BOARD - COMMUNITY RELATIONS
 
It shall be the expressed policy of the Board of Directors to actively cooperate with official area community agencies and organizations concerned with the welfare of students.  All efforts of this school system should be directed toward maintaining open communications between the schools and the public.  Community support for the program of the schools can best be established through a public that understands and is active in school affairs.
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015

RELEASES TO NEWS MEDIA
 
Releases About Internal School Matters
It is the policy of the Board to have news releases prepared about internal matters of the school(s), and to disseminate such releases to all news media in the area.
 
The Superintendent of schools or a delegated assistant or assistants shall be responsible for clearance of all news releases that originate in the schools.
 
Public information that is not personal or confidential should be made available to all news media upon their request.  In order to establish and maintain a cooperative atmosphere in our public relations program, close ties should be kept with persons representing the various news media.
 
Releases About Board Matters
It shall be the policy of the Board to have news releases prepared about Board matters and to disseminate them to residents in the area.
 
Copies of agendas for regular Board meetings shall be supplied to all news media that have filed a request for notice, at the same time they are made available to Board members or at least 24 hours before the meeting.
 
The Board president or superintendent of schools, or delegated staff should be available to media representatives to answer any questions that may arise concerning Board matters.
 
 
Legal Reference:           Iowa Code Section 21.4;  22.7
Court Cases:  Widmer v. Reitzler 182 N.W. 2d 177;
Dobrovolny v. Reinhardt 173 N.W. 2d 837
Attorney General Rulings O.A.G. April 10, 1979 (Miller)
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

DUPLICATED OR PRINTED MATERIALS
 
Duplicated or printed materials related to or explaining various phases of the school program will be made available for staff and public use as deemed advisable by the superintendent of schools.  Decisions concerning such publications may be delegated to staff assistants appointed by the superintendent.
 
Rules of good taste, scholarship, and general acceptability should apply to all such publications.
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

BOARD PROCEEDINGS
 
Tentative agendas for official board meetings shall be submitted to board members and news media at least 24 hours in advance of regularly scheduled board meetings.  Information necessary for consideration of items on the agenda shall also be made available to Board members when possible.
 
All official proceedings of the Board shall be made a matter of public record and shall be open for inspection on demand of the public during regular office hours.  The minutes of regularly scheduled board meetings shall be a matter of public record and shall be furnished to each member of the Board of Directors.
 
The board shall keep the members of the school district community informed about the actions taken at board meetings.  The proceedings of each open board meeting will be published in a newspaper designated as a newspaper for official publication within two weeks of the date of the meeting.
 
It shall be the responsibility of the board secretary to publish in concert with this policy.  It shall also be the responsibility of the board secretary to develop administrative regulations, if necessary in the board secretary’s judgment, to carry out this policy.
 
 
Legal Reference:           Iowa Code Sections 21,  22, 279.35 - .36,  291.6, 618.3
(1987 as amended by H.F. 499, 72nd G.A. 1st Sess.).
Attorney General Rulings  O.A. G. June 16, 1971 (Johnston);
O.A.G. 1968, p. 656;  O.A.G. April 20, 1979 (Menke)
Court Cases:  Widmer v. Reitzler 182 N.W. 2d 177; 
Dobrovolny v. Reinhardt 173 N.W. 2d 837
 
 
Cross Reference:           204.7    Notice for Meetings
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   January 11, 1988           
March 20, 2000
October 18, 2004
April 19, 2010
May 18, 2015
 
Revised:  February 8, 1988

PUBLIC EXAMINATION OF SCHOOL DISTRICT RECORDS
 
Public records of the school district may be viewed by the public during the regular business hours of the administration offices of the school district.  These hours are 8:00 a.m. to 4:00 p.m. Monday through Friday, except for holidays and recesses.
 
Persons wishing to view the school district's public records will contact the board secretary and make arrangements for the viewing.  The board secretary will make arrangements for viewing the records as soon as practicable, depending on the nature of the request.
 
Persons may request copies of public records in writing, including electronically.  The school district may require pre-payment of the costs prior to copy and mailing. 
 
Persons wanting copies may be assessed a fee for the copy.  Persons wanting compilation of information may be assessed a fee for the time of the employee to compile the requested information.  Printing of materials for the public at the expense of the school district will only occur when the event is sponsored by the school district.
 
Records defined by law as confidential records are viewed or copied upon receipt of written permission by the board secretary or superintendent from the person or entity whose confidential records are being requested.
 
It is the responsibility of the board secretary to maintain accurate and current records of the school district.  It is the responsibility of the board secretary to respond in a timely manner to requests for viewing and receiving public information of the school district.
 
 
Legal Reference:           Iowa Code §§ 21.4; 22; 291.6 (2005).
1980 Op. Att'y Gen. 88.
1972 Op. Att'y Gen. 158.
1968 Op. Att'y Gen. 656.
 
 
Cross Reference:           215       Board of Directors' Records
401.5    Employee Records 
506       Student Records
708       Care, Maintenance, and Disposal of School District Records
902.1    News Media Relations
 
 
Approved:  April 14, 1986             
 
Reviewed:  March 20, 2000              
October 18, 2004
April 19, 2010
May 18, 2015
 
Revised:  August 15, 2005

CITIZENS’ ADVISORY COMMITTEE:  ORGANIZATION AND DISSOLUTION
 
The Board or Directors may from time to time appoint citizens’ advisory committees to study matters pertaining to the educational problems of the school district.  Such committees shall deal with specific problems identified and recognized by school officials.
 
Such problems may be recommended for study by staff members or groups, interested lay people, or community organizations generally related to the schools.
 
The functions of citizens’ advisory committees shall be clearly defined at the outset, and shall be considered fulfilled when the committee has made its final report--through the superintendent--to the Board of Directors.
 
 
Cross Reference:           203.6    Citizens’ Advisory Committee
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

CITIZENS’ ADVISORY COMMITTEE:  MEMBERSHIP AND APPOINTMENT
 
 
Final selections for membership on citizen’s advisory committees shall be made by the Board of Directors as a whole.  Membership should be limited to individuals who are willing to devote time and attention to the matter under consideration.  As a matter of basic policy, such committees shall be representative of the community as a whole, and should, whenever possible, have members who live in and represent the various areas in the school district.
 
The chairperson of the committee shall be appointed by the Board of Directors.
 
Travel expenses of committee members shall be paid by the Board, upon proper authorization and presentation of receipts.
 
 
Cross Reference:           203.6    Citizens’ Advisory Committee
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

CITIZENS’ ADVISORY COMMITTEE:  COMMUNICATIONS AND RECOMMENDATIONS
 
The chairperson of any citizens’ advisory committee shall convene meetings of the membership and proceed with the work to be done.  The chairperson shall maintain liaison with the superintendent of schools, and shall be responsible for the preparation of a final report to be presented to the Board of Directors.
 
The committee, working under the direction of the chairperson, shall have at its disposal such reasonable information and resources as are necessary to the committee’s work.
 
The final report to the Board of Directors should contain the findings of the committee and, where appropriate, outline specific suggestions of recommendations for Board consideration.
 
 
Cross Reference:           203.6    Citizens’ Advisory Committees
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

PARTICIPATION IN COMMUNITY LIFE
 
It shall be the policy of the Board of Directors to encourage personnel of the school district to participate in community activities.  The Board of Directors specifically prohibits exertion of pressure on staff members to affiliate with organizations or to participate in activities that are unacceptable to the staff member as an individual.  Freedom of choice shall be protected, but the Board does assume that participation in any activity will be in keeping with the overall goals and objectives of our educational program.
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

CITIZENS’ COMPLAINTS
 
The Board recognizes that situations may arise in the operation of the system which are of concern to parents or the public.  The Board believes strongly that all concerns should be resolved at the lowest possible level of decision making by the individuals closest to the concern.  The concerns are best dealt with through communication with appropriate staff members and officers of the system, such as the faculty, the principals, the superintendent, and the Board.
 
The following guidelines are suggested as the proper procedure to be followed by persons with questions or complaints:
 
1.         Matters concerning individual student, a teacher, or other employee should first be addressed to the teacher or employee.
 
2.         Unsettled matters from (1) above or problems and questions concerning individual schools should be directed to the building principal.
 
3.         Unsettled matters from (2) above or problems and questions concerning the school system should be directed to the superintendent.
 
4.         If the matter cannot be settled satisfactorily by the superintendent, it may be brought to the Board of Directors.  Questions and comments submitted to the chairperson of the Board in letter form will be brought to the attention of the entire Board.  The concern may be brought up at a Board meeting by following the procedures to have an item placed on the agenda or may be brought up as an item of information during the open forum portion of the agenda, time permitting.
 
The Board considers it the obligation of employees of the district to entertain the question of parents or the public.
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

CITIZEN ASSISTANCE TO SCHOOL PERSONNEL
 
The Board of Directors encourages the use of community resources and citizens to assist in furthering the educational program of the school system.  One of the greatest resources available may be found in the citizens of the community who have special knowledge and particular talents to contribute to the educational program.
 
The use of outside personnel and resources will be under regulations approved by the Superintendent of Schools.
 
 
Cross Reference:           603.6    Outside Resource People
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

PARENT-TEACHER ASSOCIATIONS
 
Parent-teacher associations may be established for each school building in the district.  The building principal of each school shall serve as the liaison officer representing the school system.
 
Membership and rules governing school building organizations shall be determined by each school.  Activities of school organizations, insofar as they are related to school purposes, shall be evaluated by the principal of the particular school.
 
School building organizations may be members of a system-wide Parent-Teacher Council, whose purpose shall be to coordinate the efforts of the individual school organizations toward common goals.
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

COMMUNITY USE OF SCHOOL FACILITIES & EQUIPMENT
 
The district’s facilities & equipment will be made available to all local, civic, religious, fraternal, patriotic and community welfare organizations or groups interested in promoting cultural, educational or recreational activities to the community.  Fees will be charged as listed in Policy 1004.1-E.  The superintendent may waive the use fees if the activity involves students of the district or, in his/her judgment, he/she believes use of the facility for the requested purpose is consistent with the role of the school within the community.  Janitorial and monitor fees, if needed, may not be waived though these duties may be performed by district employees who volunteer their time.  Arrangement for volunteer janitorial or monitor services is the responsibility of the organization using the facility.
 
The school district will sponsor education related organization’s use of the ICN upon approval of the superintendent.  Sponsored ICN users mission must be consistent with the mission of the school district.  Costs associated with the use of the ICN will be passed on by the school district to the sponsored user.
 
Authorized users of the ICN shall ensure their use of the ICN is consistent with their written mission.  The ICN will not be used for profit making ventures.  Authorized users may not resell time on the ICN.  Entities that wish to use the school district’s ICN classroom to originate, receive or broadcast programming must follow the state scheduling requirements.  However, it is recommended that entities that wish to use the school district’s ICN classroom to originate, receive or broadcast programming contact the school district’s ICN scheduler’s office to inform them of their needs.
 
It shall be the responsibility of the entities that wish to use the school district’s ICN classroom to originate, receive or broadcast programming in compliance with the law regarding authorized use of and content of the programming on the ICN.  The school district assumes no responsibility or liability for entities using the ICN classroom in violation of the law, the authorized user’s mission or school district policy and its supporting administrative regulations.  The school district reserves the right to charge all costs, including attorney fees, that may arise to the entity for the entity’s failure to comply with the law or school district policy and its supporting administrative regulations.
 
 
Community use of the district’s facilities or equipment shall:
 
            1.         Not interfere with school activities;
 
            2.         Be consistent with state laws;
 
            3.         Include a school custodian, ICN monitor, secretary or other appropriate staff while the facility or equipment is being used;
 
            4.         Include only those activities which are lawful and conform to regulations of the school;
 
            5.         Entities that use school district buildings or sites must leave the building or site in the same condition it was in prior to its use.  Entities that use school district equipment must return the equipment in the same working condition it was in prior to its use.  Inappropriate use of school district facilities and equipment may result in additional fees charged to, or the inability of, the entity to use school district facilities or equipment in the future;
 
            6.         Conclude their activities at a reasonable time;
 
            7.         Use of facilities shall include a signed contract between the user and the school district;
 
            8.         The use of facilities or equipment by district employees for the purpose of private profit is prohibited.
 
The administration may impose additional restrictions when it is deemed in the best interest of the school district or the students.
 
 
Adopted:  January 11, 1993                  
 
Reviewed:   March 20, 2000            
October 18, 2004                                                                                                      
April 19, 2010
May 18, 2015
 
Revised:  August 14, 1995
February 9, 1998
 

USE OF SCHOOL FACILITIES FOR PRIVATE PROFIT
 
The public schools shall not be used to promote private gain.  However, facilities may be rented to official and recognized business/agri-business cooperative and/or associations provided that the primary reason for the rental is to conduct business meetings or to collectively publicize a product(s) or service(s) which have direct and significant economic importance to the district.  Rentals for the primary purpose of production, sale, or delivery of good(s) and/or service(s) is expressly prohibited.
 
 
Legal Reference:           Iowa Code Section 721.2(5)
Attorney General Rulings:  O.A.G.  (Camp)  June 27, 1972
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   October 14, 1991       
March 20, 2000
October 18, 2004
April 19, 2010
May 18, 2015
 
Revised: November 11, 1991

APPLICATION FOR USE OF SCHOOL FACILITIES
 
Applications for use of any school facility are to be filed with the office of the Superintendent.  Proper forms may be obtained there.
 
The Superintendent or his/her designee will judge whether the request is appropriate and the facility is available.
 
Each time a building or part of a building is to be used, a contract between the renter and the school district shall be drawn up, signed by the renter and the Superintendent or designee.
 
Groups that are based outside the local school district must have their applications approved by the Board of directors or its designee.
 
The Superintendent or designee will be responsible for forwarding a copy of the contract to the principal and custodian of the building where the activity will take place.
 
 
Legal Reference:           Iowa Code Section 197.9
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

GRATUITIES TO PERSONNEL
 
School personnel will not accept gratuities from organizations that use the facilities.  The cost of service personnel furnished by the school will be charged to the party or parties renting the facilities.  Such costs will be in line with the schools normal operating costs, and will be administered in keeping with the general policies governing the use of school facilities.
 
 
Legal Reference:           Iowa Code Section 197.10
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

SUPERVISION BY SCHOOL PERSONNEL
 
The extent of supervision needed by outside groups renting school facilities will be determined by the Superintendent or his/her designee, and will  be included in the contract between the renter and school district.
 
 
Legal Reference:           Iowa Code Section 300.1
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

LOAN OF SCHOOL EQUIPMENT
 
Equipment of the school district may be loaned to a group for use off or on district property if the purpose of the group is to promote cultural, educational or recreational activities.  When any equipment is to be used, appropriate school personnel shall operate or supervise the use.  Where a cost is involved, it shall be paid by the organization using the equipment.  School district equipment is not to be used by individuals or employees to promote private gain.
 
 
Legal Reference:           Iowa Code Section 721.2(5)
 
 
Cross Reference:           802.4    Use of School Property and Equipment (by students and staff)
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

PUBLIC PERFORMANCES BY STUDENTS
 
The Board of Directors recognizes that student participation in civic and community affairs is educationally beneficial to students.  Therefore, the Board encourages student participation at public performances, provided such performances contribute to the educational processes and objectives of the school, and provided they do not unduly interfere with the students’ program.
 
The following guidelines apply:
 
            1)   All performances shall be approved by the immediate administration;
            2)   The extended use of one particular group should be discouraged;
            3)   Extensive travel by any one particular group should be discouraged;
            4)   Student groups below the senior high school level should engage in public activities on a very limited scale only.
 
 
Legal Reference:           Iowa Code Section 280.13
Iowa Administrative Code 670-3.6(1) through 3.6(8)  (257)
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

SALES PROMOTIONS PROHIBITED
 
Educational facilities, teachers, and students shall not be used in any manner for the promotion or sale of services or products offered by agencies or organizations that operate for profit.  The Board of Directors specifically forbids the following:
 
            1)   Distribution by students of pamphlets urging students, parents, and others to purchase services or products sold for profit;
 
            2)   Sale by students or teachers of products or services; except in relation to production by students as part of the program;
 
            3)   Similar activities that would involve teachers’ and/or students’ time and interfere with the normal schedules and activities of the school.
 
Specifically exempted from the provisions of this policy shall be a student insurance program.
 
When the Board of Directors and the Superintendent of schools feel that the educational gain outweighs any promotional purpose, prior approval for an activity may be granted by the Board.
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

MONEY-RAISING ACTIVITIES IN THE SCHOOLS
 
No activity requiring students and teachers to assist in promoting campaigns (financial, educational, charitable, or otherwise) that demand the time of students, teachers, and administrators shall be permitted, except as herein-after provided, unless such campaigns are in accord with the general policies of the Board.
 
No agent, person, or persons shall be permitted to solicit any student or teacher for any purpose, or distribute circulars, handbills, cards, or advertisements of any kind, or make announcements of any nature, or take up contributions in any school building or on school grounds, for any purpose whatsoever, except by approval from the Superintendent of schools as being in accord with the general policies of the Board of Directors.
 
Participation by students in charitable activities is considered to be a desirable part of their total education.  However, as a matter of basic policy, the Board of Directors will authorize the administration to determine the nature and extent of such activity.
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015
 

TRANSPORTING STUDENTS IN PRIVATE VEHICLES
 
School-owned vehicles will be used to transport students who participate in school-sponsored activities, unless the administration considers it best to use a private vehicle.
 
If a private vehicle is used to transport students to school-sponsored activities, it must be driven by a responsible adult, and approved in advance by the superintendent or principal.  If a private vehicle is used, the rate of reimbursement to the owner shall be at the rate established by the Board for reimbursement of approved travel expenses.  The person whose vehicle is being used must be able to show proof that accident and liability insurance carried on the vehicle is sufficient and up-to-date.
 
The school is not responsible for student safety in any instances when students ride in private vehicles driven by anyone but an authorized adult.  Parents shall not be asked or required to provide transportation for school-related activities; nor may students transport other students on school-sponsored trips.
 
 
Adopted:  April 14, 1986                      
 
Reviewed:   March 20, 2000            
October 18, 2004
April 19, 2010
May 18, 2015