This series of the board policy manual sets forth the board objectives and goals for the school district’s buildings and sites.  It shall be the goal of the board to provide sufficient school district buildings and sites for the education program.  The board shall 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 shall have final authority to determine what is necessary to meet the needs of the education program.  This includes selection of sites, employment of personnel, contracting for services, approval of plans, authorization and acceptance of bids, and payment of work performed on contractual agreements.  The board also has final acceptance or rejection of work done.

It shall be 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.  The superintendent shall be responsible for organizing and coordinating the efforts of the various individuals and groups to best achieve the established educational objectives of the building program by making recommendations to the board.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

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

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

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

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 shall be 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.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

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 shall make this determination.

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 shall be consistent with the education program, and they shall provide the architect with the information necessary to determine what is expected from the facility.  It shall be within the discretion of the board to determine whether a committee shall be appointed.

The education specifications shall include, but not be limited to, the financial resources available for the project, the definition and character of classrooms, the functional use to be made of the rooms, description of specialized needs, and other pertinent information as the board deems necessary.

Architects shall be interviewed and selected by the board.  The superintendent shall provide architects with educational specifications, financial data, and other pertinent information necessary to the architect’s planning.  The architect shall make revisions to the plans until consensus of opinion is reached and approval is given by the board.  The architect will present the final construction specifications to the board for its approval prior to advertisement for bids.

It shall be the responsibility of the superintendent to make a recommendation to the board regarding the specifications of buildings and sites.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

Sites acquired by the board shall meet or, upon improvement, be able to meet the specifications set out by the board prior to using the site for the education program.  The board may meet in closed session to discuss potential purchases of sites.

It shall be the responsibility of the superintendent to assist the board and to make recommendations concerning the acquisition of sites.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

The board supports economic development in Iowa, particularly in the school district community.  Purchases by the school district shall be made in Iowa for Iowa goods and services from locally-owned businesses located within the school district or from Iowa-based companies which offer goods or services if the cost and other considerations are relatively equal and they meet the required specifications.

Public, competitive sealed bids are required for construction projects, including renovation and repair, with a cost exceeding the statutory minimums required by law.  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 shall certify that the emergency repairs are necessary to prevent the closing of a school.  The superintendent will comply with the competitive quotation process for those projects subject to the competitive quotation law.  The superintendent will determine the process for obtaining quotations for projects below the competitive quotation limit.  The superintendent shall recommend to the board a quotation for the project for approval subject to the legal requirements governing the award of contracts based upon quotations.

The award of construction contracts will, generally, be made to the lowest responsive, responsible bid or quotation.  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 or quotation other than the lowest bid or quotation.  The board shall have the right to reject any or all bids or quotations, or any part thereof, to waive informalities, and to enter into the contract or contracts deemed to be in the best interests of the school district.

It shall be the responsibility of the superintendent to make a recommendation to the board regarding which bid or quotation to accept and the reason for the superintendent’s recommendation.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

The board shall, as needed, use any means of financing construction and site purchases provided for under the Iowa Code.  The board may also use money received from gifts, donations, and bequests and money derived from the sale of school buildings and/or sites.

Approved: January 18. 1999

Revised/Reviewed: November 25, 2019

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 shall be the responsibility of the superintendent, in cooperation with administration, faculty, and maintenance personnel, to maintain the school district buildings and sites.  As part of this responsibility, a maintenance schedule shall be created and adhered to in compliance with this policy.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

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

The superintendent may approve minor improvements, not exceeding a cost of $5,000.  The board must approve improvements exceeding $5,000.  Routine maintenance and repairs outlined in the maintenance schedule shall be followed.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

In the event of an emergency requiring repairs in excess of the statutory minimums required by law, 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 shall not apply.

It shall be the responsibility of the superintendent to obtain certification from the area education agency administrator stating such repairs were necessary to prevent the closing of school.

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

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

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 shall 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.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

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 shall 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, they 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 shall be reported to the local law enforcement authorities.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

In concert with the board’s goal to utilize public funds in an effective and efficient manner, employees and students shall 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, appropriately regulating the temperature of the facility, particularly when it is not in use, and keeping windows and doors properly closed or open, depending upon weather conditions.

It shall be the responsibility of the superintendent to develop energy conservation guidelines for employees and students.  Employees and students shall abide by these guidelines.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

School property, such as equipment, furnishings or supplies or any other property that is not real property (hereinafter equipment), will be disposed of when it is determined to be of no further use to the school district.  It shall be the objective of the school district in disposing of the equipment to achieve the best available price or most economical disposal.

Equipment having a value of less than $5,000 shall be disposed of by the superintendent or designee at the best price possible.  However, the sale of equipment disposed of in this manner will be published in a newspaper of general circulation.  The publication of the sale will be published with at least one insertion each week for two consecutive weeks.

A public hearing shall be held regarding the disposal of equipment with a value of $5,000 or more prior to the board’s final decision.  The board will adopt a resolution announcing the proposed disposal and will publish notice of the time and place of the public hearing.  A description of the property will be in the resolution.  Notice of the public hearing will be published at least once, but not less than ten days and not more than twenty days prior to the hearing date.  Upon completion of the public hearing, the board may make a final determination on the proposal contained in the resolution.

It shall be 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.

Proceeds from the sale or disposition of equipment shall be placed in the general fund.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

The board shall make decisions regarding the lease, sale or disposal of school district real property.  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, a public hearing shall be held.  The board shall adopt a resolution announcing the proposed sale which shall 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 shall be published at least once, but not less than ten days and not more than twenty 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 law.

In the case of the demolition of a school district facility or structure, the board will follow all applicable laws regarding competitive bidding for the demolition project.

The superintendent shall be responsible for coordinating the action necessary for the board to accomplish the lease, sale or disposal of school district real property, including student-constructed buildings.  It shall also be the responsibility of the superintendent to make a recommendation to the board regarding the use of school district real property not being utilized for the education program.

Proceeds from the disposition of real property will be placed in the school district’s physical plant and equipment levy fund.  Proceeds from the lease of real property will be placed in the school district’s general fund.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

A program for annual inspection, in addition to those conducted by authorized agencies, of the equipment, facilities, and grounds shall be conducted as part of the maintenance schedule for school district buildings and sites.  The results of these inspections shall 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.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

The school district shall maintain a warning system designed to inform students, employees, and visitors in school district facilities of an emergency.  This system shall be maintained on a regular basis under the maintenance plan for school district buildings and sites.

Students shall be informed of this system.  Each classroom and office shall have a plan for helping those in need of assistance to safety during an emergency.  This shall include, but not be limited to, students and employees with disabilities.

Licensed employees shall be responsible for instructing students on the proper techniques to be followed during an emergency.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

As soon as a bomb threat is reported to the administration, the school district facility should be cleared immediately.  The appropriate school district or law enforcement officials will make a thorough search.  Employees and students shall remain outside the school district facility until it is determined that danger no longer exists.

It shall be the responsibility of the superintendent to file a report or keep a report of each incident for the school district records.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

The board will implement the rules of the Asbestos Hazard Emergency Response Act (AHERA) and provide the necessary funding to implement the response actions as required.  The board will appoint a designated person as required as well as provide required training for maintenance and custodial works.  Each school district building will maintain a copy of the school district’s asbestos management plan.

Friable and non-friable 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 non-asbestos containing materials.

Approved:  January 18, 1999

Revised/Reviewed: November 25, 2019

All vendors and/or contractors paid with federal funds shall be checked for suspension and debarment on www.sam.gov. The District shall not enter into transactions with parties that are debarred, suspended, or otherwise ineligible for participation in federal assistance programs or activities.

The District shall take affirmative steps as required by federal law with respect to small business, minority-owned business, and female-owned businesses, such as: (1) placing such businesses on solicitation lists; (2) soliciting such businesses whenever they are potential sources; (3) when economically feasible, dividing contracts into smaller tasks or quantities to allow participation from such businesses; (4) establishing delivery schedules that encourage participation by such businesses; (5) when appropriate, utilizing the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and (6) requiring the primary contractor, when applicable, to follow these steps with respect to subcontractors.

Procurement for contracts paid with federal funds may be conducted by noncompetitive proposals when one or more of the following circumstances apply: (1) the item is only available from a single source; (2) public exigency or emergency will not permit the delay resulting from competitive bids; (3) the Federal awarding agency expressly authorizes noncompetitive proposals; or (4) competition is inadequate after solicitation of a number of sources.

The District shall ensure that contracts paid with federal funds contain the following provisions when applicable: (1) contracts over $150,000 shall address remedies, sanctions, and/or penalties for breach of contract terms by contractors; (2) contracts over $10,000 shall address termination for cause and for convenience; (3) all contracts shall address Equal Employment Opportunity; (4) prime construction contracts in excess of $2,000 shall include a provision for compliance with the Davis-Bacon Act; (5) contracts over $100,000 that involve mechanics or laborers shall include a provision for compliance with 40 U.S.C. §§ 3701-3708; (6) if the federal award meets the definition of “funding agreement” under 37 CFR § 401.2, a provision regarding compliance with 37 CFR Part 401; (7) contracts and subgrants over $150,000 shall include a provision for compliance with the Clean Air Act and the Federal Water Pollution Control Act; (8) all contracts shall include a provision for compliance with federal debarment and suspension requirements; (9) contractors that apply or bid for an award exceeding $100,000 must file the required certification under the Byrd Anti-Lobbying Amendment.

No District employee, officer, or agent may participate in the selection, award and administration of contracts supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. District officers, employees, and agents may neither solicit for, accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. Violation of this requirement may result in disciplinary action for the District employee, officer, or agent. NOTE: When federal, state, and local requirements conflict, the most stringent requirement will be followed.

Approved:  July 27, 2020

Revised/Reviewed: