3000 Business

Disposal of Obsolete or Surplus Equipment/Material

Equipment - Authorized Use of School - Owned Materials #3514

Food Service #3542

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

Individual with Disabilities Education Act Fiscal Compliance #3232

Purchasing Procedures #3321(a)

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.