This series of the board policy manual sets forth the board objectives and goals for the school district’s buildings and sites. It is the goal of the board to provide sufficient school district buildings and sites for the educational program. The board will strive to provide an environment which will encourage and support learning.
In providing this environment the school district buildings and sites will accommodate the organizational and instructional patterns that support the education program. The board has final authority to determine what is necessary to meet the needs of the education program.
It is the responsibility of the superintendent to oversee the day-to-day operations of the school buildings and sites and to notify the board of areas in need of improvement.
Approved: 7/88 Reviewed: 7/97 Revised: 8/07
3/01
12/18
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 building and sites shall be discussed and determined by the Board.
It shall be 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 (2007).
Cross Reference: 103 Long-Range Needs Assessment
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 shall be 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 (2007).
Cross Reference: 103 Long-Range Needs Assessment
801 Site Acquisition and Building Construction
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 shall 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 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.
It shall be the responsibility of the superintendent to make a recommendation to the Board regarding the specifications of buildings and sites.
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 §§ 73A.2, .18; 280.3, .14; 297; 544A (2003).
1974 Op. Att'y Gen. 529.
Cross Reference: 801 Site Acquisition and Building Construction
Sites acquired by the Board shall 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 shall be 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 (2007).
Cross Reference: 212 Closed Sessions
705.1 Purchasing - Bidding
801 Site Acquisition and Building Construction
The Board supports economic development in Iowa, particularly in the school district community. Construction contracts shall be made in the school district community or in Iowa from Iowa-based companies if the bids submitted are comparable in quality and can be received without additional cost in comparison to those submitted by other bidders. The Board shall have the authority to approve or retain construction contracts.
Public, competitive sealed bids are required for construction projects, including renovation and repair, with a cost exceeding the statutory minimums required by law. The low public, competitive sealed bid requirement is waived in the case of emergency repairs when the repairs are necessary to prevent the closing of a school. The AEA administrator shall certify that the emergency repairs are necessary to prevent the closing of a school. The superintendent will comply with the competitive quote process for those projects subject to the competitive quote law. The superintendent will determine the process for obtaining quotes for projects below the competitive quote limit.
The award of construction contracts will, generally, be made to the lowest responsible bidder. The Board, in its discretion, after considering factors relating to the construction, including, but not limited to, the cost of the construction, availability of service and/or repair, completion date, and any other factors deemed relevant by the Board, may choose a bid other than the lowest bid. The Board shall have the right to reject any or all bids, or any part thereof, to waive informalities, and to enter into the contract or contracts deemed to be in the best interests of the school district.
It shall be the responsibility of the superintendent to make a recommendation and the reason for it to the Board for construction contract bids. The board secretary/business manager shall recommend, to the board, which bid to accept.
Legal Reference: Iowa Code §§ 72; 73; 73A.2, .18; 297.7-.8 (2007).
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 shall be the responsibility of the superintendent to maintain the school district buildings and sites. As part of this responsibility, a maintenance schedule shall be created and adhered to in compliance with this policy.
Legal Reference: Iowa Code §§ 279.8; 280.3, .14 (2007).
Cross Reference: 502.2 Care of School Property/Vandalism
502.5 Student Lockers
802 Maintenance, Operation and Management
804.1 Facilities Inspections
Generally, except for emergency situations, requests for improvements or repairs shall be made to the superintendent by building principals and the director of maintenance. Requirements for requests outlined in the maintenance schedule shall be followed.
Minor improvements, not exceeding a cost of $5,000, may be approved by the superintendent. Improvements exceeding $5,000 must be approved by the Board. Routine maintenance and repairs outlined in the maintenance schedule shall be followed.
Legal Reference: Iowa Code §§ 279.8; 280.3, .14 (2007).
Cross Reference: 802.1 Maintenance Schedule
802.3 Emergency Repairs
Generally, except for emergency situations, requests for improvements or repairs shall be made to the superintendent by building principals and the director of maintenance. Requirements for requests outlined in the maintenance schedule shall be followed.
Minor improvements, not exceeding a cost of $5,000, may be approved by the superintendent. Improvements exceeding $5,000 must be approved by the Board. Routine maintenance and repairs outlined in the maintenance schedule shall be followed.
Legal Reference: Iowa Code §§ 279.8; 280.3, .14 (2007).
Cross Reference: 802.1 Maintenance Schedule
802.3 Emergency Repairs
Real property of the school district shall be inventoried annually under the supervision of the board secretary and business manager. It shall be the responsibility of the board secretary and business manager to ensure accurate records for the school district's real property.
Items valued at $1000 or more shall be properly tagged.
Legal Reference: Iowa Code §§ 279.8; 291.6 (2007).
Cross Reference: 901 Public Examination of School District Records
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 shall 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 (2004).
42 U.S.C. §§ 12101 et seq. (2004).
Iowa Code chs. 104A; 216 (2007).
Cross Reference: 102 Equal Educational Opportunity
603.3 Special Education
The Board believes everyone should treat school district buildings and sites and property with respect for the benefit of the education program. Users of school district property shall treat it with care. Employees discovering vandalism should report it to the building principal as soon as possible.
Persons suspected, found or proven to have destroyed or otherwise harmed school district property may be subject to discipline by the school district, if the person is under the jurisdiction of the school district, and may be reported to local law enforcement officials. Persons who are not under the jurisdiction of the school district and who are suspected, found or proven to have destroyed or otherwise harmed school district property shall be reported to the local law enforcement authorities.
Legal Reference: Iowa Code § 279.8 (2007).
Cross Reference: 502 Students Rights and Responsibilities
903.4 Public Conduct on School District Premises
In concert with the Board's goal to utilize public funds in an effective and efficient manner, employees and students shall practice energy conservation methods when utilizing the school district's buildings and sites. These methods include, but are not limited to, turning off lights and equipment when not in use, reducing the temperature of the facility, particularly when it is not in use, and keeping windows and doors properly closed or open, depending upon the weather.
It is the responsibility of the superintendent to develop energy conservation guidelines for employees and students. Employees and students will abide by these guidelines.
Legal Reference: Iowa Code §§ 279.44; 473.19-.20 (2007).
Cross Reference: 700 Purpose of Non-instructional and Business Services
DISPOSITION OF OBSOLETE EQUIPMENT
School property, such as equipment, furnishings, equipment and/or supplies (hereafter equipment), will be disposed of when it is determined to be of no further use to the school district. It shall be the objective of the school district in disposing of the equipment to achieve the best available price or most economical disposal.
Obsolete equipment having a value of less than $5000 shall be disposed of in a manner determined by the superintendent or his/her designee. If the manner of disposal is determined to be by public auction, such sale shall be published in a newspaper of general circulation. The publication of the sale shall be published with at least one insertion each week for two consecutive weeks.
A public hearing shall be held regarding the disposal of equipment with a value of $5,000 or more prior to the board’s final decision. The board shall adopt a resolution announcing the proposed sale and shall publish notice of the time and place of the public hearing and the description of the property shall be in the resolution. Notice of the public hearing shall be published at least once, but not less than ten (10) days and not more then twenty (20) days, prior to the hearing date. Upon completion of the public hearing, the Board may dispose of the equipment.
It shall be 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 (2007)
Cross Reference: 704 Revenue
705.1 Purchasing - Bidding
803 Selling and Leasing
LEASE, SALE OR DISPOSAL OF SCHOOL DISTRICT BUILDINGS & SITES
Decisions regarding the lease, sale, or disposal of school district real property shall be made by the Board. In making its decision, the Board will consider the needs of the education program and the efficient use of public funds.
Prior to the board’s final decision regarding real property with a value of $5,000 or more, a public hearing will be held. The board will adopt a resolution announcing the proposed sale which will contain notice of the time and place of the public hearing and the description of the property or locally known address. Notice of the time and place 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. Upon completion of the public hearing, the board may dispose of the property.
If the real property contains less than two acres, is located outside of a city, is not adjacent to a city and was previously used as a schoolhouse site, the property may revert to the owner of the tract from whom the property was taken following the procedures set forth in Iowa Code 297.15-25.
In the case of a sale or lease of school district real property not being used for the education program, unless otherwise exempted, advertisements for bids will be taken. If the bids received by the board are deemed inadequate, the Board may decline to sell or lease the property and re-advertise.
In the case of the razing of a school district facility, at a cost of $5,000 or more, the Board will advertise and take bids for the purpose of awarding the contract for the project.
The superintendent shall be responsible for coordinating the action necessary for the Board to accomplish the lease, sale, or disposal of school district real property, including student-constructed buildings. It will also be the responsibility of the superintendent to make a recommendation to the Board regarding the use of school district real property not being utilized for the education program.
Legal Reference: Iowa Code §§ 297.15-.25 (2007).
Cross Reference: 704 Revenue
705.1 Purchasing - Bidding
803 Selling and Leasing
FACILITIES INSPECTIONS
A program for annual inspection, in addition to those conducted by authorized agencies, of the equipment, facilities, and grounds shall be conducted as part of the maintenance schedule for school district buildings and sites. The results of this inspection will be reported to the board at its annual meeting. Further, the Board may conduct its own inspection of the school district buildings and sites annually.
Legal Reference: Iowa Code § 279.8 (2007).
Cross Reference: 802 Maintenance, Operation and Management
The school district shall maintain a warning system designed to inform students, employees, and visitors in the facilities of an emergency. This system shall be maintained on a regular basis under the maintenance plan for school district buildings and sites.
Students are informed of this system according to board policy. Each classroom and office shall have a plan for helping those in need of assistance to safety during an emergency. This shall include, but not be limited to, students and employees with disabilities.
Licensed employees shall be responsible for instructing students on the proper techniques to be followed during an emergency. It shall be the responsibility of the superintendent to develop administrative regulations regarding this policy.
Legal Reference: Iowa Code § 100.31(2007).
Cross Reference: 507 Student Health and Well-Being
711.7 School Bus Safety Instruction
804 Safety Program
As soon as a bomb threat is reported to the administration, the school district facility should be cleared immediately. A thorough search will be made by the appropriate school district or law enforcement officials. Employees and students shall remain outside the school district facility until it is determined that danger no longer exists.
It shall be the responsibility of the superintendent to file a report or keep a report of each incident for the school district records.
Legal Reference: Iowa Code § 279.8 (2007).
Cross Reference: 804 Safety Program
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 appoint and train appropriate employees as necessary.
Legal Reference: 20 U.S.C. §§ 3601 et seq. (2004).
40 C.F.R. Pt. 763.84 (2004).
Iowa Code §§ 279.52-.54 (2007).
Cross Reference: 403.4 Hazardous Chemical Disclosure
802 Maintenance, Operation and Management