800 - BUILDINGS AND SITES

800 - BUILDINGS AND SITES Jen@iowaschool… Tue, 01/07/2020 - 14:14

800 - Objectives of Building and Sites

The primary purpose of the school building program is to provide means of maximizing the educational objectives of the School District.

The Board of Directors (Board) shall have full and final responsibility for the selection of sites, employment of personnel, contracting for services, approval of plans, authorization and acceptance of bids, payment for work performed on contractual agreements, and final acceptance or rejection of work done. All of the related actions should be taken only by official Board actions based upon formal recommendations of its administrative staff at Board meetings.

The Superintendent of Schools shall be responsible for organizing and coordinating the efforts of the various individuals and groups to best achieve the established educational objectives in the building program and making recommendations to the Board.

Approved:
August 11, 1975

Reviewed:
September 19, 2011

July 10, 2023

Revised:
June 8, 1981
January 15, 1990
December 8, 1997
September 18, 2000
October 10, 2016

dawn@iowaschoo… Sat, 01/25/2020 - 15:13

801 - Site Acquisition and Building Construction

801 - Site Acquisition and Building Construction dawn@iowaschoo… Sat, 01/25/2020 - 15:16

801.1 - Buildings and Sites Long Range Planning

As part of the board's long range plan for the school district's education program, the board will include the buildings and sites needs for the education program. The long-term needs for buildings and sites will be discussed and determined by the board.

It is the responsibility of the superintendent to provide information including, but not limited to, enrollment projections and education program requirements to the board.

Legal Reference:
Iowa Code §§ 280.3, .12, .14; 297 (2013).

Approved:

Reviewed: 7/10/2023

Revised:
October 10, 2016

dawn@iowaschoo… Sat, 01/25/2020 - 15:16

801.2 - Buildings and Sites Surveys

It is the responsibility of the superintendent to make a recommendation to the board regarding the need for such services and who should perform such services for the board.

Legal Reference:

Iowa Code §§ 280.3, .14; 297.

Approved:
August 11, 1975

Reviewed:
September 19, 2011

July 10, 2023

Revised:
June 8, 1981
February 13, 1995
December 8, 1997
October 10, 2016

dawn@iowaschoo… Sat, 01/25/2020 - 15:17

801.3 - Educational Specifications for Buildings and Sites

Policy 801.03: Educational Specifications for Buildings & Sites	Status: APPROVED
Original Adopted Date: 8/11/1975 \| Last Revised Date: 8/12/2024 \| Last Reviewed Date: 08/12/2024

Buildings and sites considered for purchase or construction by the board or currently owned by the school district and used for the education program must meet, or upon improvement be able to meet, the specifications set by the board. The board will make this determination.

Prior to remodeling or other construction of buildings and sites, the board may appoint a committee of consultants, employees, citizens, or others to assist the board in developing the specifications for the new or improved buildings and sites. These specifications will be consistent with the education program, and they will provide the architect with the information necessary to determine what is expected from the facility. It is within the discretion of the board to determine whether a committee is appointed.

The education specifications will include, but not be limited to, the financial resources available for the project, the definition and character of classrooms, the functional use to be made of the rooms, description of specialized needs, and other pertinent information as the board deems necessary.

The district will publish on the district website information related to the square footage of each school building owned by the district; enrollment capacity of each attendance center owned by the district; how the building is currently utilized by the district, and school buildings owned by the district that are vacant.

It is the responsibility of the superintendent to make a recommendation to the board regarding the specifications of buildings and sites.

NOTE: For more detailed discussion of this issue, see IASB's Policy Primer, Vol. 17 #5- September 9, 2003.

Legal Reference:

Cedar Rapids Community School District, Linn County v. City of Cedar Rapids, 252 Iowa 205, 106 N.W.2d 655 (1960).
Iowa Code §§ 8A; 26; 280.3, .14; 297; 544A.

I.C. Iowa Code	Description
Iowa Code § 26	Bidding
Iowa Code § 280.14	Uniform School Requirements - Administrators
Iowa Code § 280.3	Education Program - Attendance Center Requirements
Iowa Code § 297	School Houses/Sites
Iowa Code § 544A	Architects
Iowa Code § 8A	Department of Administrative Services
Case Law	Description
Cedar Rapids CSD Linn Cnty v. City of CR	252 Iowa 205, 106 N.W.2d 655 (1960).

dawn@iowaschoo… Sat, 01/25/2020 - 15:18

801.4 - Site Acquistion

Sites acquired by the board will meet or, upon improvement, be able to meet the specifications set out by the board prior to using the site for the education program. The board may meet in closed session to discuss potential purchases of sites.

It is the responsibility of the superintendent to assist the board and to make recommendations concerning the acquisition of sites.

Legal Reference:
Iowa Code §§ 21.5(j); 297 (2013).

Approved:

Reviewed: July 10, 2023

Revised:
October 10, 2016

dawn@iowaschoo… Sat, 01/25/2020 - 15:20

801.11 - Financial Accounting System

School district accounting practices will follow state and federal laws and regulations, generally accepted accounting principles (GAAP) and the uniform financial accounting system provided by the Iowa Department of Education. As advised by the school district’s auditor, determination of liabilities and assets, prioritization of expenditures of governmental funds and provisions for accounting disclosures shall be made in accordance with governmdntal accounting standards.

In Governmental Accounting Standards Board (GASB) Statement No. 54, the board identifies the order of spending unrestricted resources applying the highest level of classification of fund balance – restricted, committed, assigned, and unassigned – while honoring constraints on the specific purposes for which amounts in those fund balances can be spent. A formal board action is required to establish, modify and or rescind a committed fund balance. The resolution will state the exact dollar amount. In the event the board chooses to make changes or rescind the committed fund balance, formal board action is required.

The Board authorizes the superintendent to assign amounts to a specific purpose in compliance with GASB 54. An ‘assigned fund balance’ should also be reported in the order of spending unrestricted resources, but is not restricted or committed.

It is the responsibility of the superintendent to develop administrative regulations implementing this policy. It is also the responsibility of the superintendent to make recommendations to the board regarding fund balance designations.

Legal Reference:
Iowa Code §§ 257.31(4); 279.8; 297.22-.25; 298A(2011).

Approved:
July 11, 2011

July 10, 2023

Reviewed:
October 8, 2018

Revised:

dawn@iowaschoo… Sat, 01/25/2020 - 15:23

802 - Maintenance, Operation and Management

802 - Maintenance, Operation and Management dawn@iowaschoo… Sat, 01/25/2020 - 15:25

802.1 - Maintenance Schedule

The school district buildings and sites, including the grounds, buildings and equipment, will be kept clean and in good repair. Employees should notify the building principal when something is in need of repair or removal, including graffiti.

It is the responsibility of the Director of Buildings and Grounds to maintain the school district buildings and sites. As part of this responsibility, a maintenance schedule is created and adhered to in compliance with this policy. Changes in the physical facilities of a building should not be made until the proposed changes have been discussed by the building principal, the superintendent and the Director of Buildings and Grounds.

Legal Reference:
Iowa Code §§ 279.8; 280.3, .14 (2013).

Approved:
August 11, 1975

Reviewed:
September 19, 2011

July 10, 2023

Revised:
June 8, 1981
January 15, 1990
October 10, 2016

dawn@iowaschoo… Sat, 01/25/2020 - 15:26

802.2 - Requests for Improvements

Generally, except for emergency situations, requests for improvements or repairs are made to the superintendent by building principals and the head custodian. Requirements for requests outlined in the maintenance schedule will be followed.

Minor improvements, not exceeding a cost of $25,000, may be approved by the superintendent. Improvements exceeding $25,000 must be approved by the board. Routine maintenance and repairs outlined in the maintenance schedule will be followed.

Legal Reference:
Iowa Code §§ 279.8; 280.3, .14 (2013).

Approved:
August 11, 1975

Reviewed:
September 19, 2011

July 10, 2023

Revised:
June 8, 1981
January 15, 1990
February 13, 1995
October 10, 2016

dawn@iowaschoo… Sat, 01/25/2020 - 15:27

Policy 802.03: Emergency Repairs

The board may engage the services of consultants or other personnel to study the needs of the school district's buildings and sites in providing the education program. The results of these services will be considered in planning the education program and in making decisions about the improvement and acquisition of additional buildings and sites.

It is the responsibility of the superintendent to make a recommendation to the board regarding the need for such services and who should perform such services for the board.

NOTE: This policy reflects Iowa law regarding emergency repairs. The certification of the AEA administrator is a legal requirement.

Legal Reference: Iowa Code §§ 280.3, .14; 297.

ADOPTED: July 10, 2023

REVIEWED:

REVISED:

lisa.chapman@a… Tue, 07/11/2023 - 09:41

802.4 - Capital Assets

The school district will establish and maintain a capital assets management system for reporting capitalized assets owned or under the jurisdiction of the school district in its financial reports in accordance with generally accepted accounting principles (GAAP) as required or modified by law; to improve the school district's oversight of capital assets by assigning and recording them to specific facilities and programs and to provide for proof of loss of capital assets for insurance purposes.

Capital assets, including tangible and intangible assets, are reported in the government-wide financial statements (i.e. governmental activities and business type activities) and the proprietary fund financial statements. Capital assets reported include school district buildings and sites, construction in progress, improvements other than buildings and sites, land and machinery and equipment. Capital assets reported in the financial reports will include individual capital assets with an historical cost equal to or greater than $3500 The Federal regulations governing school lunch programs require capital assets attributable to the school lunch program with a historical cost of equal to or greater than $500 be capitalized. Additionally, capital assets are depreciated over the useful life of each capital asset.

All intangible assets with a purchase price equal to or greater than $75,000 with useful life of two or more years, are included in the intangible asset inventory for capitalization purposes. Such assets are recorded at actual historical cost and amortized over the designated useful lifetime applying a straight-line method of depreciation. If there are no legal, contractual, regulatory, technological or other factors that limit the useful life of the asset, then the intangible asset needs to be considered to have an indefinite useful life and no amortization should be recorded.

Phase III districts, as determined under GASB 34, will not retroactively report intangible assets. If actual historical cost cannot be determined for intangible assets due to lack of sufficient records, estimated historical cost will be used.

This policy applies to all intangible assets. If an intangible asset that meets the threshold criteria is fully amortized, the asset must be reported at the historical cost and the applicable accumulated amortization must also be reported. It is not appropriate to “net” the capital asset and amortization to avoid reporting. For internally generated intangible assets, outlays incurred by the government's personnel, or by a third-party contractor on behalf of the government, and for development of internally generated intangible assets should be capitalized.

The capital assets management system must be updated monthly to account for the addition/acquisition, disposal, relocation/transfer of capital assets. It is the responsibility of the superintendent to count and reconcile the capital assets with capital assets management system on June 30 each year.

It is the responsibility of the superintendent to develop administrative regulations implementing this policy. It will also be the responsibility of the superintendent to educate employees about this policy and its supporting administrative regulations.

Legal Reference:
Iowa Code §§ 257.31(4); 279.8; 297.22-.25; 298A (2013).

Approved:
July 11, 2005

Date of Review:
September 19, 2011

July 10, 2023

Date of Revision:
October 11, 2010
October 10, 2016

dawn@iowaschoo… Sat, 01/25/2020 - 15:28

802.4R1 - Capital Assets Regulation

A. Capital Assets Management System

The superintendent, and/or other designated staff, shall:

Conduct the capital assets physical count;
Develop the capital assets listing;
Tag capital assets included in the capital assets management system with a bar code identification number;
Make a recommendation of a computer software program for managing the capital assets management system;
Enter the necessary data into the capital assets management system and compile the appropriate reports;
Develop forms and procedures for maintaining the integrity of the capital assets management system; and,
Maintain responsibility for an accurate capital assets management system.

B. Determining historical cost

The historical cost of a capital asset is based on the actual costs expended in making the capital assets serviceable.
Gifts of capital assets are valued at the estimated fair market value at the addition/acquisition date.
Capital assets purchased under a capital lease are valued at historical cost of their net present value of the minimum lease payments on the addition/acquisition date.
The historical cost of capital assets must include capitalized interest.

C. Annual capital assets listing reconciliation

The superintendent, and/or other designated staff, in conjunction with the capital assets management team, will conduct an annual capital assets physical count to develop the annual capital assets listing in a manner similar to the initial capital assets listing process in B above. At least every three years, someone other than the person in custody of the capital assets in the building/department/room will perform the capital assets physical count for the building/department/room.
Upon completion of the annual capital assets listing, the capital assets listing is reconciled to the capital assets management system data base.
Capital assets found to have been excluded from the data base are added to the capital assets management system. The capital assets management system process should be reviewed to prevent future incidents of excluding a capital asset.
Capital assets unaccounted for are reported to the superintendent who contacts the supervisor of and the individual in charge/control/custody of the capital asset. The individual in charge/control/custody of the capital asset has thirty days to account for the capital asset.
Capital assets unaccounted for after thirty days are reported to the superintendent for appropriate action and documentation. "Appropriate action" may include discipline, up to and including discharge, and may require the employee/person in charge/control/custody of the capital asset to replace the asset.
The superintendent is responsible for documenting the reasons each asset was not reconciled to the capital assets management system.

D. Addition/acquisition of capital assets.

The school district's purchasing policy and administrative regulations must be followed when acquiring capital assets. The school district's policy and administrative regulations must be followed for receiving a gift of capital assets.
The capital assets addition/acquisition documentation must be completed for each additional capital assets with an addition/acquisition cost of equal to or greater than ($ capitalization threshold). The following information should be collected, if applicable:
a. Name of location-building/department/room;
b. Location-building/department/room code;
c. Balance sheet accounting/class code;
d. Government or BTA program;
e. Addition/acquisition date;
f. Check/purchase order number or gift;
g. Bar code identification number assigned to and placed on the capital asset;
h. Serial/model number;
i. Cost-historical;
j. Fair market value on acquisition date (donated assets only);
k. Estimated useful life;
l. Vendor;
m. Purchasing fund and function;
n. Description of capital asset;
o. Department/person charged with custody,
p. Method of addition/acquisition-purchase, trade, gift etc.,
q. Quantity;
r. Replacement cost;
s. Addition/acquisition authorization; and,
t. Function for depreciation.
Capital assets acquired in a month must be entered into the capital assets management system in the same month.
The actual costs of construction in progress, other than infrastructure, is entered into the capital assets management system in the month in which costs are incurred until the total cost of addition/acquisition is entered. Upon completion of construction, the total costs accumulated over the period of construction are reclassified to buildings.
Capital assets acquired in a month must be entered into the capital assets management system in the same month.

E. Relocation/transfer of machinery and equipment capital assets.

A capital assets relocation/transfer documentation must be completed prior to removing machinery and equipment capital assets from their current location. The following information must be collected:
a. Relocation/transfer date;
b. Quantity;
c. Bar code identification number;
d. Current location-building/department/room code;
e. Name of current location-building/department/room;
f. New location-building/department/room code;
g. Name of new location-building/department/room;
h. Date placed at new location-building/department/room;
i. Department/person charged with custody; and
j. /transfer authorization.
Capital assets relocated/transferred in a month must be entered into the capital assets management system in the same month.

F. Disposal of capital assets

A Capital Assets disposal documentation must be completed prior to disposing of real property. The following information must be collected:
a. Disposal date;
b. Quantity;
c. Bar code tag identification number;
d. Legal description,
e. Location/Address;
f. Purchaser;
g. Disposal methods for real property trade, sale, stolen, etc.; and,
h. Disposal authorization.
Capital assets disposed of in a month must be entered into the capital assets management system in the same month.
When assets are sold or disposed of, it is necessary to calculate and report a gain or loss in the statement of activities. The gain/loss is calculated by subtracting the net book value (historical cost less any accumulated amortization) from the net amount realized on the sale or disposal.

G. Lost, damaged or stolen capital assets.

A Lost, Damaged or Stolen Capital Assets Report must be completed when a capital asset has been lost, damaged or stolen. The following information must be collected:
a. Date of loss, damage or theft;
b. Employee/person discovering;
c. Quantity;
d. Description of capital asset;
e. Bar code tag identification number;
f. Location-building/department/room;
g. Description of loss, damage, etc.;
h. Filing of police report-yes or no;
i. Filing of insurance report-yes or no;
j. Sent for repair-yes or no;
k. Date returned from repair;
l.. Date returned to location-building/department/room;
m. Department/person charged with custody; and,
n. Authorization.
Capital assets damaged, lost or stolen in a month must be entered into the capital assets management system in the same month.

H. Capital assets reports

Annual reports for June 30 each year.
a. Capital assets listing including the following items:
   1) Balance sheet accounting/class code;
   2) Purchasing fund, function and depreciation function;
   3) Bar code tag identification number;
   4) Description of the capital asset;
   5) Historical cost or other;
   6) Location;
   7) Current year depreciation/expense; and,
   8) Accumulated depreciation/amortization.
b. Capital assets listing by location/building;
c. Capital assets listing by department/employee/person charged with custody; and,
d. Capital assets listing by replacement cost.

dawn@iowaschoo… Sat, 01/25/2020 - 15:32

802.4R2 - Capital Assets Management System Definitions

Back trending/standard costing - an estimate of the historical original cost using a known average installed cost for like units as of the estimated addition/ acquisition date. This cost is only applied to the capital assets initially counted upon implementation of the capital assets management system when the historical original cost cannot be determined. It is inappropriate to apply the back trending/standard costing method to any capital assets acquired after the assets management system implementation date.

Balance sheet accounting/class codes - the codes set out for assets in the Iowa Department of Education Uniform Accounting Manual. They are: 200-capital assets; 211- land and land improvements; 221-site improvements; 222-accumulated depreciation on site improvements; 231-buildings and building improvements; 232-accumulated depreciation on buildings and building improvements; 241-machinery and equipment; 242-accumulated depreciation on machinery and equipment, 251-works of art and historical treasures; 252-accumulated depreciation on works of art and historical treasures, 261-infrastructure, 262-accumulated depreciation on infrastructure, and 271-construction in progress.

Book value - the value of capital assets on the records of the school district, which can be the cost or, the cost less the appropriate allowances, such as depreciation.

Buildings and building improvements - a capital assets account reflecting the addition/acquisition cost of permanent structures owned or held by a government and the improvements thereon.

Business-type activities – one of two classes of activities reported in the government-wide financial statements. Business-type activities are financed in the whole or in part by fees charged to external parties for goods or services. These activities are usually reported in enterprise funds.

Capital expenditures/expenses - expenditures/expenses resulting in the addition/acquisition of or addition/acquisition to the school district's capital assets.

Capital assets - Capital assets with a value of equal to or greater than ($ capitalization threshold) based on the historical cost include: long-lived assets obtained or controlled as a result of past transactions, events or circumstances. Capital assets include buildings, construction in progress, improvements other than facilities, land, machinery and equipment, and intangible assets.

Capitalization policy - the criteria used by the school district to determine which capital assets will be reported as capital assets on the school district’s financial statements and records

Capitalization threshold - The dollar value at which a government elects to capitalize tangible or intangible assets that are used in operations and that have initial useful lives extending beyond a single reporting period.

Capitalized interest - interest accrued and reported as part of the cost of the capital assets during the construction phase of a capital project. The construction phase extends from the initiation of pre-construction activities until the time the asset is placed in service.

Construction in progress - buildings in the process of being constructed other than infrastructure.

Cost - the amount of money or other consideration exchanged for goods or services.

Depreciation/Amortization - expiration in the service life of capital assets, other than wasting assets, attributable to wear and tear, deterioration, action of the physical elements, inadequacy and obsolescence. In accounting for depreciation/amortization, the cost of a capital asset, less any salvage value, is prorated over the estimated service life of such an asset, and each period is charged with a portion of such cost.

Fixtures - attachments to buildings that are not intended to be removed and cannot be removed without damage to the buildings. Those fixtures with a useful life presumed to be as long as that of the building itself are considered a part of the building. Other fixtures are classified as machinery and equipment.

General capital assets - capital assets that are not capital assets of any fund, but of the governmental unit as a whole. Most often these capital assets arise from the expenditure of the financial resources of governmental funds.

General capital assets account group (GFAAG) - a self-balancing group of accounts established to account for capital assets of the school district, not accounted for through specific proprietary funds.

Government activities – activities generally financed through taxes, intergovernmental revenues, and other non-exchange revenues. These activities are usually reported in governmental funds and internal service funds.

Government-wide financial statements – Financial statements that incorporate all of a government's governmental and business-type activities, as well as its nonfiduciary component units. There are two basic government-wide financial statements the statement of net assets and the statement of activities. Both basic government-wide financial statements are presented using the economic resources measurement focus and the accrual basis of accounting.

Historical (acquisition) cost - the actual costs expended to place a capital asset into service. For land and buildings, costs such as legal fees, recording fees, surveying fees, architect fees and similar fees are included in the historical cost. For machinery and equipment, costs such as freight and installation fees and similar fees are included in the historical cost.

Improvements – In addition made to, or change made in, a capital asset, other than maintenance, to prolong its life or to increase the efficiency or capacity. The cost of the addition or change is added to the book value of the asset.

Improvements other than buildings - attachments or annexation to land that are intended to remain so attached or annexed, such as sidewalks, trees, drives, tunnels, drains and sewers. Sidewalks, curbing, sewers and highways are sometimes referred to as "betterments," but the term "improvements" is preferred.

Infrastructure – long-lived capital assets that normally are stationary in nature and normally can be preserved for a significantly greater number of years than most capital assets. Examples of infrastructure assets include; roads, bridges, tunnels, drainage systems, tater and sewer systems, dams, and lighting systems.

Investment in general capital assets - an account in the GFAAG representing the school district's investment in general capital assets. The balance in this account generally is subdivided according to the source of the monies that finance the capital assets addition/acquisition, such as general fund revenues and special assessments.

Land and buildings - real property owned by the school district.

Machinery and equipment - capital assets which maintain their identity when removed from their location and are not changed materially or consumed immediately (e.g., within one year) by use. Machinery and equipment are often divided into specific categories such as: transportation machinery and equipment which includes school buses and school district owned automobiles, trucks and vans; other motor machinery and equipment which includes lawn maintenance machinery and equipment, tractors, motorized carts, maintenance machinery and equipment, etc.; other machinery and equipment which includes furniture and machinery and equipment contained in the buildings whose original cost is equal to or greater than ($ capitalization threshold), and capital assets under capital leases and capital assets being acquired under a lease/purchase agreement.

Proprietary funds – Funds that focus on the determination of operating income, changes in net assets (or cost recovery), financial position, and cash flows. There are two different types of proprietary funds: enterprise funds and internal service funds.

Replacement cost - the amount of cash or other consideration required today to obtain the same capital assets or its equivalent.

dawn@iowaschoo… Sat, 01/25/2020 - 15:45

802.5 - Buildings and Sites Adaptation for Persons with Disabilities

The board recognizes the need for access to its buildings and sites by persons with disabilities. School district buildings and sites currently in use will be altered to be accessible to persons with disabilities unless the alteration would cause an undue hardship for the school district. Renovated and new buildings and sites will be accessible to persons with disabilities.

It is the responsibility of the superintendent, upon board approval, to take the necessary action to ensure school district buildings and sites are accessible to persons with disabilities.

Legal Reference:
29 U.S.C. §§ 621-634 (2012).
42 U.S.C. §§ 12101 et seq. (2012).
Iowa Code chs. 104A; 216 (2013).

Approved:

Reviewed: July 10, 2023

Revised:
October 10, 2016

dawn@iowaschoo… Sat, 01/25/2020 - 15:47

803 - Selling and Leasing

803 - Selling and Leasing dawn@iowaschoo… Sat, 01/25/2020 - 15:49

401.10 - School Credit Cards

The school district may maintain a school district credit card for actual and necessary expenses incurred by employees and officers in the performance of their duties. Actual and necessary expenses incurred in the performance of work-related duties include, but are not limited to, fuel for school district transportation vehicles used for transporting students to and from school and for school-sponsored events, payment of claims related to professional development of the Board of Directors (Board) and employees, and other expenses required by employees and the Board in the performance of their duties.

Employees and officers using a school district credit card must submit a detailed receipt in addition to a credit card receipt indicating the date, purpose and nature of the expense for each claim item. Failure to provide a proper receipt shall make the expense a personal expense. Personal expenses shall be reimbursed to the school district no later than ten working days following use of the school district’s credit card. In exceptional circumstances, the Superintendent of Schools (Superintendent) or Board may allow a claim without proper receipt. Written documentation explaining the exceptional circumstances shall be maintained as part of the school district’s record of the claim.

It shall be the responsibility of the Superintendent to determine whether the school district credit card use is for appropriate school business. It shall be the responsibility of the Board of Directors (Board) to determine through the audit and approval process of the Board whether the school district credit card use is for appropriate school business.

Legal References:
(Code of Iowa)
Chapter 279.8, 279.29, 279.30 281 I.A.C. 12.3(1)

Date of Adoption:
March 14, 1994

Date of Review:
September 19, 2011
May 14, 2018

July 10, 2023 (CHANGE OF # FROM 803.3 to 401.10)

dawn@iowaschoo… Sat, 01/25/2020 - 15:54

803.1 - Disposition of Obolete Equipment of Obsolete Equipment

School property, such as equipment, furnishings, or supplies (hereafter equipment), will be disposed of when it is determined to be of no further use to the school district. It is the objective of the school district in disposing of the equipment to achieve the best available price or most economical disposal.

Obsolete equipment or property other than real property having a value of no more than $25,000 may be sold or disposed of in a manner determined by the board. The Superintendent or his or her designee shall be authorized to dispose of such furnishings, equipment, and or supplies by various methods including auctions, bids, disposal, first come first served, gifting to nonprofits, etc. However, the sale or disposition of equipment, furnishings or supplies disposed of in this manner may be published in a newspaper of general circulation or other media platforms managed by the district. The publication of the sale or disposition may be published with at least one insertion each week for two consecutive weeks. Any other disposition may be done in any other manner so with only one insertion in same newspaper

A public hearing will be held regarding the disposal of the equipment with a value of $25,000 or more prior to the board's final decision. The board will adopt a resolution announcing the proposed sale or disposition and will publish notice of the time and place of the public hearing and the description of the property will be in the resolution. Notice of the public hearing will be published at least once, but not less than 10 days and not more than 20 days, prior to the hearing date unless otherwise required by law. Upon completion of the public hearing, the board may dispose of the equipment.

It is the responsibility of the superintendent to make a recommendation to the board regarding the method for disposing of equipment of no further use to the school district

Legal Reference:
Iowa Code §§ 297.22-.25 (2013).

Adopted:
7/11/05

Reviewed:
3/11/2024

REVISED:

3/11/2024

dawn@iowaschoo… Sat, 01/25/2020 - 15:49

803.2 - Lease, Sale or Disposal of School District Buildings and Sites

Policy 803.02: Lease, Sale or Disposal of School District Buildings & Sites	Status: APPROVED
Original Adopted Date: 1/15/1990 \| Last Revised Date08/12/2024 \| Last Reviewed Date: 08/12/2024

Policy 905.03: Weapons in the School District	Status: UNDER REVIEW
Original Adopted Date: 09/13/2021 \| Last Revised Date: 08/12/2024 \| Last Reviewed Date: 08/12/2024

The board believes weapons, other dangerous objects and look-a-likes in school district facilities and at school district-approved events cause material and substantial disruption to the school environment or present a threat to the health and safety of students, employees and visitors on the school district premises or property within the jurisdiction of the school district.

All weapons, dangerous objects and look-a-likes are prohibited to be carried, possessed, transported or otherwise stored on school district property and to school district-approved events. Exceptions to this policy include weapons carried by the following individuals in performance of their official duties:

law enforcement;
military personnel;
corrections officers;
individuals approved in writing by the Superintendent;
students and individuals approved in writing by the Superintendent who are actively engaging in a school district approved firearms safety course, hunter education course or shooting sports activity; and
School security officers and/or school resource officers in accordance with all applicable laws.

Individuals found to be in violation of this district policy will be required to immediately remove the weapon, dangerous object or look-a-likes from the school district property or event. Students found to be in violation of this policy or any other board policies related to weapons will be subject to disciplinary proceedings. Employees found in violation of this policy may be subject to discipline, up to and including termination.

The district shall not authorize staff members to carry firearms on school grounds in accordance with Iowa Code 724.6.

Note: The legislature made changes to decriminalize the carrying of firearms on campus by certain individuals if certain circumstances are met. However, much like creating tobacco-free campuses, schools maintain the authority to choose whether to place additional limitations on the carrying of firearms on district property as needed to protect the health and safety of students and staff.

NOTE: Schools Boards of districts with a total enrollment of 8,000 students or more must vote whether to employ or retain a private school security officer or school resource officer to guard each attendance center where students in grades 9-12 regularly attend classes. If the board decides to do so, the relevant italicized language should be adopted into policy, and the non-relevant language removed. Districts with total enrollment less than 8,000 students are not required to vote but may choose to do so.

NOTE: Districts that wish to consider arming staff should work closely with their insurance providers and legal counsel to craft appropriate regulations necessary to fit this option. Any regulations should be customized to suit the needs of individual districts, and developed closely with input from the same stakeholders the district uses to craft their emergency operations plans.

Legal Reference:

18 U.S.C. § 921
Iowa Code §§ 279.8; .84; 280.21B; 483A.27(11), 724
281 I.A.C. 12.3(6)

I.C. Iowa Code	Description
Iowa Code § 279.8	Directors - General Rules - Bonds of Employees
Iowa Code § 280.21B	Expulsion-weapons
Iowa Code § 483A.27	Hunter Education Program
Iowa Code § 724	Weapons
I.A.C. Iowa Administrative Code	Description
281 I.A.C. 12.3	Administration
U.S.C. - United States Code	Description
18 U.S.C. § 921	Crimes - Criminal Procedures - Firearms

dawn@iowaschoo… Sat, 01/25/2020 - 15:50

804 - Safety Program

804 - Safety Program dawn@iowaschoo… Sat, 01/25/2020 - 15:52

804.1 - Facilities Inspections

A program for annual inspection, in addition to those conducted by authorized agencies, of the equipment, facilities, and grounds will be conducted as part of the maintenance schedule for school district buildings and sites. The board may conduct its own inspection of the school district buildings and sites annually.

Legal Reference:
Iowa Code § 279.8 (2013).

Approved:

Reviewed:

July 10, 2023

Revised:
October 10, 2016

dawn@iowaschoo… Sat, 01/25/2020 - 15:52

804.2 - District Emergency Operations Plans

The safety and security of the school community is paramount to the Community School District. While there is no absolute guarantee of safety, it is the goal of the district to encourage and support a physically secure learning and working environment within its buildings. The district shall work in conjunction with community stakeholders including local emergency management coordinators and local law enforcement agencies to create emergency operations plans for all district buildings and school buildings where students are educated.

The superintendent [or their designee] shall be responsible for the development, review and implementation of the district emergency operations plan. The plan shall include procedures for transmitting alerts regarding emergency situations to school personnel, students, and employers for non-school employees whose presence is regularly required in the school building. The emergency operations plan shall be updated and reviewed annually by the Board and shall address responses to natural disasters, active shooter scenarios and other emergencies as determined by the district. The emergency operations plans are confidential and shall not be subject to disclosure under Iowa Code Chapter 22. However, the district shall publish procedures for students, school personnel, parents, and family members to report possible safety threats on school grounds and at school activities.

The administration shall hold annual emergency operations drills at each district building covered by an emergency operations plan in accordance with law. The district shall determine which school personnel shall participate and whether local law enforcement and students participate in annual drills.

NOTE: This is not a mandatory policy, but all school districts are required to have emergency operations plans in place for their districts no later than June 30, 2019.

Legal Reference:

Iowa Code 280.30

Approved:

Reviewed:

July 10, 2023

Revised:
October 10, 2016

July 10, 2023

dawn@iowaschoo… Sat, 01/25/2020 - 15:55

804.6 - Use of Recording Devices on School Property

USE OF RECORDING DEVICES ON SCHOOL PROPERTY

District-Generated Recordings

The district believes in the importance of providing a safe and enriching learning environment possible for its students. The district uses digital recording devices on school property including school transportation vehicles to help protect the safety of district students, employees and community members; and to safeguard district property which is funded using public resources. Additionally, district-generated recordings of students engaging in the district’s educational and extracurricular programs can be essential to engage positively with the school community and promote the value of public education.

In order to balance privacy and safety interests, no recording devices will be utilized on district property where individuals maintain a reasonable expectation of privacy. These areas include but are not limited to: the school nurse’s office, restrooms, locker rooms, changing areas, lactation spaces and employee break areas.

Recordings of students have the potential to be considered education records. Any recordings will be maintained and accessed in compliance with the requirements of the Family Education Rights and Privacy Act and the district’s policy on student records.

Recordings will be digitally maintained and stored for an appropriate amount of time to maintain the safety of the educational environment and to safeguard district property, after which they will be destroyed. The superintendent or superintendent’s designee will establish any necessary regulations related to the secure storage, maintenance, viewing and destruction of digital recordings.

Non-District Generated Recordings

The use of non-district owned recording devices on school property and at school events will be regulated. Students, parents and community members will not be permitted to take recordings of other students or employees during school hours unless the recording is authorized in advance by building administration. Students and employees found to violate this policy will be subject to disciplinary measures consistent with board policy and applicable student and employee handbooks. This policy will not be construed or enforced in a way that infringes on employee activity otherwise protected by law.

It is important to foster a community spirit and sense of unity within the district. However, the district acknowledges that not every student or staff member feels comfortable or safe being recorded. At district-sponsored extracurricular events and activities, the use of non-district owned recording devices by the public may be monitored by administration if a concern is made known to district administration by a student, employee or parent. Any individuals determined to be making recordings considered bothersome to students or staff may be asked to stop or destroy their recording and may be asked to leave the event.

Legal Reference:
20 USC 1232
Iowa Code §§ 279.8

Cross Reference:
506.1 Student Records
711.2R2 Use of Recording Devices on School Buses

Approved: September 13, 2021

Reviewed: July 10, 023

jcarter@algona… Mon, 09/20/2021 - 14:42

804.6R1 - Use of District Owned Recording Devices on District Property

The board supports the use of recording devices on district property as a means to monitor and maintain a safe environment for students and employees. District property includes district-owned land, buildings, vehicles, buses and any other property as needed. The contents of the recordings may be used as evidence in a student or employee disciplinary proceeding.

Student Records

The content of the recordings may be a student record subject to federal and state law, board policy and administrative regulations regarding confidential student records. Generally, surveillance video that does not capture any specific incident is not a student record or personnel record and may be disclosed as a public record upon request. Only those persons with a legal basis or legitimate educational purpose may view the recordings. In most instances, individuals with a legitimate educational purpose may be the superintendent, building principal, classroom teacher, transportation director, bus driver, HR director and special education staffing team. A parent may inspect, review or be informed of the content of the recording without consent from any student or parent of a minor student also shown in the recording, whether the student is a bystander to an incident or directly involved. The district may, but is not obligated by law to provide a copy of a recording to a parent or student upon request.

A recording during a school-sponsored trip, such as an athletic event, may also be accessible to the sponsor or coach of the activity. If the content of the recording becomes the subject of a student disciplinary proceeding, it will be treated like other evidence in the proceeding.

Notice
The school district will annually provide the following notice to students and parents:

The Algona Community School District Board of Directors has authorized the use of recording devices on school district owned property. The recording devices will be used to enhance safety and security within the educational environment. Students, employees, and parents are hereby notified that the content of the recording may be used in a student or employee disciplinary proceeding. The content of the recordings may be considered confidential student records and will be retained with other student records. Recordings will only be retained if necessary for use in a student or employee disciplinary proceeding or other matter as determined necessary by the administration. Parents may request to view the recording of their child.

Review of Recording Devices

The school district will review the recordings:

When necessary, as a result of an incident reported by an employee or student. The recordings may be re-circulated for erasure after 14 days.

If not public records, the viewing of the recordings is limited to the individuals having a legitimate educational purpose. A written log, as appropriate, may be kept of those individuals viewing the recordings stating the time, name of individual viewing and the date the recordings was viewed.

Student Conduct

Students are prohibited from tampering with the recording devices on the school property. Students found in violation of this regulation will be disciplined in accordance with the school district discipline policy and Good Conduct Rule and will reimburse the school district for any repairs or replacement necessary as a result of the tampering.

Employee Conduct

District-generated recordings may be used as evidence in employee disciplinary matters, as appropriate. Employees are prohibited from tampering with recording devices on school property. Employees found to be in violation of this regulation will be subject to disciplinary action as outlined in the employee handbook and relevant board policies

Date of Adoption:
September 10, 2011

Date of Review:
September 13, 2021

dawn@iowaschoo… Thu, 01/23/2020 - 21:08

Policy 804.4 Asbestos Containing Material

Friable and nonfriable asbestos containing materials will be maintained in good condition and appropriate precautions will be followed when the material is disturbed. If there is a need to replace asbestos it will be replaced with nonasbestos containing materials. Each school building will maintain a copy of the asbestos management plan.

The school district will annually notify, appoint and train appropriate employees as necessary.

Legal Reference:

20 U.S.C. §§ 3601 et seq.
40 C.F.R. Pt. 763.84.
Iowa Code §§ 279.52-.54.

ADOPTED: July 10, 2023

REVIEWED:

REVISED:

lisa.chapman@a… Tue, 07/11/2023 - 09:57