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204.10 Regular Meetings Menu

204.10 Regular Meetings

The regular meeting time and date will be set by the Board at its annual or organizational meeting. The Board shall meet the first and third Tuesday of each month, unless otherwise approved by the Board in regular session.

The Board Secretary shall give the public at least twenty-four (24) hours notice of a meeting, stating the time, date, place and tentative agenda.

All meetings shall be open to the public and are subject to the Open Meetings Law.

R.R.1 for Policy 204.10 – RULES OF ORDER REGULATION

The following rules of procedure have been adopted by the Board at the annual or organizational meeting:

  1. Board members need not rise to gain the recognition of the Board President.
  2. All motions will be made as a positive action.
  3. A motion will be adopted or carried if it receives an affirmative vote from more than half of the votes cast. Only “yes” and “no” votes are counted in this calculation. It should be noted that some motions require larger numbers of affirmative votes, such as to move into a closed session.
  4. All motions shall receive a second, prior to opening the issue for discussion of the Board. If a motion does not receive a second, the Board President may declare the motion dead for lack of a second.
  5. The Board President may decide the order in which Board members will be recognized to address an issue. An attempt should be made to alternate between pro and con positions.
  6. The Board President shall rule on all motions that come before the Board.
  7. The Board President may rule on points of order brought before the Board.
  8. The Board President shall have complete authority to recognize a member of the audience regarding a request to participate in the Board meeting. Members of the public who wish to participate shall follow Board policy.
  9. The Board President has the authority to declare a recess at any time for the purpose of restoring decorum to the meeting.
  10. The Board President has the same authority and responsibility as each Board member to vote on all issues.

R.R.2 for Policy 204.10 – BOARD MEETING MINUTES

The official minutes of the Board are the only legal record. Therefore it is important that they be recorded with extreme care and completeness. The following guidelines will be used in documenting the Board minutes:

With respect to content, the minutes should show the following:

  1. The place, date, and time of each meeting.
  2. The type of meeting–regular, special, emergency, work session.
  3. Members present and members absent, by name.
  4. The call to order and adjournment.
  5. The departure of members by name before adjournment.
  6. The late arrival of members, by name.
  7. The time and place of the next meeting.
  8. Approval, or amendment and approval, of the minutes of the preceding meeting.
  9. Complete information as to each subject of the Board’s deliberation and the action taken.
  10. The maker and seconder of the motion, what action was taken, and the vote on the motion detailed enough to attribute a vote to each member present.
  11. Complete text of all Board resolutions, numbered consecutively for each fiscal year.
  12. A record of all contracts entered into, with the contract documents kept in a separate file.
  13. A record of all change orders on construction contracts.
  14. All employment changes, including resignations or terminations.
  15. A record, by number, of the bills of account approved by the Board for payment.
  16. A record of all calls for bids, bids received, and action taken thereon.
  17. Approval of all transfers of funds from one budgetary fund to another.
  18. Important documents forming a part of a motion should be made a part of the minutes by exhibit and placed in the minute book along with the minutes.
  19. Board policy and administrative guides should be made a part of the minutes by exhibit.
  20. Adoption of textbooks by the Board for the school year as well as the school calendar should become a part of the minutes.
  21. Approval or disapproval of open enrollment requests.
  22. A record of all delegations appearing before the Board and a record of all petitions.
  23. At the annual and organizational meeting each year the record should indicate the books of the treasurer and secretary and the Certified Annual Report have been examined and approved subject to audit.
  24. The election or appointment of Board officers.
  25. The appointment of auditors to examine the books.

At the annual or organizational meeting, in odd-numbered years, the minutes should reflect the following:

  1. Appointment of a temporary chairperson if not specified in policy.
  2. Oath of office administered to newly elected Board members.
  3. Nominations taken for the office of President and Vice-President.
  4. Election of the President and Vice-President, the votes and the oath of office administered to the President and Vice-President.

Legal reference:
Iowa Code § 21.4(2) Iowa Code 21.0

Adopted:
January 5, 1987

Reviewed:
December 10, 2008
September 10, 2010
February 16, 2015
October 19, 2020
June 20, 2021

Revised:
October 19, 2020
July 6, 2021