Each year after August 31 and prior to the organizational meeting of the board in odd-numbered years, 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 affidavits from depository banks. 

The board, at this meeting, 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.

 

Legal Reference:    Iowa Code §§ 279.3, .33 (2013).

Cross Reference:    206.3  Secretary

    206.4  Treasurer

    701.1  Depository of Funds

    707     Fiscal Reports

Approved    12/12/83           Reviewed   12/20/23                         Revised   12/20/93       

 

The regular meeting time and date will be set by the board at the organizational meeting in odd-numbered years, or at the annual meeting in even-numbered years.  

The regular meetings of the board will be held monthly. The board will set the date and time at the annual organizational meeting. The board will adhere to this meeting date and time 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 in accordance with law and policy.  Public notice of the meetings will be given.

 

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

Cross Reference:    200.1   Organization of the Board of Directors

    210      Board of Directors' Meetings

Approved    11/5/84          Reviewed     12/20/23                   Revised    11/21/11       

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.  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 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 (2013).

    1980 Op. Att'y Gen. 148.

Cross Reference:    200.1    Organization of the Board of Directors

    210    Board of Directors' Meetings

Approved     7/11/83            Reviewed     12/20/23           Revised    11/20/00               

       

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 (2013).

    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     11/20/00          Reviewed        12/20/23             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 outside the central administration office at least two 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. 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 (1999).

    1952 Op. Att'y Gen. 133.

 

Cross Reference:    210    Board of Directors' Meetings

    210.8    Board of Directors' Meeting Agenda

Approved    12/12/83           Reviewed    1-15-20           Revised        12/20/23         

 

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 in person participation is encouraged, board members may attend meetings either in person or electronically provided each member can hear and be heard in real time by all members present and the public.

While board members are encouraged to attend board meetings, 4 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.

It is the responsibility of each board member to attend board meetings.

 

Legal Reference:    Iowa Code §§ 21.5(1); 279.4

Approved    10/26/70           Reviewed    12/20/23         Revised          1-15-20         

 

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.

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.

Legal Reference:    Iowa Code §§ 21.2, .7; 279.8 (2013).

Cross Reference:    210    Board of Directors' Meetings

    210.8    Board Meeting Agenda

Approved     10/26/70          Reviewed     12/20/23           Revised      11/20/00             

     

Policy 210.8 BOARD MEETING AGENDA

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   4   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 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   4   days prior to the scheduled meeting.

  

NOTE:  There is no legal requirement for the method used in developing the board agenda.  This policy states the common procedure for drafting the board agenda.  If a board uses another procedure, it should be reflected in this policy.

  

Legal Reference:

Iowa Code §§ 21; 279.8.

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     11/5/84          Reviewed     12/20/23         Revised  12/15/21

    At the organizational meeting of the Emmetsburg Community School District Board of Directors held each year at its regular meeting in November as required by law, the Board shall be called to order by the immediate past-president.  In the event that person is no longer a member of the Board, the secretary shall act as temporary chairman.

    The first order of business shall be to swear into office any new members unless they shall have been so sworn previously.  The Board shall then elect from its membership a President and Vice-President. The elections shall be conducted by first obtaining written nominations.  The two members whose names appear most frequently as nominees shall be declared the candidates and the election to office shall be by written ballot.

 

LEGAL REFERENCES:  Iowa Code Sections 274.2; 277.28; 277.31; 279.1; 279.5; 279.7.

Approved     10/26/70          Reviewed     12/20/23          Revised     11/20/00