Section 3000 Business

The fiscal year shall commence July first and end June thirtieth.

Legal Reference: Connecticut General Statutes

10-51 Fiscal year. Budget payments by member towns; adjustments to payments.

Investment of funds. Temporary borrowing. Reserve fund.

10-222 Appropriations and budget. Financial information system.

10-259 Fiscal and school year defined.

Date of Adoption: June 24, 1997

The Board of Education will present an itemized estimate of the cost for the operation of the public schools to the fiscal authority not later than two months preceding the annual meeting at which appropriations are to be made. The estimated cost of operating the public schools for the ensuing year shall be the final budget for the schools, modified, if necessary, by any difference in the amount requested by the Board of Education and the amount appropriated by the legislative authority for the operation of the schools.

If reductions are made in the budget by the Board of Finance or at the town budget meeting or referendum, the Superintendent shall prepare a final budget recommendation for Board of Education review, modification if needed, and approval; such budget shall reflect changes made from the originally approved education budget to remain within the reduced figure ultimately approved by the legislative authority.

Legal Reference: Connecticut General Statutes

10-51 Fiscal year. Budget. Payments by member towns. (regional districts)

10-222 Appropriations and budget. Financial information system.

Date of Adoption: June 24, 1997

#3090 Financial Records and Reports

The Superintendent shall be responsible for receiving and properly accounting for all school district funds and for annual financial reports to the Board of Education, the State Board of Education, the Teachers' Retirement Board, and any other governmental agencies as required by state law.

To assist the Board in carrying out its fiscal and general district responsibilities, the Superintendent shall prepare monthly financial statements and shall include in a monthly financial package to the Board:

1. amounts budgeted;
2. amounts expended and encumbered;
3. transfers, if any, made to balance accounts; 
4. unencumbered balances;
5. other financial reports requested by the Board, or which the Superintendent believes should be provided.

Legal Reference:

• Connecticut General Statutes
• 10-51 Fiscal year. Budget. Payments by member towns; adjustments to payments.Investment of funds.  Temporary borrowing.  Reserve fund.
• 10-222 Appropriations and budget.  Financial information system.
• 10-259  Fiscal and school year defined.

Date of Adoption: June 24, 1997
Date of Revision: June 4, 2019

The Board of Education recognizes that efficient operation of the Madison Public Schools is facilitated by the availability of petty cash funds. Monies used for this purpose by the individual schools and offices of the school district shall be handled with good and prudent business practices.

The Superintendent shall establish limits for petty cash accounts, not to exceed $250.00. Petty cash accounts are to be used in the payment of necessary incidental expenses needed in too short a period of time to utilize the established purchase order system.

Petty cash disbursements shall be documented by voucher. Petty cash accounts shall be replenished through the submission of a purchase order with receipts. Appropriate accounting procedures consistent throughout the school district shall be established and maintained.

Legal Reference: Connecticut General Statutes

10-237 School Activity Accounts

Date of Adoption: June 24, 1997

Money collected by school system employees and by student organizations shall be handled both carefully and prudently. All monies collected shall be receipted and accounted for and directed without delay to the proper location of deposit.

In no case shall cash be left overnight in schools except in safes provided for safekeeping of valuables, and when possible, no more than $250 should be so kept. To avoid any necessity for leaving money in schools overnight, schools shall understand and use procedures for making bank deposits after regular banking hours.

Date of Adoption: June 24, 1997

#3140 Line Item Transfers

The Board of Education recognizes the need for transfers between object line items of the approved budget.  All transfers of funds between and within object codes in excess of $10,000.00 shall be subject to prior approval by the Board of Education.  A formal request will be submitted from the cost center requesting the transfer.  This request will be reviewed by the department of Fiscal Services and approved for submission to the Board of Education by the Superintendent.  The Board shall be provided with complete information regarding the request for transfer of funds and the rationale for the expenditure.

Transfer of Funds Under Emergency Conditions

If there is an urgent need for a line item transfer and the Board is unable to meet in a timely fashion to consider such transfer, the Superintendent or his / her designee is authorized to transfer funds from any line item. All transfers made in such instances shall be announced at the next regularly scheduled meeting of the Board and the rationale for the transfers shall be provided.

All such transfers shall be subject to administrative regulations promulgated by the Superintendent. The Department of Fiscal Services will prepare a monthly reconciliation statement indicating the transactions to and from accounts affected by these transfers. 

Total expenditures by the Board of Education shall not exceed the appropriation made by the Town of Madison.  If any occasion arises whereby additional funds are needed by such board, a Special Appropriation request must be made to the Board of Selectmen and subsequently to the Board of Finance. 

Legal Reference:        Connecticut General Statutes
10-222 Appropriations and budget.  Financial information system. (as amended by PA 98-141)

Date of Adoption:  September 8, 1994
Date of Revision:  November 3, 1998
Date of Revision:  June 4, 2019
 

 #3150 Medical Reimbursement for Special Education Students

The Board of Education will seek Medicaid reimbursement for eligible medically related services provided to Medicaid eligible special education students in accordance with federal and state law.  Not later than December 1, 2017, the Board shall enroll as a provider in the state medical assistance program, participate in the Medicaid School Based Child Health Program administered by the Department of Social Services, and submit billable service information electronically to the Department of Social Services, or its billing agent.  The Board may enter into an agreement with a third party or another board of education to comply with these requirements, effective December 1, 2017.  The Board realizes that such third-party vendor agreements to provide that cost for the above services paid from, and contingent on receipt of sufficient funds from, grants the Department of Social Services makes to board of education based on Medicaid claims for special education services provided to District students.

The Board, as required, will determine a child’s Medicaid enrollment status, and will provide written notification to the parent / guardian of the student before accessing the student’s or parent’s or guardian’s public benefits or insurance for the first time and prior to the one-time parental or guardian consent and annually thereafter.

The Board will provide written notification to all parents and guardians of children who are Medicaid eligible and currently receiving School Based Child Health (SBCH) services under an individualized education plan (IEP) prior to obtaining parental consent and prior to the continuation of billing Medicaid for the services. The Board will obtain consent from all parents and guardians who are Medicaid eligible and receiving SBCH services under an IEP, in order to access their public benefits or insurance to pay for services under IDEA.

Legal Reference:    Connecticut General Statutes

10-76d Duties and powers of  boards of education to provide special education programs and services. State agency placements; apportionment of costs. 

Relationship of insurance to special education costs. (as amended by June 2017 Special Session PA 17-2, Sec. 51)

42CFR Parts 431, 433, and 440, Medicaid Program; Elimination of Reimbursement Under Medicaid for School Administration Expenditures and costs related to Transportation of School-Age Children Between Home and School

5.299, The Medicare, Medicaid & SCHIP Extension Act of 2007

34 C.F.R. 300.154(d) – Individuals with Disabilities Act (IDEA) – Part B, related to parental consent to access public benefits or insurance

Date of Adoption:    December 7, 1999
Date of Revision:        August 28, 2018
 

#3240 Non-Resident Admission and Tuition Fees

General Provisions

The following terms and conditions are to be used as guidelines when determining eligibility of a non-resident student to enroll or continue enrollment in the Madison Public Schools.  This policy shall not be applied to decisions about enrollment of students who reside in a town that has a designated high school agreement with the Madison Public Schools or to non-resident students who are otherwise entitled to attend Madison Public Schools in accordance with law.

1. The Superintendent or his/her designee may approve the enrollment or continuation of enrollment of a non-resident student if class size and other considerations such as the availability of resources permit. The Superintendent shall make decisions regarding class size and/or the availability of resources. 
2. The Superintendent or his/her designee shall not hire additional staff to permit enrollment or continuation of enrollment for a non-resident student under this policy.
3. The Superintendent or his/her designee shall make the decision about class assignment.
4. The decision to permit non-resident enrollment shall be for one school year or less but may be extended from year to year at the discretion of the Superintendent or his/her designee. Such extension decisions shall be made on an annual basis. 
5. This policy does not obligate the Madison Board of Education to provide special education programs or services or create unique programs for students.  If a non-resident student is enrolled or continued in enrollment in the Madison Public Schools and such student is eligible for services under the Individuals with Disabilities Education Act (“IDEA”), the Madison Board of Education shall not act as the local education agency for such child.  In instances where special or additional services are provided for a non-resident student, a supplemental tuition or fee may be charged based upon the actual costs associated with providing the special or additional services. 
6. Application for initial enrollment shall be made in writing on a form supplied by the Superintendent or his/her designee.
7. Application for continued enrollment shall be made on an annual basis, in writing on a form supplied by the Superintendent or his/her designee.
8. No student applying for enrollment pursuant to subsections G or H, above, shall be enrolled in the Madison Public Schools until the Board has received tuition payment on behalf of such student in accordance with Section II, below.
9. At the discretion of the Superintendent or his/her designee, the candidate for initial or continued enrollment shall be interviewed by the principal or assistant principal of the school at which enrollment or continued enrollment is sought.
10. The non-resident student’s immediate past principal or responsible administrator must make a recommendation on behalf of the child, attesting to his/her good citizenship, in order for the Student to be eligible for initial or continued enrollment. 
11. All non-resident students or their parents or guardians, or the school district of residence, shall provide necessary transportation to and from school.
12. A non-resident student’s continuation in the Madison Public Schools will be contingent upon the student’s compliance with all applicable rules and regulations of the Madison Board of Education and the individual school, satisfactory attendance and academic progress, and the availability of staff and school resources.  The Superintendent or his/her designee may terminate the non-resident student’s enrollment at any time if, in his or her opinion, continuation is not in the best interest of the school system or the student.

Only non-resident students who meet the criteria set forth in this policy may enroll or continue in enrollment in the Madison Public Schools.

Tuition and Fees

1. The annual tuition fee for grade K-12 regular program students will be calculated as follows:
   1. The base rate will be 100% of the most current actual per-pupil cost as reported by the CPSE (Connecticut Public School Expenditures) data on net current expenditure per pupil. 
2. Tuition payments will be made in four installments on the following schedule: September 1, or the first day of school, whichever comes first; November 1; February 1; April 1.
3. If a non-resident special education student’s IEP/504 Accommodation Plan includes provisions requiring additional expenditures, those costs will be added to the student’s yearly tuition fee.
4. A tuition charge for students enrolled or withdrawn at times other than the beginning and end of the school year will be determined on a pro rata basis.
    

Waiver of Tuition and Fees for Certain Students 

Non-resident students may be allowed to attend a local school without tuition upon the approval of the Superintendent of Schools following written parental request when:

1. A family moves from the district after the beginning of the fourth quarter of the current school year; or
2. A family residing outside the district demonstrates firm plans to move into the district within the current school year. The parent or legal guardian must sign an agreement to pay quarterly payments on November 1, February 1, April 1 and June 1, if residency is not achieved by the stated date, in order for the child or children to continue attending the Madison schools. If a non-resident special education student’s IEP/504 Accommodation Plan includes provisions requiring additional expenditures, those costs will be added to the student’s quarterly tuition fee.
3. Non-resident students may be allowed to attend a local school with a tuition adjustment  upon the recommendation of the Superintendent and approval of the Board of Education following written parental request if the Superintendent of his/her designee makes a finding that when extraordinary circumstance(s)  regarding the child and/or their parent(s) supports a tuition adjustment. 
    

Tuition and Fees for Children of Non-resident Staff

Children of non-resident staff may be allowed to attend the Madison Public Schools with the written approval of the Superintendent of Schools following a written request. The guidelines in Section I, General Provisions and Section II, Tuition & Fees above shall apply to such requests except for the payment terms and schedule described below.

1. The annual tuition for these students will be based on the staff member’s length of continuous service in the Madison School System.
   1. Total of 0-5 years of completed service – the staff member will be charged 50 percent of the tuition rate established under Section II.
   2. Total of 5-10 years of completed service – the staff member will be charged 25 percent of the tuition rate established tuition rate established under Section II.
   3. Total of 10 or more years of completed service – the staff member will be charged 10 percent of the tuition rate established under Section II.
2. Tuition payment will be made on a payroll deduction basis.
3. If special education services are required, and the student’s IEP/504 Accommodation Plan includes provisions requiring additional expenditures, the staff member shall be charged those additional costs as fees in addition to the tuition charge without any proration or reduction for years of service.  

Legal Reference:  Connecticut General Statutes

• 10-35 Notice of discontinuance of high school service to nonresidents.
• 10-220(a)  Duties of boards of education.

Policy Adopted:    September 10, 2019
 

In keeping with Policy #5170, [Student] Activities, Fees & Charges, and 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. A reasonable fee may be charged for a plain or certified copy of any public record.

Legal Reference: Connecticut General Statutes

1-15 Application for copies of public records.

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.

Date of Adoption: June 24, 1997

It is the general policy of the Board of Education that the following procedure be followed upon determination by administration that property (such as books, equipment, furniture, or supplies) within their control is no longer necessary or functional for public school purposes.

The Superintendent shall bring before the Board a listing of all furniture, equipment, books, and materials to be disposed of as well as supplies in excess of $500.00 which warrant disposal. Items with values less than $500.00 may be disposed of upon the authority of the Superintendent or his/her designee. Items without market value may be disposed of in such manner as the responsible building principal shall determine, with the prior approval of the Superintendent or his/her designee. Disposal will be in accordance with state laws and local ordinances.

The Board may authorize the transfer to the Town or notification to the Town of the disposal of identified property upon determination by the Board that the property is no longer appropriate for school purposes.

Upon the authorization of the Board, the Superintendent shall transfer the property to the Town or shall dispose of the identified property as determined by the Board with notification to the Town. Proceeds from the disposal of property by the Superintendent shall be transferred to the Town.

Property transferred or disposed of shall be removed from the inventory list following established procedure and notation.

No employee or Board of Education member of the Madison Public Schools or members of their immediate family shall receive school property except through participation at public auction or sale.

With regard to property bought with state or federal funds, guidelines set forth by the granting agency will be followed.

This policy will apply to gifts as received in Board Policy #3280.

Whenever possible, property should be used as trade-in in the purchase of replacement property.

Legal Reference: Connecticut General Statutes

10-220 Duties of boards of education

10-240 Control of schools

10-241 Powers of school districts

Date of Adoption: July 7, 1988

Date of Revision: February 6, 1990

Date of Revision: April 18, 2006

The Board of Education is committed to maintaining excellence in education and pursuing resources to enhance educational opportunities for all students. Therefore, the Board of Education is appreciative of fundraising efforts to supplement the educational funding, provided such fundraising complies with Board policies, guidelines and state statutes.

To avoid duplication of efforts and undue burden to the community, the Board encourages coordination of fundraising activities between groups to establish mutually beneficial fundraising activities. Students in Grades K-8 who participate in door-to-door solicitations must be accompanied by a parent / guardian or their designee.

Community organizations, including parent / teacher organizations, and booster groups, raising funds for particular schools or school activities must have approval by the school principal for any fundraising activity which will eventually result in donations or gifts to the school. Principal review and approval of fundraising activities shall be in accordance with the following guidelines:

1. Requests for fundraising, all or part of which will be given to schools, pupils, or the school by community organizations, shall be made to the building principal in writing and approved on an appropriate form.
2. School involvement in fundraising will be neither an unacceptable burden to teachers or other school staff members nor subject the school to any significant risks or responsibilities in handling funds.
3. Fundraising shall be in good taste and appropriate for the school.
4. Fundraising groups must comply with current state and federal tax requirements, where applicable.

Legal Reference: Connecticut General Statutes

7-194 Powers.

10-9 Bequests for educational purposes.

Title IX of the Educational Amendments of 1972

Date of Adoption: January 9, 1996

Date of Revision: March 21, 2000

Date of Second Revision: October 2, 2001

In order to offer the best educational opportunities for students of the District, the Board of Education will seek as many sources of revenue as possible to supplement the funds provided through local taxation and the basic aid offered by the state. These sources may include special funds from the federal and state governments as well as those from other sources of program funding. The Board encourages its staff to make sources of possible funding for special purposes known.

Further, the Superintendent or his / her designee is encouraged to explore funding sources for special projects or programs that will enhance the educational offerings of the District when local funding is unavailable for this purpose. These special projects or programs must promote the educational goals of the District. Such funding sources could include grants, gifts, and / or donations from individuals, corporations, or foundations. Staff members and members of the public may seek out funding sources and bring to the attention of the Superintendent or his/her designee any such funding sources that they feel should be pursued.

The Superintendent or his/her designee shall investigate the conditions of funding sources and decide which of these warrant further consideration for Superintendent and Board approval. This decision will be based on the following factors:

1. the funding will have an educational purpose consistent with those of the school district;
2. the funding will not be inappropriate or harmful to the best education of students;
3. the funding will not unduly add to staff workload;
4. the funding will not bring undesirable or hidden costs to the school district;
5. the funding will place no restrictions on the school program;
6. the funding will be suitable for use in meeting the instructional needs of the school, if the funding is technology material, such as computers and / or software;
7. the extent to which the acceptance of funding may imply endorsement of any business or product by the Madison Public Schools;
8. the source of the funding;
9. the extent to which the acceptance of the funding may commit the district to future dedication of its own resources, taking into consideration the ability of the district to address possible future funding within the budget process;
10. the extent to which fairness and equity are maintained among schools or individuals;
11. the conditions of the funding and their concurrence with all provisions of the law and District policy and
12. other factors as determined by the Superintendent.

All funding received will be properly deposited in the accounts of the District and be administered in accordance with the terms of the grant and district policy.

The Superintendent of Schools shall be authorized to accept, on behalf of the Board of Education, gifts to the school system up to a cumulative value from one source of one thousand dollars ($1,000.00) per school year and shall inform the Board of such gifts through a quarterly review. The Board of Education shall approve all gifts of more than one thousand dollars ($1,000.00). All gifts received become the property of the Board of Education to be expended or used at its discretion. Gifts shall include money, services, program, equipment, or other items of value to be used in connection with or participation in any school activity or program.

Schools, employees and school-related groups who are applying for funding on behalf of the District shall send a copy of the completed application to the Superintendent of Schools or his/her designee, who shall present the application to the Board with a recommendation for approval to accept and implement. The Board reserves the right to reject funds associated with any gift which has been approved.

(cf. 3280 – Fundraising, Gifts and Donations)

Legal Reference: Connecticut General statutes

7-194 Powers

Date of Adoption: October 16, 2001

Date of Revision: March 12, 2002

This policy shall be followed when the Superintendent determines that it is in the best interests of the Board that prices be solicited. Equipment, supplies, and operational services exceeding $10,000.00 shall be bid. Quotes shall be received for equipment, supplies, and operational services exceeding $5000.00 but less than $10,000.00.

1. The Superintendent (or designee) shall periodically estimate requirements of standard items or classes of items and make any possible quantity purchases, thereby effecting economies. Whenever storage facilities or other conditions make it impractical to receive all of any item at one time, the total quantity should be bid or quotations received and staggered delivery dates made a part of the specifications, or quantities estimated with deliveries to be made as requested;
2. Instructions and specifications should be clear and complete, setting forth all necessary conditions conducive to competition.
3. Bids or quotes should be sought, whenever possible, from at least three sources able to offer the best prices, consistent with quality, delivery and service unless covered by local, state, or federal purchasing agreements.
4. The bid or quote award shall be made in the best interest of the school district and not necessarily be the lowest bid or quote.
5. The bids shall be opened at the prescribed time and place and tabulated for study. Whether or not bid opening occurs exactly at time advertised, no bids may be accepted after said advertised time. The bid tabulation shall include the Board of Education budgeted amount and a cost estimate prior to receiving bids.
6. After the bids have been opened and tabulated, they will be available for those interested to copy or study. They shall not, however, be removed from the bidding location by such interested persons.
7. Prices or fees for goods and services shall be verified periodically to assure competitiveness.
8. Sole source bids and quotes may be sought when specified by curriculum needs or compatibility needs to be maintained.
9. Bids and quotes need not be sought when an emergency exists and to maintain the least interruption to instruction.
10. Results of bids or quotes exceeding $25,000.00 shall be reported to the Board.
11. The Board may request a report on specific bids or quotes.

Adopted: July 8, 1988

Revised: October 7, 1997

A. DISTRICT INVENTORY

The business office shall maintain a current inventory of school system equipment and materials.

All school equipment of an assessed value of $250.00, or more, shall be included on inventory lists.

The building principal shall establish the procedure for inventory control of all materials and equipment assigned to his/her building, in conjunction with the Business Office.

B. CONTROL OF EQUIPMENT AND MATERIALS

The Board of Education shall permit school equipment/materials to be loaned to staff members when such use is directly or indirectly related to their employment. Equipment/materials may be loaned to students when it is to be used in connection with their studies or co-curricular activities.

The following guidelines shall be followed:

• All requests to use school equipment outside of the school setting by staff or students shall be submitted in writing, approved by the appropriate supervisory administrator, and kept on file in the building.
• A receipt of the approval shall be given to the employee/student.
• Building principals shall develop a procedure for monitoring the use of school materials, such as computer software and audio-visual materials, outside of the school setting by staff and students.
• The appropriate supervisory administrator shall be responsible for assessing the merit of all requests.
• The return of equipment/materials in a timely manner, as specified by the supervisory administrator, is expected so that the educational use of the equipment/materials by others is not obstructed. Permission of the building principal shall be required, should the use of school equipment/materials outside of the school setting need to be extended beyond the original date for return.
• The use of equipment/materials outside of the school during summer vacation shall require the approval of the Superintendent or Assistant Superintendent.
• The borrower shall be responsible for replacement of the school equipment/materials in case of loss or damage. In the case of a student borrower, under the age of 18, the parent/guardian shall assume this responsibility in writing.
• The Superintendent shall develop a request form to be used in the implementation of this policy.
• Failure to adhere to these guidelines may result in personnel/legal action.

C. REPAIR OF EQUIPMENT

The building principal or his/her designee shall authorize requests for equipment repair.

Should equipment repair be required by a repair service, the building principal or his/her designee, under the direction of the Assistant Superintendent, shall use appropriately recognized services.

Should a staff member possess the recognized skill and talent to repair school equipment, such repair shall require the approval of the appropriate supervisory administrator. Return of the equipment shall be in a timely manner as designated by the appropriate administrator.

The Superintendent shall develop a repair form to be used in the implementation of this policy.

Should it be determined by the appropriate supervisory administrator that the equipment cannot be repaired, Policy #3260, SALES AND DISPOSAL OF BOOKS, EQUIPMENT, AND SUPPLIES shall be implemented through building/district approved procedures.

Adopted: February 19, 1991

The Principal of each school is authorized to establish and maintain an Activity Fund in accordance with State law. The purpose of the Fund shall be to ensure proper management, safe-keeping, and accountability for: monies belonging to classes and student organizations acting under the name of the school; monies raised and disbursed as a result of student activities such as publications, plays, and social events; and monies which come to the school as gifts or donations.

The Principal or his/her designee shall be responsible for the proper management and accounting for the Fund in keeping with procedures prescribed by the Director of Financial Services. The Principal shall provide the Superintendent and Business Office with a monthly report on the condition of the activity accounts. All accounts shall be subject to audit.

(cf. #5100.6 Student Activities Funds / Donations)

Legal Reference: Connecticut General Statutes

10-237 School activity funds

Date of Adoption: April 18, 2006

The board recognizes that the topic of energy conservation commands a great deal of urgency due to escalating costs and reduced availability of energy products. The board is thus committed to a total energy management approach designed to reduce energy consumption in each school building. This commitment is predicated on a team approach with administrators, students, custodians and building users engaging in cooperative efforts that will result in reduced energy consumption.

The board is also of the opinion that energy education should be an integral part of the total instructional program. Staff and students should conduct discussions pertaining to all aspects of the energy situation in an ongoing attempt to cause for individuals to fully understand and participate in programs designed to meet the goals of awareness and conversation.

The development and implementation of appropriate procedures for energy conservation and energy awareness education are the administrative responsibility of the superintendent. These procedures will be reviewed annually by the board.

Date of Adoption: 11/13/79

The primary concern of the student transportation services is the safe travel of students. Safety shall not be compromised while recognizing the need for flexible guidelines to provide efficient service.

For purposes of this policy, “student transportation services” refers to the procedures, program, and implemented plan by which students and other passengers are conveyed, at public expense, whether by use of publicly owned equipment or by contract, to or from the assigned bus stop or school in which the student is enrolled. “Vehicle” refers to buses, vans, or any other motor vehicle used for student transportation under this policy.

It shall be the responsibility of the superintendent, or designee, to manage and supervise the student transportation services including, but not limited to, the following:

1. determine eligibility for transportation services;
2. establish a procedure for the timely handling of complaints;
3. establish procedures in the event of an accident involving a school bus or other vehicle used for student transportation;
4. develop, disseminate and enforce codes of behavior for those utilizing student transportation services;
5. approve all transportation routes and designated locations for bus stops, and changes thereto, including route assignments; and
6. develop procedures to respond to requests for exceptions to established transportation routes or procedures.

Transportation shall be financially supported by the Town of Madison and in accordance with Connecticut General Statutes. It is the responsibility of any transportation company contracted by the Board of Education to provide student transportation, to provide safe vehicles, to employ qualified drivers, to develop and adhere to the assigned routes, and to maintain communications with the superintendent or designee in accordance with Board of Education policy, regulations adopted pursuant to this policy, and as specified in the contract for services.

There shall be student bus evacuation procedure drills twice each year.

Regular bus routes shall not exceed the maximum ride time permitted by state statute. Ride time refers to that time that the student is a passenger. It is the expectation of the Board that buses shall not arrive at school prior to the time designated for drop-off of students in the morning, and that buses shall be available at the school and be ready for loading by the time designated for school dismissal. It is the goal of the student transportation system to limit the time between school dismissal and school bus departure to ten minutes or less. Walking distance for students shall take into consideration the grade level of the student, and shall not exceed statutory maximums. Bus stops shall, wherever possible, provide for neighborhood cluster stops to enhance the safety of students waiting for a bus, reduce ride time, and to maximize the efficiency of the student transportation system.

Bus stops will be assigned to students where they do not have to cross a street when the posted speed limits exceed the maximum suggested by state guidelines or other conditions exist that compromise student safety. Bus drivers may drop students off or allow students to board on the opposite side of the street where such a bus stop designation has been made.

The Board of Education is not responsible for the behavior of students at bus stops. However, conduct which enhances safety is encouraged.

The number of students assigned to a bus shall not exceed the legal seating capacity applicable to the age of the students who are passengers on the bus.

Parents will be notified prior to a planned change in a bus route (time or stop).

Legal Reference:

Connecticut General Statutes

Section 10-220

Section 10-97

Section 10-273a

Section 10-281

Date of Adoption: May 15, 1972

Date of Revision: May 16, 1989

Date of Revision: October 1, 1991

Date of Revision: May 6, 2003

Student transportation services shall be provided by private contractors consistent with contractual arrangements as offered by the Board of Education from time to time.

The student transportation services contract shall be determined by pubic competitive bid and shall be qualified in all ways as required by Connecticut General Statutes. Bidders shall submit, at the time of the bid, a list and description of vehicles to be used, and shall update this list by August 1st of each school year for approval by the Superintendent or designee of the Superintendent.

Contracts for transportation approved by the district shall contain, at a minimum, the following provisions:

1. assurance that the contractor will establish and implement a drug and alcohol testing program that meets federal requirements;
2. number of buses, including type of vehicles and fleet age, and specifications regarding equipment that is acceptable;
3. communication equipment required on each bus;
4. personnel including drivers, dispatchers, supervisors, and such other staff as are required to effectively implement the terms of the contract;
5. details regarding establishment of routes and schedules, and the method for amendment thereto;
6. compensation including regular routes, field trips, and extra trips, and the specific means for invoicing services;
7. requirements for performance, and penalties for nonperformance under the contract;
8. requirement that the contractor cooperate with the Superintendent or any designee of the Superintendent in following District procedures for the handling of complaints;
9. insurance requirements; and
10. declaration that the contractor meets or exceeds all legal requirements to enter into a contract for student transportation services.

Contractors shall garage their vehicles within the geographic limits of the Madison Public Schools’ district or neighboring towns.

School bus evacuation drills shall be conducted twice during each school year. Documentation shall be provided to the Superintendent or designee demonstrating compliance with this requirement.

Contractors shall cooperate with the District with respect to supporting the routing decisions made by the District.

Legal Reference: USC, Title 49

2717 Alcohol and controlled substances testing (Omnibus

Transportation Employee Testing Act of 1991)

Code of Federal Regulations, Title 49

40 Procedures for Transportation Workplace Drug and Alcohol

Testing Programs

382 Controlled Substance and Alcohol Use and Testing

395 Hours of Service Drivers

Holiday v. City of Modesto (1991) 229 Cal. App. 3d. 528, 540.

International Brotherhood of Teamsters v. Department of

Transportation

932 F. 2d 1292 (1991)

American Trucking Association, Inc. v. Federal Highway

Administration, (1995) WL 136022 (4th circuit)

Connecticut General Statutes

PA 95-140 An Act Authorizing Drug Testing of Drivers of Certain

Commercial Motor Vehicle.

Date of Adoption: September 30, 2003

Date of Revision: January 5, 2006

The Superintendent or designee shall approve all bus drivers annually and / or upon initial employment following verification that each driver is in all respects qualified to operate a school bus. Only drivers approved in advance in writing may operate vehicles for the Madison Public Schools. The Student Transportation services contractor shall provide notice to the Superintendent in writing at least 24 hours prior to effecting any change of driver on any route.

Each driver shall have an annual physical examination, including a TB test, shall hold all appropriate licenses, and shall have a State Police clearance before being deemed eligible to transport students. Documentation in support of compliance shall be filed with the Superintendent prior to the first day of school, or within 30 days of employment.

The Superintendent or designee shall require each regular driver to participate annually in a locally implemented first aid seminar of at least three hours duration. Whenever practical, substitute drivers shall also be required to participate in such training.

If necessary, the Superintendent, or designee, may remove a driver from their assignment by notification to the student transportation services contractor that a particular driver’s or drivers’ eligibility has been revoked pursuant to this policy.

Legal Reference:

10-220 Duties of boards of education

Conn. Gen. Stat. Title 14, secs. 14-276 to 279

Date of Adoption: September 30, 2003

#3541.5 Transportation

Statement of Policy

The Board of Education will provide transportation for students under provisions of state law and regulations.  In determining the provision of transportation, the superintendent of schools shall consider the guidelines contained in this policy and shall administer the operation so as to:

1. provide for the safety of students, including consideration of hazardous conditions whether or not described in this policy;
2. provide for appropriate supervision for students while on school transportation, consistent with the Board’s student discipline policy; and
3. assist disabled students by providing appropriate specialized transportation when required by law.

Definitions

1. "School transportation" means the procedure, program, or implemented plan by which a pupil is transported to and/or from school from his/her residence or the assigned bus stop at public expense, whether by use of publicly owned equipment or by contract.  Such transportation shall be over public roads approved and maintained by the municipality or the state of Connecticut, or private roads approved pursuant to C.G.S. Section 10-220c.
2. "Walking distance" means the linear measure of a prescribed or authorized pedestrian route between the pupil's residence and his/her school from a point at the curb or edge of a public or private road nearest the pupil's residence to a point at the entrance of the school, or a safe entrance to the school grounds located within one hundred feet of the school building entrance or the bus pick-up area, or the route from the point on the public thoroughfare nearest the residence to the school bus or vehicle embarkation point established by the Madison Board of Education.
3. "One-mile walking distance" means a reasonable measurement of a route to be traversed extending from the point of measurement at least 5,280 feet, but not more than 5,380 feet.
4. "Grade K" means kindergarten, or a school program appropriate to a beginning pupil.
5. "Hazard" means a thing or condition, as prescribed in this policy under "Hazardous Conditions" that affects the safety of pupils walking to or from school and/or to or from a designated bus pick-up area.
6. "Sidewalk" means a portion of the landscape right of way approximately three feet wide, usually parallel to the traffic lanes which may be paved or unpaved, and marked by curbing, drainage ditch, grass area or fencing; apart from and independent of any white line safety markings along the street pavement.
7. "Raised walk area" means a portion of the landscape right of way approximately three feet wide, usually parallel to the traffic lanes which may be paved or unpaved, distinguished by some elevation above the street pavement level and marked by curbing, drainage ditch, grass area or fencing; apart from and independent of any painted safety markings along the street pavement.
8. “Walking route” means the route that the student is expected to travel between his/her residence to and from school and/or an assigned bus stop.
9. “Bus stop” shall be defined as a geographical location designated by the Board of Education, school administration or their designee where students can safely wait for purposes of embarking or disembarking a school bus.
10. "Pupil" means any individual of school age enrolled in a public or nonprofit private school located within the school district or contiguous school district as the case may be.

Provision of Transportation

Transportation by private carrier may be provided whenever such practice is more economical than using school district-owned/leased facilities.  If parents volunteer, and the administration permits, parents may be reimbursed for transportation of eligible students whenever such practice is more economical or convenient for the school district.

In determining the provision of transportation for resident public and eligible private school students, the following guidelines regarding walking distances will be considered.  Distance measurements will be based on the most direct route from the student's home beginning at a point at the curb or edge of a public road or highway nearest the home to the edge of the school property or bus pickup areas.  

Students living within the stated distance limits will receive transportation when, in the opinion of the Superintendent of Schools, it is in the best interests of the district to provide transportation.  

Access to Bus Stops/Transportation

Parents and/or guardians are responsible for ensuring the safety of their children up until the point when students board the school bus or other school provided transportation, and after students get off the bus after school.  This responsibility includes the selection of walking routes to/from any bus stop and/or the school building and the provision of supervision that is appropriate to the student’s age, maturity and conditions along the walking route and/or at the bus stop at all times. 

Given that bus pick up times may vary, the Board expects that parents and/or guardians will ensure that their children arrive at the bus stop in advance of any scheduled pick up time. 

Hazardous Conditions

The administration shall consider the following guidelines for hazardous conditions when making decisions regarding the transportation of children:

1. Except as provided in Paragraph 7 of this Section, a street or road, along a designated walking route to or from school and/or to or from a designated bus pick-up area, having an adjacent or parallel sidewalk or raised walk area shall be deemed hazardous when any one of the following conditions exist:
   1. For pupils under age ten, or enrolled in grades K through 3:
      1. the absence of a pedestrian crossing light or crossing guard where three or more streets intersect, and a pupil is expected to cross the street; OR
      2. street crossings where there are no stop signs or crossing guards and the traffic count during the time that pupils are walking to or from school exceeds sixty vehicles per hour at the intersection, and a pupil is expected to cross the street.
   2. For pupils over age ten, or enrolled in grades 4 through 12, the absence of a traffic light or stop signs or crossing guard at an intersection where three or more streets intersect which has a traffic count which exceeds ninety vehicles per hour during the time that pupils are walking to or from school, and such pupils are expected to cross the street;
   3. For all pupils:
      1. any street, road, or highway with speed limits in excess of forty miles per hour which does not have pedestrian crossing lights or crossing guards or other safety provisions at points where pupils must cross when going to or from school or the bus stop; OR
      2. the usual or frequent presence of any nuisance such as open man-holes, construction, snow plowed or piled on the walk area making walkways unusable, loading zones where delivery trucks are permitted to park on walkways, commercial entrances and exits where cars are crossing walking areas at speeds in excess of five miles per hour, and the like, including such nuisances which are hazardous or attractive to children. 
2. Any street, road, or highway, along a designated walking route to or from school and/or to or from a designated bus pick-up area, that has no sidewalks or raised walk areas shall be deemed hazardous if any one of the following conditions exist:
   1. For pupils under age ten, or enrolled in grade K through 3:
      1. any street, road, or highway possessing a traffic count of sixty or more vehicles per hour at the time that pupils are walking to or from school; OR
      2. any street, road, or highway possessing a speed limit in excess of thirty miles per hour.
   2. For all pupils:
      1. the presence of man-made hazards including attractive nuisances, as stated in 1(c)(ii) above; OR
      2. any roadway available to vehicles that does not have a minimum width of approximately twenty-two feet; OR
      3. any roadway available to vehicles that, when plowed free of snow accumulations, does not have a minimum width of approximately twenty feet; OR
      4. any street, road, or highway where the line-of-sight visibility together with posted speed limits do not permit vehicular braking/stopping in accordance with the Connecticut Drivers Manual or Department of Transportation, Division of Design Standard, or other reasonable standard.
3. Any walkway, path, or bridge, along a designated walking route to or from school and/or to or from a designated bus pick-up area, in an area adjacent or parallel to railroad tracks shall be considered hazardous unless a suitable physical barrier along the entire pedestrian route is present and fixed between pupils and the track; and any crossing of railroad tracks carrying moving trains during hours that pupils are walking to or from school or to and from a designated bus pick-up area shall be deemed hazardous unless:
   1. a crossing guard is present; OR
   2. for pupil under age ten, an automatic control bar is present at crossings; OR
   3. for pupils over age ten, a bar or red flashing signal light is operational.
4. For pupils in grades K through 4, the following conditions shall be deemed hazardous:
   1. a lake, pond, stream, culvert, water-way, or bridge shall be deemed a hazard in the absence of a fence or other suitable barrier fixed between the pupil and the water; OR
   2. any area adjacent to a roadway, sidewalk, or bridge, along a designated walking route to or from school and/or to or from a designated bus pick-up area, having a drop of three or more feet per four feet of travel length on either side of the established lanes, in the absence of a fence or other suitable barrier.
5. For pupils in grades K through 8, walking to or from school or the bus stop at any time prior to one-half hour before sunrise or any time one-half hour after sunset shall be deemed hazardous.
6. For all students, walking along any street, road, walkway, sidewalk, or path designated as a walking route which passes through an area which has a history of aggressive acts of molestation resulting in actual or threatened physical harm or moral degradation during the hours when pupils ordinarily walk to or from school shall be deemed hazardous.
7. It shall not be a “hazard” or “hazardous condition” for a pupil whose residence abuts a public street, road or highway to (1) wait for the bus on the private property where the pupil resides for the school bus, until the school bus’s flashing red lights are activated to stop traffic so that the student can enter onto or cross the public street, road or highway to get on a school bus; or (2) exit a school bus that is stopped on the public street, road or highway, when the bus’s flashing red lights are activated to stop traffic so that the pupil can enter onto or cross such street, road or highway to access the private property where the pupil resides.

Applicability and Exceptions

1. This policy is applicable to public road approved and maintained by the municipality or state of Connecticut, or private roads approved for passage of school transportation vehicles in accordance with C.G.S. Section 10-220c.
2. Special Education pupils and pupils eligible for accommodations under Section 504 of the Rehabilitation Act shall be judged on an individual basis, and appropriate transportation provided.
3. The Superintendent of Schools may grant an exception to any guideline set forth in this policy where a peculiar condition or combination of conditions renders such condition(s) a hazard based upon reasonable judgment; or where under the circumstances, other conditions exist under which the safety of students necessitates a variance with the guidelines within this policy. 
    

Complaint Procedure

1. All complaints concerning school transportation safety shall be made in writing to the Superintendent of Schools or designee.  The Superintendent or designee shall maintain a written record of all such complaints, and shall conduct appropriate investigations of the allegations in a timely manner.  The investigation shall include 1) the review of the complaint raised with appropriate personnel responsible for transportation of students and 2) the opportunity for the parent or other person making the complaint to meet with the Superintendent to discuss the complaint and any possible resolution thereof.  
2. Annually, within thirty (30) business days of the end of the school year, the Superintendent of Schools or designee shall provide the Commissioner of Motor Vehicles (“Commissioner”) with a copy of the written record of complaints received during the previous twelve (12) month period.  
3. The Superintendent of Schools or designee shall make a written report of the circumstances of any accident within the Board’s jurisdiction and knowledge, involving a motor vehicle and any pedestrian who is a student, which occurs at a designated school bus stop or in the immediate vicinity thereof, to the Commissioner within ten (10) business days thereafter on a form prescribed by the Commissioner.
4. If a complaint covered by Section 10-186 of the Connecticut General Statutes, and is not resolved by the Superintendent, the Superintendent shall inform parent or guardian, or an emancipated minor or a pupil eighteen years of age or older, of his or her right to request a hearing regarding the complaint.  Such hearing, if requested, shall be held in accordance with Section 10-186 of the Connecticut General Statutes, as it may be amended from time to time.
    

Legal Reference:  Connecticut General Statutes

10-186    Duties of local and regional boards of education re: school attendance.  Hearings.  Appeals to state board.  Establishment of hearing board.  Readmission.  Transfers.

10-187    Appeal from finding of hearing board.

10-220    Duties of boards of education.

10-220c  Transportation of children over private roads.  Immunity from Liability.

10-221c Development of policy for reporting complaints regarding school transportation safety.

10-273a  Reimbursement for transportation to and from elementary and secondary schools.

10-280a  Transportation for students in non-profit private schools outside school district.

10-281    Transportation for pupils in nonprofit private schools within school district.

14-275    Equipment and color of school buses.

14-275b Transportation of mobility impaired students.

14-275c Regulations re: school buses and motor vehicles used to transport special education students.

Date of Adoption:  October 6, 2020

# 3542.4 Lunch Charging

The Madison Public Schools’ food services program is an essential part of the education system. By providing good-tasting, affordable, nutritious meals in pleasant surroundings; we are supporting the learning environment and helping to teach students the value of good nutrition.

The Board accepts full responsibility for providing free and reduced price meals for eligible elementary & secondary students enrolled in the district’s schools.

The Board recognizes that there is no legal requirement to allow students to charge meals, and the District strongly discourages the charging of meals.  However, it is understood, that an occasional emergency may occur.  In the event a student has no money, or their account balance is insufficient, the student will be allowed up to  $20 in meal charges.  No snack or a-la-carte items shall be charged.  Parents shall be notified of any negative balance and asked for prompt payment.  Adults are not allowed to charge meals and shall pay for such meals at the time of service or through pre-paid accounts.

Once a student has reached their charging limit of $20,  they will be offered an alternate meal, which will be identified at the discretion of the District.  “Alternate Meals” are not clearly defined in federal and state regulations but refer to a meal served to a student that is different from the day’s advertised meal. The District shall determine the alternate meal to be offered.

Legal Reference:    Connecticut General Statutes

10-215 Lunches, breakfasts and other feeding programs for public school children and employees.
10-215a Nonpublic school and nonprofit agency participation in feeding programs.
10-215b Duties of State Board of Education re feeding programs.

State Board of Education Regulations

Operational Memorandum #19-10, State of Connecticut, Bureau of Health/Nutrition, Family Services and Adult Education.  “Unallowable Charges to No-profit School Food Service Accounts and the Serving of Meals to No-Paying Full and Reduced Price Students.

National School Lunch Program and School breakfast Program; Competitive Foods. (7 CFR Parts 210 and 220, Federal Register, Vol 45 No. 20, Tuesday, January 29, 1980, pp 6758-6772¬)

State of Connecticut, 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”,  November 2, 2016.

USDA Guidance:

SP46-2016, “Unpaid Meal Charges:  Local Meal Charge Policies”
SP47-2016, “Unpaid Meal Charges:  Clarification on Collection of Delinquent Meal Payment”
SP57-2016, “Unpaid Meal Charges:  Guidance Q and A”
SP58-2016, “2016 Edition:  Overcoming the Unpaid Meal Challenge:  Proven Strategies from our Nation’s Schools”

Date of Adoption: October 4, 2011
Date of Revision: October 3, 2017
Date of Revision: January 7, 2020
 

The Town of Madison and the Board of Education of Madison shall continue to jointly establish a self-insurance plan for health care for its employees. The Town and the Board of Education's self-insurance plan shall be known as the Madison Employees’ Health Benefits Internal Service Plan. The fund shall be considered a “pass through” account and not included in the Board of Education’s annual base operational budget, but is reflected in the Board of Education comprehensive budget.

The Town of Madison and the Board of Education of Madison shall also continue to jointly establish and fund a bank account exclusively for maintaining funds for claims payments and reserves for the Madison Employees Health Benefits Internal Service Plan. providing agreed upon administrative procedures are in place and sanctioned by the Board of Education, the Board of Selectmen and the Board of Finance.

The Superintendent and members of the Policy Committee shall work jointly with Town of Madison officials to develop procedures and regulations for the implementation of this policy.

Date of Adoption: June 23, 1994

Date of Revision: November 8, 2007