3000 Business
BOARD OF EDUCATION POLICY REGARDING:
BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
Bus Drivers
Policy #3541.22
Amended: 8/8/2023
Supersedes/Amends: 2/12/2013
The District may contract with a Student Transportation Services Contractor (“Bus Contractor”) for school transportation and may also operate school transportation vehicles (STVs) that carry ten or fewer students. The Superintendent of Schools, or designee, shall approve all bus drivers and drivers of school transportation vehicles (STVs) employed by the District. The Bus Contractor, upon initial employment of a driver, shall provide to the Superintendent or designee a written certification that each driver is in all respects qualified to drive a school bus.
Each driver, whether employed by the District or by the Bus Contractor, shall have an annual physical examination as per current CT DOT/CTSDE requirements, shall hold all appropriate licenses, and shall have State Police clearance before being deemed eligible to transport students. Drivers shall also be subject to an alcohol and drug testing program. Documentation in support of compliance shall be filed with the Superintendent or designee prior to the first day of employment by the District and the Bus Contractor, as to its drivers, shall obtain such documentation within 30 days of employment.
A motor vehicle operator’s license endorsement is not required to be held by a parent or other volunteer who transports one or more students in connection with a school-sponsored event or activity. Incidental, unplanned, and/or emergency operation of a motor vehicle by a paid teacher, coach, or other school employee or agent to transport students does not require the operator to hold an operator’s license endorsement. (The vehicle does not meet the statutory definition of an “activity vehicle.”) An operator’s license bearing one or more appropriate endorsements must be held by any person who does not fall under the definition of “carrier” but who transports students in a service bus.
Any school bus driver or STV driver who tests positive for drugs or alcohol shall be prohibited from further employment as a driver after the first positive test.
All drivers prior to employment shall be subject to state and national criminal history checks. The Bus Contractor shall review at least twice monthly information provided by the DMV Commissioner regarding the withdrawal, suspension or revocation of the licenses of drivers employed by the Bus Contractor.
The Bus Contractor shall require each regular driver to participate annually in a locally developed first aid seminar of at least three hours duration. Whenever practical, substitute bus drivers shall also be required to participate in the first aid experience. Drivers employed directly by the District shall whenever practical also participate in the first aid experience.
If necessary, the Superintendent or designee may remove a driver employed by the Bus Contractor from their assignment by notification to the Bus Contractor that a particular driver’s eligibility has been revoked pursuant to this policy.
The Superintendent is directed to prepare administrative regulations applicable to drivers employed by the District that are substantially similar to the Controlled Substances and Alcohol Testing Program adopted by the District’s Student Transportation Service Contractor, provided such program has been approved by the Superintendent. The Superintendent shall have the right to deny employment to any individual with an alcohol or drug related conviction.
Definitions:
Student Transportation Vehicle: Any motor vehicle, other than a registered school bus, used by a carrier for the transportation of students to or from school, school programs or school sponsored events.
Carrier: Any local or regional school district, any educational institution providing elementary or secondary education, or any person, firm, or corporation under contract to such district or institution engaged in the business of transporting students, or; any person, firm, or corporation engaged in the business of transporting primarily persons under the age of twenty-one for compensation.
(cf. 3541.23 – Bus Contractor Compliance)
(cf. 4212.42 – Drug and Alcohol Testing for School Bus Drivers)
Code of Conduct for Federal Procurement - Adopted 4-9-2024
Disposal of Obsolete or Surplus Equipment/Materials - Adopted 4-9-2024
Authorized Use of School-Owned Materials
Policy # 3514
Adopted: 4/10/2012
No school equipment may be used for other than school purposes except when used in connection with another town agency or as requested by a local, state, or federal governmental body. The board of education shall permit school equipment to be loaned to staff members when such use is directly or peripherally related to their employment and to students when the equipment is to be used in direct connection with their studies. Parents/Guardians of students borrowing school owned materials will be asked to certify that they will repay the costs of repair or replacement of any damaged material.
BOARD OF EDUCATION POLICY REGARDING:
BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
Food Service
Policy # 3542
Amended: 2/13/2024
Supersedes/Amends: 8/8/2023, 1/11/1996
MEAL CHARGING POLICY
The Winchester Board of Education (the “Board”) recognizes the importance of providing nutritious food to students in the Winchester Public Schools (the “District”).
The Board is a sponsor of the United States Department of Agriculture (USDA) Food and Nutrition Services’ Child Nutrition Programs, including the National School Lunch Program (NSLP) and the School Breakfast Program (SBP), and the District shall adhere to the federal and state guidelines and regulations pertaining to these school Child Nutrition Programs.
In accordance with federal law, the Board will notify parents and guardians of its participation in the Community Eligibility Provision (CEP) Program when applicable. The CEP Provision provides free first meals to all students, thereby removing the issue of charged first meals and unpaid meal charges. The Meal Charging Policy will be in effect should the District return to the Paid, Reduced, and Free-tiered meal system.
In accordance with federal law, the Board will make a public announcement, notify parents and guardians of the eligibility criteria for free and reduced-price meals, and provide information regarding how a household may make an application for these benefits. Such notice and application will generally be distributed at the beginning of each school year.
Charging Meals
The District has a system for student meal accounts. Students whose accounts have insufficient funds and who do not bring a meal or other funds to school to pay for meals may charge meals to their meal accounts. Students will be informed of their right to purchase a meal, which excludes a la carte items, for any school breakfast, lunch, or other meal offered by the District, even if the student’s account has insufficient funds.
The Board prohibits publicly identifying or shaming a student for any unpaid meal charges, including, but not limited to, the following:
· Delaying or refusing to serve a meal to such student;
· Designating a specific meal option for the student; or
· Otherwise, taking any disciplinary action against the student.
Collection of Unpaid Meal Charges
The District’s efforts to recover from households money owed due to the charging of meals must not have a negative impact on the children involved and shall focus primarily on the adults in the household responsible for providing funds for meal purchases. The District shall consider whether the benefits of potential collections outweigh the costs that would be incurred to achieve those collections.
For purposes of this policy, “delinquent debt” means unpaid meal charges.
The District will contact the parents/guardians of students who charge meals to their meal accounts in order for the District to collect the delinquent debt. The first such communication will be a written communication, by mail or e-mail after six meals have been charged. Subsequent written and verbal communications with parents/guardians concerning delinquent debt will be made by the building administrator or designee as may be necessary and appropriate. All communications regarding unpaid meal charges shall be made directly and discreetly to parents/guardians. Written communications with parents/guardians regarding collection of a student’s unpaid meal charges shall include, if applicable, an application for free or reduced-price meals, information on local food pantries and the Connecticut Department of Social Services’ supplemental nutrition assistance program, and a link to the District’s or Town’s website that lists any community services available to Town residents.
In the event a student’s unpaid meal charges are equal to or more than the cost of thirty (30) meals, the parents/guardians of such student will be referred to the District’s homeless education liaison.
The Board shall comply with applicable federal and state laws and other federal or state requirements concerning the collection of unpaid meal charges, including but not limited to requirements relating to delinquent debt and “bad debt,” as defined by federal law, and record-keeping relating thereto. The Board may accept gifts, donations, or grants from any public or private sources for the purpose of paying off any unpaid charges for school lunches, breakfasts or other such feedings.
Dissemination of Policy
This policy shall be provided in writing to all households at the start of each school year and to households transferring to the District during the school year. This policy shall be provided to all District staff responsible for its enforcement. In addition, school social workers, nurses, the homeless liaison, and other staff members assisting children in need or who may be contacted by families with unpaid meal charges shall be informed of this policy.
The District shall maintain, to the extent required by law, documentation of the methods used to communicate this policy to households and District staff responsible for policy enforcement.
The District shall provide this policy to the Connecticut State Department of Education during Administrative Reviews.
The Superintendent or designee may, if necessary and appropriate, develop administrative regulations in furtherance of this policy.
Legal References:
State law:
Connecticut General Statutes
§ 10-215 Lunches, breakfasts, and other feeding programs for public school children and employees.
State of Connecticut, Department of Education, School Health, Nutrition and Family Services Operational Memorandum No. 11-22, “Connecticut Statutory Requirements for Unpaid Meal Charges in Public Schools,” June 15, 2022.
State of Connecticut, Department of Education, Bureau of Health/Nutrition, Family Services and Adult Education Operational Memorandum No. 4-17, “Guidance on Unpaid Meal Charges and Collection of Delinquent Meal Payments,” Nov. 2, 2016.
Federal law:
7 C.F.R. Part 210 National School Lunch Program.
7 C.F.R. Part 220 School Breakfast Program.
7 C.F.R. Part 245 Determining Eligibility for Free and Reduced Price Meals and Free Milk in Schools.
U.S. Department of Agriculture, Food and Nutrition Service, Policy Memo SP 46-2016, “Unpaid Meal Charges: Local Meal Charge Policy,” July 8, 2016.
U.S. Department of Agriculture, Food and Nutrition Service, Policy Memo SP 47-2016, “Unpaid Meal Charges: Clarification on Collection of Delinquent Meal Payments,” July 8, 2016.
U.S. Department of Agriculture, Food and Nutrition Service, Policy Memo SP 57-2016, “Unpaid Meal Charges: Guidance and Q&A,” Sept. 16, 2016.
APPROVED:02/13/2024
REVISED: ____________
Gifts, Grants, and Bequests to the District - Adopted 4-9-2024
Individuals with Disabilities Education Act Fiscal Compliance
Policy #3232
Adopted New Policy: 11/11/2014
The Winchester Board of Education will, in all respects, comply with the requirements of state and federal law with regard to special education fiscal compliance. Pursuant to the Individuals with Disabilities Education Act, 42 U.S.C. §1400 et. seq. (“IDEA”), and its associated regulations, the Board shall specifically ensure compliance with the fiscal provisions of the IDEA, as they may be amended from time to time. The Superintendent or designee shall develop administrative regulations with regard to such fiscal compliance.
Legal References: Individuals with Disabilities Education Act, 42 U.S.C. § 1400, et seq. (IDEA)
34 C.F.R. § 300.144
34 C.F.R. § 300.202(a)(3)
34 C.F.R. § 300.133(d)
34 C.F.R. § 300.172
34 C.F.R. § 300.205(d)
34 C.F.R. § 300.226(a)
34 C.F.R. § 300.209(b)
34 C.F.R. § 300.8 18, Appendix A
Board of Education Policy Regarding:
Business/Non-Instructional Operations - Periodic Financial Reports
Policy # 3430
New: 1/14/2020
Supersedes/Amends:
Periodic Financial Reports
The Superintendent of Schools shall be responsible for accounting for all monies expended from within the school budget, shall keep files of all invoices and payroll authorizations, and shall keep a record for the information of the Board of the expenditures broken down into the same categories and numbered accounts as the budget and the approved accounting system.
The Superintendent shall submit to the Board of Education monthly reports on the status of the budget, showing appropriations and expenditures for the fiscal year to date.
Beginning with the fiscal year starting July 1, 2019 and each fiscal year thereafter, the Board of Education (Board) shall, on a quarterly basis, post the Board’s current and projected expenditures and revenues on the district’s website. In addition, the Board will submit a copy of such current and projected expenditures and revenues to the town’s legislative body, or in a municipality in which the legislative body is a town meeting, to the Board of Selectmen.
The Superintendent, as agent for the Board of Education, shall be responsible for making annual reports to the Town, the State Board of Education, the Teacher’s Retirement Board, and other such agencies required by law.
(cf. 3432/3433 – Budget and Expense Report/Annual Financial Statement)
Legal Reference: Connecticut General Statutes
PA 19-117, Section 290
Board of Education Policy Regarding:
Business/Purchasing Procedures
Policy: 3321(a)
Amended: Approved 4-10-18
Supersedes/Amends: 3321(a) Adopted 4/12/05, 12/12/2006 and 7/12/2012, 7/19/16
The following guidelines are designed to clarify purchasing policies and procedures. The objectives of these policies are:
- To protect the Board and Town's interest at all times.
- Maintain the efficient and economical expenditure of town funds.
- To secure the best possible price and quality for materials, supplies, equipment, and services.
- To purchase the best quality or service for the appropriate price.
- To obtain discounts whenever possible.
PURCHASE ORDERS
The Purchase Order is an instrument designed to expedite, control, and centralize purchasing for the Winchester Board of Education. The Purchase Order is the vendor’s authorization to deliver and charge for the desired goods or services. It is the Board’s commitment for the value of those goods or services. A purchase order is required for all purchases.
The Superintendent shall pre-authorize all purchases exceeding $5000.
BIDS AND QUOTATIONS
All purchases over $2,000 are to be done on a competitive basis. This can be done in a variety of ways, depending on the dollar amount of the purchase involved.
Procedure
A. All purchases must have a purchase order prior to purchase.
B. Purchases of $2,001 to $5,000: Oral or written quotations based on specifications must be obtained from at least two (2) suppliers before placing an order.
C. Purchases of $5,001 to $20,000: Written quotations based on specifications must be obtained from at least three (3) suppliers before placing order.
D. Purchases In Excess Of $20,000:
1. Invitation for Bids. An invitation for bids shall be issued and shall include specifications, and all contractual terms and conditions applicable to the procurement.
2. Public Notice. An invitation to bid shall be published in a newspaper having circulation in the greater Hartford region OR on the State of Connecticut Department of Administrative Services Procurement website. The public notice shall state the place, date, and time sealed bids will be opened.
3. Bid Opening. Bids shall be opened publicly in the presence of one or more witnesses at the time and place designated in the invitation for bids. The amount of each bid, and such other relevant information, together with the name of each bidder shall be recorded; the record and each bid shall be open to public inspection. Bids returned later than the time or date specified cannot be considered, and will be returned to the bidder unopened.
4. Bid Acceptance and Bid Evaluation. Bids shall be unconditionally accepted without alteration or correction. Bids shall be evaluated based on the requirements set forth in the invitation for bids, which may include criteria to determine acceptability such as inspection, testing, quality, workmanship, delivery, and suitability for a particular purpose.
5. Award of Contract. The Board of Education reserves the right to accept or reject any or all bids, the purpose of this being to protect the public interest and not the private interest of any bidder.
Contracts shall be awarded to the lowest responsible bidder, who shall be determined by the following factors in addition to price:
- The ability, capacity, and skill of the bidder to perform the contract.
- Whether the bidder can perform the contract or provide the service promptly, or within the specified time, without delay or interference.
- The character, integrity, reputation, judgment, experience and efficiency of the bidder.
- The quality of performance of previous contracts or services to the town or others.
- The previous and existing compliance by the bidder with laws or ordinances relating to the contract or service.
- The sufficiency of the financial resources of the bidder.
- The ability of the bidder to provide an acceptable certificate of insurance.
- The ability of the bidder to provide labor, material, and performance bonds as may be required (In lieu of a bid bond, other forms of surety may be acceptable).
When the award is not given to the lowest bidder, a full and complete statement of the reasons for placing the award elsewhere shall be prepared and filed with the other papers relating to the transaction.
E. Exceptions to Bids and Quotations
(a) Contracts for professional services (legal, engineering, architectural, auditing, etc.).
(b) Purchases made through regional or state agencies, purchasing consortia, or other public entities that permit school districts to participate in their bidding process.
(c) When the nature of the services to be performed are best provided by one source because of the sources expertise or prior knowledge, or when one material is most suitable and that material is only reasonably obtainable from one source.
(d) Reordering of stock when the continued purchase of the identical item is in the best interest of the Board of Education and there is only one source for that product reasonably available.
(e) When Federal or State laws or regulations prescribe procedures different than those found in these Purchasing and Bidding Procedures.
EMERGENCIES
The Board of Education may waive the procedures outlined herein, and prescribe alternative procedures for particular situations.
The BOE authorizes the superintendent to transfer funds up to15K with 24-hours’ notice to all BOE members in case of an emergency. Emergency transfers over $15,001 may necessitate a special BOE meeting.
School Fundraisers
Policy # 3281
Amended: 10/11/2017
Supersedes / Amends: Adopted policy 3281 04/12/2005
It is the responsibility of the Board to oversee fundraising activities which involve the students in the Winchester School System.
Any school-based organizations, including parent/teacher groups and organizations, wishing to engage in a fundraising activity, must have prior approval from the school Principal.
The following guidelines shall apply when a school Principal/Superintendent considers a fundraising activity for approval:
The gift or donation for which the fundraiser is held shall be of sufficient benefit to the school and/or students to justify the fundraising activity.
The mechanics and procedures for fundraising shall not be an unacceptable burden to school staff members nor subject the school to any significant risks or responsibilities in handling funds.
Fundraisers which involve students through their class, school club or group shall be supervised by a staff member who, along with the school Principal, accepts the responsibility for the mechanics and procedures of the fundraiser.
The number of fundraising activities per school year shall not be excessive, and shall be appropriate to the school environment at discretion of principal/superintendent.
Requests for fundraising activities shall be directed to the office of the school principal on the appropriate form for acknowledgement. The school principal shall maintain a copy of all request forms and forward a copy of the request form to the Office of the Superintendent for consideration.
All flyers and social media information must be approved before posting. Attach all flyers and posts to request form.
Official fundraiser form must be submitted and approved prior to the start of the fundraiser.
This site provides information using PDF, visit this link to download the Adobe Acrobat Reader DC software.