JOINT BOARD CONSORTIUM Board Room, York Region District School Board Wednesday, June 1, :00 P.M.

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1 AGENDA JOINT BOARD CONSORTIUM Board Room, York Region District School Board Wednesday, June 1, :00 P.M. 1. Call to Order 2. Roll Call 3. Election of Co-Chairs 4. Approval of the Agenda 5. Receipt of the Minutes Business Arising PRESENTATIONS NIL ACTION ITEMS NIL INFORMATION ITEMS Meeting Schedule Joe Guchardi 5 8. Student Ride Times Exceeding 60 Minutes Keith Brown Temporary Transportation Service Notices Keith Brown Auditor General Report Joe Guchardi Independent Procurement Report Joe Guchardi School Bell Time Optimization Joe Guchardi Elementary Single Walk Zone Consideration Joe Guchardi Transportation Budget Report Claire Tupchong 17

2 15. Ministry Survey Follow-Up Report Claire Tupchong Community Managed Transportation Update Joe Guchardi OSBA/ISBOA Letter to Minister of Education Joe Guchardi Verbal

3 ROUTINE York Region District School Board York Catholic District School Board MINUTES OF THE PUBLIC SESSION of the JOINT BOARD CONSORTIUM The Joint Board Consortium meeting was held on Wednesday, December 2, 2015 at 4:09 p.m. in the Board Room of the York Region District School Board, 60 Wellington Street West, Aurora, Ontario. PRESENT: YRDSB Trustees: YRDSB Staff: YCDSB Trustees: YCDSB Staff: STS Staff: Presiding: L. Carruthers, A. DeBartolo and B. Pang J. Fair, A. Hoyle and D. Reynolds (on behalf of Coordinating Superintendent, Business and Chief Financial Officer W. Muirhead-Toporek) C. Cotton and M. Marchese D. McCowell and J. Sabo J. Guchardi and D. Willis Trustee A. DeBartolo Recording Officer: L. Toniutti Absent with Notice: Trustee D. Giuliani CALL TO ORDER Committee Co-Chair A. DeBartolo called the meeting to order at 4:09 p.m. DECLARATION OF CONFLICT OF INTEREST Committee Co-chair A. DeBartolo asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed during the meeting to state their conflict and the nature thereof. No conflicts were declared at this time. 1

4 Joint Board Consortium Minutes Public Session December 2, 2015 APPROVAL OF AGENDA (*)1. Moved by L. Carruthers, seconded by C. Cotton: That the agenda be approved as presented. RECEIPT OF MINUTES - Carried - (*)2. Moved by B. Pang, seconded by L. Carruthers: That the Minutes of the May 27, 2015 Joint Board Consortium Meeting Public Session be received for information. INFORMATION ITEMS September 2015 Start-Up Report - Carried - J. Guchardi, Manager, Student Transportation Services York Region (STSYR), provided a report pertaining to September start-up including the impact of road construction, traffic challenges, service provider concerns and student drop-off procedures. J. Guchardi highlighted service provider concerns with two contractors who had difficulty hiring, training and retaining school bus drivers. Both contractors were servicing the same areas which limited STSYR s ability to reassign routes to other contractors. STSYR was able to reassign a number of underperforming routes to other existing contractors. There was increased service provider diligence in checking Safe Rider stickers and coordinating with schools that students were placed on correct buses. STSYR staff was congratulated for their dedication to customer service and putting in long hours to ensure a successful start-up. Calls to trustees, from parents, were significantly lower this year. Great progress was made with respect to communicating service changes to students moving from grades three to four. Overall, STS was very pleased with this year s start-up and will take the lessons learned from this year and apply them to the start-up. Note: Superintendent of Schools, Operations A. Hoyle entered the meeting at 4:12 p.m. Ministry of Education Annual Transportation Survey J. Guchardi, Manager, Student Transportation Services York Region (STSYR), updated the Joint Board Consortium on the collection of transportation data by the Ministry of Education since Minor changes to the data collection tool were implemented for the

5 Joint Board Consortium Minutes Public Session December 2, survey. STSYR staff have spent a significant amount of time extracting and validating the data for the annual report and will forward completed survey to the Ministry of Education by the December 11, 2015, deadline. A copy of the executive summary will be provided to committee members at a future meeting. Inclement Weather Procedures Dan Willis, Assistant Manager of Student Transportation Services York Region (STSYR), outlined the inclement weather procedures. It was noted that the declaration of an inclement weather day will result in the cancellation of student transportation throughout the system. This includes all morning and afternoon school buses, vans and taxi services in the Region. The new School Bus Cancellation Notice was shared with committee members Strategic Plan Joe Guchardi, Manager, Student Transportation Services York Region (STSYR), provided a report outlining initiatives designed to improve operation efficiency and enhance safety. Technology and Routing Efficiencies STSYR staff is focusing on making adjustments to map speeds and Global Positioning Systems. Safety Programs The First Time Rider and the School Bus Education programs offered by Stock Transportation, have been a great success. York Region District School Board s Purchasing Services staff will work with vendors to ensure programs continue to be relevant and explore contract extension options, where appropriate. Website Enhancements STSYR is in the process of updating the website. Focus will be placed on simplifying access to the pages that are visited the most such as late bus report, bus stop information and transportation eligibility. Transportation Software Review STSYR has used the same software since Other software options are being investigated to address changing needs and the limitations of the current system. 3

6 Joint Board Consortium Minutes Public Session December 2, 2015 Route Audit Procedure Student Transportation Services York Region (STSYR) conducts route audits each year to ensure school bus companies are providing service in accordance with contractual agreements. Staff support of the audit process for school buses is being reviewed to respond to increased demands and advancements in technology. This function was identified as a best practice in the 2008 Ministry Effectiveness and Efficiency Review. ADJOURNMENT The next Joint Board Consortium meeting will be held on Wednesday, March 2, 2016, at the York Region District School Board. (*)3. Moved by L. Carruthers, seconded by M. Marchese: That the Joint Board Consortium Meeting - Public Session adjourn at 4:47p.m. - Carried - 4

7 Memo To: From: Joint Board Consortium Administration Date: June 1, 2016 Subject: Meeting Schedule Executive Summary The purpose of this report is to provide for the Joint Board a proposed meeting schedule/location for the school year. Background Traditionally the Joint Board Consortium meets three times each year. Meetings are usually held in December, March and June of each school year. Proposed schedule The meetings for the school year will be held at the York Catholic District School Board. Wednesday, December 7, 2016 Wednesday, March 1, 2017 Wednesday, June 7, 2017 Summary In order to minimize confusion over meeting locations, the schedule is matched to the school year calendar. 5

8 Memo To: From: Joint Board Consortium Administration Date: June 1, 2016 Subject: Student Ride Times Exceeding 60 Minutes Executive Summary The intent of this report is to provide trustees with information on the number of school bus routes and students at each board whose ride times exceed the policy guidelines. Background The York Catholic District School Board (YCDSB) and the York Region District School Board (YRDSB) share the same criteria for the length of time students can ride on a school bus. Both boards policies state: Ride time is the time students spend on the bus from collector points. The walking time to and from the collector point is not included. Ride times on board provided transportation exceeding 60 minutes would be considered exceptional circumstances. Due to the size of the region and the variety of programs offered, exceptional circumstances occur from time to time whereby route times exceed policy guidelines. Student Transportation Services York Region (STSYR) makes every effort to provide service within policy guidelines; however, given the regional nature of certain programs, some situations are unavoidable. YCDSB 11 Routes comprised of buses, caravans and taxis have run times in excess of 60 minutes; 25 students have ride times in excess of 60 minutes; 92% of the 11 routes are between 60 and 70 minutes. YRDSB 37 Routes comprised of buses, caravans and taxis have run times in excess of 60 minutes; 161 students have ride times in excess of 60 minutes; 84% of the 37 routes are between 60 and 70 minutes. 6

9 Summary The vast majority of routes that exceed the policy threshold are vehicles that transport students to regional programs such as French Immersion, Gifted Program, Program for Academic and Creative Extension (PACE) and Bill Crothers Secondary School. Routes that exceed the policy are reviewed annually and, where possible, changes are made to bring them into compliance. 7

10 Memo To: From: Joint Board Consortium Administration Date: June 1, 2016 Subject: Temporary Transportation Service Notices Executive Summary Student Transportation Services York Region (STSYR) provides temporary transportation on occasion for students in circumstances where short-term hazards prevent safe pedestrian access to schools, such as in construction areas. Background Presently, STSYR is providing temporary service to students in some areas of Markham due to the lack of traffic calming measures such as sidewalks, traffic lights and crossing guards. Initial communication regarding the provision of temporary service has been done via an to the principals who would then share the temporary bussing information with all affected families. STSYR recently created a service removal notice effective September 2016 to share with the families receiving temporary service in Markham at both school boards. Several parents provided feedback that they were unaware the service was temporary and were upset that service is being removed. Summary In order to avoid any future confusion regarding the permanency of service, going forward STSYR will create and distribute a notice to parents advising when temporary transportation service is being provided. An annual reminder will be sent if necessary and a follow-up notice when service is removed. Notices will be created by STSYR staff and distributed through the schools. 8

11 Memo To: From: Joint Board Consortium Administration Date: June 1, 2016 Subject: 2015 Auditor General Report Executive Summary The purpose of this report is to inform the Joint Board Consortium (JBC) about the recently released 2015 Auditor General report as it pertains to student transportation service in the Province of Ontario. Background The 2015 Auditor General annual report was released December 2, Section 3.13 of the report focused in detail on the provision of school vehicle service in the province. The report focuses on transportation planning, safety, vehicle maintenance, driver hiring and competence, collision analysis, efficient and safe recruiting and procurement practices. Members of the Auditor General s office met with staff from Student Transportation of Peel Region, the Toronto Student Transportation Group and Sudbury Student Services Consortium to audit current processes and procedures on all aspects of transportation. In addition, audit work was performed at the Ministry of Transportation and to a lesser extent the Ministry of Education. Surveys were also sent to all remaining Consortia in the province including Student Transportation Services York Region (STSYR). The report makes a total of 15 recommendations which are summarized in Appendix A. Summary: STSYR provides safe, efficient transportation service which conforms to school board policies and departmental procedures. SYSTR prides itself on its contract performance management program which confirms contractor compliance with recommendation #1 of the Auditor General report. In addition STSYR utilizes route optimization software, encourages vehicle sharing among boards and staggers school start and end times as suggested in recommendation #12 of the report. STSYR s annual work plan is focused on constantly improving existing practices. STSYR will use the AG report to assist in forming future planning objectives to ensure provincial best practices are in place to ensure maximum efficiency and increased safety for the students of York Region. 9

12 APPENDIX A 2015 Auditor General Report Recommendations Recommendation Responsibility Comments 1 Develop and conduct effective oversight processes for contractor compliance and track driver turnover, accidents and incidents Transportation Consortia These recommendations are already addressed by STSYR through the annual Contract Performance Management process. These include site visits that measure a number of key indicators including items mentioned in the recommendation. 2 Monitor School Bus Driver Improvement Program to promote safe school bus driving 3 Monitor Commercial Vehicle Operators Registration (CVOR) to ensure infractions are reported in a timely manner and are easily interpreted and verified 4 Consider changing threshold that triggers a Facility Audit of school bus contractors 5 Improve effectiveness of school bus inspections by updating the Bus Tracking System, focus on high risk school buses, follow inspection timeframes and follow-up on identified infractions 6 Ensure Motor Vehicle Inspection Stations (MVIS) s are conducting effective mechanical inspections 7 Develop Protocol to share inspection and Audit information 8 Improve Transportation Safety by developing consistent mandatory safety programs, policies and guidelines for students 9 Set formal guidelines for reporting school vehicle collisions and incidents Ministry of Transportation Ministry of Transportation Ministry of Transportation Ministry of Transportation Ministry of Transportation Ministry of Transportation, Education and Transportation Consortia Ministry of Transportation, Education and Transportation Consortia Ministry of Education STSYR supports this initiative and looks forward to working with stakeholders to develop an effective protocol STSYR supports this initiative and looks forward to working with stakeholders to develop the suggested programs, policies and guidelines 10

13 10 Establish guidelines/ standards on eligibility for transportation services including home to school walking distances 11 Revisit and Implement an updated transportation funding formula 12 Increase efficiency by tracking and monitoring rider utilization based on actual riders, increased sharing of vehicles among boards, staggering bell times and coordinating common days off and evaluating the benefits parents to opt out of service 13 Set standards for optimal utilization of school vehicles 14 Clarify the roles and responsibilities of school boards and consortia by setting eligibility and efficiency measures 15 Develop standard criteria for evaluating RFP submissions in procuring transportation services Ministry of Education and School Boards Ministry of Education Transportation Consortia Ministry of Education Ministry of Education Ministry of Education, school boards and Transportation Consortia STSYR supports this initiative and looks forward to working with stakeholders to develop the suggested programs, policies and guidelines STSYR has for some time completed all of the items with the exception of the last point. STSYR supports this initiative and looks forward to working with stakeholders to develop standard evaluation criteria. 11

14 Memo To: From: Joint Board Consortium Administration Date: June 1, 2016 Subject: Independent Procurement Report Executive Summary The intent of this report is to provide Trustees with an overview of the recently released Student Transportation Competitive Procurement Review report chaired by retired Chief Justice Colin L. Campbell. Background In the fall of 2014, the Ministry of Education for Ontario contracted a review team to review competitive procurement practices and student transportation Request for Proposals (RFP) s issued after December 31, The review was a follow-up to the Osbourne task force from The review team met with consortia managers, school bus operators, Ontario Association of School Business Officials (OASBO) purchasing managers and school business officials from November 2014 through June 2015 and created the Campbell Report. The report identifies challenges for all stakeholders involved in the competitive procurement process for school bus transportation, particularly school bus service providers. The report recognizes that a one size fits all procurement solution is not possible due to various factors including geography, population diversity and rural vs. urban makeup of the province. The Campbell report recognizes that competitive procurement should be enacted in an open and transparent way that achieves value for money. The report identifies concerns and barriers to competitively procured student transportation. Contained within the components are twenty-nine recommendations designed to improve future RFP documents and processes. Twelve of the recommendations are Broader Public Sector compliant and are listed in the attached Appendix A from the Student Transportation Competitive Procurement Review report. Summary Student Transportation Services York Region (STSYR) had anticipated some of the recommendations of the review committee and have included several in the current RFP for 70 and 24 passenger vehicles which closed February 18, These include the recommendation for a longer contract terms, staggering RFP s as to not procure the entire region at once and aligning contract lengths to better reflect vehicle ages for asset categories. 12

15 STSYR will continue to follow the broader public sector procurement directive and will consider recommendations from the Student Transportation Competitive Procurement Review report in future RFP s to ensure fairness, transparency and continue to provide safe, cost effective transportation to students of York Region. 13

16 Appendix A: Opportunities Related to the BPSPD and Confirmed to be Compliant # Opportunity 2 Develop strategies for route bundling that reflect opportunities offered by local markets 4 Under the auspices of the technical subcommittee of the Industry Committee (item 27 below), establish standardized requirements in terms of service, performance and capacity 5 Do not include operator cost structure as part of the evaluation 7 Implement a standing Independent Procurement Panel that could be a resource available to consortia to quickly address procurement issues that arise during and as a result of competitions, at least for the next procurement cycle 9 Align contract lengths to more closely reflect the allowable ages for the asset categories 20 Maintain clear distinctions between mandatory requirements, rated criteria, contract obligations, evidence and evaluations 21 Maintain clear distinctions between different categories of mandatory requirements 22 Disclose contract obligations clearly and transparently, and in the appropriate place 23 Articulate clear evaluation criteria directly linked to ability to perform the required service 24 Seek quantitative and objective evidence whenever possible 25 Where qualitative evidence is necessary, use a checklist method of evaluation 29 Establish an arbitration panel as a resource that consortia could employ to resolve arbitrations in a timely and efficient manner 14

17 Memo To: From: Joint Board Consortium Administration Date: June 1, 2016 Subject: School Bell Time Optimization Executive Summary The intent of this report is to provide the Joint Board Consortium (JBC) with an update regarding Student Transportation Services York Region s (STSYR) ability to investigate region-wide bell time changes. Background Further to previous JBC discussions, STSYR has received approval to bring micro level bell time changes forward for committee s support. A procedure is in place to process changes that range above and below a ten minute threshold. Changes within the ten minute threshold assist in reducing cost increases by allowing staff to better utilize existing vehicles and reduce the need to add vehicles for certain growth scenarios, program extensions, or increased traffic. In order to affect meaningful cost savings, STSYR feels global bell time changes are required. The current transportation software is not robust to allow staff to evaluate significant bell time optimization scenarios. Without proper computer assistance the process becomes manual, which is less efficient and has increased accuracy risks. STSYR has been waiting several years for current software provider Trapeze (recently renamed Tripspark) to complete a software platform upgrade which would automate the bell time optimization process. In the meantime, over the past five years, there has been a steady migration of Ontario based transportation consortium from Tripspark to another more robust product called Bus Planner (Geo Ref Systems, based in Waterloo, Ontario). Approximately eight consortia have switched to Geo Ref over the past few years leaving only three remaining Tripspark customers in Ontario. The Geo Ref platform has a proven track record for route and bell time optimization as well as providing costing, invoice and ministry survey modules. Summary Given current software resources, STSYR is not able to effectively and efficiently process region-wide bell time changes. STSYR suggests all software options and associated costs be researched and shared at the next JBC meeting. 15

18 Memo To: From: Joint Board Consortium Administration Date: June 1, 2016 Subject: Elementary Walk Zones Executive Summary This report is intended to provide information about the current elementary walk distances to school and the possibility of a review. Background The current walking distance criterion was created many years ago. A number of challenges have been identified with regard to the change in the walking distance after grade three. Trustees, Student Transportation Services York Region (STSYR) staff and school staff constantly field calls from parents asking that exceptions be made to allow older siblings to ride the bus. A review of the walking distances of neighbouring school board consortia was conducted (see summary table below). Five of the seven board reviewed have a single walk distance for students in grades JK-8. HOME TO SCHOOL DISTANCE (IN KM) CONSORTIUM/BOARD JK/SK Gr. 1 Gr. 2 Gr. 3 Gr. 4 Gr. 5 Gr. 6 Gr. 7 Gr. 8 HALTON PEEL TCDSB TDSB DURHAM SIMCOE YORK Summary STSYR staff can, if directed, review the impact and potential cost savings of changing the home to school walk distance for both school boards and provide an update at a future meeting. 16

19 Memo To: From: Joint Board Consortium Administration Date: June 1, 2016 Subject: Transportation Budget Report Executive Summary The intent of this report is to provide the Joint Board with an update on budget preparations for Student Transportation Services York Region (STSYR) for the school year. The budget is comprised of general and administration expenses and operating expenses for the York Catholic and York Region District School Boards. Budget Preparations Administration has developed the budgets based on the following factors: No additional staff requirements and based on Ministry of Education Memorandum of Understanding; One new school opening for each board; Fuel cost fluctuations ; Cost increases due to contractual obligations; Increased service needs for students based on program; and Routing efficiencies Summary Each board is responsible for their portion of the operating costs of the STSYR budget. The administration budget is shared 50/50 between the boards. The budget estimates reflect current levels of service are reflective of school board policies. 17

20 Memo To: From: Joint Board Consortium Administration Date: June 1, 2016 Subject: Ministry Survey Follow-up Report Executive Summary The intent of this report is to provide Trustees with a synopsis of information that was requested by Joint Board Consortium (JBC) with regard to the Annual Ministry Transportation Surveys. Background The Ministry survey is divided into four major categories: Student and Financial Information o consortia staffing o number of students transported o transportation expenditures o rider safety programs Contracts and Vehicles o vehicle age o Student ridership o Route time statistics Transportation Policies o Walk zones o Bell times o Bus planning statistics o Accessible transportation Transportation Safety o Safety training programs o Booster seat usage o Accident statistics Summary The Ministry of Education requires consortia to complete the annual transportation survey in order to conduct informed policy analysis and to produce and share comprehensive summary reports to support consortia and board level decision making. As mentioned at the December 2015 JBC meeting, Student Transportation Services York Region (STSYR) has completed and forwarded the student transportation survey prior to the deadline requested by the Ministry. 18

21 Memo To: From: Joint Board Consortium Administration Date: June 1, 2016 Subject: Community Managed Transportation Update Executive Summary The purpose of this report is to provide Trustees with follow-up information from a presentation to the Joint Board Consortium (JBC) in December 2014 regarding not-for-profit community managed transportation. Background At the December 2014 Joint Board Consortium meeting, trustees heard a presentation from Jeff Mole asking for their support of his plan for a community enterprise to deliver student transportation service. A community enterprise is a not-for profit corporation that believes it meets a business need, provides community or public benefits and is an alternative to private services. Mr. Mole believes that the government may take a look at a community enterprise for procurement and has been encouraging them to use his community enterprise model to create a community enterprise act. As a follow up to the presentation at the JBC, Student Transportation Services York Region (STSYR) was contacted again by Mr. Mole and a meeting was held on Friday January 8, Mr. Mole again advised STSYR that he is seeking individuals and groups to get involved to ensure community enterprises are established in communities. He is also looking to raise funds to build membership to achieve his goal. His plan is to create community enterprises as corporations without shared capitol. Any surplus provided by the corporation would be donated to the betterment of communities. Some of Mr. Mole s proposed community enterprises initiatives include; School Bussing Farming and Local Food Processing Energy Generation Toll Highways and Maintenance Waste Management 19

22 Mr. Mole has raised the issue with local members of Parliament with limited support. Summary STSYR reiterated it is bound to follow Broader Public Sector (BPS) guidelines and acquire transportation service that is safe, efficient and dependable. Staff advised Mr. Mole that based on its mandate and in the interest of service acquisition transparency it is not in a position to recommend his services over that of any other vendor. 20