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Board approves purchase of two activity buses; first reading held on bus-use policy
Summary
The board approved buying two activity buses and held a first reading of a proposed bus-use policy to standardize outside-agency requests. Packet pricing contained inconsistent figures; the board approved the larger 139-bodied buses for comfort and availability.
The Southwestern School Board approved buying two activity buses and heard a first reading of a district bus-use policy intended to standardize outside-agency requests.
Transportation staff presented a draft policy proposing that outside agencies be limited to nonprofit users per state rules, that agencies pay fuel, a driver hourly rate and a new bus-use fee to account for wear and tear, and that the district use the federal mileage rate as a baseline for reimbursement. Staff also proposed a 30-day lead time for trip requests with an emergency-exception process. A board member asked that the draft be posted at central offices so the public can review the policy during the first-reading period.
On the bus purchase, administration recommended two IC Collins 139 model activity buses. The packet contained inconsistent pricing: the presenter stated "The total cost for each bus is $17,924, resulting in a total cost of $215,848," language that does not arithmetically match. Staff explained the procurement choice by distinguishing the full-body 139 model (preferred for higher headroom and comfort) from the cheaper 159 transit-style models some vendors quoted. The board moved and approved the purchase of the two 139-body buses.
Why it matters: Updating and expanding the activity-bus fleet will reduce miles on older buses, provide spare capacity for simultaneous activities, and create a clearer, fee-based process for outside organizations that request district transportation.
Procedural notes: The bus-use policy was a first reading and will return for a later vote after posting and public review. The board approved the purchases during the meeting; administration noted the purchase will be paid from the 2025 operations budget.
Quotes from the meeting: Transportation staff said the policy "adds a bus use fee so that we can take into account the wear and tear on the vehicle," and explained the model choice: "the 139 is the full body taller one...we just didn't want you to see a lesser price for this 159 and us asking to buy the 139." The packet’s pricing inconsistency was not reconciled during the discussion.
