Action by the board regarding the affairs of the school district may be taken only when a quorum, a majority of the board members, is in attendance at the board meeting. While in person participation is encouraged, board members may attend meetings either in person or electronically provided each member can hear and be heard in real time by all members present and the public. While board members are encouraged to attend board meetings, 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.
A majority vote of those members present shall be necessary and sufficient to pass any motion or to take any action of the Board, unless state law or Board policies require the vote of a greater number of Board members on a particular issue.
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Approved: 11/14/67 |
Reviewed: 2/11/13; 1/14/19 |
Revised: 9/17/12, 12/9/24 |
The regular meeting time and date will be set by the board at the organizational meeting in odd-numbered years, or at the annual meeting in even-numbered years. The regular meetings of the board will be held on the second Monday of each month. Meetings will begin promptly at 5:30 p.m. The board will adhere to this meeting date and time unless the board requires additional meetings or, due to circumstances beyond the board's control, the meeting cannot be held on the regular meeting date, and the meeting will be rescheduled in accordance with law and policy. Public notice of the meetings will be given.
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Approved: 12/9/24 |
Reviewed: |
Revised: |
A gathering of a majority of board members either in person or electronically in which deliberation of an issue within the scope of the board's policy making duties takes place is a board meeting. A gathering for the purpose of social or ministerial action will not constitute a board meeting when there is no discussion of policy or no intent to avoid the purpose of the open meetings law. Meetings of the board will be conducted in an open meeting unless a closed session is authorized by law or the meeting is exempt from the open meetings law.
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Approved: 12/9/24 Reviewed: Revised:
Generally, board meetings will be open meetings, unless a closed session is provided for by law.
Closed sessions take place as part of an open meeting. The board may enter into a closed session for any reason permitted by law.
The item for discussion in the closed session will be listed as part of the tentative agenda on the public notice with the full text of the Iowa Code citation reference stated on the agenda. The motion for a closed session, stating the purpose for the closed session, will be made and seconded during the open meeting. A minimum of two-thirds of the board, or all of the board members present, if any are absent, must vote in favor of the motion on a roll call vote. Closed sessions will be recorded and have detailed minutes kept by the board secretary. No voting will take place in the closed session. Final action on matters discussed in the closed session will be taken in an open meeting.
The minutes and recording will restate the motion made in the open meeting, the roll call vote, the members present, and the time the closed session began and ended. The recordings and the written minutes will be kept for one year from the date of the meeting. Real estate related minutes and recordings will be made public after the real estate transaction is completed.
The detailed minutes recording will be sealed and will not be public records open to public inspection. The minutes recording will only be available to board members or opened upon court or administrative order in an action to enforce the requirements of the open meetings law. The board has complete discretion as to whom may be present at a closed session, but generally closed sessions will be limited to the board, a recording secretary and the superintendent if indicated. The board has discretion to nominate the board secretary or any board member to serve as recording secretary for the closed session.
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Approved: 12/9/24 Reviewed: Revised:
Board meetings at which a quorum is not present, or gatherings of the board for purely ministerial or social purposes when there is no discussion of policy or no intent to avoid the purposes of the open meetings law, are exempt from the open meetings law requirements. Since gatherings of this type are exempt from the open meetings requirements, they can be held without public notice, be separate from an open meeting, be held without recording the gathering or taking minutes, and be held without a vote or motion. The board may also hold an exempt session for the following reasons, or as may be otherwise authorized by law:
Negotiating sessions, strategy meetings of public employers or employee organizations, mediation and the deliberative process of arbitration;
to discuss strategy in matters relating to employment conditions of employees not covered by the collective bargaining law;
to conduct a private hearing relating to the recommended termination of a teacher's contract. The private hearing however, in the teacher's contract termination will be recorded verbatim by a court reporter; and
to conduct a private hearing relating to the termination of a probationary administrator's contract or to review the proposed decision of the administrative law judge regarding the termination of an administrator's contract.
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Approved: 12/9/24 Reviewed: Revised:
It may be necessary for the board to conduct a special meeting in addition to the regularly scheduled board meeting. Special meetings may be called by the president of the board or by the board secretary at the request of a majority of the board. Should a special meeting be called, public notice will be given.
If the special meeting called is an emergency meeting and the board cannot give public notice in its usual manner, the board will give public notice of the meeting as soon as practical and possible in light of the situation. Emergency meetings will only be held when an issue cannot wait twenty-four hours necessary for a special meeting. The reason for the emergency meeting and why notice in its usual manner could not be given will be stated in the minutes.
Only the purpose or issue for which the special meeting was called may be discussed and decided in the special meeting. The board will strictly adhere to the agenda for the special meeting and action on other issues will be reserved for the next regular or special board meeting.
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Approved: 12/9/24 Reviewed: Revised:
The board, as a decision making body, is confronted with a continuing flow of problems, issues and needs which require action. While the board is determined to expedite its business, it is also mindful of the importance of planning, brainstorming and thoughtful discussion without action. Therefore, the board may schedule work sessions and retreats in order to provide its members and the administration with such opportunities. The board has the authority to hire an outside facilitator to assist them in work sessions.
Topics for discussion and study will be announced publicly, and work sessions and retreats will be conducted in open session. No board action will take place at the work session.
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Approved: 12/9/24 Reviewed: Revised:
Public notices shall be given for meetings and work sessions and retreats held by the Board.
Public notice shall indicate the time, place, date and tentative agenda of the meeting, work session or retreat. The public notice shall be posted in a prominent place that is easily accessible to the public and is clearly designated for posting agendas in the central administration office, and on an exterior facing door/window so that community members may see the agenda when the building is physically closed. The agenda will be posted at least twenty-four (24) hours before the meeting is to occur.
A copy of the public notice agenda will also be available on the district website for all employees, students, and the public.
In the case of special meetings, public notice shall be given in the same manner as for a regular meeting unless it is an emergency meeting. If the meeting is an emergency meeting, public notice of the meeting shall be given as soon as practical and possible in light of the situation. The media and others who have requested notice shall be notified of the emergency meeting. Attendance at special meetings or emergency meetings by the media or a Board member shall constitute a waiver of the meeting.
It shall be the responsibility of the Board Secretary to give public notice of Board meetings and work sessions.
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Approved: 2/12/79 |
Reviewed: 2/11/13; 1/14/19 |
Revised: 9/17/12; 12/9/24 |
The Board recognizes the importance of citizen participation in school district matters. In order to assure citizens are heard and board meetings are conducted efficiently and in an organized manner, the Board may set time aside for citizen participation, either at a specific time during the meeting or during the discussion of agenda items. If the pressure of business or other circumstances dictate, the Board President may decide to not set time aside for citizen participation.
Citizens wishing to address the Board on a certain agenda item must notify the Board President or Board Secretary prior to the board meeting. Citizens wishing to present petitions to the Board may do so at this time. However, if a petition is presented, the Board will only receive the petition and not act upon it or its contents. The Board has the discretion to limit the amount of time set aside for public participation.
If the Board has set time aside for citizen participation and citizens wish to address the Board, the Board President will recognize these individuals to make their comments at the appropriate time. The orderly process of the board meeting will not be interfered with or disrupted. Only those speakers recognized by the Board President will be allowed to speak. Comments by others are out of order. If disruptive, the individual making comments or another individual causing disruption may be asked to leave the board meeting. Defamatory comments may be subject to legal action.
Public comment is a time set aside for community input, but the board will not discuss or take any action on any matter during public comment.
Public comment shall be limited to regular board meetings and will not be routinely held during special board meetings.
Requesting to Place a Topic on the Agenda:
The Board and District are intentional when building the Board agenda. Individuals or groups who wish to place an item on the agenda should do so by contacting the Superintendent. Requests should include name, address, phone number, organization represented, purpose of the presentation and pertinent background information. To be considered for the Regular meeting agenda, the request must be received by the Superintendent no later than six calendar days prior to the meeting and determination to be added to the agenda lies with the Superintendent and Board President. While we do highly value the opinions and ideas of our stakeholders, requests to add an agenda item are not guaranteed. In addition, requests received after the deadline may only be added to the agenda if the Superintendent and Board President find good cause.
The Iowa Department of Education and HF 868 created a process for eligible voters within a school district to petition their local school board. The guidelines for this process are on the Iowa Department of Education website.
Individuals who have a complaint about an employee may ask the board to hear their complaint only after they have followed the board policy addressing citizens’ complaints. Students who have a complaint may ask the board to hear their complaint only after they have followed board policy addressing students’ complaints.
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Approved: 2/11/13 |
Reviewed: 1/14/19 |
Revised: 12/9/24 |
The board recognizes situations may arise in the operation of the school district which are of concern to parents and other members of the school district community.
The board firmly believes concerns should be resolved at the lowest organizational level by those individuals closest to the concern. Whenever a complaint or concern is brought to the attention of the board it will be referred to the administration to be resolved. Prior to board action however, the following should be completed:
Matters should first be addressed to the teacher or employee.
Unsettled matters from (a) above or problems and questions about individual attendance centers should be addressed to the employee's building principal.
Unsettled matters from (b) above or problems and questions concerning the school district should be directed to the superintendent.
If a matter cannot be settled satisfactorily by the superintendent, it may then be brought to the board for consideration. To bring a concern, the individual shall notify the board president or board secretary in writing, who may bring it to the attention of the entire board.
Parents, guardians and community members of the district who have concerns about the district or the board may refer to the student handbook for additional guidance from the Iowa Department of Education.
Citizen's Grievances
Whenever a citizen is aggrieved at the action of any employee, such citizen may give information to the employee's immediate supervisor. In the event that the matter is not satisfactorily resolved, the appeal process will follow this order:
1. Other supervisory or administrative personnel in the line of responsibility
2. The Superintendent of Schools
3. The Board of Directors
No appeal will be heard by the Board of Directors and no charges against the employees will be investigated or acted upon by the Board unless reduced to writing, signed by the party bringing the same and the complaintant has complied with this policy. The Board is not obligated to address a complaint, the decision of the Superintendent shall be final. If the Board does elect to address a complaint, the decision shall be final.
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Approved: 11/14/67 |
Reviewed: 2/11/13; 1/14/19 |
Revised: 11/9/09; 12/9/24 |
Public hearings may be held on school district matters at the discretion of the board. Public notice of a public hearing will be in the same manner as for a board meeting except that the notice will be given at least ten days before the hearing is to be held unless it is impossible or impractical to do so, or the law requires otherwise.
At public hearings, citizens of the district who register at the door will be allowed to speak on the issue for which the public hearing is being held. Others may be allowed to speak at the board's discretion. Speakers are asked to keep their remarks as brief as possible. Prior to the beginning of the hearing, speakers and spectators will be apprised of the rules of order to be followed regarding time limitations, questions, remarks and rebuttals. In no event will a speaker be allowed to take the time of another speaker.
The board will conduct public hearings in an orderly fashion. At the beginning of the hearing, statements, background materials and public hearing rules and procedures will be presented by the board president. The board president will recognize the speakers. A board member may ask questions of the speakers after receiving permission from the board president. Only those speakers recognized by the chair will be allowed to speak. Comments by others are out of order. Individuals who interfere with or interrupt speakers, the board or the proceedings will be asked to leave.
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Approved: 3/13/89 |
Reviewed: 2/11/13; 1/14/19 |
Revised: 9/17/12; 12/9/24 |
Each year after August 31 and prior to the organizational meeting of the Board in odd numbered years, the Board will hold its annual meeting.
At the annual meeting, the Board will examine the financial books and settle the Secretary's and Treasurer's statements for the fiscal year ending the preceding June 30. As part of the annual reports, the Treasurer will present affidavits from depository banks. The Boad may also appoint the Board's legal counsel at the annual meeting.
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Approved: 7/3/78 |
Reviewed: |
Revised: 9/17/12; 2/11/13; 1/14/19; 12/9/24 |
The board will keep and maintain permanent records of the board including, but not limited to, records of the minutes of board meetings and other required records of the board.
It is the responsibility of the board secretary to keep the minutes of the board meetings. The minutes of each board meeting will include, at a minimum, the following items: a record of the date, time, place, members present, action taken and the vote of each member, and the schedule of bills allowed will be attached. This information will be available within two weeks of the board meeting and forwarded to the newspaper designated as the official newspaper for publication. The information does not need to be published within two weeks. The schedule of bills allowed may be published on a once monthly basis in lieu of publication with the minutes. The permanent records of the board minutes may include more detail than is required for the publication of the minutes.
Minutes waiting approval at the next board meeting will be available for inspection at the central administration office after the board secretary transcribes the notes into type written material which has been proofread for errors and retyped.
A copy of the minutes shall be sent to each member of the Board of Directors before the next regularly scheduled meeting. The Secretary of the Board shall furnish a copy of the proceedings as indicated by the minutes within a reasonable amount of time following the adjournment of the meeting to the school district’s official newspaper for publication.
Minutes shall be kept in an official record book specified for that purpose and shall be kept on file as the official record of legislation of the District and shall be open to public inspection. Examination of the official record book by any citizen or group of citizens must be made at the location where the District maintains the records, and under the jurisdiction of the Secretary of the Board.
A complete and accurate set of minutes will be made of each meeting and/or session of the Board as required by law.
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Approved: 7/12/93 |
Reviewed: 2/11/13; 1/14/19 |
Revised: 8/9/10; 12/9/24 |
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. In matters of procedure not covered by these policies, Robert's Rules of Order, Revised, shall govern, 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.
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Approved: 11/14/67 |
Reviewed: 1/14/19 |
Revised: 8/9/10; 2/11/13; 12/9/24 |
The following rules of procedure have been adopted by the Board at the annual or organizational meeting:
1. Board members need not rise to gain the recognition of the Board president.
2. All motions will be made as a positive action.
3. A motion will be adopted or carried if it receives an affirmative vote from more than half of
the votes cast. Only "yes" and "no" votes are counted in this calculation. It should be noted
that some motions require larger numbers of affirmative votes, such as to move into a closed
session.
4. All motions shall receive a second, prior to opening the issue for discussion of the board. If
a motion does not receive a second, the Board president may declare the motion dead for
lack of a second.
5. The Board president may decide the order in which Board members will be recognized to
address an issue. An attempt should be made to alternate between pro and con positions.
6. The Board president shall rule on all motions that come before the Board.
7. The Board president may rule on points of order brought before the Board.
8. The Board president shall have complete authority to recognize a member of the audience
regarding a request to participate in the Board meeting. Members of the public who wish to
participate shall follow Board policy.
9. The Board president has the authority to declare a recess at any time for the purpose of
restoring decorum to the meeting.
10. The Board president has the same authority and responsibility as each board member to
vote on all issues.
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Approved: 11/14/67 |
Reviewed: 2/11/13; 1/14/19 |
Revised: 8/9/10; 12/9/24 |
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.
It is the responsibility of the Board President and Superintendent to develop the agenda for each Board meeting. Persons requesting to place an item on the agenda must make a request to the Superintendent prior to the drafting of the tentative agenda. The person making the request must state the person’s name, address, purpose of the presentation, action desired, and pertinent background information. Requests from the public may be added to the tentative agenda at the discretion of the Superintendent after consultation with the Board President. Requests received after the deadline may only be added to the agenda for good cause. The tentative agenda and supporting documents will be sent to the Board members prior to the scheduled Board meeting. These documents are the private property of the Board member. Persons wishing to view the tentative agenda and supporting documents may do so at the central administrative 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 responsiblity of the Board President and Superintendent to develop the agenda for each board meeting. Any board member may place an item on the next regular agenda with the consent of a majority of the Board. Board members wishing to do so should provide notice to the Superintendent and Board President 7 days prior to the scheduled meeting.
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Approved: 11/14/67 |
Reviewed: 2/11/13; 1/14/19 |
Revised: 9/17/12; 12/9/24
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Very often the Board must consider agenda items which are noncontroversial or similar in content. Such agenda items might include ministerial tasks such as, but not limited to, the approval of the agenda, approval of previous minutes, approval of bills, approval of reports, etc. These items might also include similar groups of decisions such as, but not limited to, approval of staff contracts, approval of maintenance details for the school buildings and grounds, open enrollment requests or approval of various schedules.
In order for a more efficient administration of board meetings, the Board may elect to use a consent agenda for the passage of noncontroversial items or items of a similar nature.
The Superintendent, in consultation with the Board President and Board Secretary, shall place items on the consent agenda. By using a consent agenda, the Board has consented to the consideration of certain items as a group under one resolution. Items may be removed from the consent agenda at the request of a board member.
Nothing in this policy is to be construed as an attempt to avoid full compliance with laws dealing with open meetings or public notice of the agenda and meeting.
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Approved: 12/9/24 Reviewed: Revised:
Votes on all motions and resolutions will be by “ayes” and “nayes” and will be recorded based upon the individual member who is voting. All motions will be carried by a majority of the members present and voting or as otherwise required by law.
Final action on any matter before the Board may be taken only in open session, unless some other provision of the Code of Iowa permits action to be taken in closed session.
When the Board of Directors votes on the question of holding a closed session, the vote of each member and the reason for holding the closed session by reference to a specific exemption must be announced publicly at the open session and entered into the minutes.
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Approved: 2/11/13 |
Reviewed: 1/14/19 |
Revised: 12/9/24 |