800 BUILDINGS & SITES
800 OBJECTIVES OF BUILDINGS & SITES
This series of the board policy manual sets forth the board objectives and goals for the school district's buildings and sites. It is the goal of the board to provide sufficient school district buildings and sites for the education program. The board will strive to provide an environment which will encourage and support learning.
In providing this environment the school district buildings and sites will accommodate the organizational and instructional patterns that support the education program. The board has final authority to determine what is necessary to meet the needs of the education program.
It is the responsibility of the superintendent to oversee the day-to-day operations of the school buildings and sites and to notify the board of areas in need of improvement.
Approved July 2000
Reviewed October 2016
Revised
801 SITE ACQUISITION AND BUILDING CONSTRUCTION
801.1 BUILDINGS & SITES LONG RANGE PLANNING
As part of the board's long range plan for the school district's education program, the board will include the buildings and sites needs for the education program. The long-term needs for building and will be discussed and determined by the board.
It is the responsibility of the superintendent to provide information including, but not limited to, enrollment projections and education program requirements to the board.
Legal Reference:
Iowa Code §§ 280.3, .12, .14; 297 (2013).
Cross Reference:
103 Long-Range Needs Assessment
Approved July 2000
Reviewed October 2016
Revised
801.2 BUILDINGS & SITES SURVEYS
The board may engage the services of consultants or other personnel to study the needs of the school district's buildings and sites in providing the education program. The results of these services will be considered in planning the education program and in making decisions about the improvement and acquisition of additional buildings and sites.
It is the responsibility of the superintendent to make a recommendation to the board regarding the need for such services and who should perform such services for the board.
Legal Reference:
Iowa Code §§ 280.3, .14; 297 (2013).
Cross Reference:
103 Long-Range Needs Assessment
801 Site Acquisition and Building Construction
Approved July 2000
Reviewed October 2016
Revised
801.3 EDUCATIONAL SPECIFICATIONS FOR BUILDINGS & SITES
Buildings and sites considered for purchase or construction by the board or currently owned by the school district and used for the education program must meet, or upon improvement be able to meet, the specifications set by the board. The board will make this determination.
Prior to construction or renovation of buildings and sites the specifications must be endorsed, when the cost is $25,000 or more, by the Iowa Department of Education. The board may set standards in addition to the requirements of the Iowa Department of Education for school district buildings and sites.
Prior to remodeling or other construction of buildings and sites, the board may appoint a committee of consultants, employees, citizens, or others to assist the board in developing the specifications for the new or improved buildings and sites. These specifications will be consistent with the education program, and they will provide the architect with the information necessary to determine what is expected from the facility. It is within the discretion of the board to determine whether a committee is appointed.
The education specifications will include, but not be limited to, the financial resources available for the project, the definition and character of classrooms, the functional use to be made of the rooms, description of specialized needs, and other pertinent information as the board deems necessary.
It is the responsibility of the superintendent to make a recommendation to the board regarding the specifications of buildings and sites.
Legal Reference:
Cedar Rapids Community School District, Linn County v. City of Cedar Rapids, 252 Iowa 205, 106 N.W.2d 655 (1960).
Iowa Code §§ Ch 26; 280.3, .14; 297; 544A (2013).
1974 Op. Att'y Gen. 529.
Cross Reference:
801 Site Acquisition and Building Construction
Approved July 2000
Reviewed October 2016
Revised
801.4 SITE ACQUISITION
Sites acquired by the board will meet or, upon improvement, be able to meet the specifications set out by the board prior to using the site for the education program. The board may meet in closed session to discuss potential purchases of sites i compliance with applicable laws.
It is the responsibility of the superintendent to assist the board and to make recommendations concerning the acquisition of sites.
Legal Reference:
Iowa Code §§ 21.5(j); 297
Cross Reference:
212 Closed Sessions
705.1 Purchasing - Bidding
801 Site Acquisition and Building Construction
Approved July 2000
Reviewed October 2016
Revised July 2021
801.5 BIDS AND AWARDS FOR CONSTRUCTION CONTRACTS
The board supports economic development in Iowa, particularly in the school district community. Construction contracts will be made in the school district community or in Iowa from Iowa-based companies if the bids submitted are comparable in quality and can be received without additional cost in comparison to those submitted by other bidders. The board will have the authority to approve or reject construction contracts.
Public, competitive sealed bids are required for construction projects, including renovation and repair, with a cost exceeding $25,000. The public, competitive sealed bid requirement is waived in the case of emergency repairs when the repairs are necessary to prevent the closing of a school. The AEA administrator will certify that the emergency repairs are necessary to prevent the closing of a school. The superintendent will comply with the competitive quote process for those projects subject to the competitive quote law. The superintendent will determine the process for obtaining quotes for projects below the competitive quote limit.
The award of construction contracts will, generally, be made to the lowest responsible bidder. The board, in its discretion, after considering factors relating to the construction, including, but not limited to, the cost of the construction, availability of service and/or repair, completion date, and any other factors deemed relevant by the board, may choose a bid other than the lowest bid. The board will have the right to reject any or all bids, or any part thereof, and to enter into the contract or contracts deemed to be in the best interests of the school district.
It is the responsibility of the superintendent to make a recommendation and the reason for it to the board for construction contract bids. The board officers shall recommend, to the board, which bid to accept.
Legal Reference:
Iowa Code §§ Ch 26; 72; 73; 297.7-.8 (2013).
Cross Reference:
705 Expenditures
801 Site Acquisition and Building Construction
Approved July 2000
Reviewed October 2016
Revised April 2011
801.6 SELECTION OF AN ARCHITECT
The board shall have the authority to select the architect for construction projects. The financial condition of the school district, the ability of the architect to meet the building and site specifications, the experience of the architect and other factors deemed relevant by the board will be considerations for selection of an architect.
It shall be the responsibility of the board to interview the architects and make a decision.
Legal Reference:
Iowa Code §§ Ch 297; 554A (2013).
Cross Reference:
801 Site Acquisition and Building Construction
Approved July 2000
Reviewed October 2016
Revised
801.7 FINANCING SITES AND CONSTRUCTION
Prior to the approval of a construction contract, except emergency construction, the board shall review methods for financing the project. The board may use the means it deems necessary to pay for the purchase of sites and construction. In determining the means of financing for these purposes, the board shall consider the financial condition of the school district and the uses allowed for the monies of the school district.
It shall be the responsibility of the superintendent to analyze the various methods of financing for the purchase of sites and construction and make a recommendation to the board.
Legal Reference:
Harney v. Clear Creek Community School District, 261 Iowa 315, 154 N.W. 2d 88 (1967)
Liggett v. Abbott, 192 Iowa 742, 185 N.W. 569 (1921).
Iowa Code §§ 73A; 74; 74A, 75; 278.1; 296; 297; 298 (2013).
1974 Op. Att’y Gen. 598.
1938 Op. Att’y Gen. 167.
1936 Op. Att’y Gen. 423.
Cross Reference:
705 Expenditures
801 Site Acquisition and Building Construction
Approved July 2000
Reviewed October 2016
Revised
801.8 SUPERVISION OF CONSTRUCTION
Construction authorized by the board must be supervised for proper execution. The board will tour the completed construction area before allowing final payment on the project.
It shall be the responsibility of the architect to supervise construction projects of the school district as they are completed. The superintendent shall work closely with the architect and provide the board with progress reports at each meeting until the construction is completed.
Legal Reference:
Iowa Code §§ Ch 297.8 (2013).
Cross Reference:
801 Site Acquisition and Building Construction
Approved July 2000
Reviewed October 2016
Revised
802 MAINTENANCE, OPERATION AND MANAGEMENT
802.1 MAINTENANCE SCHEDULE
The school district buildings and sites, including the grounds, buildings and equipment, will be kept clean and in good repair. Employees should notify the building principal when something is in need of repair or removal, including graffiti.
It is the responsibility of the superintendent to maintain the school district buildings and sites. As part of this responsibility, a maintenance schedule is created and adhered to in compliance with this policy.
Legal Reference:
Iowa Code §§ 279.8; 280.3, .14 (2013.
Cross Reference:
502.2 Care of School Property/Vandalism
502.5 Student Lockers
802 Maintenance, Operation and Management
804.1 Facilities Inspections
Approved July 2000
Reviewed October 2016
Revised
802.2 REQUESTS FOR IMPROVEMENTS
Generally, except for emergency situations, requests for improvements or repairs are made to the superintendent by building principals and the head custodian. Requirements for requests outlined in the maintenance schedule will be followed.
Minor improvements, not exceeding a cost of $5,000, may be approved by the superintendent. Improvements exceeding $2,500 must be approved by the board. Routine maintenance and repairs outlined in the maintenance schedule will be followed.
Legal Reference:
Iowa Code §§ 279.8; 280.3, .14 (2013).
Cross Reference:
802.1 Maintenance Schedule
802.3 Emergency Repairs
Approved July 2000
Reviewed October November 2016
Revised November 2016
802.3 EMERGENCY REPAIRS
In the event of an emergency requiring repairs, in excess of the state limit, to a school district facility are necessary to correct or control the situation and to prevent the closing of school, the provisions relating to bidding will not apply.
It is the responsibility of the superintendent to obtain certification from the area education agency administrator stating such repairs in excess of the state limit were necessary to prevent the closing of school.
It is the responsibility of the superintendent to notify the board as soon as possible considering the circumstances of the emergency.
Legal Reference:
Iowa Code §§ 26.3, 280.3, .14; 297.8 (2013).
Cross Reference:
705.1 Purchasing - Bidding
802 Maintenance, Operation and Management
Approved July 2000
Reviewed October 2016
Revised
802.4 CAPITAL ASSETS
The school district will establish and maintain a capital assets management system for reporting capitalized assets owned or under the jurisdiction of the school district in its financial reports in accordance with generally accepted accounting principles (GAAP) as required or modified by law; to improve the school district's oversight of capital assets by assigning and recording them to specific facilities and programs and to provide for proof of loss of capital assets for insurance purposes.
Capital assets, including tangible and intangible assets, are reported in the government-wide financial statements (i.e. governmental activities and business type activities) and the proprietary fund financial statements. Capital assets reported include school district buildings and sites, construction in progress, improvements other than buildings and sites, land and machinery and equipment. Capital assets reported in the financial reports will include individual capital assets with an historical cost equal to or greater than $2,000. The Federal regulations governing school lunch programs require capital assets attributable to the school lunch program with a historical cost of equal to or greater than $500 be capitalized. Additionally, capital assets are depreciated over the useful life of each capital asset.
All intangible assets with a purchase price equal to or greater than $2,000 with useful life of two or more years, are included in the intangible asset inventory for capitalization purposes. Such assets are recorded at actual historical cost and amortized over the designated useful lifetime applying a straight-line method of depreciation. If there are no legal, contractual, regulatory, technological or other factors that limit the useful life of the asset, then the intangible asset needs to be considered to have an indefinite useful life and no amortization should be recorded.
Phase III districts, as determined under GASB 34, will not retroactively report intangible assets. If actual historical cost cannot be determined for intangible assets due to lack of sufficient records, estimated historical cost will be used.
This policy applies to all intangible assets. If an intangible asset that meets the threshold criteria is fully amortized, the asset must be reported at the historical cost and the applicable accumulated amortization must also be reported. It is not appropriate to “net” the capital asset and amortization to avoid reporting. For internally generated intangible assets, outlays incurred by the government's personnel, or by a third-party contractor on behalf of the government, and for development of internally generated intangible assets should be capitalized.
The capital assets management system must be updated annually to account for the addition/acquisition, disposal, relocation/transfer of capital assets. It is the responsibility of the superintendent to count and reconcile the capital assets with capital assets management system on June 30 each year.
It is the responsibility of the superintendent to develop administrative regulations implementing this policy. It will also be the responsibility of the superintendent to educate employees about this policy and its supporting administrative regulations.
An intangible asset should be recognized in the statement of net assets only if it is identifiable which means the asset is either separable or, arose from contractual or other legal rights, regardless of whether those rights are transferable or separable. The intangible asset must also possess all of the following characteristics/criteria:
♣ lack of physical substance;
♣ be of a nonfinancial nature (not in monetary form like cash or investment securities); and,
♣ the initial useful life extending beyond a single reporting period.
Legal Reference: Iowa Code §§ 257.31(4); 279.8; 297.22-.25; 298A (2013).
Cross Reference:
709 Insurance Program
701.3 Financial Records
Approved March 2011
Reviewed October 2016
Revised
802.4R1 CAPITAL ASSETS MANAGEMENT SYSTEM REGULATION
A. Capital Assets Management System
The superintendent, and/or other designated staff, shall:
1) Conduct the capital assets physical count;
2) Develop the capital assets listing;
3) Tag capital assets included in the capital assets management system with a bar code identification number;
4) Make a recommendation of a computer software program for managing the capital assets management system;
5) Enter the necessary data into the capital assets management system and compile the appropriate reports;
6) Develop forms and procedures for maintaining the integrity of the capital assets management system; and,
7) Maintain responsibility for an accurate capital assets management system.
B. Determining historical cost
1. The historical cost of a capital asset is based on the actual costs expended in making the capital assets serviceable.
2. Gifts of capital assets are valued at the estimated fair market value at the addition/acquisition date.
3. Capital assets purchased under a capital lease are valued at historical cost of their net present value of the minimum lease payments on the addition/acquisition date.
4. The historical cost of capital assets must include capitalized interest.
C. Annual capital assets listing reconciliation
1. The superintendent, and/or other designated staff, in conjunction with the capital assets management team, will conduct an annual capital assets physical count to develop the annual capital assets listing in a manner similar to the initial capital assets listing process in B above. At least every three years, someone other than the person in custody of the capital assets in the building/department/room will perform the capital assets physical count for the building/department/room.
2. Upon completion of the annual capital assets listing, the capital assets listing is reconciled to the capital assets management system data base.
3. Capital assets found to have been excluded from the data base are added to the capital assets management system. The capital assets management system process should be reviewed to prevent future incidents of excluding a capital asset.
4. Capital assets unaccounted for are reported to the superintendent who contacts the supervisor of and the individual in charge/control/custody of the capital asset. The individual in charge/control/custody of the capital asset has thirty days to account for the capital asset.
5. Capital assets unaccounted for after thirty days are reported to the superintendent for appropriate action and documentation. "Appropriate action" may include discipline, up to and including discharge, and may require the employee/person in charge/control/custody of the capital asset to replace the asset.
6. The superintendent is responsible for documenting the reasons each asset was not reconciled to the capital assets management system.
D. Addition/acquisition of capital assets.
1. The school district's purchasing policy and administrative regulations must be followed when acquiring capital assets. The school district's policy and administrative regulations must be followed for receiving a gift of capital assets.
2. The capital assets addition/acquisition documentation must be completed for each additional capital assets with an addition/acquisition cost of equal to or greater than $2,000. The following information should be collected, if applicable:
a. Name of location-building/department/room;
b. Location-building/department/room code;
c. Balance sheet accounting/class code;
d. Government or BTA program;
e. Addition/acquisition date;
f. Check/purchase order number or gift;
g. Bar code identification number assigned to and placed on the capital asset;
h. Serial/model number;
i. Cost-historical;
j. Fair market value on acquisition date (donated assets only);
k. Estimated useful life;
l. Vendor;
m. Purchasing fund and function;
n. Description of capital asset;
o. Department/person charged with custody,
p. Method of addition/acquisition-purchase, trade, gift etc.,
q. Quantity;
r. Replacement cost;
s. Addition/acquisition authorization; and,
t. Function for depreciation.
E. Relocation/transfer of machinery and equipment capital assets.
1. A capital assets relocation/transfer documentation must be completed prior to removing machinery and equipment capital assets from their current location. The following information must be collected:
a. Relocation/transfer date;
b. Quantity;
c. Bar code identification number;
d. Current location-building/department/room code;
e. Name of current location-building/department/room;
f. New location-building/department/room code;
g. Name of new location-building/department/room;
h. Date placed at new location-building/department/room;
i. Department/person charged with custody; and
j. Relocation/transfer authorization.
F. Disposal of capital assets
1. A Capital Assets disposal documentation must be completed prior to disposing of real property. The following information must be collected:
a. Disposal date;
b. Quantity;
c. Bar code tag identification number;
d. Legal description,
e. Location/Address;
f. Purchaser;
g. Disposal methods for real property trade, sale, stolen, etc.; and,
h. Disposal authorization
2. When assets are sold or disposed of, it is necessary to calculate and report a gain or loss in the statement of activities. The gain/loss is calculated by subtracting the net book value (historical cost less any accumulated amortization) from the net amount realized on the sale or disposal.
G. Lost, damaged or stolen capital assets.
1. A Lost, Damaged or Stolen Capital Assets Report must be completed when a capital asset has been lost, damaged or stolen. The following information must be collected:
Code No. 802.4R1
Page 4 of 5
CAPITAL ASSETS REGULATION
a. Date of loss, damage or theft;
b. Employee/person discovering;
c. Quantity;
d. Description of capital asset;
e. Bar code tag identification number;
f. Location-building/department/room;
g. Description of loss, damage, etc.;
h. Filing of police report-yes or no;
i. Filing of insurance report-yes or no;
j. Sent for repair-yes or no;
k. Date returned from repair;
l. Date returned to location-building/department/room;
m. Department/person charged with custody; and,
n. Authorization.
H. Capital assets reports
1. Annual reports for June 30 each year.
a. Capital assets listing including the following items:
1) Balance sheet accounting/class code;
2) Purchasing fund, function and depreciation function;
3) Bar code tag identification number;
4) Description of the capital asset;
5) Historical cost or other;
6) Location;
7) Current year depreciation/expense; and,
8) Accumulated depreciation/amortization.
b. Capital assets listing by location/building;
c. Capital assets listing by department/employee/person charged with custody; and,
d. Capital assets listing by replacement cost.
802.4R2 CAPITAL ASSETS MANAGEMENT SYSTEM DEFINITIONS
Back trending/standard costing - an estimate of the historical original cost using a known average installed cost for like units as of the estimated addition/ acquisition date. This cost is only applied to the fixed assets initially counted upon implementation of the fixed assets management system when the historical original cost cannot be determined. It is inappropriate to apply the back trending/standard costing method to any fixed assets acquired after the fixed assets management system implementation date.
Balance sheet accounting/class codes - the codes set out for fixed assets in the Iowa Department of Education Uniform Accounting Manual. They are: 211-sites; 221-site improvements; 222-accumulated depreciation on site improvements; 231-buildings and building improvements; 232-accumulated depreciation on buildings and building improvements; 241-machinery and equipment; 242-accumulated depreciation on machinery and equipment, 251-works of art and historical treasures, 252-accumulated depreciation on works of art and historical treasures, 261-infrastructure, 262-accumulated depreciation on infrastructure, and 271-construction in progress.
Book value - The value of fixed assets on the records of the school district, which can be the cost or, in the case of fixed assets in the proprietary fund, the cost less the appropriate allowances, such as depreciation.
Buildings and building improvements - A fixed assets account reflecting the addition/acquisition cost of permanent structures owned or held by a government and the improvements thereon.
Capital expenditures/expenses - expenditures/expenses resulting in the addition/acquisition of or addition/acquisition to the school district's general or proprietary fixed assets.
Capital fixed assets - fixed assets with a value of equal to or greater than ($ capitalization threshold) based on the historical cost.
Capitalization policy - the criteria used by the school district to determine which fixed assets will be reported as fixed assets on the school district’s financial statements and records.
Capitalization threshold - dollar limit set for capitalizing fixed assets.
Capitalized interest - interest accrued and reported as part of the cost of the fixed assets during the construction phase of a capital project. The construction phase extends from the initiation of pre-construction activities until the time the asset is placed in service.
Construction in progress - buildings in the process of being constructed other than infrastructure.
Contributed capital - the permanent fund capital of a proprietary fund. It is created when a residual equity transfer is received by a proprietary fund; a general fixed assets is "transferred" to a proprietary fund; or a grant received is restricted to a capital acquisition or construction.
Cost - the amount of money or other consideration exchanged for goods or services.
Depreciation - expiration in the service life of fixed assets, other than wasting assets, attributable to wear and tear, deterioration, action of the physical elements, inadequacy and obsolescence. In accounting for depreciation, the cost of a fixed asset, less any salvage value, is prorated over the estimated service life of such an asset, and each period is charged with a portion of such cost.
Fixed assets - long-lived tangible assets obtained or controlled as a result of past transactions, events or circumstances. Fixed assets include buildings, construction in progress, improvements other than facilities, land and machinery and equipment.
Fixtures - attachments to buildings that are not intended to be removed and cannot be removed without damage to the buildings. Those fixtures with a useful life presumed to be as long as that of the building itself are considered a part of the building. Other fixtures are classified as machinery and equipment.
General fixed assets - capital fixed assets that are not fixed assets of any fund, but of the governmental unit as a whole. Most often these fixed assets arise from the expenditure of the financial resources of governmental funds.
General fixed assets account group (GFAAG) - a self-balancing group of accounts established to account for fixed assets of the school district, not accounted for through specific proprietary funds.
Historical (acquisition) cost - the actual costs expended to place a fixed asset into service. For land and buildings, costs such as legal fees, recording fees, surveying fees, architect fees and similar fees are included in the historical cost. For machinery and equipment, costs such as freight and installation fees and similar fees are included in the historical cost.
Improvements other than buildings - attachments or annexation to land that are intended to remain so attached or annexed, such as sidewalks, trees, drives, tunnels, drains and sewers. Sidewalks, curbing, sewers and highways are sometimes referred to as "betterments," but the term "improvements" is preferred.
Infrastructure assets - public domain fixed assets such as roads, bridges, curbs and gutters, streets and sidewalks, drainage systems, lighting systems and similar assets that are immovable and of value only to the governmental unit.
Investment in general fixed assets - an account in the GFAAG representing the school district's investment in general fixed assets. The balance in this account generally is subdivided according to the source of the monies that finance the fixed assets addition/acquisition, such as general fund revenues and special assessments.
Land and buildings - real property owned by the school district.
Machinery and equipment - fixed assets which maintain their identity when removed from their location and are not changed materially or consumed immediately (e.g., within one year) by use. Machinery and equipment are often divided into specific categories such as: transportation machinery and equipment which includes school buses and school district owned automobiles, trucks and vans; other motor machinery and equipment which includes lawn maintenance machinery and equipment, tractors, motorized carts, maintenance machinery and equipment, etc.; other machinery and equipment which includes furniture and machinery and equipment contained in the buildings whose original cost is equal to or greater than ($ capitalization threshold), and fixed assets under capital leases and fixed assets being acquired under a lease/purchase agreement.
Proprietary fund fixed assets - capital fixed assets that are fixed assets specific to a proprietary fund, such as school nutrition fund or child care fund. Most often these fixed assets arise from the expenditure of financial resources of a proprietary fund.
Replacement cost - the amount of cash or other consideration required today to obtain the same fixed assets or its equivalent.
802.5 BUILDINGS & SITES ADAPTATION FOR PERSONS WITH DISABILITIES
The board recognizes the need for access to its buildings and sites by persons with disabilities. School district buildings and sites currently in use will be altered to be accessible to persons with disabilities unless the alteration would cause an undue hardship for the school district. Renovated and new buildings and sites will be accessible to persons with disabilities.
It is the responsibility of the superintendent, upon board approval, to take the necessary action to ensure school district buildings and sites are accessible to persons with disabilities.
Legal Reference:
29 U.S.C. §§ 621-634 (2012).
42 U.S.C. §§ 12101 et seq. (2012).
Iowa Code chs. 104A; 216 (2013).
Cross Reference:
102 Equal Educational Opportunity
603.3 Special Education
Approved July 2000
Reviewed October 2016
Revised
802.6 VANDALISM
The board believes everyone should treat school district buildings and sites and property with respect for the benefit of the education program. Users of school district property will treat it with care. Employees discovering vandalism should report it to the building principal as soon as possible.
Persons suspected, found or proven to have destroyed or otherwise harmed school district property may be subject to discipline by the school district, if the person is under the jurisdiction of the school district, and may be reported to local law enforcement officials. Persons who are not under the jurisdiction of the school district and who are suspected, found or proven to have destroyed or otherwise harmed school district property will be reported to the local law enforcement authorities.
Legal Reference:
Iowa Code § 279.8 (2013).
Cross Reference:
502 Students Rights and Responsibilities
903.4 Public Conduct on School Premises
Approved July 2000
Reviewed October 2016
Revised
802.7 ENERGY CONSERVATION
In concert with the board's goal to utilize public funds in an effective and efficient manner, employees and students will practice energy conservation methods when utilizing the school district's buildings and sites. These methods include, but are not limited to, turning off lights and equipment when not in use, reducing the temperature of the facility, particularly when it is not in use, and keeping windows and doors properly closed or open, depending upon the weather.
It is the responsibility of the superintendent to develop energy conservation guidelines for employees and students. Employees and students will abide by these guidelines.
Legal Reference:
Iowa Code §§ 279.44; 473.19-.20 (2013).
Cross Reference:
700 Purpose of Noninstructional and Business Services
Approved July 2000
Reviewed January 2017
Revised January 2017
802.8 PARKING
Employees shall park only in the areas designated as employee parking and abide by school district parking regulations.
Visitors to the school district shall park in the parking area designated for visitor parking. Students shall abide by board policies dealing with the use of bicycles and motor vehicles. Parking areas designated for persons with disabilities may be used only by persons with disabilities.
Failure to comply with this policy or school district regulations will be reason for revocation of school district parking privileges.
Legal Reference:
Iowa Code §§ 104A.7; 279.8; 321(2013).
661 I.A.C. 18.1-.8.
Cross Reference:
502 Student Rights and Responsibilities
904.4 Public Conduct on School Premises
Approved July 2000
Reviewed October 2016
Revised
802.10 CONTRACT FOR MAINTENANCE SERVICES
The board may contract for custodial and other maintenance services for the school district buildings and sites. The superintendent is authorized to contract for such services. Except in the case of an emergency, the board shall approve the contracts for these services if the cost exceeds $5,000.
It shall be the responsibility of the superintendent to consider the financial condition of the school district and other factors deemed relevant by the superintendent in making such contracts.
Legal Reference:
Iowa Code §§ 279.8 (2013).
Cross Reference:
703 Budget
705 Expenditures
802.3 Emergency Repairs
Approved July 2000
Reviewed October 2016
Revised
802.7 R1 Energy Conservation Program Guidelines
Energy Conservation Program Responsibilities:
- The Cardinal schools energy conservation program is committed to providing an educational experience in an environment that is safe, responsible and sustainable in accordance with energy conservation guidelines that will reduce energy costs for the school district.
- To attain the energy conservation goals of the Cardinal school district all persons are expected to participate in the energy conservation program.
- All persons at Cardinal schools are “energy consumers” and will become “energy savers” as part of the Cardinal schools energy conservation program.
- Teachers, staff and students are responsible for implementation of the Cardinal schools energy guidelines when she/he is present in all Cardinal schools facilities.
- The Cardinal schools Administration is responsible for control of all Cardinal schools common areas that include lunch rooms, hallways, vestibules, etc.
- Regular energy program updates will be provided to the Cardinal schools board by either the Administration or a designated representative of the Administration.
- Regular energy audits will be performed by a designated person of all Cardinal schools facilities with audit results being communicated to the Administration.
- A designated individual will be responsible for directly adjusting the Cardinal schools Energy Management System (EMS), including occupied/unoccupied temperature settings and run time schedules for all HVAC equipment and other equipment directly and indirectly impacting the Cardinal schools energy conservation program.
- The Administration or designated representative of the Administration will communicate the impact the Cardinal schools energy conservation program on a monthly basis to both internal (teachers, staff, students) and external (school board, school district communities) parties.
- To maintain success and sustainability of the Cardinal schools energy conservation program, Cardinal schools will develop, implement and monitor a preventative maintenance program for all Cardinal schools facilities including HVAC, building envelopes, electrical, lighting, and any miscellaneous items identified as impacting the Cardinal schools energy conservation program.
General Energy Conservation Program Guidelines:
- Room Temperature Settings*:
Cooling Season Occupied Set Points: 74 to 78 degrees Fahrenheit
Cooling Season Unoccupied Set Point: 85 degrees Fahrenheit
Heating Season Occupied Set Points: 68 to 72 degrees Fahrenheit
Heating Season Unoccupied Set Point: 55 degrees Fahrenheit
*Temperature settings are in accordance with ASHRAE 55 “Thermal Conditions for Human Occupancy”
- Classroom doors shall remain closed when HVAC systems are operating. Doors between conditioned and non-conditioned spaces shall remain closed at all times (i.e. between gym areas and hallways).
- All exhaust fans shall be turned OFF daily.
- All computers shall be turned OFF each night. This includes the computer CPU, monitor, speakers, and local printers (where present). Identified network equipment (i.e. LAN) is excluded.
- All laptop cabinets shall be programmed for “energy saver” mode using a power management feature. If network constraints restrict this for laptop cabinets, ensure the “sleep” feature is implemented after 10 minutes of inactivity.
HVAC Equipment - Cooling
- During cooling season occupied temperature settings shall NOT be set below 74 degrees.
- The unoccupied temperature setting will be set to 85 degrees (i.e. setback). Setback temperatures may be adjusted to 80 degrees during summer periods of extreme humidity.
- During unoccupied time periods all cooling equipment shall be OFF. The unoccupied period begins when students leave an area. Temperatures within an unoccupied room will be maintained (i.e. coasting period) to afford comfort for the remaining teachers and staff after students are gone.
- Start times (i.e. morning recovery) may be adjusted dependent upon weather to ensure spaces are comfortable by the beginning of instruction or activity.
- Ensure outside air dampers are closed during all unoccupied times. This is essential during extended winter and summer break periods.
- All ceiling fans should be running in areas where they are present.
- Relative humidity levels are NOT to exceed 60% for any 24 hour period.
- The use of cross-ventilation is encouraged during periods of mild weather. During these times periods shut down HVAC equipment and adjust internal temperatures with the use of windows and doors. For cross-ventilation to occur a space must have windows and/or doors to the outside on each side of a space.
HVAC Equipment – Heating
- During heating season occupied temperature settings shall NOT be set above 72 degrees.
- The unoccupied temperature setting will be set to 55 degrees (i.e. setback). Setback temperatures may be adjusted to 60 degrees during winter periods of extreme cold.
- Start times (i.e. morning recovery) may be adjusted dependent upon weather to ensure spaces are comfortable by the beginning of instruction or activity.
- The unoccupied period begins when students leave an area. Temperatures within an unoccupied room will be maintained (i.e. coasting period) to afford comfort for the remaining teachers and staff after students are gone.
- During spring and fall seasons when there is no threat for freezing, all hot water heating systems shall be turned OFF during unoccupied periods using the appropriate loop pumps.
- All domestic hot water systems are set no higher than 120 degrees (i.e. showers or bathrooms) or 140 degrees (cafeteria areas).
- All domestic hot water re-circulating pumps are turned OFF during unoccupied periods.
- For all heat pumps, employ a 6 degree dead-band between heating and cooling modes.
Lighting
- All unnecessary lighting will be turned OFF in unoccupied areas. Teachers and staff shall turn OFF all lights when a classroom, office or activity area is unoccupied. Where available and appropriate maximize the use of natural lighting.
- All outside lighting shall be OFF during daylight hours.
- Gymnasium and indoor practice facility lights shall not be left on unless occupied.
- All lights shall be turned OFF when teachers, staff and students leave for the day. Custodial staff will turn on lights only in the immediate area where they are working and will turn OFF all lights when work is completed in that area.
Water
- All plumbing and building envelope (i.e. roof) leaks should be reported and repaired immediately.
- All outside watering (i.e. athletic fields) shall be done between 5am and 10am. No outside watering shall occur between 10am and 8pm.
- Ensure outside watering is directed accurately onto grass surfaces only.
- Where feasible the implementation of water conservation measures (i.e. water harvesting) shall be implemented to reduce water waste.
(Upon approval by the Cardinal School Board and Superintendent, a copy of the Cardinal schools energy program guidelines shall be given to all Cardinal schools personnel. Guidelines shall be posted in staff lounges, Cardinal newsletters and websites, bulletin boards, and all other relevant areas.)
Disclaimer: Cardinal Schools shall fully adopt, monitor and implement these energy conservation guidelines as they are explained. These guidelines are not all-inclusive, and shall be modified for specific conditions such as extreme weather or events. These guidelines, as adopted, will become the Cardinal Schools primary document for energy conservation and facility management. Approved January 2017
803 SELLING AND LEASING
803.1 DISPOSITION OF OBSOLETE EQUIPMENT
School property, such as equipment, furnishings, or supplies (hereinafter equipment), will be disposed of when it is determined to be of no further use to the school district. It is the objective of the school district in disposing of the equipment to achieve the best available price or most economical disposal.
Obsolete equipment or property other than real property having a value of no more than $25,000 may be sold or disposed of in a manner determined by the board. The manner determined by the board is either by public bid or by donation to a community not-for-profit organization. However, the sale or disposition of equipment, furnishings or supplies disposed of in this manner will be published in a newspaper of general circulation.
A public hearing will be held regarding the disposal of the equipment with a value of $25,000 or more prior to the board's final decision. The board will adopt a resolution announcing the proposed sale or disposition and will publish notice of the time and place of the public hearing and the description of the property will be in the resolution. Notice of the public hearing will be published at least once, but not less than 10 days and not more than 20 days, prior to the hearing date unless otherwise required by law. Upon completion of the public hearing, the board may dispose of the equipment.
It is the responsibility of the superintendent to make a recommendation to the board regarding the method for disposing of equipment of no further use to the school district.
Legal Reference: Iowa Code §§ 24.9; 297.22-.25.
Cross Reference: 704 Revenue
705.1 Purchasing - Bidding
803 Selling and Leasing
Approved Reviewed Revised July 2021
803.2 LEASE, SALE OR DISPOSAL OF SCHOOL DISTRICT BUILDINGS & SITES
Decisions regarding the lease, sale, or disposal of school district real property are made by the board. In making its decision the board will consider the needs of the education program and the efficient use of public funds.
Prior to the board's final decision regarding real property with a value of $5,000 or more, a public hearing will be held. The board will adopt a resolution announcing the proposed sale which will contain notice of the time and place of the public hearing and the description of the property or locally known address. Notice of the time and place of the public hearing will be published at least once, but not less than 10 days and not more than 20 days, prior to the hearing date. Upon completion of the public hearing, the board may dispose of the property.
If the real property contains less than two acres, is located outside of a city, is not adjacent to a city and was previously used as a schoolhouse site, the property may revert to the owner of the tract from whom the property was taken following the procedures set forth in Iowa Code §§ 297.15-.25.
In the case of a sale or lease of school district real property not being used for the education program, unless otherwise exempted, advertisements for bids will be taken. If the bids received by the board are deemed inadequate, the board may decline to sell or lease the property and re-advertise.
In the case of the razing of a school district facility, at a cost of $2,500 or more, the board will advertise and take bids for the purpose of awarding the contract for the project.
The superintendent is responsible for coordinating the action necessary for the board to accomplish the lease, sale, or disposal of school district real property, including student-constructed buildings. It will also be the responsibility of the superintendent to make a recommendation to the board regarding the use of school district real property not being utilized for the education program.
Legal Reference:
Iowa Code §§ 297.15-.25 (2013).
Cross Reference:
704 Revenue
705.1 Purchasing - Bidding
803 Selling and Leasing
Approved July 2000
Reviewed October 2016
Revised
803.3 VACANT FACILITIES
School district facilities which have been vacated by the school district and are available for lease or purchase shall be reported to the city, county, and Iowa Department of General Services.
It shall be the responsibility of the board secretary to complete and send this notice. The board secretary should also notify the school district insurance carrier.
Legal Reference:
Iowa Code §§ 297.4 (2013).
Cross Reference:
803 Selling and Leasing
Approved July 2000
Reviewed October 2016
Revised
804 SAFETY PROGRAM
804.1 FACILITIES INSPECTIONS
A program for annual inspection, in addition to those conducted by authorized agencies, of the equipment, facilities, and grounds will be conducted as part of the maintenance schedule for school district buildings and sites. The results of this inspection will be reported to the board at its annual meeting. Further, the board may conduct its own inspection of the school district buildings and sites annually.
Legal Reference:
Iowa Code § 279.8 (2013).
Cross Reference:
802 Maintenance, Operation and Management
Approved July 2000
Reviewed October 2016
Revised
804.2 DISTRICT EMERGENCY OPERTIONS PLANS
The superintendent shall be responsible for the development, review and implementation of the district emergency operations plan. The plan shall include procedures for transmitting alerts regarding emergency situations to school personnel, students, and employers for non-school employees whose presence is regularly required in the school building. The emergency operations plan shall be updated and reviewed annually by the Board and shall address responses to natural disasters, active shooter scenarios and other emergencies as determined by the district. The emergency operations plans are confidential and shall not be subject to disclosure under Iowa Code Chapter 22. However, the district shall publish procedures for students, school personnel, parents, and family members to report possible safety threats on school grounds and at school activities.
The administration shall hold annual emergency operations drills at each district building covered by an emergency operation plan in accordance with law. The district shall determine which school personnel shall participate and whether local law enforcement and students participate in annual drills.
NOTE: This is not a mandatory policy, but all school districts are required to have emergency operations plans in place for their districts no later than June 30, 2019.
Legal Reference:
Cross Reference:
800
|
Approved: _September 2019____ |
Reviewed: _____ |
Revised: _____ |
804.3 BOMB THREATS
As soon as a bomb threat is reported to the administration, the school district facility should be cleared immediately. A thorough search will be made by the appropriate school district or law enforcement officials. Employees and students will remain outside the school district facility until it is determined that danger no longer exists.
It is the responsibility of the superintendent to file a report or keep a report of each incident for the school district records.
Legal Reference:
Iowa Code § 279.8 (2013).
Cross Reference:
804 Safety Program
Approved July 2000
Reviewed October 2016
Revised
804.4 ASBESTOS CONTAINING MATERIAL
Friable and nonfriable asbestos containing materials will be maintained in good condition and appropriate precautions will be followed when the material is disturbed. If there is a need to replace asbestos it will be replaced with nonasbestos containing materials. Each school building will maintain a copy of the asbestos management plan.
The school district will annually notify, appoint and train appropriate employees as necessary.
Legal Reference:
20 U.S.C. §§ 3601 et seq. (2012).
40 C.F.R. Pt. 763.84 (2012).
Iowa Code §§ 279.52-.54 (2013).
Cross Reference:
403.4 Hazardous Chemical Disclosure
802 Maintenance, Operation and Management
Approved July 2000
Reviewed October 2016
Revised
804.5 STOCK EPINEPHRINE AUTO-INJECTOR SUPPLY
The Cardinal Community School District seeks to provide a safe environment for students, staff, and visitors who are at risk of severe allergic reactions. Therefore, it is the policy of the district to annually obtain a prescription for epinephrine auto-injectors from a licensed health care professional, in the name of the school district, for administration by a school nurse or personnel trained and authorized to a student or individual who may be experiencing an anaphylactic reaction.
Procurement and maintenance of supply: The district shall stock a minimum of one pediatric dose and one adult dose epinephrine auto-injector for each school building. The supply of such auto-injectors shall be maintained in a secure, dark, temperature-controlled location in each school building.
The school nurse shall routinely check stock epinephrine auto-injectors and document in a log monthly:
• The expiration date;
• Any visualized particles; or
• Color change.
The employee shall be responsible for ensuring the district replaces, as soon as reasonably possible, any logged epinephrine auto-injector that is used, close to expiration, or discolored or has particles visible in the liquid.
Training: A school nurse or personnel trained and authorized may provide or administer an epinephrine auto-injector from a school supply to a student or individual if the authorized personnel or school nurse reasonably and in good faith believes the student or individual is having an anaphylactic reaction. Training to obtain a signed certificate to become personnel authorized to administer an epinephrine auto-injector shall consist of the requirements established by law.
Authorized personnel will be required to provide a procedural skills demonstration to the school nurse demonstrating competency in the administration of stock epinephrine auto-injectors to retain authorization to administer stock epinephrine auto-injectors if the following occur:
• Failure to administer an epinephrine auto-injector to a student or individual by proper route, failure to administer the correct dosage, or failure to administer an epinephrine auto-injector according to generally accepted standards of practice (“medication error”); or
• Accidental injection of an epinephrine auto-injector into a digit of the authorized personnel administering the medication (“medication incident”).
Reporting: The district will contact emergency medical services (911) immediately after a stock epinephrine auto-injector is administered to a student or individual. The school nurse or authorized personnel will remain with the student or individual until emergency medical services arrive.
Within 48 hours, the district will report to the Iowa Department of Education:
• Each medication incident with the administration of stock epinephrine;
• Each medication error with the administration of stock epinephrine; or
• The administration of a stock epinephrine auto-injector.
As provided by law, the district, board, authorized personnel or school nurse, and the prescriber shall not be liable for any injury arising from the provision, administration, failure to administer, or assistance in the administration of an epinephrine auto-injector provided they acted reasonably and in good faith.
The superintendent may develop an administrative process to implement this policy.
Legal Reference:
Iowa Code §§ 135.185; 279.8.
281 I.A.C. 14.3.
Cross Reference:
507.2 Administration of Medication
Approved July 2000
Reviewed March/April 2011
Revised: October 2016
804.6 USE OF RECORDING DEVICES ON SCHOOL PROPERTY
District-Generated Recordings
The district believes in the importance of providing a safe and enriching learning environment possible for its students. The district uses digital recording devices on school property including school transportation vehicles to help protect the safety of district students, employees and community members; and to safeguard district property which is funded using public resources. Additionally, district-generated recordings of students engaging in the district’s educational and extracurricular programs can be essential to engage positively with the school community and promote the value of public education.
In order to balance privacy and safety interests, no recording devices will be utilized on district property where individuals maintain a reasonable expectation of privacy. These areas include but are not limited to: the school nurse’s office, restrooms, locker rooms, changing areas, lactation spaces and employee break areas.
Recordings of students have the potential to be considered education records. Any recordings will be maintained and accessed in compliance with the requirements of the Family Education Rights and Privacy Act and the district’s policy on student records.
Recordings will be digitally maintained and stored for an appropriate amount of time to maintain the safety of the educational environment and to safeguard district property, after which they will be destroyed. The superintendent or superintendent’s designee will establish any necessary regulations related to the secure storage, maintenance, viewing and destruction of digital recordings.
Non-District Generated Recordings
The use of non-district owned recording devices on school property and at school events will be regulated. Students, parents and community members will not be permitted to take recordings of other students or employees during school hours unless the recording is authorized in advance by building administration. Students and employees found to violate this policy will be subject to disciplinary measures consistent with board policy and applicable student and employee handbooks. This policy will not be construed or enforced in a way that infringes on employee activity otherwise protected by law.
It is important to foster a community spirit and sense of unity within the district. However, the district acknowledges that not every student or staff member feels comfortable or safe being recorded. At district-sponsored extracurricular events and activities, the use of non-district owned recording devices by the public may be monitored by administration if a concern is made known to district administration by a student, employee or parent. Any individuals determined to be making recordings considered bothersome to students or staff may be asked to stop or destroy their recording and may be asked to leave the event.
Legal Reference: 20 USC 1232
Iowa Code §§ 279.8
Cross Reference: 506.1 Student Records
Approved July 2021 Reviewed Revised
804.7 RADON MITIGATION
The district recognizes the importance of providing healthy learning environments for students, employees and community members in district buildings. the district will take appropriate measures as required by law to assess radon levels in attendance centers and provide for mitigation or other measures where appropriate.
It is the responsibiity of the superintendent to create administrative regulations necessary to carry out this policy.
Legal Reference:
Iowa Code §§ 280.32
Cross Reference:
804 Safety Program
Approved July 2000
Reviewed October 2016
Revised August 2022
804.7 R(1) RADON MITIGATION
The district will create and the board will approve a plan to assess levels of radon gas present in district attendance centers. Funding for any costs related to radon testing or mitigation will be paid from the state school foundation aid received to the district or from revenues received from the Secure an Advanced Vision for Education fund.
Each district attendance center will undergo a short-term test for the presence of radon gas at least once by July 1, 2027. Short-term test means a test using a device that remains in an area for two to seven days to determine the amount of radon in the air.
Radon testing will be performed by an individual certified to conduct such testing pursuant to Iowa Code section 136B.1 or by district employees who have completed a school radon testing training program approved by the Iowa Department of Education and the Iowa Department of Public Health.
If the results of any short-term test at an attendance center are at or above four picocuries per liter, the district will conduct a second short-term test in spaces with elevated levels within sixty days of the first test. If the averaged test results of the first and second tests are at or above four picocuries per liter, the district will retain an individual credentialed to develop a radon mitigation plan.
The plan may include further diagnostic testing, corrective measures, and active mitigation. The mitigation plan will be completed within two years of first short-term test unless the district plans to abandon or renovate the attendance center within five years and renovation includes radon mitigation.
All new school construction will include radon resistant construction techniques.