The Board will employ a superintendent who will: (1) be the chief executive officer of the Board; (2) provide educational leadership and advice; and (3) be responsible for the implementation of the policies of the Board through written regulations that will be reviewed and may, in certain cases, be officially approved by the Board. The Board's review of administrative regulations serves to ensure consistency with the intent of Board policy.
The oath may be administered by a qualified Board member or by the Board secretary during the Board meeting, usually the organizational meeting, in the following form:
Do you solemnly swear you will support the Constitution of the United States, the laws of the United States, the Constitution of the State of Iowa, and the laws of the State of Iowa, and you will faithfully and impartially, to the best of your ability, discharge the duties of the office of (naming the office) in Glenwood Community School District as now and hereafter required by law?
BOARD VACANCIES
If a vacancy occurs on the Board, it may be filled by an appointment consistent with Iowa law. If the Board chooses to appoint, the Board Secretary shall post notice of the Board’s intent to fill the vacancy by appointment in the District newspaper of general circulation. The notice must state the electors of the school district have the right to file a petition requiring the vacancy be filled by special election. The Board may appoint to fill the vacancy after the notice is published or after the vacancy occurs, whichever is later. The newly-appointed Board member will hold the position until the next scheduled school election. However, if the next regular school election is within 180 days or less, then an appointment to fill the vacancy until the next regular school election may be made.
If the Board does not fill the vacancy by appointment or if a valid petition is filed within 14 days of notice, the Board secretary will call for a special election to fill the vacancy. Candidates for a seat created by a vacancy must file their nomination papers with the Board secretary consistent with the deadlines provided in Iowa law.
All elections will be held as provided in Iowa law. It is the responsibility of the county commissioner of elections to conduct school elections.
A vacancy will exist if there is a failure to elect at the proper election or to appoint within the time fixed by law; if an incumbent ceases to be a resident of the district or sub‑district; if an incumbent or officer‑elect resigns or passes away; if an incumbent forfeits his office; if a competent tribunal declares his/her office vacant; if an incumbent is convicted of an infamous crime or of any public offense involving the violation of his oath of office; or if a court order removes a Board member for engaging in and having had damages assessed against the Board member for three violations of the open meetings law of the Iowa Code.
Board members, as public officials, should strive to perform all the duties of office in an ethical manner.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 09/19/11
*Reviewed: 06/13/16
*Revised: 06/15/21
The President of the Board is elected by a majority vote at the organizational or annual Board meeting each year to serve a one-year term of office. A member may be elected to successive one-year terms as President.
The President, in addition to presiding at the Board meetings, will take an active role in Board decisions by discussing and voting on each motion before the Board in the same manner as other Board members. Before making or seconding a motion, however, the President will turn over control of the meeting to either the Vice-President or other Board member.
The President has the authority to call special meetings of the Board. Prior to Board meetings, the President will consult with the Superintendent on the development of the agenda for the meeting. The President, as the chief officer of the District, will sign employment contracts for all employees other than teachers or support staff, other contracts, and District warrants approved by the Board. The Board delegates to the Superintendent the authority to sign contracts for teachers and support staff, including, bus drivers, custodians, educational associates, and clerical and food service employees. The President will appear on behalf of the school corporation in causes of action involving the District, unless the President must appear individually as a party, in which case, this duty shall be performed by the Secretary.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 09/19/11
*Reviewed: 06/13/16
*Revised: 02/10/20
*Revised: 06/15/21
The Vice‑President shall serve in the absence of the President and shall perform such other duties as may be assigned by the President or by the Board.
The Vice-President will be elected by a majority vote at the organizational or annual Board meeting each year to serve a one–year term of office. A member may be elected to successive one-year terms as Vice-President. 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. The Vice-President will accept control of the meeting from the President when the President wishes to make or second a motion.
If the President is unable or unwilling to carry out the duties required, it is the responsibility of the Vice-President to carry out those duties. 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.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 09/19/11
*Reviewed: 06/13/16
*Revised: 02/10/20
*Reviewed: 06/15/21
Secretary
A Secretary may be appointed from employees, other than a position requiring a teaching certificate, or from the public. To finalize the appointment, the Secretary will take the oath of office during the meeting at which the individual was appointed or no later than ten (10) days thereafter. It is the responsibility of the Board to evaluate the Secretary annually.
It is the responsibility of the Secretary, as custodian of the District’s records, to preserve and maintain the records and documents pertaining to the business of the Board; to keep complete minutes of special and regular Board meetings, including closed sessions; to keep a record of the results of regular and special elections; to keep an accurate account of school funds; to sign warrants drawn on the school funds after Board approval; and collect data on truant students. The Secretary will give bond in an amount set by the Board. The cost of the bond will be paid by the District.
Treasurer
It is the responsibility of the Board to appoint a Treasurer. The Board may appoint a Treasurer from its employees, other than a position requiring a teaching certificate, or from the public. To finalize the appointment, the Treasurer will take the oath of office during the meeting at which the individual was appointed or no later than ten days thereafter.
The primary responsibility of the Treasurer, as an appointed school officer, is to administer and maintain compliance with statutory duties as outlined throughout the Iowa Code pertaining to schools. It will also be the responsibility of the Treasurer to work with the Secretary to coordinate the financial records, the financial reports, the cash flow needs and the investment portfolio of the District. The Treasurer will give bond in an amount set by the Board. The cost of the bond will be paid by the District.
*Revised: 12/08/97
*Reviewed: 09/16/02
*Revised: 10/14/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 09/19/11
*Reviewed: 06/13/16
*Revised: 02/10/20
*Reviewed: 06/15/21
Authority rests with the Board in legal session and not with individual members of the Board, except as authorized by specific Board action or by statute. Each Board member shall function at all times as part of a legislative body and shall meet their legal responsibilities as a trustee of public education.
The Board will make its members, the District staff, and the public aware only the Board acting as a whole has authority to take official action.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 09/19/11
*Reviewed: 06/13/16
*Reviewed: 06/15/21
The Board has jurisdiction to legislate policy for the District with the force and effect of law. Board policy shall provide the general direction as to what the Board wishes to accomplish while allowing the Superintendent the professional prerogative to implement Board policy.
The written policy statements contained in this manual provide guidelines and goals to the citizens, administration, staff, and students in the District community. The policy statements shall be the basis for the formulation of regulations by the administration. The Board shall determine the effectiveness of the policy statements by evaluating periodic reports from the administration in the area of the policy statement.
Proposed policy statements or ideas must be submitted to the Board through the office of the Superintendent in order to be placed on the agenda of a Board meeting. It shall be the responsibility of the Superintendent to bring these proposals to the attention of the Board.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 10/10/11
*Reviewed: 06/13/16
*Revised: 06/15/21
The Board shall give notice of proposed policy changes or adoption of new policies by placing the item on the agenda of two (2) Board meetings. The proposed policy changes shall be distributed and public comment will be allowed at both meetings prior to final Board action.
This notice procedure shall be required except for emergency situations. If the Board adopts a policy in an emergency situation, a statement regarding the emergency and the need for immediate adoption of the policy shall be included in the minutes. The Board shall have complete discretion to determine what constitutes an emergency situation.
The final action taken to adopt the proposed policy shall be approved by a simple majority vote of the Board. The policy will be effective on the later of the date of passage or the date stated in the motion.
In the case of an emergency, a new or changed policy may be adopted by a majority vote of a quorum of the Board. The emergency policy shall expire at the close of the third regular meeting following the emergency action, unless the policy adoption procedure stated above is followed and the policy is reaffirmed.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 10/10/11
*Reviewed: 06/13/16
*Revised: 06/15/21
The Board shall regularly review the policy statements in the board policy manual. Once the policy has been reviewed, even if no changes were made, a notation of the date of review shall be made in the policy manual.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 10/10/11
*Reviewed: 06/13/16
*Reviewed: 06/15/21
A hard copy and/or electronic copy of the Board policy manual shall be housed in the administrative office of each school attendance center. Persons wishing to inspect the Board policy manual shall contact the Secretary, who shall have a hard copy and/or electronic copy of the Board policy manual available for public inspection.
It shall be the responsibility of the Secretary to ensure that electronic copies of new and revised policy statements are distributed to the Directors, Administrators, and Board members within ten (10) working days of the change or addition to the policy. Hard copies of changes in Board policy shall also be attached to the minutes of the meeting at which the final action was taken to adopt the new or changed policy.
Each Board member shall have an electronic copy of the Board policy manual. It shall be the responsibility of each Board member, during their term of office, to keep the manual up‑to‑date and to surrender the manual to the Secretary at the conclusion of their term of office.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Revised: 10/10/11
*Revised: 06/13/16
*Reviewed: 06/15/21
*Reviewed: 06/15/21
When there is no Board policy in existence to provide guidance on a matter before the administration, the Superintendent is authorized to act appropriately under the circumstances surrounding the situation, keeping in mind the educational philosophy of the District.
The Superintendent shall draft a policy recommendation if deemed appropriate.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Reviewed: 12/13/10
*Reviewed: 10/10/11
*Reviewed: 06/13/16
*Revised: 06/15/21
Administrative regulations, including but not limited to handbooks, may be necessary to implement Board policy. It shall be the responsibility of the Superintendent to develop administrative regulations.
In developing the administrative regulations, the Superintendent may consult with administrators or others likely to be affected by the regulations. Once the regulations are developed, employees, students, and other members of the District community shall be informed in a manner determined by the Superintendent.
The Board shall be kept informed of the administrative regulations utilized and their revisions. The Board may review and recommend change of administrative regulations used in the District if they are contrary to the intent of board policy. The Board shall approve all handbooks developed by the Superintendent.
It shall be the responsibility of the Superintendent to monitor and revise the administrative regulations.
In monitoring and revising the administrative regulations, the Superintendent may rely on the Board, administrators, employees, students, and other members of the District community to inform the Superintendent about the effect of and possible changes in the administrative regulations.
It shall be the responsibility of the Superintendent to enforce administrative regulations.
*Revised/Adopted: 01/12/98
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 10/10/11
*Reviewed: 06/13/16
*Revised: 06/15/21
There shall be no standing committees.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 10/10/11
*Reviewed: 06/13/16
*Reviewed: 06/15/21
Temporary committees of the Board may be appointed by the President; their duties shall be outlined at the time of appointment. A temporary committee shall be considered dissolved when the Board dissolves it or when its final report is made and accepted by the Board. The function of the temporary committee is to provide information and recommendations as directed by the Board to assist the Board in its decision-making capacity. The recommendations and reports of all committees will be advisory in nature with final decision-making authority retained by the Board.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Revised: 10/10/11
*Reviewed: 06/13/16
*Revised: 06/15/21
Whenever it seems advisable, the Board may appoint a temporary Citizens’ Advisory Committee for specific or general purposes. The duties of such a committee shall be outlined at the time of appointment. Recommendations and reports from a citizens' advisory committee shall be distributed via the office of the Superintendent of Schools. All recommendations and reports will be advisory in nature, with final decision-making authority retained by the Board.
Membership and Appointment
Final selection of the members of a Citizens’ Advisory Committee shall be approved by the Board as a whole. Committee representation should cut across as many segments of the community population as possible.
Each Citizens’ Advisory Committee shall elect a chairperson. The chairperson of the Citizens' Advisory Committee shall convene meetings of the membership and proceed with the work to be done. The chairperson shall maintain liaison with the Superintendent of Schools and shall be responsible for the preparation of a final report to be presented to the Board.
When appropriate, a report to the Board should contain the findings of the committee and may make suggestions or recommendations for consideration of the Board.
*Revised: 10/22/90
*Revised: 12/08/97
*Revised: 12/13/99
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Revised: 10/10/11
*Reviewed: 07/11/16
*Revised: 07/12/21
The Board may annually appoint legal counsel to represent the District as necessary for its proper conduct of legal affairs of the District. Counsel will attend regular and special meetings of the Board when requested to do so and will be available for consultation as needed.
Because it is often necessary to consult legal counsel as part of background information to be used by the Board in making decisions and because at times the District may be involved in litigation or other legal matters, the Superintendent and/or the Board Secretary are authorized to seek counsel's services, as needed. However, the Board shall be kept informed of legal matters that are other than routine and of any legal services that may involve unusual expense to the District.
Individual Board Members are expected to consult school legal counsel only when the full Board has given permission for such consultation. Otherwise, the Board Member will pay any legal fees that may result.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 10/10/11
*Reviewed: 07/11/16
*Revised: 07/12/21
Board Members must be able to make decisions objectively. It is a conflict of interest for a Board Member to have an interest, direct or indirect, in a contract for the purchase of goods, including materials and profits, or the performance of services for the District.
A Board Member cannot receive direct compensation from the District, unless exempted in this policy, for anything other than reimbursement of actual and necessary expenses, including travel, incurred in the performance of official duties. However, it will not be a conflict of interest for a Board Member to receive compensation from the District for contracts to purchase goods or services if the benefit to the Board Member does not exceed $6,000 in a fiscal year or if the contracts are made by the Board, upon competitive bid in writing, publicly invited and opened. A Board Member will not act as an agent for a school textbook or school supply company doing business with the District during the Board Member’s term of office.
The conflict of interest provisions do not apply to a contract that is a bond, note, or other obligation of a District if the contract is not acquired directly from the District, but is acquired in a transaction with a third party, who may or may not be the original underwriter, purchaser, or obligee of the contract; or to a contract in which a Director has an interest solely by reason of employment if the contract was made by competitive bid, in writing, publicly invited and opened; or if the remuneration for employment will not be directly affected as a result of the contract and duties of employment do not involve any of the preparation or procurement of any part of the contract. The competitive bid section of the conflict of interest provision does not apply to a contract for professional services not customarily competitively bid.
Additionally, a Board Member cannot be a statewide elected official or a state legislator. A Board Member cannot engage in any outside employment or activity that is in conflict with the Board Member’s official duties and responsibilities. In determining whether outside employment or activity of a Board Member creates a conflict of interest, situations in which an unacceptable conflict of interest is deemed to exist includes, but are not limited to, any of the following:
The outside employment or activity involves the use of the District’s time, facilities, equipment, and supplies; or the use of the District badge, uniform, business card, or other evidence of office to give the Board Member or member of the Board Member’s immediate family an advantage or pecuniary benefit that is not available to other similarly situated members or classes of members of the general public. For purposes of this section, a person is not “similarly situated” merely by being related to a Board Member.
The outside employment or activity involves the receipt of, promise of, or acceptance of more or other consideration by the Board Member or a member of the Board Member’s immediate family from anyone other than the state or the District for the performance of any act that the Board Member would be required or expected to perform as part of the Board Member’s regular duties or during the hours in which the Board Member performs service or work for the District.
The outside employment or activity is subject to the official control, inspection, review, audit, or enforcement authority of the Board Member, during the performance of the Board Member’s duties of office or employment.
If the outside employment or activity is employment or activity in (1) or (2) above, the Board Member must cease the employment of or activity. If the activity or employment falls under (3), then the Board Member must:
Cease the outside employment or activity; or,
Publicly disclose the existence of the conflict and refrain from taking any official action or performing any official duty that would detrimentally affect or create a benefit for the outside employment or activity. Official action or official duty includes, but is not limited to, participating in any vote, taking affirmative action to influence any vote, or providing any other official service or thing that is not available generally to members of the public in order to further the interests of the outside employment or activity.
It is the responsibility of each Board Member to be aware of an actual or potential conflict of interest. It is also the responsibility of each Board Member to take the action necessary to eliminate such a conflict of interest. Should a conflict of interest arise, a Board Member should not participate in any action relating to the issue from which the conflict arose.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 09/08/09
*Revised: 12/13/10
*Reviewed: 07/11/16
*Revised: 07/12/21
Board Members may receive a gift on behalf of the District. Board Members shall not, either directly or indirectly, solicit, accept, or receive a gift, series of gifts, or an honorarium unless the donor does not meet the definition of "restricted donor" stated below or the gift of honorarium does not meet the definition of gift or honorarium stated below.
A "restricted donor" is defined as a person or other entity which:
Is seeking to be or is a party to any one or any combination of sales, purchases, leases, or contracts to, from or with the District;
Will be directly and substantially affected financially by the performance or nonperformance of the Board Member's official duty in a way that is greater than the effect on the public generally or on a substantial class of persons to which the person belongs as a member of a profession, occupation, industry, or region; or
Is a lobbyist or a client of a lobbyist with respect to matters within the District's jurisdiction.
A "gift" is the giving of anything of value in return for which something of equal or greater value is not given or received. However, "gift" does not include any of the following:
Contributions to a candidate or a candidate's committee;
Information materials relevant to a Board Member's official function, such as books, pamphlets, reports, documents, periodicals, or other information that is recorded in a written, audio, or visual format;
Anything received from a person related within the fourth degree by kinship or marriage, unless the donor is acting as an agent or intermediary for another person not so related;
An inheritance;
Anything available or distributed to the general public free of charge without regard to the official status of the Board recipient;
Items received from a charitable, professional, educational, or business organization to which the Board Member belongs as a dues paying member if the items are given to all members of the organization without regard to an individual member's status or positions held outside of the organization and if the dues paid are not inconsequential when compared to the items received;
Actual expenses of a Board Member for food, beverages, travel, and lodging for a meeting, which is given in return for participation in a panel or speaking engagement at the meeting when the expenses relate directly to the day or days on which the Board Member has participation or presentation responsibilities;
Plaques or items of negligible resale value given as recognition for public service;
Non-monetary items with a value of less than three (3) dollars that are received from any one donor during one calendar day;
Items or services solicited or given to a state, national, or regional organization in which the State of Iowa or a District is a member for purposes of a business or educational conference, seminar, or other meeting or solicited by or given to state, national, or regional government organizations whose memberships and officers are primarily composed of state or local government officials or employees for purposes of a business or educational conference, seminar, or other meeting;
Items or services received by members or representatives of members as part of a regularly scheduled event that is part of a business or educational conference, seminar, or other meeting that is sponsored and directed by any state, national, or regional government organization in which the State of Iowa or a political subdivision of the State of Iowa is a member or received at such an event by members or representatives of members of state, national, or regional government organizations whose memberships and officers are primarily composed of state or local government officials or employees;
Funeral flowers or memorials to a church or nonprofit organization;
Gifts which are given to a public official for the public official's wedding or twenty-fifth or fiftieth wedding anniversary;
Payment of salary or expenses by a Board Member's employer or the firm in which the Board Member is a member for the cost of attending a meeting of a subunit of an agency when the Board Member whose expenses are being paid serves on a board, commission, committee, council, or other subunit of the agency and the Board Member is not entitled to receive compensation or reimbursement of expenses from the District;
Gifts other than food, beverages, travel, and lodging received by a Board Member which are received from a person who is a citizen of a country other than the United States and is given during a ceremonial presentation or as a result of a custom of the other country and is of personal value only to the Board Member; or
Actual registration costs for informational meetings or sessions which assist a public official or public employee in the performance of the person's official functions. The costs of food, drink, lodging, and travel are not "registration costs" under this paragraph. Meetings or sessions with a public official or meetings or sessions a public employee attends for personal or professional licensing purposes are not "informational meetings or sessions which assist a public official or public employee in the performance of the person's official functions" under this paragraph.
An "honorarium" is anything of value that is accepted by, or on behalf of, a Board Member as consideration for an appearance, speech, or article. An honorarium does not include any of the following:
Actual expenses of a Board Member for registration, food, beverages, travel, or lodging for a meeting, which is given in return for participation in a panel or speaking engagement at a meeting when the expenses relate directly to the day or days on which the Board Member has participation or presentation responsibilities;
A non-monetary gift or series or non-monetary gifts donated within thirty (30) days to a public body, an educational or charitable organization, or the department of general services; or
A payment made to a Board Member for services rendered as part of a private business, trade, or profession in which the Board Member is engaged if the payment is commensurate with the actual services rendered and is not being made because of the person's status as a Board Member, but rather, because of some special expertise or other qualification.
It shall be the responsibility of each Board Member to know when it is appropriate to accept or reject gifts or honorariums.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 10/10/11
*Reviewed: 07/11/16
*Revised: 07/12/21
Meetings of the Board are conducted for the purpose of carrying on the business of the District. All meetings of the Board shall be public meetings and shall be open to the public at all times with the exception of closed session as described under Iowa law.
Only Board Members have the authority to make and second motions and vote on issues before the Board. The Board may establish rules for its own governance and determine procedures that will be followed during Board Meetings.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 11/14/11
*Reviewed: 07/11/16
*Revised: 07/12/21
Any gathering of a majority of Board Members, either formal or informal, in which deliberation of a policy matter takes place, is defined as a meeting.
All Board meetings shall be conducted in accordance with the provisions of the laws of the State of Iowa. All such meetings, unless specifically exempt from the open meetings law, are required to have proper notification, public access, open board discussion, and voting by the Board Members on the issues properly before the Board, and a public record of the proceeding in the form of written minutes.
The Secretary shall be responsible for public notification of all meetings, arranging for tape‑recording (when necessary), taking minutes of all meetings, and retaining appropriate minutes and records as required by law. The minutes shall be kept on file as the permanent official records of school legislation for the District. The Secretary shall be the authorized deputy of the Board to maintain the minutes and shall make these available to any citizen who wishes to examine the minutes during usual office hours of the District.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Revised: 11/14/11
*Reviewed: 07/11/16
*Revised: 07/12/21
Regular meetings of the Board shall be held on the second Monday of each month. All meetings shall be held in the meeting place officially designated by the Board. Regular meetings shall begin at 7:00 p.m. or at the discretion of the Board.
Public notice of each regular meeting of the Board shall be provided in the manner described in this policy manual.
*Revised: 10/22/90
*Revised: 10/14/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Revised: 11/14/11
*Reviewed: 07/11/16
*Revised: 07/12/21
Special meetings may be called by vote of the Board or by the President or the Secretary upon the written request of a majority of the members of the Board. The agenda for special meetings shall be limited to the item or items for which the special meeting is called.
The Board may meet on an emergency basis without a twenty‑four (24) hour advance notice for good cause when the notice requirements are impossible or impractical. However, the Board should give as much advance notice of an emergency meeting as is reasonably possible.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Revised: 11/14/11
*Reviewed: 07/11/16
*Revised: 07/12/21
In general, all meetings of the Board shall be conducted in open public sessions. There are two categories of meetings which are excluded that allow the Board to meet in sessions closed to the public.
The first category is known as "exceptions" to the Open Meetings Law and the second category is known as "exemptions" to the Open Meetings Law.
Exceptions to the Open Meetings Law
This form of a closed session takes place during an open meeting. A specific motion stating the reason for the closed meeting must be made and seconded, followed by a two‑thirds affirmative roll call vote of the total membership of the Board or all Board Members present. The vote of each member on the question of holding the closed session, and the reason for holding the session, shall be announced publicly in open session and entered in the minutes.
The most commonly used reasons by which a Board may enter into a closed session are as follows:
To review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for the Board's possession or receipt of federal funds.
To discuss strategy with legal counsel in matters presently in litigation or where litigation is imminent, if disclosure would be to the disadvantage of the Board.
To discuss suspension or expulsion of a student, unless an open session is requested by the student or his parent or guardian.
To discuss specific law enforcement matters which, if disclosed, would enable law violators to avoid detection.
To evaluate the professional competence of an individual whose appointment, hiring, performance, or discharge is being considered when a closed session is necessary to prevent needless and irreparable injury to the individual's reputation and when the individual requests a closed session.
To discuss the purchase of particular real estate, but only when premature disclosure could be reasonably expected to increase the price the Board would have to pay for the property. (Once the transaction is complete, however, the minutes and tape of the closed session will be available to the public.)
Final action on all matters discussed in closed session shall be taken in open session.
All closed sessions shall have detailed minutes kept of all discussion, persons present, and action occurring. All closed sessions shall be tape-recorded. The detailed minutes and tape recording shall be sealed and shall not be public records open to public inspection. The tape recordings shall be kept for one (1) year from the date of the meeting. Real estate-related minutes and tapes must be released after the transaction is complete.
Exemptions to the Open Meetings Law
A meeting that is exempt from the Open Meetings law can be held without public notice and may be separate from any open public meeting.
All negotiations meetings, except the first two (2) meetings, between a certified bargaining unit and the Board are exempt from the Open Meetings law unless both parties mutually agree to bargain in open sessions.
The Board may meet at any time to discuss negotiation strategy regarding all bargaining units, to discuss negotiation strategy for groups of employees not included in a bargaining unit, and to conduct a private hearing relating to the recommended termination of a teacher's contract and the teacher requested said private hearing.
There are no legal requirements for any type of a record to be maintained of the negotiation strategy sessions. The private hearing in the teacher's contract termination shall be recorded verbatim by a court reporter.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Revised: 11/14/11
*Reviewed: 07/11/16
*Revised: 07/12/21
The meeting for the organization of the Board will be held annually at the first regular meeting following a regular school election.
The purpose of the organizational meeting is to transfer material and responsibility from the retiring Board members to the new Board members. At the meeting, the Board will elect a president, who will hold office for one year. Once elected, the President will be entitled to vote on all matters before the Board.
The election of the President and other officers of the Board shall be by written ballot. The Board member receiving a majority of the votes cast shall be declared elected for the office in question.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 11/14/11
*Reviewed: 8/8/16
*Revised: 08/09/21
Public notice of regular or special meetings of the Board shall be provided by posting the agenda at the central administration office. Notice shall be given at least twenty-four (24) hours prior to the commencement of each meeting, and should include the time, date, place, and tentative agenda. Notice shall be provided to the news media and to others who have filed a request for notice with the Secretary. All requests for notice must be renewed annually.
Notice of the call of a special meeting shall be given to each Board member in writing and mailed to his/her residing address at least twenty-four (24) hours before the meeting. The notice shall specify the time, date, place, and purpose (tentative agenda) of the meeting. Attendance at the special meeting shall constitute a waiver of notice.
An emergency meeting may be called with less than twenty-four (24) hours notice when the Board is required to meet for good cause to take immediate action. In an emergency, when it is not possible to give twenty-four (24) hours notice, the Secretary will notify the media who have requested notification, by telephone, and post the meeting notice, as far in advance of the meeting as possible. The minutes of such an "emergency" meeting should clearly state the good cause justifying the emergency meeting.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 11/14/11
*Reviewed: 8/8/16
*Revised: 08/09/21
The majority of the full membership of the Board constitutes a quorum and must be present for the transaction of business. An affirmative vote of those present and voting shall be sufficient to pass any motion or take any action, unless the law or Board policy requires the vote of a greater number in a particular case.
A quorum need not be present to adjourn a meeting.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 11/14/11
*Reviewed: 8/8/16
*Revised: 08/09/21
The Board shall follow Robert's Rules of Order, Revised, latest edition as modified by this policy and subsequent rule.
The purposes 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 that all necessary matters can be brought to the Board and that decisions of the Board can be made in an orderly and reasonable manner;
To ensure that 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.
To ensure that meetings and actions of the board are conducted so as to be informative to the staff and the public, and to produce a clear record of actions taken and decisions made.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 11/14/11
*Reviewed: 8/8/16
*Revised: 08/09/21
The tentative agenda for each Board meeting shall state the topics for discussion and action at the Board meeting.
The tentative agenda with appropriate enclosures shall be prepared and available for the Board Members to pick up at the Central Office. The Board packets will be completed and available enough in advance of the meeting to allow adequate time for study and review.
The tentative agenda for each regular and special meeting shall be posted at the administrative office at least twenty-four (24) hours prior to the time of said meeting. The agenda shall also be widely distributed to staff requesting it, to citizens requesting it, and to the news media requesting it.
The tentative agenda to be included with the notice given at least twenty-four (24) hours before the meeting shall be specific enough to properly inform the public of the business before the Board. The tentative agenda can be amended within the twenty-four (24) hour notice period only if good cause exists requiring action on additional matters. If such matters are added, a statement to that effect should be entered in the minutes, and as much advance notice as possible should be given to the public and the media. This is not meant to prevent the Board or members of the public or the staff from introducing items for discussion only; action on discussion items, however, must normally be deferred to a subsequent meeting when the legally required notice can be given.
Action on any item can only take place with items on the agenda as published. These provisions do not preclude the taking of testimony at regularly scheduled meetings on matters not on the agenda, which any member of the public may wish to bring before the Board, provided that no action is taken by the board on such matters at the same meeting at which such testimony is taken.
Individuals or groups who wish to be placed on the agenda under business items should do so by notifying the Superintendent. Requests should include name, address, phone number, organization represented, purpose of the presentation, and pertinent background information. To be included on the regular meeting agenda under business items, notification must be made to the superintendent or his designee not later than seven (7) days prior to the meeting.
*Revised: 12/12/94
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Revised: 11/14/11
*Reviewed: 8/8/16
*Reviewed: 08/09/21
Complaints by General Public
The Board strongly believes that all concerns, problems, and complaints about personnel should be resolved at the lowest possible level within the District's structure. Anyone with a concern or complaint should first contact the person who is the cause of the concern in an attempt to identify, clarify and resolve the differences which are giving rise to the concern or complaint. Complaints that remain unresolved at the first and subsequent levels may be moved through the chain of authority to employee's immediate supervisor(s), the Superintendent, and finally to the Board, at the discretion of the Board.
Appeals will be heard by the Board solely at the discretion of the Board, and the Board does not have to hear any complaint and/or appeal. Appeals will be heard by the Board only if the complaint has been moved through the chain of authority. Complaints taken to the Board should be placed on the agenda by contacting the Superintendent. Anonymous complaints shall not be considered.
Complaints by Employees
If an employee and the employee's complaint are included by definition in the grievance procedure of a labor agreement, then the grievance procedure shall be the sole and exclusive forum for resolving the complaint.
Problems, concerns and complaints not covered by the labor agreement should be resolved by using the procedure described in the first paragraph of this policy.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 11/14/11
*Reviewed: 8/8/16
*Revised: 08/09/21
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 will set aside a specific time for public comment.
Public Comment During Board Meetings
Citizens wishing to address the board during public comment must notify the board secretary prior to the board meeting. The board president will recognize these individuals to make their comments at the appropriate time during public comment. Citizens wishing to present petitions to the board may also do so at this time. The board however, will only receive the petitions and not act upon them or their contents.
The board has the discretion to limit the amount of time set aside for public participation. Normally, speakers will be limited to three (3) minutes with a total allotted time for public participation of thirty (30) minutes. However, the board president may modify this time limit, if deemed appropriate or necessary. Public comment is a time set aside for community input, but the board will not discuss or take any action on any matter during public comment.
Public comment shall be limited to regular board meetings and will not be routinely held during special board meetings.
Petitions to Place a Topic on the Agenda
Individuals who wish for an item to be placed on the board agenda may submit a valid petition to the board. For a petition to be valid, it must be signed by at least 500 eligible electors of the district, or ten percent of the individuals who voted in the last school election, whichever number is lower.
Upon receiving a valid petition to the board to place a proposal on the next board agenda for public hearing, the board will place the proposal identified in the petition on the agenda of the next regular meeting, or a special meeting held within 30 days of receipt of the petition. The board will provide a sign-up sheet for all individuals who wish to speak on the proposal, and individuals will be called to speak in order of sign-up. The sign-up sheet will require each individual to list their legal name and mailing address. Each speaker will be limited to an amount of time established by the board president that is reasonable and necessary based on the number of speakers signed up. The same time limit will apply to all speakers on the proposal. Each individual will be limited to one opportunity to speak. The board maintains absolute discretion on whether or not to discuss or act on the public comments made on the proposal. If a petition is related to curriculum, the district maintains discretion to determine whether to stop teaching that curriculum until the board holds the public hearing to discuss the curriculum.
The board has a significant interest in maintaining the decorum of its meetings, and it is expected that members of the public and the board will address each other with civility. The orderly process of the board meeting will not be interfered with or disrupted by public comment. Only individuals recognized by the board president will be allowed to speak. Comments by others are out of order. If disruptive, the individual causing disruption may be asked to leave the board meeting. Defamatory comments may be subject to legal action.
*Revised: 02/08/93
*Revised: 10/14/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 11/14/11
*Reviewed: 8/8/16
*Revised: 08/09/21
*Revised: 09/25/23
In conducting public hearings required by law, and any other hearings as it deems advisable, the Board will adhere strictly to any statutory requirements that apply to the specific type of hearing and shall seek to conduct the hearings in a fair, open, and objective manner, giving all persons involved an equal opportunity to be heard.
The President of the Board, or another member at his/her and the Board's approval, will preside at hearings before the Board.
At the beginning of the proceedings, the attending public will be informed of particular rules that it will be following in regard to questions, remarks, rebuttals, time limitations, or other rules necessary to give everyone an opportunity to be heard.
In conformance with customary hearing procedures, statements and supporting information will be presented first by the Board, or by others on behalf of the Board. To address the Board, citizens must be recognized by the chair, and all remarks must be addressed to the chair and be germane to the topic.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 11/14/11
*Reviewed: 08/08/16
*Reviewed: 08/09/21
The board shall keep and maintain permanent records of the board including, but not limited to, records of the minutes of board meetings, and other required records received by the board. The minutes shall be preserved in accordance with board policy, "District Records."
It shall be the responsibility of the Secretary to keep the minutes of the Board meetings. The minutes of each meeting shall include as a minimum the following items: a record of date, time, place, members present, action taken and the vote of each member, with the financial records of receipts and expenditures attached. This information shall be published within twenty (20) days of the meeting in a newspaper designated as a newspaper for official publication.
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 after the Secretary transcribes the notes and has made them available to Board members.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Revised: 11/14/11
*Reviewed: 08/08/16
*Revised: 08/09/21
Members of the Board shall serve without pay. They shall be reimbursed for actual and necessary expenses incurred in the performance of their official duties as members of the Board, as permitted by law.
*Reviewed: 09/16/02
*Reviewed: 01/10/05
*Revised: 12/13/10
*Reviewed: 11/14/11
*Reviewed: 08/08/16
*Revised: 08/09/21