3000 Business

3000 Concept and Roles in Business & Non-Instructional Operations

Concept and Roles in Business & Non-Instructional Operations
Policy #3000
Adopted New Policy:  01/11/1996

The board of education recognizes that finances and financial management are critical to the support of the whole school program. To make that support as effective as possible, the board of education shall:

  1. encourage advance planning through the best possible budget procedures;
  2. explore all practical sources of financial support;
  3. guide the expenditure of funds so as to extract the greatest educational returns;
  4. establish top-quality accounting and reporting procedures.

The operation and maintenance of school plant and equipment shall set high standards of safety, to promote the health of students and staff, to reflect prudent management of available resources, and to support environmentally the efforts of the staff to provide a good education.

3113 Setting Budget Priorities

Setting Budget Priorities 
Policy #3113
Adopted:  01/11/1996
Supersedes / Amends:  page 9 #I

Before adopting the budget, the board of education shall study the school program in relation to the present and future needs of the students and the community and establish budget priorities for the fiscal year. To make the budget a comprehensive reflection of the financial needs of the school program, steps shall be taken to involve the certified, non-certified, and administrative staff in its development.


Legal Reference:                   Connecticut General Statute

10-222 Appropriations and budget

3160.3 Transfer of Funds Between Budget Categories

Transfer of Funds Between Budget Categories
Policy # 3160.3
Amended:  06/09/2009
Supersedes / Amends:  3160.3 as adopted 06/08/06

The Superintendent shall be responsible for administering and monitoring the budget through the course of the year.  The Superintendent and the Business Manager shall maintain a system of appropriate expenditures and encumbrance accounting that is organized to conform to the requirements for State and Federal Accounting Reports.  In the absence of a Business Manager, the Assistant Business Manager or such other person in the central office as shall be designated by the Superintendent with Board of Education approval, shall fulfill the duties of the Business Manager as defined herein. A monthly budget status report shall be provided which shows the appropriated budget, expenditures to date (to include\encumbered and expended amounts), projected expenditures, the difference between the projected expenditures and the appropriation, and general comments indicating the reason for the difference. 

Based upon the above reports, when necessary budget transfers shall be made according to the following:

Transfers within a line item  of the budget may be made by the Business Manager with the approval of the Superintendent.  The Board of Education must be informed of such transfers at its next regular meeting.  For example, the need to transfer a teacher from one school to another would result in a request to reallocate the corresponding salary line item from one school department to another.
 

Transfers between line items of the budget may be made by the Business Manager with the approval of the Superintendent and the Board of Education.  For example, funds from the electricity budget (line item 410) are needed to cover a deficit in the heat energy (line item 626) account.

In either transfer case, the Business Manager shall maintain a list of all transfers and submit them to the Board of Education on a monthly basis at their regular meeting as part of the monthly budget status report.  All transfer requests must be submitted to the Superintendent and Board of Education in a timely fashion and approved at the next regularly scheduled meeting.

The Superintendent is authorized to make transfers for emergency reasons such as for health and safety or as necessary to avoid disruption of the education process.  The urgency must be such that it prevents a meeting of the Board of Education to consider the transfer and provided that the transfer shall not exceed $15,000.  The limit applies to each emergency transaction and is non-cumulative for the year.  Transfers made in such instances shall be presented for approval at the next meeting of the Board of Education.

References:

CGS 10-222 Appropriations and budget (as amended by Public Act No. 98-141)

Financial Accounting for Local and State School Systems 2003

Town of Winchester Charter as Amended 2001 – Section 1104

3232 Individual with Disabilities Education Act Fiscal Compliance

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

3250 Materials-Service Fees, Charges

Materials-Service Fees, Charges
Policy #3250
Revised:  11/14/2006
Supersedes / Amends:  Policy dated 01/11/1996

In line with the responsibility of the state to provide a free public school education, the board of education will provide all instructional equipment, books and materials needed to maintain the desired instructional program free of charge, subject to reasonable rules concerning their care and use.

Copies of Records

Any person who applies in writing will receive a plain or certified copy of any public record.  A fee not to exceed fifty cents per page will be established.  If the fee is estimated to be ten dollars or more, a prepayment will be required.

Legal References:  Connecticut General Statute

10-221 Boards of education to prescribe rules

10-228 Free textbooks, supplies, material and equipment

10-228a Free textbooks, supplies, material and equipment

10-229 Change of textbooks.      

3260 Sale and Disposal of Books, Equipment and Supplies

Sale and Disposal of Books, Equipment and Supplies
Policy #3260
Revised:  05/14/2002
Supersedes / Amends:  3260 dated 01/11/1996

When equipment and materials become worn out, obsolete, surplus or otherwise unusable in the schools, the superintendent may, with the approval of the board, authorize their disposal to the district’s best advantage.

The superintendent of schools, with the approval of the board, may authorize the disbursement or destruction of outdated textbooks, which are no longer useful to the educational program.  Such books should be no less than ten years old and have been determined obsolete by the professional administrative staff.

3281 School Fundraisers

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.

3281 School Fundraiser Form

3290 Grants and Other Revenue

Grants and other Revenue
Policy #3290
Adopted New Policy: 04/12/2005

Consistent with Board goals and objectives to provide the best educational opportunities for all children in the district, the Board encourages the Superintendent of Schools to seek supplementary revenue to state aid and local taxation.

Therefore, the Superintendent or designee shall:

1.  investigate new sources of revenue whether local, state, or federal;

2.  propose new revenue sources and associated programs to the Board of Education for approval;

3.  implement measures necessary to apply for/receive additional revenues

Subsequent to the Board’s approval of a program or of its continuation, the Superintendent, or designee, is authorized to sign all required forms for state and federal programs.

The Superintendent or designee shall report annually, as part of budget preparation, on the status of all state and federal grants and programs, including the financial status of each program including a recommendation to continue, modify, or discontinue each program.

Legal Reference:   Connecticut General Statutes

10-220  Duties of boards of education

3280 Gifts, Grants, and Bequests

Gifts, Grants, and Bequests
Policy # 3280
Revised:  04/11/2000
Supersedes / Amends:  Policy #3280 dated 04/06/1989 & 11/28/1995

All gifts made to a Winchester Public School or the Winchester Public School System by any individual or organization, including but not limited to Parent‑Teacher organizations, Kiwanis, Rotary, Lions or Elks, shall not be accepted for the Board of Education by any employee other than the Superintendent or the Principal of the particular school for which the gift is intended. Subsequent to the acceptance of any such gift by the Superintendent or the Principal, such gift shall become the sole and exclusive property of the Board of Education and shall not be subject to withdrawal by the donating individual or group.                                                                                        
Further, no gift shall be accepted by the Superintendent or a Principal without verification that there are no encumbrances against said gift.

In the event that any gift so offered shall, as a condition thereof, require the assumption by the Board of Education of an ongoing annual service or maintenance fee, such a gift may not be accepted except by the Board itself.

Finally, when a gift is offered and accepted for a specific school, it shall be the intent of this policy that said gift will physically remain at that school for as long as the school continues as an integral part of the Winchester Educational System.

Legal Reference:   Connecticut General Statutes

7‑194 Powers.

10‑9 Bequests for educational purposes.

3321 (a) Purchasing Procedures

Purchasing Procedures 
Policy # 3321 (a)
Revised: 07/19/2016
SUPERSEDES / AMENDS: 3321(a) Adopted 4/12/05, 12/12/2006 and 7/12/2012.

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 Superintendent may authorize a transfer of funds up to $15,000 under the Board of Education budget transfer policy.

3432 Budget & Expense Reporting

Budget & Expense Reporting 
Policy # 3432
Adopted:  1/11/1996 

The superintendent of schools shall submit  to  the  board  of  education  a monthly report of disbursements and budget balance at the  regular meeting each  month.

LEGAL  REFERENCE: Connecticut General Statutes

10-222 Appropriations and budgets

3324 Purchase Orders and Contracts

Purchase Orders and Contracts 
Policy # 3324
Adopted New Policy:  04/12/2005

General

All contracts between the district and outside agencies shall conform to prescribed standards as required by law.  All contracts between the district and outside agencies shall be prepared under the supervision of the Superintendent or designee, and where appropriate, subject to approval of the legal advisor to the district.

Affirmative Action

The school district shall not enter into any contract with a person, agency, or organization if it has knowledge that such person, agency, or organization discriminates on the basis of race, color, religious creed, age, marital status, national origin, sex, sexual orientation, or physical handicap or disability, either in employment practices or in the provision of benefits or services to students or employees.

Legal Reference:   Connecticut General Statutes

46a-58 through 46a-81 re discriminatory practices

Title VII, Civil Rights Act, 42 U.S.C. 2000e et seq. as amended by Title IX, Equal Employment Opportunity Act

Title IX of the Education Amendments of 1972; 42 U.S.C. 1134n et seq. (Higher Education Act)

3440 Inventories

Inventories 
Policy # 3440 
Adopted: 1/11/1996 

EQUIPMENT

An inventory of equipment shall be maintained in a manner authorized by the state board of education.  All items whose current value exceeds $500 shall be included in the inventory, with the exception of equipment permanently fixed in a building such as heaters or lockers.  The equipment inventory shall serve both the functions of control and conservation.  The inventory shall include at least the description, name, date of acquisition, identification numbers, original cost, and location of use of all items.  A record of the date and mode of disposal of all equipment removed from the inventory shall also be kept.

SUPPLIES – WAREHOUSE

An inventory of supplies which are warehoused shall be maintained for the instructional, cafeteria, maintenance, and operations personnel on stock record cards.  A physical inventory shall be taken annually.

INSTRUCTIONAL EQUIPMENT

An annual inventory of instructional equipment for each classroom (i.e., globes, maps, stands, shall shop tools, etc.) shall be maintained.

The inventory system shall be under the supervision of the superintendent or designee.

3514 Equipment - Authorized Use of School - Owned Materials

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.

3515.1 Advertising in the Schools

Advertising in the Schools 
Policy #3515.1 
Amended: 3/12/1996 
Supersedes / Amends:  Policy 3515 10/10/1995

In no event shall the Winchester Public School System be employed in any manner for advertising or otherwise promoting the interests of any commercial or non‑school agency without prior approval of the board of education. Accordingly, advertising materials of a commercial, political, or religious nature shall not be displayed or distributed in the schools or on school grounds.

The schools may cooperate in furthering the work of any nonprofit, community, or social service agency provided that such cooperation does not restrict or impair the educational program of the schools.

The board of education recognizes that the Town of Winchester utilizes the Isabelle M. Pearson School as its' only voting/polling location for the Town and, with that in mind, the board of education will allow the placement of a "sandwich board" style sign to be placed on school property stating "VOTING HERE TODAY".  No other signage or wording will be permitted.

3516.4 Sex Offender Notification

Sex Offender Notification 
Policy # 3516.4
Adopted: 12/8/1998

The Board of Education recognizes its responsibility for the health and safety of the students enrolled within the district and for those youngsters receiving services or participating in programs or events on school district property. Therefore, the Board is desirous of taking appropriate precautionary measures in situations where the District has been advised by law enforcement officials that a convicted sex offender resides within the District.

Where school officials are advised that an individual convicted of a sexual offense resides within the school district, the District shall give notice in accordance herewith in order to minimize the possibility that the released and registered sex offender will come into contact with students within the district. In addition, the Board believes that cooperation with local law enforcement officials will best promote and protect the safety and well being of its students.

Whenever information is received from local law enforcement officials pursuant to PA 98-111 (CGS 52‑102r) that a registered convicted sex offender is residing within the school district, such information may be disseminated after consideration of various factors to the following entities:

(a)   Building Principals;                                                                     

(b)   Appropriate administrative and teaching staff;

(c)    Security personnel and those monitoring persons visiting on school district property;

(d)   Custodians;

(e)    Athletic coaches;

(f)    Supervisors of school related organizations or programs which regularly meet or are conducted on school district property;

(g)    Bus drivers;

(h)   PTA Presidents (limited information).

The Superintendent may also disseminate such information to such additional individuals or groups of individuals who, in the opinion of the Superintendent, have a legitimate need to be notified of such information in order to protect the health, safety or welfare of school district students.

(cf. I 110.1 ‑ Parent involvement)

(cf. 1212 ‑ School volunteers)

(cf. 1250 ‑ Visits to Schools)

(cf. 1251 ‑ Loitering or Causing Disturbance)

(cf. 1411 ‑ Relations with Law Enforcement Agencies)

(cf. 3516 ‑ Safety)

(cf. 3517 ‑ Security of Buildings and Grounds)

(cf. 3517.1 ‑ Site and Building Access)

Legal Reference:   Connecticut General Statutes

Public Act No. 98‑111 An Act Concerning the Registration of Sexual Offenders.

United States Code, Title 42

14071 Jacob Wetterling Crimes Against Children and Sexually Violent Offender Registration Program Act.

3516 Safety

Safety 
Policy # 3516
Adopted:  8/13/2013

The Board shall guard against accidents by taking necessary precautions to protect the safety of students, employees, visitors and others present on district property or at school-sponsored events.

The Board shall comply with all safety requirements established by governmental authorities and insist that its staff adhere to recommended safety practices pertaining to the school plant, special areas of instruction, student transportation, school sports, etc.

The Director of Business Services shall be responsible for originating and enforcing safety regulations and procedures in school buildings and on school grounds. It shall be the responsibility of the Director of Business Services to see that all staff members are familiarized with state laws and regulations regarding health and safety as well as the recommendations of local fire and civil defense officials.

Building Principals shall be responsible for the supervision of a safety program and shall direct all personnel to cooperate with state, local and insurance officials in the completion of fire safety inspections.

Legal Reference: Connecticut General Statutes
10-203 Sanitation

10-207 Duties of Medical advisers
lQ-231 Fire Drills

29-389 Stairways and fire escapes on certain buildings.

3518 (a) Green Cleaning

Green Cleaning 
Policy #3518 (a)
Adopted:  12/14/2010

The Board of Education is committed to procuring and using environmentally preferable cleaning products in school buildings and facilities. Consistent with state law, no person shall use a cleaning product inside a school unless such cleaning product meets guidelines or environmental standards approved by the Department of Administrative Services, in consultation with the Commissioner of Environmental Protection. Such cleaning product shall, to the maximum extent possible, minimize the potential harmful impact on human health and the environment.

Environmentally Preferable Cleaning Product

For the purpose of this policy, the term "environmentally preferable cleaning product" includes, but is not limited to:

general purpose cleaners, floor finishes, bathroom cleaners, floor strippers, carpet cleaners, hand cleaners, glass cleaners, soaps

The term "environmentally preferable cleaning product" does not include:

(a)  Any disinfectant, disinfecting cleaner, sanitizer or any other antimicrobial product regulated by, the federal Insecticide, Fungicide and Rodenticide Act, 7 USC 136 et seq.; or

(b) Any product for which no guideline or environmental standard has been established by any national or international certification program approved by the Department of Administrative Services, or which is outside the scope of or is otherwise excluded under guidelines or environmental standards established by such a national or international certification program

Notice of Green Cleaning Program

Annually, the Board of Education shall provide the staff of each school and the parents and guardians of each child enrolled in each school with a written statement of the school district's green cleaning program. '

Such notice shall include:

1. The types and names of environmentally preferable cleaning products being applied in schools;

2. The location of the application of such cleaning products in the school buildings and facilities;

3. The schedule of when such cleaning products are applied in the school buildings and facilities;

4. The statement, "No parent, guardian, teacher, or staff member may bring into the school facility any consumer product which is intended to clean, deodorize, sanitize, or disinfect” and;

5. The name of the school administrator, or a designee, who may be contacted for further information.

3524.1 Pesticide Application

Pesticide Application 
Policy # 3524.1
Adopted:  5/8/2012

The intent of this policy is to ensure that students, employees and parents/guardians receive adequate notice, in conformity with applicable statutes, prior to pesticide application in school buildings and on school grounds. Further, the District will only employ certified pesticide applicators for any non-emergency pesticide use in school buildings or on school grounds.

The application of lawn care pesticides on the grounds of schools with students in grade eight or lower must be according to an integrated pest management plan (IPM). Such application is prohibited starting July 1, 2010 except in emergencies. An emergency application may be made to eliminate a human health threat in any school with students through grade eight as determined by the Superintendent of Schools.

The District shall:

  • Provide notice of planned pesticide application to students, parents/guardians and employees in the manner required by law.
  • Post the areas scheduled to receive pesticide application(s).
  • Maintain written records for five years of all pesticide applications.
  • Provide continuing instruction to those students who, based upon written medical request, find it necessary to absent themselves during the period of application.
  • Inform annually parents/guardians and staff of the District’s pest application/management policy.
  • Establish a registry of parents/guardians and staff who want to receive advance notice of all pesticide use and provide such notice as required by law.

Pest control applicators employed by the District shall provide the school contact person (Supervisor of Maintenance, Head Custodian) with notice at least seventy-two (72) hours prior to the date and time the pesticide application is to occur, including in such notice the brand name, concentration, rate of application, pesticide label, material safety data sheet, list of the area or areas where the pesticide is to be applied and any use restrictions required by the pesticide label. Prior to the application, the applicator shall provide the school contact person with a written pre-application notification containing the following information:

  • The brand name, rate of application and any use restrictions required by the label of the herbicide or specific pesticide.
  • The area or areas where the pesticide is to be applied.
  • The date and time the application is to occur.
  • The pesticide label and the material safety data sheet.

In case of pesticide applications performed for or by public health agencies or emergency applications because of immediate threat to the public health, the licensed applicator shall give the school site office oral and, if possible, written notice, with posting of the area to be treated.

The Superintendent or his/her designee may require the pest control applicator to make the required postings in accordance with all applicable statutes and with District policy and regulations. The name and address of the applicator shall be a part of any posting.

Someone other than a certified pesticide applicator may apply a pesticide in an emergency to eliminate an immediate human health threat when:

1. it is impractical to obtain the services of a certified pesticide applicator; and

2.  a restricted use pesticide is not used, as defined in C.G.S. 22a-47.

Pesticide purchases shall be limited to amounts authorized by the Superintendent or his/her designee for use during the year. Pesticides shall be stored in a secure site not accessible to students or unauthorized staff. They shall be stored and disposed of in accordance with EPA registered label directions and applicable state statutes.

DEFINITIONS

Pesticides are defined as fungicides used on plants, insecticides, herbicides or rodenticides, but not sanitizers, disinfectants, antimicrobial agents or pesticide baits.

Integrated pest management is the use of all available pest control measures, including the judicious use of pesticides when warranted to maintain a pest population at or below an acceptable level while decreasing the unnecessary use of pesticides. Such plan is consistent with an applicable model plan provided by the Commissioner of Environmental Protection under section 22a-66l.

Lawn care pesticides are pesticides registered by the EPA and labeled according to the Federal Insecticide, Fungicide and Rodenticide Act for lawn, garden and ornamental use.

Legal Reference:  Connecticut General Statutes

10-231b Pesticide applications at schools. Authorized applicators. Exception, as amended by P.A. 09-56

10-231c Pesticide applications at schools without an integrated pest management plan

22a-46. Short title: Connecticut Pesticide Control Act.

22a-54. Pesticide applicators, certification, classification, notice, fees, reciprocity; financial responsibility; aircraft, tree, public employee applicators.

 22a-58. Records to be kept by distributors and applicators.

23-61a. Definitions. Tree protection examining Board within Department of Consumer Protection. Regulations.

23-61b. Licensing for arboriculture; examination; fees; renewal; suspension, revocation. Nonresidents. Records. Pesticides.

P.A. 09-56 An Act Concerning Pesticide Applications at Child Day Care Centers and Schools

 Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA) 7 U.S. Code 136 et seq.

3541.1 Mileage Reimbursement

Mileage Reimbursement 
Policy #3541.1
Adopted:  10/14/2014

In all circumstances where an individual is authorized to receive reimbursement for transportation used or provided in the process of carrying out the District’s mission, the actual mileage accepted for payment will be calculated by the Business Manager or his/her staff before payment is authorized.  In general, the most direct route will be selected.  The payment per mile will be the current federally approved figure for business travel.

This change will be effective as of November 1, 2014 and will apply to trips taken by authorized professional staff, District administration and individuals providing transportation for students authorized through the PPT process.

 

3541.22 Bus Drivers

Bus Drivers 
Policy #3541.22
Adopted:  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 his/her 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 his/her 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 DOE requirements, shall hold all appropriate licenses, and shall have a 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 his/her 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 his/her 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)

3541 Transportation Guideline

Transportation Guidelines
Policy #3541 
Revised: 9/9/2008
Supersedes/Amends: 1/1/1996

 

 

 

ARTICLE I - RESPONSIBILITIES

A.  GENERAL RESPONSIBILITY

Responsibility for the transportation and safety of children to and from school is a divided function. Local boards of education are charged with providing the service; the State Board of Education provides consultative services and hears appeals; the Motor Vehicle Department establishes rules and regulations on equipment and operation of buses; and makes annual inspections. The Department of Public Works, Roads Division, under the auspices of the Winchester Board of Selectmen, is responsible for the maintenance of town roads and sidewalks. Local police are responsible for crossing protection, enforcement of traffic regulations, and enforcement of sidewalk clearance of snow and ice.  The Board of Education will provide a summary of bus requirements for students to each family at the beginning of the school year.

B.  BUS CONTRACTORS

When the Winchester Board of Education contracts for service, the bus contractor will:

  1. Maintain buses in safe condition in accordance with statutes and Motor Vehicle Department regulations.
  2. Submit to the Winchester Board of Education within one month of the award of a contract, a list of persons who are to operate the school buses.
  3. Employ only licensed drivers to serve as substitutes.
  4. Prior knowledge and consent of the Winchester Board of Education is required for any portion of a contract to be subcontracted.
  5. Provide an adequate number of reserve drivers.
  6. Require each driver to hold a public service operator's Type C License and to be familiar with the rules and regulations concerning the operation of school buses.
  7. Establish a regular schedule for servicing buses. Indicate items to be covered, i.e. oil, grease, tires, battery, etc.

C.  BUS OPERATORS

  1. The school bus operator will:

     a. Hold a proper state driver's license.     

     b. Have a public service operator's Type C license.

 2. The school bus driver will:

a. Know and observe the statutes and rules and regula­tions pertaining to operation and equipment of school buses.

b. Make and log completion of a daily inspection before starting out, checking brakes, windshield wipers, stop lights, directional signals, tires, and make sure that the windshield, lenses on lights, rear windows and inside of the bus are clean.

c. Promptly report in writing to a designated supervisor the need for repairs or any irregu­larity in mechanical performance.

d. Successfully complete a Red Cross basic first aid course.

3. The school bus operator should refuse to take out a bus that contains a mechanical defect which could lead to an unsafe condition.

4.  The school bus operator will:

a. Be in complete charge of the bus and all passengers while the bus is in operation.

b. Provide a written report of any serious student behavior problems or persistent student disregard of rules and regulations. Disciplinary measures are the respon­sibility of school authorities.

c. Maintain a list of  students assigned to the bus and provide passage consistent with the capacity of the vehicle for  those students.  

d.  Be aware at all times of the position of his/her bus on the highway.

e. The school bus operator must not stop his/her bus in an intersection to receive or discharge passengers.

f. The school bus operator should discharge students only at their approved bus stop, unless requested by the building principal.

g. Obey motor vehicle rules and all traffic regulations.

h. Be sure that the bus is empty of all children at the end of their run.

D.  PUPIL RESPONSIBILITY

1. While waiting for the school bus and boarding it:

a. On the way to school, pupils will:

  1. Be at their stop at the designated time. The bus runs on schedule.
  2. Wait for the bus on the shoulder of the highway (or on the sidewalk) and not on the paved roadway.
  3. Wait until the bus comes to a full stop before trying to get aboard.
  4. Wait their turn. There should be no crowding.
  5. Obey the directions of the bus driver.

b. Upon leaving school, pupils will:

  1. Follow directions of the teacher.
  2. Obey the directions of the bus driver.
  3. While riding in the bus, pupils will:

a. Remain in their seat while the bus is in motion.

b. Observe the usual rules of good conduct  so as to ensure one’s own safety and the safety of others.

  1. Converse quietly.  Students will not shout at other pupils or the driver.
  2. Students will obey the bus driver and refrain from throwing objects or engaging in behavior that may damage or deface bus seats, equipment or the property of others.
  3. Secure permission of driver before opening windows of the bus.
  4. Speak respectfully to the driver and fellow students.
  5. Do not eat, drink, or smoke on the bus.

3.  When leaving the school bus:

a.  At school, pupils will:

  1. Take their turn, and not crowd.
  2. Go directly to their room or the place previously designated.

b.  At their home bus stop, pupils will:

  1. Watch their step getting off the bus.
  2. If across the highway from home, stand on the shoulder of the road at the front of the bus until the driver signals that it is safe to cross; then cross in front of the bus. Traffic experts do not consider this good practice in any other traffic situation. Pupils will learn that this procedure applies to travel on school buses only.
  3. If it is not necessary to cross the highway, stand aside on the shoulder of the road until the bus moves on; then, when they can see traffic in both directions, walk on the shoulder of the road, (or on the sidewalk) to their home.

c. At the destination of a trip away from school, pupils shall obey the instructions of the teacher(s), chaperone(s), and the driver.

4.  Any student who acts in an unruly, dangerous or disrup­tive manner while being transported by the Winchester Board of Education or one of its contractors, to or from any school or any school activity shall be subject to appropriate disciplinary action which may include suspen­sion of transportation services and/or suspension from school.

E.  PARENT/GUARDIAN/DESIGNEE RESPONSIBILITY

1.  Parent/Guardian/Designee will:

a. Keep at hand, for ready reference the school schedule showing when the bus is due at their stop.

b. Have the responsibility to insure that children reach the school bus promptly and safely.

c. Accompany younger children (K - 3) to and from the bus stop for the first few days.

d. Instruct children:

(1) To walk facing traffic, if they must walk on the roadway.

(2) To look both ways before crossing the roadway.

(3) To wait on the sidewalk or, if no sidewalk exists, to wait on property adjacent to the roadway.

e. At all times set a good example in observing traffic rules and regulations.

ARTICLE II - PUPIL ELIGIBILITY

A.  REGULAR TRANSPORTATION

1. Students shall be expected to walk up to the following distances on public roads to their designated school or transportation pick-up point unless the Superintendent of Schools, his/her designee, or the Winchester Board of Education determines that the walk is unduly hazardous (Note:  due to hazardous walking conditions, all Batcheller students are bussed. Note also that the determination of walking distances for students is made by the District Business Manager with the help of the Company Contract manager):

 Pre-Kindergarten                       All buss                       Kindergarten – Grade 2             0.5 miles

2. Students in other grades may be expected to walk up to the following distances on public roads to school or designated transportation pick up points, unless the Superintendent of Schools or the Winchester Board of Education determines that the walk is unduly hazardous:

Grade 3 - Grade 5            One mile

Grade 6 - Grade 8            One and one-half miles

Grade 9 - Grade 12          Two miles

Any walking route to either bus stop or school which is not in excess of any of the above distances can be considered unduly hazardous. Additional standards for determining whether a walk is unduly hazardous are set forth in this policy under Article IV.

Special exceptions to these rules based on weather conditions between November 15th and April 15th may be made by the District Business Manager or designee with the assistance of the Company Contract Manager.

B.  SPECIAL TRANSPORTATION

A parent may, in writing, ask the Superintendent of Schools, via the Building principal, to make an exception to the existing policy. Criteria for the exception remain at the judgment of the Winchester Board of Education. Criteria for special transportation are categorized below:

1. Special Education Placements - The Winchester Board of Education assumes the cost of transporting special education youngsters designated under 10-76 of the State Statutes, which meet the general policy as stated above.

2. Other Handicapped Pupils - Special transportation is provided for these students when designated by a Planning and Placement Team.

3. Physically Handicapped and Section 504 Pupils - Transportation may be arranged for students suffering from either temporary or long-term physical disabilities. Such transportation is authorized by a physician’s office statement filed with the District pupil personnel office.

4.  State Vocational Pupils - In compliance with Section 10-97, transportation is provided for Winchester pupils attending non-district technical or vocational schools, i.e., Oliver Wolcott or Regional #7.

5.  Other Than Legal Residence - The Winchester Board of Education authorizes the Superintendent of Schools or designee to permit bus transportation to and/or from destinations other than legal residence of a student when such trans­portation is required by regular and daily day care needs, or unanticipated family emergencies. The Superintendent of Schools is authorized to permit such transportation, provided that:

a. There is sufficient room on another bus.

b. The alternative pick-up or delivery is at a regular stop on a regularly scheduled bus route, which is determined on an annual basis.

c. The purpose of the alternative transportation is not recreational, social, or related to after school youth activities.

d. Parent or guardian must authorize, in writing, an alternate bus stop.

6.  Multiple students in the same household:  If bus transportation to a specific school is provided to one bus-eligible child, other children in the household may be transported to the same school provided space is available on the bus.

ARTICLE III - TRANSPORTATION APPEALS 

A.  PROCEDURE

1. Whenever a parent or guardian makes a written request to the Superintendent of Schools or his/her designee, for transportation for his/her /child(ren), a route modification, or a bus stop change, he/she shall be provided with a copy of both the Transportation Policy and the REQUEST FOR TRANSPORTATION form to be completed by the parent or guardian.

2. Upon receipt of the completed REQUEST FOR TRANSPORTATION form, the Superintendent of Schools or his/her designee shall review the request to determine eligibility for transportation, investigate or cause to be investigated the reasons cited as justification for the request, and assess any and all pertinent data which will aid in reaching a decision. No bus route or bus stop decision should be made or altered by the bus contractor, the bus driver, the principals, or others except in accordance with this policy.

3. Within ten (10) school days following the receipt of a REQUEST FOR TRANSPORTATION form, the Superintendent of Schools or his/her designee shall reach a decision to grant or deny the request. The Superintendent's decision must be forwarded to the parent or guardian, in writing, within fifteen (15) school days of the receipt of a REQUEST FOR TRANSPORTATION form. Zn the event the Superintendent of Schools receives a REQUEST FOR TRAN­PORTATION form during the summer months when school is not in session, he shall reach a decision to grant or deny the request within fourteen (14) calendar days following the receipt of the REQUEST FOR TRANSPORTATION form and such decision shall be forwarded to the parent or guardian, in writing, within twenty (20) calendar days of the receipt of a REQUEST FOR TRANSPORTATION form.

4. If the decision of the Superintendent of Schools is to grant the request, transportation shall be provided, a route modification made, or a bus stop changed as soon as practicable, but in no event later than five (5) school days following the decision of the Superintendent of Schools. If the Superintendent's decision is made during the summer months when school is not in session, his decision shall be implemented prior to the commencement of the school year. The Superintendent of Schools will notify the Winchester Board of Education of all granted exceptions at the next regular meeting.

5. If the decision of the Superintendent of Schools or his/her designee is to deny the request, the parent or guardian is to be advised of the reasons for such denial and informed that they may appeal the decision by re­questing a hearing before the Winchester Board of Educa­tion as provided in Section 10-186 of the Connecticut General Statutes. A copy of the PETITION TO THE BOARD OF EDUCATION form must accompany any letter of denial of a request.

6. Upon receipt of a PETITION TO THE BOARD OF EDUCATION form, or a hearing request in writing, the Winchester Board of Education shall hold a hearing within ten (10) school days following receipt of the form or request.

7. The parent or guardian shall be informed, in writing, not less than five (5) school days prior to the hearing of the date, time, place, and nature of the hearing. The notice shall also include a statement of the legal authority and jurisdiction under which the hearing is to be held; a reference to the particular sections of the statutes and board policy involved; and a short and plain statement of the matters asserted. If it is not possible to state the matters in detail at the time the notice is served, the notice may be limited to a statement of the issues involved. Upon application of the parent or guardian, a more definite and detailed statement shall be furnished.

8. The hearing before the Winchester Board of Education will be in compliance with the provisions of Section 4-177 to 4-180 inclusive of the Connecticut General Statutes. The Winchester Board of Education has ten (10) school days to render its decision.

9. If the decision of the Winchester Board of Education is to reverse the decision of the Superintendent of Schools, i.e., grant the request, transportation shall be provid­ed, a route modification made, or a bus stop changed as soon as is practicable, but in no event later than five (5) school days following the decision of the Winchester Board of Education. In the event the decision of the Winchester Board of Education occurs during the summer months when school is not in session, such decision shall be implemented at the beginning of the school year.

10. If the decision of the Winchester Board of Education is to uphold the decision of the Superintendent of Schools, the parent or guardian is to be advised that they may appeal the decision by requesting a hearing before the State Board of Education.

NOTE:  A parent or guardian may request a hearing with the Winchester Board of Education pursuant to Section 10-186 without initiating an administrative review by the Superintendent of Schools by filing a written request for such a hearing with the Winchester Board of Education.

ARTICLE IV - HAZARDOUS CONDITIONS

In review and evaluation of each request for a route modification or bus stop change, the Superintendent of Schools or his/her designee will confer with the Winchester Police Department to identify any potential hazards that may hinder the safety of the pupils walking to and from school or a bus stop.

The following criteria will be considered in evaluating whether a situation may be unduly hazardous:

1. A line of sight obstruction caused by a hill, curve, or structure, or other object which requires vehicles to travel at reduced speeds and in which the sight distance is not within the established safe braking distance;

2. Any street with posted speed limits in excess of 30 MPH not having traffic control devices at places where those streets must be crossed; such devices include, but are not limited to, traffic lights, stop signs, crossing guards;

3. Where the width of the road is excessively narrow and there is no suitable level area off the road for walking;

4. Where the history of vehicular accidents is found to be excessive and create a hazard for pedestrian children;

5. Number of cars traveling on the street during the hours before and after school;

6. The availability of crossing guards and/or traffic control devices.

A route may be considered hazardous and an exception granted to any provision of this policy wherein a peculiar condition or combination or conditions renders such condition a hazard based upon reasonable judgment.

LEGAL REFERENCE

CONNECTICUT GENERAL STATUTES

Section 10-220

Section 10-186

Section 10-187

Section 10-281

Section 10-97

Section 83-119

3541.5 Records and Reports – Transportation Complaints

Records and Reports - Transportation Complaints 
Policy # 3541.5
New Policy: 10/11/2017 


 

 

All complaints (Motor Vehicle Safety) concerning school transportation safety will be made to the Director of Finance and Business Services or Superintendent designee will maintain a written record of all such complaints and will conduct appropriate investigations of the allegations.

The Director of Finance and Business Services or Superintendent designee will provide the commissioner of Motor Vehicles with a copy of the written record of complaints within thirty (30) days of the end of the year.

Legal Reference:  Connecticut General Statutes

3542.1 Food Service

Food Service 
Policy # 3542.1
New Policy: 1/11/1996 

 

 


The school lunch program shall be an integral part of the total educational program. An attractive, wholesome, well-balanced lunch is essential for the best work from the students.

To accomplish this objective with appropriate economy, all administration of the food services program will be coordinated in the office of the superintendent or his/her designee. Business functions to be centralized will include central purchasing of food and supplies, centrally planned menus, and regular audit of all accounts.

The educational aspects of the school lunch program will be the responsibility of each school principal, subject to advice, counsel, and direction from the superintendent of schools.

Legal Reference:                    Connecticut General Statues

10-215 Lunches, breakfasts and other feeding programs for public school children and employees

State Board of Education Regulations

10-215b-1 School lunch and nutrition programs

3550 Buildings and School Grounds - Alterations And/Or Renovations

Buildings and School Grounds - Alterations And/Or Renovations
Policy # 3550 
Adopted:03/11/2003

 

 

In accordance with Board Policy #3550, major alterations and/or renovation to Board of Education facilities, including grounds, shall be subject to approval as follows:

a.  A major alteration and/or renovation is one which costs $3,000 or more in labor and materials, including in-house or contracted labor.

b.  An alteration/renovation includes any facility modification (including painting) and will include multiple projects under the $3,000 definition, i.e., if 20 flushometers are installed in a building costing a total of $3,150, approval will be needed.

c.  Approved requests must be detailed, including drawings and a detailed list of costs where applicable.

In an emergency, an alteration and/or renovation can be authorized by the superintendent, with the provision that the Board of Education be notified as soon as possible but no later than 24 hours after the emergency.  Ratification of the action must  be sought from the Board of Education as soon as possible.

Legal Reference:   Connecticut General Statutes