Introduction. These are buses (and kids) These are also buses

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1 Introduction n School Transportation is a side issue to school districts, but with a very important caveat. n We hope to provide an overview that will get you started and ready to ask the right questions in your district. n Are there specific areas of interest that anyone would like to be sure we cover? February 28, 2013 Transportation 1 These are buses (and kids) February 28, 2013 Transportation 2 These are also buses February 28, 2013 Transportation 3 1

2 Priorities n Safety if the ride isn t safe, nothing else matters, to the parent, the student, to you n Efficiency we need to keep the costs in control; efficient bus service is less costly n Fairness - length of ride is over rated in our world. It is more fair to students to keep the $ in the classroom February 28, 2013 Transportation 4 123B.88 Independent school districts; transportation In any district, the board must arrange for the attendance of all pupils living two miles or more from the school, except pupils whose transportation privileges have been voluntarily surrendered under subdivision 2, or whose privileges have been revoked under section 123B.91, subdivision 1, clause (6), or 123B.90, subdivision 2. February 28, 2013 Transportation 5 School Board Policies n Which students are transported busing areas ages -criteria n How distances are measured traveled roadway n What conditions are hazardous n Fee amounts and how applied for students qualifying for free or reduced lunch February 28, 2013 Transportation 6 2

3 Basic Methods of Providing School Transportation n District provided service, own your buses, employ your drivers, operate your service n Contract for service, someone else owns them and employs the drivers bids or quotes are allowed 123B.52 subd 1b. this does not mean they set up the bus routes, although it might n Blend of above n Pros and Cons of either February 28, 2013 Transportation 7 How Districts Manage Transportation n School district employs transportation staff and controls transportation n School district delegates transportation management to contractor n Management contract by a third party n Larger districts usually manage, smaller ones often delegate (contract). n Fuel Cost controls two strategies n Contract to buy fuel at a set price go in with larger group n Set a fuel cap clause for your contract February 28, 2013 Transportation 8 How to control costs operationally n Contracted n Go out for quotes or bids regularly or know your market prices when negotiating n Control your bus routes n Monitor your bus service n District Owned or contracted n Redo your system every year n Revise your bus routes regularly larger districts 1/3 per year n Don t keep the same runs because the drivers like it. February 28, 2013 Transportation 9 3

4 Bus Routing Software helps February 28, 2013 Transportation 10 GPS trackers can help as well March 1, 2012 Transportation 11 Transportation Communication/ Management Strategy n Define your communication strategy for transportation. n Bus Company or Staff member first responder handle 90% of calls. n Never have the Superintendent be first responder leave room for consultation. n School board involvement in transportation issues can be micromanagement avoid if you can by having clear policy agreement before an issue develops. February 28, 2013 Transportation 12 4

5 Type III and Multifunction Activity Buses have different operational criteria. n Type III buses operate like automobiles on the road not stop at railroad crossings n Type III buses may carry students to and from their home. n Multifunction Activity buses may not they may only transport students from point to point like school to training site or to an activity site n Both must be inspected each day, and carry the school bus equipment first aid kit, safety triangles, and fire extinguisher. n Both are limited by either weight or carrying capacity. n A type III may carry up to 10 passengers including the driver based on carrying capacity of vehicle n Activity bus may carry up to 14 passengers, but must be built to school bus standards. February 28, 2013 Transportation 13 n Transportation Data Collection n Pupil Transportation Annual Report n MARSS (Student Accounting System) n UFARS (Financial Accounting System) February 28, 2013 Transportation 14 n Transportation Data Collection n MARSS (Student Accounting System) n Transportation Category n Only collect the number of public school students transported to and from school during the regular school term n To and from school is defined as the student s trip to school at the beginning of the school day and the trip home at the end of the school day. February 28, 2013 Transportation 15 5

6 n Transportation Data Collection n Seven possible MARSS codes are: n 00 Walkers or Transportation Field Does Not Apply n 01 Regular n 02 Excess n 03 Disabled n 04 Desegregation n 05 Ineligible n 06 Special February 28, 2013 Transportation 16 n Transportation Funding n Included in the General Education Revenue n 4.85 percent of General Education Basic Revenue is considered the transportation portion 4.85 % X $ 5,224 = $ (for ) Transportation sparsity n Districts are not required to spend this amount on transportation, nor are they limited to this amount February 28, 2013 Transportation 17 n Cost Allocation provided in statute n Salary and Fringe Benefit Limitations n Standard basis for both district and contract bus service miles n Some expenditures are not allocated n Further allocation on a cost per student may need to be done February 28, 2013 Transportation 18 6

7 n Transportation Funding n Nonpublic School Pupils n Second prior year average cost of transporting public and nonpublic regular and excess category students (Finance Dimension 720) Times n Current year nonpublic regular and excess category students n Nonpublic nonregular is based on second prior year costs (Finance Dimension 726) February 28, 2013 Transportation 19 n Transportation Funding n Special Needs Transportation n Revenue is based on current year expenditures. ( expenditures in Finance Dimension 723 and 728 are used to determine funding for ) n Excess special education revenue provides additional funding for districts that have high levels of unreimbursed cost. Aid is determined by a revenue capped reimbursement formula set at fixed dollar amount. February 28, 2013 Transportation 20 n Transportation Funding n Tuition Billing Tuition Billing occurs when a district other than the resident district (where a student s parents reside) provides education to a special education student. The district serving the student is responsible for providing the special education services. The Minnesota Department of Education, Tuition Billing system will calculate rates from UFARS (Uniform Financial Accounting and Reporting System), MARSS (Minnesota Automated Reporting Student System) and EDRS (Electronic Data Reporting System) data submitted by the districts. The system will calculate tuition invoices for all non-resident students with Individual Education Programs (IEPs). February 28, 2013 Transportation 21 7

8 n Transportation Funding n Interdistrict Desegregation/Integration Transportation Funding n State determines the amount of funding already received for to-and-from school transportation services for students coded 04- Deseg ($ plus sparsity) and subtracts it from the district s cost for this service. n Funding covers additional costs February 28, 2013 Transportation 22 Transportation Open Enrolled n Public School Enrollment Options n Student s choice to attend a public school in another school district n Responsibilities of resident district n Responsibilities of serving district n Mileage reimbursement available to low-income families. February 28, 2013 Transportation 23 Transportation Nonpublic Students n Nonpublic School Students n Nonpublic school located within the district n Nonpublic school located outside the district n Timely mileage claims n Safety training February 28, 2013 Transportation 24 8

9 Transportation Charter School Students n Charter School Students n Selecting a site n District provided transportation n Charter school provided transportation February 28, 2013 Transportation 25 Transportation Students Experiencing Homelessness n Homeless Students n Transportation responsibility- Enrolling district provides the transportation n Transportation funding through the Special Education Aid Entitlement Formula n Important points on transporting homeless students February 28, 2013 Transportation 26 Transportation Students with Disabilities n Students With Disabilities n Resources n National School Transportation Specifications and Procedures n Reference Guide to Transporting Students with Disabilities n Driver and aide must receive training in: n First aid n Dealing with specific needs of students n Buses two-way communication system February 28, 2013 Transportation 27 9

10 Care and Treatment Programs and 504 Accommodation Plans n Students that attend Care and Treatment Programs n Residential n Day Treatment Centers n Transportation Responsibility n Students that have a 504 Accommodation Plan n Section 504 of the Rehabilitation Act of 1973 is a federal civil rights statute that assures individuals will not be discriminated against based on their disability February 28, 2013 Transportation 28 Program Audit on Student Transportation n Office of the Legislative Auditor (OLA) Program Audit on Student Transportation n Best Practices n Model Contract February 28, 2013 Transportation 29 Transportation Purchases and Leases n State School Bus Purchase Program member of the Cooperative Purchasing Venture (CPV) n Leasing School Buses- Operating vs. Capital n Interdistrict programs are the new idea in saving transportation costs 916, 287 and 917 have each undertaken studies recently on how to consolidate bus services. February 28, 2013 Transportation 30 10

11 Contracting for Transportation MS 123B.52 - Bids 123B.52 CONTRACTS. Subdivision 1. Contracts. A contract for work or labor, or for the purchase of furniture, fixtures, or other property, except books registered under the copyright laws, or for the construction or repair of school houses, the estimated cost or value of which shall exceed that specified in section , subdivision 3, must not be made by the school board without first advertising for bids or proposals by two weeks' published notice in the official newspaper. This notice must state the time and place of receiving bids and contain a brief description of the subject matter.the term of such contracts must not exceed two years with an option on the part of the district to renew for an additional two years. February 28, 2013 Transportation 31 Contracting for Transportation MS 123B.52 - Quotes Subd. 3. Transportation; fuel. Notwithstanding the provisions of subdivision 1 or section , a contract for the transportation of school children, or a contract for the purchase of petroleum heating fuel or fuel for vehicles may be made by direct negotiation, by obtaining two or more written quotations for the service when possible, or upon sealed bids. At least 30 days before awarding a directly negotiated contract, the district must, by published notice, request quotations for the service to be provided. All quotations obtained must be kept on file for a period of at least one year after receipt. If a contract is made by direct negotiation, all quotations must be public information. If a contract is made upon sealed bids, the procedure for advertising and awarding bids shall conform to the provisions of subdivision 1 except as otherwise provided in this subdivision. February 28, 2013 Transportation 32 Transportation Legal Requirements n Diesel Exhaust MN Statute 123B.885 provides that exposure be minimized n Student School Bus Safety Training Student training all students K-10 are required to receive training annually. K-3 twice annually. n Stopping for a School Bus Flashing lights, passing a school bus, penalized for violations February 28, 2013 Transportation 33 11

12 Transportation Contacts and Information n Legislature n Transportation Contacts n Department of Education n Department of Public Safety n Web Sites n Departments of Education, Public Safety and Transportation n Weather information n Sites with safety information February 28, 2013 Transportation 34 Where to Get More Information n MN Dept. of Education (MDE) - n MN Dept. of Public Safety (DPS) - n Minnesota Association of Pupil Transportation (MAPT) - n Minnesota School Bus Operators Association (MSBOA) - n AAA Foundation for Traffic Safety (AAA) - n DPS, Homeland Security Emergency Management (HSEM) n National Highway Traffic Safety Administration (NHTSA) - n MN State Legislator n Federal Motor Carrier Safety Administration (FMCSA) - February 28, 2013 Transportation 35 Transportation Contacts Jan Vanderwall Roseville Area Schools, Transportation Coordinator Jan.vanderwall@isd623.org Kelly Wosika Department of Education, Pupil Transportation Specialist kelly.wosika@state.mn.us February 28, 2013 Transportation 36 12

13 Safe at the stop February 28, 2013 Transportation 37 Safe at the school February 28, 2013 Transportation 38 13