1702 N. Main St.
Davenport, IA

Board Policy 903 – Methods of Operation

Board Policy Administrative Regulation
903.01 Annual and Organizational Meeting (Revised 6/28/10) (Revised 2/25/13) (Revised 9/23/19)
903.02 Organizational Meeting (Delete 6/28/10)
903.03 Organizational Meeting Procedures (Delete 5/27/97)
903.04 Regular Meetings (Reviewed 1/11/10)(Revised 11/23/15)
903.05 Special Meetings (Revised 1/11/10)(Reviewed 11/23/15)
903.06 Closed/Exempt Sessions (Revised 4/12/10) (Revised 11/14/11) (Reviewed 12/11/17)
903.07 Quorum for Meetings (Revised 1/11/10)(Reviewed 11/23/15)
903.08 Rules of Order (Reviewed 1/11/10)(Revised 11/23/15)
903.09 Distribution of Agenda (Revised 6/14/10) (Revised 11/23/15)(Revised 5/9/16)
903.10 Additional Distribution of Agendas (Delete 6/14/10)
903.11 Agenda and Minutes to Student Representatives (Delete 5/27/97)
903.12 Minutes of Meetings (Revised 3/8/10)(Reviewed 11/23/15)
903.13 Tape Recordings of Board Meetings (Deleted 12/9/02)
903.14 Letters to the Board (Reviewed 3/8/10)(Revised 3/28/16
903.15 Participation by the Public at Board Meetings (Revised 3/8/10)(Revised 5-9-16)
903.16 Vacancies and Resignations (Reviewed 3/8/10)(Revised 3/28/16)
903.17 Maintenance of Superintendent’s Contract (Reviewed 3/8/10)(Revised 3/28/16)

903.18 Community Requests to Place Item on Agenda (Adopted 5-9-16)



Annual and Organizational Meetings

Annual Meeting

Each year after August 31 and prior to the organizational meeting of the board in election 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 depository banks.  The board may also appoint the board’s legal counsel at the annual meeting.

A President and Vice President shall be elected at this meeting in even-numbered years to serve a one-year term of office.  The board shall be called to order by the immediate Past-President. In the event that person is no longer a member of the Board, the Secretary shall act as temporary chairperson. In odd-numbered years the election will be held during the organizational meeting.

Organizational Meeting

In election years, the organizational meeting of the board shall be held immediately following the annual meeting which will be held at the first regular meeting following the canvass of the election as provided by law.

The first order of business shall be to swear into office any new members unless they have been so sworn previously. The board then shall elect a President and Vice President from its membership.

  •  Legal Reference: Code of Iowa  Chapter 279.1
  • By action of the Board 12/13/76;  Revised 10/18/82, 7/11/83, 12/14/92; Revised 5/27/97; Revised 10/12/98; Revised 1/11/10; Revised 6/28/10
  • Edited 10/98; 1/10; 6/10; Revised 2/25/13; Revised 9/23/19




Organizational Meeting (Deleted 6/28/10)




Regular Meetings

Regular meetings of the Board of Directors shall be held on the second and fourth Monday of each month unless otherwise rescheduled or canceled.

All meetings will be held in the Davenport Schools Achievement Service Center, 1702 Main Street, Davenport, Iowa in the Jim Hester Board Room (second floor)  unless otherwise approved by the Board in regular session.  Regular sessions shall commence at 6:00 PM

  • By action of the Board 12/13/76, 8/13/79, 7/11/83; Revised 10/9/95; Revised 12/9/96; Revised 10/13/97; Reviewed 10/12/98; Revised 1/11/10

  • Edited 10/98, 1/10; Revised 11/23/15




Special Meetings

It may be necessary for the board to conduct a special meeting in addition to the regularly scheduled board meeting.  Special meetings may be called by the president of the board or by the board secretary at the request of a majority of the board.  Should a special meeting be called, public notice will be given.  Special meetings shall be held in the location officially designated for regular meetings unless otherwise determined by the Board or the President at the time the meeting is called.

 If the special meeting called is an emergency meeting and the board cannot give public notice in its usual manner, the board will give public notice of the meeting as soon as practical and possible in light of the situation.  Emergency meetings will only be held when an issue cannot wait twenty-four hours necessary for a special meeting.  The reason for the emergency meeting and why notice in its usual manner could not be given will be stated in the minutes.

 Only the purpose or issue for which the special meeting was called may be discussed and decided in the special meeting.  The board will strictly adhere to the agenda for the special meeting and action on other issues will be reserved for the next regular or special board meeting.

  • Legal References: Code of Iowa Chapters 28A, 279.2

  • By action of the Board 12/13/76, 7/11/83; Revised 5/27/97; Revised 1/11/10

  • Edited 7/97, 1/10; Reviewed 11/23/15




Closed/Exempt Sessions

Board meetings shall be open meetings, unless a closed session or exempt meeting is provided for by law.

Provisions for Closed Session

Closed sessions take place as part of an open meeting.  The item for discussion in the closed session shall be listed as part of the tentative agenda on the public notice.  The motion for a closed session, stating the purpose for the closed session, shall be made and seconded during the open meeting. Each member’s vote should be announced and recorded in the minutes.  A minimum of two-thirds of the Board or all of the board members present must vote in favor of the motion on a roll call vote.

The Board shall not discuss any business during a closed session that does not directly relate to the specific reason announced as justification for the closed session.

Closed sessions shall be tape recorded and/or written, detailed minutes shall be kept by the Board Secretary.

The minutes and/or the tape recording shall restate the motion to go into closed session that was made in open session with the roll call vote, the members present, and the time the closed session began and ended.  (Chapter 21.5 (4) …A governmental body shall keep the detailed minutes and tape recording of any closed session for a period of at least one year from the date of that meeting.)

The detailed minutes and/or tape recording shall be sealed and shall not be public records open to public inspection.  The minutes and tape recording shall only be open upon court order in an action to enforce the requirements of the open meetings law. The Board has complete discretion as to who may be present at a closed session.

As an exception, real estate related minutes: (Chapter 21.5 (1 j) — The minutes and the tape recording of a session closed under this paragraph shall be available for public examination when the transaction discussed is completed.)

Final action by the Board on any matter shall be taken in an open session unless some other provision of the Code expressly permits such actions to be taken in closed session.

Reasons for the Board entering into a closed session from an open meeting include:

1.      To review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a    condition for that governmental body’s possession or continued receipt of federal funds.

2.      To discuss application for letters patent.

3.      To discuss strategy with counsel in matters that are presently in litigation or where litigation is imminent where its disclosure would be likely to prejudice or disadvantage the position of the governmental body in that litigation.

4.      To discuss the contents of a licensing examination or whether to initiate licensee disciplinary investigations or proceedings if the governmental body is a licensing or examining board.

5.      To discuss whether to conduct a hearing or to conduct hearings to suspend or expel a student, unless an open session is requested by the student or a parent or guardian of the student if the student is a minor.

6.      To discuss the decision to be rendered in a contested case conducted according to the provisions of Chapter 17A of the Code.

7.      To avoid disclosure of specific law enforcement matters, such as current or proposed investigations and inspection or auditing techniques or schedules, which if disclosed, would enable law violators to avoid detection.

8.      To avoid disclosure of specific law enforcement matters, such as allowable tolerances or criteria for the selection, prosecution, or settlement of cases, which if disclosed, would facilitate disregard or requirements imposed by law.

9.      To evaluate the professional competency of an individual whose appointment, hiring, performance, or discharge is being considered when necessary to prevent needless and irreparable injury to that individual’s reputation and that individual requests a closed session.

10.     To discuss the purchase or sale of particular real estate only where premature disclosure could be reasonably expected to increase the price the governmental body would have to pay for that property, or in the case of a sale reduce the price the board could receive for the property.

Provisions for Exempt Sessions

Board meetings at which a quorum is not present, or gatherings of the Board for purely ministerial or social purposes when there is no discussion of policy or no intent to avoid the purposes of the open meetings law, are exempt from the open meetings law requirements.  Since gatherings of this type are exempt from the open meetings requirements, they can be held without public notice, be separate from an open meeting, be held without taping the gathering or taking minutes, and be held without a vote or motion.  The Board may also hold an exempt session for the following:

1.   Negotiating sessions, strategy meetings of public employers or employee organizations, mediation, and the deliberative process of arbitration;

2.   Discussing strategy in matters relating to employment conditions of employees not covered by the collective bargaining law;

3.   Conducting a private hearing relating to the recommended termination of a teacher’s contract. However, the private hearing in the teacher’s contract termination shall be recorded verbatim by a court reporter; and

4.   Conducting a private hearing relating to the termination of a probationary administrator’s contract or to review the proposed decision of the administrative law judge regarding the termination of an administrator’s contract.


·         Legal References: Code of Iowa Chapter 21; Chapter 28A

·         Cross Reference: Board Policy 903.12 Minutes of Meetings

·         By action of the Board 12/13/76, 7/11/83; Revised 5/27/97; Revised 11/11/02, Revised 4/12/10, Revised 11/14/11

·         Edited 11/02, 4/10, 11/11;; Reviewed 12/11/17





Quorum for Meetings

A majority of the Board is required to constitute a quorum for the transaction of business. A majority vote of those present shall be necessary and sufficient to pass any motion or to take any action of the Board unless the vote of a greater number with respect to the particular subject matter shall be required by law or other Board policy.

The Board may choose to require a greater than a majority vote for certain actions as specified by Robert’s Rules; for example, closed sessions require a 2/3 vote.

Robert’s Rules show 2/3 vote required for the following subsidiary, specific, or incidental motions:  previous question (stop debate); limit or extend debate; discharge committee; suspend the rules of order; object to consideration; close polls; or close nominations.

  • Legal Reference: Code of Iowa Chapter 279.4

  • Cross Reference: Board Policy 903.6 Closed Session

  • By action of the Board 12/13/76, 7/11/83; Revised 5/27/97; Revised 02/11/02; Revised 1/11/10

  • Edited 02/02, 1/10; Reviewed 11/23/15




Rules of Order

Parliamentary procedure not provided for in these policies or by statute shall generally be determined by Robert’s Rules of Order, Revised.




Meeting Notice and Posting of Board Meeting Agenda

Public notice will be given for meetings held by the Board. Public notice will indicate the time, date, place, and tentative agenda of the board meeting. Notice will be posted on the second floor of the Davenport Schools Achievement Service Center, 1702 Main Street, Davenport, Iowa; provided to the news media who have filed a request for notice; and posted to the District’s website.

The public notice, including tentative agenda, will typically be available to the Board and the public three days before a regular meeting and, at a minimum, at least twenty-four hours prior to the commencement of a meeting. In the case of an emergency meeting, as much notice as is reasonably possible will be provided. Attendance at a special meeting or emergency meeting by the media or board members will constitute a waiver of notice.

The tentative agenda for each Board meeting will state the topics for discussion and action at the Board meeting. The Board will take action only on the items listed on the tentative agenda.


  • Iowa Code §§ 21.3, 21.4, 279.8
  • Cross References: Board Policy 901.06 The Student Board of Directors; Board Policy 903.12 Minutes of Meetings; Board Policy 903.15 Participation by the Public at Board Meetings
  • By action of the Board 12/13/76, 8/13/79, 7/11/83; Revised 7/10/95; Revised 5/27/97; Revised 02/11/02; Revised 6/14/10
  • Edited 02/02; 6/10; Revised 11/23/15; Revised 5-9-16




Deleted 6/14/10




Minutes of Meetings

The Board shall keep and maintain permanent records of the Board including, but not limited to, records of the minutes of board meetings and other required records of the Board.

Open Sessions:  It shall be the responsibility of the Board Secretary to keep the minutes of the board meetings.  The minutes of each board meeting shall include as a minimum the following items: a record of the date, time, place, members present, action taken, and the vote of each member, and the schedule of bills allowed shall be attached.  The minutes should be written as briefly as possible, and should include an explanation or dialogue only if necessary to clarify the meaning of related board action.  A full tabulation of members’ votes on each motion should be recorded.

This information shall be available within two weeks of the board meeting and forwarded to the newspaper designated as the official newspaper for publication.  The information does not need to be published within two weeks.  The schedule of bills allowed may be published on a once monthly basis in lieu of publication with the minutes.  The permanent records of the board minutes may include more detail than is required for the publication of the minutes.  The Secretary will also publish the minutes to the district website.  The Secretary shall act as custodian of the minutes and shall make those minutes that are public record available to any citizen desiring to examine the same.

To assist in the responsibility of keeping accurate minutes, the Board Secretary may audio and/or video tape record the proceedings of regular or special meetings. Audio and/or video tape recordings of regular or special meetings are the property of the Board Secretary and need be kept only one year and then may be destroyed by the Secretary.

Closed Sessions: Tape recordings and/or detailed minutes must be made of all closed sessions held by the Board.  These minutes are to be sealed and are not public record open to inspection except upon an order of the court in an action to enforce the law.  (An exception to this rule would be for real estate related minutes: (Chapter 21.5 (1 j) — The minutes and the tape recording of a session closed under this paragraph shall be available for public examination when the transaction discussed is completed.)

The Board Secretary is the person responsible for maintaining tape recordings and/or detailed minutes of closed meetings. Except as otherwise authorized by Iowa law, these records need be kept only one year and then may be destroyed by the Secretary.

Board members or the superintendent may review, under the supervision of the Board Secretary, tape recordings and/or detailed minutes of closed sessions when necessary as part of fulfilling Board duties.  The minutes of closed sessions are not to be removed from the building.  The Secretary is not authorized to release closed session tape recordings and/or detailed closed session minutes to other persons unless action to release.

  • Legal References: Code of Iowa Chapters 291.6, 21.5

  • Cross Reference: Board Policy 903.6 Executive Session

  • By action of the Board 12/13/76; Revised 7/11/83, 12/14/92: Revised 5/27/97; Revised 3/8/10

  • Edited 7/97; 3/10; Reviewed 11/23/15




Tape Recordings of Board Meetings (Deleted 12/9/02)




Letters to the Board

Letters and emails addressed to the Board that do not identify the sender and the sender’s address will not be sent on to the board members or placed on the agenda.

A communication from a group or organization must include the name and address of a specific person in order to be considered by the Board.

  • By action of the Board 12/13/76, Revised 7/11/83; Revised 5/27/97; Revised 02/11/02; Reviewed 3/8/10
  • Edited 02/02, 3/10; Revised 3/28/16


Public Input at Board Meetings
The Board recognizes the importance of the public’s participation in school district matters.In order to assure participation and that Board meetings are conducted efficiently and in an organized manner, the Board will set aside time for individuals to address the Board during “Open Forum.”Open Forum is available at all regular board meetings, which are held on the second and fourth Mondays of the month unless otherwise rescheduled or canceled. If business constraints or other circumstances dictate, the Board President may decide to eliminate Open Forum at a particular meeting.Individuals wishing to address the Board during Open Forum must complete an Open Forum Request (available at the Board meeting) and provide it to the Board Secretary prior to the Open Forum. Individual speaking time for the Open Forum is limited and will be set by the Board President.  An individual may request additional Open Forum speaking time by contacting the Board Secretary prior to the meeting at which the individual wishes to speak. The Board President will consider and approve or deny the request.The Board is not allowed to act on any issue presented in the Open Forum if it was not previously published as an agenda item. The Iowa Open Meetings Law prohibits action on any issue not on the agenda.Individual participation is also welcome when the Board conducts a public hearing on bids. Persons interested in commenting on the bids will be recognized at that point on the agenda. Public comment on issues is also allowed when required under the law.Other rules for persons addressing the Board:

  1. The Board President will recognize those individuals to address the Board at the appropriate time.
  2. Discussion of agenda items shall be limited to the members of the Board, student board members, the Superintendent, and individuals who are recognized by the President, in order to insure an orderly discussion and disposition of such items. Other persons present may speak only in response to an inquiry from a member of the Board, with such an inquiry being for the purpose of obtaining clarification or additional information on the subject under consideration.
  3. No person may present orally or discuss at any meeting of the Board any charges or complaints against individual employees of the District. All such charges or complaints should be presented to the Board through the Superintendent, or Superintendent’s designee, in writing, as required by Board policy.
  4. The orderly process of the Board meeting will not be interfered with or disrupted. Only those individuals recognized by the Board President will be allowed to speak. Comments by others are out of order.
  5. Remarks by any person addressing the Board that reflect adversely upon the character or motives of any person are out of order.
  6. Attacks in the form of inferences, insinuations, and innuendoes against the character or motives of any person are out of order.
  7. It is the prerogative of Board members to ask the speaker questions during the presentation or make comments as necessary to clarify the discussion. The audience is not allowed to interrogate or debate issues with the members of the Board.
  8. During Board meetings, those persons in the audience recognized by the Board President shall be permitted to participate in the discussion. Do remember that Board meetings are conducted by the Board President. Board members conform to the President’s ruling on procedures and on how the meeting is conducted. The Board expects members of the public to do the same.
  9. The Board President may terminate any person’s privilege of address for persistent violations of conduct by a participant repeatedly declared out of order for violations of the above rules or persistent remarks against the Board, its members, or agents.
  10. If disruptive, the individual causing disruption may be asked to leave the Board meeting.



  • Legal Reference: Iowa Code §§ 21, 22, 279.8
  • By action of the Board 11/10/80, 2/9/81, Revised 7/11/83, 11/14/83, 2/13/84, 4/12/93; Revised 5/27/97; Revised  7/12/04; Revised 3/8/10
  • Edited 7/04; 3/10; Revised 5-9-16



Vacancies and Resignations

A vacancy on the Board occurs when the board member moves from the District, fails to qualify, dies, resigns, or is convicted of a serious crime.

If a member of the Board finds it necessary to resign, it is required that a letter of resignation be submitted to the Board Secretary and the letter indicate the effective date of the resignation so that the requirements of the Code for filling the vacancy may be implemented. The resignation must be voted on and approved by the board. The resignation will be effective immediately following board approval.

  • Legal References: Code of Iowa Chapters 277.29, 279.6
  • Cross Reference: Board Policy 901.05 Filling Vacancies
  • By action of the Board 7/11/83 (new policy); Revised 5/27/97; Revised 02/11/02; Reviewed 3/8/10
  • Edited 02/02, 3/10; Revised 3/28/16




Maintenance of Superintendent’s Contract

Each and every contract between the District and its superintendent, including, but not limited to, drafts, yearly updates, or amendments shall be reviewed by the District’s law firm. A signed original shall be maintained both at the Davenport Schools Achievement Service Center, 1702 Main Street, Davenport, Iowa 52803-4714, and at the offices of the District’s law firm.

The contract shall be reviewed annually by the District’s law firm and the Board and at such other times as the administration or the Board requests. No drafts, yearly updates, or amendments shall be made without review by the District’s law firm and Board approval. This review and approval shall specifically include all elements of the contract, including any and all fringe benefits.

  • By action of the Board 9/16/85; Revised 5/27/97; Revised 02/11/02; Reviewed 3/8/10
  • Edited 02/02, 3/10; Revised 3/28/16




Community Requests to Place Item on Agenda

Persons requesting to place an item on the agenda must make a written request to the board secretary at 1702 Main Street, Davenport, IA 52803 which is then submitted to the agenda committee. The person making the request must state the person’s name, address, purpose of the presentation, action desired and pertinent background information.  The request can be made through regular mail or by email.  Requests from the public may be added to the tentative agenda at the discretion of the agenda committee.

  • Legal Reference: Iowa Code §§ 21; 279.8 (1995).
  • Adopted 5-9-16