902 - Maintenance and Operations

 

 

 

902.1 - Maintenance, Operations, and Management

 

 

 

The superintendent [or designee] in cooperation with the chief financial/operating officer, administration, staff, and maintenance personnel shall direct the development of a comprehensive maintenance schedule for the general care and maintenance of all buildings, equipment, and grounds of the school district.

Requests for improvements and/or repairs for all school district property shall at all times, except in cases of emergency, be presented to the superintendent [or designee]. Principals, using input from their staff, will make requests for improvements following the process as outlined in Policy 901.8 Structure and Site Modifications.

The superintendent and the chief financial/operating officer will establish the priority for improvements.


Adopted: 6/70
Reviewed: 11/12; 2/19
Revised: 11/10; 1/14; 5/15
Related Policy (Code #): 502.2; 502.5; 802; 804.1; 901.8-9
Legal Reference (Code of Iowa): 297.8 (2013); 280.3 (2013)

902.3 - Energy Conservation

 

 

 

The district believes that every effort should be made to conserve energy and natural resources. The board believes in this commitment to be beneficial to our students and taxpayers in prudent financial management and the saving of energy. The fulfillment of this policy is the joint responsibility of the Board of Directors, administrators, teachers, students, and support personnel. Cooperation shall be demonstrated on all levels for the success of this policy.

The district will establish an energy conservation program and will maintain accurate records of energy consumption and cost of energy on a monthly basis. An energy analysis will be conducted and reported annually for each facility as defined by the program. Recommendations will be made for updating the energy program. Energy conservation guidelines and procedures will be reviewed by the Board of Directors. Information will be furnished to the board and community on the goals and progress of the district’s energy conservation efforts.

As part of any new construction project or renovation, or upon the purchase or upgrade of energy consuming equipment, the projected energy consumption of the project or equipment and potential costs and benefits derived from additional energy efficiency will be considered and implemented, if financially feasible.

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


Adopted: 7/05
Reviewed: 11/10; 11/12; 1/14; 2/19
Revised: 5/15
Related Policy (Code #): 700
Legal Reference (Code of Iowa): §§ 279.44; 473.19-20 (2013)

902.4 - Use of Contracted Services

 

 

 

The superintendent [or designee], chief financial/operating officer, and manager of operations and maintenance shall determine when to contract for special services in the maintenance of the school district’s grounds, facilities, and equipment.


Adopted: 6/70
Reviewed: 11/12; 5/15; 2/19
Revised: 11/10; 1/14

902.6 - Disposition of Obsolete Equipment

 

 

 

School property such as equipment, furnishings, or supplies will be disposed of when such property is determined to be of no further use to the district. It is the objective of the district in disposing of the property to achieve the best available price or most economical disposal.

Obsolete equipment having a value of less than $5,000 for an individual item will be sold or disposed of in a manner determined by the superintendent [or designee] which may include sealed bids, donation to a non-profit group, auction, garage sale, or via electronic means. However, the sale of equipment, furnishings, or supplies disposed of in this manner will be published in a newspaper of general circulation. The publication of the sale or disposition will be published with at least one insertion each week for two consecutive weeks. Any other disposition may be done in any other manner including only one insertion in same newspaper.

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

It is the responsibility of the superintendent, in collaboration with the chief financial/operating officer, to make a recommendation to the board regarding the method for disposing of property of no further use to the school district.


Adopted: 6/70
Reviewed: 1/14; 4/16; 2/19
Revised: 11/12; 5/15
Related Policy (Code #): 704; 705.1; 803
Legal Reference (Code of Iowa): §§ 297.22-.25 (2014)

902.7 - Emergency Repairs

 

 

 

When emergency repairs are necessary to ensure the safety of students and staff and to prevent the closing of any school, the provisions of the law with reference to advertising for bids shall not apply.

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

It is the responsibility of the superintendent and chief financial/operating officer to notify the board as soon as possible considering the circumstances of the emergency.

When an emergency arises in the maintenance and operation of any school district property directly affecting the learning environment and/or safety and welfare of personnel and students, the following action shall supersede the official maintenance schedule:

  1. The superintendent and designee shall be notified.
  2. Taking necessary safety precautions, any staff member shall do everything in their power to correct the emergency as need dictates.
  3. If unable to correct and/or control the emergency, staff members shall report emergency situations to local emergency agencies and/or maintenance staff, immediately.

Adopted: 6/09
Reviewed: 5/15; 2/19
Revised: 11/12; 1/14
Related Policy (Code #): 504.7; 504.10; 701.11; 807.1-2; 901.9; 902.12-12R
Legal Reference (Code of Iowa): §§ 26.3; 280.3, .14; 297.8 (2013)

902.8 - Facilities and Sites Adaptation for Persons with Disabilities

 

 

 

The board recognizes the need for access to its facilities and sites by persons with disabilities.

School district facilities and sites currently in use will be modified to be accessible to persons with disabilities, unless the alteration would cause an undue hardship for the school district. Renovated and new facilities and sites will be accessible to persons with disabilities.

It is the responsibility of the superintendent [or designee] to take the necessary action to ensure school district facilities and sites are accessible to persons with disabilities.


Adopted: 6/09
Reviewed: 11/12; 1/14; 2/19
Revised: 5/15
Related Policy (Code #): 102; 603.3
Legal Reference (Code of Iowa): 29 USC §§ 621-634 (2012);
42 USC §§ 12101 et seq (2012);  Chs 104A; 216 (2013)
ADA Code: 4.14-Entrances

902.9 - Lease, Sale, or Disposal of School District Facilities and Sites

 

 

 

Decisions regarding the lease, sale, or disposal of school district real property are 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 the board’s final decision regarding real property of any value, a public hearing must be held. The board shall adopt a resolution announcing the proposed sale which will contain notice of the time and place of the public hearing and the description of the property or locally known address. Notice of the time and place of the public hearing will be published at least once, but not less than 10 days and not more than 20 days prior to the hearing date. Upon completion of the public hearing the board may dispose of the property.

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 Iowa Code §§ 297.15-.25.

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 will 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 in an amount in excess of the statutory minimum required by law, the board will advertise and take bids for the purpose of awarding the contract for the project.

The superintendent [or designee] are 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 will also be the responsibility of the superintendent [or designee] to make a recommendation to the board regarding the use of school district real property not being utilized for the education program.


Adopted: 6/09
Reviewed: 111/12; 1/14
Revised: 5/15; 2/19
Related Policy (Code #): 704; 705.1; 803
Legal Reference (Code of Iowa): §§ 297.15-.25 (2013)

902.10 - Facilities Inspections

 

 

 

A program for annual inspection in addition to those conducted by authorized agencies of the equipment, facilities, and grounds will be conducted as part of the maintenance schedule for school district buildings and sites.

The inspection team will include the chief financial/operating officer, the manager of operations and maintenance, the head custodian, and the responsible school supervisor or administrator of each facility for the respective annual inspection on established facility standards.

The results of this inspection will be reported to the board on an annual basis.  


Adopted: 6/09
Reviewed: 11/10; 11/12; 2/19
Revised: 1/14; 5/15
Related Policy (Code #): 902.1; 802
Legal Reference (Code of Iowa): §§ 279.8 (2013)

902.11 - Asbestos Containing Materials

 

 

 

Friable and non-friable asbestos containing materials will be maintained in good condition and appropriate precautions will be followed when the material is disturbed. If there is a need to replace asbestos it will be replaced with non-asbestos materials. The district will maintain a copy of the asbestos management plan.

The district will annually notify, appoint, and train appropriate employees as necessary for asbestos management and containment.


Adopted: 6/09
Reviewed: 11/12; 1/14; 2/19
Revised: 5/15
Related Policy (Code #): 403.4; 802; 902.1
Legal Reference (Code of Iowa): 20 USC 3601 et seq (2012);
40 CFR Pt 763.84 (2012); 279.52-54 (2013)

902.12 District Operations During Public Emergencies

 

 

 

The district believes that student learning is the heart of its core mission. While traditional in-person teaching continues to provide the greatest learning opportunity to all students, there may be rare and unusual circumstances that prevent the school community from convening in traditional in-person settings. At times of a public emergency declared by federal, state, or local officials; the district will seek guidance and recommendations from federal, state, and local agencies to assist in determining the safety of convening traditional in-person learning. The district superintendent will consult with and report to the school board, as feasible and appropriate, regarding an emergency closure and efforts to implement written guidance from health and government agencies.

During a declared public emergency, the school board delegates to the superintendent the authority to determine whether to close school buildings to traditional in-person learning without further action by the school board. If the superintendent determines in-person learning would hinder the health and safety of the school community, the district will instead utilize remote or hybrid learning opportunities permitted by law.

Following guidance and recommendations from federal, state, and local agencies, when reasonably possible, the administration will create regulations related to district operations during a public emergency including but not limited to student, employee, and visitor safety and security; the use and safeguarding of district property; public meetings and events; and, when applicable, measures to prevent or slow the spread of infectious disease.

These measures will be enforced for the period of time of the public emergency or until the superintendent and school board, in consultation with federal, state, and local agencies determine it is appropriate for the safety measures to end.


Adopted: 9/20
Related Policy (Code#): 504.7: 504.10: 602.1; 603.12; 603.12-R1-R2; 603.12-E1; 603.13; 603.13-R; 603.15; 701.11: 807.1-2; 902.12-R
IASB Reference: 907

902.12-R Administrative Regulations for District Operations During Public Emergencies

 

 

 

During a public health emergency, the district will seek guidance and recommendations from federal, state, and local agencies that monitor and respond to the emergency. The district will follow any mandatory closures or other mandatory measures imposed by such agencies.

The superintendent, in conjunction with relevant government agencies and/or athletic and activity associations, will determine under what circumstances the district will restrict or cancel in-person learning; student events or activities including sports events; extracurricular clubs or meetings for students; and the use of district facilities by outside organizations.

The district will promote and follow other recommended measures and guidance from federal, state, and local agencies to the extent reasonably practicable under the circumstances. These measures may include, but are not limited to the following:

  • Online learning, hybrid models of learning, or modified in-person learning may occur dependent on the circumstances and in accordance with applicable law.
  • Non-medical grade masks are required to be worn by all individuals on school grounds, including students, employees, and volunteers. Masks will be provided to individuals who request them. Reusable masks should be washed regularly by the individuals wearing them.
  • Employees, volunteers, and students are required to monitor their temperatures each morning prior to traveling to any school building or event. Individuals with a temperature over 100.3 degrees should not enter school buildings or attend school events.
  • Due to the increased cost to the district for providing additional cleaning and disinfecting measures, and in order to preserve cleaning supplies for school use during the time of a public health emergency, the superintendent has the discretion to restrict the use of school buildings and facilities for non-school groups in a neutral and non-discriminatory manner.

Adopted: 9/20
Related Policy (Code#): 504.7; 504.10; 602.1; 603.12; 603.12-R1-R2; 603.12-E1; 603.13; 603.13-R; 603.15; 701.11; 807.1-2; 902.12
IASB Reference: 907.R1