MinutesBudgetComm04012021 (1)

COLCHESTER BOARD OF EDUCATION
                                 Colchester, CT



                                   BUDGET COMMITTEE

                                  Thursday, April 1, 2021
                           BOE Budget Committee Meeting 9:00AM
                                 Virtual Meeting via Zoom

                                          MINUTES

COMMITTEE MEMBERS PRESENT: Jessica Morozowich, Joanne Rose
ADMINISTRATION PRESENT: Superintendent Jeffrey Burt, CFO Maggie Cosgrove,
Director of Educational Operations Mario Hurtado, Bacon Academy Principal Matthew Peel
OTHERS PRESENT: BOE Chair Mary Tomasi, Executive Assistant to the Superintendent
Amy Trinnaman

1. CALL TO ORDER
   1.1 Call to Order
       Chair Morozowich called the meeting to order at 9:02AM.

2. ADDITIONS/CHANGES TO THE AGENDA
   2.1 *Budget Transfer Over $5,000: Choral Shells for Bacon Academy
      Motion by: J. Rose
      To include item 2.1 as an addition to the agenda as item 8.1
      Second by: J. Morozowich
      Vote: Unanimous
      Roll call: J. Rose, J. Morozowich

  2.2 *Budget Transfer Over $5,000: Special Education Testing
      Motion by: J. Rose
      To include item 2.2 as an addition to the agenda as item 5.1
      Second by: J. Morozowich
      Vote: Unanimous
      Roll call: J. Rose, J. Morozowich

  2.3 *Bacon Academy LMC Furniture Discussion
      Motion by: J. Rose
      To include item 2.3, as an addition to the agenda as item 5.2
      Second by: J. Morozowich
      Vote: Unanimous
      Roll call: J. Rose, J. Morozowich

  2.4 *Budget Transfer Under $5,000: WJJMS Music Department PPE
      Motion by: J. Rose
      To include item 2.4 as an addition to the agenda as item 6.7
      Second by: J. Morozowich
      Vote: Unanimous
      Roll call: J. Rose, J. Morozowich

3. PUBLIC COMMENT
   3.1 Public Comment
       None.

4. *APPROVAL OF MINUTES
   4.1 Approval of March 4, 2021 Minutes
       Motion by: J. Rose
       To approve the minutes of the March 4, 2021 Budget Committee meeting
       Second by: J. Morozowich
       Vote: Unanimous
       Roll call: J. Rose, J. Morozowich

5. *PRIORITY DISCUSSION/ACTION ITEMS
   5.1 *Budget Transfer Over $5,000: Special Education Testing
       Director of Pupil Services and Special Education Kathleen Perry discussed the need for
       additional testing instruments and protocols across all schools in the amount of $7,000.
       There is a significant increase in the number of students referred and evaluated this
       year. This transfer is needed to continue evaluation of students this school year. Funds
       are available due to a reduction in need for home-based, hospital-based tutoring since
       implementation of the hybrid model of instruction.
       Motion by: J. Rose
       To approve the request for a budget transfer in the amount of $7,000 and forward to the
       full BOE for approval
       Second by: J. Morozowich
       Vote: Unanimous
       Roll call: J. Rose, J. Morozowich

  5.2 Bacon Academy LMC Furniture Discussion
       Principal Peel and Superintendent Burt discussed the possibility of transferring
       unexpended funds from various lines across several departments, and supplementing
       funds from various internal accounts. The space in the Bacon Academy Library Media
       Center is being used differently; there is a need for furniture that allows flexibility in
       allocating space for different purposes. Discussion ensued regarding the types of
       furniture that allow for better use of the LMC space. No action was taken.

6. BUDGET REPORTS
   6.1 Monthly Budget Reports
       CFO Maggie Cosgrove presented the budget report through the end of March 2021.
       There are no new budget lines that show over expenditures, and no major changes from
       last month. Discussion of unemployment claims and employee benefits ensued.

  6.2 Cafeteria Fund
      The FY 2019-2020 amounts have been revised to reflect year-end adjustments related to
      inventory on hand at the end of the year. This adjustment is required to present financial
      statements in accordance with accounting standards. As of March 31, 2021, the current
      operating loss in the Cafeteria Fund is $101,867. There has been much discussion of
      how the ESSER II grant may alleviate this loss. While it is not clear that the funding can
      be used for lost revenue, increased costs incurred (summer wages for food services
      employees, food purchases) due to COVID-19 can be reimbursed under ESSER II.

  6.3 Health Insurance Reserve
      CFO Cosgrove presented a report through the end of February 2021. Claims have been
      fairly consistent, and we are working with employees to resolve claims processing issues
      associated with the new Anthem platform rollout.

  6.4 Special Education Excess Cost Report
      This report has not changed from last month, with the exception of one student who
      moved out of district. Transportation costs have been an ongoing issue, but the Pupil
      Services and Special Education Department is working with the provider to review and
      correct all billing issues. There have been no issues with the services provided.

  6.5 Use of Schools
      No report at this time.

  6.6 Capital Reserve
      No report at this time.

  6.7 Budget Transfer Under $5,000: WJJMS Music Department PPE
      PPE is needed for another layer of protection for WJJMS music students. Joanne Rose
      inquired as to whether the PPE is washable and reusable; Superintendent Burt will
      request and share that information.

7. OLD BUSINESS
   7.1 Update on Federal Grants
       Superintendent Burt shared that we are taking a very close look at how ESSER II Grant
       funds can be utilized on needs such as intervention, tutoring, social/emotional needs,
       extended school year, recovering learning, needs of voluntary at-home learners and
       homeschooled students. The guidelines for use of the American Rescue Plan Act
       (ARPA) funds are unclear at this time. Detailed parameters for use have not been
       released to school districts at this time.

      The ESSER II grant will allow for academic supports, safety, technology,
      social/emotional learning as related to the COVID-19 pandemic. These funds will
      supplement, not supplant, efforts to recovering the learning initiatives, including possible
      additional tutoring and student support.

8. *NEW BUSINESS
   8.1 *Budget Transfer Over $5,000: Choral Shells for Bacon Academy
       Principal Peel shared that funds are available due to lack of festivals, fees, travel
       expenses, and supplies in this program. This purchase is for a new set of Choral Shells
      for the Auditorium, totaling $14,962, which would be purchased by transferring funds
      from several music department lines plus supplementing the balance through the Use of
      Schools fund Music.The request for budget transfer will be brought to the next Budget
      Committee and BOE meetings.

  8.2 Contingency Budget Transfer
      CFO Cosgrove explained the reallocation of funds to the Contingency account for the
      adopted budget reduction originally approved from capital funding. Funding was
      available due to Magnet School student expenditures being less than expected.
      Motion by: J. Rose
      To approve the request for a budget transfer to Contingency in the amount of $40,000
      and forward to the full BOE for approval
      Second by: J. Morozowich
      Vote: Unanimous
      Roll call: J. Rose, J. Morozowich

  8.3 2021-22 Budget Discussion
      On April 6, 2021, the Board of Education budget will be presented to the Board of
      Finance. There are no additional updates at this time.

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

10. ADJOURN
    The meeting adjourned at 10:09AM.