204.4 - Annual and Organizational Meetings of the Board

ANNUAL MEETING OF THE BOARD
Each year after August 31st and prior to the organizational meeting of the board in odd numbered years, the board will hold its annual meeting. At the annual meeting, the board will examine the financial books and settle the secretary’s and treasurer’s statements for the fiscal year ending the preceding June 30. As part of the annual reports, the treasurer will present affidavits from the depository banks. The board may also appoint legal counsel at the annual meeting.

In addition to the required business, the annual meeting agenda may include:

  1. Designate depository banks and maximum deposits;
  2. Receive affidavits from depository banks from the treasurer;
  3. Approve meeting dates for the following 12-month period; and
  4. Elect board officers in even numbered years.

ORGANIZATIONAL MEETING OF THE BOARD
The board will hold its organizational meeting in odd-numbered years at or before the first regular meeting following the canvass of votes. Notice of the meeting’s place and time will be given by the board secretary to each member, member-elect, and the public.

The purpose of the meeting is to transfer material and responsibility from the outgoing board to the new board. At the meeting, the board will elect a president and vice president who will hold office for one year. Once elected, the president and vice president will be entitled to vote on all matters before the board.

ORGANIZATIONAL MEETING PROCEDURES
The organizational meeting will be held in two parts: the final meeting of the outgoing board and the organizational meeting of the new board.

Final Meeting of the Retiring Board

  1. Call to Order
  2. Roll Call
  3. Approval of Minutes of Previous Meeting(s)
  4. Audience Communications
  5. Unfinished Business
    • Current claims and accounts (for the retiring board to authorize)
  6. Examine and Settle Books for Previous Year
  7. Review of Election Results
    • The board secretary will present the county auditor’s official report on the latest elections. Official results are recorded in the minutes.
  8. Adjournment of the Retiring Board

Organizational Meeting of the New Board
The board secretary, as President Pro Tem, will preside over the meeting until a new board president is elected.

  1. Call to Order
  2. Roll Call
  3. Oath of Office
    • The board secretary, serving as President Pro Tem, will administer the oath to new members.
  4. Election of Board President (Refer to Policy 201.6-R)
    • The President Pro Tem calls for nominations, nominations need not be seconded. The board will then vote on the nominations. The President Pro Tem will announce the results of the vote and administer the oath of office to the newly-elected president and the newly elected president will assume the chair.
  5. Election of Vice President (Refer to Policy 201.6-R)
    • The president of the board will call for nominations, the nominations need not be seconded. The board will then vote on the nominations. The president will announce the results of the vote and administer the oath of office to the vice president.

Other Items of Business at the Organizational Meeting May Include:

  1. Board resolution of appreciation recognizing the public service rendered by retiring board members;
  2. Determination of dates, times, and places for regular meetings of the board;
  3. Board resolution to define the operating rules and practices that will be followed by the new board;
  4. Board resolution to authorize the interim payment of bills pursuant to Policy 803.6;
  5. Audience communications;
  6. Superintendent’s report; and
  7. Adjournment.

Adopted: 6/70
Reviewed: 4/13; 8/14; 10/19; 10/22
Revised: 10/11; 9/13; 9/16; 3/17; 10/25
Related Policy: 201.6; 201.6-R; 204.1-3, .5-8; 204.16; 803.6
Legal Reference (Code of Iowa): §§ 274.2; 275.23A; 277.23, .28, .31; 279.1, .3, .7, .33; 281 IAC 12.3
IASB Reference: 200.1-R(1); 210.01