Each year after August 31, and prior to the Organizational Meeting of the board held after the regular school election, the board shall hold its annual meeting.
At the annual meeting, the board shall 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 shall present a statement from each depository showing the balance then on deposit at the depository. Should the secretary or treasurer fail to provide this information, the board may take the action necessary to secure the information.
The board, at this meeting, in even numbered years, shall also appoint a board secretary and a treasurer. In the board's discretion, one individual may serve as both the secretary and treasurer. The board may also appoint the board's legal counsel. Also, at this meeting, in even numbered years, the board will elect a president and vice president to serve a term of one year.
Legal Reference: Iowa Code 21.3, .4; 279.1 (1995). Op. Att’y Gen. 148.
Cross Reference: 200.1 Organization of the Board of Directors
210 Board of Directors’ Meetings
Approved Dec. 10, 2001
Reviewed November 18, 2019
Revised November 18, 2019
The regular meeting time and date shall be set by the board at its organizational meeting in odd-numered years, or at the annual meeting in even-numbered years.
The board shall adhere to the designated 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 shall be given.
Legal Reference: Iowa Code 21.3, .4; 279.1 (1995). Op. Att’y Gen. 148.
Cross Reference: 200.1 Organization of the Board of Directors
210 Board of Directors’ Meetings
Approved Dec. 10, 2001 Reviewed March 12, 2018 Revised March 12, 2018
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 shall be given.
If the special meeting called is an emergency meeting and the board cannot give public notice in its usual manner, the board shall give public notice of the meeting as soon as practical and possible in light of the situation. The reason for the emergency meeting and why notice in its usual manner could not be given shall be stated in the minutes.
Only the purpose or issue for which the special meeting was called may be discussed and decided in the special meeting. The board shall strictly adhere to the agenda for the special meeting and action on other issues shall be reserved for the next regular or special board meeting.
Legal Reference: Iowa Code 21.3, .4; 279.2 (1995). 1980 Op. Att’y. Gen. 148.
Cross Reference: 200.1 Organization of the Board of Directors
210 Board of Directors’ Meetings
Approved Dec. 10, 2001
Reviewed March 12, 2018
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 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 will be conducted in open session. However, no board action will take place at the work session.
Legal Reference: Iowa Code 21; 22.7; 279.8, .35 (1995). 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 Dec. 10, 2001
Reviewed March 12, 2018
Revised
Public notice shall be given for meetings and work sessions held by the board. Public notice shall indicate the time, place, date and tentative agenda of board meetings. The public notice shall be posted on the bulletin board in the central administration office at least 1 day before it is scheduled, but, at the minimum, twenty-four hours notice needs to be given.
A copy of the public notice will be provided to those who have filed a request for notice with the secretary. 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 shall 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 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 a special meeting or emergency meeting by the media or board members shall constitute a waiver of notice.
It shall be the responsibility of the board secretary to give public notice of board meetings and work sessions.
Legal Reference: Dobrovolny v. Reinhardt, 173 N. W. 2d 837 (Iowa 1970).
Iowa Code 21.2-.4; 279.1, .2 (1995). 1952 Op. Att’y. Gen. 133.
Cross Reference: 210 Board of Directors’ Meetings
210.8 Board of Directors’ Meeting Agenda
Approved Dec. 10, 2001
Reviewed March 12, 2018
Revised April 14, 2008
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 members shall constitute a quorum and are a sufficient number to transact business of the school corporation. The adjournment of a meeting may be executed without a quorum.
An affirmative vote of a majority of the votes cast shall be sufficient to pass a motion or take action unless law or board policy requires a vote of a greater number.
Legal Reference: Iowa Code 21.5 (1); 279.4 (1995).
Cross Reference: 210 Board of Directors’ Meetings
Approved Dec. 10, 2001
Reviewed March 12, 2018
Revised April 14, 2008
An orderly board meeting allows the board members to participate in the discussion and decision process on an issue confronting the school district. Rules of order for board meetings allow school district business and the relative information concerning the business to be brought to the attention of the board. They also allow the board to discuss, act upon and make a clear record of school district business in a regular, ordered, reasonable and consistent manner.
It shall be the responsibility of each board member to follow the rules of order stated in this policy at each meeting, and it shall be the responsibility of the presiding officer to conduct the board meeting within these rules.
The board shall follow Robert's Rule of Order, Revised, latest edition as modified by this policy and subsequent rule.
Legal Reference: Iowa Code 21.2, .7; 279.8 (1995).
Cross Reference: 210 Board of Directors’ Meetings
210.8 Board Meeting Agenda
Approved Dec. 10, 2001
Reviewed March 12, 2018
Revised April 14, 2008
The tentative agenda for each board meeting shall state the topics for discussion and action at the board meeting. The tentative 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 four days prior to the scheduled meeting date. 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 shall be sent to the board members three 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 shall 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 shall state the reason justifying the immediate action.
It shall be the responsibility of the board president and superintendent to develop the agenda for each board meeting.
Legal Reference: Iowa Code 21; 279.8 (1995). 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 Dec. 10, 2001
Reviewed March 12, 2018
Revised April 14, 2008
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 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 similar nature.
The superintendent in consultation with the board president and board secretary shall place items on the consent agenda. By using a consent agenda, the board has consented to the consideration of certain items as a group under one resolution. Items may be removed from the consent agenda at the request of a board member.
Nothing in this policy is to be construed as an attempt to avoid full compliance with laws dealing with open meetings or public notice of the agenda and meeting.
Legal Reference: Iowa Code 21; 279.8
Approved: November 14, 2022
Reviewed:
Revised: