As part of the board’s long-range plan for the school district’s educational program, the board shall include the needs for the educational program in the area of buildings and sites.  The long term needs for building and sites shall be discussed and determined by the board.

It shall be the responsibility of the administration to provide information including, but not limited to, enrollment projections and educational program requirements to the board.

Legal Reference:  Iowa Code §§280.3, .14, 297 (1991)

Cross Reference:  106        Evaluation of Educational Program
                                       211.04  Work Sessions

Approved:  6-08-92              
Reviewed:  3-08-21              
Revised:  8-11-97

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

It shall be the responsibility of the administration 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 (1991)

Cross Reference:  106        Evaluation of Educational Program
                                       211.04  Work Sessions

Approved:  6-8-92                
Reviewed:  3-08-21              
Revised:  8-11-97

Facilities considered for purchase or construction by the board or currently owned by the board and used for the educational program must meet or, upon improvement, be able to meet the specifications set by the board.  The board shall make this determination.

Prior to construction of new or improvement of current facilities the specifications must be endorsed, when the cost is $25,000 or more, by the State Department of Education.  The board may set standards in addition to the requirements of these agencies for school district facilities.

Prior to remodeling or other construction of facilities, the board may appoint a committee of consultants, school district personnel, citizens, or others the board determines to assist the board in developing the specifications for the new or improved facilities.  These specifications shall assist the learning to take place in the facility, and they shall provide the architect with the information necessary to determine what is expected from the facility.  It shall be within the discretion of the board to determine whether a committee of this nature shall be convened.

The educational specifications shall 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 facilities.

Legal Reference:  Cedar Rapids Community School District, Linn County v. City of Cedar Rapids, 252 Iowa 205, 106 N.W.2d 655 (Iowa 1961)
                                      Iowa Code §§23.2, .18, 118, 280.3, .14, 297 (1991)
                                      1974 Op. Att’y Gen. 529

Cross Reference:  901.02  Facilities Survey

Approved:  6-8-92                               
Reviewed:  3-08-21                            
Revised:             

The board shall have the authority to select the architect for any construction requiring these services.  The financial position of the school district, the ability of the architect to meet the specifications of the board and the State Department of Education, if necessary, and the experience of the architect will be considered by the board.  The board may also consider any other factors it deems relevant.

It shall be the responsibility of the superintendent to interview the architects and make a recommendation to the board.

Legal Reference:  Iowa Code Chapters 118 and 297 (1991)

Cross Reference:  901        Site Acquisitions and Building Construction

Approved:  6-8-92                
Reviewed:  3-08-21              
Revised:             

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 educational 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 (1991)

Cross Reference:  213        Closed Meetings of the School Board
                                       901.03  Educational Specifications for Buildings and Sites

Approved:  6-8-92                
Reviewed:  3-08-21              
Revised:             

Prior to finalization of plans for the construction of new buildings or for major remodeling of existing facilities, a “life cycle cost analysis” shall be prepared. The “life cycle analysis” shall be approved by the board before any contracts for construction or renovation are let.

The analysis will consider certain costs of owning, using and operating a building over its economic life.  Other factors the analysis will include, but not be limited to, are the initial costs, system repair and replacement costs, maintenance costs, operating costs, including energy costs, and salvage value.

It shall be the responsibility of the superintendent to have this analysis prepared.

Legal Reference:  Iowa Code §§279.8, 470 (1991)

Cross Reference:  805.01  Purchasing - Bidding
                                       805.03  Requisitions and Purchase Order
                                       805.04  Receiving Goods and Services

Approved:  6-08-92              
Reviewed:  3-08-21              
Revised:             

The board supports economic development in Iowa, particularly in the 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 total cost considerations to those submitted by other bidders.  The board shall have the authority to approve or retain construction contracts.

Except in the case of emergency construction, review of the plans by the State Department of Education, a public hearing, and competitive sealed bids are required for construction contracts in excess of $25,000. The board shall advertise for competitive sealed bids.  In the case of emergency construction, a certificate stating the need for it shall be obtained from the area education agency administrator.

The award of construction contracts will, generally, be made to the lowest responsible bidder.  The board, in its discretion, after considering the total costs of 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 such contract or contracts as shall be deemed in the best interests of the school district.

It shall be the responsibility of the superintendent for construction contract bids to make a recommendation and the reason for it to the board.  A contract which has been awarded may be cancelled by the board upon the recommendation of the superintendent.

Legal Reference:  Iowa Code §§18.6 (9), 23.2, .18, 72, 73, 297.7-.8 (1991)

Cross Reference:  805.01  Purchasing and Bidding
                                       805.03  Requisitions and Purchase Orders
                                       805.04  Receiving Goods and Services
                                       901.02  Facilities Surveys
                                       901.06  Life Cycle Analysis
                                       902.02  Requests of Improvements

Approved:  6-8-92                
Reviewed:  3-08-21              
Revised:             

Prior to the approval of a construction contract, except emergency construction, the board shall review methods for financing the project.  The board may use the means it deems necessary to pay for the purchase of sites and construction.  In determining the means of financing for these purposes, the board shall consider the financial position of the school district and the uses allowed for the monies of the school district.

It shall be the responsibility of the board secretary to analyze the various methods of financing for the purchase of sites and construction and make a recommendation to the board.

Legal Reference:  Harney v Clear Creek Community School District, 261
                                      Iowa 315, 154 N.W.2d 88 (1967)
                                      Ligget v Abbott, 192 Iowa 742, 185 N.W. 569 (1921)
                                      Iowa Code §§23, 74, 74A, 75, 278.1, 296, 297, 298 (1991)
                                      1936 Op. Att’y Gen. 423
                                      1972 Op. Att’y Gen.
                                      1974 Op. Att’y Gen. 598
                                      1938 Op. Att’y Gen. 167

Cross Reference:  901        Site Acquisition and Building Construction
                                      805        Expenditures

Approved:  6-8-92                
Reviewed:  3-08-21              
Revised:             

Construction authorized by the board must be supervised for proper execution.  The board will tour the completed construction area before allowing final payment on the project.

It shall be the responsibility of the architect to supervise construction projects of the school district as they are completed.  The superintendent shall be responsible for providing the board with progress reports at each meeting until the construction is completed and shall work closely with the architect.

Legal Reference:  Iowa Code §279.8 (1991)

Cross Reference:  901        Site Acquisition and Building Construction

Approved:  6-8-92                
Reviewed:  3-08-21              
Revised:             

The school district facilities, including the grounds, buildings and equipment, will be kept clean and in good repair.

It shall be the responsibility of the administration to maintain the school district facilities.  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 (1991)

Cross Reference:  502.2    Care of School Property/Vandalism
                                      502.7    Student Lockers
                                      902        Maintenance, Operation and Management

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:  8-11-97

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

Minor improvements, not exceeding a cost of $2000, may be approved by the superintendent.  Improvements exceeding $2000 must be approved by the board. Routine maintenance and repairs outlined in the maintenance schedule shall be followed.

Legal Reference:  Iowa Code §§280.3, .14 (1991)

Cross Reference:  902.01  Maintenance Schedule
                                      902.03  Emergency Repairs

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:             

In the event of an emergency requiring repairs in excess of $25,000 to a school district facility are necessary to correct or control the situation and to prevent the closing of the school, the provisions relating to bidding shall not apply. The board shall have the discretion to determine what constitutes an emergency.

It shall be the responsibility of the administration to obtain certification from the area education agency administrator stating such repairs in excess of $25,000 were necessary to correct the emergency.

It shall be the responsibility of the administration to notify the board as soon as possible considering the circumstances of the emergency.

Legal Reference:  Iowa Code §§280.3, .14, 297.8 (1991)

Cross Reference:  805.01  Purchasing - Bidding
                                      902        Maintenance, Operation and Management

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:             

Real property of the school district shall be inventoried annually under the supervision of the superintendent.  This report shall be filed with the board secretary.  It shall be the responsibility of the superintendent to ensure accurate records for the school district’s real property.

Legal Reference:  Iowa Code §§279.31, 291.15 (1991)

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:             

The board recognizes the need for access to its facilities by the disabled. School district facilities currently in use and future facilities shall be accessible to the disabled.

It shall be the responsibility of the superintendent to take the necessary action and obtain the necessary board approval as stated in board policy to ensure school district facilities are accessible to the disabled.

Legal Reference:  29 U.S.C. §§621-634
                                      Iowa Code Chapter 104A (1991)
                                      281 Iowa Admin. Code 41.27

Cross Reference:  104        Equal Educational Opportunity
                                      603.03  Special Education

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:             

Driving to and parking at the school district employee’s designated attendance center is a privilege. School district personnel shall park only in the areas designated as employee parking and abide by school district parking regulations.

Visitors to the school district shall park in the parking area designated for visitor parking. Students shall abide by board policies dealing with the use of bicycles and motor vehicles. Parking areas, designated for handicapped individuals, may be used by handicapped persons, only.

Failure to comply with this policy or the school district regulations will be reasons for revocation of school district driving and parking privileges.

Legal Reference:  Iowa Code §§11.18, 279.8, 321 (1991)

Cross Reference:  502        Student Rights and Responsibilities
                                      801        Financial Accounting System
                                      807        Fiscal Reports

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:             

The board believes everyone should treat school district facilities and property with the respect they would treat their own property for the benefit of the educational program. Users of school district property shall treat it with care.

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, as well as 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, 282.4, .5 (1991)

Cross Reference:  502        Student Rights and Responsibilities

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:             

In concert with the board’s goal to utilize public funds in an effective and efficient manner, school district personnel and students shall practice energy conservation methods when utilizing the school district’s facilities. 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 on the weather.

It shall be the responsibility of the administration to develop guidelines for school personnel and students for energy conservation. It shall be the responsibility of school district personnel and students to abide by these guidelines.

Legal Reference:  Iowa Code §§93.19-.20, 279.44 (1991)

Approved:  6-08-92              
Reviewed:  4-08-24                            
Revised:  8-11-97

The board may contract for custodial and other maintenance services for the school district facilities. The superintendent is authorized to contract for such services. Except in the case of emergency, the board shall approve the contracts for these services if the cost exceeds $2,000.

It shall be the responsibility of the superintendent to consider the financial position of the school district and other factors deemed relevant by the superintendent in making such contracts.

Legal Reference:  Iowa Code §279.8 (1991)

Cross Reference:  803        Budget
                                      805        Expenditures
                                      902.03  Emergency Repairs

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:             

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 with a value under $2,000 shall be disposed of at the discretion of the administration.  Obsolete equipment with a value greater than $2,000 shall be disposed of in a manner determined by the board.  A public hearing shall be held regarding the disposal of the equipment with a value of $25,000 or more prior to the board’s final decision.

In the case of a sale, advertisements for bids shall be taken.  If the bids received by the board are deemed inadequate, the board may decline to sell the property or re-advertise.

It shall be the responsibility of the Administration 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 (1991)

Cross Reference:  903        Selling and Leasing
                                      805.01  Purchasing - Bidding

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:  8-11-97

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 educational program and the efficient use of public funds.

Prior to its lease, sale, or disposal, real property, unless otherwise exempted, shall be appraised.  Prior to the board’s final decision regarding real property with a value of $25,000 or more, a public hearing shall be held.

In the case of a sale or lease of school district real property not being used for the educational program, unless otherwise exempted, advertisements for bids shall 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 building, at a cost of $2,000 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 shall 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 educational program.

Legal Reference:  Iowa Code §§297.15-.25 (1991)

Cross Reference:  805.1    Purchasing - Bidding
                                      903        Selling and Leasing

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:             

School district buildings which have been vacated by the school district and are available for lease of purchase shall be reported to the city, county, and State Department of General Services.

It shall be the responsibility of the board secretary to complete and send this notice.

Legal Reference:  Iowa Code §297.4 (1991)

Cross Reference:  903        Selling - Leasing

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:             

A program for annual inspection, in addition to those conducted by authorized agencies, of the equipment, buildings, and grounds shall be conducted as part of the maintenance schedule for school district facilities.  The results of this inspection shall be reported to the board at its annual meeting.  Further, the board shall carry out its own inspection of the school district facilities annually.

Legal Reference:  Iowa Code §279.8 (1991)

Cross Reference:  810        Insurance
                                      902        Maintenance, Operation and Management

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:             

The school district shall maintain a warning system designed to inform students, school district employees, and visitors in the building of an emergency. This system shall be maintained on a regular basis under the maintenance plan for school district facilities. This system should also be connected to the local police station in case of an emergency when the building is not in use.

Students shall be 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, disabled students and personnel.

Licensed personnel shall be responsible for instructing the proper techniques to be followed during an emergency. It shall be the responsibility of the administration to develop administrative regulations regarding this policy.

Legal Reference:  Iowa Code §100.31 (1991)

Cross Reference:  507        Student Health and Well-Being
                                      904        Safety Program

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:             

The board encourages school district personnel to be trained in emergency first aid care. The school district may provide a program annually for those employees who wish to learn or update emergency first aid care.

Legal Reference:  Iowa Code §§279.8, 613.17 (1991)

Cross Reference:  403.02  General Personnel Injury on the Job
                                      507.04  Student Illness or Injury at School

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:             

To protect the school district facilities and equipment, the buildings shall be locked when school is not in session. When school activities or public activities are held in the buildings, only the main entrance doors, as determined by the administration and the building principal, shall be unlocked for access to the building.

It shall be the responsibility of school district personnel and users of the buildings to abide by this policy.

Legal Reference:  Iowa Code §§279.8, 280.3, .14 (1991)

Cross Reference:  401.09  Use of School District Facilities & Equipment by General   Personnel
                                      810        Insurance

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:  8-11-97

The administration and custodians may conduct in-services for all personnel to review safety practices and accident prevention.

Legal Reference:  Iowa Code §§279.8, 280.3, .14 (1991)

Cross Reference:  401.09  Use of School District Equipment and Facilities by General Personnel
                                      810        Insurance
                                      904        Safety Program

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:             

As soon as a bomb threat is reported to the administration, the building should be cleared immediately. A thorough search will be made by the appropriate school district, city, and/or county officials. School district personnel and students shall remain outside the building until it is determined that the danger no longer exists. Procedures for bomb threats are located in the District’s Tragedy Protocol Handbook.

It shall be the responsibility of the administration to file a report for the school district records.

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised:  6-13-00

Friable and non-friable asbestos containing materials will be maintained in good condition and appropriate precautions will be followed if the material is disturbed for any reason. If there is a need to replace asbestos wrapped pipes or boiler covering, these will be replaced with non-asbestos containing materials.

The school district will implement the rules of AHERA and will provide the necessary funding to implement the response actions as required. The school district will appoint and train as necessary the appropriate person as required in the rules.

Legal Reference:  Iowa Code §§442.14, .20, 278.1(7), 279.43, 297.5 (1991)
                                      40 CFR 763, 47 FR 23360, May 27, 1982; 47 FR 38535, September 1, 1982

Cross Reference:  902.01  Maintenance Schedule
                                      902.02  Requests for Improvements
                                      902.09  Contract for Maintenance Services

Approved:  6-08-92              
Reviewed:  4-08-24              
Revised: