1005 – Release of District Information
Responsibility. The Superintendent of Schools shall be responsible for releasing information to the general public regarding District matters. This responsibility may be delegated to other individuals for matters within their assigned duties.
Board Agendas. Copies of tentative agendas for Board meetings shall be distributed by the Board Secretary to all media organizations who have filed a request for such information at least 24 hours prior to the meeting, except in cases of emergency, when 24 hours’ notice is not otherwise required by law, or if the meeting is exempt from the Open Meetings Law. Agendas shall be made available at the same time in the central administration office free of charge for members of the public and a copy shall be posted at the central administration office and in the school buildings.
Board Minutes. The Board Secretary shall act as custodian of Board minutes. The Board Secretary shall make minutes of open sessions of the Board available to any person who desires to examine them during hours in which the central administration office is open, which shall typically be from 8:00 a.m. to 4:00 p.m., Mondays through Fridays, exclusive of holidays. The Board Secretary shall also furnish a copy of the proceedings of an open meeting within two weeks following the adjournment of the meeting to the newspaper designated by the Board for publishing proceedings. The Secretary shall publish at least monthly a schedule of bills and claims allowed, including the name of the person or firm making the claim, the purpose of the claim and the amount of the claim.
Public Documents. The Board Secretary shall act as custodian of public records of the District and shall be responsible for implementing the requirements of the Iowa public records law. Such records shall be open for public examination, except that records required or authorized by law to be kept confidential shall not be made available for public examination. The Board Secretary may seek opinion of counsel as to whether a record is a public or confidential record prior to releasing the document.
Pursuant to Iowa law, the Board of Directors has determined that the following types of records shall remain confidential and shall not be released to the public in order not to jeopardize the safety of District students, employees, and visitors and of District property: security procedures, security passwords and codes, emergency preparedness procedures, evacuation procedures, rescue procedures, procedures in the event of bomb or other catastrophic threats, tests and evaluations of such procedures.
Public records may be examined during hours in which the central administration office is open. . Persons wishing to examine public records shall contact the Board Secretary and make arrangements. Such examination shall be done under the supervision of the Board Secretary or his/her designee. No person shall destroy, alter, disorganize, or damage any record or remove any record from the central administration office. If the examination will take longer than one-half hour, the Board Secretary is authorized to charge an hourly rate for duties in supervising the examination
Persons may request copies of public records via telephone, e-mail, facsimile or in person. The Board Secretary shall make arrangements to produce requested copies as soon as reasonably practicable, giving consideration to the number of documents that are requested, the ease of retrieval, and other necessary work to be accomplished.
The person may be required to prepay the estimate of the costs of compiling and copying prior to receiving the required records. The hourly wage of a person, not to exceed Fifteen Dollars ($15.00) per hour, and a copy fee not to exceed Fifteen Cents ($.15) per page may be charged, in addition to other reasonable fees as may be authorized by law.
Date of Revision: February 6, 2017
Legal References: Chapter 21, Chapter 22, 279.35, 279.36, 291.6, 291.7, 298.6, Code of Iowa; 281 I.A.C. 12.3(1), 12.8
URBANDALE COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS