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Board discusses contractor invoicing for coach‑drivers; seeks business‑office review
Summary
Board members raised concerns that some contractors invoiced the district for hours coaches were coaching while coaches were also paid through district channels, and asked the business office to clarify invoicing practices and potential double‑billing.
Board members discussed a multi‑year practice in which contracted transportation providers billed the district for driver hours that overlapped with coaches’ paid time, and asked the business office to review contracts and clarify billing rules.
What was raised: Board member discussion said contractor invoices sometimes begin when a contractor’s driver/coach picks up the bus, and continue until the bus returns, including hours when the district was already compensating the coach through payroll. Participants described a situation where the contractor billed roughly $21 per hour for the driver service while the coach also received pay through the contractor or district, creating a duplication of payment in some cases.
Board direction: Trustees asked the business office to review the invoicing practice and return with an explanation and recommended clarifications. Board members asked that Melinda (the business officer) and other appropriate staff be present at the next meeting to explain the contracts, billing timing, and whether invoiced hours should be adjusted when coaches are performing dual roles.
Context and background
- The practice dates back several years amid CDL driver shortages, when coaches and other staff obtained commercial licenses and occasionally operated buses for contractors.
- Board members acknowledged coaches helped cover temporary driver shortages but expressed concern that contractors may be billing for hours that overlap with district payroll or other compensation to the coach.
- The board asked staff to discuss the issue with the business office and the contractor and promised to revisit the item at the next meeting if needed.
Ending
The board did not take formal action. Trustees requested a detailed explanation from the business office and invited the business officer and affected staff to clarify billing practices at the next meeting.
