MinutesBudgetComm04022020_(2)

COLCHESTER BOARD OF EDUCATION
                                      Colchester, CT



                                     BUDGET COMMITTEE


                              Thursday, April 2, 2020 at 9:00AM
                      Virtual BOE Budget Committee Meeting via Zoom

                                           MINUTES

COMMITTEE MEMBERS PRESENT: ​Jessica Morozowich, Joanne Rose
BOARD MEMBERS PRESENT​: Suesen Hickey, Mitch Koziol, Mary Tomasi
BOARD MEMBERS NOT PRESENT:​ Chris McGlynn, Amy Domeika
ADMINISTRATION PRESENT: ​Superintendent Jeffrey Burt, CFO Maggie Cosgrove, Director of
Pupil Services and Special Education Kathleen Perry, Director of Educational Operations Mario
Hurtado
OTHERS PRESENT: ​Executive Assistant to the Superintendent Amy Trinnaman

1. CALL TO ORDER
   Chair Morozowich called the meeting to order at 9:01AM.

2. ADDITIONS/CHANGES TO THE AGENDA
   None.

3. PUBLIC COMMENT
   None.

4. * APPROVAL OF MINUTES
   4.1 * Approval of March 5, 2020 Minutes
   Motion by​: J. Rose
   To approve the minutes of the March 5, 2020 Budget Committee Meeting
   Second by​: J. Morozowich
   Vote: ​Unanimous

5. * PRIORITY DISCUSSION/ACTION ITEMS
   5.1 Non-union and Part-time Employees status
       Executive order 7R provides Colchester Public Schools with guidance on retaining
       employees. We will retain non-union employees, including Directors, CFO, as well as IT
       and part-time cafeteria workers, a greeter, and a security officer. As advised, we will
       continue to employ workers “to the greatest extent practical.” Daily subs were laid off on
       March 16 and they may file for unemployment and receive additional benefits.
       Superintendent’s recommendation is that all other employees remain whole. CFO Maggie
      Cosgrove shared that many non-union employees (IT, Finance department) are fully
      operational and performing their jobs from home.

      Daily substitutes may be brought back in to train them to cover for absent teachers.
      Kathleen Perry, Director of Special Education and Pupil Services shared that
      paraprofessionals are receiving training and professional development via Mobile Mind
      and Google Classroom so they may assist teachers. CREC training is set up for
      paraprofessionals in the State, and paraprofessionals will then have a combination of
      working with students online and continued professional development. Training is directly
      related to their positions. Specific training will help in the future in placing
      paraprofessionals with students.

  5.2 *LEARN Transportation Contract
      There was an initial plan to issue an RFP, but that process would be very difficult at this
      time. We requested a cost proposal from LEARN for a one year extension. We will go to
      a full RFP process in the next school year. Recommendation to forward to the full BOE
      for approval.
      Motion by:​ J. Rose
      To forward this contract to the full BOE to approve the 1-year revised LEARN
      Transportation Contract for 2020-2021 with a 3% increase.
      Second by: ​J. Morozowich
      Vote: ​Unanimous

  5.3 M&J Bus Contract Update
      Governor’s Executive Order 7R requires that we continue to cover payroll/benefit costs
      for transportation employees, and we have requested the breakdown of these costs.
      Superintendent Burt is in conversations with transportation providers to determine
      their exact costs that we would then pay out to cover their operating costs.

  5.4 District Closure Budget Impact
      We are closely examining potential impacts to the budget as a result of COVID-19. The
      current plan, in the absence of updated guidance from the State, is that we will return
      to school on April 20. On April 10, the Governor will update his recommendation for
      schools reopening. With salaries and benefits being 80% of the budget, there are some
      savings but we began this with a deficit in the salary line. CFO Cosgrove shared that the
      greater budget concerns will be with the revenue side of the budget as related to the
      overall budget for next fiscal year 2020-2021.

6. BUDGET REPORTS
   6.1 Monthly Budget Reports
       CFO Maggie Cosgrove shared that this report represents a world pre-Covid19. Areas
       expected to have lower expenditures are heating/electricity, and building substitutes.
       She does recommend that we continue to fill fuel tanks and approve a budget transfer
       to purchase additional Chromebooks. There are very few additional purchases at this
     time, except for cleaning supplies. Stipends for coaches are very dependent on the
     possibility of spring sports.

     Regarding Capital outlay, Director of Educational Operations Mario Hurtado has
     continued to work on building security improvements while the buildings are empty,
     funded by the security grant. Projections through the end of the year are underway and
     taking these issues into consideration. There is potential for next year’s financial impact
     to take into consideration this year’s effects. Special Education excess costs, grants, and
     the Education Cost Sharing grant will all continue to be funded. April’s budget report
     may reflect changes in those budget lines.

  6.2 Health Insurance Reserve
      Total health insurance reserve balance as of the end of February is in line with the
      balance at the beginning of the fiscal year. Balance for the BOE has increased,
      offsetting the decline in the balance for the Town​.​ The $544K represents claims paid for
      the BOE in March. Number of stop loss claims is cumulative for the year. It is
      anticipated that there will be COVID-19 related health insurance claims.

  6.3 Cafeteria Fund
      The CFO needs to verify whether the Federal reimbursements for free and reduced for
      January and February were included in the report being presented. The March financial
      reports will reflect the impact of not receiving revenues from food sales. There is a
      possibility for reimbursement of the meals program we are currently providing but we
      are awaiting more information from the State and Federal government officials. At this
      point, it’s an unexpected expense in the budget. We are still seeking guidance as to
      whether weekend provided meals would be reimbursable. This is a potential
      unexpected expense in the budget. There have been approximately 100 meals per day
      being provided.

  6.4 Special Education Excess Cost Report
      No changes from the report provided in February. No students left or returned to the
      district. The out-of-district tuitions are expected to remain intact as providers are
      continuing to provide learning opportunities for our students. Transportation costs
      have changed, and we await guidance about adjustment of reimbursements based on
      that change. There are no additional staff on the transportation buses. As far as
      Medicaid reimbursement, we have Speech and Language Pathologists and
      Occupational Therapists providing remote services for participating students but we are
      unsure what will be reimbursed at this time. Everything is being documented and will
      be resolved when we receive proper guidance from the State.

  6.5 Budget Transfers Under $5,000 (None at this Time)
  6.6 Capital Reserve (Not at this Time)
  6.7 Use of Schools (Not at this Time)

7. OLD BUSINESS
  7.1 Budget Freeze Update
      Budget freeze update was covered in previous agenda items. We are continuing to
      monitor as we move forward. Superintendent is continuing to approve expenditures
      charged to the budget.

  7.2 2020-21 Budget Update
      Budget presentation did not take place on March 31st. This process can be extended 30
      days, but issues surrounding referendum and public hearings are still unclear.
      Adjustments to the process must be made, but discussion between municipalities is
      ongoing. April 30th would be the last date to have a presentation to the Board of
      Finance.

      There is still a goal of having a referendum but in conference calls with CCM and
      attorneys, the Governor’s executive order is to have a budget in place by July 1st. There
      would need to be a very quick timeline of meetings to meet this goal. There is potential
      for joint meetings with the Board of Selectmen and Board of Finance. The Board of
      Selectmen may have the authority to set a mil rate for the budget. The full BOE will visit
      this timeline and process in upcoming meetings.

8. * NEW BUSINESS
   8.1 *Budget Transfers Over $5,000
       Available funds are from the unexpended instructional supply lines from multiple areas.
       The demand for Chromebooks is continuing according to the IT department. 200 have
       been handed out, and we need to have some supply for replacements as well.
       ChromeBooks may be reimbursable through federal relief package, but at this time we
       can use instructional supply line funds to assist families.
       Motion by: ​J. Rose
       To move budget transfer to the full BOE to approve the budget transfer in the amount
       of $18,000 for the purchase of Chromebooks.
       Second by:​ J. Morozowich
       Vote:​ J. Rose, J. Morozowich, M. Koziol

9. PUBLIC COMMENT ON NEW ISSUES RAISED OR SUBJECTS DEVELOPED
   None.

10. ADJOURN
  Chair Morozowich adjourned the meeting at 10:09AM.