Series 700 – Business & Operations

Policies

Procedures

Series 700:  Business and Operational Function
Series 700:  Business and Operational Function
Code Title
700 Guiding Principles
702 Budget Planning
703 Preparation of Budget Document
704 Budget Publication, Review and Certification
713 Grants
717 Gifts, Grants and Bequests
721 Contractors–Affirmative Action, Non-Discrimination and Equal Employment Opportunity
722 Contracts
723 Award of Contract
724 Cancellation of Contracts
728 Paying for Goods and Services
733 Emergency Purchasing
735 Disposition of School District Property
737 Use of School District Vehicles and Equipment
740 Naming of Schools and Facilities
741 Professional Consulting Services and Resource Personnel
742 Selection of Architects
743 Facility Report
744 Site Acquisition
745 Site Disposition
747 Building Maintenance and Repair
750 Public Use of School Facilities
750.1 Equal Access to School Facilities
751 Possession of Weapons by Non-Students
752 Tobacco-Free Environment
754 Drills for Emergencies
760 School Wellness
761 School Food and Nutrition Program
762 Operation of Cafeterias
763 Nutrition Standards
764 Food Items Offered or Sold
770 Cash Flow and Investments
772 Insurance
773 Scholarship Funds
776 Transportation
776.1 English as a Second Language/Bilingual Program Transportation
776.2 Open Enrollment Transportation
776.3 Special Education Transportation
776.4 Voluntary Transfer Program Transportation
779 Energy Conservation
780 Reproduction of Copyrighted Materials
781 Security Cameras in Schools and Buses
Code Title
702 Budget Planning
721 Contractors–Equal Opportunity
723 Award of Contract
728 Accountability of Operating Fund Budget and Expenditures
733 Emergency Purchasing
735 Disposition of School District Property
740 Naming of Schools and Facilities
742 Selection of Architects, Engineers and Consultants
744 Site Acquisition
747 Building Maintenance and Repair
750 Public Use of School Facilities
750.2 Extending the Use of School Food Service Facilities
760 School Wellness
763 Nutrition Standards
764 Food Items Offered or Sold
770 Cash Flow and Investment
772 Insurance
776.3 Special Education Transportation
779 Energy Conservation
781 Security Cameras in Schools and Buses

 

Policies

Series 700
Code 700
Title:  Guiding Principles

The primary responsibility of the board is to provide the citizens of Des Moines an education program consistent with the mission of the district and the Student Expectations. Business and operational functions relative to this mission shall be managed and implemented in an efficient, effective and equitable manner.

See Board Policy Code 101: Goals of Public Education in the Des Moines School System
Revised June 23, 1992
Last review: 2010
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Series 700
Code 702
Title:  Budget Planning

Planning of the budget is a continuous process involving study and deliberation by the Board, the administrative staff, the faculty, other staff members and the citizens of the community.

The Superintendent of Schools shall submit an annual budget for consideration, deliberation and approval by the Board of Directors.  After adoption of the budget by the official action of the board, the superintendent and/or designated representatives will be authorized to administer specific expenditures.

The budget document shall include revenue sources and expenditures for all areas of operation to implement the Student Expectations and Budget Parameters set by the board of directors.

Administrative Procedures:  Code 702
Revised June 23, 1992; February 12, 2001
Last review:  2010
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Series 700
Code 703
Title:  Preparation of Budget Document

The superintendent shall be responsible for preparing and submitting to the board, not later than the first meeting in April, a tentative detailed budget for the ensuing fiscal year. A formalized budget for the same year will be submitted to the board as soon as is practical.

Revised June 23, 1992
Last review: 2010

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Series 700
Code 704
Title:  Budget Publication, Review and Certification

A public hearing shall be held prior to the required budget certification each year to receive public comment on the budget document. The school district shall, at least ten (10) days but no later than twenty (20) days prior to the public hearing, publish the estimated budget and public hearing date, time and place in accordance with the Code of Iowa. At least one board meeting providing an opportunity for board discussion of the budget, including the opportunity for public input, will be held at a meeting prior to the date of the public hearing and certification of the budget. Upon receiving the required certification by the board, the budget will be filed with the county auditor no later than April 15.

Revised June 23, 1992
Last review: 2010
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Series 700
Code 713
Title:  Grants

The district will actively seek grants which promote specific programs and support the mission of the district and Graduate Ends Statements.

Revised June 23, 1992
Last review: 2010

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Series 700
Code 717
Title:  Gifts, Grants and Bequests

The board believes gifts, grants, and bequests to the school district may be accepted when they will further the interests of the school district. The superintendent or his/her designee shall confirm that the gift furthers the interests of the school district and supports Graduate Ends Statements.

Approved gifts, grants, and bequests shall become the property of the school district. Gifts, grants, and bequests shall be administered in accordance with agreed upon terms, if any..

Legal reference: Iowa Code ¤¤ 279.42; 565.6 (1995)
Revised June 23, 1992; May 16, 1995
Last review: 2010

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Series 700
Code 721
Title:  Contractors–Affirmative Action, Non-Discrimination and Equal Employment Opportunity

All contractors, including suppliers of goods or services to the school district, are expected to comply with the spirit of equal employment opportunity, as well as with all applicable statutes and regulations and are required to be in compliance with the district’s Non-Discrimination and Equal Employment Opportunity and Affirmative Action policies.

See Board Policy Code 402.1: Non-Discrimination and Equal Employment Opportunity
Administrative Procedures: Code 721
Adopted July 31, 1990; revised June 23, 1992; August 16, 1994
Last review: 2010

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Series 700
Code 722
Title:  Contracts

The Des Moines Independent Community School District shall enter into contracts and contractual relationships consistent with federal, state and local law, Board management limitations, and the District’s purchasing manual.

This policy shall apply only to District liabilities and the expenditure of District funds and shall not extend to organizations operating out of the direct control of the Board (e.g. booster clubs, foundations, parent organizations, campaign committees).

Legal reference:    Iowa Code Section 279.12, 279.8, 279.1, ¤73A.1
Approved: August 28, 2002
Board Approved: October 15, 2002
Last review:  2010

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Series 700
Code 723
Title:  Award of Contract

The award of contract may be made by the Board of Directors of the Des Moines Independent Community School District to the lowest responsible bidder meeting specifications. The right is reserved to reject any or all bids, or any part thereof; and, to waive informalities, and to enter into such contract or contracts as shall be deemed in the best interests of the Des Moines Independent Community School District.

In accordance with the Code of Iowa, the district will establish a procurement goal for goods and services from certified targeted small businesses and shall seek to add such business to appropriate bid lists.

It is the intent of the district to purchase competitively-priced products, provisions and services locally.

It will be the district’s purchasing policy to buy Iowa manufactured goods and services where price, terms, quality and delivery are reasonably equal.

The district shall give preference to companies utilizing Iowa labor in the constructing or building of any public improvement or works.

Legal reference: Iowa Code ¤¤ 12.44; 18.6(10); 73.3; 73.16-21 (1995) Administrative Procedures: Code 723
Revised June 23, 1992
Last review: 2010

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Series 700
Code 724
Title:   Cancellation of Contracts

Contracts previously awarded may be cancelled by the Board of Directors if the board determines cancellation to be in the public interest.  The superintendent’s recommendation regarding a contract cancellation shall be presented to the board with a detailed description of reasons to cancel the contract.

Revised June 23, 1992; April 1, 1997
Last review: 2010

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Series 700
Code 728
Title:  Paying for Goods and Services

The board authorizes the issuance of warrants for payment of claims against the district for goods and services.  The board will allow the warrants after the goods and services have been received and accepted in compliance with board policy and the claims have been audited by the board.

The Chief Financial Officers of the district is authorized to:

  • Issue warrants for payments of freight, postage, printing, water, light, and telephone rent  upon receipt and verification of proper invoices.
  • Make payments for salaries pursuant to the terms of the written contracts entered into by the Board of Directors.
  • Issue warrants, upon approval of the board president, for approved registrations, claims offering a discount for early payment, approved travel expenses and other verified bills when the board is not in session prior to payment of these claims and prior to audit and approval by the board.  The Chief Financial Officer shall examine the claims and verified bills.

The Chief Financial Officer shall determine that the claims presented to the board are in order and are legitimate expenses of the district.  It is the responsibility of the Chief Financial Officer to bring the claims to the board for approval.  All bills and salaries for warrants issued prior to audit and approval by the board shall be presented to the board for approval at the first regular meeting thereafter and shall be entered into the record in the regular minutes of the secretary.

The signatures of the board president and board secretary shall appear on all warrants.

Administrative Procedures:  Code 728
Legal Reference:         Iowa Code ¤¤ 279.12; 279.8,.29,.30; 279.1; 721; 291.12; 279.30 (1995); 281 I.A.C. 12.3(1) (1995)
Revised June 23, 1992; May 16, 1995; February 12, 2001
Last review:  2010
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Series 700
Code 733
Title:  Emergency Purchasing

Employees are allowed to make emergency purchases of items needed for immediate repair and other unusual circumstances, providing supervisory approval has been obtained and purchasing procedures are followed.

Administrative Procedures: Code 733
Revised June 23, 1992
Last review: 2010
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Series 700
Code 735
Title:  Disposition of School District Property

The Board of Directors may sell, lease, or dispose of, in whole or in part, a school house, site or other property belonging to the district in accordance with Iowa Code Section 297.22.

Property, other than real property, having a value of not more than $5,000 may be disposed of by auction at the best price possible in a manner consistent with Iowa Code Section 297.22.

Real property includes, land, tenements, and all rights and interests therein as defined by Iowa Code Section 4.1(13).  All other property shall be considered property other than real property.

Property other than real property of negligible value not intended for sale or lease may be disposed of at the discretion of the superintendent.

Legal reference: Iowa Code ¤ 297.22 (2007); Iowa Code ¤ 4.1(13) (2007)Administrative Procedures: Code 735
Revised: June 19, 2007
Last review: 2010

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Series 700
Code 737
Title:  Use of School District Vehicles and Equipment

The use of district-owned, district-leased or district-rented vehicles and/or equipment (i.e. technology, audio visual, furniture, etc.) by school district employees or the loan of school district vehicles/equipment to non-school personnel and/or outside groups shall be limited to school district business and related school district interests only. In no event shall school district vehicles or equipment be used by school employees or loaned to any non-school personnel and/or outside groups for private or personal gain.

In the event that an appropriate school district administrator authorizes the loan of school district vehicles/equipment to non-school personnel and/or outside groups, as being in the school district’s interest, the vehicles/equipment shall be operated and/or supervised by appropriate school district personnel. Any cost(s) associated with the loan of the vehicles/equipment shall be paid by the non-school personnel and/or outside group using the equipment. Any loss or damage to such equipment shall be the full obligation of the borrower.

Adopted June 15, 1992
Revised September 7, 2004
Last review: 2010

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Series 700
Code 740
Title:  Naming of Schools and Facilities
Naming/Renaming of School/Facility

 

Naming/Renaming of School/Facility
The school board shall be responsible for the naming/renaming of all schools and school facilities. The board president will appoint a three-person committee of the board to submit two names to the board for the naming/renaming of schools and one name to the board for the naming/renaming of school facilities.

Implementation
Anyone may submit a suggestion for a school name to the committee of the board for consideration. Suggestions must be in writing, stating the name of the sponsor and the reasons justifying the nomination.

  • Criteria for Screening School/Facility Names
  • Schools/facilities may be named after an area or community where the school is located or after a person or persons.
  • In naming a school/facility after a person, primary consideration should be given to Presidents of the United States or individuals who have made a significant contribution to the community, the state or the nation. In addition to societal contributions, the moral character of the individual must be considered.
  • Recognizing that the ethnic and cultural composition of a local school community will change and that school/facility names are permanent, the name selected should have broad acceptance in a multi-cultural society.
  • In naming a school after a person, that person shall have been deceased at least two years.
  • If a school/facility is demolished, the name may be used again.
  • Naming Schools

Elementary and middle schools will be named for an area or community or in honor of persons who have made a significant contribution to their community, state or the nation.

All secondary schools will be named for geographic and historic locations or presidents of the United States.

Naming Facilities
As an alternative to naming the entire building after an individual, some particular facility within the school may be named in his/her honor, such as a gymnasium, stadium or library. Excluded from this alternative will be playgrounds, gardens, and other outdoor campus elements (e.g. trees, benches, etc.).

Only one facility within a school or on a school campus may be named in any fiscal year.

The naming of a building facility shall follow the same procedure set forth in this policy for the naming/renaming of a building, except that the requirements of Section III, Paragraph D, shall not apply.

Renaming a School/Facility
In situations deemed unusual or appropriate, the board may take steps to rename a school/facility or portions thereof.

Changing the name of a school will be limited to elementary and middle schools. The recommendation of a name change will be brought to the board through the local governance structure of the school.

A school named after a person shall not be renamed, except for compelling reasons; and once official action is taken to name a school, the name shall not be changed unless there is a confusion of names.

Administrative Procedures: Code 740

Adopted December 13, 1994; revised September 2, 2014

Last review: 2010
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Series 700
Code 741
Title:  Professional Consulting Services and Resource Personnel

The services of consultants and other resource personnel for study of particular issues may be purchased upon the recommendation of the superintendent. The needs for such special studies should be anticipated well in advance so that budgetary provisions can be made.

No employee or former employee of the district who retired from the district as a part of any early retirement incentive program may be paid by the district for additional service exceeding thirty (30) days or two hundred forty (240) hours in the two-year period following retirement from the District without approval from the superintendent or his or her designee This policy does not apply to payment to retired employees for time as a substitute teacher.

Revised June 23, 1992; August 17, 2004
Last review: 2010

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Series 700
Code 742
Title:  Selection of Architects

The superintendent and appropriate administrators shall select architectural and engineering firms for specific projects through a screening process and inform the board of such action.

Administrative Procedures: Code 742
Revised June 23, 1992
Last review: 2010

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Series 700
Code 743
Title:  Facility Report

It is recommended that this be deleted because facilities information is provided in the monitoring report for Management Limitations 2.3 and 2.4.

Revised June 23, 1992; February 12, 2001
Last review:  2010

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Series 700
Code 744
Title:  Site Acquisition

The superintendent shall inform the board when there are site acquisition needs. The board shall determine when the bid process is to be initiated, based upon appraisals and other relevant information. Statutory procedures shall be followed in acquiring property .

Administrative Procedures: Code 743

Revised June 23, 1992
Last review: 2010

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Series 700
Code 745
Title:  Site Disposition

The superintendent shall inform the board when there is excess property for disposition and in what manner the disposition shall occur.

 This paragraph is unnecessary because the district is bound to follow Iowa Code Section 297.22 and administrative code 735 states the district will follow the requirements of 297.22. Revised June 23, 1992
Last review: 2010

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Series 700
Code 747
Title:  Building Maintenance and Repair
The Board of Directors shall dedicate and allocate adequate funding to maintain all buildings and site assets, including grounds, buildings and equipment, in a manner that maximizes the life of the assets through the development and adherence to a maintenance program which includes preventive, predictive and general maintenance, repairs and capital maintenance.

Preventive maintenance is defined as planned or scheduled maintenance of buildings and site assets, including grounds, buildings and equipment, to ensure uninterrupted, continued and efficient operation, minimizing unscheduled or emergency repairs, or to adhere to an established industry standard or mandate.

Predictive maintenance is defined as work involving the use of noninvasive monitoring and analysis to determine the condition of operating equipment and systems without disrupting normal service (e.g., oil analysis, vibration analysis, infrared thermography).

General maintenance is defined as work that maintains or preserves the assetÕs function.

Repair is defined as work which involves restoring the assets that have either failed or are performing in a manner below established industry standards or mandates.

Capital maintenance is defined as non-general fund expenditures related to the replacement of major assets with a similar asset providing the same or similar functionality.

Administrative Procedures:  Code 747
Revised: June 23, 1992; April 18, 2000
Last review:  2010

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Series 700
Code 750
Title:  Public Use of School Facilities

School facilities are public resources supported with public funding. The Board encourages use of school facilities by individuals and groups in the community when such use would not interfere with school activities.

Facility users must pay the district for estimated actual costs and are responsible for damages resulting from use. The schedule of fees relating to this policy shall be established in procedures and shall be reviewed annually. The fee schedule shall provide for discounted fees for school-related and non-profit groups. A portion of the fees collected shall be returned to the operations department as well as to school buildings to cover expenses associated with community usage.

Arrangements for facility usage by the community must be coordinated centrally.

Administrative Procedures: Codes 750 and 750.2
Revised June 23, 1992; August 18, 1998; August 17, 2004
Last review: 2010

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Series 700
Code 750.1
Title:  Equal Access to School Facilities

Student groups may use school facilities to conduct meetings which have a religious, political, or philosophical emphasis provided the meeting is voluntary, student initiated, and does not materially or substantially interfere with the orderly conduct of educational activities within the school.

Schools shall not sponsor any student religious group meeting that is held on the premises.

Administrative Procedures: Codes 750 and 750.2
Last review: 2010
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Series 700
Code 751
Title:  Possession of Weapons by Non-Students
The district is committed to maintaining a safe teaching and learning environment. The presence of weapons in the schools will not be tolerated. The possession of weapons by non-students is prohibited on school grounds; or at a school-sponsored or school-related activity. For purposes of this policy, the term “weapons” has the same definition as used in Code 521.

Employees found to be in violation of this policy will be subject to discipline up to and including dismissal. Non-employees in violation of this policy shall be required to leave the school grounds or activity immediately. The person in charge of the school grounds or activity is authorized and directed to inform the offending person that they must vacate the premises and that a failure to do so will be deemed a criminal trespass.

Violations of this policy which are also violations of local, state, or federal laws will be reported to the appropriate law enforcement agencies. The superintendent is authorized and directed to provide both general and specific exceptions to this policy when appropriate for law enforcement or security purposes.

Adopted August 16, 1994
Last review: 2010

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Series 700
Code 752

Title:  Tobacco-Free Environment
The Des Moines Independent Community School District is a tobacco-free environment.  This shall include all district facilities and grounds, including school owned and leased vehicles.  This policy applies at all times, including school-sponsored and nonschool-sponsored events.  Persons failing to abide by this request are required to extinguish their smoking material, dispose of the tobacco product or leave the school district premises immediately.  Building administrators and other district administrators are responsible for enforcing this policy.

Adopted March 5, 1991; revised August 6, 1991; June 23, 1992; May 17, 1994; revised February 17, 2009
Last review: 2010

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Series 700
Code 754
Title:  Drills for Emergencies

Building principals, subject to approval of the superintendent or the superintendent’s designee, shall develop orderly procedures for use in various emergency situations. An adequate number of drills for these procedures shall be conducted and all necessary information regarding these procedures shall be furnished to occupants of the specific buildings.

Revised January 21, 1992
Last review: 2010

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Series 700
Code 760

Title: School Wellness

The Goal
Becoming the model for urban education, The Des Moines Public Schools Board of Directors supports a culture and climate of wellness for all students. The district promotes the development of healthy students by supporting a comprehensive learning environment for developing and practicing lifelong wellness behaviors. The entire school environment shall be aligned with school district goals to positively influence the understandings, beliefs, and habits of physical and mental well-being of students and staff.

Becoming the model for urban education, The Des Moines Public Schools Board of Directors supports a culture and climate of wellness for all students. The district promotes the development of healthy students by supporting a comprehensive learning environment for developing and practicing lifelong wellness behaviors. The entire school environment shall be aligned with school district goals to positively influence the understandings, beliefs, and habits of physical and mental well-being of students and staff.

Nutrition Education and Health Education
The school district will provide curriculum in nutrition education as part of the district’s instructional program in comprehensive health education in grades pre-kindergarten, kindergarten through five, and in the Family Consumer Sciences/Health Education in grades six through twelve.

Physical Education and Physical Activity
The school district will develop a comprehensive, school-based physical activity program (CSPAP).

The school district will enhance and implement a curriculum in physical education that meets federal and state guidelines. The curriculum will align with the National Society of Health and Physical Educators (SHAPE) standards for all students in pre-kindergarten through grade twelve.

http://www.shapeamerica.org/standards/pe/

For specific curriculum information and resources visit www.pe.dmschools.org

The school district will offer classroom health education that complements physical education by reinforcing the knowledge and self-management skills needed to maintain a physically activity lifestyle.

Legal References: 2008 Iowa Acts, Senate File 2425, division XI, “Healthy Kids Act.” IAC 281—12.2 and 125 (256)

https://www.educateiowa.gov/sites/files/ed/documents/0910_sbp_HKA_finalPhysActRules.pdf

Student Nutrition
The school district will follow Des Moines Public Schools Board of Directors’ Policy Series 700, Code 763 Nutrition Standards.

All foods offered or sold during the school day or for school-sponsored activities will meet federal, state and local standards. All foods offered or sold to students should make a positive contribution to student health and support nutrition education efforts.

Schools will provide access to healthy foods outside the reimbursable meal programs including those sold through a la carte lines, vending machines, student- run stores, fundraising activities before, during, and 30 minutes after school.

Schools will only allow marketing and advertising of foods and beverages that meet the Smart Snacks in school nutritional standards.
The school district supports Farm to School efforts to increase awareness of and access to healthy, local foods.

School Employee Wellness
The health, safety and attendance of school teachers and staff are critical to our students meeting the rigorous learning goals we have set. In addition, school staff members are a unique and valuable resource. To this end, the district will establish a school employee wellness program that will include, but is not limited to, physical activity and nutrition information, weight management, stress management, health screenings, tobacco cessation and other evidence-based approaches.

The employee wellness program is fully supported by the DMPS Superintendent, School Board, DMPS Leadership and the Health Benefits Advisory Committee.

The program will be evaluated annually for its overall effect on staff health and well-being, staff attendance and return on investment.

Policy Implementation
The superintendent/designee will ensure district compliance with established school district wellness policy. A district Wellness Policy Committee comprised of a diverse team of representatives will meet periodically to review and update the district wellness policy.
Building principal/designee will ensure building-level compliance with established wellness policy including a building-level wellness committee and action plan.


Adopted: June 20, 2006

Administrative Procedures: Code 760

Legal References: Richard B. Russell National School Lunch Act, 42, U.S.C. 1751 et seq. (2005); Child Nutrition Act of 1966, 42 U>S.C. 1771 et seq.

Last review: 2010; Revised November 1, 2016

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Series 700
Code 761
Title:  School Food and Nutrition Program

The school food and nutrition program shall: a) provide nutritional foods and balanced meals to the students of the district on a nonprofit basis and; b) serve as a vehicle for nutrition education. The food and nutrition program is available to adults who are employees of the district and to residents of the community.

Revised June 23, 1992
Last review: 2010
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Series 700
Code 762
Title:  Operation of Cafeterias

District tax funds are generally used to provide necessary physical plant facilities, purchase initial equipment necessary for the establishment of food service facilities in new or existing buildings, and repair and replace major equipment items. Most other program expenses are funded through revenue from the nonprofit food service operation; however, such revenue shall not be used to lease, purchase, or construct buildings.

Revised June 23, 1992
Last review: 2010

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Series 700
Code 763
Title: Nutrition Standards
Foods and Beverages Sold Individually (i.e., foods sold outside of reimbursable school meals, such as through vending machines, cafeteria a la carte lines, fundraisers, school stores, etc.)

All foods available on campus will comply with the current USDA Dietary Guidelines for Americans.

Elementary Schools:
The school food and nutrition program will approve and provide all food and beverage sales to students in elementary schools.  Given young children s limited nutrition skills, food in elementary schools should be sold as balanced meals.  If available, foods and beverages sold individually should be limited to low-fat and non-fat milk, fruits, 100% juice, non-fried vegetables and approved age appropriate healthy food selections.

Middle Schools and High Schools: 
In middle and high school buildings all foods and beverages sold (including those sold through a la carte lines, vending machines, student stores, school-sponsored fundraising activities) other than (a) as part of the reimbursable school meal programs or (b) through concession stands immediately prior to, during and immediately after athletic and other events not occurring during the school day, will meet the following nutrition and portion size standards:

Beverages

  • Allowed: water or sparkling water (USDA approved); fruit and vegetable juices and fruit-based drinks that contain at least 30% fruit juice and that do not contain additional caloric sweeteners; unflavored or flavored low-fat or fat-free fluid milk and nutritionally-equivalent nondairy beverages (to be defined by USDA); electrolyte replacement drinks that do not contain more than 20 grams of added sweetener per 8 ounce serving; and beverages containing caffeine with less than 15 milligrams per 8 ounce serving.
  • Not allowed: soft drinks containing caloric sweeteners; fruit-based drinks that contain less than 30% real fruit juice or that contain additional caloric sweeteners.

Foods

  • A food item sold individually:
  • Will have no more than 35% of its calories from fat (excluding nuts, seeds, peanut butter, and other nut butters) and 10% of its calories from saturated and trans fat combined;
  • Will have no more than 35% of its weight from total sugars;
  • Will contain no more than 230 mg of sodium per serving for chips, cereals, crackers, French fries, baked goods, and other snack items; will contain no more than 480 mg of sodium per serving for pastas, meats, and soups; and will contain no more than 600 mg for pizza, sandwiches, and main dishes.
  • A choice of at least two fruits and/or non-fried vegetables will be offered for sale at any location on the school site where foods are sold.  Such items could include, but are not limited to, fresh fruits and vegetables; 100% fruit or vegetable juice; fruit-based drinks that are at least 30% fruit juice and that do not contain additional caloric sweeteners; cooked, dried, or canned fruits (canned in fruit juice or light syrup); and cooked, dried, or canned vegetables (that meet the above fat and sodium guidelines).

Portion Sizes

  • Limit portion sizes of foods and beverages sold individually to those listed below:
  • One and one-quarter ounces for chips, crackers, popcorn, cereal, trail mix, nuts, seeds, dried fruit, or jerky;
  • One ounce for cookies;
  • Two ounces for cereal bars, granola bars, pastries, muffins, doughnuts, bagels, and other bakery items;
  • Four fluid ounces for frozen desserts, including but not limited to, low-fat or fat-free ice cream;
  • Eight ounces for non-frozen yogurt;
  • Twelve fluid ounces for beverages, excluding water; and
  • The portion size of a la carte entrees and side dishes, including potatoes, will not be greater than the size of comparable portions offered as part of school meals.  Fruits and non-fried vegetables are exempt from portion-size limits.

Fundraising Activities:
To support childrenÕs health and school nutrition-education efforts, school-sponsored fundraising activities will either not involve food or will use only foods that meet the above nutrition and portion size standards for foods and beverages sold individually outside the reimbursable school meal programs.  Schools will encourage fundraising activities that promote physical activity.  The school district will make available a list of ideas for acceptable fundraising activities.  While this restriction does not apply to PTAÕs, independent booster clubs or similar organizations, they are encouraged to comply with this policy when it comes to the sale of fundraising items.

Snacks:
Snacks served during the school day or in after-school care or enrichment programs will make a positive contribution to childrenÕs diets and health, with an emphasis on serving fruits and vegetables as the primary snacks and water as the primary beverage.  Schools will assess if and when to offer snacks based on timing of school meals, childrenÕs nutritional needs, childrenÕs ages, and other considerations.  The district will disseminate a list of healthful snack items to teachers, after-school program personnel, and parents.  Eligible schools will provide snack through approved after-school programs participating in the National School Lunch Program.

Rewards:
Schools will not use food or beverages for rewards that do not meet the nutrition standards for foods and beverages sold individually (above) as rewards for academic performance or good behavior, and will not withhold food or beverages (including food served through school meals) as a punishment.

Adopted September 20, 2005
Last review: 2010

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Series 700
Code 764
Title:  Food Items Offered or Sold

The Des Moines Independent Community School District supports better health through nutrition education and corresponding eating patterns. Food items offered or sold by the Des Moines Public Schools should reflect a concern for better nutrition and health.

Administrative Procedures: Code 764

Revised June 23, 1992
Last review: 2010

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Series 700
Code 770
Title:  Cash Flow and Investments

District funds in excess of current needs shall be invested in compliance with this policy and applicable law.  The goals of the district’s investment portfolio in order of priority are:

  • To provide safety of the principal;
  • To maintain the necessary liquidity to match expected liabilities; and
  • To obtain a reasonable rate of return.

In making investments, the district shall exercise the care, skill, prudence and diligence under the circumstances then prevailing that a prudent person acting in a like capacity and familiar with such matters would use to meet the goals of the investment program.

District funds are monies of the district, including operating funds.  Operating funds of the district are funds which are reasonably expected to be used during a current budget year or within fifteen months of receipt.  When investing operating funds, the investments must mature within three hundred and ninety-seven days or less.  When investing funds other than operating funds, the investments must mature according to the need for the funds.

The board authorizes the Chief Financial Officer/Board Treasurer (and his/her authorized designee) to invest funds in excess of current needs in the following investments:

  • Interest bearing savings, money market, and checking accounts at the district’s authorized depositories.
  • Obligations of the United States government, its agencies and instrumentalities.
  • Certificates of deposit and other evidences of deposit at federally insured Iowa depository institutions.
  • Repurchase agreements in which underlying collateral consists of investments in government securities.  The district must take delivery of the collateral either directly or through an authorized custodian.  Repurchase agreements do not include reverse repurchase agreements.
  • Prime bankers acceptances that mature within two hundred seventy days and that are eligible for purchase by a federal reserve bank.  At the time of purchase, no more than ten percent of the investment portfolio can be in these investments and no more than five percent of the investment portfolio can be invested in the securities of a single issuer.
  • Commercial paper or other short-term corporate debt that matures within two hundred seventy days and that is rated within the two highest classifications, as established by at least one of the standard rating services, with no more than five percent at the time of purchase placed in the second highest classification.  At the time of purchase no more than ten percent of the investment portfolio can be in these investments and no more than five percent of the investment portfolio can be invested in the securities of a single issuer.
  • An open-end management investment company registered with the federal securities exchange commission and commonly referred to as a money market mutual fund.  The money market mutual fund shall use only the investments individually authorized by law for school districts.
  • A joint investment trust organized pursuant to Iowa Code Chapter 28E, provided that the joint investment trust meets the requirements to be an authorized investment.
  • Warrants or improvement certificates of a levee or drainage district.
  • Other investments authorized under applicable law.

It shall be the responsibility of the Chief Financial Officer/Board Treasurer (and his/her authorized designee) to oversee the investment portfolio in compliance with this policy and the law. The Chief Financial Officer/Board Treasurer (and his/her authorized designee) shall be responsible for reporting to and reviewing with the board the investment portfolio’s performance, transaction activity and current investments.

The Chief Financial Officer/Board Treasurer shall have the discretion to recommend a contract with an outside person to invest school district funds, to advise on investments, to direct investments, to act in a fiduciary capacity or to perform other services to the board for review and approval consistent with Management Limitations 2.4.  The Chief Financial Officer/Board Treasurer shall also provide the board with information about and verification of the outside person’s fiduciary bond.  Contracts with outside persons shall include a clause requiring the outside person to notify the district in writing within thirty days of any material weakness in internal control, or structure or regulatory orders or sanctions against the outside person with regard to the type of services being performed, or provide other information necessary to ensure that the investments and the outside person doing business with the district meet the requirements outlined in the policy.

It shall be the responsibility of the Chief Financial Officer/Board Treasurer to deliver a copy of this policy to the district’s depositories, auditor and outside persons doing business with the district.

It shall be the responsibility of the superintendent, in conjunction with the Chief Financial Officer/Board Treasurer, to develop a system of investment practices and internal controls over the investment practices.  The investment practices shall be designed to prevent losses, to document the officers’ and employees’ responsibility for elements of the investment process and address the capability of the management.

Administrative Procedures:  Code 770
Revised June 23, 1992; October 6, 1992; February 12, 2001; June 6, 2017
Last review:  2017

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Series 700
Code 772
Title:  Insurance

The district shall maintain an insurance program to protect the assets of the district with policies deemed appropriate by the district insurance agent following recommendations of the administration. The insurance program shall be reviewed annually to make certain that there is adequate coverage.

Administrative Procedures: Code 772
Revised June 23, 1992
Last review: 2010
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Series 700
Code 773
Title:  Scholarship Funds

Scholarship funds received and managed by any school shall be invested through the district’s Department of Business and Finance, with the interest earned being credited to that fund for use as specified by the originators of the scholarship. This policy does not pertain to scholarship funds managed by alumni associations.

Adopted June 15, 1993
Last review: 2010
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Series 700
Code 776
Title:  Transportation

Transportation shall be provided to students who are enrolled in certain programs, as described in Policies Codes 776.1, 776.2, 776.3 and 776.4.

Adopted June 23, 1992
Last review: 2010

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Series 700
Code 776.1
Title:  English as a Second Language/Bilingual Program Transportation

Pupils assigned to the English as a Second Language/Bilingual Program in a building other than their home attendance area shall be provided transportation to the assigned building.

Adopted June 23, 1992
Last review: 2010

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Series 700
Code 776.2
Title:  Open Enrollment

Students approved for within-district open enrollment may request paid district transportation to the receiving school.  Approval is subject to the availability of space on an existing bus route as determined by the Chief Operations Officer.

Students approved for between-district open enrollment shall be provided transportation in accordance with the existing laws as stated in the Code of Iowa.

Legal reference:  Administrative Code of Iowa Ch. 17.9 (1995)

Adopted June 23, 1992; revised August 20, 1996; February 12, 2001
Last review:  2010

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Series 700
Code 776.3
Title:  Special Education Transportation

Pupils identified by a multi-disciplinary staffing team as eligible for special education transportation shall be provided transportation to their assigned educational program.

Administrative Procedures: Code 776.3
Revised June 23, 1992
Last review: 2010

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Series 700
code 776.4
Title:  – Student Placement Program Transportation

Pupils assigned to the -Student Placement Program in a building other than their home attendance area shall be provided transportation to the assigned building.

Adopted June 23, 1992
Last review: 2010

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Series 700
Code 779
Title:  Energy Conservation

The district shall use energy as conservatively as reasonably possible. The district will:

  • minimize the use of energy while maintaining an environment conducive to the health, safety and well-being of the students and staff without sacrificing program or course content;
  • maintain and operate all facilities and equipment for the efficient use of energy;
  • develop programs to update facilities and equipment for the conservation of energy, subject to the resources available;
  • provide in-service training for staff and students on the need to conserve energy, subject to the resources available;
  • utilize preventive maintenance, operations and facility crafts personnel to make energy related improvements, subject to the resources available;
  • at the direction of the Superintendent, designate an energy management team that is representative of the district to monitor energy expenditures and improvements.

Administrative Procedures: Code 779
Revised: August 17, 2004
Last review: 2010

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Series 700
Code 780
Title:  Reproduction of Copyrighted Materials

The board intends that the district abide by copyright laws and does not approve of any illegal duplication of copyrighted materials in any form by district employees or with the use of district resources.

Copyrighted materials may only be copied to the extent allowed by law, fair use guidelines, license agreements or by permission of the copyright holder. Persons who violate the copyright laws or this policy may be subject to discipline. It is the intent of the district to recover damages from employees who violate this policy.

Administrative procedures shall provide guidelines for the copying of copyrighted materials.

Notices of copyright restrictions must be placed in appropriate locations in district offices.

Adopted June 21, 1994
Last review: 2010

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Series 700
Code 781
Title: Security Cameras in Schools and Buses

It is the policy of the Des Moines Public Schools to create and maintain a safe school and work environment. Security cameras (closed circuit television systems – CCTV) are installed within school buildings and buses as well as the exterior of buildings. Security cameras monitor school property, assisting administrators in detecting and deterring unacceptable behavior or activities and otherwise enforcing district rules. Camera systems also provide a historical record to facilitate investigations.

At the beginning of each school year, the Superintendent or a designee shall provide notification to students, parents, and staff that security cameras are in place and will monitor and record behavior in and around school buildings and within school buses. The notification shall include the fact that some video may be considered to be part of a student education record, and the district will treat it according to the Family Education Right to Privacy Act (FERPA) rules and regulations. Staff notification of security cameras shall be clearly stated in any employee handbook.

All actions or conversations are subject to being recorded. Employees, students and others found to have tampered with or disabled cameras or systems shall be subject to discipline including termination of employment and possible legal action and restitution.

Security cameras are used to accomplish three important goals in the Des Moines Public Schools:

  • To enhance the safety of students and staff
  • To protect school property against theft or vandalism
  • To assist in the identification of intruders and persons endangering the health, wellbeing or safety of school community members

Revised: August 2016
Adopted: 2011

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Procedures

Series 700
Code 702
Title:  Budget Planning
The Chief Financial Officer will send a memo annually to those principals, directors, and supervisors who are responsible for budget preparation, detailing the following information.

  1. The total dollar allocation for your school’s (following year) budget based on the September (current year) enrollment figure, as provided by the Department of Business and Finance, is ______________.
  2. New textbook adoptions will be provided for under controlled accounts.  Principals of schools are not required to budget for new textbook adoptions.  Principals are still required to budget for the replacement of existing textbooks.
  3. The account code numbers for all expenditure accounts will be the same as used for the (current year) fiscal year.  Refer to “Budget Preparation Information” sent out previously for code number dimensions.The account code numbers used on the (following year) requisitions need to be the same account code numbers used in preparing the (current year) budget.
  4. Budget information is to be entered directly into the on-line Mid-Iowa Computer Center computer system in accordance with the procedures manual prepared for the budget software system.  The format for input into the computer follows the same pattern used in prior years, which is as follows:
Purpose of Form
a. Salary Object Code List in detail employees for each account with object codes:100-199.
b. Purchased Services Object Code List in detail needs for services other than payroll for each account with object codes:300-399.
c. Supplies/Materials Object Code List in detail needs for material items of an expendable nature that are consumed, worn out or deteriorated in use or items that lose their identity with object codes:400-499.
d. Capital Outlay Object Code List in detail needs for acquisition of fixed assets with object codes:500-599.
e. Other Expenses Object Code List in detail needs for goods and services not otherwise provided for with object codes:600-699.

If additional forms are needed, contact the Department of Business and Finance.

  1. The budget inputs into the computer need to be completed by a date determined by the Department of Business and Finance.  Budget hearing dates will be set after that date.
  2. Regular annual Central Stores orders must be prepared for supplies listed in the Central Stores catalog.  These annual orders are prepared by using the on-line Mid-Iowa computer system procedures for processing annual Central Stores supply requisitions.  The supplies ordered need to be budgeted for in the appropriate budget accounts.  All annual Central Stores requisitions must be transmitted to Mid-Iowa Computer Center by a date determined by the Department of Business and Finance.
  3. “Annual Requisition for Non-Central Stores Items” forms must be prepared for all items to be ordered from the other special catalogs.  The special catalogs are as follows:
  • Art Supplies and Equipment
  • Audio-Visual
  • Business Education Supplies and Equipment
  • Office Equipment
  • Home Economics Supplies and Equipment
  • Music Instruments and Supplies
  • Graphic Arts
  • Classroom and Office Furniture
  • Computer Equipment

Indicate at the top of the requisition form the name of the catalog used; such as, “Art Catalog.”  These requisitions must also be turned in at budget hearing time.

  1. Regular Purchase Requisition/Order Forms must be prepared and submitted at budget hearing time for all equipment items included in the budget requests.  The same forms must be prepared and submitted for any other items budgeted which needs to be ordered from outside vendors.  Equipment items must be submitted on separate Purchase Requisitions/Order Forms than supply items.Catalog numbers and catalog name must be indicated on the requisition when available.  All of these requisitions must indicate “(following year) Budget” at the top of the form.Warning:
    Any items ordered on a “Purchase Requisition/Order Form” which can be obtained from any of the district catalogs will not be ordered.  These items must be put on a “Central or Non-Central Stores Requisition.”
  2. Annual Central Stores Requisitions need to be prepared for nurses, library, custodial, and sold supplies even though these accounts are not part of the decentralized funds.  The account numbers to be used are as follows (xxx represents Facility Code Number):
Account Number Account Description
10-630-001-410 Nurses Supplies
10-740-001-410 Library Supplies
10-942-001-470 Custodial Supplies
10-117-xxx-568 Sold Supplies
  1. Commonly used account numbers (xxx represents Facility Code Number):
10-001-xxx-410 General Instruction Supplies
(Break down into subject matter program coding if over $100).
10-001-xxx-420 Textbooks-Replacements
(Do not use subject matter program coding).
(Do not budget for new adoptions).
10-740-xxx-430 Library Books
10-740-xxx-440 Periodicals
10-160-xxx-410 Industrial Arts Supplies
10-620-xxx-410 Counselor Supplies
10-830-xxx-410 Principal’s Office Supplies
10-400-xxx-350 Co-Curricular Activities-Transportation Services
10-400-xxx-186 Co-Curricular Activities-Police Security Guards
10-444-xxx-350 Marching Band-Transportation Services
10-446-xxx-350 Instrumental Band-Transportation Services
10-447-xxx-350 Vocal Ensemble-Transportation Services

The Chief Financial Officer shall implement the following meeting schedule pertaining to the development and certification of the following year’s budget.  Meetings are open to all interested parties:

  • December through first week of January:
    Budget hearings for those individuals who are responsible for preparation of budget documents.
  • Last week in January:
    Budget review meetings for adjustment and balancing of budget documents.
  • At one of February board meetings:
    Budget work session’ authorization to publish budget and set public hearing date.
  • First board meeting in March or April:
    Hold public hearing and certify budget.
  • Prior to March 15 or April 15:
    File approved certified budget.

Revised March 2, 1993
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Series 700
Code 721
Title:  Contractors–Equal Opportunity

The general conditions used by the Purchasing Department and architects doing work for the Des Moines Independent Community School District contain an item headed “Qualification of Bidders.” A subparagraph reads as follows:

Equal Opportunity Policy:
Because it is the desire of the Des Moines Independent Community School District to encourage equal employment policies, all contractors, including suppliers supplying goods and services to the school district, are expected to comply with the spirit of equal opportunity employment, as well as with the letter of all applicable statutes and regulations. Compliance shall require contractors not to discriminate; and, in addition, to take reasonable affirmative action to insure that members of minority groups and women are effectively afforded equal employment opportunities. All subcontractors should be advised of, and are obligated to comply with, the equal opportunity employment policy.

General conditions are used on any bid where the cost is expected to exceed $4,000 and where installation and labor would be required.

A Targeted Small Business (TSB) Participation Form is included with the bid forms for all construction projects. It identifies whether or not the general contractor is a TSB as defined by the State of Iowa and, if not, lists the TSB contractors they contacted and any TSB’s that will be awarded a subcontract in the event the general contractor receives the award. The district can apply these subcontractor awards toward its TSB goal.

Revised March 2, 1993
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Series 700
Code 723
Title:  Award of Contract

If other than low bid meeting specifications is recommended, a statement of reasons for the recommendation will be presented to the Board of Directors.
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Series 700
Code 728
Title:  Accountability of Operating Fund Budget and Expenditures
Accountability of operating fund budget and expenditures shall be the responsibility of the Chief Financial Officer for the school district.  The following procedures will be followed:

  1. All funds expended from the Operating Fund must be coded to the properly identified function, program, facility, and object classification.  The availability of budget appropriations in other accounts, but not in the properly coded account, cannot be the reason for improper account coding.
  2. Account appropriations can be over-expended by ten percent of the budget allocation up to $100 without prior approval for good cause.  This does not mean that each account is automatically greater than the amount authorized.
  3. Proposed over-commitment of budget allocation in excess of the ten percent or $100 limitation must be accompanied by a formal request to the Chief Financial Officer requesting a budget appropriation transfer from one account to another.  A pre-printed form called “Request to Chief Financial Officer for Budget Change” is to be used for this purpose.  The over-expenditure of budget allocation will not be allowed until the Chief Financial Officer has approved the request in writing.  When approval is granted, there will be a revised budget transfer made.  A summary of the account code budget appropriation transfers will be given to the Board of Directors quarterly.
  4. Commitment of funds for items not provided for in the adopted budget requires that the same preprinted form be filed with the Chief Financial Officer prior to the commitment of the district to expend said funds.  The following approval procedure is required on such requests:
    • The Chief Financial Officer will approve on items under $10,000.
    • The superintendent or designee, will approve on items costing between $10,000 and $25,000.
    • The Board of Directors will formally approve all items costing  in excess of $25,000.
    • The normal purchasing policies will be followed after approval for the purchase has been obtained.The Chief Financial Officer will reply in writing to the request for the expenditure of funds for such items not provided for in the budget

All account codes are to be assigned to some one individual within the school district who will have the single responsibility for that account code.  Any commitment for the expenditure of such accounts must have the signature of that individual indicating approval.  The same individual has the responsibility of adhering to the adopted policies outlined above.

Accounts set up for utilities, employee benefit programs, postage, instructional and custodial salaries, insurance, taxes, and assessments are exempt from any formal request policy to exceed budget appropriations.

Since the Board of Directors must approve all items for which bids are received, and paragraph 4(d) as stated previously indicates the normal purchasing policies will be followed, the Board of Directors will ultimately act on those items not provided for in the adopted budget when the item comes before the Board of Directors for approval of bids.

Revised: March 2, 1993; October 2002
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Series 700
Code 733
Title:  Emergency Purchasing

If an emergency need occurs for a specialized item to be purchased, an employee may purchase that item, providing supervisory approval has been obtained, utilizing the following provisions. These practices are for emergencies only.

If the purchase price is less than $50.00, the purchase should be made on a cash basis with a reimbursement to the employee upon presentation of a proper receipt.

If the purchase price exceeds $50.00, the employee or the employee’s supervisor or designee will prepare a Purchase Requisition and bring it to the Purchasing Department for the assigning of a Purchase Order Number. The employee may then take the Purchase Order to the vendor and pick-up the materials. The employee leaves the “vendor copy” with the vendor, signs the “receiving copy,” and turns it in with the bill to the Department of Business and Finance for payment.

Revised March 2, 1993
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Series 700
Code 735
Title:  Disposition of School District Property
The purchasing agent, on notification by an appropriate supervisor that a piece of equipment, furniture, or group of supplies has been declared obsolete, shall dispose of such merchandise at the best price possible.

Auction sales of furniture and equipment will be handled by the Department of Facility Management with sale proceeds being forwarded to the Department of Business and Finance to be credited to the general fund.

Some sales of food service equipment will be handled by the Department of Food and Nutrition Management with receipts being forwarded to the Department of Business and Finance for credit to the Food Service Fund.

Discontinued Instructional Materials
Textbooks that have been replaced by a new adoption and will no longer be used in the district are considered to be obsolete and of negligible relative value.  These textbooks must be disposed of in the following manner, using this listed order:

  1. All student texts and teachers’ materials must be stamped “Discontinued.”
  2. Check with the curriculum supervisor to see if it would be advisable to keep a classroom set, or at least a few, for reference material.
  3. Textbooks may be given, not sold, to students who would value them.
  4. Textbooks may be donated to community volunteer tutoring services to help district students.
  5. Books may be sold to “used book” buyers.  Call any or all of the buyers on a list to be provided, when necessary, by the district’s Purchasing Department and invite them to meet with you to preview the condition of the books for sale.  The buyers will determine the value of the materials.
    In the event a purchase is made, the buyer should send a check, made payable to Des Moines Public Schools, to the Business and Finance Office, 1801 16th Street.
  6. After the book buyer declares the materials have no value, those materials may be donated or recycled without additional cost to the district.

Revised March 2, 1993; August 19, 1997; June 19, 2007
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Series 700
Code 740
Title:  Naming of Schools and Facilities

Proposed Name for Facility
(This form shall be used by persons nominating names for schools and school facilities.)

I propose that the (designation of building and/or location) (address) be named (proposed name)

  1. Biographical/Other Data*:
  2. The significance of this name is*:
  3. I believe the facility should be so named because*:

(Signature) (Date)

* Additional information may be attached

Approved July 13, 1999
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Series 700
Code 742
Title:  Selection of Architects, Engineers and Consultants

Design professionals such as architect, engineers and consultants will be interviewed and selected by the superintendent and/or the superintendent’s designee. The firm will be presented to the board as an information item.

Revised March 2, 1993
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Series 700
Code 744
Title:  Site Acquisition

City zoning commission approval of school sites shall be requested as required by the Code of Iowa. Joint planning shall be carried out with all other urban planning organizations whenever possible.

The designated “property agent” shall research conditions of ownership and contact owners to determine their attitude toward selling the property for school site use.
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Series 700
Code 747
Title:  Building Maintenance and Repair

The Department of Facility Management will maintain a list of long-range facility needs. This list will be updated annually. From this list of needs the Plant and Equipment Levy projects will be selected on an annual basis.

Revised March 2, 1993
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Series 700
Code 750
Title:  Public Use of School Facilities

I. INTRODUCTION
Arrangements for facility usage by the community must be made with the Community Education Department. The Community Education Department will handle the usages for all school facilities, and any census, memorial, funeral, caucus and film requests.

Users of district facilities must comply with all federal, state, municipal and school district equal opportunity laws and regulations prohibiting discrimination.

Unauthorized use of school facilities will result in an automatic suspension of the right to use facilities. Abusive and obscene language will not be tolerated.

The Board and/or designee reserves the right to grant or deny any or all facility use requests at its sole discretion when such action is deemed in the best interest of the district. Approval of a request does not imply the endorsement or sponsorship by the Superintendent, Board, or Des Moines Public Schools.

District administrators, the designated building supervisor, or the custodian on duty have the right to terminate any activity at any time if, in his/her judgment, there are violations of Board policies and rules, or federal, state or municipal laws, or if the activity is deemed to be hazardous to people, buildings, or equipment.

II. APPLICATION PROCESS

A person or organization requesting use of district facilities will contact the Community Education Office a minimum of seven (7) days prior to the event. Community Education Coordinators will:

      • determine the requester’s classification.
      • determine availability and appropriateness of facility to meet the request (including personnel and equipment, if applicable).
      • determine estimated cost of requested facilities and personnel
      • determine whether insurance is required and which additional documents will be needed.

When the above has been determined, the request will be scheduled if approved, and a permit will be issued and deposits collected.

The permit will list scheduled facilities, dates, times, equipment needs, personnel and estimated fees. A copy of the permit will be sent to the building administrator or designee at the site, the building manager and the Department of Facility Management as confirmation of the scheduled facility.

The requestor will sign a Group Representative Responsibility Agreement, and may be required to sign a Hold Harmless Agreement. These signed documents must be on file at the Community Education office prior to usage.

If the request is denied, the requester will be informed with reason(s). He/she may appeal by calling, writing or meeting with the Director of Community Education. If the Director upholds the decision, the requester can appeal to the Superintendent or his/her designee, who will review the request and make a final decision.

III. LIABILITY INSURANCE

All groups using Des Moines school district property shall carry commercial general liability insurance with a minimum limit of $1,000,000 Combined Single Limit for each occurrence with a $2,000,000 aggregate. This liability insurance will cover all premises and operations occurring on district property, including operations by any independent contractors, as well as contractual liability that would apply to the hold harmless agreement noted above. The insurance outlined above shall be written by companies admitted to do business in the State of Iowa, and acceptable to the district. A certificate of insurance shall be filed with the Community Education Office at least seven (7) days prior to the event or facility usage. The district reserves the right to require increased limits depending on the nature of the use by the group seeking to use DMPS property.

This policy must clearly state the DES MOINES INDEPENDENT COMMUNITY SCHOOL DISTRICT, 901 Walnut St., Des Moines, Iowa 50309, is listed as an additional insured. The certificate will not be acceptable if the requesting organization is the only insured listed. This form should be returned to the Community Education Office, 1915 Prospect Road, Suite 110, Des Moines, Iowa 50310-6265, or faxed to (515) 242-8528. Facility reservations cannot be committed until a valid certificate of insurance is received at the Community Education office.

A certificate of insurance is not required from district employees or district volunteers when the activity is a district event. PTA and PTO will not be required to have a certificate, but if a third party is involved, they will have to provide insurance. The district may require a certificate of insurability for any activities that are outside of the scope of an organization’s normal areas of usage. These would include all activities that have the potential to put individuals or the district at risk.

 

IV. USER GROUP CLASSIFICATIONS

The classification of the group or organization is determined by the nature of the group and by the type and purpose of its activity. If a group activity does not fall into an existing class, the Chief Financial Officer, the Community Education Director and/or the Community Education Coordinator will set a fee based on type and function of group activity. The Community Education Coordinators reserve the right to request a financial statement and/or budget from a group to assist in determining the appropriate classification.

Fees charged to user groups will be determined by their classification.

The following classifications are listed in priority order for scheduling. All classifications are subject to revision.

 

School District and School District-Related

1.     School District K-12 and District-Related Organizations
School district building and district programs and activities have top priority. School-sponsored events or activities are defined as individual programs or activities which the district or a district-related organization directly and completely coordinates, funds, plans, and operates. All profits from fundraising events in this classification are returned to the school or school-related organization.

Examples:

  • Regular classroom activities
  • School-sponsored activities for students (e.g., clubs athletics, intramural)
  • School-sponsored activities for parents (e.g., plays, concerts, open houses)
  • School-related groups and organizations (e.g., booster clubs, PTAs and other parent/teacher organizations, or employee meetings)
  • School and district-sponsored activities for district staff (e.g., training sessions, Wellness, DMEA)
  • Community Education activities (e.g., elementary enrichment, adult and continuing education classes)
  • School, school-related or charitable activities with or for business partners

2.     Public and Local Governmental Agencies, and District Co-Sponsored Activities
Co-sponsored events or activities are defined as individual programs or activities in which the district or district-related organization, through a joint arrangement with another agency, organization or individual receives mutual benefits from the event and assists in one or more of the following ways: funding, planning and/or operating. City ofDes Moines Parks and Recreation Department (28e Agreement), City ofDes Moines public meetings, Neighborhood Associations, and District Business Partners are included in this group.

3.     Youth Programs
Meetings and practice sessions for non-profit, chartered youth groups, or organizations sponsoring local youth activities.

Examples:

  • Boys and Girls Clubs
  • Boy Scouts/Girl Scouts
  • CampFire
  • CityParksand Recreation
  • ISU Extension
  • Little League (meetings only; tryouts are charged as Group A)
  • IowaSpecial Olympics
  • Soccer (meetings only)

Fees will be charged to such organizations when meetings or events are not co-sponsored by the District.

Student groups may use school facilities to conduct meetings which have a religious, political, or philosophical emphasis provided the meeting is voluntary, student initiated, and does not materially or substantially interfere with the orderly conduct of educational activities within the school.

Group A:  Non-Profit Groups or Activities

1.     Non-Profit Organizations or Religious Institutions
Nonprofit organizations or religious institutions are those groups whose activities are open to the public when no admission is charged or, if a charge is made, the net proceeds go entirely to school-related charitable or district purposes. Organizations who charge fees for their own purposes to cover costs will be considered Group A; organizations who charge fees for fundraising purposes will be charged at Group B For Profit. For purposes of determining nonprofit organizations, a tax-exempt identification number and/or an annual organizational budget will be requested.

Examples:

  • Community organization meetings of civic or service nature.
  • Religious services, religious classes and activities.

2.     Adult Groups
Adult groups whose members reside in the district for regularly scheduled meetings or recreation (e.g., basketball groups, volleyball groups, community singing groups).

3.     Educational Institutions
Educational institutions may use school facilities to offer classes that lead to the improvement of District staff and courses that are extensions of on campus programs.

Examples:

  • Des MoinesAreaCommunity College
  • Public universities (e.g.,IowaStateUniversity,UniversityofIowa,University of NorthernIowa)
  • Heartland Area Education Agency 11
  • Private higher educational institutions (e.g.,DrakeUniversity,SimpsonCollege, Viterbo)

4.     Governmental Agencies Not Partnering with the District (e.g. Federal Census)

5.    Private Youth Groups
Groups that are not District co-sponsored or covered by 28e Agreements (e.g. private school or tournament sport teams, Little League tryouts).

Group B:  For-Profit, Private, or Political Activities

1.     For-Profit Activities

Examples:

  • Businesses, private interest groups, individuals conducting activities in which a fee or admission is charged or items are sold
  • Meetings that are commercial in nature.
  • Film production in school buildings, facilities or school grounds.
  • Organizations holding events for which the participant directly or indirectly is charged a fee (e.g., rehearsals, ceremonies, performances, financial planners, and sports franchises).
  • Local nonprofit organizations conducting fundraising.
  • Private businesses conducting events (e.g., businesses conducting training).

2.     Private Activities

  • Private parties (e.g., wedding receptions, family or company picnics, birthday parties, graduation parties, funeral and memorial services).
  • Private association meetings (e.g. homeowner’s associations, service clubs).

3.     Political Activities

  • Political Party Events (except Caucuses or Elections). Caucus costs will be borne by the District.

I.                PRIORITY USE

Groups using the facilities classified as school or school related activities will have the highest priority for use, followed by Group A, then Group B, then all others. Community Education will use the guidelines to determine the classifications of community groups requesting use of a facility. (see User Group Classifications, Section IV.)

Groups composed primarily of residents of the district will receive priority in scheduling.

Community Education will consult with appropriate district personnel and community users to coordinate use of the district’s facilities.

II.             SPECIAL EVENTS AND CIRCUMSTANCES

The district welcomes local, state, and national groups hosting special events which enrich our community and provide a variety of lifelong learning opportunities for community members. Such groups might include National AAU Junior Olympics.

In scheduling such events, we must ensure that the learning environment for students is preserved and the upkeep of the facilities is maintained. In that light, the following guidelines were developed.
Guidelines for giving access to local, state, and national groups hosting special events in district facilities:

1.     The group can provide references from previous hosts attesting to reasonable group behavior, lack of damage, and prompt payment of costs incurred.

2.     Additional workload incurred for district staff (custodians, technicians, athletic personnel, etc.) is not so excessive that it conflicts with regular job responsibilities.

3.     The facilities are able to sustain the additional usage (e.g., a field seeded for fall cannot sustain a major summer soccer event; a school being prepared for an open house could not sustain a week of national basketball playoffs the week before).

4.     Summer usage does not interfere with major cleaning and repair projects being accomplished.

5.     The nature of the event does not conflict with previously scheduled groups (e.g. a statewide band play-off disturbs previously scheduled college classes held in the same building).

III.          COMMUNITY EMERGENCY USE

All school district facilities will be made available for emergency use by the American Red Cross officials and/or Civil Defense officials in case of disaster emergencies. Staff members will cooperate with those officials while retaining responsibility for all school district resources. All arrangements should be made through the Superintendent of Schools/Office of the Chief Financial Officer/Director of Support Services.

IV.          FEE DETERMINATION

A.  The Superintendent of Schools, the Chief Financial Officer or a designated representative will prepare a schedule of fees for the rental of school facilities. This schedule shall be presented annually to the Board.

B.  Community Education will determine the appropriate charges for the use of District facilities based on the above guidelines, including the following:

  • the classification of the organization or individual requesting use
  • the nature of the activity
  • the size of the facility necessitated by the activity
  • personnel costs
  • equipment (a $50 deposit will be required on all rental equipment)
  • fee schedule
  • deposit

When appropriate, additional fees will include:

  • administrative costs
  • cleaning fees
  • change or cancellation charges
  • failure to cancel
  • replacement or repair for damage or theft
  • overtime or holiday pay for district employees
  • employment of an Event Manager

All or a percentage of the estimated usage and personnel fees for a group’s activity may be required to be paid prior to the usage. Requests must be submitted, in writing to the Community Education director, to be reviewed for exemption. Exact fees and the total fee will be adjusted according to actual costs and the difference billed or refunded after use.

A deposit may be required if:

  1. there is reasonable doubt that the group will pay or be able to pay costs incurred.
  2. the group has the potential to incur excessive wear and/or damage to the facility.
  3. the district has no previous experience with the group.
  4. Groups are eligible for non-profit rate only if they provide proof of non-profit status and a tax exempt identification number.
    1. Community Education Facility Scheduling may request a copy of the group’s annual budget and/or the budget for the event.
    2. Promoters, directors, and other staff involved in the event will not share in revenues from the event over and above a just wage comparable to other like positions in the community or as compared to the district job worth scale. That is, a group will not be considered non-profit if individuals involved in the event receive a share of event revenue beyond a reasonable preset salary.
    3. All groups must pay all personnel costs involved before, during, and after the event. This may include costs for building supervisor(s), custodian(s), technician(s), food service worker(s), and overtime hours incurred as a result of the facility use.
    4. If a group falls within Group A or Group B, it must pay personnel costs and it will be asked to cover direct costs of usage (e.g., electricity, water, air-conditioning, heat, snow removal).

V.             NOTIFICATION OF CHANGE/CANCELLATION

The district reserves the right to cancel or postpone any activity, due to conflict, disregard of policies, or other uncontrollable circumstances. If approval has been given to a group to use facilities and it is later determined that the facilities will not be available, notice of cancellation will be given to the applicant as soon as practical with reasons for the cancellation. In such cases, the district will return any required deposit.

The requester is responsible for notifying Community Education when his/her group wants to change or cancel a confirmed request or the group is not using the facility at the scheduled time.

“No Shows”
All community groups who do not show for their scheduled time and who do not notify Community Education of cancellation 24 hours prior to their scheduled use shall be charged all costs of original contracted usage, including rental and personnel.

VI.          BILLING/PAYMENT PROCEDURES

Estimated usage and personnel fees for all events will appear on the contractual agreement. All or a percentage of the estimated usage and personnel fees for a group’s activities may be required to be paid prior to the usage. Exact fees and the total fee will be adjusted according to actual cost and the difference billed or refunded after usage. Under no circumstances is a fee to be paid to the custodian or any other school representative, only to the DMPS Community Education office, 1915 Prospect Road, Suite 110, Des Moines, IA 50311-6265.

VII.       SUPERVISION

Each group is responsible for the behavior of its members. Each group must designate one person (group representative) who serves as a group contact person with the Community Education Coordinator, Building Supervisor and the group he/she represents. The group representative is responsible for communicating the Facility Use Guidelines, usage procedures and other communication to the group members and for ensuring that group members understand and follow those guidelines and procedures as outlined in the Group Representative Responsibilities.

The district reserves the right to require police supervision at any event as deemed necessary by the administration or Community Education. This police supervision will be paid by the group.

VIII.    SEATING CAPACITY

The maximum number of people permitted in any school facility shall be restricted to the seating capacity indicated as appropriate by the fire marshal.

 

IX.          FOOD, BEVERAGES, AND SMOKING

Board policy regarding food, beverages and smoking will be enforced.

X.             EMERGENCY PROCEDURES

Board policy regarding emergency closing or cancellations will be followed.

XI.          DAMAGES AND MAINTENANCE

Board policy that applies to protection of school property and equipment will be followed.

XII.       DISTRIBUTION OF FEES

    1. Custodial fees collected will be credited to custodial salaries account. The Director of Community Education will be informed of all custodial overtime charged to the Community Education account in order to monitor overtime charged to the department and reconcile it with billing of rental groups.
    2. Seventy-five (75%) percent of facility usage fees collected will be credited to the Management Services account for purchase of paper, wax, soap, and other maintenance supplies or equipment.

Twenty-five (25%) percent of remaining facility usage fees collected will be credited to general account for buildings being used by the community.

The additional 20% administrative charge for handling and utilities will be divided with twenty-five (25%) percent of this fee going to Community Education, and seventy-five (75%) percent going to the Facilities Department utilities account.

Revised 07/01/2013

750A
Facility Usage Fee Schedule 2012-2013

Return to 700 Series Index

Series 700
Code 750.2
Title:  Extending the Use of School Food Service Facilities

The following guidelines relate to the use of school food service facilities:

  1.  School-Related Individuals or Organizations
    After permission is granted by the principal for use of the building, if food is to be prepared or mechanical equipment in the kitchen is to be utilized and a trained food service staff member is needed to comply with this policy, the individuals or organization shall contact the appropriate food service production kitchen manager (or the Director of Food and Nutrition Management if there are special needs) to make arrangements for use of the facility in a specific building.
  2. Community or Non-School-Related Groups
    To qualify and receive approval for use of a building, the group representative contacts Community Education, 1915 Prospect Road. If a community or non-school grou also request use of school food service facilities, including the kitchen, cafeteria and/or equipment, personnel, or any type of food service, arrangements will need to be made through Community Education with the school’s input for availability on a specific date and time.

Production Kitchen, Satellite, and Multi-Purpose Elementary Kitchens (School-Related and Non-School-Related Groups)

  1. Use of the production kitchen is contingent upon the availability of trained food service personnel who must be present at all times to supervise and/or operate all major equipment such as dishwasher, slicer, steam table, mixer, and convection oven.
  2. Food service personnel will be paid for their service in accordance with the wage scale in effect (usually overtime).  Contracting individuals or organizations will pay the Department of Food and Nutrition Management as billed for labor, food, and/or supplies.
  3. Hand dishwashing equipment and the stove, if available, may be used in the satellite kitchens under the supervision of the building principal or designee.  The facility shall be left clean and polished and ready for the serving of meals.  If food service workers must clean up before service the following day, the group will be billed for hours required.
  4. Prior arrangements shall be made with the food service manager for use of supplies and small equipment such as pans, knives, flatware, and trays, and may require a charge or loan fee.
  5. Standard disposable items such as styrofoam trays, cups, bowls, napkins, garbage bags, and dinnerware may be purchased through the Department of Food and Nutrition Management.
  6. The individual or organization using the kitchen shall be responsible for costs of replacing or repairing any large or small equipment misplaced, lost, or broken.
  7. Prices for special meals or catered items are set by the Director of Food and Nutrition Management in accordance with board policy.  Orders placed and accepted shall be in compliance with this policy.

Community or Civic Organizations

  1. With advance arrangements, civic organizations and community groups meeting in the school during the school day may eat in the school cafeterias by paying the staff price.  Principals should notify the cafeteria manager two days or more in advance if groups are planning to eat school meals on a particular day.  Individuals are welcome and advance notice is encouraged.
  2. Trained food service personnel, hired by the director, assume full responsibility for kitchen facilities and equipment anytime they are on duty.  The food service employee(s) have the physical examination required by the district and are covered by district liability insurance.

Revised July 1, 2013

Return to 700 Series Index

Series 700
Code 760
Title: School Wellness

I. Procedures Statement
The Des Moines Public Schools Board of Education promotes the development of healthy students by supporting a comprehensive wellness program as a part of the total learning environment.  The school district provides an environment where school communities learn and practice healthy lifestyles.  By facilitating learning through the support and promotion of good nutrition and physical activity, schools contribute to the basic health status of students.  Improved health optimizes academic achievement.

The school district provides a comprehensive learning environment for developing and practicing lifelong wellness behaviors.  The entire school environment shall be aligned with healthy school district goals to positively influence beliefs and habits as they relate to total wellness.

II. Definitions
Curriculum – The prescribed elements of programs and courses which state clearly and specifically what students are expected to know and be able to do.

Intramural program – An extracurricular activity program within a school that provides students an opportunity to participate in activities that are an extension of the physical education program.

Interscholastic athletics – Approved athletic competition between or among two or more schools.

Health Education – A planned sequential curriculum that addresses the intellectual, physical, emotional and social dimensions of health; develops health knowledge, attitudes and skills; and is tailored to the developmental level of students.

Nutrition Education – A component of the comprehensive school health education curriculum which teaches knowledge and skills related to nutrition and physical activity to achieve positive changes in dietary and physical activity.

Physical Activity – Any bodily movement produced by skeletal muscles that result in an expenditure of energy.

Physical Education Program – A planned sequential curriculum that teaches skills, knowledge and attitudes which are needed to establish and lead a physically active life.

Recess – Regularly scheduled periods within the school day for structured physical activity.

Food Guidance System – An educational tool to help consumers make food choices for a healthy diet.  The Food Guidance System translates the principles of the Dietary Guidelines for Americans and other nutrition standards and interprets standards into healthy food choices.

II. Standards

A.    Nutrition Education – The school system will provide curriculum in nutrition education as part of the system’s instructional program in comprehensive health education.

  1. Nutrition education will be included in health education each year for all students in grades pre-kindergarten through eight, and in a health education program in grades nine through twelve designed to enable students to meet graduation requirements and to select health education electives.
  2. Nutrition education is consistent with the current Dietary Guidelines for Americans and the food guidance system.
  3. Nutrition education is provided in the school cafeteria as well as in the classroom, with coordination between the food service staff and teachers.
  4. Students receive consistent nutrition messages throughout the school, classroom, cafeteria, home, community, and media.

B.  Physical Education – The school district will enhance and implement a curriculum in physical education in accordance with the National Association for Sport and Physical Education (NASPE) Standards.

  1. A physical education program will be provided each year for all students in pre-kindergarten through grade twelve.
  2. Physical education will be aligned to the greatest extent possible with the guidelines of the National Association for Sport and Physical Education (NASPE) Standards and the Centers for Disease Control (CDC).

C. Physical Activity – For students to embrace physical activity as a personal behavior, students need opportunities for physical activity beyond the physical education class.

  1. The school district will offer classroom health education that complements physical education by reinforcing the knowledge and self-management skills needed to maintain a physically active lifestyle and to reduce time spent on sedentary activities.
  2. Each elementary school will provide daily recess, preferably outdoors, during which schools should encourage moderate to vigorous physical activity.
  3. Middle and High schools will promote physical activity programs such as clubs, intramurals, and interscholastic athletic programs.

D.  Foods and Beverages – The district will follow Des Moines Public Schools Board of Education Policy Series 700, Code 763 Nutrition Standards. All foods made available on campus comply with federal, state and local food safety and sanitation regulations as well as school district policies and food guidelines.

E. School Meals – Guidelines for reimbursable school meals shall not be less restrictive than the regulations and guidance issued by the Secretary of Agriculture pursuant to subsections (a) and (b) of section 10 of the Child Nutrition Act (42 U.S.C. 1779) and sections 9(f)(1) and 17(a) of the Richard B. Russell National School Lunch Act (42 U.S.C. 1758(f)(1), 1766(a)0, as those regulations and guidance apply to schools.

  1. The School Food & Nutrition Department will provide meal pattern breakfast and lunch to students each day that school is in session. Schools will schedule meal periods at appropriate times.
  2. The school district will sponsor the Summer Food Service Program in schools and community locations in which more than 50 percent of students are eligible for free and reduced-priced meals.
  3. Schools will provide students access to hand washing or hand sanitizing before they eat meals or snacks.
  4. Schools should discourage students from sharing their foods and beverages with one another during meals or snack times.

IV. Compliance – The superintendent/designee will ensure compliance with established school district wellness policy and procedures.

  1. A comprehensive assessment will be repeated every 3 years to help review policy compliance, assess progress and determine areas in need of improvement.
  2. The principal will ensure compliance with the wellness policy and procedures in the school.

Adopted: June 20, 2006
Return to 700 Series Index

Series 700
Code 763
Title:  Nutrition Standards

The Des Moines Public Schools recognizes the direct link between good health and academic achievement.  The district will promote the development of life-long, healthy lifestyles through offering an effective health curriculum that promotes good nutrition and regular physical activity through providing high quality and nutritious meal programs and through the establishment of standards and procedures that limit access to foods that have low nutritional value.  (See district food guidelines revised 02/2002 and Board Policy Code 763.)

The vending machine standards listed in Policy Code 763 for middle and high schools shall apply to all vending machines in district facilities that are accessible to students. Machines in staff lounges and non school facilities are not covered by this policy.

These food and beverage restrictions do not apply to foods adults or students bring to campus.

Adults are encouraged to elect foods from the healthy snack list for school or classroom celebrations; i.e., Harvest party or Valentine’s Day, keeping in mind that snacks are extra caloric intake, beyond the three meals children already consume.  Foods must also meet the “commercially prepared and individually wrapped” safety standard.  Food allergy information must be consulted prior to serving snacks.

For further information, please contact Food and Nutrition Services or Health Services as appropriate.

Adopted: September 20, 2005
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Series 700
Code 764
Title:  Food Items Offered or Sold

Snacks, beverages, sandwiches, meals, bake sales, party treats, etc., should not be in competition with school breakfast and lunch programs. Food and beverages may not be sold or offered on school grounds in competition with the school food service program during the period one-half hour before, during, and one-half hour after the period in which lunches or breakfasts are served.

Meals or snacks offered or sold by school or school-sponsored organizations should be planned on basic patterns for sound nutrition. School or school-sponsored organizations using food for fund raising projects are encouraged to offer or sell nutritious foods.

It is the responsibility of the building administration and/or those in charge of any activity to implement, monitor, and support the policy.

Suggestions of food items and recipes with reduced sugar, salt, and fat are available through the Department of Food and Nutrition Management.

Revised March 2, 1993
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Series 700
Code 770
Title:  Cash Flow and Investment

Maximum positive cash flow is achieved by following these four procedural concepts: 1) daily deposits of all incoming receipts; 2) enhancing the receipt of funds by using timely collection and billing methods; 3) scheduling businesslike expenditure payment procedures; and, 4) preparation of balanced budget with a realistic forecast of revenues and expenditures.

Investments are made based on Iowa Code guidelines for the purpose of earning interest income. The investment procedure includes: 1) obtaining daily bank balance position information from the bank; 2) projecting daily cash flow position allowing for in-transit cash items; 3) determining market investment opportunities available; 4) implementing the actual investment purchase; and, 5) account for the principle and the interest of the investment.
Return to 700 Series Index

 

Series 700
Code 772
Title:  Insurance

The district, along with services of insurance agencies, purchases insurance coverage based upon the needs of the district and the exposure to the district.

Revised March 2, 1993
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Series 700
Code 776.3
Title:  Special Education Transportation
Special education pupil eligibility for transportation is recommended by individual staffing teams and is verified by the Department of Student and Family Services.  Consideration is given to students who require a home pickup or if a student is placed outside their home attendance area for educational purposes.  The Department of Student and Family Services selects the mode of transportation.

If yellow bus, Transportation advises the Department of Student and Family Services and the receiving building principal of schedule details.  During the summer break, the Department of Student and Family Services notifies Transportation of special education transportation requests for the fall.  Transportation develops and communicates schedules to building principals for communication to parents.

If MTA pass, the Department of Student and Family Services coordinates with principal.

If parent reimbursement, parents are informed by letter from Executive Director of Student and Family Services, with a copy to the transportation supervisor.

If a cab is necessary, the Transportation Department arranges and validates billings; the Department of Student and Family Services advises the principal.

Note:  Other students residing with or regularly cared for at the same address as an eligible student may be provided transportation privileges to the same attendance center upon written application to the Transportation Department on a space available basis.  Applications must be submitted annually.

Revised March 2, 1993; October 2002
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Series 700
Code 779
Title:  Energy Conservation

An energy conservation program will not be successful unless the facilities and equipment are operated and maintained at peak efficiency.  A fully implemented and controlled preventative maintenance system is essential to the program.

Everyone is encouraged to make suggestions that may increase the effectiveness of efforts to conserve energy and your cooperation is solicited in complying with restrictions on energy use.  Report any structural, mechanical, or electrical problems that contribute to energy waste.

The following instructions are intended to assist staff to conserve energy while maintaining a comfortable environment for the teaching process.  These instructions recognize the dual responsibilities of operations and maintenance personnel.  Typical PHYSICAL PLANT responsibilities are noted by an asterisk.

  1. Buildings
  1. Keep exterior doors and inner vestibule doors closed.
  2. *Remove exterior door hold open devices.
  3. Close all windows when possible–limit number of operable windows.
  4. Install drapes that have insulating characteristics–lined and fireproofed.
  5. *Use light reflecting (i.e., light colored) paints for ceilings and walls.
  6. *Repair putty and excessively leaking doors and windows.
  7. *Provide a program of continuous caulking and weather-stripping of doors and windows.
  8. Limit the number of doors used for exiting and entrance.
  9. *Maintain a sound roofing repair program.
  10. *Caulk all areas of building envelope to reduce infiltration, exfiltration, and heat loss.
  1. Heating, Ventilating, and Air Conditioning Systems
  1. Reduce the volume of ventilation fresh air intake to minimum (ASHRAE) standards (10 percent maximum normally).
  2. Shut down heating plants at 4:00 p.m. or earlier and start again at 7:30 a.m. during mild weather.
  3. Shut down the air conditioning systems from October 1 through May 1.
  4. Monitor boiler makeup water.  A change of five percent or more requires investigation.
  5. Shut off vestibule heaters if not required.
  6. During summer months, run the minimum of refrigeration and air handling systems by servicing only the areas where specific tasks are being performed (i.e., offices and administration area where possible; otherwise, shut down completely).
  7. Chilled water leaving temperature should be increased to 58deg F minimum.
  8. Check that reheat coils are not in operation during the summer.
  9. Turn off all heating systems during the summer.
  10. Shut down chillers and air handling systems during unoccupied and minimally occupied periods.
  11. When more than one boiler is involved in a heating system, the boilers should be fired sequentially to suit the load.  When the load exceeds the capacity of one boiler and more than one boiler is operating, base load one boiler to improve boiler-operating efficiency.
  12. Keep laboratory and ventilating exhaust hoods closed when not in use.
  13. *If a food preparation air exhaust hood is oversized, modify the hood to limit the amount of air exhausted to that amount required to do a satisfactory job.
  14. Use low friction filters with a high filtration efficiency (i.e., medium efficiency filters).
  15. Clean filters monthly during heating season.
  16. On air handling systems, close outside air dampers during unoccupied and minimally occupied periods.  Control night setback from central location.
  17. Institute a preventive maintenance program consisting of some of the following measures:
  1. *Adjust burner linkages for correct operation.
  2. *Repair leaking dampers and reset.
  3. Check condition of filters and clean or replace faulty units.
  4. *Stop leaks in oil and gas lines, tanks and water lines.
  5. Clean heat exchanger tubes and coils (minimum annually).
  6. *Inspect and clean refrigeration condensers to insure sufficient air circulation.
  7. Check for plugged convectors, unit ventilators, and all other radiation elements.
  8. *Inspect and repair door gaskets on walk-in refrigeration units.
  9. Check all control systems for effective operation.
  10. Keep supply and return air registers clear and clean.
  11. Keep refrigeration coils free of frost buildup.
  12. Check insulation around flanges and fittings.
  13. *Check fan belts for slipping.
  14. *Check the operation of back draft dampers on all exhaust fans.
  15. *Clean and lubricate fans.
  16. *Set burner to maximum efficiency with CO2 test unit.
  1. Preheat ovens only for baked goods and preheat no sooner than necessary.
  2. Run dishwashers only when filled to capacity.
  3. Cook with lids on pots and kettles.  Heat requirements are cut in half.
  4. Do not begin cooling operations until the room temperature has reached 78deg F.
  5. When a building is unoccupied or minimally occupied, do not use mechanical cooling.  Reduce as much as practical internal heat generation during cooling periods (lights, machines, equipment, cooking, etc.).
  6. Day (occupied)/night (unoccupied) timers should be set to switch to day (occupied) two hours before occupants arrive and to night (unoccupied) one hour before area is vacated (no later than 4:00 p.m.).
  7. Pre-cool the building to 5deg F below outside temperature or 80deg F, whichever is higher, for when occupancy begins.  Complete cooling during the first hour of occupancy.
  8. Clean boiler tubes regularly.
  9. Change filters with inclined gauge manometer when the reading changes 3/4 pound pressure from original settings.
  10. *Reduce all outside air intakes.
  11. Locate wall hangings, displays, and furniture away from supply and return air registers and thermostats to prevent obstruction of air flow.
  1. Thermostats
  1. Set classroom and office temperatures during occupancy at a maximum of 70deg F on a calibrated thermostat using a calibrated thermometer.
  2. Set vestibule temperatures at a maximum of 55deg F or shut off if not needed.
  3. Set night thermostat at 65deg F.
  4. Set temperature in storage and unused areas to lowest possible temperature without freeze up (40deg F minimum).
  5. *Use thermostat feedback controls in the return air ducts to control temperature.
  6. *Use lockable thermostats non-indicating calibration in “F”.
  7. *Maintain and recalibrate thermostats when necessary.
  8. Set cooling temperature for a minimum of 76deg F.
  1. Water
  1. Turn off fixture supplies when not required.
  2. Adjust valves for minimum water use.
  3. Reduce the number of automatic flushes on urinals.
  4. Avoid using fresh hot or warm water for dish scraping.
  5. Monitor water consumption as a check on leaks and other forms of excess usage.
  6. Check for and stop leaks in the water system.
  7. Stop water fountains from running continuously.
  8. Turn off water supply to urinals on weekends.
  9. *Carry out water treatment to reduce corrosion.
  10. *Reduce shower head capacity.
  11. Encourage students to reduce length of showers.
  12. Reduce flow in drinking fountains.
  13. *Clean strainers regularly.
  14. *Turn off direct hot water recirculation pump either manually or by time clock.
  15. Set chilled water supply temperature to 58deg F minimum.
  16. Reduce domestic hot water temperature to 105deg F.  Maintain commercial dishwasher temperature at 180deg F.
  17. Reduce water closet tank capacity by approximately 30-40 percent reduction of gallons of water per flush.
  18. *Install water saving aerators on faucets.
  19. Swimming pool water temperature will be set at 78deg F and pool space temperature at 83deg F.
  1. Power
  1. *Disconnect unauthorized outside receptacles and drop cords used for automobile block heaters.
  2. Turn off shop equipment when not in use.
  3. Turn off office equipment when not in use.
  4. Turn off refrigerators, freezers, ovens, and similar equipment not in productive use.
  5. Reset building controls periodically.
  6. Turn off baseboard auxiliary heaters when not required.
  7. Operate kilns on full capacity only.
  8. Where possible, utilize zone control for special events and partial use.
  9. Adjust student and staff hours to maximize daytime activity.  Discourage after hour work practices.
  10. Schedule evening classes and special events for the maximum usage with minimum energy.  Separate events, separate evenings, and separate facilities should be consolidated to maximize energy use.  Facilities operating under normal conditions after hours for a few patrons cannot be justified.  Develop a detailed shutdown program to minimize energy consumption during Christmas holidays, spring recess, summer recess, and for an abbreviated program on weekends.
  11. Use kitchen (cafeteria) fans and equipment only when cooling.
  12. Disconnect ballasts when fluorescent lights are removed.
  13. Turn off power to portable classrooms in summer.
  14. Do not use portable electric heaters.
  1. Lighting
  1. Have the user turn on lights when necessary.
  2. Close drapes and blinds on windows at night.
  3. Turn off lights during recess, lunch time, and other periods.
  4. During the daylight hours, turn off the row of lights adjacent to windows if possible.
  5. *Remove or rewire lamps that contribute to excessively high lighting levels.
  6. *Use lower wattage, more efficient light sources.
  7. Clean fixtures regularly.  Dirty fixtures reduce lighting levels 25 to 40 percent.
  8. Develop a schedule to minimize light usage by consumer and cleaning staff (particularly at night).
  9. Leave lighting off in any unoccupied areas.
  10. *Use high efficiency fluorescent lamps.
  11. Turn off all interior and exterior lighting (total blackout) after completion of evening activity with exception of security lighting.
  12. *Utilize task lighting.
  13. Place in proximity to one another those persons whose tasks require similar lighting levels.
  14. The levels of illumination are to be as recommended by the Illuminating Engineering Society.

Return to 700 Series Index

Series 700
Code 781

The district’s collection of personal information using CCTV systems enables the district to comply with its responsibilities as set out in Iowa Code Chapter 279, as well as the discharge of duties by its employees.

The district will act in a responsible manner with respect to the notice, access, disclosure, retention, security and disposal of the personal information that is collected, in accordance with Iowa’s Open Records Act.

The following principles shall govern the use of CCTV systems in Des Moines Public Schools:

  • Only individuals authorized by the Superintendent in accordance with policy shall have access to video monitors or be permitted to operate controls
  • Access will be used to assist and support the investigation of serious incidents. Access will also be used by the Administration or its designee for purposes of regular system checks.
  • The Chief Operations Officer [COO] or a designee will approve the location or relocation of cameras on Des Moines Public Schools property. Cameras must not be relocated without the express written permission of the COO or a designee.
  • Cameras will be operated continuously. All recorded images are the property of the school district.
  • Cameras will monitor common areas and school buses but will not monitor the inside of changing rooms, locker rooms or restrooms.
  • In order to ensure continuity of the images and protection of recorded data, the video recorder/server must be stored in a secure location. Web based recording will have restricted access.
  • Video surveillance shall not be used for evaluative observations of instructional staff. The district may use video surveillance of students, staff and other to detect or deter criminal offenses that occur in view o the camera. Video recordings of students, staff, or others may be reviewed or audited for the purpose of determining adherence to district policies, procedures and work rules.

Revised 2011