Transportation Collaboration Efforts on the Colorado Flood 2013

1. Transportation Collaboration Efforts on the Colorado Flood 2013 Monday, September 30, 2013

2. Webinar Purpose Provide a rich discussion on past, present and future challenges faced by district transportation departments resulting from the Colorado Flood 2013 2

3. What challenges did transportation departments face with the recent flood? • Availability of drive staff • Access to school buildings • Access to transportation vehicles • Time students spend on the bus being transported 3

4. What challenges did transportation departments face with the recent flood? • Coordination efforts with EOC and EOM on how much, when and where for buses and equipment • Communication, communication, communication • Communication on where students were located • Communication to re-route students to secondary buildings • Communication on damaged infrastructure and alternate routes 4

5. So far, what lessons have been learned by districts on addressing the excess flood waters? • Changes occur instantaneously • Need to accommodate to changing scenarios • The “hurry up and wait” dilemma. Emergency entities over request staff and fleet so be prepared for frustrations and seeing staff and fleet stationary for extended periods of time 5

6. So far, what lessons have been learned by districts on addressing the excess flood waters? • Finding out who is “in charge” of area emergencies • Restraints to routing software capabilities for such topics as geographic groupings may be limited by district’s data composition • Be prepared to put in a lot of man hours for key personnel within the district 6

7. What strategies do transportation departments have to address the challenges of tomorrow with respect to the recent events? • Reconstructing routes on the fly • Communication to parents is vital • Rental of additional fleet to compensate for displaced students • Review of existing processes to facilitate operational expenses and prepare to document personnel activity for emergency reimbursement 7

8. What strategies do transportation departments have to address the challenges of tomorrow with respect to the recent events? • Development of relationships with civil servants – municipalities, emergency personnel, public works, etc. • NIMS training provides staff an understanding of emergency • Importance of table top exercises • Maintaining up-to-date emergency contact records 8

9. Are students who are displaced by a disaster covered by the McKinney-Vento act? • Yes • Students who lack a fixed, regular and adequate primary nighttime residence due to a disaster (flood, fire, hurricane, tornado, etc.) are considered homeless under the McKinney-Vento Act. • They are entitled to the same legal protections and services as other students experiencing homelessness. 9

10. For more information on the McKinney-Vento Act: • Please visit the following address for the Serving Displaced and Homeless Students Under Title webinar facilitated by CDE on September 26, 2013: • http://www.cde.state.co.us/fedprograms/ti/a_oh.asp 10

11. What are the financial assistance options to districts affected by the recent events? • Emergency State Funding: • CDE is evaluating options for possible special dispensation for districts suffering undue financial hardships • CDE needs estimates on additional costs for transportation due to damaged roads and displaced students: • Additional bus route mileage • Additional time students are on buses • Other additional costs 11

12. What are the financial assistance options to districts affected by the recent events? • USDE Project SERV Emergency Grant Program: • CDE received preliminary approval for $750,000 block-grant funds • CDE is establishing a process for dispersing the SERV Grant funds • Meetings and/or webinars will be offered to assist districts with identifying the best use of the funds 12

13. What has your experiences been during the recent events? District Comments and Experiences 13

14. Is there anything CDE can do to assist the districts as they face the flood and fire challenges? • Listen to the districts • Accommodate districts by providing alternatives to deadlines • Constant communication between districts and CDE • Answer questions • Provide any necessary support between districts 14

15. Is there anything CDE can do to assist the districts as they face the flood and fire challenges? • Listen to the districts • Accommodate districts by providing alternatives to deadlines • Constant communication between districts and CDE • Answer questions • Provide any necessary support between districts 15

16. Additional Resources: http://www.cde.state.co.us/cdegen/cofloodresources 16

17. Special Thank You: • Bob Young, Transportation Director of Boulder Valley School District • Randy McKie, Transportation Director of St. Vrain Valley School District • Matt Bryant, Transportation Director of Poudre Valley School District • All of the staff and responsive personnel in Colorado assisting those affected by the recent flooding 17

18. Contacts: Jennifer Okes Director of Public School Finance Office of School Finance Reporting & Field Support Colorado Department of Education 201 East Colfax, Denver, CO 80203 303.866.2996 Okes_J@cde.state.co.us Wendi Chapin Transportation Supervisor Office of Transportation/Office of Capital Construction Colorado Department of Education 201 East Colfax Avenue, Denver, CO 80203 303.866.6137 Chapin_W@cde.state.co.us Greta Bleau Senior Consultant Office of Transportation Colorado Department of Education  201 East Colfax Avenue, Denver, CO 80203 303.866.6656 Bleau_G@cde.state.co.us 18