The Board recognizes its responsibility for the effective use of funds received from the Ministry of Education and Child Care (the “Ministry”) and other sources. The Board of Education (the “Board”) has a duty to govern the district in a fiscally responsible manner, while supporting the priorities and strategies of its Strategic Plan.

Governance over financial planning and reporting encompasses setting strategic objectives, and then providing resources to achieve those objectives. The Board of Education represents the community and should be open and transparent on the resource allocations along with seeking community input on those allocations. The Board cannot transfer its fiduciary responsibility to management, community, or partners, and must retain responsibility for the final approval and monitoring of the budget plan. Management is responsible to the Board for outlining performance measures to evaluate achievement of the objectives, identifying risks inherent in the budget plan, establishing internal controls over spending, and providing regular financial reporting.

The Board believes that establishing strategic objectives and associated operational plans will enhance student educational outcomes. The Board also believes that aligning funding and resources to those strategic objectives and engaging in multiyear financial planning is crucial for the effective and sustainable operation of the school district. The Board will develop a Financial Plan spanning three years and will provide Ministry with the plan.

Guiding Principles:

• The Board will establish a financial plan that allocates resources and reserves to the core operational needs of the district, and to support strategic and long-range plans of the district.

• In developing its Financial Plan, the Board will establish a consultation process to receive input from students, parents/guardians/caregivers, staff, First Nations and Métis Nation BC, community members and organizations on the strategic objectives and resource priorities.

• Throughout the fiscal year, management will provide regular reporting which will compare actual and forecasted expenditures to the budget plan.

• The Board will amend the budget plan as conditions change and will formally approve an annual budget plan by June 30 and amended budget plan by February 28.

• The Board will review the budget planning processes on an annual basis.

The Board of Education (the “Board”) is committed to the principles of good governance, fiduciary responsibility, and full transparency. The Board demonstrates its commitment to these principles through responsible financial management which includes utilization and reporting of the Accumulated Operating Surplus.

The Board acknowledges that an Accumulated Operating Surplus balance provides a measure of resiliency to mitigate against fluctuations in annual grant funding and other revenues and creates a contingency to manage one-time costs or unforeseen expenditures. Use of the Accumulated Operating Surplus cannot be relied upon to sustain on-going operations and services. The Board can restrict operating surplus for future years.

The Board will ensure that prior to approving the Annual Budget, a consultation process regarding the use of Accumulated Operating Surplus has taken place. The Board will consult and engage with its Partners in Learning. This engagement will be consistent with the budget consultation processes outlined in Policy and will support the Board requirement of a collaborative process that is transparent, inclusive and timely.

The Board will consider the advice and recommendations received prior to approving a separate motion regarding the use of the surplus.

1. Other than specific signing authorities articulated within this policy, the Secretary Treasurer in consultation with the Superintendent of Schools (“Superintendent”), is authorized to manage appropriate signing authorities for all departments and schools and establish clear administrative procedures regarding contracts and other legal documents requiring a single signature.

District Corporate Seal

2. Authority to affix the District Corporate Seal is restricted to the Superintendent and the Secretary Treasurer for use on corporate documentation including budgets, exempt staff contracts and property documents.

Signing Officers

3. The signing officers for execution of all documents requiring the district corporate seal shall be the Chair of the Board, or in the absence of the Chair, the Vice Chair; the Secretary Treasurer, or in the absence of the Secretary Treasurer, the Assistant Secretary Treasurer; and the Superintendent.

4. The Secretary Treasurer in consultation with the Superintendent, is authorized to specify through an administrative procedure, legal documents that require signatures of two officers of the Board.

5. For contracts and other legal documents requiring two officers of the Board, the signing officers shall be any two of the following: the Superintendent of Schools, the Secretary Treasurer or the Assistant Secretary Treasurer.

Electronic Signatures

6. The signatures on system produced cheques shall carry the electronic signatures of the Secretary Treasurer and a designated manager within the finance department.

7. The signature on system-produced purchase orders shall carry the electronic signature of the Secretary Treasurer.

The Board of Education requires that all services, supplies and equipment purchased with funds held in district accounts are acquired with fairness and transparency in accordance with competitive public sector purchasing practices.

Further the Board expects that ethical business practices are in place for managing all purchases.

It is expected that goods, services, and equipment purchased will maximize benefit for the district.

The Secretary Treasurer is responsible for monitoring all purchasing practices.

The Board will ensure the best use of any land and buildings that it owns. The Board may acquire, or dispose of interest in, land and/or buildings as reflected in the district facilities plan. The Board aims to achieve the maximum economic benefit from any real estate transactions.

Negotiations for the purchase or sale of real estate are sensitive in nature and must be carried out in a fair and ethical manner.

The Board exercises its power with respect to the acquisition or disposal of property by bylaw.

The Secretary Treasurer or designate is authorized to act on behalf of the Board and to enter into agreements on behalf of the Board with respect to the acquisition and disposal of real estate.

The Board recognizes that declining or shifting student populations may necessitate the consolidation and/or closure of schools

Guidelines

1. The closing or consolidation of a school has a significant impact on the community; therefore, the Board will follow a process that provides adequate time and opportunity to consult with those that may be affected prior to any decision being made.

2. The key reasons for closing or consolidating a school are:

2.1. a declining enrolment

2.2. restructuring of educational programs, or

2.3. replacement by new construction

3. The Board will be informed through the Long-Range Facilities Plan as to changing demographics and district facility needs.

4. Should the Board adopt a recommendation for “Consideration for Consolidation / Closure” of a particular school, the Board shall advise the school staff, parents/guardians of students in the school and the general public that closure is being considered. The Board will also announce the timeline of events including the public forum, various decision points and the process for input from all relevant parties.

5. The Board shall allow a period for public consultation to take place between the time that the “Consideration for Consolidation / Closure” announcement is made and the final decision. This period of time shall not be less than 60 days. A longer time frame for public consultation may be determined.

6. The “Consideration for Consolidation / Closure” motion shall be raised, discussed and decided upon at a public meeting of the Board.

7. The Board shall take the following steps to ensure that open, meaningful public consultation will take place:

7.1. Board announces at a public meeting the school being considered for consolidation or closure.

7.2. Make available, in writing, pertinent facts and information considered by the Board with respect to school consolidation or closure, including but not limited to:

7.2.1. the specific school that is being considered for consolidation or closure

7.2.2. how the proposed consolidation or closure would effect the catchment areas of effected schools

7.2.3. the general effect on surrounding schools

7.2.4. the number of students who would be affected

7.2.5. the effect of the proposed consolidation or closure on district provided student transportation

7.2.6. educational program/course implications for the affected students

7.2.7. the proposed effective date for the consolidation or closure

7.2.8. financial considerations

7.2.9. impact on the Board’s capital plan

7.2.10. enrolment projections

7.2.11. future enrolment growth including persons less than school age and adult

7.3. Provide an opportunity and directions for affected persons to submit written responses regarding the proposed school consolidation or closure. It should be noted that submissions may become public.

7.4. Hold at least one public forum to discuss the proposed consolidation or closure, summarize written submissions and listen to community concerns and proposed options.

7.5. The time and location of the public forum shall be broadly advertised giving at least 7 days notice to ensure adequate notification to affected persons or groups in the community. Written notification will be provided to students and parents of students currently attending the school, to stakeholder/partner groups, to local government, to First Nations, and to other schools affected by the proposed closure including current and potential tenants and user groups. Also, a clearly visible notice will be included in the local newspaper and posted on the district’s website. The Board should present the following at the beginning of the public forum:

7.5.1. implications of the proposed consolidation or closure

7.5.2. implementation plans, including the timing

7.5.3. options that the Board considered as alternatives

7.5.4. possible future community growth in the area of the school

7.5.5. contents of written submission presented to the Board by members of the community

7.5.6. any new information received since the initial announcement

7.5.7. alternative potential uses of the building

7.5.8. parental and community support

7.5.9. written or oral input received

7.5.10. consultation with staff

7.6. Summary will be kept of the public forum to record concerns or options raised.

7.7. Following the public forum, the Board will give fair consideration to all public input prior to making its final decision. Fair consideration includes the possibility that the Board’s proposal could be changed.

7.8. The consolidation or closure of a school should not normally take effect until the end of the school year following the final decision. The decision should be made as soon as possible during the preceding school year. This will give parents, students and school staff time to make alternative arrangements.

8. The final decision on a school consolidation or closure will be made by bylaw.

District facilities are an intrinsic part of the community. Naming facilities provides a unique opportunity to further develop an identity for the School District. Rights holders and partners in Chilliwack's education system, as well as the community at large will be consulted in the process of naming school district facilities.

Process:

•    A Committee will be established by authority of the Superintendent, and shall include at least one member from each:

•    Indigenous Education Advisory Committee

•    District Parents’ Advisory Council

•    Chilliwack Teachers Association

•    Canadian Union of Public Employees #411

•    Chilliwack Principals and Vice Principals Association

•    Chilliwack Board of Education

•    Community Member

•    The Committee will:

•    ensure schools and the community are informed of the opportunity, process and criteria for the submission of names for consideration; and

•    establish appropriate timelines for the collection of input; and

•    ensure names are supportive of the District’s Mission, Vision and Motto, and meets criteria listed below; and

•    ensure alignment with the BC Naming Privileges Policy; and

•    require a rationale in support of the name; and

•    present a maximum of three options, in order of preference, for final approval for the Superintendent to forward to the Board of Education; and

•    given the sensitive nature of this task, most naming proposal deliberations by the School Naming Committee and the Board of Education will be kept confidential; and

•    the Board of Education will make the final decision for the new name at a closed meeting and the new name will be announced at a regular meeting held in public.

Criteria:

•    The Board may approve facility names based on people or places important to the local community or geographic area in which the facility is located.

•    Wherever possible, if the building is to be named in honour of a person, the consent of the individual will be obtained. If it is to be named posthumously, except for a person of distinction, the close surviving relatives should approve.

Naming Part of a Facility:

•    The Board of Education may name portions of facilities including, but not limited to, libraries, athletic fields, gymnasiums, multipurpose rooms or theatres.

•    A proposal for naming part of a facility will be submitted, in writing, to the Board. Following receipt of the proposal, the Board may request the Superintendent to establish a committee as above.

•    Whether initiated by the Board or by a proposal, the naming committee will review and refer the submission(s) using the process and criteria listed above.

Renaming an Existing Facility:

•    Only in exceptional circumstances and after thorough study would the Board of Education consider renaming an existing school or facility. Because of the history and tradition associated with the names given to school facilities and the cost of updating documents, brochures and other literature, the Board would only consider re-naming proposals in cases where the existing name is deemed to no longer be serving the need of the school population or community.

•    A proposal for re-naming and existing school facility will be submitted, in writing, to the Board. Following receipt of the proposal, the Board may request the Superintendent to establish a committee as above.

•    Whether initiated by the Board or by a proposal, the naming committee will review and refer the submission(s) using the process and criteria listed above.

This policy is to provide guidance with respect to how the Board will promote the use of Board property for the provision of child care programs between the hours of 6 a.m. and 6 p.m. on business days by either the Board or third-party licensees.

The Board of Education recognizes the importance of child care for families and aspires to offer childcare at all schools where, amongst other factors, space permits. The Board believes that offering before and after school child care programs at a student’s school is a seamless option for families. The use of Board property by licensed child care providers must not disrupt or otherwise interfere with the provision of educational activities, including early learning programs and extracurricular school activities.

Guiding Principles

1. The Board will, on an ongoing basis, assess community need for child care programs on Board property through a process of engagement with employee groups, parents and guardians, Indigenous community representatives, Indigenous rightsholders, Indigenous service providers and existing child care operators. The process for engagement will be reviewed on an ongoing basis.

2. If child care programs are to be provided on Board property, the Board will consider, on an ongoing basis, whether those programs are best provided by licensees other than the Board, the Board, or a combination of both.

3. Child care programs, if operated by the Board, will be operated for a fee no greater than the direct costs the Board incurs in providing the child care program.

4. Fees for the use of Board property by licensees other than the Board will not exceed the direct and indirect costs the Board incurs in making Board property available for the child care program. Direct and indirect costs include:

a. utilities;

b. maintenance and repair;

c. a reasonable allowance for the cost of providing custodial services;

d. a reasonable allowance for time school district administrators and other staff spend on matters relating to the use of board property by licensed child care providers;

e. any other incremental costs directly related to the provisions of child care services on Board property.

5. If child care programs are operated by a licensee other than the Board, the Board will require the licensee to agree to comply with this Policy.

6. In selecting licensees other than the Board to operate a child care program, the Board will give special consideration to the candidates’ proposals to:

a. provide inclusive child care; and,

b. foster Indigenous reconciliation in child care.

7. If the Board decides to operate a child care program, the Board will ensure that it is operated in a manner that:

a. fosters Indigenous reconciliation in child care. In particular, the child care program will be operated consistently with the following principles of the British Columbia Declaration on the Rights of Indigenous Peoples Act: (i) Indigenous peoples have the right, without discrimination, to the improvement of their economic and social conditions, including in the area of education; and (ii) “Indigenous peoples have the right to the dignity and diversity of their cultures, traditions, histories and aspirations which shall be appropriately reflected in education”; and

b. is inclusive and consistent with the principles of non-discrimination set out in the British Columbia Human Rights Code.

8. Any contract with a licensee other than the Board to provide a child care program on Board property must be in writing and subject to review no less than annually. The contract must contain:

a. a description of the direct and indirect costs for which the licensee is responsible;

b. an agreement by the licensee to comply with this policy and all other applicable policies/administrative procedures;

c. a provision describing how the agreement can be terminated by the Board or the licensee;

d. an allocation of responsibility to ensure adequate insurance is in place to protect the interests of the Board;

e. a statement that the agreement can only be amended in writing, signed by the Board and the licensee;

f. a requirement for the licensee to maintain appropriate standards of performance; and

g. a requirement that the licensee must at all times maintain the required licenses to operate a child care facility.

9. Prior to entering into or renewing a contract with a licensee other than the Board to provide a child care program on Board property, the Board will consider:

a. whether it is preferable for the Board to become a licensee and operate a child care program directly;

b. the availability of school district staff to provide before and after school care;

c. whether, with respect to a licensee seeking renewal or extension of a contract, the licensee has performed its obligations under this Policy and its contract with the Board, with specific regard to performance in respect of providing an inclusive child care program and one that promotes Indigenous reconciliation in child care; and

d. the utilization of the British Columbia Early Learning Framework to guide and support learning experiences in child care settings.

The Board of Education has a responsibility to provide safe and reliable transportation to students in a fiscally and environmentally responsible manner. All riders may be charged a fee for service. Rates will be adjusted annually based on the Canadian Consumer Price Index (CPI).

The Board will provide bus service to students who:

• live where the catchment-area school is beyond 3.0 kilometres for elementary school students and beyond 4.0 kilometres for middle and secondary students, or

• have an identified student learning need as approved by the Superintendent, or

• are a First Nation student living on reserve.

Busing may also be provided on a courtesy basis where there is seating available on an existing bus route. Busses will not be re-routed, and no additional stops will be added. Fees apply to courtesy riders.

Where financial hardship exists, the District will ensure fees do not become a barrier to student transportation.

The Board will work with government and other organizations to advocate for active transportation.

Due to the high risk of rollover crashes in 15-Passenger Vans, the use of these vehicles is strictly prohibited.

Purpose

The purpose of this Administrative Procedure is to provide guidance as to how the Board of Education (the “Board”) will manage the Accumulated Operating Surplus. The Procedure is organized to describe the following requirements:

1.    Public participation;

2.    Eligible restrictions to support strategic priorities and other operational objectives;

3.    Target balances; and 

4.    Approval process and public reporting.

Definitions

•    Balanced annual budget – the estimated spending in the annual budget must not exceed estimated revenue plus accumulated operating surplus.

•    Accumulated operating surplus – represents the extent to which revenue exceeds expenditures, minus inter-fund transfers, from current and prior fiscal years.

•    Inter-Fund Transfer – a transfer between the district’s Operating Fund and Capital Fund.

•    Internally Restricted Operating Surplus – an appropriation of the Accumulated Operating Surplus that has been approved by a Board motion for specified use in future years.

•    Local capital – is comprised of previous years’ available operating surpluses, which are transferred to Local Capital with Board approval; revenues from sale of capital assets; and investment income earned on these funds.

Public Participation

Prior to approval of the Annual Budget, the Board will consult and engage with education partners and local First Nations and Métis Nation BC on proposed uses of the accumulated operating surplus. This engagement will be consistent with the budget consultation processes outlined in Policy and will support the Board requirement of a collaborative process that is transparent, inclusive and timely.

Eligible Restrictions of Accumulated Operating Surplus by Category

The Accumulated Operating Surplus may be subject to internal restrictions for use in future years. Restrictions can be made for items that are identified by the District, have defined timelines and meet defined operational needs, including services or purchases that are directly related to the Board’s strategic plan and priorities, specified operational needs of the school district, and enhanced educational outcomes for students. Internal restrictions will be approved by separate Board motion, and should be classified under the following categories:

1.    restricted due to the nature of constraints on the funds

Such as: 

•    Contractual obligations (e.g., professional development)

•    Unspent targeted grant funds; or

•    School generated funds.

2.    restricted for anticipated unusual expenses identified by the Board

This includes one-time expenses such as:

•    Specified short-term, variable staffing needs;

•    Equipment loss and breakage of reserves;

•    implementation of specified new initiatives; or

•    impact of specified emerging events (e.g., COVID-19)

3.    restricted for operations spanning multiple school years

Such as:

•    Revenues are not received in the same school year in which expenses are incurred;

•    Unspent school block funds;

•    Unspent holdback funding from the Ministry of Education and Child Care;

•    Designated funds to support future obligations, programs, or services.

4.    restricted for transfer to Local Capital 

To create a reserve fund for:

•    Significant investments in technology, furniture and equipment, and fleet, that align with the Board’s strategic plan and priorities;

•    School district contributions to capital construction projects not funded by the Ministry of Education and Child Care;

•    Capital Assets funded by the school district (e.g., Education Services Center, Maintenance etc.)

5.    restricted for future capital cost share

•    To support major capital projects that are identified in the Boards’ five-year Capital Plan, and approved by the Ministry of Education and Child Care for concept plan or business case development, the Board may restrict operating surplus to satisfy capital project cost-share expectations at the time the project is brough forward for funding approval; 

•    To satisfy Ministry requirements to contribute to major capital projects.

Unrestricted Operating Surplus (Contingency)

The District will maintain an unrestricted operating surplus to support effective planning that includes risk mitigation. From time to time, the district may require emergency funds, or contingency funds for unexpected increases in expenses and/ or decreases in anticipated revenues. In these situations, the district needs to have access to enough funds to continue to provide educational services and maintain regular operations without implementing one-time service cuts.

The target balance for the Unrestricted Accumulated Operating Surplus is established in the range of 2 to 4 percent of annual operating expenses as approved in the Annual Budget.

Should the Unrestricted Accumulated Operating Surplus decline below the target balance, a replenishment strategy will be developed and approved by the Board. Restoration of the balance may be implemented over a three-year period or an alternate approved timeline.

Special Purpose Funds

Special purpose funds comprise targeted funding provided to the school district for a specific purpose. Pursuant to the School Act, each special purpose fund must be accounted for in accordance with the terms of that special purpose fund. The District may maintain a surplus within a Special Purpose Fund where it is beneficial to do so in achieving the intent of that fund.

Approval and Reporting

Prior to bringing the Annual Budget, the Amended Annual Budget, or the Audited Year End Financial Statement to the Board for approval, the Secretary-Treasurer will present a report to the Budget Committee, for the budget, or the Audit Committee, for the Financial Statements, that includes use of the Accumulated Operating Surplus and Local Capital.

The report will include the opening balance, planned uses, actual uses and closing balances by the categories of use identified above, as well as the expected timelines for use.

The committees will provide a recommendation on the reports prior to consideration by the Board.

Allocations not contained in the budget will require a Board motion in a public meeting, save for motions that are appropriately made in a closed Board meeting such as matters related to land, legal or personnel matters.

The Board will approve recommendations for use of Accumulated Operating Surplus or transfer to Local Capital by way of separate motions. The motions will include the purpose, timeline and amount to be restricted.

Purchasing Objectives

The following objectives for School District procurement activity for goods, services and construction are based on the principles of fair and open public sector procurement: competition, value for money, transparency and accountability.

Schools and Departments should endeavor to obtain the goods and services they require at the best value for their money, while ensuring that all acquisitions are consistent with policy, applicable legislation, and terms and conditions of Federal and Provincial trade agreements. 

All purchases made by District personnel using funds held in District accounts are covered by the following procedures.

Purchasing Methods

Purchases of goods and/or services can be processed by using one of the following methods:

Purchase Order

The purchase order is a written commitment to a vendor contracting for the supply of supplies, services or equipment. It is authorized by the site supervisor and then created through the District’s accounting program.

•    Purchase orders over $1,000 will be reviewed, authorized and released to the vendor(s) by the Finance Department.

•    Purchase orders exceeding $10,000 must be reviewed, authorized and released by the Assistant ST or designate.

Purchasing Card (PCard)

Purchase Cards are an efficient way to handle a variety of transactions and are to be used in line with the limits on the cardholder’s individual cards. 

•    The PCard may only be used by the person named on the front of the card.  

•    The maximum amount per transaction is $5,000.

•    Purchases exceeding the set limits must be approved by the Assistant ST or designate.  

•    The Finance Department may make a recommendation to use a PCard instead of issuing a PO when that is determined to be the most appropriate approach.  

•    Cardholders should refer to the Program User Guide for specific regulations around the use of purchase cards.

•    Cardholders must submit a monthly PCard statement, including receipts for individual purchases, to their supervisor (or designate) for approval.

Reimbursement of Purchases made with Personal Funds

This option is designed for employees that do not have access to a district PCard. Any one purchase should not exceed $1,000.

Petty Cash

These funds are to be used primarily to purchase low value miscellaneous consumable supplies of an emergent nature. The petty cash system should not be used to circumvent the established purchasing procedures.  

Approved Vendor Accounts 

Schools or departments can request to have vendor purchases put on account whereby the school district will be invoiced monthly by the vendor for purchases made throughout the month. Vendor accounts are approved and maintained at the discretion of Finance and the vendor. All purchases must be approved by the department manager or school administrator. Invoices must be approved and forwarded to Finance in a timely manner.

Contracts or Service Agreements

A Contract or Service Agreement is used to purchase goods or services to be supplied over a period of time at a fixed or negotiated price (i.e. equipment leases, garbage disposal/recycling, etc.) or for the ongoing maintenance of certain types of equipment (i.e. photocopiers, specialized equipment, etc.).

A Service Agreement may also be used when a contractor is needed to provide a service at a district site (i.e. cafeteria services, academy coaches or other individuals working directly with students under the supervision of a teacher).

•    A District Service Agreement is used for high risk contracts (of any value) or for contracts over $1,000 in value.  

•    Schools and support departments should not enter into any verbal and/or written contractual agreement(s) without consulting the Secretary Treasurer or the Assistant ST.  

•    Administrative Officers and Managers are not legal signing authorities for the School District and therefore, cannot legally bind the School District into any contract.

Tendering Process

Request for Proposals (RFP), Request for Tenders (RFT) and Request for Quotations (RFQ) are formal competitive bidding documents and processes used for larger dollar value purchases where it is considered to be in the District’s interest to incur the additional time and cost involved to:

•    Access value added offers from qualified vendors.

•    Support fair and open bidding competition.

•    Utilize quantitative, qualitative and objective analysis for vendor selection and award.

When tendering services, the subsequent contract should be for a fixed term (e.g. 5 years) to ensure that the service remains competitive. Existing contracts should be reviewed to determine if tendering is required. Tender notices are published through BCBid at www.bcbid.gov.bc.ca.

Purchasing Guidelines

Specialized Purchases 

All purchases (regardless of value) are subject to limitations as outlined in the Specialized Purchases Section (Appendix A). Approval is also required by the site supervisor or manager.

Dollar Value Limits on Purchases of Goods and Services

* Lifetime Value - Purchases are based on the lifetime value of the purchase. This is the total cost of performing the intended function over the lifetime of the task. For example, a $5,000 annual contract over 5 years = $25,000 total lifetime value.

Dollar Value Limits on Construction

Exceptions 

Exceptions to the three (3) written quotations are only permitted when time constraints will not allow time for the competitive bid process in instances such as;

•    When supplies, services and equipment are urgently required for the delivery of education;

•    To avoid significant financial loss through damage to facilities and equipment, or;

•    Where safety or operational needs require urgent attention.

With respect to these exceptions, the Assistant Secretary Treasurer, Director of Facilities & Transportation, with the approval of the Secretary Treasurer, may obtain direct quotations from suppliers and award the contract.

New West Partnership Trade Agreement (NWPTA)

Under this agreement construction is defined as: A construction, reconstruction, demolition, repair or renovation of a building, structure or other civil engineering or architectural work and includes site preparation, excavation, drilling, seismic investigation, the supply of products and materials, the supply of equipment and machinery if they are included in and incidental to the construction, and the installation and repair of fixtures of a building, structure or other civil engineering or architectural work, but does not include professional consulting services related to the construction contract unless they are included in the procurement.

The foregoing are stated as minimum actions to be taken and do not prohibit more extensive price acquisition activity.

Supplier Relations

In all procurement activities, School District Staff shall meet the legal and ethical requirements for competitive bidding by:

•    Keeping competition open and fair in determining whether the supplier's product meets specifications and the educational needs of the District.

•    Making suppliers aware of the competitive requirements of the District’s purchasing policy, and avoiding the appearance of making a commitment to purchase where competitive pricing is to be obtained.

•    In all cases refusing any personal gift or advantage of any kind. 

•    Refraining from soliciting funds or materials from vendors where there is any possibility of any connection (perceived or real) to a purchase. 

•    Respecting the confidences of all suppliers whenever possible with the understanding that the School District is subject to the Freedom of Information and Protection of Privacy legislation. 

•    Representing the School District in a courteous and professional manner. 

•    Procuring goods and services with due regard for our environment.

•    Providing reasonable opportunities for qualified suppliers and contractors to seek the School District’s business.

Purchases on Behalf of Staff

Employees may not use the School District branding, purchase order or purchasing card to obtain personal goods or services, or to acquire discounts or sales exemptions for personal purchases. In addition, items purchased for the School District are not to be sold to staff except as allowed by the due process specified under the Sale of Obsolete Assets section.

Purchases from Staff

Schools and Departments shall not purchase supplies or services from staff. While in most circumstances supplies or services are offered with the best of intentions, issues of conflict of interest (or perceptions of conflict of interest) and issues of supplier access make such purchases inadvisable. The only acceptable exception might be a purchase from a legitimate business (i.e. The School District is only one of many customers, and proper Purchasing procedures have been followed).

Sale or Disposal of Obsolete or Surplus Assets   

•    Equity in school and other equipment belongs to the School District as a whole. Surplus equipment shall be turned in to the Maintenance, or IT departments for reassignment or disposal. However, a School or Department may transfer the old equipment, at a negotiated amount, to another school. 

•    Surplus items that are no longer useful within the School District but are in saleable condition shall be listed and put out to bid or public auction.  The Director of Facilities shall manage the sale of such items.

•    All items that are beyond a reasonable economic repair or which have no value at sale shall be disposed of as scrap.  The Manager of Facilities shall arrange disposal after exploring all recycling options and using the most environmentally sensitive means available.

Occasionally, offers may be received on individual items awaiting disposal.  Where these items have a realizable sale value of under $200, the offer may be considered and decided by the Secretary-Treasurer in consultation with the Director of Facilities.  For items with a value above $200, the sale shall be by competitive bid or auction.    

•    Proceeds from the sale of surplus assets shall be applied against the costs of conducting the sale.  Any net profit will be applied to the Local Capital Reserve.

School Bus Transportation

Transportation is provided for eligible school age students attending District schools.  

User Fees

The Board of Education approved a student transportation user fee for courtesy riders effective September 2016. Courtesy riders must meet eligibility requirements.

The Board approved an annual registration fee for all riders effective May 1, 2021.    

Transportation Zones

There are two zones that define the level of transportation support in the school district.

1.    No Ride Zone – These are the urban areas of Chilliwack and Sardis (Ride Zone Maps) that are typically serviced by City transit.

2.    Regular Rider Zone – Not in the No Ride Zone and the area beyond the walk limits to the catchment area school.

Review of ride zones – Ride zones will be reviewed annually with changes reported to the Board of Education prior to bus registration each year.

Walk Limits

Walk limits are set by the School District and are measured as the shortest distance by public road or public walkway from the primary residence to the catchment area school.

1.    Kindergarten to grade 5: 3.0 kilometers or less; and

2.    Grade 6 – 12: 4.0 kilometers or less.

Note: Students attending their catchment school who exceed the walk limits (and live within a no ride zone) do not qualify for regular ridership but may qualify as a courtesy rider.

An exception to the walk limits may be made for students with disabilities or diverse abilities who are unable to walk to or from school due to a physical or mental disability or diverse ability.

Eligible Riders

Are student riders approved under Board Policy and are classified as either regular or courtesy riders. 

1.    Regular riders: There are four (4) categories of students entitled to bussing. An annual registration fee will apply for all riders.

a)    Rural riders: are students whose primary residence is beyond the walk limits and outside the no ride zone of his/her catchment area school. The School Locator may be used to determine walking distances to the catchment area school.

b)    Overflow/alternate school riders: are students who are asked to attend a school outside his/her catchment area due to lack of space (overflow) or students assigned to a District Alternate Program. Walk limits apply.

Schools are to coordinate with Transportation prior to assigning a student to a new school or program to ensure availability of bussing.

c)    Students with disabilities or diverse abilities riders: are students who are unable to walk to and from school due to physical or mental disabilities or diverse abilities. Approval from Student Services is required, Administrative Procedure 612 refers.

d)    Special program riders: are students attending special programs approved by the School Board such as special reading programs or drug and alcohol referrals. Bussing may be provided based upon availability of seating on an existing bus route.  Walk limits apply.

2.    Courtesy riders: There are two (2) categories of students eligible for courtesy bussing. Bussing may be provided based upon availability of seating on an existing bus route.  Busses will not be re-routed and no additional stops will be added.  Authorization for courtesy riders will only be considered once regular riders have been accommodated. Services to courtesy riders may be discontinued at any time should additional regular riders require bus transportation. Fees apply to Courtesy riders.  

a)    Conditional riders: are students living outside the walk limits but within the no ride zone and attending their catchment area school.

b)    School of choice riders: are students attending a school other than their catchment school by choice (including French Immersion and International Student Program).  

Termination of courtesy ridership – The Board of Education reserves the right to terminate courtesy bussing for students at any time. Should this occur, the Manager of Transportation will provide written notification with a minimum of one week advanced notice.

Registration

Please refer to Administrative Procedure 613: Transportation: Registration and Fees.

Passenger Lists

Transportation will produce bus passenger lists as required under the Motor Vehicle Act Regulation, Division 11 – School Busses.

Bus Passes

All student riders must present a valid photo ID bus pass to the driver to board a bus. Bus passes are produced by the Transportation Department upon registration and payment of applicable bus fees. Passes will be available for pick-up at the Transportation office located at 44877 Yale Road between the hours of 8:00 a.m. – 2:00 p.m., Monday through Friday, until the third week of August. After that, passes will be distributed by the students’ afternoon Bus Driver.

Loss of Bus Pass

Bus passes will be reproduced by Transportation for a $10.00 processing fee. Parents/guardians/caregivers are to call Transportation at 604.792.1255.

Transportation Assistance

Funding is available to parents/guardians/caregivers of regular riders if the Transportation Department cannot meet transportation requirements. This assistance is provided at a rate of 30¢ per kilometer to a maximum of $15 per day plus $1 for each additional child, per family, per trip. Walk limits apply.

•    This does not apply to trip cancellations due to bus driver shortages.

Responsibilities

1.    Transportation: Registration, producing passenger lists, bus passes, and distribution of bus passes to parent/guardian/caregiver or student.

2.    Parents/Guardians/Caregivers: Register (all riders) and pay on-line (registration fee and courtesy rider fee) and review the attached school bus safety rules with their children.

3.    Secretary Treasurer: Oversee the policy.

References

•    Bus Registration Terms and Conditions and Code of Conduct

•    Chilliwack School District Transportation Zones

•    Chilliwack School District Transportation Department Website

Purpose

This Administrative Procedure establishes operating instructions for the delivery of student transportation services in the Chilliwack School District (the “District”) in order to:

•    support the safe and orderly operation of transportation services.

•    define expectations and responsibilities for students, staff, and drivers.

•    ensure consistent application of transportation rules and practices.

Bus Operation and Safety

School Bus Routes

Buses operate only on public roads maintained by the Ministry of Transportation, the First Nation on a Reserve, or a Municipality. In order to ensure the safety of students, residents, the school bus and driver; buses will not operate on:

•    One lane mountain roads.

•    Dead-end streets without a turn around area.

•    High residential area where the road grade is greater than 8%. 

School buses will not be routed off a regular route to embark or disembark students who live within one kilometer of a regular bus route (this is measured from the driveway entrance to the bus stop).

Transportation Zones 

For information on Transportation Zones, please refer to the Transportation Website and Administrative Procedure 610.

Ride Duration

As a general rule, students will not be carried for a period in excess of one hour per trip to and from school.

Field Trips

The Manager of Transportation must approve all field trips involving school buses operating on narrow, windy, and steep gravel mountain roads. (Maximum grade not to exceed 13% or 13 meters rise or drop over 100 meters). 

Carrying Luggage in School Buses (Division 35.09 MVAR)

•    All luggage and small musical instruments must be carried on the student’s lap when seated in a school bus in such a manner that the luggage/instrument does not encroach on other passengers and does not reach any higher than the height of the seat back.

•    Aisleways and emergency exits must be kept clear. Passengers and cargo must not block or occupy these areas.

•    Luggage and instruments larger than described above may be carried in the luggage compartment on field trips or to and from established instrument stop locations.

•    For field trips, schools should have parents, guardians, or caregivers transport luggage. If necessary, the school will call Maintenance for assistance when luggage exceeds the capacity of the storage compartments.

•    Please see Restricted Items on School Buses for more information.

Seating Capacity (Division 11.13 MVAR)

•    A passenger on a school bus must be seated comfortably and securely, meaning hips must not extend beyond the edge of the seat cushion.

•    An 84-passenger bus has 28 seats. It is capable of carrying 84 elementary students (three to a seat) or 56 other students (two to a seat). 

•    The bus will not proceed unless the driver is reasonably certain that every passenger on the bus is comfortably and securely seated.

Railway Crossings

School buses will stop for all uncontrolled railway crossings. 

Bus Stops

For enhanced safety, designated bus stops are to be located on a long straight stretch of road where the bus is highly visible to oncoming and following traffic. 

In order to minimize the risk to students, bus stops will be kept to a minimum and located as follows:

1.    No closer than 200 meters on country roads to minimize disruption of traffic.

2.    Away from an intersection and blind spots on a curve or hill.

3.    Where the bus must be visible in both directions for a minimum of 60 meters. (In accordance with Division 11 of the Motor Vehicle Act Regulation). 

4.    At transit stops in the built-up areas if required.

Buses will stop in the safest place regardless of possible inconvenience to individual parents or students.

Students are to be at a designated bus stop at least 5 minutes prior to the scheduled arrival of the bus. If the bus does not arrive within 15 minutes of its scheduled stop, students should return home.

Elementary students wishing to leave the bus at a stop other than their regular stop must have a note from a parent or guardian.

Video Surveillance

Designated school buses are equipped with video surveillance cameras to monitor and record student behavior. Video recordings may be used as evidence of infractions under the Motor Vehicle Act.

Passenger Lists

Accurate and up-to-date passenger listsare to be maintained for all scheduled and extra-curricular transportation (Division 11 of the Motor Vehicle Act Regulation). 

•    Passenger lists for scheduled transportation trips will be the responsibility of the Transportation Department.

•    Passenger lists for extra-curricular transportation trips will be the responsibility of the school. 

Passenger lists must include the first and last name, school, phone numbers, and date of birth of all passengers.

Student-Specific Transportation Rules

Kindergarten Students

Transportation is generally not provided to, or from, any address other than the primary residence. No child will be transported to a child-care provider or daycare service one day and home the next day. Transportation zones apply to Kindergarten students.

1.    Morning (Pick-up) – Students must be brought to the bus by an adult or older sibling.

2.    Afternoon (Drop-off) – Students will take the bus home and be dropped off at a designated bus stop.

Students without older siblings to walk home with must be met at the school bus door by a parent or designated guardian.

Should no one appear at the bus stop within a reasonable time (2-3 minutes), the driver will keep the student on board and continue with the bus route. Parents are to call the Transportation Department to arrange for pick-up. Should no call be received, the student will be returned to the school.

Pre-School Children Riding in a School Bus 

Model 2007 buses and newer have the first two rows of seats fitted with ISO car seat latches. Although child safety seats are not required in buses over 4,536 kg GVW (mini buses), parents are advised to use them. 

Parents are responsible for providing the child safety seat, and the driver will assist in its installation. Each seat can accommodate one car seat and a parent for a total of 4 car seats per bus.

Note: Schools on field trips are to note the number of pre-school aged children requiring car seat positions on the transportation requisition or call Transportation. Transportation will ensure that buses with car seat latches are provided.

Conduct, Discipline, and Concerns

School Bus Discipline

The Board of Education requires that bus drivers always maintain order on the bus. Bus drivers have a duty to warn students that their behavior may result in the suspension of riding privileges.

Procedure

1.    Verbal Warning – A driver may issue the student a verbal warning for their behavior.

2.    Written Warning – If the student’s behavior does not improve after a verbal warning, the driver may issue a written warning. A written warning may result in the student being assigned to a specific seat for a period of time as determined by the driver. 

3.    Recommend Suspension – If the student’s behavior continues to be inappropriate, the driver must inform the Transportation Manager and may recommend suspension of the student’s riding privileges. 

a.    The driver will issue the student a written suspension, which needs to be signe by the parent or guardian. 

b.    Loss of riding privileges include to and from school. Extra curricular trips are not included.

c.    School Administrators are notified.

4.    Physical altercations will result in an immediate suspension of one or more days from busing services

School bus suspensions

1.    First suspension – 1 day;

2.    Second suspension – 2 days; 

3.    Third suspension – 5 days 

•    Principal, Transportation Manager and Driver to meet with parents or guardians

4.    Fourth suspension – remainder of the school term

•    The school term for this purpose is the period of time from September to December,  January to March, or April to June.

•    Serious cases may result in a discontinuation of transportation services for whatever time is deemed necessary. 

Process for Dealing with Concerns

As per Policy 390 – Resolving Concerns, when a parent, guardian, or caregiver has a concern, their concern should be brought forward in the following order:

1.    The employee

2.    Manager of Transportation

3.    Director of Facilities and Transportation 

4.    Secretary Treasurer

5.    Superintendent of Schools

Responsibilities

Driver

•    Ensures the bus is in a safe operating condition.

•    Drives safely; obey traffic laws and driving regulations.

•    Maintains order on the bus (teach students expected behavior).

•    Protects students from harm (teach students evacuation drills, crossing the road safely and provide a harassment free ride).

•    Provides a clean bus for students in which to ride.

•    Follows the regular time schedule as conditions permit.

Parents, Guardians and Caregivers (Resources available on the Transportation website).

•    Ensures address is visible from the road with no obstructions. Highly reflective signage material is preferred.

•    Teaches students about safety while waiting or approaching the bus.

•    Teaches students to embark and disembark safely at the scheduled stops.

•    Reminds students of behavior guidelines.

•    Ensures the safety of students getting to, waiting at, or returning home from a bus stop.

Student

•    Obeys safety and behavior rules.

•    Observes “classroom” conduct while riding the bus.

•    Is on time for the bus.

•    Is mindful of younger children.

•    Knows that riding the bus is a privilege.

Teacher or designated supervisor

•    Maintain order while on field or sports trips 

•    Have an up-to-date passenger list available, which includes all adults. 

School Principal

•    Works closely with the Transportation Department to determine consequences for continued poor conduct. This includes school bus suspensions.

•    In serious incidents, the principal will advise the parents and the Superintendent of Schools.

References:

•    Policy 680: Student Transportation

•    Administrative Procedure 610: Transportation – Eligibility and Conditions of Service

•    Administrative Procedure 612: Transportation – Students with Disabilities and Diverse Abilities

•    Administrative Procedure 613: Transportation – Registration and Fees

•    Chilliwack School District Transportation Website

•    Bus Registration Terms and Conditions and Code of Conduct

Purpose

This Administrative Procedure describes how the Chilliwack School District (the “District”) provides transportation for students with disabilities and diverse abilities who require support getting to and from school. It clarifies eligibility, approval processes, parent and staff responsibilities, and safety requirements to ensure transportation services are delivered safely, fairly, and in a manner that supports student needs.

Scope and Application

Transportation is provided for students who are assessed by Student Services as unable to make their own way to and from school due to their physical or mental disabilities or diverse abilities. This service is provided on a door-to-door basis depending on accessibility. The Manager of Transportation will determine the suitability of each stop. 

All transportation requests for students with disabilities or diverse abilities must be approved by Student Services. Once approved, Student Services will submit a request form to Transportation indicating whether Regular or Courtesy service is required, along with any special instructions and supporting documentation as required.

Transportation Guidelines

Regular Riders

1.    A student may receive door-to-door transportation if:

•    They have a disability or diverse ability that is identified as a low-incidence need.

•    They attend their neighbourhood school.

•    Transportation resources are available.

Parents who live close to the school will be asked to provide transportation for their child.

2.    Transportation may be provided to students attending a school outside their neighbourhood school by District arrangement. 

Approval Procedure:

a.    A request is made to Student Services.

b.    Student Services reviews the request and decides if the student is eligible for transportation.

c.    The Transportation Department confirms whether transportation can be provided.

3.    As per Administrative Procedure 613: Transportation – Registration and Fees, Transportation Assistance is available to parents, guardians, or caregivers of regular riders when the Transportation Department cannot meet the transportation needs of regular riders. 

•    This assistance is provided at a rate of 30¢ per kilometer to a maximum of $15 per day plus $1 for each additional child. 

•    Walk limits apply.

•    This does not include unforeseen cancelled bus routes due to shortages in bus drivers.

Courtesy Riders

1.    Students with disabilities or diverse abilities who are not designated in a low incidence category may be considered for courtesy transportation if they are unable to walk safely to their neighbourhood school.
Courtesy transportation is considered as follows:

•    The student’s school principal submits a request to Student Services. 

•    Student Services consults with Transportation to determine whether temporary transportation can be accommodated.

2.    Students with disabilities or diverse abilities who have a low incidence designation and move to a new catchment during the school year may continue to receive transportation to their original school for the rest of the school year. This support:

•    Is based on the student’s individual program needs. 

•    must be requested made by the parents, guardians, or caregivers through Student Services.

Parents, guardians, or caregivers who register their child at a school that is not their neighbourhood school are responsible for providing transportation.

Respite Care

Students with disabilities or diverse abilities who have a low incidence designation and attend respite care or daycare may be eligible for transportation if:

•    the transportation does not disrupt existing bus routes

•    there is no additional cost to the District.

Roles and Responsibilities

Transportation Department

•    Work with parents, guardians, and caregivers, Student Services, and schools to plan transportation. 

•    Decide whether transportation can be provided and whether bus stops are suitable.

•    Inform families on what is expected of them when their child receives transportation.

•    Ensure transportation services are provided safely

Student Services

•    Identifying students with disabilities or diverse abilities who require transportation. 

•    Approving all transportation requests.

•    Sending completed bussing request forms and supporting documents to the Transportation Department.

Schools

•    Submitting requests for courtesy transportation when needed.

•    Supporting transportation planning for students, as required.

•    Ensuring Education Assistants help students prepare for transportation when applicable.

Parents, Guardians, or Caregivers

•    Register their child for bus service each year.

•    Escort the student to and from the bus and assist the driver as required.  

•    An adult approved by the parent, guardian, or caregivers, or an older sibling, may escort the student, provided they are able to care for the student.

•    Helping their child understand how to behave on the bus including:

•    Staying seated.

•    Keeping hands to themselves.

•    Using appropriate noise levels.

•    Following the driver’s instructions.

Students Requiring a Safety Harness

1.    Restraint harnesses are provided by the District for students who need to be restrained because of safety issues related to their disability or diverse ability. The vest:

•    Provides support by helping hold the wearer upright.

•    Has been safety tested to meet Federal Motor Vehicle Safety Standards. 

2.    Once it has been determined that a student must wear a vest, this decision can only be changed after an assessment has been made by the School Principal. The Principal will:

•    Notify the parents, guardians, or caregivers, and the Manager of Transportation. 

•    Consult with Student Services in this assessment.

3.    The E-Z-ON universal harness (model # 103Z) is currently used and comes in two parts:

•    a zippered vest for the child

•    the seat mount, which is secured to the seat of the school bus. 

The vests come in four sizes for children based on waist measurements: 

•    22” extra small (XS)

•    25” small (S)

•    28” small medium (SM)

•    32” medium (M).

4.    Vests are the property of the School District and must be returned clean at the end of each school year and will be reissued in September.  

In the case of loss, damage, or non-returned vest, the replacement cost of $600.00 per set will be added to the student’s school account.

Additional Responsibilities for Students who Require a Safety Harness

Parents, Guardians, or Caregivers

•    Ensure the vest is properly fitted and worn according to the following instructions:

•    Place the vest on your child with the parachute emblem to the front and do up the zipper. Choose the zipper position that fits the child snugly.

•    Open the Velcro closure on the Sherpa fleece shoulder pads.

•    Adjust the strap by moving the plastic slide bar down and pulling down or loosening the metal adjuster until the shoulder strap fits snugly over the shoulder. 

•    Reposition the plastic slide bar in its lowest position.

•    Reposition the Sherpa fleece shoulder pads.

•    Attach the crotch straps (if fitted) by snapping the plastic buckles together and tightening or loosening as required. The straps should be snug and comfortable while the child is sitting.

•    Double check for comfort and security. 

•    Keep the vest clean and washed:

•    Wash in cold water either by hand or in a machine using a mild detergent.  If machine washing, select a delicate cycle and hang to dry. 

•    Do not use bleach or dry-cleaning fluids.

•    In some cases, parents, guardians, or caregivers may need to attach or detach the student wearing an EZ-ON Vest to the seat mount.

Bus driver: 

•    Inspect the vest and harness for deterioration.

•    Install the seat mount.

•    Secure the student to the seat mount.

Education Assistant 

•    Ensure the student is dressed as per instructions for use

•    Have the student ready to board the bus. 

•    In some cases, Education Assistants may need to attach or detach the student wearing an EZ-ON Vest to the seat mount.

References:

•    Policy 680: Student Transportation

•    Administrative Procedure 610: Transportation – Eligibility and Conditions of Service

•    Administrative Procedure 611: Transportation – Operating Instructions

•    Administrative Procedure 613: Transportation – Registration and Fees

Purpose

This Administrative Procedure sets out the requirements for registering for school bus transportation, the fees charged for the service, and the conditions under which fees may be exempted or refunded. 

Fees

Registration Fee

The Chilliwack School District (the “District”) will charge an annual registration fee to help support the costs of continuing service and safety enhancements. The registration fee applies to all riders.

Transportation Fees for Courtesy Riders

Student riders are classified as either Regular or Courtesy Riders. Please see Administrative Procedure 610: Transportation – Eligibility, Conditions and Registration for more information.

Courtesy Riders must pay for transportation. This service may be provided for registered riders to and from schools and special routes approved by the Superintendent.

Transportation fees apply to Courtesy Riders and are charged in addition to the registration fee. For the 2026–2027 school year, the transportation fees are:

•    $315 for 1 student.

•    $630 for two or more students from the same family.

Half rates are not available for one-way trips or partial weeks, as seats are reserved annually for registered riders. Transportation will not be provided to Courtesy Riders who live outside their school catchment area in the event of an early closure.

Transportation fees will be adjusted annually, based on the Canadian Consumer Price Index (CPI). 

•    The adjustment is calculated using the average BC CPI for the past 12 months, ending in December, without any seasonal changes applied (Stats Canada Report name: preceding 12-month rate for BC, all items, monthly, not seasonally adjusted). 

Fee Exemptions 

The following students are exempt from user fees:

•    First Nation students living on-reserve. (Joint First Nation Student Transportation Plan)

•    Students attending a District Alternate program.

The following students may be exempt from user fees:

•    Overflow Students (If an overflow student requires busing to and from school, they must select a busing school).

•    Students with Disabilities or Diverse Abilities. (Administrative Procedure 612: Transportation – Students with Disabilities or Diverse Abilities)

Registration

All riders must register each year when registrations open in February, and students must be registered no later than the end of July for the following school year. 

•    Registrations received after July 31st may not be able to be accommodated. 

Priority will be given to riders who have paid the registration fee or have an approved fee exemption. Parents, guardians, and caregivers are requested to register their children online at https://www.sd33.bc.ca/transportation-department. 

Computers are available for parents, guardians, or caregivers at the school and the School District Office. Registration by telephone will be accepted in exceptional circumstances.  

Please note the following: 

•    A $10.00 Withdrawal fee will apply to any processed bus registrations that are cancelled after August 31st. 

•    A student’s bus registration may be cancelled by the Transportation Department if the student does not actively use the bus service for a period of one month. In such cases, a $10.00 withdrawal fee will be applied to the student’s school account. 

•    The Transportation Department must be notified if the absence is temporary to avoid bus registration cancellation.

Payment

Fees may be paid securely by credit card online (recommended) or by cash, debit, or credit card at the Transportation Department at 44877 Yale Road.

Bus Passes

All student riders must carry a valid photo ID bus pass and present it to the bus driver to ride a bus. Bus passes are produced and distributed by the Transportation Department.

A copy of the "Approved Bussing Information" email can be used as a temporary pass until the student receives their actual pass.

A $10.00 replacement fee will be charged if parents or guardians request changes that require a new bus pass.

Loss of Bus Pass

Lost bus passes must be replaced. Bus passes will be reproduced by the Transportation Department for a $10.00 processing fee.

Refunds

If a fee-paying rider stops using transportation before May 30:

•    A prorated refund may be issued upon request.

•    The bus pass must be returned to the Transportation Department.

•    The refund will be processed in the month following receipt of the bus pass.

Transportation Assistance

Funding is available to parents, guardians, or caregivers when the Transportation Department cannot meet the transportation needs of regular riders. 

•    This assistance is provided at a rate of 30¢ per kilometer to a maximum of $15 per day plus $1 for each additional child. 

•    Walk limits apply. (See Administrative Procedure 610: Transportation – Eligibility, Conditions and Registration for more information) 

•    This does not include unforeseen cancelled bus routes due to shortages in bus drivers.

Responsibilities

1.    Transportation: Registration, issue bus passes, process point-of-sale refunds, and produce rider lists when required.

2.    Financial Services: Process non-point-of-sale refunds.

3.    Secretary Treasurer: Oversee the Policy and Administrative Procedures.

Definitions 

Please see Administrative Procedure 610: Transportation – Eligibility, Conditions and Registration for more information.

Regular Riders – There are four categories of students entitled to busing:

a)    Rural riders – Students whose Primary Residence is beyond the walk limits and outside the no-ride zone of his/her catchment area school.

b)    Overflow or alternate school riders – Students who are asked to attend a school outside their catchment due to lack of space or students assigned to a District Alternate Program.

c)    Students with disabilities or diverse abilities – Students who are unable to walk to and from school due to physical or mental disabilities or diverse abilities.

d)    Special program riders – Students attending special programs approved by the Board of Education (the “Board”).

Courtesy Riders – There are two categories of students eligible for courtesy busing:

a)    Conditional Riders – Students living outside the walk limits but within the no-ride zone and attending their catchment area school.

b)    School of Choice Riders – Students attending a school other than their catchment school by choice (including French Immersion, Integrated Arts and Technology, and International Student Program)

References

•    Policy 680: Student Transportation

•    Administrative Procedure 610: Transportation – Eligibility, Conditions, and Registration

•    Administrative Procedure 611: Transportation – Operating Instructions

•    Administrative Procedure 612: Transportation – Students with Disabilities and Diverse Abilities

The Board of Education recognizes that schools have been provided with a district allocation of funds to meet the goals and priorities of the school. Furthermore, schools generate trust funds from parents and community members to supplement the activities at their school.

The Board is ultimately responsible for the effective use of all funds in the district but has delegated the management of school based funds to each school. Schools need to demonstrate, in a transparent manner, how they intend to use these funds.

Purpose

•    Ensure clear communication of information to school partners (e.g., PAC, staff).

•    Discuss upcoming priorities for school:  How do these align with achievement goals and school growth plans?

•    Align timing of expenditures with timing of revenues: Is the school spending the funds collected from parents on current year students or a long term plan?

Process

•    Annually in the fall, meet with staff and PAC to discuss financial priorities for the upcoming year.

•    Annually in the spring, meet with staff and PAC to provide an update on the priorities identified in the fall.

Upon the approval of working drawings and specifications by the Board and Ministry, the Board shall solicit bids to be submitted on or before a specified time electronically or at the office of the Maintenance Department. The advertisement shall state the procedure for submitting bids and that the Board reserves the right to reject any or all bids and to re-advertise the project if necessary.

The Board shall require the architect to take responsibility for preparing the advertisements, bid forms, bid bond forms, performance and payment bonds and forms of agreement between the Board of Education and the successful bidder. The architect shall assist the Board and school personnel in analyzing the bids. The architect's advice on awarding the contract is of particular value with respect to legal aspects of contract provisions which regulate alterations, extras, non-performance, damages, and security bonds.

It is recognized that the above process represents the standard funding process for construction contracts. The Board retains the right to follow an alternate process, with agreement from the Ministry of Education, such as a design-build contract process. In this event the Board shall ensure the selection process is thorough, fair and uncompromised. An architect and/or consultant shall be retained to provide advice on awarding the contract as noted in paragraph 2 above.

School keys and/or access control fobs may be issued to staff members at the discretion of the principal. Principals are responsible for maintaining a record of all keys and/or access fobs issued and for the recovery of all keys and/or fobs.

All keys must be ordered through the school principal through the Service request system. At no time are keys to be otherwise duplicated. The key shall also be for the exclusive use of that staff member.

Site administrators are responsible for development of procedures for checking the wellbeing of employees that may be working alone or occupying the building after normal workings hours.

Purpose

The Chilliwack School District (the “District”) will reimburse staff when vandalism has occurred to their motor vehicle, subject to certain provisions. This Administrative Procedure does not cover staff who are members of the Chilliwack Teachers' Association. See CTA Collective Agreement 2022-2025 Article B.7 for more information.

Provisions

The District will reimburse an employee whose motor vehicle has been vandalized provided: 

1.    The vandalism occurred while the vehicle was on District property.

2.    The vandalism occurred while employee was attending a function directly related to their employment.

3.    The employee provides the Board with an itemized receipt for the repairs.

4.    The employee provides the District with the Police Report file number and the names of any person suspected of causing the damage.

5.    The employee provides a written claim statement that confirms the above information.

Please note: Reimbursement is limited to $300.00 or the actual cost; whichever is less.

When authorized, School District employees may rent a vehicle while on District business or for the purpose of transporting students or staff while attending a School District authorized activity. See the Rental Vehicle Flowchart.

Per Policy 681: Due to the high risk of rollover crashes in 15 Passenger Vans, the use of these vehicles is strictly prohibited.

The following recommendations in the Risk Note provided by Schools Protection Program (SPP) on Rental Vehicle Insurance Coverage will ensure that minimum insurance coverage is met when renting a vehicle. All inquiries may be directed to the Secretary Treasurer.

Renting a Vehicle in BC - Using the CSA

For in-province business travel, vehicles must be rented using the BC Provincial Government’s Corporate Supply Arrangement (CSA). The CSA provides various rental vehicles at a negotiated rate in several areas of BC.

All required insurance is already included for vehicles rented under the CSA. For further details, please refer to the Insurance Information Guide.

To rent a vehicle using the CSA:

1)    Select a vehicle rental agency according to your travel destination by accessing the CSA - Goods and Services Catalogue for daily rentals (short-term rentals up to 30 days). 

2)    Provide a Corporate ID number to the rental company when making your reservation. This can be found on the list of vendors/suppliers for daily rentals.

3)    Use your District Purchasing Card (BMO MasterCard) to reserve and pay for the rental vehicle. Personal credit cards are not permitted.

4)    Do not accept any insurance offers made by the rental company such as:

•    Collision Damage Waiver or Loss Damage Waiver coverage

•    Personal Injury/Accident Insurance

•    Cargo Insurance or Personal Effect Insurance

Renting a Vehicle - Not Using the CSA

This may be necessary when:

•    a CSA rental agency is unable to supply the vehicle required;

•    a CSA rental agency is not available in the region; or

•    a vehicle is rented outside of BC.

Procedure:

1)    Select a vehicle rental agency according to your travel destination.

2)    Prior to selecting a vehicle type, ensure you are familiar with the Collison Damage Waiver (CDW) exclusions and limitations (including vehicle limitations) stated in section 4.1 of the BMO One Card Program: Certificate of Insurance.

3)    Please consult with the Secretary Treasurer prior to your departure in the following instances:

•    Vehicle rentals outside of Canada and the US

•    Rental periods exceeding 31 days

•    The maximum value of the vehicle exceeds $75,000 (CAD)

4)    The vehicle must be rented from a commercial rental agency and operated by the Primary Cardholder or other School District employee who is permitted as a driver. Declare the names of all drivers on the agreement and confirm they are covered by the insurance. SPP’s additional liability protection only covers employees or officers of the School District. 

5)    Use your District Purchasing Card (BMO MasterCard) to reserve and pay for the rental vehicle.  Personal credit cards are not permitted.

6)    Coverage provided under the BMO MasterCard agreement does not include Third Party Liability. Therefore, ensure the following:

In Case of an Accident

All accidents involving rental vehicles are to be reported within 24 hours. Notify the Secretary Treasurer together with a copy of the Police accident report.

For in province rentals:  In Province Accident Matrix

For out of province rentals: as specified in the BMO One Card Program: Certificate of Insurance.