Each year at its annual meeting, the board will designate by resolution the name and location of the Iowa located financial depository institution or institutions to serve as the
official school district depository or depositories.  The maximum deposit amount to be kept in the depository will be stated in the resolution.  The amount stated in the
resolution must be for all depositories and include all of the school district's funds.

It is the responsibility of the board secretary to include the resolution in the minutes of the meeting.

 

Note:  While this policy is not mandatory, the content of it is.

 

 

Legal Reference:  Iowa Code §§ 122C; 279.33 (2007).

Cross Reference:  210.1    Annual Meeting
                                        206.4    Treasurer [or 206.3, Secretary-Treasurer]
                                        704.1    Local - State - Federal - Miscellaneous Revenue

Approved    4-16-12                              
Reviewed                                                                               
Revised                  

 

When the necessity for a fund has ceased to exist, the balance may be transferred to another fund or account by board resolution.  School district monies received without a
designated purpose may be transferred in this manner.  School district monies received for a specific purpose or upon vote of the people may only be transferred, by board
resolution when the purpose for which the monies were received has been completed.  Voter approval is required to transfer monies to the general fund from the capital projects
fund and debt service fund.

It is the responsibility of the board secretary to make recommendations to the board regarding transfers and to provide the documentation justifying the transfer.

 

 

Legal Reference:  Iowa Code §§ 24.21-.22; 279.8; 298A (2007).

Cross Reference:  701.3    Financial Records
                                        703       Budget
                                        704.2    Sale of Bonds

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

Financial records of the school district are maintained in accordance with generally accepted accounting principles (GAAP) as required or modified by law.  School district
monies are received and expended from the appropriate fund and/or account.  The funds and accounts of the school district will include, but not be limited to:

Governmental fund type:

      General fund

      Special revenue fund

      --Management levy fund

      --Public education and recreation levy fund

      --Student activity fund

      Capital projects fund

             --Physical plant and equipment levy fund

      Debt service fund

Proprietary fund type:

      Enterprise fund

      --School nutrition fund

      --Child care fund

      Internal service fund

Fiduciary funds:

      Trust or agency funds

          --Expendable trust funds

          --Nonexpendable trust funds

          --Agency funds

          --Pension trust funds

Account groups:

      General fixed assets account group

      General long-term debt account group

As necessary the board may, by board resolution, create additional funds within the governmental, proprietary and fiduciary fund types.  The resolution shall state the type of
fund, name of the fund and purpose of the fund.

The general fund is used primarily for the education program.  Special revenue funds are used to account for monies restricted to a specific use by law.  Proprietary funds account
for operations of the school district operated similar to private business, and they account for the costs of providing goods and services provided by one department to other
departments on a cost reimbursement basis.  Fiduciary funds are used to account for monies or assets held by the school district on behalf of, or in trust for, another entity.  The
account groups are the accounting records for fixed assets and long-term debt.

It is the responsibility of the superintendent to implement this policy and bring necessary changes in the maintenance of the school district's financial records to the attention of
the board.

 

Note:  The list of funds above does not include the "Library levy fund," which is only available to one school district.  The school district eligible to levy the library levy must
add this fund to its policy. GAAP makes references in the school district's policy manual to the "schoolhouse fun" obsolete.   Each reference to this term should be reviewed and
replaced with the proper GAAP fund/account.  References to the term "general fund" should also be reviewed to ensure it is properly used in the policies.

 

 

Legal Reference:  Iowa Code §§ 11.23; 298A (2007).

Cross Reference:  704       Revenue
                                       705       Expenditures

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

School district accounting practices will follow state and federal laws and regulations, generally accepted accounting principles (GAAP) and the uniform financial accounting
system provided by the Department of Education.  As advised by the school district's auditor, determination of liabilities and assets, prioritization of expenditures of
governmental funds and provisions for accounting disclosures shall be made in accordance with governmental accounting standards.

In Governmental Accounting Standards Board (GASB) Statement No. 54, the board identifies the order of spending unrestricted resources applying the highest level of
classification of fund balance - restricted, committed, assigned, and unassigned - while honoring constraints on the specific purposes for which amounts in those fund balances
can be spent.  A formal board action is required to establish, modify, or rescind a committed fund balance.  The resolution will state the exact dollar amount.  In the event, the
board chooses to make changes or rescind the committed fund balance, formal board action is required.

The Board authorizes the superintendent and board secretary to assign amounts to a specific purpose in compliance with GASB 54.  An 'assigned fund balance' should also be
reported in the order of spending unrestricted resources, but is not restricted or committed.

It is the responsibility of the superintendent to develop administrative regulations implementing this policy.  It is also the responsibility of the superintendent to make
recommendations to the board regarding fund balance designations.

 

 

Legal Reference:  Iowa Code §§ 257.31 (4); 279.8; 297.22-.25; 298A (2011).

Cross Reference:  701.3                Financial Records
                                        703                   Budget
                                        704                   Revenue

Approved   6-20-2011                           
Reviewed    4-16-12                                                                  
Revised                   

 

Prior to certification of the budget, the board will review the projected revenues and expenditures for the school district and make adjustments where necessary to carry out the
education program within the revenues projected.

A budget for the school district is prepared annually for the board's review.  The budget will include the following:

• the amount of revenues to be raised by taxation;
• the amount of revenues from sources other than taxation;
• an itemization of the amount to be spent in each fund; and,
• a comparison of the amount spent and revenue received in each fund for like purposes in the two prior fiscal years.

It is the responsibility of the superintendent and business manager/board secretary to prepare the budget for review by the board prior to the April 15 deadline each year.

Prior to the adoption of the proposed budget by the board, the public is apprised of the proposed budget for the school district.  Prior to the adoption of the proposed budget by
the board, members of the school district community will have an opportunity to review and comment on the proposed budget.  A public hearing for the proposed budget of the
board is held each year in sufficient time to file the adopted budget no later than April 15.

The proposed budget filed by the board with the board secretary and the time and place for the public hearing on the proposed budget is published in a newspaper designated
for official publication in the school district.  It is the responsibility of the board secretary to publish the proposed budget and public hearing information at least 10 but no more
than 20 days prior to the public hearing.

The board will adopt and certify a budget for the operation of the school district to the county auditor by April 15.  It is the responsibility of the board secretary to file the
adopted and certified budget with the county auditor and other proper authorities.

The board may amend the budget for the fiscal year in the event of unforeseen circumstances.  The amendment procedures will follow the procedures for public review and
adoption of the original budget by the board outlined in these policies.

It is the responsibility of the superintendent and the board secretary to bring any budget amendments necessary to the attention of the board to allow sufficient time to file the
amendment with the county auditor no later than May 31 of each year.

 

 

Legal Reference:  Iowa Code §§ 24; 257; 279.8; 297; 298; 618 (2007).

Cross Reference:  214       Public Hearings
                                       703       Budget
                                       704       Revenue
                                       705       Expenditures

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

The budget of the school district is the authority for the expenditures of the school district for the fiscal year for which the budget was adopted and certified.  It is the
responsibility of the superintendent to operate the school district within the budget and in support of the priorities established.

 

 

Legal Reference:  Iowa Code § 24.9 (2007).

Cross Reference:  703       Budget
                                       704       Revenue

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

Revenues of the school district are received by the board treasurer.  Other persons receiving revenues on behalf of the school district will promptly turn them over to the board
treasurer.

Revenue, from whatever source, is accounted for and classified under the official accounting system of the school district.  It is the responsibility of the board treasurer to deposit the
revenues received by the school district in a timely manner.  School district funds from all sources will not be used for private gain or political purposes.

Tuition fees received by the school district are deposited in the general fund.  The tuition fees for kindergarten through twelfth grade during the regular academic school year are set
by the board based upon the superintendent's recommendation in compliance with current law.  Tuition fees for summer school, driver's education and adult education are set by the
board prior to the offering of the programs.

The board may charge materials fees for the use or purchase of educational materials.  Materials fees received by the school district are deposited in the general fund.  It is the
responsibility of the superintendent to recommend to the board when materials fees will be charged and the amount of the materials fees.

Rental fees received by the school district for the rental of school district equipment or facilities are deposited in the general fund.  It is the responsibility of the superintendent to
recommend to the board a fee schedule for renting school district property.

Proceeds from the sale of real property are placed in the physical plant and equipment levy (PPEL) fund.  The proceeds from the sale of other school district property are placed in the
general fund.

The board may claim exemption from the law prohibiting competition with private enterprise for the following activities:

            Goods and services directly and reasonably related to the educational mission;

            Goods and services offered only to students, employees or guests which cannot be provided by private enterprise at the same or lower cost;

            Use of vehicles for charter trips offered to the public, full- or part-time, or temporary students;

            Goods and services which are not otherwise available in the quantity or quality required by the school district;

            Telecommunications other than radio or television stations;

            Sponsoring or providing facilities for fitness and recreation;

            Food service and sales; and,

            Sale of books, records, tapes, software, educational equipment, and supplies.

It is the responsibility of the superintendent to bring to the board's attention additional sources of revenue for the school district.

 

 

Legal Reference:  Iowa Code §§ 12C; 23A; 257.2; 279.8; 282.2, .6, .24; 291.12, .13; 297.9-.12, .22; 301.1 (2007).

Cross Reference:  701.1    Depository of Funds
                                       703       Budget
                                       803       Selling and Leasing
                                       905       Use of School District Facilities & Equipment

Approved    4-16-12      
Reviewed                      
Revised                   

 

The board may conduct an election for the authority to issue bonded indebtedness.  Revenues generated from an approved bond issue are used only for the purpose stated on
the ballot.  Once the purpose on the ballot is completed, any balance remaining in a capital projects fund may be retained for future capital projects in accordance with the
purpose stated on the ballot or any remaining balance may be transferred by board resolution to the debt service fund or the physical plant and equipment levy fund.  Voter
approval is required to transfer monies to the general fund from the capital projects fund.

Revenues received from the issuing of bonded indebtedness are deposited into the capital projects fund.

 

 

Legal Reference:  Iowa Code §§ 74-76; 278.1; 298; 298A (2007).

Cross Reference:  701       Financial Accounting System
                                 704       Revenue

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

School district funds in excess of current needs are invested in compliance with this policy.  The goals of the school district's investment portfolio in order of priority are:

• To provide safety of the principal;
• To maintain the necessary liquidity to match expected liabilities; and
• To obtain a reasonable rate of return.

In making investments, the school district will exercise the care, skill, prudence and diligence under the circumstances then prevailing that a prudent person acting in a like
capacity and familiar with such matters would use to meet the goals of the investment program.

School district funds are monies of the school district, including operating funds.  "Operating funds" of the school district are funds which are reasonably expected to be used
during a current budget year or within fifteen months of receipt.  When investing operating funds, the investments must mature within three hundred and ninety-seven days or
less.  When investing funds other than operating funds, the investments must mature according to the need for the funds.

The board authorizes the treasurer to invest funds in excess of current needs in the following investments.

• Interest bearing savings, money market, and checking accounts at the school district's authorized depositories;
• Iowa Schools Joint Investment Trust Program (ISJIT); and,
• Certificates of deposit and other evidences of deposit at federally insured Iowa depository institutions.

It is the responsibility of the treasurer to oversee the investment portfolio in compliance with this policy and the law.

The treasurer is responsible for reporting to and reviewing with the board at its regular meetings the investment portfolio's performance, transaction activity and current
investments. 

It is the responsibility of the superintendent to deliver a copy of this policy to the school district's depositories, auditor and outside persons doing investment business with the
school district.

It will also be the responsibility of the superintendent, in conjunction with the treasurer, to develop a system of investment practices and internal controls over the investment
practices.  The investment practices are designed to prevent losses, to document the officers' and employees' responsibility for elements of the investment process and address
the capability of the management.

 

 

Legal Reference:  Iowa Code §§ 11.2, .6; 12.62; 12B.10; 12C; 22.1, .14; 28E.2; 257; 279.29; 283A; 285; 502.701; 633.123 (2007).

Cross Reference:  206.4    Treasurer
                                       704        Revenue

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

The board believes gifts, grants, and bequests to the school district may be accepted when they will further the interests of the school district.  The board will have sole
authority to determine whether the gift furthers the interests of the school district.

Gifts, grants, and bequests are approved by the board.  Once it has been approved by the board, a board member or the superintendent may accept the gift on behalf of the
school district.

Gifts, grants, and bequests once accepted on behalf of the school district become the property of the school district.  Gifts, grants, and bequests are administered in accordance
with terms, if any, agreed to by the board.

 

 

Legal Reference:  Iowa Code §§ 279.42; 565.6 (2007).

Cross Reference:  221       Gifts to Board of Directors
                                       402.4    Gifts to Employees
                                       508.1    Class or Student Group Gifts

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

Revenue raised by students or from student activities is deposited and accounted for in the student activities fund.  This revenue is the property of and is under the financial
control of the board.  Students may use this revenue for purposes approved by the superintendent or building principal. 

Whether such revenue is collected from student contributions, club dues, and special activities or result from admissions to special events or from other fund-raising activities,
all funds will be under the jurisdiction of the board and under the specific control of the superintendent or building principal.  They will be deposited in a designated depository
and will be disbursed and accounted for in accordance with instructions issued by the superintendent.

It is the responsibility of the superintendent and board secretary to assure that student activity accounts are up-to-date and complete.

Any unencumbered class or activity account balances will be moved to the general fund by board action  when a class graduates or an activity is discontinued.

 

 

Legal Reference:  Iowa Code §§ 11.23; 279.8 (2007).

Cross Reference:  504       Student Activities
                                       701        Financial Accounting System

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

1.   Role of Compliance Coordinator/Board Treasurer

      The Board Treasurer shall: 

a)      Be responsible for monitoring post-issuance compliance;

b)      Maintain a copy of the transcript of proceedings or minutes in connection with the issuance of any tax-exempt obligations and obtain records that are necessary to meet the requirements of this regulation;

c)      Consult with bond counsel, a rebate consultant, financial advisor, IRS publications and such other resources as are necessary to understand and meet the requirements of this regulation;

d)      Seek out training and education to be implemented upon the occurrence of new developments in the area and upon the hiring of new personnel to implement this regulation.

 

2.  Financing Transcripts’ Filing and Retention

      The Board Treasurer shall confirm the proper filing of an IRS 8038 Series return and maintain a transcript of proceedings and minutes for all tax-exempt obligations issued by the school district including, but not limited to, all tax-exempt bonds, notes and lease-purchase contracts. Each transcript shall be maintained until 11 years after the tax-exempt obligation documents have been retired. The transcript shall include, at a minimum:

a)      Form 8038;

b)      Minutes, resolutions and certificates;

c)      Certifications of issue price from the underwriter;

d)      Formal elections required by the IRS;

e)      Trustee statements;

f)      Records of refunded bonds, if applicable;

g)      Correspondence relating to bond financings; and

h)      Reports of any IRS examinations for bond financings.

 

3.  Proper Use of Proceeds

     The Board Treasurer shall review the resolution authorizing issuance for each tax-exempt obligation issued by the school district and the school district shall:

 

a)      Obtain a computation of the yield on such issue from the school district's financial advisor;

b)      Create a separate Project Fund (with as many sub-funds as shall be necessary to allocate proceeds among the projects being funded by the issue) into which the proceeds of issue shall be deposited;

c)      Review all requisitions, draw schedules, draw requests, invoices and bills requesting payment

         from the Project Fund;

d)      Determine whether payment from the Project Fund is appropriate and, if so, make payment from the Project Fund (and appropriate sub-fund, if applicable);

e)      Maintain records of the payment requests and corresponding records showing payment;

f)      Maintain records showing the earnings on, and investment of, the Project Fund;

g)      Ensure that all investments acquired with proceeds are purchased at fair market value;

h)      Identify bond proceeds or applicable debt service allocations that must be invested with a yield-restriction and monitor the investments of any yield-restricted funds to ensure that the yield on such investments do not exceed the yield to which such investments are restricted;

i)       Maintain records related to any investment contracts, credit enhancement transactions and the bidding of financial products related to the proceeds.

 

 

4.  Timely Expenditure and Arbitrage/Rebate Compliance

      The Board Treasurer shall review the Tax-Exemption Certificate (or equivalent) for each tax-exempt obligation issued by the school district and the expenditure records provided in Section 2 of this regulation, above and shall:

a)      Monitor and ensure that proceeds of each such issue are spent within the temporary period set forth in such certificate;

b)      Monitor and ensure that the proceeds are spent in accordance with one or more of the applicable exceptions to rebate as set forth in such certificate if the school district does not meet the "small  issuer" exception for said obligation;

c)      Not less than 60 days prior to a required expenditure date, confer with bond counsel and a rebate consultant, if the school district will fail to meet the applicable temporary period or rebate exception expenditure requirements of the Tax-Exemption Certificate.  In the event the school district fails to meet a temporary period or rebate exception:

1.   Procure a timely computation of any rebate liability and, if rebate is due, file a Form 8038-T and arrange for payment of such rebate liability;

2.   Arrange for timely computation and payment of yield reduction payments (as such term is defined in the Code and Treasury Regulations), if applicable.

 

5.  Proper Use of Bond Financed Assets

      The Board Treasurer shall:

a)      Maintain appropriate records and a list of all bond financed assets.  Such records shall include the actual amount of proceeds (including investment earnings) spent on each of the bond financed assets;

b)      Monitor and confer with bond counsel with respect to all proposed bond financed assets;

1.   management contracts;

2.   service agreements;

3.   research contracts;

4.   naming rights contracts;

5.   leases or sub-leases;

6.  joint venture, limited liability or partnership arrangements;

7.   sale of property; or

8.   any other change in use of such asset.

c)      Maintain a copy of the proposed agreement, contract, lease or arrangement, together with the response by bond counsel with respect to said proposal for at least three years after retirement of all tax-exempt obligations issued to fund all or any portion of bond financed assets; and

d)      Contact bond counsel and ensure timely remedial action under IRS Regulation Sections 1.141-12 in the event the school district takes an action with respect to a bond financed asset, which causes the private business tests or private loan financing test to be met.

 

6.  General Project Records

       For each project financed with tax-exempt obligations, the Board Treasurer shall maintain, until three years after retirement of the tax-exempt obligations or obligations issued to refund those obligations, the following:

a)      Appraisals, demand surveys or feasibility studies;

b)      Applications, approvals and other documentation of grants;

c)      Depreciation schedules;

d)      Contracts respecting the project.

 

Approved    3-12-2012                              

Reviewed                                                                              

Revised 3-21-2022

 

The board supports economic development in Iowa.  Purchases by the school district will be made in Iowa for Iowa goods and services from a locally-owned business located
within the school district or from an Iowa-based company which offers these goods or services if the cost and other considerations are relatively equal and they meet the
required specifications.

It is the responsibility of the superintendent to approve purchases, except those authorized by or requiring direct board action.  The superintendent may coordinate and combine
purchases with other governmental bodies to take advantage of volume price breaks.  Joint purchases with other political subdivisions will be considered in the purchase of
equipment, accessories or attachments with an estimated cost of $50,000 or more.

The superintendent will have the authority to authorize purchases without competitive bids for goods and services costing under $10,000 without prior board approval.  For
goods and services costing more than $10,000 and less than $125,000, the superintendent will receive quote(s) of the goods and services to be purchased prior to approval of
the board.  Competitive sealed bids are required for purchases, other than emergency purchases, for goods and services that cost $125,000 or more, including school buses.

The purchase will be made from the lowest responsible bidder based upon total cost considerations including, but not limited to, the cost of the goods and services being
purchased, availability of service and/or repair, delivery date, the targeted small business procurement goal and other factors deemed relevant by the board.

The board and the superintendent will have the right to reject any or all bids, or any part thereof, and to re-advertise.  The board will enter into such contract or contracts as the
board deems in the best interests of the school district.

 

 

Legal Reference:  Iowa Code §§ 18.6(9); 23A; 28E.20; 72.3; 73; 73A; 285.10(3), .10(7); 301 (2007).
                                       261 I.A.C. 54.
                                       281 I.A.C. 43.25.
                                       481 I.A.C. 25.
                                       1984 Op. Att'y Gen. 115.
                                       1974 Op. Att'y Gen. 171.

Cross Reference:  705       Expenditures
                                       801.4     Site Acquisition
                                       802        Maintenance, Operation and Management
                                       803        Selling and Leasing

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

Generally, the school district will not purchase items on behalf of employees.  The school district may in unusual and unique circumstances do so.  It is within the discretion of
the board to determine when unique and unusual circumstances exist.

No purchase is made unless the employee has paid the school district prior to the order being placed and the employee has agreed to be responsible for any taxes or other
expenses due.

 

 

Legal Reference:  Iowa Code § 279.8 (2007).

Cross Reference:  703       Budget

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

The board authorizes the issuance payment of claims against the school district for goods and services.  The board will allow the payment after the goods and services have
been received and accepted in compliance with board policy.

The board authorizes the board secretary, upon approval of the superintendent, to issue payment for verified bills, for reasonable and necessary expenses, when the board is not
in session.  The board secretary will examine the claims and verify bills.  The board will approve the bills at its next regular meeting.

The secretary will determine to the secretary's satisfaction that the claims presented to the board are in order and are legitimate expenses of the school district.  It is the
responsibility of the secretary to bring claims to the board.

The board president and board secretary may sign warrants by use of a signature plate or rubber stamp.  If the board president is unavailable to personally sign warrants, the
vice president may sign warrants on behalf of the president.

It is the responsibility of the superintendent to develop the administrative regulations regarding this policy.

 

 

Legal Reference:  Love v. City of Des Moines, 210 Iowa 90, 230 N.W. 373 (1930).
                                  Iowa Code §§ 279.8, .29, .30, .36; 291.12; 721.2(5) (2007).
                                       281 I.A.C. 12.3(1).
                                       1980 Op. Att'y Gen. 102, 160, 720.
                                       1976 Op. Att'y Gen. 69.
                                       1972 Op. Att'y Gen. 130, 180, 392, 456, 651.
                                       1936 Op. Att'y Gen. 375.

Cross Reference:  705       Expenditures

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

Employees may use school district credit cards for the actual and necessary expenses incurred in the performance of work-related duties.  Actual and necessary expenses incurred
in the performance of work-related duties include, but are not limited to, fuel for school district transportation vehicles used for transporting students to and from school and for
school-sponsored events, payment of claims related to professional development of the board and employees, and other expenses required by employees and the board in the
performance of their duties.

Employees and officers using a school district credit card must submit a detailed receipt in addition to a credit card receipt indicating the date, purpose, and nature of the expense
for each claim item.  Failure to provide a proper receipt shall make the employee responsible for expenses incurred.  Those expenses shall be reimbursed to the school district no
later than ten working days following use of the school district's credit card.  In exceptional circumstances, the superintendent or board may allow a claim without proper
receipt.  Written documentation explaining the exceptional circumstances shall be maintained as part of the school district's record of claim.

The school district may maintain a school district credit card for actual and necessary expenses incurred by employees and officers in the performance of their duties.  The
superintendent may maintain a school district credit card for actual and necessary expenses incurred in the performance of the superintendent's duties.  The transportation director
may maintain a school district credit card for fueling school district transportation vehicles in accordance with board policy.

It shall be the responsibility of the superintendent to determine whether the school district credit card use is for appropriate school business.  It shall be the responsibility of the
board to determine through the audit and approval process of the board whether the school district credit card use by the superintendent and the board is for appropriate school
business.

The superintendent shall be responsible for developing administrative regulations regarding actual and necessary expenses and use of a school district credit card.  The
administrative regulations shall include the appropriate forms to be filed for obtaining a credit card.

 

 

Legal Reference:  Iowa Constitution, Art. III, §31
                                       Iowa Code §§ 279.8, .29, .30 (1997)
                                       281 I.A.C. 12.3 (I)

Approved    11-17-2008                        
Reviewed    4-16-12                                                                           
Revised                   

 

The payroll period for the school district is monthly.  Employees are paid on the 25^th day of each month.  If this day is a holiday, recess, or weekend, the payroll is paid on the
last working day prior to the holiday, recess or weekend.

It is the responsibility of the board secretary to issue payroll to employees in compliance with this policy.

The requirements stated in the Master Contract between employees in a certified collective bargaining unit and the board regarding payroll periods of such employees will be
followed.

 

 

Legal Reference:  Iowa Code §§ 20.9; 91A.2(4), .3 (2007).

Cross Reference:  706.2    Payroll Deductions

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

Ease of administration is the primary consideration for payroll deductions, other than those required by law.  Payroll deductions are made for federal income tax withholdings,
Iowa income tax withholdings, social security, and the Iowa Public Employees' Retirement System (IPERS).

Employees may elect to have payments withheld for professional dues, district-related and mutually agreed upon group insurance coverage, and/or tax sheltered annuity
programs.  Requests for these deductions will be made in writing to the business manager.  Requests for purchase or change of tax-sheltered annuities may be made by the 10^th
of the month.

It is the responsibility of the superintendent to determine which additional payroll deductions will be allowed.

The requirements stated in the Master Contract between employees in a certified collective bargaining unit and the board regarding payroll deductions of such employees will
be followed.

 

 

Legal Reference:  Iowa Code §§ 91A.2(4), .3; 294.8-.9, .15-.16; 422 (2007).

Cross Reference:  406.6    Licensed Employee Tax Shelter Programs
                                       412.4    Classified Employee Tax Shelter Programs
                                       706.1    Payroll Periods

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

The district provides leaves of absences to allow employees to be absent from work to attend to important matters outside of the workplace. As public employers, school districts
are expected to record and monitor the work that employees perform and to conform to principles of public accountability in their compensation practices.

Consistent with principles of public accountability, it is the policy of the district that, when an employee is absent from work for less than one work day and the employee does
not use accrued leave for such absence, the employee’s pay will be reduced or the employee will be placed on leave without pay if:

· the employee has not sought permission to use paid leave for this partial-day absence,

· the employee has sought permission to use paid leave for this partial-day absence and permission has been denied,

· the employee’s accrued paid leave has been exhausted, or

· the employee chooses to use leave without pay.

In each case in which an employee is absent from work for part of a work day, a deduction from compensation will be made or the employee will be placed on leave without pay
for a period of time which is equal to the employee’s absence from the employee’s regularly scheduled hours of work on that day.

 

 

Legal Reference:  29 U.S.C. Sec. 2 13(a)
                                        29 C.F.R. Part 541

Cross References:  409.8    Licensed Employee Unpaid Leave
                                         414.8    Classified Employee Unpaid Leave

Approved    4-16-12                  
Received                                              
Revised                       

 

The business manager/board secretary will report to the board each month about the receipts, disbursements and balances of the various funds.  This report will be in written
form and sent to the board with the agenda for the board meeting.

 

 

Legal Reference:  Iowa Code §§ 279.8; 291.7 (2007).

Cross Reference:  206.3    Secretary [or 206.3, Secretary-Treasurer]
                                       211.1    Annual Meeting
                                       707       Fiscal Reports

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

At the annual meeting, the treasurer will give the annual report stating the amount held over, received, paid out, and on hand in the general and schoolhouse funds.  This report
is in written form and sent to the board with the agenda for the board meeting.  The treasurer will also furnish the board with a sworn statement from each depository showing
the balance then on deposit.

It is the responsibility of the treasurer to submit this report to the board annually.

 

NOTE:  The sentence regarding the sworn statement from the depository bank is a legal requirement.

 

 

Legal Reference:  Iowa Code §§ 279.31, .33 (2007).

Cross Reference:  206.4    Treasurer [or 206.3, Secretary-Treasurer]
                                       211.1    Annual Meeting
                                       707       Fiscal Reports

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

Each month the schedule of bills allowed by the board is published in a newspaper designated as a newspaper for official publication.  Annually, the total salaries paid to
employees regularly employed by the school district will also be published in a newspaper designated as a newspaper for official publication.

It is the responsibility of the board secretary to publish these reports in a timely manner.

 

NOTE:  This policy reflects the legal requirements for school district publications.

 

 

Legal Reference:  Iowa Code §§ 279.35, .36; 618 (2007).
                                       1952 Op. Att'y Gen. 133.

Cross Reference:  206.3    Secretary [or Secretary-Treasurer]

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

To review the funds and accounts of the school district, the board will employ an auditor to perform an annual audit of the financial affairs of the school district.  The
superintendent will use a request for proposal procedure in selecting an auditor.  The administration will cooperate with the auditors.

 

 

Legal Reference:  Iowa Code § 11.6 (2007).

Cross Reference:  701       Financial Accounting System
                                       707       Fiscal Reports

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

The Board expects all board members, employees, volunteers, consultants, vendors, contractors, students and other parties maintaining any relationship with the school district to act
with integrity, due diligence, and in accordance with all laws in their duties involving the school district’s resources.  The board is entrusted with public dollars and no one connected
with the school district should do anything to erode that trust.

Internal control is the responsibility of all employees of the school district. The superintendent, business manager and board secretary shall be responsible for developing internal
controls designed to prevent and detect fraud, financial impropriety, or fiscal irregularities within the school district subject to review and approval by the board.  Administrators shall
be alert for any indication of fraud, financial impropriety, or irregularity within the administrator’s area of responsibility.

Any employee who suspects fraud, impropriety, or irregularity shall report their suspicions immediately to his/her immediate supervisor and the superintendent.  The superintendent
shall have primary responsibility for any necessary investigations and shall coordinate investigative efforts with the board’s legal counsel, auditing firm, and other internal or external
departments and agencies, including law enforcement officials, as the superintendent may deem appropriate.

Employees bringing forth a legitimate concern about a potential impropriety will not be retaliated against and those who do retaliate against such an employee will be subject to
disciplinary action up to, and including, discharge.

In the event the concern or complaint involves the superintendent, the concern shall be brought to the attention of the board vice-president, who shall be empowered to contact the
board’s legal counsel, insurance agent, auditing firm, and any other agency to investigate the concern or complaint.

Upon approval of the board, the superintendent may contact the State Auditor or elect to employ the school district’s auditing firm or State Auditor to conduct a complete or partial
forensic/internal control/SAS99 audit annually or otherwise as often as deemed necessary.  The superintendent is authorized to order a complete forensic audit if, in the
superintendent’s judgment, such an audit would be useful and beneficial to the school district.  The superintendent shall ensure the State Auditor is notified of any suspected
embezzlement or theft pursuant to Iowa law.  In the event, there is an investigation, records will be maintained for use in the investigation.  Individuals found to have altered or
destroyed records will be subject to disciplinary action, up to, and including termination.

 

 

Legal References:  American Competitiveness and Corporate Accountability Act of 2002, Pub. L. No. 107-204.
                                         Iowa Code ch. 11, 279.8 (2007).

Cross References:  707.6    Audit Committee

Approved    4-16-12                              

Revised __________                            
Reviewed __________

 

The school district will operate a school nutrition program in each attendance center.  The school nutrition program will include meals through participation in the National School Lunch Program. Students may bring their lunches from home and purchase milk and other incidental items.

School nutrition program facilities are provided to serve students and employees when school is in session and during school-related activities.  They may also be used under the supervision of the food service director for food service to employee groups, parent-teacher meetings, civic organizations meeting for the purpose of better understanding the schools, and senior citizens in accordance with law and board policy.

The school nutrition program is operated on a nonprofit basis.  The revenues of the school nutrition program will be used only for the operation or improvement of such programs.  Supplies of the school nutrition program will only be used for the school nutrition program.

The board will set, and annually review, the prices for school nutrition programs.  It is the responsibility of the superintendent to make a recommendation regarding the prices of the school nutrition programs, in accordance with federal and state law. 

It is the responsibility of the food service director to administer the program and to cooperate with the superintendent and appropriate personnel for the proper functioning of the school nutrition program.

The district shall comply with all federal and state laws and regulations required for procurement, including the selection and evaluation of contractors.  The superintendent or designee is responsible for developing an administrative process to implement this policy, including, but not limited to, procedures related to suspension and debarment for transactions subject to those requirements.

 

 

Legal Reference:  42 U.S.C. §§ 1751 et seq. (2004).
                                       7 C.F.R. Pt. 210 et seq. (2004).
                                       Iowa Code ch. 283A (2007).
                                       281 I.A.C. 58.

Cross Reference:  710       School Food Services
                                       905       Use of School District Facilities and Equipment

Approved    4-16-12                              
Reviewed    05-16-2022                                                                           
Revised      06-20-2022             

 

USDA Nondiscrimination Statement 

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in  or administering USDA programs are prohibited from discriminating based on race, color, national origin,  sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity  conducted or funded by USDA. 

Persons with disabilities who require alternative means of communication for program information (e.g.  Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at 800-877-8339. Additionally, program information may be made available in languages other than English. 

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: https://www.usda.gov/oascr/how-to-file-a-program-discrimination complaint, any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call 866-632-9992. Submit your completed form or letter to USDA by: 

1. Mail: U.S. Department of Agriculture 

Office of the Assistant Secretary for Civil Rights 

1400 Independence Avenue, SW 

Washington, D.C. 20250-9410 

2. Fax: 202-690-7442 

3. Email: program.intake@usda.gov 

This institution is an equal opportunity provider. 

Iowa Nondiscrimination Statement 

It is the policy of this CNP provider not to discriminate on the basis of race, creed, color, sex, sexual  orientation, gender identity, national origin, disability, age, or religion in its programs, activities, or  employment practices as required by the Iowa Code section 216.6, 216.7, and 216.9. If you have  questions or grievances related to compliance with this policy by this CNP Provider, please contact the  Iowa Civil Rights Commission, Grimes State Office Building, 400 E 14th St, Des Moines, IA 50319- 1004; phone number 515-281-4121 or 800-457-4416; website: https://icrc.iowa.gov/.

 

Approved 06-20-2022

Reviewed ___________

Revised __________

Complaint Contact Information: 

Name: 

Street Address, City, State, Zip:  

County: Area Code/Phone: 

Email Address: 

Complaint Information: 

1. Specific name and location of the entity and individual delivering the service or benefit: 

2. Describe the incident or action of the alleged discrimination or give an example of the situation that has a discriminatory effect on the public, potential program participants, or current participants: 

3. On what basis does the complainant feel discrimination exists (race, color, national origin, sex, age, disability, creed, sexual orientation, religion, gender identity, political party affiliation, actual/potential parental/family/marital status)? 

4. List the names, titles, and business addresses of persons who may have knowledge of the alleged discriminatory action: 

5. List the date(s) during which the alleged discriminatory actions occurred, or if continuing, the duration of such actions:  

6. Date complaint received:  

7. Person receiving complaint:  

8. Action(s) taken: 

USDA is the cognizant agency for the Child Nutrition Programs listed and therefore is the first contact for the six protected classes of race, color, national origin, sex, age, and disability for complaints received within 180 days.  Civil rights complaints must be submitted to the USDA Office of Civil Rights within five calendar days of receipt and no later than 180 days of the discriminatory act. The link for submission of a complaint is:  program.intake@usda.gov 

In Iowa, protected classes also include sexual orientation, gender identity, religion or creed and complaints can be filed up to 300 days of occurrence. The address for Iowa complaints is: Iowa Civil Rights Commission, Grimes State Office building, 400 E. 14th St. Des Moines, IA 50319-1004; phone number 515-281-4121, 800-457-4416; website: https://icrc.iowa.gov/. 

This institution is an equal opportunity provider. 12/2021

Approved 06-20-2022

Reviewed __________

Revised ____________

USDA Child Nutrition Programs in Iowa

Procedures for Handling a Civil Rights Complaint 

1. Civil rights complaints related to the National School Lunch Program, School Breakfast Program, Afterschool Care Snack Program, Summer Food Service Program, Seamless Summer Option, or Child and Adult Care Food Program are written or verbal allegations of discrimination based on USDA protected classes of race, color, national origin, sex, age, and disability.
    
2. Any person claiming discrimination has a right to file a complaint within 180 days of the alleged discrimination. See below for additional Iowa Civil Rights information. A civil rights complaint based on the protected classes listed in #1 above must be forwarded to the address on the nondiscrimination statement.
    
3. All complaints, whether written or verbal, must be accepted by the School Food Authority (SFA)/Sponsor/Organization and forwarded to USDA at the address or link on the nondiscrimination statement within 5 calendar days of receipt. An anonymous complaint should be handled the same way as any other. Complaint forms may be developed, but their use cannot be required. If the complainant makes the allegations verbally or in a telephone conversation and is reluctant or refuses to put them in writing, the person who handles the complaint must document the description of the complaint.
    
4. There must be enough information to identify the agency or individual toward which the complaint is directed and indicate the possibility of a violation. Every effort should be made to obtain at least the following information:
     
   • Name, address and telephone number or other means of contacting the complainant;
   • The specific location and name of the organization delivering the program service or benefit;
   • The nature of the incident(s) or action(s) that led the complainant to feel there was discrimination;
   • The basis on which the complainant feels discrimination occurred (race, color, national origin, sex, age, or disability);
   • The names, titles, and addresses of people who may have knowledge of the discriminatory action(s); and
   • The date(s) when the alleged discriminatory action(s) occurred or, if continuing, the duration of such action(s).
5. USDA is the cognizant agency for the Child Nutrition Programs listed and therefore is the first contact for the six protected classes listed in #1 above, for complaints received within 180 days. Civil rights complaints must be submitted to the USDA Office of Civil Rights within five calendar days of receipt and no later than 180 days of the discriminatory act. The link for submission of a complaint is: program.intake@usda.gov
    
6. In Iowa, protected classes also include sexual orientation, gender identity, religion or creed and complaints can be filed up to 300 days of occurrence. The address for Iowa complaints is: Iowa Civil Rights Commission, Grimes State Office building, 400 E. 14th St. Des Moines, IA 50319- 1004; phone number 515-281-4121, 800-457-4416; website: https://icrc.iowa.gov/.

Bureau of Nutrition and Health, IDOE, 12/2021 

I.C. Iowa Code	Description
Iowa Code  § 283A	School Meal Programs
I.A.C. Iowa Administrative Code	Description
281 I.A.C. 58	Education - Breakfast and Lunch Program
U.S.C - United States Code	Description
42 U.S.C. §§ 1751	Public Health - School Lunch Program

Cross References

Code	Description
710.02	Free or Reduced Cost Meals Eligibility
710.03	Vending Machines
710.04	Meal Charges

 

Approved 06-20-2022

Reviewed _________

Revised ___________

Students enrolled and attending school in the school district, who are unable to afford the special milk program, the cost or a portion of the cost of the school lunch, breakfast
and supplemental foods, will be provided the school food program services at no cost or at a reduced cost.

It is the responsibility of the building principal to determine if a student qualifies for free or reduced cost school food services.  Students, whom the principal believes are
improperly nourished, will not be denied the school food program services simply because the paperwork has not been completed.

Employees, students and others will be required to purchase meals consumed.

It is the responsibility of the superintendent to develop administrative regulations for implementing this policy.

 

 

Legal Reference:  42 U.S.C. §§ 1751 et seq. (2004).
                                       7 C.F.R. Pt. 210 et seq. (2004).
                                       Iowa Code ch. 283A (2007).
                                       281 I.A.C. 58.

Cross Reference:  710       School Food Services

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

Food served or purchased by students during the school day and food served or purchased for other than special circumstances is approved by the superintendent.  Vending
machines in the school building are the responsibility of the building principal.  Purchases from the vending machines, other than juice, water, or dairy machines, will not be
made during the lunch periods.

It is the responsibility of the superintendent to develop administrative regulations for the use of vending machines and other sales of food to students.

 

 

Legal Reference:  42 U.S.C. §§ 1751 et seq. (2004).
                                       7 C.F.R. Pt. 210 et seq. (2004).
                                       Iowa Code ch. 283A (2007).
                                       281 I.A.C. 58.

Cross Reference:  504.5    Student Fund Raising
                                       710       School Food Services

Approved    4-16-12                              
Reviewed                                                                               
Revised                   

 

Elementary and middle school students living more than two miles from their designated school attendance centers and high school students living more than three miles from their
designated attendance centers are entitled to transportation to and from their attendance center at the expense of the school district.

Transportation of students who require special education services will generally be provided as for other students, when appropriate.  Specialized transportation of a student to and
from a special education instructional service is a function of that service and, therefore, an appropriate expenditure of special education instructional funds generated through the
weighting plan.

Transportation of a student to and from a special education support service is a function of that service, and is specified in the individualized education program (IEP) or the
individualized family service plan (IFSP).  When the IEP or IFSP team determines that unique transportation arrangements are required and the arrangements are specified in the IEP
or IFSP, the school district will provide one or more of the following transportation arrangements for instructional services and the AEA for support services:

            Transportation from the student's residence to the location of the special education and back to the student's residence, or child care placement for students below the age of six.

            Special assistance or adaptations in getting the student to and from and on and off the vehicle, en route to and from the special education.

            Reimbursement of the actual costs of transportation when by mutual agreement the parents provide transportation for the student to and from the special education.

The school district is not required to provide reimbursement to parents who elect to provide transportation in lieu of agency-provided transportation.

A student may be required, at the board's discretion, to meet a school vehicle without reimbursement up to three-fourths of a mile.  The board may require the parent to transport their
children up to two miles to connect with school bus vehicles at the expense of the school district when conditions deem it advisable.  It is within the discretion of the board to
determine such conditions.  Parents of students who live where transportation by bus is impracticable or unavailable may be required to furnish transportation to and from the
designated attendance center at the expense of the school district.  Parents, who transport their children at the expense of the school district, are reimbursed at the rate per mile set by
the state. 

Transportation arrangements made by agreement with a neighboring school district will follow the terms of the agreement.  Students, who choose to attend a school in a school
district other than their resident school district, will provide transportation to and from the school at their own expense.

It shall be the policy of the North Mahaska Community School District not to provide at-home pick-up service to any student living within the city limits of New Sharon.  Students
living within the city limits may ride a bus from designated pick up points to the elementary-junior-senior high school. 

4-year-olds attending North Mahaska Preschool will be provided at-home pick-up service anywhere in the district.

When transportation by school bus is impractical or where school bus transportation is not available, the Board may require the parents or guardians to transport their children to
the school designated for attendance.  The parent or guardian will be reimbursed for such transportation as designated by statute.

Distance to school or to a bus route shall be measured only on the public highway and over the most passable and safest route as determined by the Board of Education, starting
in the roadway opposite the entrance to the school grounds or designated point on the route.

It shall be the policy of the North Mahaska School District that when a parent or guardian of an elementary student entitled to transportation under Iowa law requests that a state
licensed day care facility located in the North Mahaska School District be designated as the pick up or drop off point for their child rather than their residence this day care will
become an established bus stop.  The bus may then also pick up or drop off any other North mahaska elementary student attending that day care center, even if that child would
not normally be entitled to transportation.

 

 

Legal Reference:  20 U.S.C. §§ 1401, 1701 et seq. (2004).
                                       34 C.F.R. Pt. 300 et seq. (2004).
                                       Iowa Code §§ 256B.4; 285; 321 (2007).
                                       281 I.A.C. 41.98; 43.

Cross Reference:  501.16  Homeless Children and Youth
                                       507.8    Student Special Health Services
                                       603.3    Special Education
                                       711       Transportation

Approved      4-16-12                            
Reviewed                                                                               
Revised                   

 

Students utilizing school transportation will conduct themselves in an orderly manner fitting to their age level and maturity with mutual respect and consideration for the rights
of the school vehicle driver and the other passengers.  Students who fail to behave in an orderly manner will be subject to disciplinary measures.

The driver will have the authority to maintain order on the school vehicle.  It is the responsibility of the driver to report misconduct to the building administrator.

The board supports the use of video cameras on school buses used for transportation to and from school as well as for field trips, curricular or extracurricular events.  The video
cameras will be used to monitor student behavior and may be used as evidence in a student disciplinary proceeding.  The videotapes are student records subject to school
district confidentiality, board policy and administrative regulations.

After three warnings for bad conduct, the building principal will have the authority to suspend transportation privileges of the student or impose other appropriate discipline.

It is the responsibility of the superintendent, in conjunction with the building principal, to develop administrative regulations regarding student conduct and discipline when
utilizing school district transportation.

 

NOTE:  This policy reflects the practice of video camera use on school buses.  If a school district does not use video cameras, the third paragraph should be eliminated.

 

 

Legal Reference:  Iowa Code §§ 279.8; 285; 321 (2007).

Cross Reference:  503       Student Discipline
                                       506       Student Records

Approved      4-16-12                            
Reviewed                                                                               
Revised                   

 

The board in its discretion may provide school district transportation for extracurricular activities including, but not limited to, transporting student participants and other
students to and from extracurricular events.

Students participating or attending extracurricular events, other than those held at the school district facilities, may be transported to the extracurricular event by school district
transportation vehicles or by another means approved by the superintendent. 

Students, who are provided transportation in school district transportation vehicles for extracurricular events, will ride both to and from the event in the school vehicle unless
arrangements have been made with the building principal prior to the event.  A student's parent, or a designated adult approved by the parent in writing, may personally appear
and request to transport the student home from a school-sponsored event in which the student traveled to the event on a school district transportation vehicle.  The parent, or
designated adult, must sign a form so the sponsor is aware the student will ride home with them and not on school transportation.

It is the responsibility of the superintendent to make a recommendation to the board as needed, or as requested,  as to whether the school district will provide the transportation
authorized in this policy.  In making the recommendation to the board, the superintendent will consider the financial condition of the school district, the number of students
who would qualify for such transportation, and other factors the board or superintendent deem relevant.

 

 

Legal Reference:  Iowa Code §§ 256B.4; 285.1-.4; 321 (2007).
                                       281 I.A.C. 41.98; 43.

Cross Reference:  504       Student Activities
                                       711       Transportation

Approved      4-16-12                            
Reviewed                                                                               
Revised                   

 

The school district may use school vehicles for transportation to and from summer extracurricular activities.  The superintendent will make a recommendation to the board as needed regarding their use.

Transportation to and from the student's attendance center for summer school instructional programs is within the discretion of the board.  It is the responsibility of the
superintendent to make a recommendation regarding transportation of students in summer school instructional programs at the expense of the school district.  In making the
recommendation to the board, the superintendent will consider the financial condition of the school district, the number of students involved in summer school programs, and
other factors deemed relevant by the board or the superintendent.

 

 

Legal Reference:  Iowa Code § 285.10 (2007).
                                       281 I.A.C. 43.10.

Cross Reference:  603.2    Summer School Instruction
                                       711       Transportation

Approved      4-16-12                            
Reviewed                                                                               
Revised                   

 

The board has sole discretion to determine the method to be utilized for transporting nonresident and nonpublic students.  Nonresident students paying tuition may be, and
resident students attending a nonpublic school accredited by the State Department of Education, will be transported on an established public school vehicle route as long as
such transportation does not interfere with resident public students' transportation.  Nonresident and nonpublic school students will obtain the permission of the superintendent
prior to being transported by the school district.

Parents of resident students who provide transportation for their children attending a nonpublic school accredited by the Iowa Department of Education will be reimbursed at
the established state rate.  This reimbursement is paid only if the school district receives the funds from the state.  If less than the amount of funds necessary to fully reimburse
parents of the nonpublic students is received by the school district, the funds will be prorated.

The charge to the nonresident students is determined based on the students' pro rata share of the actual costs for transportation.  The parents of these students are billed for the
student's share of the actual costs of transportation.  The billing is according to the schedule developed by the superintendent.  It is the responsibility of the superintendent to
determine the amount to be charged and report it to the board secretary for billing.

Continued transportation of nonresident and nonpublic school students on a public school vehicle route will be subject to resident public school students' transportation needs. 
The superintendent will make a recommendation annually to the board regarding the method to be used.  In making a recommendation to the board, the superintendent will
consider the number of students to be transported, the capacity of the school vehicles, the financial condition of the school district and other factors deemed relevant by the
board or the superintendent.

Nonresident and nonpublic school students are subject to the same conduct regulations as resident public students as prescribed by board policy, and to other policies, rules, or
regulations developed by the school district regarding transportation of students by the school district.

 

 

Legal Reference:  Iowa Code §§ 285.1-.2, .10, .16 (2007).

Cross Reference:  711       Transportation

Approved      4-16-12                            
Reviewed                                                                               
Revised                   

 

Only in unusual circumstances will the board make school district transportation vehicles available to local nonprofit entities which promote cultural, educational, civic,
community, or recreational activities for transporting to and from nonschool-sponsored activities in the state.

In the event school district transportation vehicles are made available to local nonprofit entities, it is the responsibility of the superintendent to develop administrative
regulations for application for, use of, and payment for using the school district transportation vehicles.

 

 

Legal Reference:  Iowa Code §§ 285.1(21), .10(9), (10) (2007).
                                       281 I.A.C. 43.10.

Cross Reference:  711       Transportation
                                       900       Principles and Objectives for Community Relations

Approved      4-16-12                            
Reviewed                                                                               
Revised                   

 

The school district will conduct school bus safe riding practices instruction and emergency safety drills at least twice during the school year for students who utilize school
district transportation.

Each school bus vehicle will have, in addition to the regular emergency safety drill, a plan for helping those students who require special assistance to safety during an
emergency. This will include, but not be limited to, students with disabilities.

Employees are responsible for instructing the proper techniques to be followed during an emergency, as well as safe riding practices.  It is the responsibility of the
superintendent to develop administrative regulations regarding this policy.

 

 

Legal Reference:  Iowa Code §§ 279.8; 321 (2007).
                                       281 I.A.C. 43.40.

Cross Reference:  503       Student Discipline
                                       507       Student Health and Well-Being
                                       804.2    Warning Systems and Emergency Plans

Approved      4-16-12                            
Reviewed                                                                               
Revised                   

 

School district buses will not operate when weather conditions due to fog, rain, snow or other natural elements make it unsafe to do so.  Because weather conditions may vary
around the school district and may change quickly, the best judgment possible will be used with the information available.

The final judgment as to when conditions are unsafe to operate will be made by the superintendent.  The superintendent will be assisted by the actual "on location" decisions
and reports of the drivers.

Several drivers each year will be specially designated to report weather and road conditions by bus radio when requested to do so.  Other employees and students will be
notified by commercial radio when school is cancelled or temporarily delayed.  When school is cancelled because of weather anywhere in the school district, all schools will be
closed.

When weather conditions deteriorate during the day after school has begun, cancellation notices will be announced by commercial radio.  Students will be returned to their
regular drop-off sites unless weather conditions prevent it.  In that case, students will be kept at or returned to school until they are picked up by the parents.

 

 

Legal Reference:  Iowa Code § 279.8 (2007).

Cross Reference:  601.2    School Day

Approved      4-16-12                            
Reviewed                                                                               
Revised                   

 

The board recognizes that it has a role in reducing environmental pollutants and in assisting students and others to be free from pollutants that may impact their respiratory health. 
Unnecessary vehicle idling emits pollutants and wastes fuel.  The board directs the superintendent, in conjunction with the Director of Transportation, to work on administrative
regulations to implement this policy and reduce school vehicle idling time.

 

 

Legal References:  Iowa Code §279.8 (2007).

Cross References:  403       Employee Health and Well-Being
                                       507       Student Health and Well-Being
                                       711       Transportation

Approved      4-16-12                             
Reviewed                                                                                            
Revised                   

 

Introduction/Background

This policy establishes written guidelines to standardize the conditions and procedures for the issuance of debt which will minimize the North Mahaska Community School District’s (“the District”) debt service and issuance costs, and retain the highest practical credit rating.  The objectives of this policy are to improve the quality of decisions, provide justification for the structure of debt issuance, maintain sound financial management practices, and demonstrate a commitment to long-term financial planning to effectively serve the constituents of the District.  Compliance with a debt management policy signals to rating agencies and the capital markets that a government is well-managed and can be expected to meet its obligations in a timely manner.

This policy is for general use and exceptions to this Policy may be allowed under certain conditions.  This policy may be adjusted at any time by the Board of Directors of the District. 

 

DEBT LIMITS

 

Credit Ratings

The District seeks to maintain the highest possible credit ratings for all categories of short- and long-term debt that can be achieved without compromising the delivery of services and the achievement of adopted objectives.  The District recognizes that external economic, natural, or other events may from time to time affect the creditworthiness of its debt.  Nevertheless, the District is committed to ensuring that actions within their control are prudent.

 

Debt Limits

For General Obligation debt, the District’s outstanding debt limit shall be no more than five percent (5%) of the actual value of property within the District’s boundaries, as prescribed the State Constitution and statutory restrictions.

For Revenue debt, the District’s goal is to provide adequate debt service coverage of at least 1.20 times the annual debt service costs. 

In accordance with State law, the District may not act as a conduit issuer or issue municipal securities to raise capital for revenue-generating projects where the funds generated are used by a third party (“conduit borrower”) to make payments to investors.

 

PURPOSES AND USES OF DEBT

 

Capital Planning

To enhance creditworthiness and prudent financial management, the District is committed to systematic capital planning, intergovernmental cooperation and coordination, and long-term financial planning.

 

Capital Financing

The District may issue long-term debt for capital projects as authorized by State statute, which include, but are not limited to, the costs of planning, design, land acquisition, buildings, permanent structures, attached fixtures or equipment, and movable pieces of equipment.  Capitalized interest may be included in sizing any capital project debt issue.  The types of debt instruments to be used by the District include:

• General Obligation Bonds
• General Obligation Capital Loan Notes
• Bond Anticipation Notes
• Revenue Anticipation Notes
• School Infrastructure Sales, Services and Use Tax Revenue Bonds
• Lease Purchase Agreements, including Certificates of Participation

 

Working Capital Financing

The District may issue debt for working capital for operations after cash flow analysis has determined that there is a mismatch between available cash and cash outflows.  The District shall strive to repay working capital debt by the end of the fiscal year in which the debt was incurred.  A Working Capital Reserve may be included in sizing any working capital debt issue.

 

Refundings

Periodic reviews of all outstanding debt will be undertaken to determine if refunding opportunities exist.  Refunding will be considered (within federal tax law restraints) if and when there is a net economic benefit of the refunding or if the refunding is otherwise in the best interests of the District, such as to release restrictive bond covenants which affect the operations and management of the District.

Current refundings, which produce a new present value savings of less than three percent will be considered on a case by case basis taking into consideration bond covenants and general conditions.  Refundings with negative savings will not be considered unless there is a compelling public policy objective for doing so.

 

DEBT STANDARDS AND STRUCTURE

 

Length of Debt

Debt will be structured for the shortest period consistent with a fair allocation of costs to current and future beneficiaries or users.  Long-term debt will not be issued for periods exceeding the useful life or average useful lives of the project or projects to be financed.  All debt issued will adhere to state and federal law regarding the length of time the debt may be outstanding.

 

Debt Structure

Debt will be structured to achieve the lowest possible net cost to the District given market conditions, the urgency of the capital project, the type of debt being issued, and the nature and type of repayment source.  To the extent possible, the District will design the repayment of its overall debt to rapidly recapture its credit capacity for future use. 

Generally, the District will only issue fixed-rate debt.  In very limited circumstances, the District may issue variable rate debt, consistent with the limitations of State statute and upon a finding of the Board of Directors that the use of fixed rate debt is not in the best interest of the District and a statement of the reasons for the use of variable rate debt.

All debt may be structured using discount, par or premium coupons, and as serial or term bonds or notes, or any combination thereof, consistent with State statute.  The District should utilize the coupon structure that produces the lowest True Interest Cost (TIC) taking into consideration the call option value of any callable maturities. 

The District will strive to structure their debt in sinking fund installments for each debt issue that achieves, as nearly as practicable, level debt service within an issue or overall debt service within a particular classification of debt.

Derivatives (including, but not limited to, interest rate swaps, caps, collars, corridors, ceiling and floor agreements, forward agreements, float agreements, or other similar financing arrangements), zero-coupon or capital appreciation bonds are not allowed to be issued consistent with State law. 

 

Decision Analysis to Issue Debt

Whenever the District is contemplating the issuance of debt, information will be developed concerning the following four categories commonly used by rating agencies assessing the District’s credit worthiness, listed below.

 

            Debt Analysis – Debt capacity analysis; purpose for which debt is proposed to be issued; debt structure; debt burden; debt history and trends; and adequacy of debt and capital planning.

            Financial Analysis – Stability, diversity, and growth rates of tax or other revenue sources; trend in assessed valuation and collections; current budget trends; appraisal of past revenue and expenditure trends; history and long-term trends of revenues and expenditures; evidences of financial planning; adherence to GAAP; audit results; fund balance status and trends in operating and debt funds; financial monitoring systems and capabilities; and cash flow projections.

            Governmental and Administrative Analysis – Government organization structure; location of financial responsibilities and degree of control; adequacy of basic service provision; intergovernmental cooperation/conflict and extent of duplication; and overall planning efforts.

            Economic Analysis – Geographic and location advantages; population and demographic characteristics; wealth indicators; types of employment, industry and occupation; housing characteristics; new construction; evidences of industrial decline; and trend of the economy.

 

DEBT ISSUANCE

 

Credit Enhancement

Credit enhancements (i.e., bond insurance, etc.) may be used but only when the net debt service on the debt is reduced by more than the costs of the credit enhancement.

 

Costs and Fees

All costs and fees related to issuing the debt will be paid out of debt proceeds and allocated across all projects receiving proceeds of the debt issue. 

 

Method of Sale

Generally, all District debt will be sold through a competitive bidding process.  Bids will be awarded on a true interest cost basis (TIC) providing other bidding requirements are satisfied. 

The District may sell debt using a negotiated process in extraordinary circumstances when the complexity of the issue requires specialized expertise, when the negotiated sale would result in substantial savings in time or money, or when market conditions of District credit are unusually volatile or uncertain.

 

Professional Service Providers

The District may retain external bond counsel for debt issues.  All debt issued by the District will include a written opinion by bond counsel affirming that the District is authorized to issue the debt, stating that the District has met all State constitutional and statutory requirements necessary for issuance and determining the debt’s federal income tax status.  The bond counsel retained must have comprehensive municipal debt experience and a thorough understanding of Iowa law as it relates to the issuance of the particular debt.

The District may retain an independent financial advisor.  The financial advisor will be responsible for structuring and preparing all offering documents for each debt issue.  The financial advisor retained will have comprehensive municipal debt experience, experience with diverse financial structuring and pricing of municipal securities.

The Treasurer shall have the authority to periodically select other service providers (e.g., escrow agents, verification agents, trustees, arbitrage consultants, rebate specialist, etc.) as necessary to meet legal requirements and minimize net debt costs.  These services can include debt restructuring services and security or escrow purchases. 

Compensation for bond counsel, financial advisor and other service providers will be as economical as possible and consistent with industry standards for the desired qualification levels. 

 

DEBT MANAGEMENT

 

Investment of Debt Proceeds

The District shall invest all proceeds received from the issuance of debt separate from the District’s consolidated cash pool unless otherwise specified by the authorizing bond resolution or trust indenture.  Investments will be consistent with those authorized by State law and the District’s Investment Policy to maintain safety of principal and liquidity of the funds.

 

Arbitrage and Record Keeping Compliance

The Treasurer, or his/her designee, shall maintain a system of record keeping reporting and compliance procedures with respect to all federal tax requirements which are currently, or may become applicable through the lifetime of all tax-exempt or tax credit bonds.

Federal tax compliance, record-keeping reporting and compliance procedures shall include but not be limited to:  1) post-issuance compliance procedures (including proper use  of proceeds, timely expenditure of proceeds, proper use of bond financed property, yield restriction and rebate, and timely return filing); 2) proper maintenance of records to support federal tax compliance; (3) investments and arbitrage compliance; 4) expenditures and assets; 5) private business use; and 6) designation of primary responsibilities for federal tax compliance of all bond financings.

 

Financial Disclosure

The District is committed to full and complete financial disclosure, and to cooperating fully with rating agencies, institutional and individual investors, other levels of government, and the general public to share comprehensible and accurate financial information.  The District is dedicated to meeting secondary disclosure requirements on a timely and comprehensive basis, as promulgated by the Securities and Exchange Commission.

The Official Statements accompanying debt issues, Annual Audits, and Continuing Disclosure statements will meet the standards articulated by the Municipal Securities Rulemaking Board (MSRB), the Government Accounting Standards Board (GASB), the Securities and Exchange Commission (SEC), Generally Accepted Accounting Principles (GAAP) and the Internal Revenue Service (IRS).  The Treasurer shall be responsible for ongoing debt disclosure as required by any Continuing Disclosure Certificate for any debt issue and shall maintain compliance with disclosure standards promulgated by state and federal regulatory bodies.

 

Approved: 03/21/2022

 

Article I - Key Participants and Responsibilities

Section 1.01.  Disclosure Coordinator.  By adoption of this Policy, the District hereby appoints the Board Treasurer to act as the Disclosure Coordinator hereunder.

Section 1.02.  Responsibilities.  The Disclosure Coordinator is responsible for the following tasks:

(A)    reviewing and approving all preliminary and final official statements relating to the District’s Securities, together with any supplements, for which a Disclosure Agreement is required (each, an "Official Statement"), before such documents are released, in accordance with Article III below;

(B)    moderating Board of Directors’ approval of all Financial Obligations triggering a Listed Event Notice under any new Disclosure Agreement entered into on or after February 27, 2019;

(C)    reviewing the District’s status and compliance with Disclosure Agreements, including filings of disclosure documents thereunder and in compliance with this Policy, in accordance with Articles IV and V below;

(D)    serving as a "point person" for personnel to communicate issues or information that should be or may need to be included in any disclosure document;

(E)    recommending changes to this Policy to the Board of Directors as necessary or appropriate;

(F)    communicating with third parties, including coordination with outside consultants assisting the District, in the preparation and dissemination of disclosure documents to make sure that assigned tasks have been completed on a timely basis and make sure that the filings are made on a timely basis and are accurate;

(G)    in anticipation of preparing disclosure documents, soliciting "material" information (as defined for purposes of federal securities law) from Employees identified as having knowledge of or likely to have information of Listed Events under Article IV or relevant to Disclosure Agreements;

(H)    maintaining records documenting the District's compliance with this Policy; and

(I)    ensuring compliance with training procedures as described below.

The responsibilities of the Disclosure Coordinator to make certain filings with the MSRB under Articles III (Annual Report Filings) and IV (Listed Event Filings) may be delegated by contract to a dissemination agent, under terms approved by the Board of Directors.

The Disclosure Coordinator shall instruct Employees of the obligation to communicate with the Disclosure Coordinator on any information relating to financial obligations or amendments to existing financial obligations promptly following occurrence.

 

Article II - Official Statements

Section 2.01.  Review and Approval of Official Statements.  Whenever the District issues Securities, an Official Statement may be prepared.  Each of these Official Statements contains information relating to the District’s finances.  The Disclosure Coordinator (with advice from Bond Counsel, any retained Disclosure Counsel, and/or Financial Advisor) shall have primary responsibility for ensuring that all such information is accurate and not misleading in any material aspect.  The Official Statement may also include a certification that the information contained in the Official Statement regarding the District, as of the date of each Official Statement, does not contain any untrue statement of material fact or omit to state any material fact necessary to make the information contained in the Official Statement, in light of the circumstances under which it was provided, not misleading.  When undertaking review of a final or preliminary Official Statement, the Disclosure Coordinator shall:

(A)    review the Official Statement to ensure: (i) that there are no material misstatements or omissions of material information in any sections, (ii) that the information relating to the District that is included in the Official Statement is accurate, and (iii) that when necessary the information relating to the District has been reviewed by a knowledgeable Employee or other appropriate person;  

(B)    draft, or cause to be drafted, for the Official Statement descriptions of (i) any material current, pending or threatened litigation, (ii) any material settlements or court orders and (iii) any other legal issues that are material information for purposes of the Official Statement; and

(C)    report any significant disclosure issues and concerns to the Board of Directors (with advice, as necessary, from Bond Counsel, retained Disclosure Counsel, if any, and/or Financial Advisor).

Section 2.02.  Submission of Official Statements to Board of Directors for Approval.  The Disclosure Coordinator shall submit all Official Statements to the Board of Directors for review and approval.  The Board of Directors shall undertake such review it deems necessary.  This may include consultation with the Disclosure Coordinator, Bond Counsel, retained Disclosure Counsel, if any, and/or the Financial Advisor to fulfill the District's responsibilities under applicable federal and state securities laws.

 

Article III - Annual Report Filings

Section 3.01.  Overview.  Under the Disclosure Agreements the District has entered into in connection with certain of its Securities, the District is required each year to file Annual Reports with the EMMA system.  Such Annual Reports are generally required to include: (1) certain updated financial and operating information as outlined in each Disclosure Agreement, and (2) the District’s audited financial statements.  The documents, reports and notices required to be submitted to the MSRB pursuant to this Policy shall be submitted through EMMA in one or more electronic document format files as required by the Rule at the time of filing, and shall be accompanied by identifying information, in the manner prescribed by the MSRB, or in such other manner as is consistent with the Rule.  To facilitate the District’s Disclosure Agreements the Disclosure Coordinator shall:

(A)    maintain a record of all Disclosure Agreements of the District using a chart which shall identify and docket all deadlines;  

(B)    schedule email reminders on the EMMA website for each issue of Securities to help ensure timely filing of financial disclosures;

(C)    ensure that preparation of the Annual Reports commences as required under each specific Disclosure Agreement; and

(D)    comply with the District’s obligation to file Annual Reports by submitting or causing the required (i) annual financial information and operating data and (ii) audited financial statements to be submitted to the MSRB through EMMA.  

(i)    In the event audited financial statements are not available by the filing deadline imposed by the Disclosure Agreement, the Disclosure Coordinator shall instead timely submit or cause to be submitted unaudited financial statements, with a notice to the effect that the unaudited financial statements are being provided pending the completion of audited financial statements and that the audited financial statements will be submitted to EMMA when they have been prepared.  In the event neither audited nor unaudited financial statements are timely posted, the District shall cause to be filed a "failure to file notice" in accordance with the Rule.  The failure to file notice for audited financial statements shall include information describing the nature and/or cause of the failure to meet the contractual deadline and, if available, an approximate timeframe for when the completed audited financial statement is expected to be submitted. Audited financial statements shall be filed as soon as available. If updated financial and operating information is not posted by the filing deadline, the Disclosure Coordinator shall cause a "failure to file notice" to be posted to EMMA in accordance with the Rule.  

(ii)    All documents submitted to the MSRB through EMMA that are identified by specific reference to documents already available to the public on the MSRB's Internet website or filed with the SEC shall be clearly identified by cross reference.

 

Article IV - Listed Event Filings

Section 4.01.  Disclosure of Listed Events.  The District is obligated to disclose to the MSRB notice of certain specified events with respect to the Securities (a "Listed Event").  Employees shall be instructed to notify the Disclosure Coordinator upon becoming aware of any of the Listed Events in the District’s Disclosure Agreements.  The Disclosure Coordinator may consult with Bond Counsel, retained Disclosure Counsel, if any, or the Financial Advisor, to determine if an occurrence is a Listed Event, and whether a filing is required or is otherwise desirable.  If such a filing is deemed necessary, the Disclosure Coordinator shall cause a notice of the Listed Event (a "Listed Event Notice") that complies with the Rule to be prepared, and the Disclosure Coordinator shall cause to be filed the Listed Event Notice as required by the Rule as follows:

(A)    Prior to issuance of new Securities on or after February 27, 2019, a complete list of current Financial Obligations shall be compiled and submitted to the Disclosure Coordinator for continuous monitoring regarding compliance with all Disclosure Agreements entered on or after February 27, 2019.  

(B)    The Disclosure Coordinator shall:

(i)    monitor and periodically review the Listed Events identified on Exhibit A, in connection with the Disclosure Agreements identified on the chart in Exhibit B to determine whether any event has occurred that may require a filing with EMMA. To the extent Disclosure Coordinator determines notice for an event is not required based on the event not achieving a level of materiality, Disclosure Coordinator shall document the basis for the determination.  

(ii)    In a timely manner, not in excess of ten (10) business days after the occurrence of the Listed Event, file a Listed Event Notice for Securities to which the Listed Event applies.

(C)    For Securities to which the Listed Event or Events are applicable, the Listed Event Notice shall be filed in a timely manner not in excess of ten (10) business days after the occurrence of the Listed Event.

(D)    The Disclosure Coordinator shall monitor Securities data on EMMA regarding rating agency reports for rated Securities and may subscribe to any available ratings agency alert service regarding the ratings of any Securities.

Article V - Miscellaneous

Section 5.01.  Documents to be Retained.  The Disclosure Coordinator shall be responsible for retaining records demonstrating compliance with this Policy.  The Disclosure Coordinator shall retain an electronic or paper file ("Transcript") for each Annual Report the District completes.  Each Transcript shall include final versions of documents submitted to the MSRB through EMMA, and any documentation related to determinations of materiality (or immateriality) of Listed Events.  The Transcript shall be maintained for the period that the applicable Securities are outstanding, and for a minimum of five [5] years after the date the final Annual Report for an issue of Securities is posted on EMMA.

Section 5.02.  Education and Training.  The District shall conduct periodic training to assist the Disclosure Coordinator, Employees and the Supervisors, as necessary and appropriate, in understanding and performing their responsibilities under this Policy.  Such training sessions may include a review of this Policy, the disclosure obligations under the Disclosure Agreement(s), applicable federal and state securities laws, including the Listed Events in Exhibit A, and the disclosure responsibilities and potential liabilities of members of District staff and members of the Board of Directors.  Training sessions may include meetings with Bond Counsel, retained Disclosure Counsel, if any, Dissemination Agent, if any, or Financial Advisor, and teleconferences, attendance at seminars or conferences where disclosure responsibilities are discussed, and/or recorded presentations. Disclosure Coordinator shall maintain a record of training activities in furtherance of this Policy.  

Section 5.03.  Public Statements Regarding Financial Information.  Whenever the District makes statements or releases information relating to its finances to the public that is reasonably expected to reach investors and the trading markets (including, without limitation, all Listed Event Notices, statements in the annual financial reports, and other financial reports and statements of the District), the District is obligated to ensure that such statements and information are accurate and complete in all material aspects.  The Disclosure Coordinator shall assist the Board of Directors, the Superintendent, and District’s Attorneys in ensuring that such statements and information are accurate and not misleading in any material aspect.  Employees shall, to the extent possible, coordinate statements or releases as outlined above with the Disclosure Coordinator.  Investment information published on the District’s website shall include a cautionary statement referring investors to EMMA as the official repository for the District’s Securities-related data.

 

Approved: 03/21/2022