It is the goal of the South Tama County Board of Directors to provide sufficient school district buildings and sites for the education program.  The board will strive to provide an environment which will encourage and support learning.

The Board of Directors shall have full and final responsibility for the selection of sites, employment of personnel, contracting for services, approval of plans, authorization and acceptance of bids, payment for work performed on contractual agreements, and final acceptance or rejection of work done.  All of the related actions should be taken only by official board action based upon formal recommendations of its staff officers at legal board meetings.

The Superintendent shall be responsible for organizing and coordinating the efforts of the various individuals and groups to best achieve the established educational objectives in the building program and for making resultant recommendations to the Board of Directors. 

 

 

(April 18, 1983; July 15, 1991; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

It shall be the policy of the Board of Directors upon the recommendation of the Superintendent to 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.  The needs for such special studies shall be anticipated well in advance so that budgetary provisions can be made. 

 

 

(April 18, 1983; July 15, 1991; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

Upon the recommendation of the Superintendent, the Board of Directors may, upon need, employ the services of an architect.

 

 

(April 18, 1983; July 15, 1991; July 7, 2003; July 18, 2011; June 23, 2014; MARCH 2, 2020)

 

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 construction or renovation of buildings and sites, when required by law, the specifications must be endorsed by the State of Iowa.  The board may adopt additional standards over and above the site specifications issued by the State as it deems necessary and beneficial to the school district.

 

 

(April 18, 1983; July 15, 1991; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

The Superintendent and his/her staff, with the help of consultants, citizen advisory groups, and the Board of Directors, shall prepare educational specifications which may be used by the architect in planning and building elements in such a way that they will aid and abet the teaching and learning activities which are to take place within it.

The educational specifications should provide the architect with an inventory of program requirements, a statement of functional program relationships, a definition of the number and character of classrooms, a description of needed specialized instructional facilities, the educational requirements for such areas as library, outside site activities, gymnasium, cafeteria, auditorium, administrative suite, teacher and student service facilities, public service or community service facilities and any other pertinent information which will be of significance in visualizing what is expected of the proposed new building, building additions, or renovation. 

 

 

(April 18, 1983; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

The architect shall proceed with preparation of the preliminary plans and specifications after receiving authorization from the Board of Directors.  The Superintendent shall provide the architect building and sites specifications, educational specifications, financial data, and other pertinent information necessary to the architect’s planning.  The architect shall make revisions to the preliminary plans and specifications until a consensus of opinion is reached and approval is given by the Board of Directors. 

 

 

(April 18, 1983; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

The architect shall proceed with preparation of the final working drawings, specifications, and contract documents after receiving authorization from the Board of Directors.  The Superintendent, staff, citizens’ committee, and Board shall continue to provide information and decisions necessary for the architect to finalize the plans.

It shall be the responsibility of the architect to obtain approval of the final plans by the Department of Education, State Fire Marshall, Local Building Authorities, and any other project specific government agencies and the Board of Directors, consistent with the agreement between the District and the architect, before releasing the plans for bid purposes.

 

 

(April 18, 1983; July 15, 1991; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

The Board of Directors recognizes the need for access to its buildings and sites by persons with disabilities.  The Board will consider the needs of persons with disabilities when planning and constructing new buildings and facilities to ensure that these buildings and facilities are accessible to and function satisfactorily for persons with a disability and are consistent with state and federal law.

 

 

(March 2, 2020)

 

The Board of Directors shall utilize as needed and, in its discretion, all lawful means of financing site purchase and construction as provided by state law.  The Board may also utilize money received from gifts and money derived from the sale of schoolhouses and/or sites. 

 

 

(April 18, 1983; July 15, 1991; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

The Superintendent, in cooperation with the administrative faculty and maintenance personnel, shall develop and administer a comprehensive maintenance schedule for the general care and housekeeping of all buildings, equipment, and grounds of the school district.  This schedule shall include provisions establishing the proper lines of authority in administering such schedule.

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.

 

 

(April 18, 1983; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

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

 

 

(April 18, 1983; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

The Superintendent shall use his/her judgment as to whether conditions dictate the use of school district maintenance personnel or the contracting for a special service in the maintenance of the school district’s grounds, buildings, and equipment.

 

 

(April 18, 1983; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

The Superintendent shall oversee an annual inventory of all furniture and other equipment located within the school district’s buildings and sites.  All items of equipment that are not consumable in nature shall be included in the annual inventory.  A perpetual inventory shall be maintained for all items that are consumable in nature.

 

 

(April 18, 1983; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

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

Whenever any furnishings, equipment and/or supplies valued at less than or equal to five thousand dollars ($5,000) have been declared obsolete by the administration, the Superintendent will be authorized to sell such furnishings, equipment and/or supplies at the best price possible or otherwise dispose of such furnishings, equipment and/or supplies by any procedure that the administration deems to be in the best interests of the school district.  Each sale or other disposition shall be published in accordance with law.  Any funds derived therefrom will be forwarded to the Board Secretary. The Board Secretary will credit such receipts to the proper fund as required by law.

Whenever any furnishings, equipment and/or supplies valued at more than five thousand dollars ($5,000) have been declared obsolete by the administration, the administration may sell or otherwise dispose of such property by any procedure that the administration deems to be in the best interests of the District and subject to statutory requirements, including Board approval of the sale or other disposition following public hearing.

 

 

(April 18, 1983; December 21, 1987; July 15, 1991; September 15, 1997; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

Decisions regarding the lease, sale, or disposal of school district real property shall be made by the board.  In making its decision the board will consider the needs of the education program and the efficient use of public funds.

Prior to its lease, sale, or disposal, real property, unless otherwise exempted, shall be appraised.  Prior to the board’s final decision regarding real property with a value of $25,000 or more, a public hearing shall be held consistent with state law.

If the real property contains less than two acres, is located outside of a city, is not adjacent to a city and was previously used as a schoolhouse site, the property may revert to the owner of the tract from whom the property was taken following the procedures set forth in state law.

In the case of a sale or lease of school district real property not being used for the education program, unless otherwise exempted, advertisements for bids shall be taken.  If the bids received by the board are deemed inadequate, the board may decline to sell or lease the property and re-advertise.

In the case of the razing of a school district facility, at a cost of $2,000 or more, the board will advertise and take bids for the purpose of awarding the contract for the project.

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

 

 

(September 15, 1997; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

The school district will implement the rules of Asbestos Hazard Emergency Response Act (AHERA) and will provide the necessary funding within budget constraints to implement the response actions as required.  The school district will appoint and train as necessary the appropriate person as required in the rules.  Each school building will maintain a copy of the district’s asbestos management plan.

Friable and non-friable asbestos containing materials will be maintained in good condition and appropriate precautions will be followed when the material is disturbed for any reason.  If there is a need to replace asbestos wrapped pipes or boiler covering, these will be replaced with non-asbestos containing materials.

 

 

(June 20, 1988; July 15, 1991; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

The Board authorizes the development of a comprehensive hazardous chemical communication program consistent with state and federal law for the school district to disseminate information about hazardous chemicals in the workplace.  The program will consist of material safety data sheets, container labeling, chemical inventories, and employee training and transmittal of the program to applicable employees, the community, and Emergency Response personnel.

Each school district employee should review this information about hazardous substances as needed.  Further, each time a new school district employee is hired, the information and training if necessary, shall be included in the orientation of the employee.  Each time an additional hazardous substance enters the workplace, information about it shall be distributed and training shall be conducted for the appropriate employees.  The Director of Staff Development shall maintain a file indicating when all training and informing takes place.

It shall be the responsibility of the Superintendent to develop processes to implement and monitor this program.  Information about the program will be made available upon request during regular business hours.

 

 

(December 21, 1987; June 20, 1994; July 7, 2003; July 18, 2011; June 23, 2014; March 2, 2020)

 

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

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

 

 

(March 2, 2020)

 

For any school district facility that serves students there shall be a written plan containing emergency and disaster procedures which will be clearly communicated to and periodically reviewed with staff responsible for implementation.  The emergency plan shall consider such issues as:

a.  Assignment of personnel to tasks and responsibilities.

b.  Instructions relating to the use of alarm systems and signals.  If combination visual and auditory warning devices do not exist, the plan shall include specific provisions for warning hearing impaired pupils.

c.  Information concerning methods of fire containment.

d.  Systems for notification of appropriate persons and agencies.

e.  Information concerning the location and use of firefighting equipment.

f.  Specification of evacuation routes and procedures.

g.  Posting of plans and procedures at suitable locations throughout the facility.

h.  Evacuation drills held as required by state law.  Evacuation drills include actual evacuation of pupils to safe areas.

i.  An evaluation for each evacuation drill.

 

 

(February 16, 1998; July 7, 2003; July 9, 2012; January 19, 2015; March 2, 2020)

 

The Board authorizes the use of video cameras in and around school buildings to monitor conduct in general use areas such as classrooms, hallways, cafeteria, parking and entrances, etc.  The video cameras will not be placed in areas where individuals have a reasonable expectation of privacy, as determined by the District.  The video cameras will be used to monitor behavior and may be used as evidence in a student disciplinary proceeding and/or related to employee discipline.  The videotapes are student and/or employee records subject to confidentiality.  The videotapes will be stored for a period of time, as determined by the District.

 

 

(November 18, 1986; June 16, 1997, March 15, 2010; March 21, 2011; January 19, 2015; March 2, 2020)

 

The board promotes the concept of school buildings and facilities serving as a center for community activities.  Therefore, groups or organizations in the community will be allowed to use school buildings and/or facilities, provided all requirements and conditions outlined in this policy are met.

Charges for community use of school buildings and/or facilities are based on the Rental Fee Schedule outlined int his policy.  The district reserves the right to adjust the schedule should extraordinary effort be required to accommodate the actual usage.

Outdoor school sites and playgrounds may be used, as available, at no charge, however, organizations or groups using the sites and playgrounds shall have the approval of the appropriate administrator and shall have followed the scheduling and application procedure.

An application requesting the use of school facilities, equipment, and other school property shall be filed with the Facilities Scheduler at least one(1) week prior to the date requested for use.  The Facilities Scheduler will coordinate all requests with the Office of the Principal in the building concerned.

 

Building Use Priority:

The administration will determine the assignment of specific facilities.  In deciding whether or not to grant the use of a facility, the administration will consider the following priority of use and the fee arrangement for the use of school facilities:

1. Civil Defense Emergencies.
    
2. School sponsored programs and activities.
    
3. School affiliated groups and certain school sponsored activities that require added personnel.  (Includes school-recognized activities sponsored by booster organizations and alumni gatherings.)
    
4. Red Cross or other community acknowledged emergency use (depending on available alternatives, this may have a higher priority than listed.)
    
5. Adult Education activities co-sponsored by STC and the Iowa Valley Community College.
    
6. Official School Wellness Program Activities for School Employees.
    
7. Youth Groups of an educational, recreational, or patriotic nature that are generally non-restrictive in membership or participation.  Examples include:  4-H, Boy Scouts, Girl Scouts, and similar organizations.  Generally, activities open to all youth will be given priority to those available to a smaller membership group.
    
8. Non-profit Community organizations and individuals and an all employee group (other than official Wellness activity) for which no fee is charged.
    
9. Non-profit group and individual’s activities for which a fee is charged AND profit-making Commercial Enterprises activities judged acceptable by the administration.
    

Other Cost Considerations:

1. The administration shall determine when facilities fees should be designated for the activity fund or the operating fund.  On rare occasions, agreed upon in advance by the administration, the fee may be modified by accepting an in-kind contribution.

2. Costs will be doubled for non-school uses on holidays and holiday weekends.

3. An ‘on call’ fee may be assessed for scheduling of facilities “in case of inclement weather” even if the facilities are not used.

4. Facilities may not be scheduled for use by individuals or groups who have past-due accounts for past facility fees or assessments.

5. Rental of facilities may be denied for selected occasions, such as holidays, if necessary, school personnel are not available.
6. Costs are added for custodial staff, regardless of need.

 

Facilities will not normally be used unless 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.

School equipment or facilities will not normally be rented or used unless 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 by virtue of having an open forum, 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.

Whether or not a fee is charged, a non-school sponsored renter or group using the building agrees to restore to original condition any unwarranted destruction of property.  Failure to maintain facilities will result in the organization's loss of rental priviledges. Administration shall be the sole judge of unwarranted destruction of property.

 

Restrictions on Use of Facilities:

Outside organizations using the school buildings and/or facilities must adhere to the following expectations/restrictions:

1. All school district property is tobacco free.

2. There shall be no alcoholic liquors or beverages, or illegal drugs brought to or consumed in the building or on the grounds.

3. It will be the responsibility of the organization using school facilities to refuse admission to the building or area being used by them, to person or persons who may be under the influence of drugs or alcohol.

4. Use of facilities must not be contrary to public interest as determined by the Board or by law.

5. Except for school use, equipment will not normally be permitted for use outside the school district.

6. At least one adult, acceptable to the administration, will be present during the time the facilities are in use.

7. The use of school equipment and facilities is restricted for purposes accepted by the administration as being appropriate.  Appropriate will include a judgment of community acceptability, timing, etc.

8. Use of facilities may be denied if the use would cause the district to require a school employee to work on a Sunday morning or on New Year’s Eve, New Year’s Day, the weekend that includes Good Friday, Memorial Day weekend, July 4^th, Labor Day weekend, Thanksgiving Day and the weekend that follows, Christmas Eve or Christmas Day.

9. The administration may deny and/or change availability use of specific facilities when it might interfere with higher priority use, when it might interfere with required maintenance or cleaning, when safety or supervision provisions cause concern, when the nature of the activity causes concern or is not clearly defined, or when energy conservation indicates the fees would be insufficient to cover costs (as during the winter break).

10. No motorcycles, mopeds, snowmobiles, off-road vehicles, or other vehicles will be permitted on school property except in designated traffic areas or by prior written permission of the administration.  Recreational use of vehicles will not be approved.

 

Fee Schedule and Administrative Regulations for Facilities:

The Superintendent shall cause regulations and further restrictions to be established regarding the use of facilities.  In addition, the Superintendent shall cause a fee schedule to be generated for the hourly (or other time period) use of facilities.  The schedule should consider special restrictions and costs, if any, to include use of:

A.  Group I – (Free Use)

Functions that are school sponsored by the building activity or parent group will be provided free use of school facilities, except for certain activities requiring the use of the kitchens, auditoriums, stages, gyms, or other special areas involving extra operational costs.  (Schools shall be granted exemptions from extra operational costs, with the exception of kitchen use, in the following amounts when the purpose of the use relates to student welfare or fundraising for that school.)  Fundraising and school-sponsored functions shall also qualify for Group I status.

Local youth service programs (for meetings only) – including, but not limited to, Boy Scouts, Girl Scouts, church, 4-H, Campfire, etc.  The use of school facilities for town meetings, political caucuses, elections, and voter registration shall be free, except that charges shall be assessed for actual custodial overtime, including fringe benefits.

Such hours shall be allocated at the discretion of the school principal and so noted on the Application Form for Building Usage.  The principal shall determine whether or not a building activity falls in the Group I category; however, in the case of activities not sponsored by the school or building parent group, the decision regarding Group I eligibility shall be made by the Activity Director or Director of Finance and Operations.  When a school-sponsored or parent group-sponsored activity involves the use of facilities in another school building, the principal of the host school shall recommend whether or not the schedule charge shall be assessed for any additional staff from the host school needed to conduct the activity.

B.  Group II – (Minimal Charge)

Activities of education-related groups, tax-supported educational institutions conducting educational or recreational programs, business/industry-sponsored recreational groups, public information organization, governmental agencies, neighborhood recreational activities, church organizations and political meetings not supporting specific candidates or state or national programs shall be charged in accord with Group II schedule.  Each group is limited to three dates of Group II weekend use each school year.  Any non-school sponsored organization-charging admission or a fee to participate qualifies in Group III.

Special Circumstances – The Chamber of Commerce, Central Rivers AEA, Area Community College and approved community service groups may be exempted from charges for rental of classrooms, media centers, to include the High School auditorium for free public service activities that exclude meals, indoor sports, or fundraising.

C.  Group III – (Recovery of Full Costs)

Nonpublic schools, political groups, community fund-raising activities or functions that have a profit motive shall be charged with the Group III fee schedule unless the function is cosponsored by the district.  School employees are not entitled to free use of facilities when functioning as private entrepreneurs (e.g., private lessons, tutoring lessons).  Each group is limited to three dates of GROUP III weekend use each school year.  Any non-school sponsored group charging admission or a fee to participate qualifies in Group III.

NOTE:  The policy on the use of buses is contained in the Auxiliary Services 700 Series.

Keys/Fobs:

Only adults approved by the administration will be permitted to check out a key fob for access to a school facility.  Only the individual who receives the fob may use that fob.  The fob is non-transferable without the express approval of the administration.  Fobs may not be duplicated.  A fob must be returned, or the individual may be required to pay for the changing of the locks and issuance of new fobs.

Walking the Hallways:

The administration may, without fee, designate certain building hallways as available for walking by the general public.  Use of hallways will be restricted to times when it will not interfere with the educational program and when the building is already open with personnel on duty.

 

Community Use of Facilities - Chart of Rental Fees

Listed below are the current district facilities charges for Community Use of School Facilities. The district reserves the right to adjust the schedule should extraordinary effort be required to accommodate the usage.

  

Hourly Rate Schedule

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A school employed food service worker is required to be on duty whenever kitchen appliances are in use for meal preparation. The cost is in addition to the stipulated rental fee.

Custodial fees may apply at a minimum of $25/hr or $100 flat cost per event for Group II and/or Group III for Saturday and Sunday rentals.

(April 18, 1983; July 15, 1991; November 15, 1993; June 17, 1995; November 20, 1995; March 16, 1998; July 7, 2003; April 21, 2008; July 18, 2011; June 23, 2014; March 2, 2020; July 8, 2021)

 

The Board of Directors 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.

 

 

(March 2, 2020)

 

It is the philosophy of the South Tama County Board of Directors to protect all school district property.   Because some property may be damaged by public use by recreational vehicles, the Board of Education prohibits recreational vehicles from school property.

1.   Restriction

All recreational vehicles shall be restricted from school district property.  This will include snowmobiles, three wheelers, four wheelers and other recreational vehicles that may damage school property.

 

2.   Hours of Restriction

The restriction shall be for seven (7) days per week and twenty-four hours per day.

 

3.   Exceptions

            a.  Any recreational vehicle that is being used as part of the instructional program may be driven to the classroom area.

            b.  Recreational vehicles that are authorized by state law to operate on a hard surface area may function under the same restriction placed on other automobiles driving on
                 school property.

 

4.   Enforcement

The South Tama County Board of Education authorizes all law enforcement agencies the authority to enforce this policy.  It shall also be the responsibility of all district administration to take action against anyone in violation of this policy.

 

 

(April 18, 1988; July 16, 1990; March 21, 2011; January 19, 2015; March 2, 2020)