Section 3000 Business

3020.7 Board Budget Procedures and Line Item Transfers

Formerly 3020.7 Budget Adoption

In accordance with Conn. Gen. Stat. § 10-222, the Board of Education (the “Board) 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.

The Superintendent and/or his/her designee shall be responsible for administering and monitoring the budget through the course of the year.  The Superintendent or his/her designee shall maintain a system of appropriate expenditures and encumbrance accounting that is organized to conform with the requirements for State and Federal Accounting Reports.  A budget report shall be prepared and presented to the Board for approval at the first regularly scheduled meeting of each month. 

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 $10,000.000 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

• § 10-221
• § 10-222

Date of Adoption: June 24, 1997
Date of Revision: October 12, 2021

#3100.3 Petty Cash Accounts

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 $500.00.  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
Date Revised: April 26, 2022
 

#3130 Money in School Buildings

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 $2,000 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
Date Revised: April 26, 2022

#3240 Non-Resident Admission and Tuition Fees

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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.

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

1. he Superintendent or superintendent's 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 superintendent's 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 superintendent's 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 superintendent's 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 superintendent's designee.
7. Application for continued enrollment shall be made on an annual basis, in writing on a form supplied by the Superintendent or superintendent's designee.
8. No student applying for enrollment pursuant to subsections F or G, 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 superintendent's designee, the candidate for initial or continued enrollment shall be reviewed 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 the student's 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 superintendent's designee may terminate the non-resident student’s enrollment at any time if, in their opinion, continuation is not in the best interest of the school system or the student.

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 the average per-pupil cost as reported by the CPSE (Connecticut Public School Expenditures) data on net current expenditure per pupil.
2. Tuition may be paid in full prior to the first day of school or per the following schedule: September 1, or the first day of school, whichever comes first, December 1 and March 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 twelfth-grade student wishes to complete their twelfth-grade year in the district.
3. 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 make payments on September 1, December 1 and March 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.
4. 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 or superintendent's designee makes a finding that when extraordinary circumstance(s) regarding the child and/or their parent(s) supports a tuition adjustment.
5. Any student determined to be homeless, or an unaccompanied youth in accordance with state and federal law and the Board’s policy regarding homeless students, shall not be charged tuition. 
6. Exchange students living within the district under the American Field Service Program or other programs or circumstances approved by the Board shall not be charged a tuition fee. Exchange students will be accorded all of the rights and privileges of resident students. 

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 75 percent of the tuition rate established under Section II.
   2. Total of 5-10 years of completed service – the staff member will be charged 50 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 30 percent of the tuition rate established under Section II.

For staff members accepted in the program on or before September 1, 2021, the district will honor the tuition rates established in the original policy adopted September 10, 2019. 

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
Date Revised: November 30, 2021
Date Revised: March 10, 2026
 

#3260 Disposal of Obsolete or Surplus Equipment/Materials

(formerly Sale & Disposal of Books, Equipment & Supplies)

No obsolete or surplus equipment or materials will be discarded or disposed of by a teacher or other school employee.  Such items will be set aside and reported to the principal.  The principal or his/her designee will prepare lists of such equipment and materials annually and forward such lists to the Superintendent of Schools or his/her designee.

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.

Obsolete or surplus equipment or materials shall be donated or sold only upon the approval of the Superintendent of Schools or his/her designee.  

Prior to making a donation or conducting a public sale, and after determining there is no appropriate use of such equipment or materials within the school system, and upon authorization by the Board, the Superintendent of Schools or his/her designee shall notify the First Selectman of the Town of the equipment or materials approved for disposal, and shall request a written response within 15 days indicating the Town's interest, if any, in such equipment or materials.  Any transfer costs shall be borne by the recipient of the surplus or obsolete equipment or materials.  

Obsolete or surplus equipment or materials not retained within the school system or transferred to the Town may be donated or sold to the general public in a manner determined by the Superintendent of Schools to be in the best interests of the school district.  Such equipment or materials shall not be donated to an employee of the school district and shall only be sold to an employee of the school district if the equipment or material is offered for sale to the general public. Under those circumstances, the employee shall receive an equal, but not preferential, opportunity to purchase the equipment or materials.

If the equipment and materials cannot be donated or sold, the Superintendent of Schools or his/her designee may dispose of such items.

Date of Adoption:    July 7, 1988
Date of Revision:    February 6, 1990
Date of Revision:    April 18, 2006
Date of Revision:    June 21, 2022

See Policy 5141

 

Purchasing (Formerly “Soliciting Prices”)

The Madison Board of Education (the “Board”) is aware of its responsibility to utilize public funds in a manner which yields the greatest possible educational value to students and long-term economic value to infrastructure and systems. This policy sets the parameters for executing purchases in a structured, responsible, equitable, and legally compliant fashion that can be universally implemented across Madison Public Schools (the “District”), yet remain flexible enough to accommodate differing needs and circumstances.

I. Purchasing Threshold 

The following requirements apply for any purchase of an item (including a group of like items) or service with a total cost of:
•    Up to $5,000- at least (1) quotation.

•    Between $5,001 and $10,000- at least two (2) written quotations.

•    Between $10,001-$25,000- at least three (3) written quotations.

•    Over $25,000- Formal and public Invitation to Bid (ITB) or Request for Proposal (RFP) process. The process utilized will be selected by the Superintendent or superintendent’s designee depending on the circumstances of the purchase. Utilization of an in-place government contract or approved purchasing consortium is acceptable in lieu of an ITB or RFP- see details in section below.
 

II. Process for Obtaining Quotations 

Generally, quotations, either oral or written should be solicited by the Superintendent or superintendent’s designee from 1 to 3 vendors depending on total cost or obtained from current catalogues or price sheets. The refusal of an otherwise valid supplier to quote shall qualify as a quotation. The quotation process does not require a public opening, and the Superintendent or superintendent’s designee may send requests to a limited number of selected vendors. If such request includes a date for submission of quotations, vendors must furnish all of the necessary information to the Superintendent or superintendent’s designee by the specified date.  

The purchase shall be awarded to the provider whose quotation is deemed to best provide the good and/or service desired, taking into account cost and the project requirements, and after consideration of a cooperative agreement with the municipality.  
 

III. Invitation to Bid and Request for Proposals Process Criteria

A.    Invitation to Bid
An Invitation to Bid (ITB) process is utilized to solicit sealed bids for a product, project, or service based on a detailed set of specifications. All requirements and terms and conditions describing and detailing the goods or services to be purchased must be included in the bid specifications. The bid specifications should define the requirements for quality of materials, equipment and/or services to be procured, and as such, they should clearly and accurately reflect the required characteristics of the goods and services. The bid specifications should also include any vendor or contractor qualification requirements, a District contact person responsible for all communications with prospective bidders, a requirement that all communications between the school district contact person and prospective bidders be in writing and, if the purchase will require entering into a contract, a draft contract whenever possible.
The Superintendent or superintendent’s designee shall develop ITB templates and must review and approve of the proposed bid specifications and other bid documents before they are published.
Award is made to the lowest-cost responsive and responsible bidder who meets all of the minimum qualification requirements.

B.    Requests for Proposals 
A Request for Proposals (RFP) process seeks to obtain the best value for the product or service where quality, cost, efficiency, and service are optimized among responsive and responsible vendors, and award is not made solely on lowest price. An RFP may be used in situations including, but not limited to, the following:

•    Limited specifications are available and/or it is more cost effective to have vendors supply different approaches or options rather than supply vendors a detailed set of specifications.

•    The exact solution, method, or product is unknown and it would be advantageous to look to the marketplace to propose appropriate solutions.

•    “On-call” or “as-needed” services where the scope is not limited to a specifically defined project or task.

•    The nature of the service or required product support is heavily dependent on the reputation, experience, and quality of the vendor or contractor.

•    Flexibility on final pricing is desired based on the evolution of the project scope. Variables may include:

a.    Cost of maintenance or life cycle cost
b.    Product performance or applicability of solution
c.    Quality or craftsmanship

Whenever any contract is awarded on the basis of best value instead of solely the lowest- cost responsive and responsible bidder, the basis for determining best value shall be thoroughly and accurately documented.

C.    Bid Security
When, in the judgment of the Superintendent or superintendent’s designee, bid security is advisable, all bids must be accompanied by security in one of the following forms - certified check, cashier's check, personal money order, letter of credit or bid bond. The requirement for, and the amount of, the security must be set forth in the bid advertisement. All security presented must show the "Madison Board of Education" as the payee.

D.    Advertising and Opening of Invitation to Bids and Request for Proposals
The Superintendent, or superintendent’s designee shall begin the formal process of accepting sealed bids or proposals by giving ten calendar days public notice thereof. All Invitations to Bid and Requests for Proposals shall also be advertised on the Town of Madison’s website and the State of CT Department of Administrative Services Procurement Portal to ensure adequate exposure to all prospective bidders/proposers – including women-owned, minority-owned and small business firms. The notice shall contain a general description of the goods or services being bid, the school district contact person, the day, hour and place of the bid opening, and may contain other information relating to the bid including, but not limited to, where and when bid packages may be obtained.

Bids / proposals shall be opened in public and read aloud at the time stated in the legal notice in the presence of at least two witnesses whose names shall be recorded as a permanent record of such procedures. No bids /proposals shall be accepted, or opened, that were not submitted in compliance with the procedures set forth in the notice advertising the bid / proposal.  In the case of bids, the firm name of the bidder and the price of the bid will be read aloud and recorded. In the case of proposals, the firm name of the submitter will be read aloud and recorded. The recorded results will be tabulated and posted on the Town of Madison’s website within a reasonable time following the bid / proposal opening by the Superintendent or superintendent’s designee.

A record of all bids submitted, giving the names of the bidders, the amounts of the bids and indicating the successful bidder, shall be preserved by the Superintendent or superintendent’s designee in accordance with State law.

E.    Award of Contracts based on Invitation to Bid or Request for Proposals Processes

•    Invitation to Bid Award Criteria

The award shall be made to the bidder whose bid meets the requirements, terms and conditions contained in the bid specifications and is the lowest among those bidders possessing the skill, ability and integrity necessary for faithful performance of the work based on objective criteria considering past performance and financial responsibility (the "Lowest Cost Responsible and Responsive Qualified Bidder"), and after consideration of a cooperative agreement with the municipality as described in this policy.

In determining the Lowest Cost Responsible and Responsive Qualified Bidder the following criteria will be considered, as applicable:

(1)    The ability and capacity of the bidder to perform the work based on an evaluation of the character, integrity, reputation and experience of the bidder. Consideration shall be given to previous work performed by the bidder for the Board or for other agencies, including the quality and degree of satisfaction with the work performed.
(2)    The financial resources of the bidder and the bidder's ability to secure any required bonds and/or insurance.

(3)    Compliance by the bidder with all applicable federal, state and local laws, including any licensing requirements.
(4)    Delivery or completion time.
(5)    Cost.
(6)    Involvement in litigation.

Should a situation arise where it is impossible to distinguish between two bidders to identify the Lowest Cost Responsible and Responsive Qualified Bidder, and one of the bidders has its principal place of business located within the Town of Madison, the award will be made to the local bidder. Unless otherwise required by law, the Board reserves the right to award the bid to a selected bidder that is not the lowest bidder. In such instances, the reason for the selection shall be documented and preserved by the superintendent or as may be required by law.

•    Request for Proposals Award Criteria

A formal evaluation of proposals to determine the “best value” to the district shall be conducted by an individual or group approved by the Superintendent or superintendent’s designee to undertake such task.

Determination of “best-value” through an RFP process shall include a formal evaluation and rating of proposals which uses objective and quantifiable analysis against clearly described and documented criteria. Such criteria may include, but are not limited to, the following:
a.    Overall quality of RFP response and approach to service delivery
b.    Relevance of experience
c.    Strength of references
d.    Pricing
e.    Proximity to the service area (local preference)

Award shall be made to the firm whose proposal is deemed to best provide the services desired, taking into account cost and the requirements, terms and conditions contained in the RFP.

•    Rejection of Bids / Proposals

The Superintendent or superintendent’s designee has the right to reject any and all bids / proposals in whole or in part. Any or all bids / proposals may be rejected if there is any reason to believe that collusion exists among the bidders / proposers. Individual bids / proposals may be rejected for irregularities of any kind, including, without limitation, alteration of form, additions not called for, conditional bids, incomplete bids and unexplained erasures.

The Superintendent or superintendent’s designee retains the right to waive any formality or procedural irregularities in the bids /proposals received. Nothing in this Section should be construed to limit in any way the right of the Superintendent or superintendent’s designee to reject any and all bids.

Award of any contract that is the result of an Invitation to Bid or Request for Proposals process must be authorized by the Board if the total purchase value is over $50,000.

Award of any contract with a total value less than $50,000 must be authorized by the Superintendent, who shall inform the Board of all such contracts through an informational report presented at a public Board meeting.

Upon acceptance of the selected Bidder, a letter will be sent to the successful bidder(s) announcing the selection of the chosen bidder. All unsuccessful bidders will be sent a letter notifying them that they were not selected.

F.    Exclusions/Exceptions to ITB/RFP Requirements
In certain situations, the bidding or proposal processes described above may be waived, at the discretion of the Superintendent, even though the estimated cost exceeds the dollar threshold established by the Board. The formal processes may be waived for any of the following reasons:

1.    Consortium or Government Contracts- Contracts resulting from a competitive public process and awarded by legal public purchasing consortiums or other public entities (such Federal, State, municipal, and quasi-public agencies) can be used to purchase goods and services without adhering to the amounts and requirements listed in the Purchasing Thresholds above. A review of the competitive contracting process and a review of the terms and conditions of the contract shall be done prior to use of the contract to ensure fair and open competition. If more than one contract is available for use, obtaining multiple proposals is encouraged to ensure best value. Both reviews and consortium contract information shall be noted in the contract file.

2.    Emergencies – Making a purchase or awarding a contract due to a sudden and unexpected occurrence or condition whereby life, health, safety, property, or interruption of the regular operation of the school system would be negatively impacted if immediate action was not taken. Emergency purchases may only be determined and authorized by the Superintendent. The Board will be notified of emergency purchases as soon as practical.

3.    Sole Source- A condition where only one (1) reasonable or qualified source can be identified for the item or the compatibility of equipment, accessories, service, or replacement parts is the paramount consideration. In the case of instructional related materials and instructional service needs, a case must be presented in writing to the Superintendent that it would be impractical to seek or utilize another source. Certain software (hosted in-house or software-as-a service), licensing/maintenance fees related to existing equipment may also be considered sole-source at the discretion of the Superintendent. Most public utility services are considered sole-source.

4.    Time is a critical factor, and taking the time necessary to comply with the formal process would not be in the best interests of the school district.

5.    A special source, including but not limited to a sale, purchasing plan, government discount or trade-in allowance, will supply a lower cost than that which would result from a bid process.

6.    A formal process would result in substantially higher costs to the school district, or inefficient use of personnel, or cause substantial disruption of school district operations.

7.    Prices of goods or services are subject to specific federal or state competitive bidding requirements, including, but not limited to, "school building projects" as defined in the Connecticut General Statutes.

8.    Regional or cooperative purchases.

9.    Cooperative agreement with the local municipality.

IV.    State of Connecticut Required Language Regarding Consultation with Municipality Regarding Contracts for Goods or Services, Including Insurance and Payroll Software

After going out to bid for a good or service and receiving submissions, if the local municipality uses such good or service, the Board shall consult with the legislative body of the municipality, and, if the equivalent level of such good or service is provided by the municipality through a municipal contract for a lower cost than the lowest qualified bid submission received by the Board, the Board will consider a cooperative agreement with the local municipality for the provision of such good or service.

Further, the Board will consult with the local municipality’s legislative body, prior to purchasing payroll processing or accounts payable software systems to determine whether such systems may be purchased or shared on a regional basis.

When possible, the Board will consult with the local municipality’s legislative body, regarding the joint purchasing of property insurance, casualty insurance, and workers ‘compensation insurance.

V.    Procurement of Property and Services Under a Federal Award 

When procuring property and/or services under a Federal award, the Board will comply with relevant regulations in the Code of Federal Regulations, as described in 2 C.F.R. § 200.318 through 2 C.F.R. § 200.326, as amended from time to time, to the extent it is required to do so. Specific items in these sections that are not addressed elsewhere in this policy, but must be adhered to when purchasing under a Federal award include:

a.    Avoid acquisition of unnecessary of duplicative items. (Section 200.318 – D)
b.    Be responsible for the settlement of all issues. (Section 200.318 – K)
c.    Conduct procurement providing full / open competition. (Section 200.319 – A)
d.    Prohibit state or local geographic preferences. (Section 200.319 – B)
e.    Perform independent cost or price analysis, before bids. (Section 200.323 – A)
f.    If no competition, negotiate profit as a separate element. (Section 200.323 – B)
g.    Cannot use price + % of cost, or % of construction cost method. (Section 200.323 – D)
h.    Comply with section 6002 of Solid Waste Disposal Act. (Section 200.322)
i.    Be free from real or apparent conflicts of interest. (Section 200.318 - C1)
j.    Comply with federal cost principals. (Section 200.323 – C)

VI.    Compliance with Grants 

When procuring goods or services pursuant to a Federal or State grant or award, the Board will comply with applicable grant or award requirements and assurances made in connection with such funds.  Such requirements may include, but are not limited to, use of such funds for authorized purposes and the inclusion of required contract provisions in any contract funded by Federal or State grants.

VII.    Other Considerations

•    This policy must be adhered to regardless of the funding source of the purchase.

•    All staff must comply with Board Policy regarding conflicts of interest and actions of staff engaged in the selection, award and administration of contracts.

•    The District will make purchases locally whenever bids and prices are fully comparable with those of outside bidders but the lowest bid and the lowest price for goods and services will generally be accepted.

•    Sustainable purchases are products or services that have a lesser or reduced negative impact on human health, environment, and society when compared with competing products or services serving a similar purpose. The District prefers to partner and establish contracts with suppliers who offer environmentally preferable and sustainable goods and services at competitive prices. This is done by considering environmental criteria wherever applicable in purchasing and contracting efforts.

•    Records of all bids, proposals, selection analysis, and awards/results shall be kept in the offices of the Madison Public Schools / Town of Madison Facilities Department where they can be made readily available and open to public inspection in accordance with Freedom of Information Act provisions.

•    No transaction shall be divided for the purpose of evading the provisions of this policy.

•    Awards will not be made to a vendor who owes delinquent tax to the Town of Madison Vendors certify by virtue of their signature on the bid/proposal sheet that neither they nor any business or corporation in which they own an interest is delinquent in tax obligations to the Town.

•    The Board may periodically engage an independent audit firm to review the purchasing procedures outlined in this policy.

Legal References:

State Law:

Conn. Gen. Stat. §10-241c    Local board of education to consult with municipality re joint purchasing of property insurance, casualty insurance and workers’ compensation insurance.
Conn. Gen. Stat. §10-241d    Local board of education consultation with municipality re goods and services. Cooperative arrangements.
Conn. Gen. Stat. §10-241eLocal board of education consultation with municipality prior to purchase of payroll processing or accounts payable software program.

Federal Law: 

2 C.F.R. § 200.317 through 2 § C.F.R. 200.327.
2 C.F.R. § 200.81 (definition of property).
7 C.F.R. § 210.21 through 2 C.F.R. § 210.23
 

Adopted: July 8, 1988

Date of Revision: October 7, 1997
Date of Revision: May 26, 2026

The Superintendent or his/her designee may establish school activity funds to handle any of the following:  1) the finances of that part of the cost for the school lunch program that is not provided by local appropriations; 2) the finances of that part of the cost of the driver education program that is not provided by local appropriations; and/or 3) such funds of schools and school organizations as the Superintendent or his/her designee may determine to be in the best interest of the school district (which funds may include amounts received as gifts or donations). 

The Superintendent or his/her designee shall designate a person to serve as treasurer of any school activity fund.  Such treasurer shall be bonded and shall keep separate accounts for each school activity fund.  The treasurer may expend monies from the school activity funds only to the extent such expenses are in furtherance of the stated purposes of the school activity fund, and subject to any restrictions imposed by the Superintendent or his/her designee at the time the school activity fund is established or subsequently.  The control of school funds and funds of any school organizations shall remain in the name of the respective schools and organizations. 

The accounts of any school activity fund shall be considered town accounts and shall be audited by the town auditor in the same manner as all other town accounts.

(cf. #5100.6 Student Activities Funds / Donations)

Legal Reference:  Connecticut General Statutes, 10-237 School activity funds

Date of Adoption:         April 18, 2006
Date of Revision:          June 21, 2022

#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 the pupil’s 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 the pupil’s 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.  
 

Grade	Limit
K	½ mile
1-3	1 mile
4-8	1 ½ miles
9-12	2 miles

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, compliance with health and safety precautions at the bus stop and along walking routes, 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. 

Students accessing school transportation are expected to behave in an appropriate manner, in accordance with all school rules and regulations.  The Board’s policies and procedures concerning student discipline shall apply to student behavior while accessing student transportation. 

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 human-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 the 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
Date of Revision: October 12, 2021

#3542.4 Meal Charging

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The Madison Board of Education (the “Board) is committed to providing nutritious food to students in the Madison Public Schools (the “District”) to support a productive learning environment.

The District does not participate in the National School Lunch Program (NSLP). The Board accepts full responsibility for providing free and reduced-price meals for eligible elementary & secondary students enrolled in the District’s schools.

Charging Meals

The District uses an automated debit-based system for student meal accounts.  Students whose accounts have insufficient funds, and who do not bring a meal or other funds to school to pay for meals, may charge meals to their meal accounts.  Students will be informed of their right to purchase a meal, which excludes a la carte items, for any school breakfast, lunch or other meal offered by the District, even if the student’s account has insufficient funds.
The Board prohibits publicly identifying or shaming a student for any unpaid meal charges, including, but not limited to, the following: 

• Delaying or refusing to serve a meal to such student;
• Designating a specific meal option for the student; or
• Otherwise taking any disciplinary action against the student.  

Collection of Unpaid Meal Charges

The District’s efforts to recover from households, money owed due to the charging of meals, must not have a negative impact on the children involved and shall focus primarily on the adults in the household responsible for providing funds for meal purchases. The District shall consider whether the benefits of potential collections outweigh the costs that would be incurred to achieve those collections. For purposes of this policy, “delinquent debt” means unpaid meal charges.  

The District will contact the parents/guardians of students who charge meals to their meal accounts in order for the District to collect the delinquent debt. The first such communication will be a written communication, by mail or e-mail, after five (5) meals have been charged. Subsequent written and verbal communications with parents/guardians concerning delinquent debt will be made as may be necessary and appropriate.  All communications regarding unpaid meal charges shall be made directly and discreetly to parents/guardians. Written communications with parents/guardians regarding collection of a student’s unpaid meal charges shall include an application for free or reduced-price meals, information on local food pantries and the Connecticut Department of Social Services’ supplemental nutrition assistance program, and a link to the District’s or Town’s website that lists any community services available to Town residents.  

In the event a student’s unpaid meal charges are equal to or more than the cost of thirty (30) meals, the parents/guardians of such student will be referred to the District’s homeless education liaison.

The Board shall comply with applicable federal and state laws and other federal or state requirements concerning the collection of unpaid meal charges. The Board may accept gifts, donations or grants from any public or private sources for the purpose of paying off any unpaid charges for school lunches, breakfasts or other such feeding.

Dissemination of Policy

This policy shall be provided in writing to all households at the start of each school year and to households transferring to the District during the school year.  This policy shall be provided to all District staff responsible for its enforcement. In addition, school social workers, nurses, the homeless liaison, and other staff members assisting children in need or who may be contacted by families with unpaid meal charges shall be informed of this policy.

The District shall maintain, to the extent required by law, documentation of the methods used to communicate this policy to households and District staff responsible for policy enforcement.

The District shall provide this policy to the Connecticut State Department of Education during Administrative Reviews.

The Superintendent or superintendent’s designee may, if necessary and appropriate, develop administrative regulations in furtherance of this policy.

Legal References:

State law:

Connecticut General Statutes 

• § 10-215     Lunches, breakfasts and other feeding programs for public school children and employees.
• State of Connecticut, Department of Education, School Health, Nutrition and Family Services Operational Memorandum No. 11-22, “Connecticut Statutory Requirements for Unpaid Meal Charges in Public Schools,” June 15, 2022.
• State of Connecticut, Department of Education, Bureau of Health/Nutrition, Family Services and Adult Education Operational Memorandum No. 4-17, “Guidance on Unpaid Meal Charges and Collection of Delinquent Meal Payments,” Nov. 2, 2016.

    
Federal law:

• 7 C.F.R. Part 210 National School Lunch Program. 
• 7 C.F.R. Part 220 School Breakfast Program.
• 7 C.F.R. Part 245 Determining Eligibility for Free and Reduced Price Meals and Free Milk in Schools.
• U.S. Department of Agriculture, Food and Nutrition Service, Policy Memo SP 46-2016, “Unpaid Meal Charges: Local Meal Charge Policy,” July 8, 2016.
• U.S. Department of Agriculture, Food and Nutrition Service, Policy Memo SP 47-2016, “Unpaid Meal Charges: Clarification on Collection of Delinquent Meal Payments,” July 8, 2016.
• U.S. Department of Agriculture, Food and Nutrition Service, Policy Memo SP 57-2016, “Unpaid Meal Charges: Guidance and Q&A,” Sept. 16, 2016.

Date of Adoption:     April 23, 2024