reviewing information acquired on the following:
  • state indicators and other locally determined indicators,
  • locally established student learning goals,
  • specific data collection required by state and federal programs;
• provisions for collecting and analyzing assessment data on the following:
• state indicators,
• locally determined indicators,
• locally established student learning goals.

The long-range needs assessment process in mandatory but it does not need to be an administrative regulation supporting the long-range needs assessment policy.  It is, however, recommended that it become an administrative regulation to support the policy to ensure completeness and consistency.

​​​​​​​

Name of complainant:  ____________________________________________________________

Position of complainant:  __________________________________________________________

Name of student or employee target:  _________________________________________________

Date of complaint:  _______________________________________________________________

Name of alleged harasser or bully:  ___________________________________________________

Date and place of incident or incidents:  _______________________________________________
_______________________________________________________________________________

Description of misconduct:  _________________________________________________________
________________________________________________________________________________
________________________________________________________________________________

Name of witnesses (if any):  _________________________________________________________
________________________________________________________________________________

Evidence of harassment or bullying, i.e., letters, photos, etc. (attach evidence if possible): ________
________________________________________________________________________________
________________________________________________________________________________

Any other information: _____________________________________________________________
________________________________________________________________________________

I agree that all of the information on this form is accurate and true to the best of my knowledge.

Signature:  ______________________________________________

Date:  ____________________

Name of witness:  ______________________________________________________

Position of witness:  ____________________________________________________

Description of incident witnessed:  _________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Any other information:  __________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

I agree that all of the information on this form is accurate and true to the best of my knowledge.

Signature:  _________________________________________

Date:  ______________________________

The Gilmore City-Bradgate Community School District board is authorized by and derives its organization from Iowa law.  The board will consist of five (5) board members.  All five (5) board members shall be elected at-large.

The board is organized for the purpose of setting policy and providing general direction for the school district.  The board will hold its organizational meeting each year at 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-treasurer will administer the oath of office to the newly-elected board members.  The superintendent will preside while the new board elects the president and vice-president of the new board.

Legal Reference:  Iowa Code §§ 274.2; 275.23A; 277.23, .28, .31; 279.1, .5, .7, .8 (2001).
                                       281 I.A.C. 12.3(2).

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

Approved 01-15-90                  
Reviewed 11-16-92; 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 12-21-92; 06-12-02; 12-18-06

The board of the Gilmore City-Bradgate Community School District, acting on behalf of the school district, will have jurisdiction over school matters within the territory of the school district.

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

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

Legal Reference: Board of Directors of Ind. School Dist. of Waterloo v. Green,  259 Iowa 1260, 147 N.W.2d 854 (1967).
                                       Iowa Code §§ 28E; 274.1-.2; 279.8 (2001).
                                       281 I.A.C. 12.1(2).
                                       1990 Op. Att'y Gen. 66.

Cross Reference:  209       Board of Directors' Management Procedures

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02

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

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

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

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

Legal Reference:  Iowa Code §§ 274.1; 279.1, .8, .20; 280.12 (2001).
                                       281 I.A.C. 12.3(2).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02

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 (2001).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02 

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 annual 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-treasurer and does not need to be given at a board meeting.  In the event the board secretary-treasurer 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                                  (naming the district) as now and hereafter required by law?"

Legal Reference:  Iowa Code §§ 277.28; 279.1, .6 (2001).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02

Board members elected for a full term at a regularly scheduled school election in September serve for four years.  Board members appointed to fill a vacant position will serve until the next scheduled school 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 (2001).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02; 09-19-11

A vacancy occurs when a board member resigns, forfeits or otherwise leaves the office.  A vacancy also includes, but is not limited to, the following:  failure to be properly elected, failure to qualify within the time fixed by law, failure to reside in the school district or director district, a court order declaring the seat vacant, conviction of a felony, three violations of the open meetings law, or conviction of a public offense in violation of the oath of office.

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 newly-appointed board member will hold the position until the next scheduled school election.  At that time the appointed board member may run for a four (4) year term, if one is available, or run for the remainder of the unexpired term.

If the board is unable to fill a vacancy by appointment within thirty (30) days after the vacancy occurs, the board secretary-treasurer 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.

Legal Reference:  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).
                                       Iowa Code §§ 21.6(3)(d); 69; 277.29-.30; 279.6-.7 (2001).
                                       1944 Op. Att'y Gen. 39.

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

Approved 01-15-90                  
Reviewed 11-15-93; 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 12-20-93; 06-12-02; 09-19-11

It is the responsibility of the board president to lead a well-organized board in an efficient and effective manner.  The board president will set the tone of the board meetings and, as the representative of the consensus of the board, speak on behalf of the board to the public.

The president of the board is elected by a majority vote at the organizational meeting, in odd-numbered years, or at the annual meeting, in even-numbered years.

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.  However, before making or seconding a motion, the board president will turn over control of the meeting to either the vice-president or other board member.

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

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

Legal Reference:  Iowa Code §§ 279.1-.2; 291.1 (2001).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 07-19-10; 08-15-11; 02-10-16
Revised 06-12-02; 08-16-10

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

The vice-president of the board will be elected by a majority vote at the organizational meeting, in odd-numbered years, or at the annual meeting, in even-numbered years.

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

Legal Reference:  Iowa Code § 279.5 (2001).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 07-19-10; 08-15-11; 02-10-16
Revised 06-12-02; 08-16-10

A board secretary-treasurer may be appointed from employees, other than a position requiring a teaching certificate, or from the public at the board meeting held each year after July 1 and no later than August 15, to serve a one year term of office.  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 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 board secretary-treasurer will also be responsible for filing the required reports with the Iowa Department of Education.

It is the responsibility of the board secretary-treasurer to oversee the investment portfolio, to receive funds of the school district, to pay out the funds for expenses approved by the board, to maintain accurate accounting records for each fund, to report monthly regarding the investment portfolio and the status of each fund and to file required reports with the appropriate state agencies and other entities.  It will also be the responsibility of the board secretary-treasurer to coordinate the financial records, the financial reports, the cash flow needs and the investment portfolio of the school district.

In the event the board secretary-treasurer is unable to fulfill the responsibilities set out by the board and the law, a temporary replacement will be found to 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.

Legal Reference:  Iowa Code §§ 12B.10; 12C; 64; 277.27; 279.3, .5, .7, .31-.33, .35; 291.2-.4, .6-.15; 299.10, .16 (1999).
                                       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 06-12-02                         
Reviewed 12-15-03; 11-20-06; 08-15-11; 02-10-16
Revised 01-19-04

Ad Hoc Committee Purpose and Function

The specific purpose of each ad hoc committee varies.  Generally, the primary function of an ad hoc committee is to give specific advice and suggestions.  The advice and suggestions should focus on the purpose and duties stated in the board resolution establishing the committee.  It is the board's role to take action based on information received from the ad hoc committee and other sources.  Ad hoc committees may be subject to the open meetings law.

Role of an Ad Hoc Committee Member

The primary role of an ad hoc committee member is to be a productive, positive member of the committee.  In doing so, it is important to listen to and respect the opinions of others.  When the ad hoc committee makes a recommendation to the board, it is important for the ad hoc committee members to support the majority decision of the ad hoc committee.  An ad hoc committee will function best when its members work within the committee framework and bring items of business to the ad hoc committee.

Ad Hoc Committee Membership

Ad hoc committee members may be appointed by the board.  The board may request input from individuals or organizations, or it may seek volunteers to serve.  Only the board or superintendent has the authority to appoint members to an ad hoc committee.  Boards must follow the legal limitations or requirements regarding the membership of an ad hoc committee.

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 and why it wishes to accomplish it 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 are the basis for the formulation of regulations by the administration.  The board will determine the effectiveness of the policy statements by evaluating periodic reports from the administration.

Policy statements may be proposed by a board member, administrator, employee, student or member of the school district community.  Proposed policy statements or ideas will be submitted to the superintendent's office for possible placement on the board agenda.  It is the responsibility of the superintendent to bring these proposals to the attention of the board.

Legal Reference:  Iowa Code §§ 274.1-.2; 279.8; 280.12 (2001).
                                       281 I.A.C. 12.3(2).
                                       1970 Op. Att'y Gen. 287.

Cross Reference:  101       Educational Philosophy of the School District
                                       200.2    Powers of the Board of Directors
                                       200.3    Responsibilities of the Board of Directors
                                       209       Board of Directors' Management Procedures

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02

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

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

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

Legal Reference:  Iowa Code § 279.8 (2001).
                                       281 I.A.C. 12.3(2).
                                       1970 Op. Att'y Gen. 287.

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02

A board policy manual is housed in each central administration office and on the school website.  Persons wishing to review the board policy manual will contact the board secretary-treasurer, who will have a board policy manual available for public inspection.

It is the responsibility of the board secretary-treasurer to ensure copies of changes in board policy will also be included in or attached to the minutes of the meetings in which the final action was taken to adopt the new or changed policy.

Legal Reference:  Iowa Code §§ 277.31; 279.8 (2001).
                                       281 I.A.C. 12.3(2).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02

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

Legal Reference:  Iowa Code § 279.8 (2001).
                                       281 I.A.C. 12.3(2).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02

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

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

Legal Reference:  Iowa Code § 279.8 (2001).
                                       281 I.A.C. 12.3(2).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02

The board shall, at least once every five (5) years, review board policy.  Once the policy has been reviewed, even if no changes were made, a notation of the date of review is made on the face of the policy statement.

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

• Board of Directors (Series 200)
• Administration, Employees (Series 300 and 400)
• School District, 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 is the responsibility of the superintendent to keep the board informed as to legal changes at both the federal and state levels.  The superintendent will 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 (2001).
                                       281 I.A.C. 12.3(2).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16      
Revised 06-12-02

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

It is the responsibility of the superintendent to develop administrative regulations to implement the board policies.  The regulations, including handbooks, will be reviewed and formally adopted by the board prior to their use in the school district.

The administrative regulations will be available no later than the first regular board meeting after the adoption of the board policy unless the board directs otherwise.

Legal Reference:  Iowa Code §§ 279.8, .20 (2001).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02

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 board secretary-treasurer’s statements for the fiscal year ending the preceding June 30.  As part of the annual reports, the board secretary-treasurer will present affidavits from depository banks.  The board may also appoint the board’s legal counsel at the annual meeting. 

Legal Reference:  Iowa Code §§ 279.3, .33 (2001).

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

Approved 01-15-90                  
Reviewed 05-21-02; 12-15-03; 11-20-06; 07-19-10; 08-15-11; 02-10-16
Revised 06-12-02; 01-19-04; 08-16-10

The regular meeting time and date will be set by the board at its annual or organizational meeting.  The regular meetings of the board will be held on the second (2^nd) Wednesday of each month.

Meetings will begin promptly at 5:30 p.m.  The board will 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 at the board's convenience.  Public notice of the meetings will be given.

Legal Reference:  Iowa Code §§ 21.3, .4; 279.1 (2001).
                                       1980 Op. Att'y Gen. 148.

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

Approved 01-15-90                  
Reviewed 05-18-92; 05-21-02; 11-20-06; 07-19-10; 08-15-11; 05-20-14; 02-10-16
Revised 06-15-92; 06-12-02; 08-16-10; 06-17-14

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-treasurer at the request of a majority of the board.  Should a special meeting be called, public notice will be given.

If the special meeting called is an emergency meeting and the board cannot give public notice in its usual manner, the board will give public notice of the meeting as soon as practical and possible in light of the situation.  Emergency meetings will only be held when an issue cannot wait twenty-four hours necessary for a special meeting.  The reason for the emergency meeting and why notice in its usual manner could not be given will be stated in the minutes.

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

Legal Reference:  Iowa Code §§ 21.3, .4; 279.2 (2001).
                                       1980 Op. Att'y Gen. 148.

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02

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 (2001).
                                       1982 Op. Att'y Gen. 162.
                                       1980 Op. Att'y Gen. 167.
                                       1976 Op. Att'y Gen. 384, 514, 765.
                                       1972 Op. Att'y Gen. 158.
                                       1970 Op. Att'y Gen. 287.

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

Approved 01-15-90                  
Reviewed 11-15-93; 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 12-20-93; 06-12-02

Public notice will be given for meetings and work sessions held by the board.  Public notice will indicate the time, place, date and tentative agenda of board meetings.  The public notice will be posted on the bulletin board in the central administration office at a minimum of twenty-four (24) hours before it is scheduled.

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

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

It is the responsibility of the board secretary-treasurer 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 (2001).
                                       1952 Op. Att'y Gen. 133.

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

Approved 01-15-90                  
Reviewed 11-16-92; 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 12-21-02; 06-12-02

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

While board members are encouraged to attend board meetings, three (3) members will constitute a quorum and are a sufficient number to transact business of the school corporation.  The adjournment of a meeting may be executed without a quorum.

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

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

Legal Reference:  Iowa Code §§ 21.5(1); 279.4 (2001).

Cross Reference:  210       Board of Directors' Meetings

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02

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

The board will follow Robert's Rule of Order, Revised, latest edition as modified by this policy and subsequent rule.

The purpose of modified rules adopted by the board are:

·      To establish guidelines by which the business of the governing board can be conducted in a regular and internally consistent manner;

·      To organize the meetings so all necessary matters can be brought to the board and decisions of the board can be made in an orderly and reasonable manner;

·      To ensure members of the board, concentrating on the substantive issues at hand, have the necessary information to make decisions, and to ensure adequate discussion of decisions to be made; and,

·      To ensure meetings and actions of the board are conducted so as to be informative to the staff and the public, and to produce a clear record of actions taken and decisions made.

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

Legal Reference:  Iowa Code §§ 21.2, .7; 279.8 (2001).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02 

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 four (4) 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.  Items added to the agenda may be discussed or taken under advisement by the board.  If an added item is acted upon, the minutes of the board meeting will state the reason justifying the immediate action.

It is the responsibility of the superintendent to develop the agenda for each board meeting.  The board president may recommend items be included in the meeting agenda.

Legal Reference:  Iowa Code §§ 21; 279.8 (2001).
                                       1980 Op. Att'y Gen. 269.

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16
Revised 06-12-02

The board recognizes that concerns regarding the operation of the school district will arise.  The board further believes that constructive criticism can assist in improving the quality of the education program and in meeting individual student needs more effectively.  The board also places trust in its employees and desires to support their actions in a manner which frees them from unnecessary or unwarranted criticism and complaints.

Procedures for dealing with complaints concerning programs or practices should be governed by the following principles:

·      where action/investigation is desired by the complainant, or where it seems appropriate, the matter should be handled as near the source as possible;

·      complaints should both be investigated and, if possible, resolved expeditiously;

·      complaints should be dealt with courteously and in a constructive manner; and,

·      individuals directly affected by the complaint should have an opportunity to respond.

Specific procedures for handling complaints may be established in policies.  The board, consistent with its board policy-making role, will deal with complaints concerning specific schools, programs or procedures only after the usual channels have been exhausted.  Complaints regarding employees or complaints by students will follow the more specific policies on those issues.

When a complaint requiring attention is received by the board or a board member it will be referred to the superintendent.  After all of the channels have been exhausted, the complainant may appeal to the board by requesting a place on the board agenda or during the public audience portion of the board meeting.  If the complainant appeals to the board, the appeal will be in writing, signed and explain the process followed by the complainant prior to the appeal to the board.

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

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

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

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

3.   Members present and members absent, by name.

4.   The call to order and adjournment.

5.   The departure of members by name before adjournment.

6.   The late arrival of members, by name.

7.   The time and place of the next meeting.

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

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

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

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

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

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

14. All employment changes, including resignations or terminations.

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

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

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

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

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

20. Adoption of textbooks and establishment of bus routes by the board for the school year as well as the school calendar should become a part of the minutes.

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

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

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

24. The election or appointment of board officers.

25. The appointment of auditors to examine the books.

At the organizational meeting, in September/October, 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.

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

Legal Reference:  Iowa Code § 279.38 (2001).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16      
Revised 06-12-02; 09-19-11

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.  A credit card receipt is generally not considered a detailed receipt.  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-treasurer 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 (1999).

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

Approved 01-15-90                  
Reviewed 05-21-02; 11-20-06; 08-15-11; 02-10-16                  
Revised 06-12-02

The board and the administrators will work together in making decisions and setting goals for the school district.  This effort is designed to obtain, share, and use information to solve problems, make decisions, and formulate school district policies and regulations.

It is the responsibility of each administrator to fully participate in the management of the school district by investigating, analyzing, and expressing their views on issues.  Those board members or administrators with special expertise or knowledge of an issue may be called upon to provide information.  Each board member and administrator will support the decisions reached on the issues confronting the school district.

The board is responsible for making the final decision in matters pertaining to the school district.

It is the responsibility of the superintendent to develop guidelines for cooperative decision-making.

Legal Reference:  Iowa Code § 279.8 (2001).

Cross Reference:  301       Administrative Structure

Approved 01-15-91                  
Reviewed 10-21-02; 12-18-06; 09-21-11; 03-09-16
Revised 11-18-02

The board considers all those who have a role in the recruitment or release of employees to be part of the management team.  The management team is headed by the superintendent.  The superintendent will convene meetings to discuss school district policies, administrative procedures and other business brought to the superintendent's attention.

The management team will meet with the board upon the board's request or superintendent's recommendation to review overall operations of the school district and conditions affecting the management team.  The management team will have no relationship to the formal negotiating unit.  In the event a member or members of the management team are unable to resolve a problem, a committee of one board member, one management team member, and the superintendent will investigate the circumstances and make a recommendation.  If the recommendation does not settle the matter, the board and the management team will meet to resolve the matter.  The board may seek the advice of outside management consultants to assist in resolving the matter.

Legal Reference:  Iowa Code § 279.8 (2001).
                                       281 I.A.C. 12.3(3).

Cross Reference:  301       Administrative Structure

Approved 01-15-90                  
Reviewed 10-21-02; 12-18-06; 09-21-11;03-09-16
Revised 11-18-02

The board will employ a superintendent to serve as the chief executive officer of the board, to conduct the daily operations of the school district, and to implement board policy with the power and duties prescribed by the board and the law.

The board will consider applicants that meet or exceed the standards set by the Iowa Department of Education and the qualifications established in the job description for the superintendent position.  In employing a superintendent, the board will consider the qualifications, credentials and records of the applicants without regard to race, color, creed, sex, national origin, socioeconomic status, sexual orientation, gender identity, marital status, religion, age, or disability.  In keeping with the law, however, the board will consider the veteran status of the applicants. The board will look closely at the training, experience, skill and demonstrated competence of qualified applicants in making its final decision.

In choosing a superintendent, the board will also consider the school district's educational philosophy, financial situation, organizational structure, education programs, and other factors deemed relevant by the board.

The board may contract for assistance in the search for a superintendent.

The board may contract to share the services of the superintendent with another school district, AEA or other governmental entity.

Legal Reference:  29 U.S.C. §§ 621-634 (1994).
                                       42 U.S.C. §§ 2000e et seq. (1994).
                                       Iowa Code §§ 21.5(1)(i); 35C; 216; 279.8, .20 (2001).
                                       281 I.A.C. 12.4(4).
                                       1980 Op. Att'y Gen. 367.

Cross Reference:  200.2    Powers of the Board of Directors
                                       200.3    Responsibilities of the Board of Directors
                                       301       Administrative Structure
                                       302       Superintendent

Approved 01-15-90                  
Reviewed 12-21-92; 10-21-02; 12-18-06; 11-17-08; 09-21-11; 03-09-16
Revised 01-19-93; 11-18-02; 12-15-08; 10-17-11

The length of the contract for employment between the superintendent and the board is determined by the board.  The contract will begin on July 1 and end on June 30.  The contract will state the terms of employment.

The first two years of a contract issued to a newly employed superintendent is considered a probationary period.  The board may waive this period or the probationary period may be extended for an additional year upon the consent of the superintendent.  In the event of termination of a probationary or nonprobationary contract, the board will afford the superintendent appropriate due process, including notice by May 15.  The superintendent and board may mutually agree to terminate the superintendent's contract at any time.

If a superintendent's contract is not being renewed by the board, the contract will be extended automatically for additional one-year periods beyond the end of its term until it is modified or terminated as mutually agreed to by the parties or until the superintendent's contract is terminated consistent with statutory termination procedures.

It is the responsibility of the board to provide the contract for the superintendent.

If the superintendent wishes to resign, to be released from a contract, or to retire, the superintendent must comply with board policies dealing with retirement, release or resignation.

Legal Reference:  Cook v Plainfield Community School District, 301 N.W.2d 771 (Iowa App. 1980).
                                       Board of Education of Fort Madison Community School District v. Youel, 282 N.W.2d 677 (Iowa 1979).
                                       Briggs v Board of Directors of Hinton Community School District, 282 N.W.2d 740 (Iowa 1979).
                                       Luse v. Waco Community School District of Henry Co., 258 Iowa 1087, 141 N.W.2d 607 (1966).
                                       Iowa Code §§ 21.5(1)(i); 279.20, .22-.25 (2001).
                                       281 I.A.C. 12.4(4).

Cross Reference:  302       Superintendent

Approved 01-15-90                  
Reviewed 12-21-92; 10-21-02; 01-22-07; 09-21-11; 03-09-16
Revised 01-19-93; 11-18-02

The board has complete discretion to set the salary of the superintendent.  It is the responsibility of the board to set the salary and benefits of the superintendent at a level that will include consideration of, but not be limited to, the economic condition of the school district and the training, experience, skill, and demonstrated competence of the superintendent.  The salary is set at the beginning of each contract term.

In addition to the salary and benefits, the superintendent's actual and necessary expenses are paid by the school district when the superintendent is performing work-related duties.  It is within the discretion of the board to pay dues to professional organizations for the superintendent.

The board may approve the payment of dues and other benefits or compensation over and above the superintendent's contract.  Approval of dues and other benefits or compensation will be included in the records of the board in accordance with board policy.

Legal Reference:  Iowa Code §§ 279.8, .20 (2013).
                                       1984 Op. Att'y Gen. 47.

Cross Reference:  302       Superintendent

Approved 10-22-14                              
Reviewed 09-10-14                                                            
Revised 10-22-14

The board employs a superintendent of schools to serve as the chief executive officer of the board.  The board delegates to the superintendent the authority to implement board policy and to execute decisions made by the board concerning the internal operations of the school district, unless specifically stated otherwise.

The superintendent is responsible for the implementation and execution of board policy and the observance of board policy by employees and students.  The superintendent is responsible for overall supervision and discipline of employees and the education program.

In executing the above-stated duties, the superintendent will consider the financial situation of the school district as well as the needs of the students.  Specifically, the superintendent:

• Interprets and implements all board policies and all state and federal laws relevant to education;
• Supervises, either directly or through delegation, all activities of the school system according to, and consistent with, the policies of the board;
• Represents the board as a liaison between the school district and the community;
• Establishes and maintains a program of public relations to keep the public well-informed of the activities and needs of the school district, effecting a wholesome and cooperative working relationship between the school district and the community;
• Attends and participates in all meetings of the board, except when the superintendent has been excused, and makes recommendations affecting the school district;
• Reports to the board on such matters as deemed material to the understanding and proper management of the school district or as the board may request;
• Assumes responsibility for the overall financial planning of the district and for the preparation of the annual budget, and submits it to the board for review and approval;
• Establishes and maintains efficient procedures and effective controls for all expenditures of school district funds in accordance with the adopted budget, subject to the direction and approval of the board;
• Files, or causes to be filed, all reports required by law;
• Makes recommendations to the board for the selection of employees for the school district;
• Makes and records assignments and transfers of all employees pursuant to their qualifications;
• Employs such employees as may be necessary, within the limits of budgetary provisions and subject to the board's approval;
• Recommends to the board, for final action, the promotion, salary change, demotion, or dismissal of any employee;
• Prescribes rules for the classification and advancement of students, and for the transfer of students from one building to another in accordance with board policies;
• Summons employees of the school district to attend such regular and occasional meetings as are necessary to carry out the education program of the school district;
• Supervises methods of teaching, supervision, and administration in effect in the schools;
• Attends such conventions and conferences as are necessary to keep informed of the latest educational trends;
• Accepts responsibility for the general efficiency of the school system, for the development of the employees, and for the educational growth and welfare of the students;
• Defines educational needs and formulates policies and plans for recommendation to the board;
• Makes administrative decisions necessary for the proper functioning of the school district;
• Responsible for scheduling the use of buildings and grounds by all groups and/or organizations;
• Acts as the purchasing agent for the board, and establishes procedures for the purchase of books, materials and supplies;
• Approves vacation schedules for employees;
• Conducts periodic district administration meetings;
• Performs other duties as may be assigned by the board.
• Supervises the establishment or modification of the boundaries of school attendance and transportation areas subject to approval of the board; and
• Directs studies of buildings and sites, taking into consideration population trends and the educational and cultural needs of the district in order to ensure timely decisions by the board and the electorate regarding construction and renovation projects.

This list of duties will not act to limit the board's authority and responsibility over the superintendent.  In executing these duties and others the board may delegate, the superintendent will consider the school district's financial condition as well as the needs of the students in the school district.

Legal Reference:  Iowa Code §§ 279.8, .20, 23A (2013).
                                       281 I.A.C. 12.4(4).

Cross Reference:  209       Board of Directors' Management Procedures
                                       301       Administrative Structure
                                       302       Superintendent

Approved 10-22-14                              
Reviewed 09-10-14                                                            
Revised 10-22-14

The board will conduct an ongoing evaluation of the superintendent's skills, abilities, and competence.  At a minimum, the board will formally evaluate the superintendent on an annual basis.  The goal of the superintendent's formal evaluation is to ensure the education program for the students is carried out, promote growth in effective administrative leadership, clarify the superintendent's role, clarify the immediate priorities of the board, and develop a working relationship between the board and the superintendent.

The superintendent will be an educational leader who promotes the success of all students by:

• Facilitating the development, articulation, implementation, and stewardship of a vision of learning that is shared and supported by the school community. 
• Advocating, nurturing and sustaining a school culture and instructional program conducive to student learning and staff professional development. 
• Ensuring management of the organization, operations and resources for a safe, efficient and effective learning environment. 
• Collaborating with families and community members, responding to diverse community interests and needs and mobilizing community resources.   
• Acting with integrity, fairness and in an ethical manner.
• Understanding the profile of the community, and responding to and influencing the larger political, social, economic, legal and cultural context.

The formal evaluation will be based upon the following principles:

• The evaluation criteria will be in writing, clearly stated and mutually agreed upon by the board and the superintendent.  The criteria will be related to the job description and the school district's goals;
• At a minimum, the evaluation process will be conducted annually at a time agreed upon;
• Each board member will have an opportunity to individually evaluate the superintendent, and these individual evaluations will be compiled into an overall evaluation by the entire board;
• The superintendent will conduct a self-evaluation prior to discussing the board's evaluation, and the board as a whole will discuss its evaluation with the superintendent;
• The board may discuss its evaluation of the superintendent in closed session upon a request from the superintendent and if the board determines its discussion in open session will needlessly and irreparably injure the superintendent's reputation; and,
• The individual evaluation by each board member, if individual board members so desire, will not be reviewed by the superintendent.  Board members are encouraged to communicate their criticisms and concerns to the superintendent in the closed session.  The board president will develop a written summary of the individual evaluations, including both the strengths and the weaknesses of the superintendent, and place it in the superintendent's personnel file to be incorporated into the next cycle of evaluations.

This policy supports and does not preclude the ongoing, informal evaluation of the superintendent's skills, abilities and competence.

Legal Reference:  Wedergren v. Board of Directors, 307 N.W.2d 12 (Iowa 1981).
                                       Iowa Code §§ 279.8, .20, .23, .23A (2001).
                                       281 I.A.C. 12.3(4).

Cross Reference:  212       Closed Sessions
                                       302       Superintendent

Approved 01-15-90                  
Reviewed 10-21-02; 12-18-06; 09-21-11; 10-17-11; 03-09-16
Revised 11-18-02; 11-21-11

The board encourages the superintendent to continue professional growth by being involved in professional organizations, attending conferences, continuing education, and participating in other professional activities.

It is the responsibility of the superintendent to arrange the superintendent's schedule in order to enable attendance at various conferences and events.  If a conference or event requires the superintendent to be absent from the office for more than three days, requires overnight travel, or involves unusual expense, the superintendent will bring it to the attention of the board president prior to attending the event.

The superintendent will report to the board after an event.

Legal Reference:  Iowa Code § 279.8 (2001).
                                       281 I.A.C. 12.7.

Cross Reference:  303.7    Administrator Professional Development
                                       401.7    Employee Travel Compensation

Approved 01-15-90                  
Reviewed 10-21-02; 12-18-06; 09-21-11; 03-09-16
Revised 11-18-02

The board encourages the superintendent to be involved in the school district community by belonging to school district community organizations and attending and participating in school district community activities.

It is the responsibility of the superintendent to become involved in school district community activities and events.  The board may include a lump sum amount as part of the superintendent's compensation to be used specifically for paying the annual fees of the superintendent for school district community activities and events if, in the board's judgment, the superintendent's participation will further the public purpose of promoting and deriving support for the school district and public education in general.  It is within the discretion of the board to pay annual fees for professional organizations and activities.

Legal Reference:  Iowa Code § 279.8 (2001).
                                       1990 Op. Att'y Gen. 79.

Cross Reference:  302.3    Superintendent Salary and Other Compensation
                                       303.8    Administrator Civic Activities

Approved 01-15-90                  
Reviewed 10-21-02; 12-18-06; 09-21-11; 03-09-16
Revised 11-18-02

The superintendent's position is considered full-time employment.  The board expects the superintendent to give the responsibilities of the position precedence over other employment.  The superintendent may accept consulting or outside employment for pay as long as, in the judgment of the board, the work is conducted on the superintendent's personal time and it does not interfere with the performance of the superintendent's duties.

The board reserves the right, however, to request that the superintendent cease the outside employment as a condition of continued employment.  The board will give the superintendent thirty days notice to cease outside employment.

Legal Reference:  Iowa Code §§ 279.8, .20 (2001).

Cross Reference:  302.2    Superintendent Contract and Contract Nonrenewal
                                       302.4    Superintendent Duties

Approved 01-15-90                  
Reviewed 10-21-02; 12-18-06; 09-21-11; 03-09-16
Revised 11-18-02

The school district will have, in addition to the superintendent, the following administrative position:
          Elementary Principal

These administrators will work closely with the superintendent in the day-to-day operations of the school district.

It is the responsibility of these administrators to uphold board policy, to instill a positive, cooperative environment with employees, and to share their expertise with each other and the board under the management team concept.

Legal Reference:  Iowa Code §§ 279.8, .20, .21, .23-.24 (2001).
                                       281 I.A.C. 12.4.

Cross Reference:  301       Administrative Structure
                                       303       Administrative Employees

Approved 01-15-90                  
Reviewed 12-21-02; 12-18-06; 09-21-11; 03-09-16
Revised 11-18-02

The board will employ building principals and other administrators, in addition to the superintendent, to assist in the daily operations of the school district.

The board will consider applicants who meet or exceed the standards set by the Iowa Department of Education and the qualifications established in the job description for the position.  In employing an administrator, the board will consider the qualifications, credentials and records of the applicants without regard to race, color, creed, religion, sex, marital status, sexual orientation, gender identity, national origin, age, or disability.  In keeping with the law, however, the board will consider the veteran status of the applicants.  The board will look closely at the training, experience, skill and demonstrated competence of qualified applicants in making its final decision.

In choosing an administrator, the board will also consider the school district's educational philosophy, financial condition, organizational structure, education programs, and other factors deemed relevant by the board.

It is the responsibility of the superintendent to make a recommendation to the board for filling an administrative position, based on the requirements stated in this policy.  The board will act only on the superintendent's recommendation.

The board may contract for assistance in the search for administrators.

The board may contract to share the services of building principals and other administrators with another school district.

Legal Reference:  Iowa Code §§ 279.8, .21 (2001).
                                       281 I.A.C. 12.4.
                                       1980 Op. Att'y Gen. 367.

Cross Reference:  303       Administrative Employees

Approved 01-15-90                  
Reviewed 12-21-92; 10-21-02; 12-18-06; 09-21-11; 03-09-16
Revised 01-19-93; 11-18-02

The length of the contract for employment between an administrator and the board will be determined by the board and stated in the contract.  The contract will also state the terms of the employment.

The first two years of a contract issued to a newly employed administrator will be considered a probationary period.  The board may waive this period.  The probationary period may be extended for an additional year upon the consent of the administrator.  In the event of termination of a probationary or nonprobationary contract, the board will afford the administrator appropriate due process, including notice by May 15.  The administrator and board may mutually agree to terminate the administrator's contract.

If an administrator's contract is not being renewed by the board, the contract will be extended automatically for additional one-year periods beyond the end of its term until it is modified or terminated as mutually agreed to by the parties or until the administrator's contract is terminated consistent with statutory termination procedures.

It is the responsibility of the superintendent to create a contract for each administrative position.

Administrators who wish to resign, to be released from a contract, or to retire, must comply with board policies regarding the areas of resignation, release or retirement.

Legal Reference:  Cook v Plainfield Community School District, 301 N.W.2d 771 (Iowa App. 1980).
                                       Board of Education of Fort Madison Community School District v Youel, 282 N.W.2d 677 (Iowa 1979).
                                       Briggs v Board of Education of Hinton Community School District, 282 N.W.2d 740 (Iowa 1979).
                                       Iowa Code §§ 279.20, .22-.25 (2001).
                                       281 I.A.C. 12.4(4), .4(7).

Cross Reference:  303       Administrative Employees

Approved 01-15-90                  
Reviewed 12-21-92; 10-21-02; 01-22-07; 09-21-11; 03-09-16
Revised 01-19-93; 11-18-02

The board has complete discretion to set the salary of the administrators.  It is the responsibility of the board to set the salary and benefits of the administrators at a level that will include consideration of, but not be limited to, the economic condition of the school district and the training, experience, skill, and demonstrated competence of the administrators.  The salary will be set at the beginning of each contract period.

In addition to the salary and benefits agreed upon, the administrator's actual and necessary expenses will be paid by the school district when the administrator is performing work-related duties.  The board will approve the payment of other benefits or compensation over and above the administrator's contract.  Approval of other benefits or items of an administrator's compensation will be included in the records of the board in accordance with board policy.

Legal Reference:  Iowa Code § 279.21 (2001).
                                       1984 Op. Att'y Gen. 47.

Cross Reference:  303       Administrative Employees

Approved 01-15-90                  
Reviewed 10-21-02; 12-18-06; 09-21-11; 03-09-16
Revised 11-18-02

Administrators will be hired by the board to assist the superintendent in the day-to-day operations of the school district.

Each attendance center will have a building principal responsible for the administration and operation of the attendance center.  Each building principal, as chief administrator of the assigned attendance center, is responsible for the building and grounds, for the students and employees assigned to the attendance center, for school activities at the attendance center, for the education program offered in the attendance center, and the budget for the attendance center.  The principal is considered the professional advisor to the superintendent in matters pertaining to the attendance center supervised by the principal.  Although the principals serve under the direction of the superintendent, duties of the principal may include, but not be limited to the following:

·      Cooperate in the general organization and plan of procedure in the school under the principal's supervision;

·      Supervision of the teachers in the principal's attendance center;

·      Maintain the necessary records for carrying out delegated duties;

·      Work with the superintendent in rating, recommending and selecting supervised employees whenever possible;

·      Work with the superintendent in determining the education program to be offered and in arranging the schedules.  As much of the schedule as possible should be made before school closes for summer vacation.  In the matter of courses offered, the final approval rests with the superintendent who is in turn responsible to the board;

·      Ensure that proper care is taken of all school books, supplies, materials, equipment, furniture and facilities;

·      Instruct teachers to make a complete annual inventory of all school property contained in their individual rooms.  This inventory is reviewed and filed with the board secretary;

·      Investigate excessive cases of absence or tardiness of students and notify the parents or guardians of unexcused absence or tardiness.  All such cases should be reported to the superintendent;

·      Make such reports from time to time as the superintendent may require;

·      Maintain the regular schedule of school hours established by the board and make no temporary changes in the schedule without the consent of the superintendent;

·      Promptly notify the superintendent whenever ventilation, sanitation or heating of the building is unsatisfactory;

·      Contribute to the formation and implementation of general policies and procedures of the school;

·      Perform such other duties as may be assigned by the superintendent of schools.

This list of duties will not act to limit the board's authority and responsibility over the position of the administrators.  In executing these duties and others the board may delegate, the administrators will consider the school district's financial condition as well as the needs of the students in the school district.

Legal Reference:  Iowa Code §§ 279.8, .21, .23A (2001).
                                       281 I.A.C. 12.4(5), .4(6), .4(7).

Cross Reference:  301       Administrative Structure
                                       303       Administrative Employees

Approved 01-15-90                  
Reviewed 12-21-92; 10-21-02; 12-18-06; 09-21-11; 03-09-16
Revised 01-19-93; 11-18-02

The superintendent will conduct an ongoing process of evaluating the administrators on their skills, abilities, and competence.  At a minimum, the superintendent will formally evaluate the administrators annually.  The goal of the formal evaluation process is to ensure that the educational program for the students is carried out student learning goals of the school district are met, promote growth in effective administrative leadership for the school district, clarify the administrator's role as defined by the board and the superintendent, ascertain areas in need of improvement, clarify the immediate priorities of the responsibilities listed in the job description, and develop a working relationship between the superintendent and the administrator.

The superintendent is responsible for designing an administrator evaluation instrument.  The formal evaluation will include written criteria related to the job description.  The superintendent, after receiving input from the administrators, will present the formal evaluation instrument to the board for approval.

The formal evaluation will also include an opportunity for the administrator and the superintendent to discuss the written criteria, the past year's performance and the future areas of growth.  The evaluation is completed by the superintendent, signed by the administrator and filed in the administrator's personnel file.

The principal will be an educational leader who promotes the success of all students by:

• Facilitating the development, articulation, implementation, and stewardship of a vision of learning that is shared and supported by the school community. 
• Advocating, nurturing and sustaining a school culture and instructional program conducive to student learning and staff professional development. 
• Ensuring management of the organization, operations and resources for a safe, efficient and effective learning environment. 
• Collaborating with families and community members, responding to diverse community interests and needs and mobilizing community resources.   
• Acting with integrity, fairness and in an ethical manner.
• Understanding the profile of the community, and responding to and influencing the larger political, social, economic, legal and cultural context.

It is the responsibility of the superintendent to conduct a formal evaluation of the probationary administrators and nonprobationary administrators prior to May 15.

This policy supports and does not preclude the ongoing informal evaluation of the administrator's skills, abilities and competence.

Legal Reference:  Iowa Code §§ 279.8, .21-.23A (2001).
                                       281 I.A.C. 12.3(4).

Cross Reference:  303       Administrative Employees

Approved  01-15-90                 
Reviewed 12-21-92; 10-21-02; 12-18-06; 09-21-11; 10-17-11; 03-09-16
Revised 01-19-93; 11-18-02; 11-21-11

The board encourages the administrators to continue their professional growth by becoming involved in professional organizations, attending conferences, continuing their education, and participating in other professional activities.

It is the responsibility of the administrators to arrange their schedules in order to attend various conferences and events in which they are involved.  Prior to attendance at an event, the administrator must receive approval from the superintendent.  In the case where overnight travel or unusual expense is involved, the superintendent will bring it to the attention of the board prior to the administrator attending the event.

The administrator will report to the superintendent after an event.

Legal Reference:  Iowa Code § 279.8 (2001).
                                       281 I.A.C. 12.7.

Cross Reference:  302.6    Superintendent Professional Development
                                        401.7    Employee Travel Compensation

Approved 01-15-90                  
Reviewed 10-21-02; 12-18-06; 09-21-11; 03-09-16
Revised 11-18-02

The board encourages the administrators to be involved in the school district community by belonging to community organizations, and by attending and participating in school district community activities.

It is the responsibility of the administrators to become involved in school district community activities and events.  The board may include a lump sum amount as part of the administrator's compensation to be used specifically for paying the annual fees of the administrator for school district community activities and events if, in the board's judgment, the administrator's participation will further the public purpose of promoting and deriving support for the school district and public education in general.  It is within the discretion of the board to pay annual fees for professional organizations and activities.

Legal Reference:  Iowa Code § 279.8 (2001).
                                       1990 Op. Att'y Gen. 79.

Cross Reference:  302.7    Superintendent Civic Activities

Approved 01-15-90                  
Reviewed 10-21-02; 12-18-06; 09-21-11; 03-09-16
Revised 11-18-02

An administrative position is considered full-time employment.  The board expects administrators to give the responsibilities of their positions in the school district precedence over other employment.  An administrator may accept consulting or outside employment for pay as long as, in the judgment of the board and the superintendent, the work is conducted on the administrator's personal time and it does not interfere with the performance of the administrative duties contracted by the board.

The board reserves the right, however, to request the administrator cease the outside employment as a condition of continued employment.  The board will give the administrator thirty days notice to cease outside employment.

Legal Reference:  Iowa Code §§ 279.8, .21 (2001).

Cross Reference:  303.3    Administrator Contract and Contract Nonrenewal
                                       303.5    Administrator Duties

Approved 01-15-90                  
Reviewed 10-21-02; 12-18-06; 09-21-11; 03-09-16
Revised 11-18-02

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 school 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.

Legal Reference:  Iowa Code § 279.8 (2001).

Cross Reference:  209       Board of Directors' Management Procedures
                                       304.2    Monitoring of Administrative Regulations

Approved 01-15-90                  
Reviewed 10-21-02; 12-18-06; 09-21-11; 03-09-16
Revised 11-18-02

The administrative regulations will be monitored and revised when necessary.  It is the responsibility of the superintendent to monitor and revise the administrative regulations.

The superintendent may rely on the board, administrators, employees, students, and other members of the school district community to inform the superintendent about the effect of and possible changes in the administrative regulations.

Legal Reference:  Iowa Code §§ 279.8, .20 (2001).

Cross Reference:  209       Board of Directors' Management Procedures
                                       304.1    Development and Enforcement of Administrative Regulations

Approved 01-15-90                  
Reviewed 10-21-02; 12-18-06; 09-21-11; 03-09-16
Revised 11-18-02