MinutesBudgetComm01092020

COLCHESTER BOARD OF EDUCATION
                                 Colchester, CT


                             BUDGET COMMITTEE MEETING

                            Thursday, January 9, 2020 ~ 9:00AM
                            Board of Education Conference Room

                                          MINUTES

MEMBERS PRESENT: Jessica Morozowich, Joanne Rose
ADMINISTRATION PRESENT: Superintendent Jeffrey Burt, CFO Maggie Cosgrove,
Director of Pupil Service and Special Education Kathleen Perry
OTHERS PRESENT: BOE Chair Mary Tomasi, Board of Finance liaison Andrea Migliaccio,
Executive Assistant to the Superintendent Amy Trinnaman
MEMBERS NOT PRESENT: Mitchell Koziol

1. CALL TO ORDER
Superintendent Burt called the meeting to order at 9:07AM.

2. CITIZEN COMMENTS
Motion by: J. Rose
To elect Jessica Morozowich as temporary Chair for the Budget Committee
Second by: J. Morozowich
Vote: Unanimous

3. ADDITIONS TO AGENDA
None.

4. APPROVAL OF THE NOVEMBER 7, 2019 MEETING MINUTES
Motion by: J. Rose
To approve the minutes of the November 7, 2019 Budget Committee meeting
Second by: J. Morozowich
Vote: Unanimous

5. FINANCIAL REPORTS
       5.1 Monthly Budget Reports
           CFO Maggie Cosgrove presented monthly budget reports from November 2019 and
           December 2019. She provided a detailed explanation for new BOE members of the
           budget process, procedures, reports format, encumbrance protocol, tuition paid and
           received, transportation costs, and the reason and process for budget transfers. She
           explained how assumptions are made in the budget process using historical data, and
           the difference between line items with fixed expense and those that are subject to
           fluctuation (e.g. fuel prices). Ms. Cosgrove reviewed line items with potential
           savings: heating oil, diesel fuel, classified salaries, electricity, and magnet school/vo-
           ag tuition. One area of budget concern is the certified salaries line due to the
          district’s recent hiring of exceptionally experienced candidates and the addition of a
          Kindergarten teacher due to enrollment. Superintendent Burt shared that the district
          budget is in a soft freeze, and that all purchasing and hiring decisions will need his
          approval. He has instituted a limit on discretionary funds.
      5.2 Health Insurance Reserve
          CFO Maggie Cosgrove presented reports from October 2019 and November 2019,
          indicating that the health insurance reserve is stable. She explained definitions of
          fully insured health insurance programs vs. self-insured, how stop-loss insurance
          helps with large claims, how the BOE realizes efficiencies by having insurance
          coupled with the Town, and state-paid subsidies for retirees. She further described
          how fluctuations in the health insurance reserve are tracked and managed.
      5.3 Special Education Excess Cost Report
          Director of Pupil Services and Special Education Kathleen Perry reported on the
          Special Education Excess Cost Report. She provided the correction that the table
          under review is for December 2019, not October 2019. For new BOE members, she
          explained the special education budgeting process as being based on assumptions at
          the beginning of a year but they can change with student entry/exit into or out of
          placements. This year’s estimated projection has been very accurate. She defined
          public and private placements and magnet school adjustments for special education
          costs. She explained that the district is seeking efficiencies with special education
          transportation with a bid for proposals. She further explained that the state
          reimburses the district for excess costs for special education, and that an
          improvement in Medicaid reimbursement data is helping us identify more detailed
          reimbursements for eligible students.
      5.4 Cafeteria Report
          CFO Maggie Cosgrove explained that we are a self-funded program and purchases
          are based on historical data. A recent CREC review has the district operating with
          efficiency. She explained state cost matching and free/reduced lunch reimbursement.
      5.5 Capital Reserve (Quarterly; None at this time)
      5.6 Use of Schools (None)

6. OLD BUSINESS (NONE)

7. NEW BUSINESS
      7.1 Budget Transfers Over $5,000 (None)

8. ADJOURNMENT

Acting Committee Chair Jessica Morozowich adjourned the meeting at 10:33AM.