MinutesBudgetComm07132020

COLCHESTER BOARD OF EDUCATION
                                 Colchester, CT



                                 BUDGET COMMITTEE

                                Monday, July 13, 2020
                         BOE Budget Committee Meeting 2:30PM
                               Virtual Meeting via Zoom

                                        MINUTES

COMMITTEE MEMBERS PRESENT: ​Jessica Morozowich, Joanne Rose, Mitch Koziol
(joined at 3:03PM)
ADMINISTRATION PRESENT: ​Superintendent Jeffrey Burt, CFO Maggie Cosgrove,
Director of Pupil Services and Special Education Kathleen Perry, Director of Educational
Operations Mario Hurtado, Director of Human Resources Shannon Ramsby
OTHERS PRESENT: ​Executive Assistant to the Superintendent Amy Trinnaman

1. CALL TO ORDER
   1.1 Call to Order
       Chair Morozowich called the meeting to order at 2:31PM

2. ADDITIONS/CHANGES TO THE AGENDA
   None.

3. PUBLIC COMMENT
   3.1 Public Comment
       None.

4. *APPROVAL OF MINUTES
   4.1 *Approval of June 18, 2020 Minutes
       Motion by:​ J. Rose
       To approve the minutes of the June 18, 2020 Budget Committee meeting.
       Second by: ​J. Morozowich
       Vote: ​Unanimous
       Roll call: ​J. Rose, J. Morozowich

5. *PRIORITY DISCUSSION/ACTION ITEMS
   5.1 District Closure Budget Impact
       Superintendent Burt asked CFO Maggie Cosgrove to present the Monthly Budget Report
       at this time.
6. BUDGET REPORTS
   6.1 Monthly Budget Reports
       CFO Cosgrove shared that there have been no significant changes to the year-end
       projected actuals over the last few weeks. Special Education transportation and tuition
       costs may change as final invoices are received and purchase orders are closed out,
       however this will not change the bottom line as these line items are subject to Excess
       Cost reimbursement. The purchase of chromebooks and instructional supplies
       (offsetting FY 2020-2021 budget reductions) are reflected in the monthly report as
       encumbered. The estimated contribution to the Cafeteria Fund is not reflected on the
       June monthly report, but has been accounted for in the year-end projections prepared by
       the Finance departmen​t.​ The most recent projection is an approximate unexpended
       balance at year-end of $300,000 as a result of COVID-19 related school closures. There
       is a possibility that outstanding encumbrances may not have been fulfilled due to
       COVID-19 interruptions.
       There were savings in electricity and fuel lines.
   6.2 Use of Schools
       This report through June 30th was presented. There has not been much activity here due
       to school closures. A consideration for the coming school year is to limit outside groups
       using schools. We await guidance from the State on this matter.
   6.3 Health Insurance Reserve
       May 2020 and June 2020 reports were presented. These favorable reports reflect that
       people may have avoided unnecessary medical visits during COVID medical office
       closures.
   6.4 Capital Reserve
       There is not much change in the Capital Reserve report since March 2020 other than
       encumbering work for the Bacon Academy track and gym bleachers.
   6.5 Special Education Excess Cost Report
       The June 1 Special Education Excess Cost Report was updated through June, calculating
       contracts for transportation, services, and tuition into the report. The State does not fully
       fund the entitlement grant for Excess costs – the worksheet reflects an estimated cap of
       77% for the reimbursement.​ ​With a recent legal change to age 22 for special education
       eligibility, there are three eligible students in District. Superintendent Burt
       acknowledged that creation of the CTAC program has been a significant improvement
       for our District. Discussion ensued regarding a partnership being pursued with East
       Haddam for an 18-21 program.

Mitch Koziol joined the meeting at 3:03PM.

  6.6 Cafeteria Fund (Not at this Time)
  6.7 Budget Transfers Under $5,000 (None at this Time)

7. OLD BUSINESS
   7.1 *2020-21 Budget Update Discussion
      Superintendent Burt and CFO Cosgrove shared that the budgets are ready for staff to
      begin moving forward with purchases for the coming school year. PPE expenses and
      possible state/federal funding for such supplies are not fully known at this time.

8. *NEW BUSINESS
   8.1 *Budget Transfer Over $5,000 (None at this time)

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

10. ADJOURN
    The meeting adjourned at 3:28PM.