The Board of Directors shall make provisions for auxiliary services deemed needed to enhance the educational climate for all students. 

 

 

(April 18, 1983; July 15, 1991; July 7, 2003; May 2, 2011; June 23, 2014; November 18, 2019)

 

701.01: Depository of Funds

 

Each year at its annual meeting, the board will 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 will 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 is the responsibility of the board secretary to include the resolution in the minutes of the meeting. Note: While this policy is not mandatory, the content of it is.

 

Legal Reference: Iowa Code §§ 12C2; 279.33

 

Approved: December 18, 2023

Reviewed: December 18, 2023

Revised: December 18, 2023

Policy 701.05: Fiscal Management 

The Board recognizes its fiduciary responsibility to oversee the management of school district funds in keeping with the school district vision, mission and goals. To achieve this purpose, the board may engage in learning about the financial needs, operations and requirements of the district as appropriate for the board’s understanding of the district’s financial position. The Board also commits to engaging in annual financial goal setting for the district based upon measurable data and projections for the district. 

After the fiscal year has closed, the Superintendent or their designee will provide to the Board concise, timely, well organized financial data. The Board will exercise its oversight responsibilities by reviewing relevant PK-12 public education sector indicators to understand the financial trends of the district. 

The board will establish and review financial goals annually. The District will measure whether these goals were obtained as of June 30, but only after completion of the Certified Annual Report due September 15th each year. 

Providing the best possible educational experience for all students and meeting federal, state, and local academic goals for each student requires maximizing General Fund resources for use in the instructional program. The board may request from the School Budget Review Committee (SBRC) additional modified spending authority (MSA) where it may be available for items such as: 

• Special education deficit balances 

• Advances to support increasing student enrollment 

• Supports for students identified as English Learners 

• At risk / dropout prevention programming 

• Initial staffing associated with opening new buildings or programs 

• Any other lawful purpose 

Any award of modified supplement amount will be levied as a cash reserve based on the recommendation of the superintendent/designee and approved by the Board of Education in keeping with the fiscal management performance measures provided for in district policy. 

Legal Reference: Iowa Code §§ 257.7, 31; 279.8 

 

I.C. Iowa Code References

Iowa Code § 257.31

Iowa Code § 257.7

 

Approved:  February 6, 2023

Reviewed: February 6, 2023

Revised: February 6, 2023

 

701.05 R1 - Fiscal Management - Financial Metrics

The policy and rules and regulations for the transportation of students to and from school shall be in strict compliance with statutory provisions, State Department of Education regulations and rules, and regulations established and approved by the Board of Directors. 

Any individuals eligible for transportation services pursuant to state or federal law shall receive appropriate transportation services.  The board shall annually approve bus routes upon the recommendation of the superintendent and the transportation director.  Routes will be determined after considering the number of students to be transported in each area of the district, the seating capacity of the buses, the distance to be traveled, safety factors, efficiency and economy of the routes, and such other factors as deemed pertinent.  The superintendent or the superintendent’s designee may temporarily adjust routes as deemed necessary.

 

 

(April 18,1983; July 7, 2003; May 2, 2011; June 23, 2014; November 18, 2019)

 

Elementary students are legally eligible for transportation if they live more than two (2) miles from the school designated for attendance, and secondary students are entitled if they live more than three (3) miles.

Transportation of students who require special education services will 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 weighting plan.

Transportation of a student to and from a special education support service is a function of that service, and is 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 school 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 and back to the student’s residence, or childcare 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.
• Reimbursement of the actual costs of transportation when by mutual agreement the parents provide transportation for the student to and from the special education.

The school 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 school district when conditions deem it advisable.  It is 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 school district.  Parents, who transport their children at the expense of the school district, are reimbursed at the rate per mile set by the state. 

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

Students residing within corporate limits are not entitled to transportation to and from school except under the following conditions:

1. Transportation is provided from the elementary attendance center and Middle School building to the High School attendance center for all High School pupils residing within the corporate limits of any town within the district.
2. The board may at their discretion, provide transportation for resident elementary children who live within corporate limits, if it is proven that extreme safety hazards exist.  Transportation is provided from present attendance centers for all students attending school within the corporate limits of a town other than that within which they reside, except all high school students will be transported to the High School building.
3. School bus transportation for students participating in after school activities is available to the attendance centers located in Chelsea, Tama, and Toledo as well as to the community of Montour.
4. Special transportation may be provided for any pupil whose handicap for subsequent special education service requires him/her to be transported to and from or in and about school.
5. A parent or guardian of an elementary student whose residence is more than two (2) miles away may request that a licensed child day care facility be designated for pick-up and delivery of their child.  The request shall be for a period of at least one semester and may not be submitted more than twice during a school year.

 

 

(April 18, 1983; December 16, 1991; June 16, 1997; May 20, 2002; July 7, 2003; May 2, 2011; June 23, 2014; November 18, 2019)

 

I.          Route Transportation for Non-Eligible Students

Students who are not already eligible for bus transportation may avail themselves to bus route transportation, provided that each of the following conditions is met:

1.   Parents or guardians provide a written request for transportation stating the date(s) and locations desired for pick-up and/or delivery.
2.   No added mileage is required along existing bus routes.
3.   There is existing space available on the bus route being requested.
4.   The student’s conduct and behavior remains satisfactory.
5.   Requested areas for stops must meet required standards for safety in the opinion of transportation employees who are charged with making those judgments.
6.   The parent or guardian assumes responsibility to assure that children are promptly available for pick-up and adequately supervised upon delivery.

 

II.        Discipline

Students who are unruly on the bus may be temporarily denied bus transportation after the building principal has had contact with the parent or guardian.

 

III.       Distance from School

Distance from school or to a bus route shall be measured on the public highway only and over the most passable and safest route as determined by the Board of Directors, starting on the roadway opposite the private entrance to the residence of the pupil and ending in the roadway opposite the entrance to the school grounds or designated point on his route.  Determination of distance shall be made by the Director of Transportation.

 

IV.       Bus Stops or Pickup

Each year the Director of Transportation will establish the routes listing all bus stops.  No other stops will be approved except by the Board of Education. 

 

V.        Inter-District Bus Transportation

Any student in the district may ride a bus between attendance centers without a pass.

 

 

(November 21, 1988; December 16, 1991; July 7, 2003; May 2, 2011; June 23, 2014; November 18, 2019)

 

School district vehicles 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 school district and may change quickly, the best judgment possible will be used with the information available.

The superintendent or his/her designee will make the final judgment as to when to temporarily suspend bus services because of inclement weather or other emergencies make conditions unsafe.    The judgment will be assisted by the transportation supervisor and “on location” reports of drivers.  It is the driver’s responsibility to report road conditions.  If radio contact is not possible, the driver will proceed to the next stop which does not present a hazard and make telephone contact personally, with the assistance of a student rider, monitor, or other person.  When conditions deteriorate during the day, after school has begun, school may be canceled and students sent home.

Drivers, principals, and parents will be notified by designated commercial radio and TV stations when school and transportation is canceled or delayed.

If we have inclement weather where any individual driver determines that he/she does not have at least 300 feet of visibility in a pick up or drop off zone, he/she should try and do the following:

1. When picking up a student pull in the driveway of the place of residence and make the pick up off of the highway, turn around in the homestead and proceed on to the next stop and repeat the above if it happens in another pick up or drop off zone.

2. If unable to pull into the driveway and turn around, the driver should continue and not stop but notify the transportation manager by radio that this family was passed up due to unsafe conditions.

3. If the driver believes conditions are unsafe to continue, the driver should pull off the roadway, alert the transportation manager, and wait until conditions improve or until assistance or direction is provided. 

 

 

(April 18, 1983; July 15, 1991; June 15, 1992; June 20, 1994; July 7, 2003; May 2, 2011; June 23, 2014; November 18, 2019)

 

I.          General Considerations

Specific uses of school vehicles for the following is authorized in order listed:

1. To cooperate with civil and military authorities in case of a disaster preparedness plan.
2. The daily and regular transportation of students to and from school, the transportation of school lunches and such incidental transportation of board members, staff and parents as may arise.
3. To and from school sponsored activities when under the directions of a qualified member of the staff.  If the faculty member is an approved school bus driver, he/she can act both as a driver and faculty sponsor.
4. To facilitate the operation of school sponsored summer educational and extra-curricular programs.
5. Use by non-school sponsored groups and individuals.

The school vehicles shall not be used for activities except those planned and supervised by school authorities.  Every effort shall be made to use local school vehicle transportation whenever a group of students is transported.

 

II.        Non-School Sponsored Groups and Individuals Considerations

The school district will make school vehicles available to non-school groups when it does not interfere with the regular educational program or activity program of the students of the school system, and buses with qualified drivers are available.  The following terms and purposes will be observed:

1. Adult “Pep” Buses:  School bus transportation may be used for adults, as spectators to attend those events outside the regular school day in which STC students are participating provided that at least 20 adults are transported on each bus.  Each adult is to be charged a fee sufficient to reimburse the district for the cost as indicated below.

   Elementary or preschool age children may ride the adult pep bus at the regular student rate provided that they are accompanied by their own parent or guardian.

2. Rental for Non-School Purposes (in order of priority):

   a.  

   For students who regularly attend STC district when the purpose of the sponsorship is primarily non-profit (Example: 4H groups, etc.).
   b.  For senior citizen groups when the purpose of the sponsorship is primarily non-profit.
   c.  For other adult groups when the purpose of the sponsorship is primarily non-profit and the sponsoring individual or group is non-profit in nature.
   d.  Non-profit groups in a fund raising endeavor, and for profit commercial enterprises activities judged acceptable by the administration.  Fees calculated in this category shall be multiplied by 1.25 (or 125% of actual costs).  The administration may elect to negotiate an alternative fee above estimated costs for special purposes and long-term regular use.

Non-school groups have the following restrictions placed on their use of school vehicles:

1. School vehicles may not be scheduled for use by individuals or groups who have past-due accounts for past facility or bus rental fees or assessments.

2. Rental of school vehicles may be denied for selected occasions, such as holidays, if necessary school personnel are not available.

3. School vehicles can only be used if an adult resident of the district signs an agreement to pay the required fees, to accept liability for all damages and personal injury resulting from and during the usage, and to adhere to regulations established by the administration.  The Board of Directors shall be the sole judge of unwarranted destruction of property or damages.

4. School vehicles can only be used if a school employee or other adult, judged to be qualified by the administration, is available to take responsibility for supervision.  When costs are involved, the organization or individual arranging for use shall pay for supervision.  If non-school sponsored student groups are permitted to use facilities, they may be required to pay the cost of adult supervision.  Employees of the school who are paid extra for supervision of facilities must be paid by the district and the district may be reimbursed by the organization/individual using the facilities.

5. It will be the responsibility of the organization renting the school vehicles to refuse admission to the school vehicles to person or persons who may be under the influence of drugs or alcohol.

6. The use of a school vehicles is restricted for purposes accepted by the administration as being in good taste.  Good taste will include a judgment of community acceptability, timing, etc.

7. Use of school vehicles may be denied if the use would cause the district to require a school employee to work on a Sunday morning.

8. The administration may deny the use of school vehicles when it might interfere with higher priority use, when it might interfere with required maintenance or cleaning, when safety or supervisions provisions cause concern, when the nature of the activity causes concern or is not clearly defined, or when energy costs indicate the fees would be insufficient to cover costs.

9. School vehicles will not normally be rented to groups or individuals who reside outside the South Tama County District, and buses will not normally be rented unless those to be transported are primarily residents of South Tams County District.

Non-school groups interested in renting school transportation should contact the superintendent or his designee at least one week prior to the event.  The superintendent or his designee will direct the transportation and secure the driver.  Groups will pay the annual cost per mile as figured on the latest completed Annual Transportation Report.  Except for adult pep buses, an additional fee will be charged non-school groups to reimburse for the cost of driver salary, benefits, and expenses for non-driving time.  All payments will be made to the South Tama Community District.

All laws and rules pertaining to student transportation will be observed by non-school groups transported.

 

 

 (April 18, 1983; December 19, 1994; July 7, 2003 ; May 2, 2011; June 23, 2014; November 18, 2019)

 

I.          Requests for Field Trips

Requests for field trips should be made on a trip request form and should be approved by the Principal.  These requests should identify the grade and class and tell why the trip is being taken.  The number of students should be specified and the time for the bus to be at the building and the length of the trip and return time should also be listed.  Requests for transportation for field trips should be made Wednesday preceding the week of the trip.

Parents may be invited to accompany the class on a field trip.  They may be of some help in caring for the children and this practice helps to interpret the school program to parents.

Requests for field trips shall be directed to the principal and then to the Superintendent’s designee so bus travel may be arranged.

 

II.        Transportation for Field Trips

Certain school vehicles will be available for trips which can be taken between the hours of 9:00 A.M. – 3:00 P.M.  All activity and field trips should be made in the following conveyances only:

1. School bus or school-owned vehicles
2. Commercial Carrier
3. Passenger cars or other conveyances carrying one adult designated as the sponsor or chaperone.

Students arriving at any activity by means other than authorized by the school, are ineligible for that activity, and will not be allowed to participate unless previously approved by the appropriate event supervisor for good cause and in writing.

Each student is required to return from all activity trips by the same conveyance he/she used to arrive.  The only exception to this rule is that a parent may, upon written request, secure permission for the student to return with the parent.

The activity sponsor is responsible for the conduct of students to, from, and at the scheduled activity.

 

 

(April 18, 1983; July 15, 1991; May 17, 1999; July 7, 2003; May 2, 2011; June 23, 2014; November 18, 2019)

 

The school district may offer an after-school shuttle for eligible students in grades 6-12, to Chelsea/Vining, Montour, and to Tama.  The following guidelines shall apply to after school shuttles:

1. The minimum number of eligible students to authorize an activity shuttle will be one (1) student.

2. If an activity bus is scheduled for eligible students, then ineligible students may be permitted to ride, but a bus will not be scheduled if no eligible student is scheduled, and may be canceled without advance notice if no eligible student is scheduled to ride.

3. Eligible students are those who engage in STC sponsored activities requiring time after school and include:

• Students engaged in an STC activity (sports, fine arts, etc.) that are scheduled for practice or performance after school and end prior to the activity bus departure.
• Special occasions, not seasonal activities, related to a school class or activity which are verified by the teacher/sponsor (such as: group projects, rehearsals, etc.).
• Organized building level tutoring sessions for students (does not include staying after school as assigned by a specific teacher for work not completed.)

4. Ineligible students are students who delay transportation home for reasons other than a STC sponsored activity and includes:

• Students who voluntarily or involuntarily stay after school for discipline reasons or volunteer work not related to a class project or activity that is verified by a sponsor, coach, or teacher.  (NOTE:  Students detained after school for disciplinary reasons or make-up work may ride the shuttle if it is already scheduled.  If not, they will be given a choice of at least two dates in which his/her family can arrange alternate transportation.)
• Students who visit with friends after school, run personal or family errands, etc.
• Students who attend or participate in activities or functions that are not school related.
• Students who attend school activities as spectators.
• Students who hold after-school jobs or perform community service whether in the school or outside school.

5. For season activity (such as a sport) – a family whose eligible student participates will be expected to verify that the student will utilize the shuttle service.  The sponsor/coach of the activity is to notify school officials when it is known in advance that an activity will be suspended for a particular date(s).  The school must be notified by the family when it is known in advance that the student will temporarily or indefinitely cease using the shuttle service.

6. If a small number (to be determined by the administration) of students use a shuttle on a regular basis, the attendance center will notify transportation officials if all such students are absent on a given date so that the shuttle can be canceled.

7. For intermittent or special occasions – (such as rehearsals) the sponsor/coach/teacher will verify that eligible students wish to ride the shuttle and notify transportation, at least one full day in advance, of which eligible students are scheduled to ride on which date(s). 

 

 

(December 15, 1997; July 7, 2003; May 2, 2011; June 23, 2014; November 18, 2019)

 

Students utilizing school transportation will conduct themselves in an orderly manner fitting to their age level and maturity with mutual respect and consideration for the rights of the school vehicle driver and the other passengers.  Students who fail to behave in an orderly manner will be subject to disciplinary measures.

The driver will have the authority to maintain order on the school vehicle.  It is the responsibility of the driver to report misconduct to the transportation director and building administrator.

The board supports the use of video cameras on school vehicles used for transportation to and from school as well as for field trips, curricular, or extracurricular events.  The video cameras will be used to monitor student behavior and may be used as evidence in a student or employee disciplinary proceeding.  The videotapes are student or employee records subject to school district confidentiality, and applicable board policy.

Transportation privileges will be withdrawn and/or denied to any and all students who fail to conform to accepted standards of our handbooks, regulations and policies.  The superintendent, or designee, may suspend a student from bus transportation for misconduct related to bus transportation.  For gross misconduct or repeated misconduct following other forms of discipline, the superintendent may recommend to the Board that a student be suspended from bus transportation for a long term. 

 

 

(April 18, 1983; July 15, 1991; June 20, 1994; May 20, 1996; July 7, 2003; May 2, 2011; June 23, 2014; November 18, 2019)

 

The board supports the use of video/audio cameras on school transportation as a means to monitor and maintain a safe environment for students and employees.  The video/audio cameras may be used on buses or other school vehicles used for transportation to and from school, field trips, curricular events and extracurricular events.  The contents of the video/audio recordings may be used as evidence in a student or employee disciplinary proceeding.

Student and Employment Records

The content of the video/audio recordings may be a student or employment record subject to board policy and administrative regulations regarding confidential student and employment records.  If the video/audio recording is considered a student record, only those persons with a legitimate educational purpose may view the video/audio recordings.  In most instances, those individuals with a legitimate educational purpose may be the superintendent, building principal, transportation director, bus driver and special education staffing team.  A video/audio recording recorded 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 video/audio recording becomes the subject of a student or employee disciplinary proceeding, it will be treated like other evidence in the proceeding.

Notice

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

The South Tama County Community School District Board of Directors has authorized the use of video/audio cameras on school district buses.  The video/audio cameras will be used to monitor student behavior to maintain order on the school buses to promote and maintain a safe environment.  Students and parents are hereby notified that the content of the video/audio recordings may be used in a student disciplinary proceeding.  The content of the video/audio recordings are confidential student records and will be retained with other student records.  Video/audio recordings will only be retained if necessary for use in a student disciplinary proceeding or other matter as determined necessary by the administration.  Parents may request to view video/audio recordings of their child if the video/audio recordings are used in a disciplinary proceeding involving their child.

The following notice will also be placed on all school transportation equipped with a video/audio camera:

This vehicle is equipped with a video/audio monitoring system.

Review of Video/Audio Recordings

The school district may review video/audio recordings randomly.  The video/audio recordings may be recirculated for erasure after 10 school days.

Viewing of video/audio recordings is limited to the individuals having a legitimate educational purpose.  A written log will be kept of those individuals viewing the video/audio recordings stating the time, name of individual viewing, and the date the video recording was viewed.

Video/Audio Monitoring System

Video/audio cameras will be rotated randomly on school district transportation.

Determination of how video/audio cameras will be used and which school buses or vehicles will be equipped with video/audio equipment will be made by the superintendent in consultation with the building principals and transportation director.

Student Conduct

Students are prohibited from tampering with the video/audio cameras on the school buses or vehicles.  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.

 

 

(November 18, 2019)

 

The board recognizes that it has a role in reducing environmental pollutants and in assisting students and others to be free from pollutants that may impact their respiratory health. Unnecessary vehicle idling emits pollutants and wastes fuel. The board directs the superintendent, in conjunction with the Director of Transportation, to work on administrative regulations to implement this policy and reduce school vehicle idling time.

 

 

(December 6, 2010; May 2, 2011; June 23, 2014; November 18, 2019)

 

It is the goal of the South Tama County Community School District to provide the safest student transportation possible. The District requires that all students riding a school district bus equipped with seat belts or any school vehicle equipped with seat belts wear seat belts while the bus is in motion. Beginning in 2019-20, the District is purchasing school buses equipped with lap/shoulder seat belts, and the requirements of this policy will apply to students riding on said buses.

Drivers are not responsible and/or liable for students wearing seat belts while riding in any school vehicle. Drivers will instruct students to put on seat belts prior to the bus leaving a school.  Drivers will announce prior to the bus leaving that each student needs to be in their seat with the seat belt fastened.

Students who may require assistance in using seat belts should ask the bus driver for help so that all students are safely belted in their seats before the bus is in motion. All students will receive instruction on the proper use of seat belts during the twice-annual bus safety drills.

Students refusing to use seat belts create a safety concern for themselves and others, and are subject to school district disciplinary actions. Repeated refusal to wear seat belts can result in suspension from bus riding privileges.

 

 

(February 4, 2020)

 

704.02: Debt Management

 

DEBT LIMITS

Credit Ratings

The school district seeks to maintain the highest possible credit ratings for all categories of short- and long-term debt that can be achieved without compromising the delivery of services and the achievement of adopted objectives. The school district recognizes that external economic, natural, or other events may from time to time affect the creditworthiness of its debt. Nevertheless, the school district is committed to ensuring that actions within their control are prudent. 

 

Debt Limits

For general obligation debt, the school district’s outstanding debt limit shall be no more than five percent (5%) of the actual value of property within the school district’s boundaries, as prescribed by the Iowa constitution and statutory restrictions. 

For revenue debt, the school district’s goal is to provide adequate debt service coverage of at least 1.20 times the annual debt service costs.

In accordance with Iowa law, the school district may not act as a conduit issuer or issue municipal securities to raise capital for revenue-generating projects where the funds generated are used by a third party (“conduit borrower”) to make payments to investors. 

 

PURPOSES AND USES OF DEBT

Capital Planning

To enhance creditworthiness and prudent financial management, the school district is committed to systematic capital planning, intergovernmental cooperation and coordination and long-term financial planning. 

Capital Financing

The school district may issue long-term debt for capital projects as authorized by Iowa law, which include, but are not limited to, the costs of planning, design, land acquisition, buildings, permanent structures, attached fixtures or equipment, and movable pieces of equipment. Capitalized interest may be included in sizing any capital project debt issue. The types of debt instruments to be used by the school district include:

• General Obligation Bonds

• General Obligation Capital Loan Notes

• Bond Anticipation Notes

• Revenue Anticipation Notes

• School Infrastructure Sales, Services and Use Tax Revenue Bonds

• Lease Purchase Agreements, including Certificates of Participation

 

Working Capital Financing

The school district may issue debt for working capital for operations after cash flow analysis has determined that there is a mismatch between available cash and cash outflows. The school district shall strive to repay working capital debt by the end of the fiscal year in which the debt was incurred. A Working Capital Reserve may be included in sizing any working capital debt issue. 

 

Refundings 

Periodic reviews of all outstanding debt will be undertaken to determine if refunding opportunities exist. Refunding will be considered (within federal tax law restraints) if and when there is a net economic benefit of the refunding or if the refunding is otherwise in the best interests of the school district, such as to release restrictive bond covenants which affect the operations and management of the school district.

In general, advance refundings for economic savings will be undertaken when a net present value savings exceeds three percent of the refunded debt can be achieved. Current refundings, which produce a new present value savings of less than three percent will be considered on a case by case basis taking into consideration bond covenants and general conditions. Refundings with negative savings will not be considered unless there is a compelling public policy objective for doing so. 

 

DEBT STANDARDS AND STRUCTURE

Length of Debt

Debt will be structured for the shortest period consistent with a fair allocation of costs to current and future beneficiaries or users. Long-term debt will not be issued for periods exceeding the useful life or average useful lives of the project or projects to be financed. All debt issued will adhere to state and federal law regarding the length of time the debt may be outstanding. 

Debt Structure

Debt will be structured to achieve the lowest possible net cost to the school district given market conditions, the urgency of the capital project, the type of debt being issued, and the nature and type of repayment source. To the extent possible, the school district will design the repayment of its overall debt to rapidly recapture its credit capacity for future use. 

Generally, the school district will only issue fixed-rate debt. In very limited circumstances, the school district may issue variable rate debt, consistent with the limitations of Iowa law and upon a finding of the board that the use of fixed rate debt is not in the best interest of the school district and a statement of the reasons for the use of variable rate debt. 

All debt may be structured using discount, par or premium coupons, and as serial or term bonds or notes, or any combination thereof, consistent with Iowa law. The school district should utilize the coupon structure that produces the lowest True Interest Cost (TIC) taking into consideration the call option value of any callable maturities. 

The school district will strive to structure their debt in sinking fund installments for each debt issue that achieves, as nearly as practicable, level debt service within an issue or overall debt service within a particular classification of debt. 

Derivatives (including, but not limited to, interest rate swaps, caps, collars, corridors, ceiling and floor agreements, forward agreements, float agreements, or other similar financing arrangements), zero-coupon or capital appreciation bonds are not allowed to be issued consistent with State law. 

Decision Analysis to Issue Debt

Whenever the school district is contemplating the issuance of debt, information will be developed concerning the following four categories commonly used by rating agencies assessing the school district’s credit worthiness, listed below. 

Debt Analysis – Debt capacity analysis; purpose for which debt is proposed to be issued; debt structure; debt burden; debt history and trends; and adequacy of debt and capital planning. 

Financial Analysis – Stability, diversity, and growth rates of tax or other revenue sources; trend in assessed valuation and collections; current budget trends; appraisal of past revenue and expenditure trends; history and long-term trends of revenues and expenditures; evidences of financial planning; adherence to GAAP; audit results; fund balance status and trends in operating and debt funds; financial monitoring systems and capabilities; and cash flow

projections. 

 

Governmental and Administrative Analysis – Government organization structure; location of financial responsibilities and degree of control; adequacy of basic service provision; intergovernmental cooperation/conflict and extent of duplication; and overall planning efforts. 

Economic Analysis – Geographic and location advantages; population and demographic characteristics; wealth indicators; types of employment, industry and occupation; housing characteristics; new construction; evidences of industrial decline; and trend of the economy. 

 

DEBT ISSUANCE

Credit Enhancement

Credit enhancements (.i.e., bond insurance, etc.) may be used but only when the net debt service on the debt is reduced by more than the costs of the credit enhancement. 

 

Costs and Fees

All costs and fees related to issuing the debt will be paid out of debt proceeds and allocated across all projects receiving proceeds of the debt issue. 

 

Method of Sale

Generally, all school district debt will be sold through a competitive bidding process. Bids will be awarded on a TIC basis providing other bidding requirements are satisfied. 

The school district may sell debt using a negotiated process in extraordinary circumstances when the complexity of the issue requires specialized expertise, when the negotiated sale would result in substantial savings in time or money, or when market conditions of school district credit are unusually volatile or uncertain. 

 

Professional Service Providers

The school district will retain external bond counsel for all debt issues. All debt issued by the school district will include a written opinion by bond counsel affirming that the school district is authorized to issue the debt, stating that the school district has met all Iowa constitutional and statutory requirements necessary for issuance and determining the debt’s federal income tax status. The bond counsel retained must have comprehensive municipal debt experience and a thorough understanding of Iowa law as it relates to the issuance of the particular debt. 

The school district will retain an independent financial advisor. The financial advisor will be responsible for structuring and preparing all offering documents for each debt issue. The financial advisor retained will have comprehensive municipal debt experience, experience with diverse financial structuring and pricing of municipal securities. 

The treasurer shall have the authority to periodically select other service providers (e.g., escrow agents, verification agents, trustees, arbitrage consultants, rebate specialist, etc.) as necessary to meet legal requirements and minimize net debt costs. These services can include debt restructuring services and security or escrow purchases. 

Compensation for bond counsel, financial advisor and other service providers will be as economical as possible and consistent with industry standards for the desired qualification levels. 

 

DEBT MANAGEMENT

Investment of Debt Proceeds

The school district shall invest all proceeds received from the issuance of debt separate from the school district’s consolidated cash pool unless otherwise specified by the authorizing bond resolution or trust indenture. Investments will be consistent with those authorized by Iowa law and the school district’s Investment Policy to maintain safety of principal and liquidity of the funds. 

 

Arbitrage and Record Keeping Compliance

The treasurer shall maintain a system of record-keeping, reporting and compliance procedures with respect to all federal tax requirements which are currently, or may become applicable through the lifetime of all tax-exempt or tax credit bonds. 

Federal tax compliance, record-keeping, reporting and compliance procedures shall include not be limited to:

1. post-issuance compliance procedures (including proper use of proceeds, timely expenditure of proceeds, proper use of bond financed property, yield restriction and rebate, and timely return filing);

2. proper maintenance of records to support federal tax compliance;

3. investments and arbitrage compliance;

4. expenditures and assets;

5. private business use; and

6. designation of primary responsibilities for federal tax compliance of all bond financings.

 

Financial Disclosure

The school district is committed to full and complete financial disclosure, and to cooperating fully with rating agencies, institutional and individual investors, other levels of government, and the general public to share comprehensible and accurate financial information. The school district is dedicated to meeting secondary disclosure requirements on a timely and comprehensive basis, as promulgated by the Securities and Exchange Commission. 

The Official Statements accompanying debt issues, Annual Audits, and Continuing Disclosure statements will meet the standards articulated by the Municipal Securities Rulemaking Board (MSRB), the Government Accounting Standards Board (GASB), the Securities and Exchange Commission (SEC), Generally Accepted Accounting Principles (GAAP) and the Internal Revenue Service (IRS). The treasurer shall be responsible for ongoing debt disclosure as required by any Continuing Disclosure Certificate for any debt issue and for maintain compliance with disclosure standards promulgated by state and federal regulatory bodies

Legal Reference: Iowa Code §§ 74-76; 278.1; 298; 298A.

 

Approved: December 18, 2023

Reviewed: December 18, 2023

Revised: December 18, 2023

 

704.03: Investments

 

School district funds in excess of current needs are invested in compliance with this policy. The goals of the school 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 school district will 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. 

School district funds are monies of the school district, including operating funds. "Operating funds" of the school 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 or less. If, during the current budget year an amount of public funds will exceed operating funds by at least thirty-

three percent, the amount of public funds that exceed operating funds by greater than thirty-three percent may be invested in certificates of deposit at federally insured depository institutions which mature within sixty-three months or less, in accordance with state and federal laws. When investing funds other than operating funds, the investments must mature according to the need for the funds. 

 

The board authorizes the treasurer to invest funds in excess of current needs in the following investments.

• Interest bearing savings, money market, and checking accounts at the school district's authorized depositories;

• Iowa Schools Joint Investment Trust Program (ISJIT);

• Obligations of the United States government, its agencies and instrumentalities;

• Certificates of deposit and other evidences of deposit at federally insured Iowa depository institutions;

• Repurchase agreements in which underlying collateral consists of investments in government securities. The school district must take delivery of the collateral either directly or through an authorized custodian. Repurchase agreements do not include reverse repurchase agreements; 

• An open-end management investment company registered with the federal securities exchange commission and commonly referred to as a money market mutual fund. The money market mutual fund will use only the investments individually authorized by law for school districts.

 

It is the responsibility of the treasurer to oversee the investment portfolio in compliance with this policy and the law.

It is the responsibility of the treasurer to bring a contract with an outside person to invest school district funds, to advise on investments, to direct investments, to act in a fiduciary capacity or to perform other services to the board for review and approval. The treasurer will also provide the board with information about and verification of the outside person's fiduciary bond. Contracts with outside persons will include a clause requiring the outside person to notify the school district within thirty days of any material weakness in internal structure or regulatory orders or

sanctions against the outside person regarding the services being provided to the school district and to provide the documents necessary for the performance of the investment portion of the school district audit. Contracts with outside persons will not be based on the performance of the investment portfolio. 

 

The treasurer is responsible for reporting to and reviewing with the board at its regular meetings the investment portfolio's performance, transaction activity and current investments including the percent of the investment portfolio by type of investment and by issuer and maturities. The report will also include trend lines by month over the last year and year-to-year trend lines regarding the performance of the investment portfolio. It will also be the responsibility of the treasurer to obtain the information necessary to ensure that the investments and the outside

persons doing business with the school district meet the requirements outlined in this policy.

It is the responsibility of the superintendent to deliver a copy of this policy to the school district's depositories, auditor and outside persons doing investment business with the school district.

It will also be the responsibility of the superintendent, in conjunction with the treasurer, to develop a system of investment practices and internal controls over the investment practices. The investment practices are designed to prevent losses, to document the officers' and employees' responsibility for elements of the investment process and address the capability of the management. 

 

Legal Reference: Iowa Code §§ 11.2, .6; 12.62; 12B.10; 10A; 12C; 22.1, .14; 28E.2; 257; 279.29; 283A; 285; 502.701; 633.123.

 

Approved: January 3, 2024

Reviewed: January 3, 2024

Revised: January 3, 2024

 

707.04: Audit

In accordance with state law, to review the funds and accounts of the school district, the board will employ an independent auditor to perform an annual audit of the financial affairs of the school district. The superintendent will use a request for proposal procedure in selecting an auditor. The administration will cooperate with the auditors. Annual audit reports shall remain on file as permanent records of the school district.

 

Legal Reference: Iowa Code § 11.6

 

Approved: April 12, 1971; April 17, 1989; July 15, 1991; July 7, 2003; July 18, 2011; June 23, 2014; February 4, 2020; January 3, 2024

Reviewed: January 3, 2024

Revised: January 3, 2024

 

 

704.04 Gifts, Grants, Bequests

 

The board believes gifts, grants, and bequests to the school district may be accepted when they will further the interests of the school district. When the gift, grant or bequest is monetary greater than $500.00, the board will have sole authority to determine whether the gift furthers the interests of the school district. Gifts, grants, and bequests that are less than $500.00 or are physical items need approval of the appropriate administrator.

 

Gifts, grants, and bequests greater than $500.00 are approved by the board. Once it has been approved by the board, a board member or the superintendent may accept the gift on behalf of the school district. 

 

Gifts, grants, and bequests once accepted on behalf of the school district become the property of the school district. Gifts, grants, and bequests are administered in accordance with terms, if any, agreed to by the board.

 

Legal Reference: Iowa Code §§ 279.42; 565.6.

 

Approved: October 2, 2023

Reviewed: October 2, 2023

Revised: October 2, 2023

704.04 R1 Donations for Student Meals

 

The South Tama County Community School District accepts donations for negative student

meal accounts.  At times, the food and nutrition department periodically receives donations from various sources. If an individual or organization wishes to make a donation for negative lunch

accounts, the check should be made out to South Tama County Community Schools with

negative lunch balances cited in the memo area of the check. Cash donations should have a

note citing the money is for negative lunch balances.  Tax deductible receipts are provided for any donation of $250 or more.  If the District receives a check/cash with instructions to apply payment to a specific student(s) account, no donation tax form can be applied.  All other donations will be equally pro-rated across accounts as follows:

1. All donated funds will be deposited in the Unpaid Student Meals Account in accordance with law and shall only be used to pay individual student meal debt.

2. Donated funds shall be applied to the debt of students that are currently enrolled with the District.

3. Donated funds will be applied to student accounts which qualify for free and reduced price meals

4. If donation is $500.00 or less the donation will be applied equally to all student

accounts with a balance of -$150.00 or more. If no accounts fall in this category we will apply it to accounts with a balance of -$125.00 or more. We will continue to go down by $25.00 until an account(s) is in that category.

5. If the donation is greater than $500.00 it will be applied to all accounts at -$100.00 or more.

6. After the funds are distributed, an individualized letter will be sent to the parent/guardian for each student account that receives a portion of the donation. The identity of the donor will not be shared with the parent/guardian.

 

Approved: October 2, 2023

Reviewed: October 2, 2023

Revised: October 2, 2023

 

704.05: Student Activities Fund

 

Revenue raised by students or from student activities is deposited and accounted for in the student activities fund. This revenue is the property of and is under the financial control of the board. Students may use this revenue for purposes approved by the activities director(s).

Whether such revenue is collected from student contributions, club dues, and 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 activities director(s). They will be deposited in a designated depository and will be disbursed and accounted for in accordance with instructions issued by the superintendent.

It is the responsibility of the 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 when a class graduates or an activity is discontinued.

Legal Reference: Iowa Code § 279.8

 

Approved: February 4, 2020, December 18, 2023

Reviewed: December 18, 2023

Revised: December 18, 2023

 

 

Policy 704.06: Online Fundraising Campaigns/Crowdfunding 

 

The Board of Education believes online fundraising campaigns, including crowdfunding campaigns, may further the interests of the district. Any person or entity acting on behalf of the district and wishing to conduct an online fundraising campaign for the benefit of the district shall begin the process by seeking prior approval from the board or their designee. Any fundraising efforts conducted using the district's name, symbols, or imagery will be conducted in accordance with all policies, regulations and rules for fundraising within the district. Money or items raised by an online fundraising campaign will be the property of the district only upon acceptance by the board, and will be used only in accordance with the terms for which they were given, as agreed to by the board. 

Approval of requests shall depend on factors including, but not limited to: 

• Compatibility with the district’s educational program, mission, vision, core values, and beliefs; Congruence with the district and school goals that positively impact student performance; 

• The district’s instructional priorities; 

• The manner in which donations are collected and distributed by the crowdfunding platform; Equity in funding; and 

• Other factors deemed relevant or appropriate by the district. 

If approved, the requester shall be responsible for preparing all materials and information related to the online fundraising campaign and keeping district administration apprised of the status of the campaign. 

The requestor is responsible for compliance with all state and federal laws and other relevant district policies and procedures. All items and money generated are subject to the same controls and regulations as other district property and shall be deposited or inventoried accordingly. No money raised or items purchased shall be distributed to individual employees. 

 

Legal Reference: Iowa Code §§ 279.8; 279.42; 565.6. 

 

Approved: April 3, 2023

Reviewed: April 3, 2023

Revised: April 3, 2023

 

704.07: Sale of Bonds

The board may conduct an election for the authority to issue bonded indebtedness.  Revenues received from the issuing of bonded indebtedness shall be deposited into the capital projects fund. 

Revenues generated from an approved bond issue shall be used only for the purpose stated on the ballot.  Once the purpose on the ballot is completed, any balance remaining in a capital projects fund may be retained for future capital projects in accordance with the purpose stated on the ballot or any remaining balance may be transferred by board resolution to the debt service fund or the physical plant and equipment levy fund.  Voter approval is required to transfer monies to the general fund from the capital projects fund.

 

Approved: June 16, 1997; July 7, 2003; July 18, 2011; June 23, 2014; February 4, 2020; January 3, 2024

Reviewed: January 3, 2024

Revised: January 3, 2024

 

Policy 705.01: Purchasing – Bidding 

The board supports economic development in Iowa, particularly in the school district community. As permitted by law, purchasing preference will be given to Iowa goods and services from locally-owned businesses located within the school 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 as a part of response evaluation. Other statutory purchasing preferences will be applied as provided by law, including goals and reporting with regard to procurement from certified target 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 school district. It shall be the responsibility of the superintendent to approve purchases, except those requiring board approval as described below 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,quotation or bids for goods and services up to $5,000.

• For goods and services cost at least $5,000 and up to $50,000, 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 $50,000, 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 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 may be based on several 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. 

The board may elect to exempt certain professional services contracts from the thresholds and procedures outlined above. 

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 school district. ‘Public improvement’ means “a building or construction work which is constructed under the control of a governmental entity and for which either of the following applies: (1) has been paid for in whole or in part with funds of the governmental entity; (2) a commitment has been made prior to construction by the governmental entity to pay for the building or construction work in whole or in part with funds of the governmental entity. This includes 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 thresholds regarding when competitive bidding or competitive quotations is required will be followed. Competitive bidding is required for public improvement contracts exceeding the minimum threshold stated in law. Competitive quotations 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 quotations, the district may nevertheless proceed with either of these processes, if it so chooses. 

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 quotation thresholds, please refer to Policy 802.03  - Emergency Repairs.

The district shall comply with all federal and state laws and regulations required for procurement, including the selection and evaluation of contractors. The superintendent or designee is responsible for developing an administrative process to implement this policy, including, but not limited to, procedures related to suspension and debarment for transactions subject to those requirements. 

 

Legal Reference: Iowa Code §§ 26; 28E; 72.3; 73; 73A; 285; 297; 301. 261 I.A.C. 54. 281 I.A.C. 43.25.
 

Approved: December 18, 2023

Reviewed: December 18, 2023

Revised: December 18, 2023

705.01-R1: Purchasing - Bidding - Suspension and Debarment of Vendors and Contractors Procedure

 

In connection with transactions subject to federal suspension and debarment requirements, the district is prohibited from entering into transactions with parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in federal assistance programs or activities. 

When soliciting bids or otherwise preparing to enter into such a transaction, the superintendent or designee will use at least one of the following verification methods to ensure that any parties to the transaction are not suspended or debarred prior to committing to any sub-award, purchase, or contract:

1. Obtaining a certification of a party’s compliance with the federal suspension and debarment requirements in connection with any application, bid, or proposal;

2. Requiring compliance with the federal suspension and debarment requirements as an express condition of any sub-award, purchase, or contract in question; or

3. Prior to committing to any sub-award, purchase, or contract, check the online Federal System for Award Management at https://sam.gov/reports/awards/standard to determine whether the relevant party is subject to any suspension or debarment restrictions.

 

2 CFR Part 200 Subpart B-General Provisions

200.113 Mandatory Disclosures

A non-Federal entity or applicant for a Federal award must disclose, in a timely manner, in writing to the Federal awarding agency or pass-through entity all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award. Non-Federal entities that have received a Federal award including the term and condition outlined in Appendix XII—Award Term and Condition for Recipient Integrity and Performance

Matters are required to report certain civil, criminal, or administrative proceedings to SAM. Failure to make required disclosures can result in any of the remedies described in §200.338 Remedies for noncompliance, including suspension or debarment. (See also 2 CFR part 180, 31 U.S.C. 3321, and 41 U.S.C. 2313.) It is the responsibility of the Superintendent to timely report to the relevant federal or pass through agency any violations of federal criminal law involving fraud, bribery or gratuity potentially impacting a federal grant.

 

Approved: January 3, 2024

Reviewed: January 3, 2024

Revised: January 3, 2024

 

Regulation 705.01-R(2): Purchasing – Bidding Using Federal Funds in Procurement Contract

 

In addition to the District’s standard procurement and purchasing procedures, the following procedures for vendors/contractors paid with federal funds are required. When federal, state, and local requirements conflict, the most stringent requirement will be followed. 

2 CFR Part 200, Subpart D Subsection §200.318 (c)(1) 

No District employee, officer, or agent may participate in the selection, award and administration of contracts supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. District officers, employees, and agents may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, for situations where the financial interest is not substantial or the gift is an unsolicited item of nominal value, district employees must abide by all relevant board policies. Violation of this requirement may result in disciplinary action for the District employee, officer, or agent. 

2 CFR Part 200, Subpart D Subsection §200.320 (e)(1-4) 

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

2 CFR Part 200, Subpart D Subsection §200.321 

The District will take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible. Affirmative steps must include: (1) placing such businesses on solicitation lists; (2) soliciting such businesses whenever they are potential sources; (3) when economically feasible, dividing contracts into smaller tasks or quantities to allow participation from such businesses; (4) establishing delivery schedules that encourage participation by such businesses; (5) when appropriate, utilizing the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and (6) requiring the primary contractor to follow steps (1) through (5) when subcontractors are used. 

The district will include the following provisions in all procurement contracts or purchase orders include the following provisions when applicable: 

2 CFR Part 200 Appendix II 

(A) Contracts for more than the simplified acquisition threshold currently set at $150,000, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate. 

(B) All contracts in excess of $10,000 must address termination for cause and for convenience by the non-Federal entity including the manner by which it will be effected and the basis for settlement. 

(C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” 

 

(D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency. 

(E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. 

(F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of “funding agreement” under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. 

(G) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended—Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental 

Protection Agency (EPA). 

(H) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. 

(I) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award. 

(J) See §200.322 Procurement of recovered materials. 

§200.216 Prohibition on certain telecommunications and video surveillance services or equipment 2

(a) The district is prohibited from obligating or expending loan or grant funds to: 

1. Procure or obtain; 

2. Extend or renew a contract to procure or obtain; or 

3. Enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. As described in Public law 115-232, section 889, covered telecommunications equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). 

i. For purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunication equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities). 

ii. Telecommunications or video surveillance services provided by such entities or using such equipment. 

iii. Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence of the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned by or controlled by, or otherwise connected to, the government of a foreign country. 

(b) In implementing the prohibition under Public Law 115-232, section 889, subsection (f), paragraph (l), heads of executive agencies administering loan, grant, or subsidy programs shall prioritize available funding and technical support to assist affected businesses, institutions and organizations as is reasonably necessary for those affected entities to transition from covered communications equipment and services, to procure replacement equipment and services, and to ensure that communications service to users and customers is sustained. 

(c) See Public Law 115-232, section 889 for additional information. 

(d) See also §200.471. 

 

I.C. Iowa Code References Description 

 

Approved: April 3, 2023

Reviewed: April 3, 2023

Revised: April 3, 2023

 

Policy 705.04: Expenditures for a Public Purpose 

 

The board recognizes that school district funds are public funds, and as such, should be used to further a public purpose and the overall educational mission of the school community. The district is committed to managing and spending public funds in a transparent and responsible manner. Prior to making a purchase with public funds, an individual should be comfortable defending the purchase/reimbursement to the taxpayers in the district. If the individual is uncomfortable doing so, the purchase may not fulfill a public purpose and additional guidance should be sought before the purchase is made.

Individuals who have concerns about the public purpose of a purchase or reimbursement should utilize the district’s Internal Controls policy and regulation as a resource for questioning a purchase. Concerns should be reported to the superintendent and/or the board president. 

The superintendent shall develop a process for approving expenditures of public funds. The board will review expenditures and applicable reports as necessary to ensure proper oversight of the use of public funds. To the extent possible, expenditures shall be pre-approved by the district prior to expending the funds. Purchases of food and refreshment for district staff, even within district, should comply with the district’s Employee Travel Compensation policy, and all other applicable policies. All purchases/reimbursements shall comply with applicable laws, board policies and district accounting requirements.

Additional guidance regarding appropriate expenditures of school funds is provided in the regulation accompanying this policy.

 

Legal Reference: Iowa Constitution Art. III, sec. 31;

Iowa Code §§ 68A.505; 279.8; 721.2. 281 I.A.C. 98.70

 

I.C. Iowa Code References Description

Iowa Code § 279.8 Directors - General Rules - Bonds of Employees - 

Iowa Code § 68A.505 Campaign Finance - Use of Public Money - 

Iowa Code § 721.2 Misconduct in Office - Non Felonious - 

 

I.A.C. Iowa Administrative Code References Description

281 I.A.C. 98

 

Approved: January 3, 2024

Reviewed: January 3, 2024

Revised: January 3, 2024

 

705.04-R1: Expenditures for a Public Purpose - Use of Public Funds Regulation

 

The following is a list of examples organized by activity for what is allowable, or not allowable as a purchase/reimbursement using public funds. This regulation is intended as guidance and there may be situations that are not listed here. Any questions regarding the appropriateness of an expenditure should be submitted to administration prior to expending funds. 

 

Reimbursements to an Individual

• Use of Credit/Procurement Card: All purchases through a district-owned credit or procurement card shall be pre-approved and comply with the district’s policy 705.02 – Credit and Procurement Cards. 

 

• Mileage: Individuals who are required to travel (other than to and from work) as part of fulfilling their job duties to the district shall be reimbursed for mileage costs in accordance with the requirements stated in the district’s Employee Travel Compensation policy. 

 

• Travel accommodations: Employees who are required to travel and stay overnight as part of fulfilling their job duties to the district shall be reimbursed for costs in accordance with the requirements stated in the district’s Employee Travel Compensation policy, 401.07. 

 

• Alcohol: Alcohol is a personal expense and is never allowable for purchase or reimbursement using public funds. 

 

• Food/Refreshments: Food and refreshments are typically a personal expense. Meetings spanning meal times should be avoided when possible. When a district meeting is required to take place spanning a customary meal time, the superintendent or designee shall determine whether food and/or refreshment will be provided to employees whose presence is required during the meeting. The cost of food and refreshment for employees shall be reasonable, and when possible, a separate itemized receipt for each employee is required. If an itemized receipt is not available, approval is required by the school business official prior to reimbursement. In all cases, the names and number of employees shall be noted on the receipt. 

 

• Apparel/Personal Items: Apparel and personal items including, but not limited to items such as t-shirts, hats, mugs, etc. provide personal benefit to individuals and are a personal expense. These items shall not be purchased or reimbursed with public funds. 

 

• Gifts: Gift cards or gifts given to individuals are personal expenses and public funds should not be used (except for recognition/staff retirement, listed below) for these purposes. Voluntary collections from staff would be an acceptable way of purchasing gifts. 

• Retirement and Recognition Gifts: Recognizing an employee or volunteer’s years of dedication to educating the community and commitment to the district serves a public purpose by honoring individuals with a token gift, or honorarium, in recognition of their service. The same is true for individual awards, mementos, or items purchased in recognition of employee service to the district. These purchases may use public funds, provided the expenditures are modest and approved by the superintendent. 

 

• Honoraria: District employees may at times receive an honorarium from an outside source as compensation for the employee’s time devoted to preparing and delivering a presentation within the scope of their professional field. Honorariums may only be accepted by employees when the employee has used their personal time outside of their work for the district to prepare and deliver the presentation. If the employee uses district time or resources to prepare or deliver a presentation, any honorarium shall be given to the district. 

 

• Break Room Supplies: The purchase of perishable or disposable supplies for employee break rooms is primarily designed for individual consumption and is a personal expense. This includes items such as coffee, coffee filters, plates, cups, spoons, napkins, etc. 

 

Supplies for Public Areas

• Limited refreshments such as water and coffee may be available in public reception areas of the district including, but not limited to the central office, the building administrator’s office, etc. These refreshments may be purchased with the use of public funds, as they provide light refreshment to members of the community. 

 

Staff Parties/Receptions

• Parties and receptions to benefit individual staff members are considered a personal expense and should not be purchased or reimbursed with public funds. This includes but is not limited to holiday parties. 

 

• Hosting a group reception to honor all employees retiring from the district in a given school year is allowable as a public expense. Hosting a retirement reception provides a direct benefit to the community as an opportunity for the community to attend and honor the retiring employees’ years of dedication and service to the district. 

 

School/ Student Activity Banquets

• School/student activity banquets are typically a personal expense and will not be purchased or reimbursed with public funds unless the public purpose is submitted for review and pre-approved by the superintendent. 

 

Memorial Gifts

• Memorial flowers to convey sympathy or congratulations are allowable as a public expense if they have been approved by the superintendent. Memorial cards are always appropriate. 

• Memorial gifts of any sort other than flowers and a card are a personal expense. 

 

Student Incentives

• It is within the discretion of the building principal to authorize the purchase of awards holding a nominal value to commemorate the achievements of a student or group of students. These awards should be designed to reward behavior and values that exemplify the educational and community mission of the district. Awards should not be gift cards or other monetary awards. 

 

• Flowers and decorations for school dances held as part of the district’s student activity program are an allowable expense paid out of the student activity fund, provided the purchases are approved by the building principal. 

 

Meetings

• To the extent possible, meetings which span normal meal times should be avoided. 

 

• Meetings of the district’s board of directors and board committees are made up of individuals who volunteer a large amount of their personal time to serve the needs of the school community. These meetings are also scheduled at times most convenient for the public, and often span normal meal hours. Food and refreshment purchased for board members is an acceptable use of public funds. The service of these unpaid volunteers directly benefits the entire school community. The superintendent has discretion to purchase/reimburse reasonable expenses for providing food and refreshment to these unpaid volunteers during these meetings. 

 

Some expenditures will be considered personal expenses regardless of the context. These include purchase or reimbursement of alcohol, and personal items not included as retirement or memorial gifts listed above.

 

Approved: January 15, 2024

Reviewed: January 15, 2024

Revised: January 15, 2024

707.05-R1: Internal Control - Procedures

 

Fraud, financial improprieties, or fiscal irregularities include, but are not limited to:

• Forgery or unauthorized alteration of any document or account belonging to the district. 

• Forgery or unauthorized alteration of a check, bank draft, or any other financial document. 

• Misappropriation of funds, securities, supplies, or other assets. 

• Impropriety in the handling of money or reporting of financial transactions. 

• Profiteering because of “insider” information of district information or activities. 

• Disclosing confidential and/or proprietary information to outside parties. 

• Accepting or seeking anything of material value, other than items used in the normal course of advertising, from contractors, vendors, or persons providing services to the district. 

• Destroying, removing, or inappropriately using district records, furniture, fixtures, or equipment. 

• Failing to provide financial records to authorized state or local entities. 

• Failure to cooperate fully with any financial auditors, investigators or law enforcement. 

• Any other dishonest or fraudulent act involving district monies or resources.

• Acting for purposes of personal financial gain, rather than in the best interest of the district. 

• Providing false, inaccurate or misleading financial information to district administrators or the board of directors. 

 

The superintendent, and/or board president shall notify the State Auditor's office of any suspected fraud, embezzlement or financial irregularities as required by law. The district will comply with all investigation procedures and scope as directed by the State Auditor's office. All employees involved in the investigation shall be advised to keep information about the investigation confidential. The superintendent and/or board president may engage qualified independent auditors to assist in the investigation.

If an investigation substantiates the occurrence of a fraudulent activity, the superintendent, and/or the board president, or the board vice-president if the investigation centers on the superintendent, shall issue a report to the board and appropriate personnel. The results of the investigation shall not be disclosed to or discussed with anyone other than those individuals with a legitimate right to know until the results are made public.

 

Approved: January 15, 2024

Reviewed: January 15, 2024

Revised: January 15, 2024

The purpose of the school food and nutrition program shall be to provide nutritional, balanced meals to the students of the school district on a non-profit basis and to utilize the program as an instrument to teach nutrition education.

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

School food service facilities are provided to serve students and employees when school is in session and during school-related activities. Under the direct supervision of the food service director, school foods facilities may also be used for food service to:

1. Teachers or other school personnel groups.
2. Parent-teacher meetings.
3. Board of Directors approved organization meetings.

The use of school food facilities by outside clubs, organizations, or groups shall be scheduled so they do not interfere with the school’s educational and extra-curricular program.

The school food program is operated on a nonprofit basis.  The revenues of the school food program will be used only for paying the regular operating costs of the school food program.  Supplies of the school food program will only be used for the school food program.

The board will set, and periodically review, the prices for school lunches, breakfast and special milk programs.  It is the responsibility of the superintendent to make a recommendation regarding the prices of school lunch, breakfast and milk.  Employees, students and others will be required to purchase tickets for meals consumed.

The food service director, in consultation with the superintendent, will determine the appropriate costs to charge any other organization wishing to use the food service department and/or facilities.  The amount charged shall be at a rate to insure that school funds are not used and set at a cost as per other policy.

It is the responsibility of the food service director to administer the program and to cooperate with the superintendent and head cook for the proper functioning of the school food program.

 

 

(April 18, 1983; July 15, 1991; July 7, 2003; May 2, 2011; June 23, 2014; November 18, 2019)