1606 Brady St.
Davenport, IA
563-336-5000

Board Policy 305 – Auxiliary Services

Board Policy

Administrative Regulation
305.01 School Food Service Program (Revised 11/26/07)(Reviewed 9/23/13)(Revised 8/14/17) 305.01A
305.02 Insurance Program (Reviewed 11/26/07) (Reviewed 1/14/13) 305.02A
305.03 Personal Property Located in Facilities Owned by the DCSD (Reviewed 11/26/07) (Reviewed 1/14/13)
305.04 Health Benefit Plan Reserve (Reviewed 12/13/10)(Reviewed 8/14/15)
305.05 School Bus Transportation  (Reviewed 11/26/07)(Revised 8-12-13)(Revised 12-12-16) 305.05A
305.06 Student Eligibility for Bus Service (Deleted 4/10/00)
305.06A “Elementary School Safety Busing” Pamphlet (Deleted 4/10/00)
305.07 Field Trips: Non-School Sponsored Activities (Deleted 11/26/07)
305.08 School Buses: Paid Conditional School Bus Permits (Deleted 4/10/00)
305.09 Special Education Bus Service (Deleted 4/10/00)
305.10 Extra-Curricular Activities Bus Service (Deleted 4/10/00)
305.11 Summer Program Bus Service (Deleted 4/10/00)
305.12 Buses for Educational Field Trips (Deleted 4/10/00)
305.13 Spectator Buses (Deleted 4/10/00)
305.14 Insurance Program (Deleted 8/14/00)
305.15 Periodic Review of Insurance Program (Deleted 8/14/00)
305.16 Transportation Insurance Program (Deleted 8/14/00)
305.17 Catastrophe Liability Insurance (Deleted 8/14/00)
305.18 Paid Conditional Busing Fees (Reviewed 5/10/10)(Deleted 8-12-13)
305.19 Transportation for Out-of-District Open Enrollment (Reviewed 11/26/07)(Revised 1/14/13)
305.20 Outsourcing Services (Reviewed 11/26/07) (Revised 1/14/13)
305.21 Recycling (Revised 11/26/07) (Revised 8/13/12)
305.22 Use of Security Cameras (Reviewed 11/26/07)(Revised 12/10/12)
305.23 Non-Competition with Private Enterprise (Revised 11/26/07) (Reviewed 8/13/12)
 305.24 Prevention of False Claims, Fraud & Abuse in Government Funded Health Programs (Adopted 2/24/14)  305.24 A

 


 305.01
BUSINESS OPERATIONS

School Food Service Program

The purpose of the School Food Service Program shall be to provide nutritional, balanced meals to the students of the District on a non-profit basis and to utilize the program as an instrument for the teaching of nutrition education.

Scope of School Food Service Program

School food service facilities are provided to serve students and all school personnel when school is in session and during school-related activities.  Facilities may also be used to provide food service to:

  1. Teachers or other school personnel groups
  2. Parent-teacher meetings, senior citizens and
  3. Civic organization meetings for the purpose of better understanding the schools

The administrative regulations for use of school facilities shall serve as a guideline.  The Food Service Department is authorized to conduct catering services to any group directly related to school activities.  The following are examples of approved groups: Board, PTA, PTO, Athletic Boosters, Student Clubs, Partners in Education, and staff dinners.

Financial Support for School Food Service Program

District tax funds may be used to provide necessary physical plant facilities, purchase the initial equipment necessary for the establishment of food service in new or existing buildings, and replace major items of equipment.  District tax funds may also be used to provide the salary and benefits for the Supervisor of Food Service and the office clerical help for the program.

Eligibility for Free or Reduced Cost Meals

Free or reduced cost meals shall be provided to those students whose parent(s) or guardian(s) qualify, based on the income guide lines and eligibility criteria of the Federal Child Nutrition Program.  The application form for free and reduced cost meals shall be provided by the Supervisor of Food Service.  It will be distributed by the principal or principal designee.

In accordance with state and federal law, the Davenport Community School District adopts the following policy to ensure school district employees, families, and students have a shared understanding of expectations regarding meal charges. The policy seeks to allow students to receive the nutrition they need to stay focused during the school day, prevent the overt identification of students with insufficient funds to pay for school meals, and maintain the financial integrity of the nonprofit school nutrition program.

 Payment of Meals

 Intermediate and High Students (grades 6-12): All meal purchases are to be paid at time of service. Students may pay by cash or check during meal service but are encouraged to prepay into student accounts.  Cash and Check prepayments are accepted by food service personnel between 7:00 a.m. and 1:00 p.m.   For convenience, the district offers an online payment system. Account balance and daily purchases may be monitored through the online system.  Students who do not have sufficient funds shall not be allowed to charge meals or a la carte items until additional money is deposited in the student account. No alternate food or beverage items are provided to students in grades 6-12 in the case of insufficient funds.

Preschool and Elementary Students (grades preK-5):
All meal purchases are to be paid at time of service. Students are encouraged to prepay into student accounts.  Cash and Check prepayments are accepted by food service personnel between 7:00 a.m. and 1:00 p.m.   For convenience, the district offers an online payment system. Students who do not have sufficient funds shall be allowed to charge meals up to $10.00. Charging of a la carte items such as milk is not allowed.  When an account reaches this limit, a student shall not be allowed to charge further meals or a la carte items until the negative account balance is paid. Students who do not have sufficient funds and who have reached the maximum charge limit will be allowed to select milk and up to 1 serving of fruit and 2 servings of vegetables.  The school principal will be informed of continuing fund insufficiency to address family needs.

Students who qualify for free meals shall never be denied a reimbursable meal, even if they have accrued a negative balance from previous purchases. Students with outstanding meal charge debt shall be allowed to purchase a meal if the student pays for the meal when it is received.

Adults:
All meal purchases are to be paid at time of service.  Adults who do not have sufficient funds shall not be allowed to charge meals or a la carte items.

 Negative Account Balances
The school district will make reasonable efforts to notify families when meal account balances are low. Additionally, the school district will make reasonable efforts to collect unpaid meal charges classified as delinquent debt. The school district will coordinate communications with families to resolve the matter of unpaid charges. Families will be notified of an outstanding negative balance once the negative balance reaches $5.00.  Families will be notified by letters sent home and phone call from Food & Nutrition and/or school office staff. Negative balances not paid prior to the end of the school year will be turned over to the superintendent or superintendent’s designee for collection. Options may include:  collection agencies, small claims court, or any other legal method permitted by law.

 Communication of the Policy

The policy and supporting information regarding meal charges shall be provided in writing to:

  • All households at or before the start of each school year;
  • Students and families who transfer into the district, at time of transfer; and
  • All staff responsible for enforcing any aspect of the policy.

Records of how and when the policy and supporting information was communicated to households and staff will be retained.

The superintendent may develop an administrative process to implement this policy.

  • Cross References: Administrative Regulation 305.01A
  • Legal Reference: Iowa Code Ch. 283A;42 U.S.C. §§ 1751 et seq.;7 C.F.R. §§ 210 et seq.;U.S. Dep’t of Agric., SP 46-2016, Unpaid Meal Charges: Local Meal Charge Policies (2016).;U.S. Dep’t of Agric., SP 47-2016, Unpaid Meal Charges: Clarification on Collection of Delinquent Meal Payments (2016);U.S. Dep’t of Agric., SP 57-2016, Unpaid Meal Charges: Guidance and Q&A (2016).Iowa Code 283A. 281 I.A.C. 58.
  • By action of the Board 9/20/76; Revised 2/14/83, Reviewed 3/11/91; Revised and combined 1/24/00; Revised 11/26/07; Reviewed 9/23/13; Revised 8/14/17 and reviewed by Attorney.

305.02

BUSINESS OPERATIONS

Insurance Program

The Board shall maintain a comprehensive insurance program to provide adequate coverage against major types of risk, loss, or damage, as well as legal liability. The Board will purchase insurance for the replacement values, when possible, after reviewing the costs and availability of such insurance. The comprehensive insurance program shall be reviewed at least every five years.

The District will assume the risk of property damage, legal liability, and dishonesty in cases in which the exposure is so small or dispersed that a loss would not significantly affect the operation of the education program or financial condition of the District.

The Board may retain a private appraisal agency for inventory and appraisal value services. An itemized statement of the appraised value of District facilities shall be kept. The appraisal shall be updated at least once every five years. Insurance will only be purchased through legally licensed Iowa insurance agents.

Administration of the insurance program, placing the insurance coverage and loss prevention activities shall be the responsibility of the Superintendent or superintendent’s designee. The Chief Financial Officer shall be responsible for maintaining property appraisals and inventories, processing claims, and maintaining loss records. The Superintendent or superintendent’s designee, after consultation with other administrative personnel, the District’s appraisal agency, and the District’s insurance committee, shall provide the data and make recommendations concerning the District’s program of insurance.

It shall be the responsibility of the Superintendent or superintendent’s designee to recommend, when necessary, the use of a private appraisal agency, and make recommendations to the Board for the purchase of additional insurance coverage.

  • Legal Reference: Iowa Code §§20.9; 852; 279.12, .28; 285.5(6), .10(6); 296.7; 517A.1; 670.7 (1995) 1974 Op. Att’y Gen. 171; 1972 Op. Att’y Gen. 676; Administrative Regulation 305.02A

  • By Board Action: 8/14/00; Reviewed 11/26/07

  • Edited 11/07; Reviewed 1/14/13


305.03

BUSINESS OPERATIONS

Personal Property Located in Facilities Owned by the DCSD

 Employees of the District occasionally bring items of personal property to their place of work for their convenience and/or to be used in fulfilling their duties as a district employee.

District employees are permitted to bring and store items of personal property in their place of work, strictly upon the condition that the District, and its agents, employees and contractors, shall not in any way be liable or responsible to the employee, or any other person, for any damage, theft or loss or any other injury to such property, including any damage, loss or injury from any cause whatsoever, including the District’s own negligence.

Further, the District shall have no responsibility for insuring an employee’s property. Employees shall be solely responsible for maintaining their own insurance coverage on any personal property located at a District facility. In the event that the employee’s work location is changed, the employee shall be responsible to move his or her own personal property. If the District or its agents or contractors moves such personal property for the employee as a convenience, any damage, theft, loss, or other injury to such property shall not be the District’s responsibility, and the employee shall bear the full responsibility.

  • By Action of the Board 8/12/02; Reviewed 11/26/07

  • Edited: 11/07; Reviewed 1/14/13


305.04

BUSINESS OPERATIONS

Health Benefit Plan Reserve

The District will establish an administrative regulation outlining a financial strategy for the orderly accumulation of assets in a fund so that the Health Benefit Plan can meet its obligations, and provide protection for anticipated cost increases recognizing both financial and accounting policies and applicable governmental regulations.

  • By Action of the Board: Adopted 03/13/06; Reviewed 12/13/10
  • Edited: 3/06, 12/10; Reviewed 8/24/15

 

 305.05

BUSINESS OPERATIONS

School Bus Transportation

Local and State Transportation Regulations

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

Student Eligibility for Bus Service

Elementary students living more than one and one-half miles, intermediate students living more than two miles and high school students living more than three miles from a designated attendance center shall be furnished transportation.

Students may be required to meet a school bus on an approved route a distance not to exceed three-fourths of a mile from their residence. The administration may approve exceptions to the one and one-half (1.5) mile limit for elementary students if hazardous conditions exist, as defined by the elementary safety busing criteria.

When transportation by school bus is impractical or where school bus service is not available, the Board may require the parents or guardians to transport their children to the school designated for attendance. The parent or guardian will be reimbursed for such transportation as designated by statute. Public Mass Transit or other contracted transportation services may be utilized when practical  provided the District’s insurance requirements are met. Distance to 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 administration, starting in the roadway opposite the private entrance to the residence of the student and ending in the roadway opposite the entrance to the school grounds.

In the event a student with an approved bus pass, regular or otherwise, fails to ride the school bus for ten consecutive days, and the building principal has not approved the absence or the absence is not for health reasons, that student’s school bus permit may be revoked.

The superintendent has the authority to waive the transportation policy provided that:
1. There is an extraordinary, verifiable situation which transportation can address; and
2. There will be no additional funding needed.

  • Cross References: Board Policy Balanced Enrollment 604.12,  Administrative Regulation 305.05A

  • Legal References: Iowa Code Chapters 285,285.1, 285.11, 321

  • By action of the Board 9/20/76, 2/14/83, Revised 3/11/91; Revised and combined 4/10/00; Reviewed 11/26/07 with further consideration during 2007-2008

  • Edited 11/07; Revised 8/12/13; Revised 12-12-16


305.07

BUSINESS OPERATIONS                           DELETED 11/26/07

Field Trips: Non-School Sponsored Activities

  • By action of the Board 3/16/87, Revised 3/11/91; Reviewed 5/8/00; Deleted 11/26/07

  • Edited 11/07


305.18 

BUSINESS OPERATIONS     –  DELETED 8-12-13

Paid Conditional Busing Fees

Adopted by the Board: 05/12/03; Reviewed 5/10/10;  Deleted 8/12/13


305.19

BUSINESS OPERATIONS

Transportation for Out-of-District Open Enrollment

The Board does not allow a neighboring school district to enter the boundaries of the District solely for the purpose of transporting students who have been approved for open enrollment to that neighboring school district.

Some neighboring school districts have permission to cross over boundary lines to come into our District for safety purposes or to bring students to special programs in our District. These districts may be considered for open enrollment transportation on a case by case basis.

Where required by law because of economic eligibility, the District will provide or reimburse parents for providing transportation to and from the nearest point on a regular bus route of the receiving district.

  • Legal Reference: Code of Iowa § 282.18(10)

  • By action of the Board 12/14/92; Revised 4/10/00; Reviewed 11/26/07

  • Edited 11/07; Revised 1/14/13


 

305.20

BUSINESS OPERATION

Outsourcing Services

The administration of the District shall use the financial resources of the District to continuously improve the instructional program. The administration is expected to use innovative technological practice, outsourcing, business partnerships, intergovernmental collaboration, community volunteers, and other appropriate management practices to effectively insure that the maximum level of financial resource is applied at the classroom level. When the administration investigates the outsourcing option, the following concepts must be applied to the analysis:

  1. Level of service to students

  2. Cost savings

  3. Acceptability of change to students

  4. Impact on employee stakeholders

  5. Cost of implementation

  6. Long-term benefit

  7. Reversibility of decision

  8. Impact of outsourcing on student learning.

  9. Date of last study on outsourcing this specific area

  10. Impact on safety

The Board may choose to make the final decision on outsourcing any particular service.

  • By action of the Board: 9/18/95; Revised 1/24/00; Reviewed 11/26/07

  • Edited 11/07; Revised 1/14/13


 

305.21

BUSINESS OPERATIONS

Recycling

The District is committed to being a progressive environmental organization. A key part of our commitment to the environment is recycling the materials that we use as a District.

It is the responsibility of the administration of the District to support a recycling program. This recycling program is to be implemented at every facility in the District.

A written report on the recycling program will be presented when requested by the board.

  • By action of the Board: 11/13/95; Reviewed 1/24/00; Revised 11/26/07; Revised 8/13/12
  • Edited 11/07

 

305.22
BUSINESS OPERATIONS

Use of Security Cameras

The Board promotes a safe and secure environment for all students and staff.  To help ensure this, the use of security cameras in district buildings and vehicles used to transport students, including buses, is permitted in order to maintain a safe environment.  Security cameras may be used in transportation to and from school, field trips, curricular events, and extra-curricular events. These cameras may also be used to monitor hallways, entrances, stairwells, cafeterias, gymnasiums, auditoriums, and classrooms within buildings to assist in maintaining a safe environment.  Cameras shall not be permitted in areas that would violate privacy such as restrooms, locker rooms, or other areas where there is a reasonable expectation of privacy. 

Monitors in a building office area may be viewed by office staff and administration. However, only those persons with a legitimate educational purpose may view video content. In most instances, those individuals with a legitimate educational purpose may be the Superintendent or superintendent’s designee, A video recorded during a school-sponsored trip, such as an athletic event, may also be accessible to the sponsor or coach of the activity. A written log shall be kept of those individuals viewing the video stating the date, time and name of the individuals.

The content of this video shall be considered a student record subject to board policy and administrative regulations. The contents are confidential and will be retained in accordance with other student records. Video will only be retained if necessary for use in a student disciplinary proceeding or other matter as determined necessary by the administration. If the content of the video becomes the subject of a student disciplinary proceeding, it will be treated like other evidence in the proceeding. Parents may request to view video of their child if the videos are used in a disciplinary proceeding.

Determination of how and where security cameras are installed and used is the purview of the Superintendent or superintendent’s designee in consultation with the building principals and the transportation department. Tampering with security cameras is prohibited. Any person found in violation of this policy will be required to reimburse the District for any repairs or replacement necessary as a result of the tampering. Any student found tampering with a security camera will  be disciplined in accordance with the District discipline policy.

The District will provide annual notification to parents and students of the use of video cameras on buses, District vehicles and property.

 

  • Legal References: FERPA (20 U.S.C. 1232g)
  • Cross Reference: Board Policy  306.03 Student Records; 605.04 Permanent Records
  • By action of the Board: 3/11/96; Revised 1/08/01; Reviewed 11/26/07 with further consideration during 2007-08
  • Edited 11/07; Revised 12/10/12

 


 

305.23

BUSINESS OPERATIONS

Non-Competition with Private Enterprise

The District shall not engage in the manufacturing, processing, sale, offering for sale, rental, leasing, delivery, dispensing, distributing, or advertising of goods or services to the public which are also offered by private enterprise, unless such goods or services are for use or consumption exclusively by the District.

However, notwithstanding the above, the District may sell, rent, lease, deliver, dispense, distribute, or advertise the following:

  1. Goods or services that are directly and reasonably related to the educational mission of the District

  2. Goods or services that are offered only to students, employees, guests of the District, and which cannot be provided by private enterprise at the same or lower cost

  3. Goods or services that are not otherwise available in the quantity or quality required by the District

  4. The sponsorship or provision of facilities for fitness or recreation;

  5. Food service and sales

  6. The sale of books, records, tapes, software, educational equipment, and supplies

  7. Items displaying an emblem, mascot, or logo of the District, or that otherwise promote the identity of the District and its programs and

  8. Souvenirs and programs relating to events sponsored by or held upon the District’s facilities

  • Legal Reference: Iowa Code Chapter 23A
  • By action of the Board 4/29/96; Reviewed 1/24/00; Revised 11/26/07; Reviewed 8/13/12;
  • Edited 11/07