800 BUILDINGS AND SITES

800 OBJECTIVES OF BUILDINGS & SITES

Code No.  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 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.

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Approved          8/23/94             Reviewed          02/16/98; 1/14/02; 12/18/06; 12/14/11; 12/13/16           Revised            

                                                           

 

 

 

 

 

 

 

 

 

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

801 SITE ACQUISITION AND BUILDING CONSTRUCTION

801.1 BUILDINGS & SITES LONG RANGE PLANNING

Code No.  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 shall include the needs for the education program in the area of buildings and sites.  The long term needs for building and sites shall be discussed and determined by the board.

 

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Legal Reference:           Iowa Code §§ 280.3, .14; 297 (1993).

 

 

Cross Reference:           210.4  Work Sessions

 

 

Approved          08/23/94           Reviewed          02/16/98; 1/14/02; 12/18/06; 12/14/11; 12/13/16           Revised            

                                                                      

 

 

 

 

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

801.2 BUILDINGS & SITES SURVEYS

Code No.  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 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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Legal Reference:           Iowa Code §§ 280.3, .14; 297 (1993).

 

 

Cross Reference:           210.4  Work Sessions

 

 

Approved          08/23/94           Reviewed          02/16/98; 1/14/02; 12/18/06; 12/14/11; 12/13/16           Revised            

                                                             

 

 

 

 

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

801.3 EDUCATIONAL SPECIFICATIONS FOR BUILDINGS & SITES

Code No.  801.3

 

 

EDUCATIONAL SPECIFICATIONS FOR BUILDINGS & SITES

 

 

Buildings and sites considered for purchase or construction by the board or currently owned by the 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 assist the learning to take place in the facility, and they shall provide the architect with the information necessary to determine what is expected from the facility.  It shall be within the discretion of the board to determine whether a committee of this nature shall be convened.

 

The 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.

 

It shall be 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 §§ 73A.2, .18; 280.3, .14; 297; 544A (2003).

                                    1974 Op. Att'y Gen. 529.

 

Cross Reference:           801.2  Building & Sites Surveys

 

 

 

 

 

 

 

Approved          08/23/94           Reviewed          02/16/98; 1/14/02; 12/18/06; 12/14/11; 12/13/16           Revised             10/13/03          

                                                                

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

801.4 SITE ACQUISITION

Code No.  801.4

 

 

SITE ACQUISITION

 

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Legal Reference:           Iowa Code §§ 21.5(j); 297 (1993).

 

 

Cross Reference:        212    Closed Meetings

                                    801.3  Educational Specifications for Buildings & Sites

 

 

Approved          08/23/94           Reviewed          02/16/98; 1/14/02; 12/18/06; 12/14/11; 12/13/16           Revised            

                                                           

 

 

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

802 MAINTENANCE, OPERATION, AND MANAGEMENT

802.1 MAINTENANCE SCHEDULE

Code No.  802.1

 

 

MAINTENANCE SCHEDULE

 

 

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

 

It shall be the responsibility of the superintendent 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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Legal Reference:           Iowa Code §§ 279.8; 280.3, .14 (1993).

 

 

Cross Reference:        502.2  Care of School Property/Vandalism

                                    502.5  Student Lockers

                                    802    Maintenance, Operation and Management

 

 

Approved          08/23/94           Reviewed          02/16/98; 1/14/02; 1/08/07; 1/11/12; 1/10/17; 1/11/22           Revised            

                                      

 

 

 

 

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

802.2 REQUESTS FOR IMPROVEMENTS

Code No.  802.2

 

 

REQUESTS FOR IMPROVEMENTS

 

 

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

 

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Legal Reference:           Iowa Code §§ 280.3, .14 (1993).

 

 

Cross Reference:        802.1  Maintenance Schedule

                                    802.3  Emergency Repairs

 

 

Approved          08/23/94           Reviewed          02/16/98; 1/14/02; 1/08/07; 1/11/12; 1/10/17; 1/11/22           Revised            

                                                        

 

 

 

 

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

802.3 EMERGENCY REPAIRS

Code No.  802.3

 

 

EMERGENCY REPAIRS

 

 

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

 

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Legal Reference:           Iowa Code §§ 280.3, .14; 297.8 (1993).

 

 

Cross Reference:        705.1  Purchasing - Bidding

                                    802    Maintenance, Operation and Management

 

 

Approved          08/23/94           Reviewed          02/16/98; 1/14/02; 1/08/07; 1/11/12; 1/10/17; 1/11/22           Revised            

                            

 

 

 

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

802.4 CAPITAL ASSETS

Policy 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 ( $ capitalization threshold ). 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 ( $ capitalization threshold ) 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/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 monthly 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.

   

 

Legal Reference:

 

Iowa Code §§ 257.31(4); 279.8; 297.22-.25; 298A (2013).

 

Cross Reference:  709 Insurance Program

                              701.3 Financial Records

  

Approved: 1/11/22

Reviewed: _____

Revised: _____

802.4R1 CAPITAL ASSETS REGULATION

Regulation 802.4R1 CAPITAL ASSETS

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 ($ capitalization threshold). The following information should be collected, if applicable:
    1. Name of location-building/department/room;
    2. Location-building/department/room code;
    3. Balance sheet accounting/class code;
    4. Government or BTA program;
    5. Addition/acquisition date;
    6. Check/purchase order number or gift;
    7. Bar code identification number assigned to and placed on the capital asset;
    8. Serial/model number;
    9. Cost-historical;
    10. Fair market value on acquisition date (donated assets only);
    11. Estimated useful life;
    12. Vendor;
    13. Purchasing fund and function;
    14. Description of capital asset;
    15. Department/person charged with custody,
    16. Method of addition/acquisition-purchase, trade, gift etc.,
    17. Quantity;
    18. Replacement cost;
    19. Addition/acquisition authorization; and,
    20. Function for depreciation.
  3. Capital assets acquired in a month must be entered into the capital assets management system in the same month.
  4. The actual costs of construction in progress, other than infrastructure, is entered into the capital assets management system in the month in which costs are incurred until the total cost of addition/acquisition is entered. Upon completion of construction, the total costs accumulated over the period of construction are reclassified to buildings.
  5. Capital assets acquired in a month must be entered into the capital assets management system in the same month.

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:
    1. Relocation/transfer date;
    2. Quantity;
    3. Bar code identification number;
    4. Current location-building/department/room code;
    5. Name of current location-building/department/room;
    6. New location-building/department/room code;
    7. Name of new location-building/department/room;
    8. Date placed at new location-building/department/room;
    9. Department/person charged with custody; and
    10. Relocation/transfer authorization.
  2. Capital assets relocated/transferred in a month must be entered into the capital assets management system in the same month.

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:
    1. Disposal date;
    2. Quantity;
    3. Bar code tag identification number;
    4. Legal description,
    5. Location/Address;
    6. Purchaser;
    7. Disposal methods for real property trade, sale, stolen, etc.; and,
    8. Disposal authorization.
  2. Capital assets disposed of in a month must be entered into the capital assets management system in the same month.
  3. 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:
    1. Date of loss, damage or theft;
    2. Employee/person discovering;
    3. Quantity;
    4. Description of capital asset;
    5. Bar code tag identification number;
    6. Location-building/department/room;
    7. Description of loss, damage, etc.;
    8. Filing of police report-yes or no;
    9. Filing of insurance report-yes or no;
    10. Sent for repair-yes or no;
    11. Date returned from repair;
    12. Date returned to location-building/department/room;
    13. Department/person charged with custody; and,
    14. Authorization.
  2. Capital assets damaged, lost or stolen in a month must be entered into the capital assets management system in the same month.

H. Capital assets reports

  1. Annual reports for June 30 each year.
    1. 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.
    2. Capital assets listing by location/building;
    3. Capital assets listing by department/employee/person charged with custody; and,
    4. Capital assets listing by replacement cost.

     

     

802.4R2 CAPITAL ASSETS MANAGEMENT SYSTEM DEFINITIONS

Regulation 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 capital assets initially counted upon implementation of the capital assets management system when the historical original cost cannot be determined. It is inappropriate to apply the back trending/standard costing method to any capital assets acquired after the assets management system implementation date.

Balance sheet accounting/class codes - the codes set out for assets in the Iowa Department of Education Uniform Accounting Manual. They are: 200-capital assets; 211- land and land improvements; 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 capital assets on the records of the school district, which can be the cost or, the cost less the appropriate allowances, such as depreciation.

Buildings and building improvements - a capital assets account reflecting the addition/acquisition cost of permanent structures owned or held by a government and the improvements thereon.

Business-type activities - one of two classes of activities reported in the government-wide financial statements. Business-type activities are financed in the whole or in part by fees charged to external parties for goods or services. These activities are usually reported in enterprise funds.

Capital expenditures/expenses - expenditures/expenses resulting in the addition/acquisition of or addition/acquisition to the school district's capital assets.

Capital assets - Capital assets with a value of equal to or greater than ($ capitalization threshold) based on the historical cost include: long-lived assets obtained or controlled as a result of past transactions, events or circumstances. Capital assets include buildings, construction in progress, improvements other than facilities, land, machinery and equipment, and intangible assets.

Capitalization policy - the criteria used by the school district to determine which capital assets will be reported as capital assets on the school district's financial statements and records

Capitalization threshold - The dollar value at which a government elects to capitalize tangible or intangible assets that are used in operations and that have initial useful lives extending beyond a single reporting period.

Capitalized interest - interest accrued and reported as part of the cost of the capital 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.

Cost - the amount of money or other consideration exchanged for goods or services.

Depreciation/Amortization - expiration in the service life of capital assets, other than wasting assets, attributable to wear and tear, deterioration, action of the physical elements, inadequacy and obsolescence. In accounting for depreciation/amortization, the cost of a capital 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.

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 capital assets - capital assets that are not capital assets of any fund, but of the governmental unit as a whole. Most often these capital assets arise from the expenditure of the financial resources of governmental funds.

General capital assets account group (GFAAG) - a self-balancing group of accounts established to account for capital assets of the school district, not accounted for through specific proprietary funds.

Government activities - activities generally financed through taxes, intergovernmental revenues, and other non-exchange revenues. These activities are usually reported in governmental funds and internal service funds.

Government-wide financial statements - Financial statements that incorporate all of a government's governmental and business-type activities, as well as its nonfiduciary component units. There are two basic government-wide financial statements the statement of net assets and the statement of activities. Both basic government-wide financial statements are presented using the economic resources measurement focus and the accrual basis of accounting.

Historical (acquisition) cost - the actual costs expended to place a capital 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 - In addition made to, or change made in, a capital asset, other than maintenance, to prolong its life or to increase the efficiency or capacity. The cost of the addition or change is added to the book value of the asset.

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 - long-lived capital assets that normally are stationary in nature and normally can be preserved for a significantly greater number of years than most capital assets. Examples of infrastructure assets include; roads, bridges, tunnels, drainage systems, tater and sewer systems, dams, and lighting systems.

Investment in general capital assets - an account in the GFAAG representing the school district's investment in general capital assets. The balance in this account generally is subdivided according to the source of the monies that finance the capital assets addition/acquisition, such as general fund revenues and special assessments.

Land and buildings - real property owned by the school district.

Machinery and equipment - capital 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 capital assets under capital leases and capital assets being acquired under a lease/purchase agreement.

Proprietary funds - Funds that focus on the determination of operating income, changes in net assets (or cost recovery), financial position, and cash flows. There are two different types of proprietary funds: enterprise funds and internal service funds.

Replacement cost - the amount of cash or other consideration required today to obtain the same capital assets or its equivalent.

  

     

802.5 BUILDINGS & SITES ADAPTATION FOR PERSONS WITH DISABILITIES

Code No.  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 and future buildings and sites shall be accessible to persons with disabilities.

 

It shall be the responsibility of the superintendent to take the necessary action and submit for board approval as stated in board policy to ensure school district buildings and sites are accessible to persons with disabilities.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Legal Reference:           29 U.S.C. §§ 621-634 (1988).

                                    42 U.S.C. §§ 12101 et seq. (Supp. 1990).

                                    Iowa Code chs. 104A; 216 (1993).

                                    281 I.A.C. 41.27.

 

 

Cross Reference:        102    Equal Educational Opportunity

                                    603.3  Special Education

 

 

Approved          08/23/94           Reviewed          02/16/98; 1/14/02; 1/08/07; 1/11/12; 1/10/17; 1/11/22           Revised            

                                                                    

 

 

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

802.6 VANDALISM

Code No.  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 shall treat it with care.

 

Persons suspected, found or proven to have destroyed or otherwise harmed school district property may be subject to discipline by the school district, if the person is under the jurisdiction of the school district, as well as be reported to local law enforcement officials.  Persons who are not under the jurisdiction of the school district and who are suspected, found or proven to have destroyed or otherwise harmed school district property shall be reported to the local law enforcement authorities.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Legal Reference:           Iowa Code §§ 279.8; 282.4, .5 (1993).

 

 

Cross Reference:           502  Students Rights and Responsibilities

 

 

Approved          08/23/94           Reviewed          02/16/98; 1/14/02; 1/08/07; 1/11/12; 1/10/17; 1/11/22           Revised            

                                                             

 

 

 

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

802.7 ENERGY CONSERVATION

Code No.  802.7

 

 

ENERGY CONSERVATION

 

 

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, reducing the temperature of the facility, particularly when it is not in use, and keeping windows and doors properly closed or open, depending on the weather.

 

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Legal Reference:           Iowa Code §§ 279.44; 473.19-.20 (1993).

 

 

Cross Reference:           700  Purpose of Non-instructional and Business Services

 

 

Approved          08/23/94           Reviewed          02/16/98; 1/14/02; 1/08/07; 1/11/12; 1/10/17; 1/11/22           Revised            

                                                                     

 

 

 

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

803 SELLING AND LEASING

803.1 DISPOSITION OF OBSOLETE EQUIPMENT

Code No.  803.1

 

 

DISPOSITION OF OBSOLETE EQUIPMENT

 

 

School property, such as equipment, furnishings, equipment and/or supplies (hereafter equipment), will be disposed of when it is determined to be of no further use to the school district.  It 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 will be sold or disposed of in a manner determined by the board. However, the sale or disposition of equipment, furnishings, or supplies disposed of in this manner will be published in a newspaper or a general circulation.

 

A public hearing will be held regarding the disposal of the equipment with a value of $5,000 or more prior to the boards 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.

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

 

It 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 §§ 297.22-.25 (1993).

 

 

Cross Reference:        704     Revenue

                                    705.1  Purchasing - Bidding

                                    803    Selling and Leasing

 

 

Approved          08/23/94           Reviewed          02/16/98; 2/11/02; 1/08/07; 1/11/12; 1/10/17; 1/11/22           Revised             07/09/14; 7/13/21           

                                                              

 

 

 

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

803.2 LEASE, SALE, OR DISPOSAL OF SCHOOL DISTRICT BUILDINGS & SITES

Code No.  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, 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 shall be taken.  If the bids received by the board are deemed inadequate, the board may decline to sell or lease the property and re-advertise.

 

In the case of the razing of a school district facility, in an amount in excess of the statutory minimum required by law, the board will advertise and take bids for the purpose of awarding the contract for the project.

 

The superintendent shall be responsible for coordinating the action necessary for the board to accomplish the lease, sale, or disposal of school district real property, including student-constructed buildings.  It 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 (1993).

 

Cross Reference:           704       Revenue

                                       705.1    Purchasing - Bidding

                                       803       Selling and Leasing

 

Approved          08/23/94           Reviewed          02/16/98; 2/11/02; 1/08/07; 1/11/12; 1/10/17; 1/11/22           Revised             05/11/11;            

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

804 SAFETY PROGRAM

804.1 FACILITIES INSPECTIONS

Code No.  804.1

 

 

 

FACILITIES INSPECTIONS

 

 

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 this inspection shall be reported to the board at its annual meeting.  Further, the board shall carry out its own inspection of the school district buildings and sites annually.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Legal Reference:           Iowa Code § 279.8 (1993).

 

 

 

 

Cross Reference:        709  Insurance Program

                                    802  Maintenance, Operation and Management

 

 

 

 

 

Approved          08/23/94           Reviewed          02/16/98; 2/11/02; 2/12/07; 2/08/12; 2/14/17; 2/8/22          Revised            

                                                                     

 

 

 

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

804.2 DISTRICT EMERGENCY OPERATIONS PLANS

Policy 804.2 DISTRICT EMERGENCY OPERATIONS PLANS

The safety and security of the school community is paramount to [  school district name  ].  While there is no absolute guarantee of safety, it is the goal of the district to encourage and support physically secure learning and working environment within its buildings.  The district shall work in conjunction with community stakeholders including local emergency management coordinators and local law enforcement agencies to create emergency operations plans for all district buildings and school buildings where students are educated.

The superintendent [ or their designee ] 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. 

  

 

Legal Reference: 

Iowa Code 280.30

Cross Reference:  800--Objectives of Buildings & Sites

 

 

Approved:  8/23/94

Reviewed:  02/16/98; 2/11/02; 2/12/07; 2/08/12; 2/14/17; 2/8/22

Revised:

804.4 ASBESTOS CONTAINING MATERIAL

Code No.  804.4

 

 

ASBESTOS CONTAINING MATERIAL

 

 

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.

 

The school district will appoint and train appropriate personnel as necessary.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Legal Reference:           20 U.S.C. §§ 3601 et seq. (1988).

                                    40 C.F.R. Pt. 763 (1990).

                                    Iowa Code §§ 279..52-.54 (1993).

 

 

Cross Reference:        802.1  Maintenance Schedule

                                    802.2  Requests for Improvements

 

 

 

 

 

 

 

 

Approved          08/23/94           Reviewed          02/16/98; 2/11/02; 2/12/07; 2/12/12; 2/14/17; 2/8/22                Revised            

                                                                    

 

 

 

MORNING SUN COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

804.6 USE OF RECORDING DEVICES ON SCHOOL PROPERTY

804.6 USE OF RECORDING DEVICES ON SCHOOL PROPERTY

District-Generated Recordings

The district believes in the importance of providing as safe and enriching a learning environment as 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

                                  711.2R2    Use of Recording Devices on School Buses

Approved:     8/12/21            Reviewed:  2/8/22               Revised:

804.6r1 USE OF DISTRICT OWNED RECORDING DEVICES ON DISTRICT PROPERTY REGULATION

804.6R1 USE OF DISTRICT OWNED RECORDING DEVICES ON DISTRICT PROPERTY REGULATION

 

The board supports the use of recording devices on district property as a means to monitor and maintain a safe environment for students and employees.  District property includes district-owned land, buildings, vehicles, buses and any other property as needed.    The contents of the recordings may be used as evidence in a student or employee disciplinary proceeding.

 

Student Records

 

The content of the recordings may be a student record subject to federal and state law, board policy and administrative regulations regarding confidential student records.  Generally, surveillance video that does not capture any specific incident is not a student record or personnel record and may be disclosed as a public record upon request.  Only those persons with a legal basis or legitimate educational purpose may view the recordings.  In most instances, individuals with a legitimate educational purpose may be the superintendent, building principal, classroom teacher, transportation director, bus driver, HR director and special education staffing team.  A parent may inspect, review or be informed of the content of the recording without consent from any student or parent of a minor student also shown in the recording, whether the student is a bystander to an incident or directly involved.  The district may, but is not obligated by law to provide a copy of a recording to a parent or student upon request. 

 

A recording during a school-sponsored trip, such as an athletic event, may also be accessible to the sponsor or coach of the activity.  If the content of the recording becomes the subject of a student disciplinary proceeding, it will be treated like other evidence in the proceeding.

 

Notice

 

The school district will annually provide the following notice to students, employees, and parents:

 

The Morning Sun Community School District Board of Directors has authorized the use of recording devices on school district owned property.  The recording devices will be used to enhance safety and security within the educational environment.  Students, employees, and parents are hereby notified that the content of the recording may be used in a student or employee disciplinary proceeding.  The content of the recordings may be considered confidential student records and will be retained with other student records.  Recordings will only be retained if necessary for use in a student or employee disciplinary proceeding or other matter as determined necessary by the administration.  Parents may request to view the recording of their child.

 

The following notice will also be placed on all school buses equipped with recording devices:

 

This building/bus is equipped with a recording /audio monitoring system.

  

Review of Recording Devices

 

The school district will review the recordings:

 

                Option 1--when necessary, as a result of an incident reported by an employee or student.  The recordings may be re-circulated for erasure after 30 days.

 

                 

If not public records, the viewing of the recordings is limited to the individuals having a legitimate educational purpose.  A written log, as appropriate, may be kept of those individuals viewing the recordings stating the time, name of individual viewing and the date the recordings was viewed.

 

Student Conduct

 

Students are prohibited from tampering with the recording devices on the school property.  Students found in violation of this regulation will be disciplined in accordance with the school district discipline policy and Good Conduct Rule and will reimburse the school district for any repairs or replacement necessary as a result of the tampering.

 

Employee Conduct

 

District-generated recordings may be used as evidence in employee disciplinary matters, as appropriate.  Employees are prohibited from tampering with recording devices on school property.  Employees found to be in violation of this regulation will be subject to disciplinary action as outlined in the employee handbook and relevant board policies.

804.7 RADON MITIGATION

804.7 RADON MITIGATION

 

The Morning Sun Community School 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 responsibility of the superintendent to create administrative regulations necessary to carry out this policy.

 

Legal Reference:       Iowa Code §§ 280.32

 

Cross Reference:

 

Approved: 8/9/22

Reviewed:

Revised:

 

804.7R1 RADON MITIGATION REGULATIONS

The Morning Sun Community School 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.  Repeated short-term resting will occur every five years following the date of the first test.

 

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 terms 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.