Series 200 – Board of Directors

Policies

Series 200
Code 201
Title:  Name and Legal Status
The Des Moines Independent Community School District is a school corporation under the laws of the state of Iowa, located in the counties of Polk and Warren.  It is sometimes referred to as the Des Moines Public Schools.  The Board of Directors of the Des Moines Independent Community School District derives its legal status from the constitution of the State of Iowa and statutes enacted by the general assembly.

Legal reference: Iowa Code Chapter 274.1, (2011)
Last review: 2012-2013
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Series 200
Code 203
Title:  Legal Basis for Board Action
The Board of Directors of the Des Moines Independent Community School District, acting in behalf of the school district shall have jurisdiction over school district matters within the territory of the school district.

Legal reference: Iowa Code § 274.1 (2011)
Adopted July 17, 1990
Last review 2012-2013
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Series 200
Code 204
Title:  Number of Members – Term of Office
The Board of Directors shall consist of seven members, elected in the following manner: four elected by Director District, and three elected at large.  Each member of the Board of Directors is elected for a term of four years or to complete that part of an unexpired term of a regularly elected member.  Three board members will be elected one year; four will be elected two years later.  Elections will take place in odd numbered years.  Directors shall hold office until a successor is elected and qualified or their earlier death or resignation.

Revised July 8, 2012;
Last review: 2012-2013
Legal reference: Iowa Code § 39.24
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Series 200
Code 205
Title:  Organization of the Board of Directors
The meeting of the board for organization shall be the first regular meeting after the canvass of votes of the regular school board election and called to order by the board member with the most years of service.  In the event of identical length of service, the presiding officer would be selected by lot from among those with identical length of service.

The board shall elect a chair and a vice chair to hold office for a term of one year.  The election process shall be by nomination followed by a written ballot.  The chair shall make public the vote of each member as the votes for the respective office are being totaled.  The board member receiving a majority of the votes cast shall be declared elected.  The minutes shall reflect the vote of each board member.

A vacancy in the office of the chair or vice chair shall be filled by board election as stated in the preceding paragraph, and that person shall hold office for the remainder of the unexpired term.

Legal reference: Iowa Code § 279.1 (2007)
Adopted July 17, 1990; revised June 15, 1993; September 17, 1996; January 23, 2007; July 8, 2008
Last review: 2012-2013
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Series 200
Code 206
Title:  Vacancies
A.  Officers:
Vacancies occurring among officers shall be filled by board election.

B.  Board of Directors:
Vacancies occurring on the Board of Directors shall be filled:

a.    by board appointment within 30 days following a vacancy; or
b.    at a special election if the board fails to make an appointment within 30 days; or
c.    at the next school election if the vacancy occurs due to a resignation prior to the time for filing nomination papers and the board member specifies that the resignation will be effective on the date of the next term of office.

A person appointed shall hold office until the next regularly scheduled election, when the office would be placed on the ballot.

A person elected shall hold the office for the remainder of the unexpired term and until a successor is elected, or appointed, and qualified.

The appointed or elected individual shall qualify by taking the oath of office within ten days thereafter, in the manner required by Iowa law.

Adopted July 17, 1990; revised June 15, 1993; July 13, 1999; July 8, 2008
Last review: 2012-2013
Legal reference: Iowa Code §§ 69.12, 279.6, 279.7 (2011)
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Series 200
Code 211
Title:  Chair to serve as President of the Board of Directors
The chair of the Board of Directors shall preside at all of its meetings, sign all contracts made by the board, and appear in behalf of the corporation in all actions brought by or against it, unless individually a party, in which case this duty shall be performed by the secretary.  The chair or the chair’s designee shall sign, using an original or a facsimile signature, all school district warrants drawn as provided by law.  The Board of Directors, by resolution, may designate an individual, who shall not be the secretary, to sign warrants on behalf of the chair.

If the Vice President of the Board is unable or unwilling to fulfill or complete the term of office, the Board of Directors shall re-elect a new President when the current President steps down or resigns.

 Legal reference: Iowa Code § 291.1 (2013)
Adopted July 17, 1990; revised September 17, 1996; July 8, 2008; September, 2013
Last review: 2013-2014
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Series 200
Code 212
Title: Vice President

The Vice President of the Board shall be a member of the Board of Directors and shall be elected by a majority vote of the Board at its organizational or annual meeting to serve a one-year term of office. Board members elected to offices of the Board will take the oath of office.

The duties of the Board President may be delegated by the Board to the Vice President if the President is temporarily unable or unwilling to carry out the duties required. If the Vice President of the Board is unable or unwilling to fulfill or complete the term of office, the Board of Directors shall re-elect a new Vice President when the current Vice President steps down or resigns.

The Vice President will take an active role in Board decisions by discussing and voting on each motion before the Board in the same manner as other Board members. The Vice President shall be entitled to vote on all matters that come before the Board.

The Vice President may accept control of the meeting from the Board President when the President wishes to make or second a motion.

Legal reference: Iowa Code § 291.1 (2013) Adopted September, 2013
Last review: 2013-2014
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Series 200
Code 213
Title:  Secretary
The Board shall appoint a secretary who shall not be a teacher employed by the Board but may be another employee of the Board.  The Board may appoint one person to serve as the secretary and treasurer, in which case the duties of the secretary and treasurer will be performed by that person or his/her designee.

The secretary shall:

1. Preservation of records.  File and preserve copies of all reports made and all papers transmitted pertaining to the business of the corporation.
2. Minutes.  Keep a complete record of all the proceedings of the meetings of the Board and of all regular or special elections in the corporation in separate books.
3. Account with treasurer.  Keep an accurate, separate account of each fund with the treasurer, charge the treasurer with all warrants and drafts drawn in the treasurer’s favor, and credit the treasurer with all orders drawn on each fund.
4. Claims.  Keep an accurate account of all expenses incurred by the corporation, and present this same to the board for audit and payment.

Administrative Procedures: Code 213.
Adopted July 17, 1990; revised June 15, 1993; September 17, 1996; July 13, 1999; July 8, 2008
Last review: 2012-2013
Legal reference: Iowa Code § § § 279.3; 291.6; 291.12 (2011)
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Series 200
Code 214
Title:  Treasurer
The Board shall also appoint a treasurer who may be another employee of the Board.  However, the Board may appoint one person to serve as the secretary and the treasurer.  These officers shall be appointed from outside the membership of the Board and the appointment and qualification shall be entered of record in the minutes of the secretary.  They shall qualify within ten days following appointment by taking the oath of office in the manner required by section 277.28 and filing a bond as required by section 291.2 and shall hold office until their successors are appointed and qualified.

The treasurer shall receive all moneys belonging to the corporation, pay the same out only upon the order of the Chair and counter-signed by the secretary, keeping an accurate account of all receipts and expenditures in a book provided for that purpose.  The treasurer shall register all orders drawn and reported to the treasurer by the secretary, showing the number, date, to whom drawn, the fund upon which drawn, the purpose and amount.

Adopted July 17, 1990; revised June 15, 1993; July 13, 1999; July 8, 2008
Last review: 2012-2013
Legal reference:  Iowa Code § § § 279.3; 291.2; 291.12; 291.14;   (2011)
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Series 200
Code 215
Title:  Legal Counsel
The board may employ general counsel to provide legal advice and service to the district and the board.  The general counsel would report to the superintendent and the board.  General Counsel shall attend regular and special meetings of the board.

In addition, the board may appoint outside legal counsel to represent the school district and to assist its general counsel as needed.  The board may appoint additional outside counsel from time to time for specific tasks or assignments.  Outside counsel will attend regular and special meetings of the board when requested to do so and will be available for consultation as needed.

Employment of general counsel or appointment of outside legal counsel shall continue until terminated or replaced by the board.  The board reserves the right to terminate at any time any general or outside counsel employed by the board.

The board chair is authorized to seek legal advice on behalf of the board when there are legal implications in school district matters.  The superintendent, or designee, is authorized to seek legal advice from the general counsel or outside counsel when there are legal implications in school district matters.  The general counsel is authorized to seek legal advice or assistance from outside counsel.

In order to maintain a complete file of school district legal matters, a copy of all outside legal counsel opinions will be provided to the general counsel.

Legal reference: Iowa Code § 279.37 (2011)
Adopted: July 17, 1990; Revised: June 15, 1993; December 13, 1994; February 13, 2002; March 8, 2005; January 24, 2006; July 8, 2008
Board approved: January 24, 2006
Last review: 2012-2013
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Series 200
Code 217
Title:   District Audit Functions
Internal Auditor. The Board of Directors believes continuous independent examination and evaluation of school district business and financial activities, and methods used to gather statistical information, by an internal auditor will help the staff more effectively discharge its responsibilities and will ultimately assist the district in achieving its mission.  A formal internal audit process enhances public confidence in and support for the Des Moines Public Schools.

An internal audit function is established to assist the board and audit committee in fulfilling their responsibilities.  The internal auditor shall be guided by a charter approved by the audit committee and board.  The audit committee shall consider, in consultation with the superintendent, the hiring or removal of the internal auditor.  The internal auditor will supervise the internal audit department.

With respect to internal audit activities, the internal auditor will be directly responsible to the audit committee.  With respect to all other employment activities and issues, the internal auditor will be responsible to the superintendent. The internal auditor shall have access to all school district records relevant to his or her work.  When questions of relevance arise, they shall be resolved by the audit committee, after consulting with legal counsel.

Audit Committee. To provide direction to internal audit activities, the Audit Committee is created. The committee shall be appointed by the board and guided by a board-approved charter.  A copy of the charter can be obtained from the Internal Audit Department.  The committee will perform such functions as assigned by law or the board.  The committee shall comply with the open meetings and public records laws.  Officers and employees of the district shall participate in audit committee activities as requested by the committee.  Please also refer to Board Governance Policy 1.8(2).

Committee Approved: December 22, 1994; Revised: July 9, 1996; July 20, 1999; December 18, 2001;
Board approved: August 1, 1995; August 6, 1996; August 3, 1999; January 8, 2002; January 23, 2007
Revised:  July 8, 2008
Last review: 2012-2013
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Series 200
Code 218
Title:  School Improvement Advisory Committee
The board of directors of each public school district and the authorities in charge of each nonpublic school shall do the following:

1. Appoint a school improvement advisory committee to make recommendations to the board or authorities. The advisory committee shall consist of members representing students, parents, teachers, administrators, and representatives from the local community, which may include representatives of business, industry, labor, community agencies, higher education, or other community constituents. To the extent possible, committee membership shall have balanced representation with regard to race, gender, national origin, and disability.
2. Utilize the recommendations from the school improvement advisory committee to determine the following:
3. Major educational needs.

a. Student learning goals.
b. Long-range and annual improvement goals that include, but are not limited to, the state indicators that address reading, mathematics, and science achievement.
c. Desired levels of student performance.
d. Progress toward meeting the goals set out in paragraphs “b” through “d” .
e. Harassment or bullying prevention goals, programs, training, and other initiatives.

4. Consider recommendations from the school improvement advisory committee to infuse character education into the educational program.

Adopted July 8, 2008
Legal Reference: Iowa Code section 280.12 (2011)
Last review: 2012-2013
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Series 200
Code 219
Title:  Board Member Liability and Indemnification
Board members shall act in good faith in carrying out the duties and responsibilities of their office.  Board members shall not be held personally liable for any actions taken in the performance of those duties and responsibilities vested in them by the laws of the State of Iowa and the members of the school district community.

The District shall defend, save harmless and indemnify Board members against tort claims or demands, whether groundless or otherwise, arising out of an alleged act or omission occurring within the scope of their duties, unless that act or omission constitutes a willful or wanton act or omission.  However, the District shall not save harmless or indemnify Board members for punitive damages.

The manner in which a defense is provided is the decision of the Board and will be made in consultation with the Board’s attorneys.  The Board’s duty to defend a Board member may cease if the Board member declines the Board’s group defense and retains private counsel, takes an adverse position, or, without the Board’s permission, negotiates his/her own settlement.

Adopted:  July 8, 2008
Legal Reference:  Iowa Code § 670.8
Last review: 2012-2013
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Series 200
Code 220
Title:  General Powers and Duties of the Board
The Board of Directors shall make rules for its own governance and that of the employees and pupils, and for the care of schoolhouses, grounds, and property of the school corporation.  The Board recognizes and maintains the distinction between those activities which are appropriate to the Board of Directors as the governing body of the district, and those administrative activities which are to be performed by the superintendent and the superintendent’s staff in the exercise of delegated administrative authority.

Legislative:  The Board of Directors represents the people of the district and shall function as a policy making body.  The Board has jurisdiction over the school district and its employees as allowed by Iowa law.

Executive:  The Board of Directors selects and evaluates an executive officer, the superintendent.  The Board delegates to the superintendent the authority for carrying out the policies, plans, and administrative details necessary to insure effective operation of the schools.

Evaluative:  The Board of Directors determines whether its Board Beliefs and Student Expectations are appropriately being pursued and whether the programs of the district are being conducted in an economical, efficient and effective manner.

Adopted July 17, 1990; revised July 8, 2008
Last review: 2012-2013
Legal Reference: Code of Iowa Chapter 279, Iowa Constitution § Article IX
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Series 200
Code 221
Title:  Development of Board Policies and Administrative Policies and Procedures
Board policy shall establish the general direction for what the District seeks to accomplish. The superintendent shall be responsible for the implementation of board policy through administrative policies and procedures.  Policies may be proposed by any member of the Board, by school district personnel, or by any citizen or group of citizens in the school district.  It shall be the responsibility of the superintendent or his/her designee to establish an Administrative Policy/Procedure Committee to review policies at least every five years to ensure compliance with Iowa law. Board member representation on the committee is required. Administrative policies and procedures which implement the policies of the Board may be developed by the superintendent and reviewed by the Administrative Policy/Procedure Committee.  The Board shall approve new or revised administrative policies to the extent required by law.  The Board shall be notified of all other new or revised administrative policies and procedures.

Legal reference: Iowa Administrative Code § 281.12.3(2) (2007)
Adopted July 17, 1990; revised June 21, 1994; July 8, 2008
Last review: 2012-2013
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Series 200
Code 234
Title:  Board Liaison Assignments
Liaison assignments may include but not be limited to:

• Des Moines PTA Council
• City/County Liaison
• Assessors Examining Board
• Des Moines Parks and Recreation Department
• United Way Early Childhood Partnership
• Administrative  Policy/Procedure Committee
• Urban Education Network

Adopted September 4, 1990; revised June 15, 1993; September 17, 1996; July 13, 1999; March 25, 2002; June 4, 2002; January 23, 2007; June 2008
Last review: 2012-2013
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Series 200
Code 236
Title:  Memberships in Local, State, and National Associations
Active membership of the Board of Directors may include, but not be limited to: the Greater Des Moines Partnership, the Iowa Association of School Boards, the National School Board Association, the Council of Great City Schools, and the Urban Education Network.

Adopted July 17, 1990; revised June 15, 1993; September 17, 1996; July 13, 1999; March 25, 2002; June 4, 2002; revised January 23, 2007; July 8, 2008
Last review: 2012-2013
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Series 200
Code 240
Title:  Open Meetings
The board recognizes that a well informed public is essential for sound policy-making and for developing and maintaining community support for public education.  Open meetings assist the public and the school district in communicating regarding school district matters.  To that end, the district will adhere to the requirements of the open meetings law as set forth in Iowa Code Chapter 21.

Meetings of the board shall be preceded by public notice as provided in Iowa Code Section 21.4 and shall be held in open session unless closed sessions are expressly permitted by law.  Except as provided in Iowa Code Section 21.5, all actions and discussions at meetings of governmental bodies, whether formal or informal, shall be conducted and executed in open session.

The board shall keep minutes of all its meetings showing the date, time and place, the members present, and the action taken at each meeting.  The minutes shall show the results of each vote taken and information sufficient to indicate the vote of each member present.  The vote of each member present shall be made public at the open session.  The minutes shall be public records open to public inspection.

Legal reference: Iowa Code Chapter 21 (2011)
Revised June 21, 1994; July 8, 2008
Last review: 2012-2013
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Series 200
Code 241
Title:  Regular Meetings
Except in March, July and December, the regular meetings of the board will be held on the first and third Tuesday of each month.  Regular meetings in March, July and December shall be held on the second Tuesday. Adjustments to the schedule may be made with approval from the Board.

The secretary shall give the public at least twenty-four (24) hours notice of a meeting, stating the time, date, place and tentative agenda.

Legal reference: Iowa Code § 21.4(2) (2007)
Adopted July 17, 1990; revised: September 17, 1996; March 25, 2002;
Board Approved: June 4, 2002; March 13, 2007; July 8, 2008
Last review: 2012-2013
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Series 200
Code 242
Title:  Special Meetings
Special meetings may be held as determined by the board, or as called by the chair or the superintendent, or as called by the secretary upon written request of a majority of the members of the board.

No special meeting will be called unless notice of time, place, and purpose is given all members at their homes or places of business twenty-four (24) hours before the meeting convenes.  However, when an emergency exists which makes such notice impossible or impractical, the board president and/or superintendent may call a special emergency meeting by providing board members with reasonable notice.  Special meetings may be held by electronic means.  Attendance at any special meeting, electronically or personally, shall constitute a waiver of notice thereof.  Notice to the public of special meetings shall be made in accordance with law.

Legal reference: Iowa Code § 21.4(2) (1995)
Adopted July 17, 1990; revised September 17, 1996
Last review 2012-2013
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Series 200
Code 243
Title: Citizen Reports and Requests
The Board of Directors welcomes advice and counsel of citizens in the planning and operation of the schools.  Upon its discretion, the board will receive input on non-agenda items at a public forum, usually scheduled at 5:45 p.m. prior to each regular board meeting. The board may receive comment on agenda items during the public forum if time permits.  Except as otherwise noted, comment relative to agenda items will be received by the board prior to their consideration of that item.  In the interest of efficiency, the board reserves the right to limit the time allocated to comment on agenda and non-agenda items.

Administrative Procedures: Code 243
Revised June 15, 1993; September 17, 1996; July 13, 1999; May 17, 2005
Legal reference: Iowa Code § 279.8 (1995)
Last review: 2004-05

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Series 200
Code  245
Title:  Closed Session
All meetings shall be open to the public at all times except as otherwise provided by law.  Motions to meet in closed session may be received at any board meeting but must be publicly announced 24 hours prior to the meeting.    The board may meet in closed session only for those reasons authorized in the Iowa Open Meetings Act.

When it is necessary to hold a meeting on less than twenty-four hours notice, or at a time that is not reasonably accessible or reasonably convenient to the public, the nature of the good cause justifying that departure from the normal requirements shall be stated in the minutes.

Meetings to discuss negotiation strategy are exempt from the open meetings law.

Administrative Procedures: Code 245
Legal reference: Iowa Code § § 20.9; 20.17(3); 21.5; 21.9(2007)
Revised June 15, 1993; September 17, 1996; July 8, 2008
Last review: 2012-2013
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Series 200
Code 246
Title:  Transacting Business
A majority of the board shall be necessary to constitute a quorum for the transaction of business.  A majority of those present and voting shall be necessary and sufficient to pass any motion or take any action of the board unless the vote of a greater number shall be required by law or board policy.

Except for the usual and customary consent items, all items to be acted upon must come before the board for discussion at the meeting immediately preceding the meeting at which action shall be taken, unless the board or chair determines that circumstances require that action be taken immediately.

The chair may add an item to the agenda and may, unless the board determines that such action impedes district operations, postpone action on an agenda item of business at the request of any board member.  Additions to the agenda shall be made in a timely manner which allows sufficient time for board members to review the issue.

Any board member may transfer a consent item to other items for action if such a request is made before the agenda is approved, notwithstanding the second paragraph of this policy.

Discussion items may be changed to action items in an emergency or upon approval of a majority of board members present and voting to approve the agenda.

Revised September 17, 1996; July 13, 1999
Last review: 2012-2013
Legal reference: Iowa Code § § 274.7, 279.4, 279.8 (2011)
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Series 200
Code 247
Title:  Order of Business
The order of business at all regular board meetings insofar as practical, except as otherwise directed by the board, shall be as follows:

Public Forum

1. Call to order and welcome
2. Roll Call

Regular Meeting

1.  Call to Order
2. Roll Call
3. Approval of Agenda
4. Approval of Minutes
5. District Recognitions
6. Consent Items

a.  Architect and construction payments
b. Award of bids
c. Contracts for approval
d. Miscellaneous items for approval
e. Personnel recommendations
f. Bills for approval

7.  Public Hearings and Public Readings

a. Property
b. Other

8.  Other Items
9.  Items of Privilege

a. Report of the president
b. Report of the superintendent

10.  Closed or work session (when necessary)

11.  Adjournment

Administrative Procedures: Code 247
Adopted July 17, 1990; revised September 17, 1996; July 13, 1999; May 17, 2005; March 13, 2007; Revised  July 8, 2008; revised November 27, 2012
Last review: 2012-13
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Series 200
Code 250
Title:  Minutes
Records of all transactions of the board shall be set forth in the official minutes of the board, as required by Iowa law.  The board secretary shall be custodian of the minutes and shall make them available to any citizen desiring to examine them.

a.    When the draft copy has been completed and is available, copies will be labeled “Pending Board Approval.”
b.    Official minutes of meetings will be made available to the public upon approval by the board and publication by the district.

Official copies of the board minutes will be preserved by the board secretary as a permanent record of school district legislation.

Administrative Procedures: Code 250
Legal reference: Iowa Code § 291.6 (2011)
Adopted July 17, 1990; revised September 17, 1996; March 13, 2007
Last review: 2012-2013
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Series 200
Code 260
Title:  District Elections
The Polk County Auditor is designated the commissioner of elections and shall conduct all regular and special elections.  The commissioner may designate the secretary of the board as a deputy commissioner to assist in administering school elections.

Administrative Procedures: Codes 260.1, 260.2, 260.3, and 260.4
Legal reference: Iowa Code § § 47.2, 277.4 (2011)
Last review: 2012-2013
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Series 200
Code 260.1
Title:  Board Elections
The school election takes place on the second Tuesday in September of odd-numbered years. Citizens of the school District community seeking a seat on the Board must file their nomination papers with the Board secretary, or the Board secretary’s designee, not more than 64 days before the regular school election and no later than 40 days before the school election.  Nomination papers are accepted no later than 5:00 p.m., 40 days before the school election.

Each candidate shall be a qualified voter of the District and of the designated director District if appropriate, a citizen of the school District, an eligible elector of the District, and free from a financial conflict of interest with the position.

Implementation of Director Districts will begin in 2013, with Directors from Districts 2 and 4 elected for four year terms.  In 2015, Directors from District 1 and 3 will be elected for four year terms.

If a vacancy occurs on the Board it may be filled by Board appointment within 30 days of the vacancy. If the Board does not fill the vacancy by appointment, the Board secretary will call a special election to fill the vacancy. The county commissioner of elections shall publish the notices required by law for special elections, and the election shall be held not sooner than thirty days nor later than forty days after the thirtieth day following the occurrence of the vacancy. Candidates for a seat created by a vacancy must file their nomination papers 25 days before the special election.

It is the responsibility of the county commissioner of elections to conduct school elections.

Legal Reference:  Code of Iowa: §§ 39; 47, 63, 69; 274.7; 277; 278.1, 279.7 (2011)
Adopted:  November 27, 2012

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Procedures

Series 200
Code 213
Title:  Secretary–Legal Requirements
The secretary carries out all statutory requirements of the office and facilitates the functioning of the board and its members in their duties.  The secretary:

a.    Serves as custodian of all contracts, securities, documents, title papers, books of record, insurance policies, receipts, bills, canceled orders drawn on the treasurer, canceled bonds, coupons and all other papers and correspondence transmitted to him/her pertaining to the business of the district.
b.    Keeps the minutes of the meetings of the board and sends a copy of the minutes of each meeting to each member of the board and to the superintendent.
c.    Receives from the business office twice a month a list of all bills and claims indicating the firm or person submitting it, the commodity, service involved, the cost; and shall sign just below the last item on each page of said lists to certify correctness and validity of each item.  The secretary shall further submit prior to the next board meeting a copy of the certified list to each board member and arrange for a board member to audit the bills.
d.    Draws and countersigns all orders on the treasurer in payment of claims.
e.    Executes and delivers all bills of sale of personal property and all sales and transfers of stocks, bonds, and other securities, when authorized by the Board of Directors in its capacity as such or as trustees of the retirement system for the Des Moines teachers.  In case of the secretary’s absence or disability, the president or vice president of the board may perform said duties for and on behalf of the Des Moines Independent Community School District.
f.    Prepares and has published the annual financial statement for the district.
g.    Arranges for all school elections in cooperation with the county commissioner of elections, as required by the Iowa Code.
h.    Maintains the bond register.

Legal reference: Iowa Code Ch. 291 and 298 (1995)
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Series 200
Code 221
Title:  Formulation of Policy
All policies for consideration by the board will be reviewed by the Superintendent of Schools. Policies may be proposed by any member of the board, the Superintendent of Schools, a lay group or organization, any citizen of the district or a member of the professional staff with the approval of the superintendent.

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Series 200
Code 231
Title:  Orientation–New Board Members
The board president, superintendent, and board secretary will plan and hold an orientation session as soon as possible following the election of a new board member.

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Series 200
Code 235
Title:  Continuing Education, Governmental Relations, and Community and Inter-District Cooperative Efforts
To fulfill the Policy Code 235:

a.    An annual budget for this purpose will be developed by administration after surveying individual board members to determine their anticipated travel needs and estimated expenses for the subsequent school year.
b.    Expenses incurred by board members in meeting the intent of this policy, to the extent possible, are to be allocated to the appropriate budget category on which the meeting or activity is focused; i.e., Chapter I, Chapter II, Early Childhood, At-Risk, etc.
c.    Board members are encouraged to make brief oral or written reports to their colleagues and the administration regarding the information gained through these activities.

Adopted September 3, 1991
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Series 200
Code 243
Title:  Citizen Reports and Requests
Citizens wishing to present any topic to the board for consideration will do so by making a written request for audience through the board by calling Board and Community Relations prior to the meeting date or at the information desk at the board meeting.

Citizen reports and requests presented at board meetings will normally be received by the Board of Directors and referred to the administration for study and specific recommendations.

Revised: May 2002
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Series 200
Code 245
Title:  Closed Session
A governmental body may hold a closed session only by affirmative public vote of either two-thirds (2/3) of the members of the body or all of the members present at the meeting. A governmental body may hold a closed session only to the extent a closed session is necessary for reasons listed in Section 21.5(1) of the Code of Iowa. At least 24 hours notice will be given the public prior to the meeting being held.

Detailed minutes will include a list of all those present and the discussion in closed session. The minutes will be sealed and shall not be public record except upon order of the court.

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Series 200
Code 247
Title:  Order of Agenda

The order of business at all regular board meetings insofar as practical, except as otherwise directed by the board, shall be as follows:

Public Forum

1. Call to order and welcome
2. Roll Call

Regular Meeting

1.  Call to Order
2. Roll Call
3. Approval of Agenda
4. Approval of Minutes
5. District Recognitions
6. Consent Items

a.  Architect and construction payments
b. Award of bids
c. Contracts for approval
d. Miscellaneous items for approval
e. Personnel recommendations
f. Bills for approval

7.  Public Hearings and Public Readings

a. Property
b. Other

8.  Other Items

9.  Items of Privilege

a. Report of the president
b. Report of the superintendent

10.  Closed or work session (when necessary)

11.  Adjournment

Revised: November 2012

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Series 200
Code 250
Title:  Minutes
In order to keep the school staff informed concerning board decisions, minutes will be posted on the website in their entirety after board approval.

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Series 200
Code 260.1
Title:  Notice of Election
The secretary shall notify the county commissioner of elections who shall publish a notice of all regular and special elections. There shall be written notice of elections published once each week for two consecutive weeks preceding and not less than four nor more than twenty days prior to the election day.

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Series 200
Code 260.2
Title:  Polling Places
Whenever possible, polling places for school elections shall be the same as those designated by the county commissioner for city and state elections.

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Code 260.3
Title:  Method of Balloting
Balloting at school elections shall be by written ballot or voting machine according to the Code of Iowa.

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Series 200
Code 260.4
Title:  Precinct Officials
The county commissioner of elections is responsible for appointment of precinct officials. The secretary may be designated a deputy commissioner to assist in administering school elections.

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