The District’s non-instructional services and business operations assist in the delivery of the education program and include, but are not limited to, transportation, the school lunch program, and child care. The Board, as it deems necessary, will provide additional non- instructional services to support the school District’s education program. It shall be the goal of the Board to provide non-instructional services and to conduct its business operations and use of public funds in a financially responsible manner.

Expenditure for Public Purpose

The Board of Directors recognizes and supports the principle that District funds are to be expended only for legitimate public purposes and not for private personal gain for which services of comparable value have not been rendered to the District. The Board believes it is important to designate those expenditures for officers, directors, employees, and volunteers, which are in addition to salaries and benefits authorized and/or specified in Code 400 and legitimate expense reimbursements, which serve a legitimate public purpose.

The Board authorizes the expenditure of District funds for District officers, directors, employees, and volunteers for the following purposes, as these are commonly-granted benefits for employees and volunteers in public and private organizations which aid in recruitment of personnel, promote improvement of staff morale and cooperation, assist in building a commitment to the District, and improve employee and business efficiency, thus assisting in creating a more productive learning environment:

• Mementos for employees for recognition of every five years of service to the District, with the mementos not to exceed $20.00 each in cost to the District.
• A retirement appreciation function once per year to recognize retiring employees with the cost not to exceed $5.00 per attendee.
• A recognition item upon the retirement of an employee, with the recognition item not to exceed $40.00 in cost to the District.
• A recognition item upon the end of service by a Board member not to exceed $20.00 each in cost to the District.
• A recognition item for the president of the Board of Directors upon completion of service as president, not to exceed $25.00 in cost to the District.
• Staff welcome and appreciation breakfast or lunch which Board members and employees attend (a limited number of invited community members may be invited also), once per school year, to recognize employee contributions and to promote communication between Board members, administrators, and other staff members, with the cost of the breakfast to the District not to exceed $12.00 per attendee.
• Meals for licensed interviewees (and if the interviewee is an administrative candidate, the interviewee’s spouse) and members of the interview committee accompanying the interviewee at the time of an interview not to exceed $15.00 per attendee if the interview extends over lunch and/or dinner.
• Meals on-site during staff development (in-service) meetings, committee meetings, and meetings hosted at Urbandale with the costs of the meals to the District not to exceed $12.00 per attendee. This is to promote a more efficient day so that staff members and attendees do not leave the premises.
• Light meals may also be served to Board members, the administrators, and other school personnel required to be present at Board meetings if the meetings are called prior to 6:00 p.m., or if they go unusually long, in order to enable the Board to continue with business without interruption, with the cost to the District not to exceed $12.00 per attendee.
• A volunteer appreciation function which Board members, employees, and volunteers may attend once a year to recognize the contributions of volunteers with the cost not to exceed $9.00 per attendee and where tokens of appreciation may be given to volunteers not to exceed $10.00 per volunteer in cost to the District.

The Board of Directors also authorizes the expenditure of District funds for coffee and soft drinks in the school buildings. Coffee, soft drinks, light refreshments, such as cookies, may also be made available at Board and committee meetings to promote a welcoming environment and as a common courtesy for individuals who travel to the District building for attendance at District meetings and conferences.

No District funds will be used to pay the cost of any alcoholic beverage and no alcoholic beverage will be available on school grounds.

 

 

Approved:    September 2007
Reviewed:    October 2019

 

General Fund Budget

The District shall prepare an annual 5-year general fund budget forecast that includes estimates of unspent authorized budget (spending authority), as well as restricted, assigned and unassigned fund balances available at the end of each fiscal year.  The estimates shall be prepared utilizing scenarios for likely State Supplementary Assistance (SSA) rates and enrollment projections.  The projections shall include estimates of property tax rates and income surtax rates, if applicable.

Monthly Update

The School Business Official/Board Secretary shall report monthly to the Board as to actual revenue and expenditures for the month and year-to-date, as compared to budgeted revenues and expenditures and compared to historical revenues and expenditures (both in dollar amounts and percentages), for each fund maintained by the District.  The School Business Official/Board Secretary shall provide context with respect to current year variances between budgeted and historical revenues and expenditures.

Budget Amendments

The District shall amend the certified budget, when necessary, at the earliest practical date after receipt of knowledge indicating that the budget must be amended and prior to any statutory deadline.  Monthly budget reports shall include amended amounts at the earliest possible date after the receipt of knowledge indicating that the budgets must be amended.

Assigned and Unassigned General Fund Balance

The District’s goal for its assigned plus unassigned general fund balance at June 30 is a minimum of 15 percent of that year’s revenue.  The District will annually certify a cash reserve levy if needed to restore, reach and/or sustain the desired fund balance.  A fund balance of a minimum of 15 percent helps the District to achieve the highest possible credit ratings from bond rating agencies. Higher credit ratings are directly related to lower interest rates on long-term debt issued by the District.  Sufficient fund balances also eliminate short-term borrowings and related interest expense in the general fund and protect the District if the State of Iowa reduces funding mid-year.  A report on meeting this target will be made annually to the Board.

Unspent Budget Authority

The Unspent Budget Authority is the remaining legal spending authority at the end of the fiscal year.  The District’s Unspent Budget Authority at June 30 shall be no less than 5 percent with target of 7.5 percent and a maximum of 10 percent of its general fund budget (spending) authority.  The calculation shall divide the Unspent Budget Authority by the Maximum Authorized Budget to determine the percentage.  Maintaining an adequate Unspent Budget Authority provides legal authority to spend the undesignated, unreserved fund balance. A report on meeting this target will be made annually to the Board.

Contingency

The District shall prepare a budget that includes a contingency of at least .3 percent of the general fund budgeted expenditures.

Modified Supplemental Amount  

The District shall solicit from the School Budget Review Committee additional Modified Supplemental Amount (spending authority) where it may be available for items such as special education deficit, increasing enrollment, budget guarantee, open enrollment not on prior year count, English Language Learner, and any other lawful purposes. The Board shall be provided a resolution to approve the maximum request authorized. Any award of Modified Supplemental Amount may be levied as a cash reserve levy, in full, in the next available budget year. For recurring program deficits that are predictable and estimable, the District shall levy

in advance for the immediately succeeding year as part of the general cash reserve levy if the deficit causes the estimated assigned and unassigned to fall below the minimum required. Grants of spending authority not funded by the state or other sources may ultimately be levied against property taxes. 

Approved:  September 2007
Reviewed:  December 2019
Revised:     January 2020

 

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

It shall be the responsibility of the School Business Official/Board Secretary to include the resolution in the minutes of the meeting.

 

 

Approved:    September 2007
Reviewed:    October 2019

 

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

It shall be the responsibility of the School Business Official/Board Secretary to make recommendations to the Board regarding transfers and to provide the documentation justifying the transfer.

 

 

Approved:    September 2007
Reviewed:    October 2019

 

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

Governmental Fund Type:                                                        Fiduciary Funds:

 - General fund                                                                          - Trust or agency funds

 - Special revenue fund                                                                  --Expendable trust funds

      --Management levy fund                                                          --Nonexpendable trust funds

      --Physical plant and equipment levy fund                                --Agency funds

      --Public education and recreation levy fund                             --Pension trust funds

      --Student activity fund

  - Capital projects fund                                                             Account Groups:

 - Debt service fund                                                                    - General fixed assets account group

    --Sales tax fund                                                                      - General long-term debt account group

 

Proprietary Fund Type:

 - Enterprise fund

      --School nutrition fund

      --Child care fund

 - Internal service fund

 

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

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

The Superintendent is responsible for implementing this policy and shall bring necessary changes needed to maintain the District’s financial records to the Board’s attention.

 

 

Approved:    September 2007
Reviewed:    October 2019

 

Prior to certification of the budget, the Board will review the projected revenues and expenditures for the District and make adjustments to carry out the education program within the projected revenues.

A budget for the District shall be prepared annually for the Board’s review.  The budget shall include the following:

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

The Superintendent and School Business Official/Board Secretary shall be responsible for annual preparation of the budget for review prior to the April 15 deadline. The Board shall adopt and certify a budget for the operation of the District to the county auditor by April 15. The School Business Official/Board Secretary will be responsible for filing the adopted and certified budget with the county auditor and other proper authorities.

Prior to the Board adopting the proposed budget by the Board, the public shall be apprised of the proposed District budget, and members of the community shall have an opportunity to review and comment on the proposed budget. An annual public hearing shall be held each year in sufficient time to file the adopted budget no later than April 15. The School Business Official/Board Secretary will be responsible for publishing the proposed budget and the time and place for the public hearing at least 10 but no more than 20 days prior to the public hearing.

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

The Superintendent and School Business Official/Board Secretary shall be responsible for bringing any budget amendments to the Board in sufficient time to allow filing the amendment with the county auditor no later than May 31 of each year. The Superintendent shall be responsible for ensuring the District operates within the budget.

 

 

Approved:    September 2007
Reviewed:    October 2019

 

District funds in excess of current needs shall be invested in compliance with this policy.  The goals of the District’s investment portfolio in order of priority are:

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

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

District funds are monies of the school District, including operating fund dollars.  General funds of the District are funds which are reasonably expected to be used during a current budget year or within fifteen months of receipt.  When investing operating funds, the investments must mature within three hundred and ninety-seven days (397) or less.  When investing funds other than operating funds, the investments must mature according to the need for the funds.

The Board authorizes the School Business Official/Board Secretary to invest funds in excess of current needs in the following investments:

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

It shall be the responsibility of the School Business Official/Board Secretary to oversee the investment portfolio in compliance with this policy and the law.

The School Business Official/Board Secretary shall be responsible for reporting to and reviewing with the Board at its regular meetings the investment portfolio's performance, transaction activity and current investments. 

It shall be the responsibility of the School Business Official/Board Secretary to deliver a copy of this policy to the District’s depositories, auditor and outside persons doing investment business with the District.

The Superintendent, in conjunction with the School Business Official/Board Secretary, shall develop a system of investment practices and internal controls over the investment practices.  The investment practices shall be designed to prevent losses, to document the officers' and employees' responsibility for elements of the investment process, and address the capability of the management.

 

 

Approved:    September 2007
Reviewed:    October 2019

 

The Board shall accept gifts, grants, and bequests to the District when those will further the interests of the District, as determined by the Board. 

Gifts, grants, and bequests shall be approved by the Board.  Upon approval, the District shall provide the donor with a letter of thanks, which identifies the gift and serves as record for tax purposes.

All gifts, grants, and bequests accepted by the Board on behalf of the District become the property of the District. 

 

 

Approved:    September 2007
Reviewed:    October 2019

 

Revenue raised by students or from student activities shall be deposited and accounted for in the student activities fund. This revenue is the property of and shall be under the financial control of the Board.  Students may use this revenue for purposes approved by the Superintendent. 

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

It shall be the responsibility of the School Business Official/Board Secretary to keep student activity accounts up-to-date and complete.

Any unencumbered class or activity account balances will automatically revert to the activity fund of the school when a class graduates or an activity is discontinued.

 

 

Approved:    September 2007
Reviewed:    October 2019
Revised:        October 2019

 

The Board supports economic development in Iowa, particularly in the District community. As permitted by law, purchasing preference will be given to Iowa goods and services from locally-owned businesses located within the District or Iowa-based companies if the cost and other considerations are relatively equal and meet the required specifications. However, when spending federal Child Nutrition Funds, geographical preference is allowed only for unprocessed agricultural food items. Other statutory purchasing preferences will be applied as provided by law, including goals with regard to procurement from certified targeted small businesses, minority-owned businesses, and female-owned businesses.

Goods and Services
The Board shall enter into goods and services contract(s) as the Board deems to be in the best interest of the District. It shall be the responsibility of the Superintendent to approve purchases, except those requiring Board approval or as provided by in law. The Superintendent may coordinate and combine purchases with other governmental bodies to take advantage of volume price breaks. Joint purchases with other political subdivisions will be considered in the purchase of equipment, accessories, or attachments with an estimated cost of $50,000 or more.

Purchases for goods and services shall conform to the following:

• The Superintendent shall have the authority to authorize purchases without prior Board approval and without competitive request for proposals, quotations, or bids for goods and services up to $55,000.
• For goods and services costing at least $3,500 and up to $135,000 informal bidding, the Superintendent shall receive proposals, quotations, or bids for the goods and services to be purchased prior to Board approval. The quotation process may be informal, and include written or unwritten quotations.
• For goods and services exceeding $3,500 the competitive Request for Proposal (RFP) or Competitive Bid process shall be used and received. RFPs and bids are formal, written submissions via sealed process.

In the event that only one quotation or bid is submitted, the Board may proceed if the quotation or bid meets the contract award specifications.

The contract award shall be based on the total cost considerations including, but not limited to the following:

• The cost of the goods and services being purchased;
• Availability of service and/or repair;
• The targeted small business procurement goal and other statutory purchasing preferences; and
• Other factors deemed relevant by the Board.

Food Service Department Purchasing

Food service department purchasing shall conform to the following:

• The Superintendent shall have the authority to authorize purchases without prior Board approval and without competitive request for proposals, quotations, or bids for goods and services up to $3,500.
• For goods and services costing at least $3,500 and up to $135,000, the Superintendent shall receive informal bids for proposals, quote, or bids for the goods and services to be purchased prior to Board approval. The quote process may be informal and include written or unwritten quotations.
• For goods and services exceeding $135,000, the competitive Request for Proposal (RFP) or Competitive Bid Process shall be used and received prior to Board approval. RFPs and bids are formal, written submissions.

In the event that only one quote or bid is submitted, the Board may proceed if the quote or bid meets the contract award specifications.

The contract award shall be based on the total cost considerations including, but not limited to the following:

• The cost of the goods and services being purchased;
• Availability of service and/or repair;
• The targeted small business procurement goal and other statutory purchasing preferences; and
• Other factors deemed relevant by the Board.

Purchases using federal child nutrition funds shall be made in accordance with procurement procedures required by law.

The thresholds and procedures related to purchases of goods and services do not apply to public improvement projects.

Public Improvements
The Board shall enter into public improvement contract(s) as the Board deems to be in the best interest of the District. Public improvement means “a building or construction work which is constructed under the control of a governmental entity and is paid for in whole or in part with funds of the governmental entity, including a building or improvement constructed or operated jointly with any public or private agency.”

The District shall follow all requirements, timelines, and processes detailed in Iowa law related to public improvement projects. The threshold regarding when competitive bidding or competitive quotes are required shall be followed. Competitive bidding is required for public improvement contracts exceeding the minimum threshold stated in law. Competitive quotes are required for public improvement projects that exceed the minimum threshold amount stated in law, but do not exceed the minimum set for competitive bidding. The Board shall approve competitive bids and competitive quotes. If the total cost of the public improvement does not warrant either competitive bidding or competitive quotes, the District may nevertheless proceed with either of these processes.

The award of all contracts for the public improvement shall be awarded to the lowest responsive, responsible bidder. In the event of an emergency requiring repairs to a school District facility that exceed bidding and quote thresholds.

The Superintendent may develop an administrative process to implement this policy.

 

 

Approved:    September 2007
Reviewed:    October 2019
Revised:        October 2019

 

The Board authorizes the issuance of warrants for payment of claims against the school District for goods and services.  The Board will allow the warrants after the goods and services have been received and accepted in compliance with Board policy and the claims audited by the Board.

Claims for items pursuant to the terms of a written contract approved by the Board, such as payment of freight, athletic officials, express, postage, printing, water, lights, telephone, rents, and payment of salaries may be paid by the School Business Official/Board Secretary prior to formal audit and approval by the Board. In addition, the School Business Official/Board Secretary, upon approval of the Board President, may issue warrants for approved registrations, claims offering a discount for early payment, approved travel expenses, approved goods and services delivered C.O.D., and other verified bills filed with the School Business Official/Board Secretary when the Board is not in session prior to payment of these claims and prior to audit and approval by the Board. The School Business Official/Board Secretary shall examine the claims and verify bills.

The School Business Official/Board Secretary shall determine that the claims presented to the Board are in order and are legitimate expenses of the District. It shall be the responsibility of the School Business Official/Board Secretary to bring claims to the Board for approval. Hereafter, paid claims shall be entered on record in the regular minutes of the School Business Official/Board Secretary.

The Board President and School Business Official/Board Secretary may each sign warrants by use of an electronic signature or rubber stamp corresponding to their own signature.

 

 

Approved:    September 2007
Reviewed:    December 2019
Revised:        December 2019

 

The School Business Official/Board Secretary shall report to the Board each month the receipts, disbursements, and balances of the various funds. This report shall be in written form and sent to the Board with the agenda for the Board meeting.

Each month the schedule of bills allowed by the Board shall be published in a newspaper designated as a newspaper for official publication by the School Business Official/Board Secretary. Annually, the total salaries paid to employees regularly employed by the District shall also be published in a newspaper designated as a newspaper for official publication.

The Board shall cause to have published the proceedings of each regular or special meeting after the adjournment of such meetings. The School Business Official/Board Secretary shall furnish a copy of the proceedings within two (2) weeks following the adjournment of the meeting.

 

 

Approved:    September 2007
Reviewed:    October 2019

 

To review the funds and accounts of the District, the Board shall employ an auditor to perform an annual audit of the financial affairs of the District.  The Superintendent shall use a request for proposal procedure in selecting an auditor.  The Administration shall cooperate with the auditors. Such annual audit reports shall remain on permanent file in the Administration office of the District.

 

 

Approved:    September 2007
Reviewed:    October 2019

 

School District records shall be housed in the central administration office of the District.  It shall be the responsibility of the Superintendent to oversee the maintenance and accuracy of the records.  The following records shall be kept and preserved according to the schedule below:

• Secretary's financial records...................................................... Permanently
• Treasurer's financial records...................................................... Permanently
• Minutes of the Board of Directors.............................................. Permanently
• Annual audit reports................................................................... Permanently
• Annual budget............................................................................ Permanently
• Permanent record of individual pupil.......................................... Permanently
• Records of payment of judgments against the school District....20 years
• Bonds and bond coupons.......................................................... 10 years
• Written contracts........................................................................ 10 years
• Cancelled warrants, check stubs, bank statements, bills,
  invoices, and related records....................................................... 5 years
• Recordings of closed meetings.................................................... 1 year
• Program grants........................................................................... As determined by the grant
• Nonpayroll personnel records...................................................... 7 years
• Payroll records............................................................................. 3 years

Employees' records shall be maintained in the central administration office of the District by the Superintendent, the building administrator, the employee's immediate supervisor, and the School Business Official/Board Secretary.

An inventory of the furniture, equipment, and other nonconsumable items other than real property of the District shall be conducted annually under the supervision of the Superintendent.  This report shall be filed with the School Business Official/Board Secretary. A perpetual inventory shall be maintained on consumable property of the District.

The permanent and cumulative records of students currently enrolled in the District shall be maintained in the administration office of the attendance center where the student attends. Permanent records must be preserved in a manner safe from destruction by fire or other natural disaster. The building administrator shall be responsible for keeping records current.  Records of students who have graduated or are no longer enrolled in the District shall be preserved and will be maintained by the Superintendent.

The Superintendent may electronically store and/or backup or use other reliable mass storage method to preserve District records and may destroy paper copies of the records if they are more than three years old.

 

 

Cross Reference:         
206.3   Secretary-Treasurer
218      Board of Directors' Records
401.6   Employee Records
506      Student Records
901.1   Public Examination of School District Records

Approved:    September 2007
Reviewed:    October 2019
Revised:        October 2019

 

The Board will maintain a comprehensive insurance program to provide adequate coverage against major types of risk, loss, or damage, as well as legal liability.  The Board will purchase insurance at replacement values, when possible, after reviewing the costs and availability of such insurance.  The comprehensive insurance program shall be reviewed once every three years.  Insurance will only be purchased through legally licensed Iowa insurance agents.

The District will assume the risk of property damage, legal liability, and dishonesty in cases in which the exposure is so small or dispersed that a loss does not significantly affect the operation of the education program or financial condition of the District.

Insurance of buildings, structures, or property in the open will not generally be purchased to cover loss exposures below $1,000 unless such insurance is required by statute or contract. 

The Board may retain a private organization for fixed assets management services. 

Administration of the insurance program, making recommendations for additional insurance coverage, placing the insurance coverage and loss prevention activities shall be the responsibility of the Superintendent.  The School Business Official/Board Secretary shall be responsible for maintaining the fixed assets management system, processing claims and maintaining loss records.

 

 

Cross Reference:         
205.2   Board Member Liability
804      Safety Program

Approved:    September 2007
Reviewed:    October 2019

 

The District will operate a school nutrition program in each attendance center.  The school nutrition program will include hot breakfast and lunches through participation in the National School Lunch Program and supplementary foods for students during the school day.  Students may bring their own food from home and purchase milk or juice and other incidental items.

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

The school nutrition program is operated on a non-profit basis.  The revenues of the school nutrition program will be used only for paying the regular operating costs of the school nutrition program.  Supplies of the school nutrition program shall only be used for the school nutrition program.

The Board will set, and periodically review, the prices for school meals and special milk programs.  It shall be the responsibility of the Superintendent to make a recommendation regarding the prices of school meals and milk. Employees, students, and others are required to pay for meals and food consumed.

It shall be the responsibility of Food Service Director to administer the program and to cooperate with the Superintendent for the proper functioning of the school nutrition program.

 

 

Approved:    September 2007
Reviewed:    October 2019
Revised:        October 2019

 

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

It shall be the responsibility of the Food Service Program Director to determine if a student qualifies for free or reduced cost school food services.  Students will not be denied the school nutrition program services simply because the paperwork has not been completed.

It shall be the responsibility of the Superintendent to develop administrative regulations for implementing this policy.

 

 

Approved:    September 2007
Reviewed:    October 2019

 

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

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

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

• Transportation from the student's residence to the location of the special education program and back to the student's residence or child care placement for students below the age of six.
• Special assistance or adaptations in getting the student to and from and on and off the vehicle, en route to and from the special education location.
• Reimbursement of the actual costs of transportation when, by mutual agreement, the parents provide transportation for the student to and from the special education location.

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

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

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

 

 

Approved:    September 2007
Reviewed:    October 2019
Revised:        October 2019

 

The Board, at its discretion, may provide District transportation for extracurricular activities including, but not limited to, transporting student participants and other students to and from extracurricular events.

Students participating or attending extracurricular events, other than those held at District facilities, may be transported to the extracurricular event by District vehicles or by another means approved by the Superintendent or designee. 

Students who are provided transportation in District vehicles for extracurricular events shall ride both to and from the event in the District vehicle unless arrangements have been made with the building principal prior to the event.  A student's parent may personally appear and request to transport the student from a school-sponsored event in which the student traveled to the event in a District vehicle.

 

 

Approved:    September 2007
Reviewed:    October 2019
Revised:        October 2019

 

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

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

 

 

Approved:    September 2007
Reviewed:    October 2019

 

Only in unusual circumstances will the Board make District vehicles available by contract and using District drivers to local nonprofit entities which promote cultural, educational, civic, community, or recreational activities for transporting to and from nonschool-sponsored activities in the State.

In the event District vehicles are made available by contract and use District drivers to local nonprofit entities it shall be the responsibility of the Superintendent or designee to develop administrative regulations for application for, use of, and payment for using the District transportation vehicles.

 

 

Approved:    September 2007
Reviewed:    October 2019

 

The District shall conduct school bus safe riding practices instruction and emergency safety drills twice a year for students who utilize District transportation.

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

Transportation Director shall be responsible for instructing the proper techniques to be followed during an emergency, as well as safe riding practices. 

 

 

Approved:    September 2007
Reviewed:    December 2019

 

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

The final judgment as to when conditions are unsafe to operate will be made by the Superintendent. The Superintendent will be assisted by the Transportation Director.

Employees and parents will be notified by text or phone call when school is canceled or temporarily delayed. When school is canceled because of weather anywhere in the District, all schools will be closed.

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

Approved:  February 2022

Reviewed:  

Revised: