ANNUAL MEETING

Code No. 210.1

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 board may also appoint the board’s legal counsel at the annual meeting.

Legal Reference:         Iowa Code §§ 279.1, .3, .33 (2011)

Cross Reference:         206.3   Secretary

                                   206.4  Treasurer

​​​​​​​                                   701.1   Depository of Funds

1.                           707.1  Secretary’s Reports
2.                            707.2   Treasurer’s Reports​​​​​​​

Adopted:         01/20/1983

Revised:          03/19/2012

Reviewed:       03/20/2023

REGULAR MEETING

Code No. 210.2

The board at its annual or organizational meeting will set the regular meeting time and date.  The regular meetings of the board will be held on the 2nd Monday of each month.

Meetings will begin promptly at 6:00 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 will be given.

Meetings shall be held in the Board Room, Edgewood Center, unless otherwise designated by the Board.

March, September and December meetings will be held in Colesburg.

Legal Reference:         Iowa Code §§ 21.3, .4, 279.1

                                    1980 Io, Att’y Gen. 148

Cross Reference          200.1        Organization of the Board of Directors

200.1R1   Organizational Meeting Procedures

Adopted:         01/20/1983

Revised:          11/15/2020

Reviewed:       06/26/2023

SPECIAL MEETING

Code No. 210.3

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 the 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 by 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, (2011)

                                    1980 Io, Att’y Gen. 148

Cross Reference          200.1        Organization of the Board of Directors

                                    200.1R1   Organizational Meeting Procedures

Adopted:         01/20/1983

Revised:          06/17/2002

Reviewed:       03/20/2023

WORK SESSIONS

Code No. 210.4

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 (2011)

                                    1982 Op. Att’y Gen. 162.

                                    1980 Op, Att’y Gen. 167.

1976 Op. Att’y. Gen. 384, 514, 765.

1972 Op. Att’y Gen. 158.

1970 Op. Att’y. Gen. 287.

Cross Reference:

                                    211      Open Meetings

Adopted:         06/17/2002

Reviewed:       03/20/2023

MEETING NOTICE

Code No. 210.5

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

A copy of the public notice will be provided to those who have filed a request for notice with the secretary.  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 the 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 to give public notice of board meetings and work sessions.

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

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

Cross Reference:        210      Board of Director’s Meetings

                                    210.8   Board of Director’s Meeting Agenda

Adopted:         06/19/2023

Revised:         

Reviewed:      

QUORUM

Code No.  210.6

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

Adopted:          01/20/1983

Revised:           03/19/2012

Reviewed:        03/20/2023

RULES OF ORDER

Code No.  210.7

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

Cross Reference:         210.8  Board Meeting Agenda

Adopted:         01/20/1983

Revised:          06/17/2002

Reviewed:       03/20/2023

BOARD MEETING AGENDA

Code No.  210.8

The tentative agenda for each board meeting will state the topics for discussion and action at the board meeting.  The agenda is part of the public notice of the board meeting and will be posted and distributed.

Persons requesting to place an item on the agenda must make a request to the superintendent prior to the drafting of the tentative agenda.  The person making the request must state the person's name, address, purpose of the presentation, action desired and pertinent background information.  Requests from the public may be added to the tentative agenda at the discretion of the superintendent after consultation with the board president.  Requests received after the deadline may only be added to the agenda for good cause.

The tentative agenda and supporting documents will be sent to the board members prior to the scheduled board meeting.  These documents are the private property of the board member.  Persons wishing to view the tentative agenda and supporting documents may do so at the central administration office.

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

Legal Reference:          Iowa Code §§ 21; 279.8.

                                    1980 Op. Att'y Gen. 269.

Cross Reference:          210.5   Meeting Notice

                                    201.7   Rules of Order

                                    211      Open Meetings

                                    213      Public Participation in Board Meetings

                                    213.1   Public Complaints

                                    215      Board of Directors' Records

                                    402.5   Public Complaints About Employees

                                    404.4   Employee Complaints

                                    502.4   Student Complaints and Grievances

Adopted:               01/20/1983

Revised:                11/15/2021

Reviewed:             03/20/2023

CONSENT AGENDA

Code No.  210.9

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.

Legal Reference:          Iowa Code §§ 21; 279.8.

Adopted:         04/17/2023

Revised:         

Reviewed: