The board may engage the services of consultants or other personnel to study the needs of the school district's buildings and sites in providing the education program.  The results of these services will be considered in planning the education program and in making decisions about the improvement and acquisition of additional buildings and sites.

It is the responsibility of the superintendent to make a recommendation to the board regarding the need for such services and who should perform such services for the board.

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

Cross Reference:           103 - Long-Range Needs Assessment

                                    103R1 - Long-Range Needs Assessment - Regulation

Approved    January 14, 2009                 Last Reviewed:  July 13, 2022

East Buchanan CSD Board Policy

Buildings and sites considered for purchase or construction by the board or currently owned by the school district and used for the education program must meet, or upon improvement be able to meet, the specifications set by the board.  The board will make this determination.

Prior to remodeling or other construction of buildings and sites, the board may appoint a committee of consultants, employees, citizens, or others to assist the board in developing the specifications for the new or improved buildings and sites.  These specifications will be consistent with the education program, and they will provide the architect with the information necessary to determine what is expected from the facility.  It is within the discretion of the board to determine whether a committee is appointed.

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

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

Legal Reference:           Cedar Rapids Community School District, Linn County v. City of Cedar Rapids, 252 Iowa 205, 106 N.W.2d 655 (1960).

                                    Iowa Code §§ Ch 26; 280.3, .14; 297; 544A.

Approved    January 14, 2009                

Last Reviewed  July 13, 2022

East Buchanan CSD Board Policy

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

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

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

Cross Reference:    212         Closed Sessions

                             705.1       Purchasing – Bidding

                             705.1R1  Purchasing–Bidding–Suspension and Debarment of Vendors and Contractors Procedure

                             705.1R2  Purchasing – Bidding – Using Federal Funds in Procurement Contracts

Approved    January 14, 2009                                 

Last Reviewed:  July 13, 2022

 East Buchanan CSD Board Policy

The school district buildings and sites, including the grounds, buildings and equipment, will be kept clean and in good repair.  Employees should notify the building principal when something is in need of repair or removal, including graffiti.

It is the responsibility of the superintendent to maintain the school district buildings and sites.  As part of this responsibility, a maintenance schedule is created and adhered to in compliance with this policy.

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

Cross Reference:    502.2    Care of School Property/Vandalism

                                502.5    Student Lockers

                                802.2    Requests for Improvements

                                804.1    Facilities Inspections

           Approved:    January 14, 2009                

  Last Reviewed :   July 13, 2022 

East Buchanan CSD Board Policy

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

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

Cross Reference:  802.1    Maintenance Schedule

                              802.3    Emergency Repairs

           Approved:  January 14, 2009                

   Last Reviewed: July 13, 2022

East Buchanan CSD Board Policy

In the event of an emergency requiring repairs, in excess of the state limit, to a school district facility are necessary to correct or control the situation and to prevent the closing of school, the provisions relating to bidding will not apply. 

It is the responsibility of the superintendent to obtain certification from the area education agency administrator stating such repairs in excess of the state limit were necessary to prevent the closing of school.

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

Legal Reference:   Iowa Code §§ 26.3,  280.3, .14; 297.8

Cross Reference:  705.1      Purchasing – Bidding

                              705.1R1  Puchasing-Bidding-Suspension & Debarment of Vendors & Contractors Procedure

                              705.1R2  Purchasing-Bidding-Using Federal Funds in Procurement Contracts

                              802.2       Requests for Improvements

           Approved:  January 14, 2009                 

  Last Reviewed:  July 13, 2022

East Buchanan CSD Board Policy

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 $5,000.  The Federal regulations governing school lunch programs require capital assets attributable to the school lunch program with a historical cost of equal to or greater than $500 be capitalized.  Additionally, capital assets are depreciated over the useful life of each capital asset. 

All intangible assets with a purchase price equal to or greater than $5,000 with useful life of two or more years, are included in the intangible asset inventory for capitalization purposes.  Such assets are recorded at actual historical cost and amortized over the designated useful lifetime applying a straight-line method of depreciation.  If there are no legal, contractual, regulatory, technological or other factors that limit the useful life of the asset, then the intangible asset needs to be considered to have an indefinite useful life and no amortization should be recorded.

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

Cross Reference:   709       Insurance Program

                               701.3    Financial Records

           Approved:  March 13, 2019                              

   Last Reviewed:  July 13, 2022

East Buchanan CSD Board Policy

The board recognizes the need for access to its buildings and sites by persons with disabilities.  School district buildings and sites currently in use will be altered to be accessible to persons with disabilities unless the alteration would cause an undue hardship for the school district.  Renovated and new buildings and sites will be accessible to persons with disabilities.

It is the responsibility of the superintendent, upon board approval, to take the necessary action to ensure school district buildings and sites are accessible to persons with disabilities.

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

                                42 U.S.C. §§ 12101 et seq.        

                                Iowa Code chs. 104A; 216

Cross Reference:    102       Equal Educational Opportunity

                                603.3    Special Education

            Approved:   January 14, 2009                

    Last Reviewed:  July 13, 2022

EAST BUCHANAN CSD BOARD POLICY

The board believes everyone should treat school district buildings and sites and property with respect for the benefit of the education program.  Users of school district property will treat it with care.  Employees discovering vandalism should report it to the building principal as soon as possible.

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

 Legal Reference:  Iowa Code § 279.8

Cross Reference:  502       Students Rights and Responsibilities

                              903.4    Public Conduct on School Premises

            Approved:  January 14, 2009                                                           

   Last Reviewed:  July 13, 2022

EAST BUCHANAN CSD BOARD POLICY

In concert with the board's goal to utilize public funds in an effective and efficient manner, employees and students will practice energy conservation methods when utilizing the school district's buildings and sites.  These methods include, but are not limited to, turning off lights and equipment when not in use, reducing the temperature of the facility, particularly when it is not in use, and keeping windows and doors properly closed or open, depending upon the weather.

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

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

Cross Reference:   700       Purpose of Noninstructional and Business Services

            Approved:  January 14, 2009                

   Last Reviewed:  July 13, 2022

EAST BUCHANAN CSD BOARD POLICY

School property, such as equipment, furnishings, 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 having a value of less than $5,000 will be sold or disposed of in a manner determined by the board.  One or more of the following may be used:  EB website, newspapers, or other postings.  However, the sale or disposition of equipment, furnishings or supplies disposed of in this manner will be published in a newspaper of general circulation.

A public hearing will be held regarding the disposal of the equipment with a value of $5,000 or more prior to the board's final decision.  The board will adopt a resolution announcing the proposed sale and will publish notice of the time and place of the public hearing and the description of the property will be in the resolution.  Notice of the public hearing will be published at least once, but not less than 10 days and not more than 20 days, prior to the hearing date unless otherwise required by law.  Upon completion of the public hearing, the board may dispose of the equipment.

It is the responsibility of the superintendent to make a recommendation to the board regarding the method for disposing of equipment of no further use to the school district.

Legal Reference:   Iowa Code §§ 297.22-.25

Cross Reference:  704       Revenue

                              705.1    Purchasing - Bidding

                              803       Selling and Leasing

           Approved:  February 11, 2009                                                      

   Last Reviewed:  July 13, 2022

Board Policy East Buchanan Community Schools

A program for annual inspection, in addition to those conducted by authorized agencies, of the equipment, facilities, and grounds will be conducted as part of the maintenance schedule for school district buildings and sites.  The results of this inspection will be reported to the board at its annual meeting.  Further, the board may conduct its own inspection of the school district buildings and sites annually.

 Legal Reference:  Iowa Code § 279.8

Cross Reference:  802   Maintenance, Operation and Management

            Approved:  February 11, 2009                                                 

    Last Reviewed:  July 13, 2022

EAST BUCHANAN CSD BOARD POLICY

The safety and security of the school community is paramount to East Buchanan CSD.  While there is no absolute guarantee of safety, it is the goal of the district to encourage and support a 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 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 operations 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 Building and Sites

            Approved:  March 13, 2019

   Last Reviewed:  July 13, 2022

EAST BUCHANAN CSD BOARD POLICY

Friable and nonfriable asbestos containing materials will be maintained in good condition and appropriate precautions will be followed when the material is disturbed.  If there is a need to replace asbestos it will be replaced with nonasbestos containing materials.  Each school building will maintain a copy of the asbestos management plan.

The school district will annually notify, appoint and train appropriate employees as necessary.

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

                              40 C.F.R. Pt. 763.84

                              Iowa Code §§ 279.52-.54

Cross Reference:  403.4  Hazardous Chemical Disclosure

                              802    Maintenance, Operation and Management

           Approved:  February 11, 2009               

   Last Reviewed:  July 13, 2022

EAST BUCHANAN CSD BOARD POLICY

District-Generated Recordings

The district believes in the importance of providing a safe and enriching learning environment possible for its students.  The district uses digital recording devices on school property including school transportation vehicles to help protect the safety of district students, employees and community members; and to safeguard district property which is funded using public resources.  Additionally, district-generated recordings of students engaging in the district’s educational and extracurricular programs can be essential to engage positively with the school community and promote the value of public education.

In order to balance privacy and safety interests, no recording devices will be utilized on district property where individuals maintain a reasonable expectation of privacy.  These areas include but are not limited to: the school nurse’s office, restrooms, locker rooms, changing areas, lactation spaces and employee break areas.

Recordings of students have the potential to be considered education records.  Any recordings will be maintained and accessed in compliance with the requirements of the Family Education Rights and Privacy Act and the district’s policy on student records. 

Recordings will be digitally maintained and stored for an appropriate amount of time to maintain the safety of the educational environment and to safeguard district property, after which they will be destroyed.  The superintendent or superintendent’s designee will establish any necessary regulations related to the secure storage, maintenance, viewing and destruction of digital recordings.

Non-District Generated Recordings

The use of non-district owned recording devices on school property and at school events will be regulated.  Students, parents and community members will not be permitted to take recordings of other students or employees during school hours unless the recording is authorized in advance by building administration.  Students and employees found to violate this policy will be subject to disciplinary measures consistent with board policy and applicable student and employee handbooks.  This policy will not be construed or enforced in a way that infringes on employee activity otherwise protected by law. 

It is important to foster a community spirit an  d 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:  September 8, 2021

Click on the link below to view and print the Parental Authorization and Release Form for the administration of a voluntary school supply of stock medication for life threatening incidents.

The district will create and the board will approve a plan to assess levels of radon gas present in district attendance centers.  Funding for any costs related to radon testing or mitigation will be paid from the state school foundation aid received to the district or from revenues received from the Secure an Advanced Vision for Education fund.  

Each district attendance center will undergo a short-term test for the presence of radon gas at least once by July 1, 2027.  Short-term test means a test using a device that remains in an area for two to seven days to determine the amount of radon in the air.  Repeated short-term testing 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-term test unless the district plans to abandon or renovate the attendance center within five years and renovation includes radon mitigation.  

All new school construction will include radon resistant construction techniques.  
 

Last Reviewed:  December 13, 2023

East Buchanan CSD