10.2.2024 Budget Finance Minutes

COLCHESTER BOARD OF EDUCATION
Budget Finance Committee Meeting
Wednesday, October 2, 2024
4:00 PM
Board of Education Conference Room

 

 

 

MINUTES

BOARD MEMBERS PRESENT: Christopher Rivers and Michelle Millington

ADMINISTRATION PRESENT: Assistant Superintendent Jessica L. Kuckel and Director of Pupil
Services Eve Hurley

OTHERS PRESENT: Director of Finance and Operations Rachel Linkkila, Assistant Director of

Finance and Operations Alexis Cook and Executive Assistant to the Assistant Superintendent Michelle
Flynn

1, *MEETING OPENING

1.1 Call to Order
C. Rivers called the rooting to order at 4:01 PM

1.2 Roll Call
C. Rivers conducted a roll call. Alexander Oliphant not present.

 

2. PUBLIC COMMENT

LP 2d €- £80 ned2

 

2.1 For Public Comments, Please See Bylaw on Meeting Conduct

3. *CONSENT AGENDA

3.1 Approval of Budget Finarice Committee Meeting Minutes from June 26, 2024.
Motion by: M. Millington

Motion to approve minutes from June 26, 2024 Budget Finance Committee Meeting.
Second: C. Rivers

Roll Call: All in favor
Vote: Motion carried

 


4. *PRIORITY DISCUSSION/ACTION ITEMS
4.1 *Budget Reports
The committee reviewed the June Health Insurance Reserve Report and the Cafeteria
Financials Reports for May and June: R. Linkkila pointed out that the Cafeteria is still self funding
themselves.
Motion by: M. Millington
Motion to approve the June Health Reserve Report and the May and June Cafeteria Financials.
Second: C. Rivers
Roll Call: All in favor
Vote: Motion carried

 

The committeé reviewed the July Budget Reports. R. Linkilla discussed the timing of the
finance department encumbering salaries. R. Linkkila explained that salaries for certified teachers are
encumbered after the September payroll. The salaries for 12 month employees are encumbered by
July as reflected in the Monthly Two Year Comparison Report. The committee reviewed some of the
accounts that were spent at 90% or more.

Motion by: M. Millington

Motion.to approve the July Budget Reports

Second: C. Rivers

Roll Call: All in favor

Vote: Motion carried

The committee reviewed the August Budget Reports. They reviewed the accounts that were
expended at 60% or more:and made sure that it was what was the trend from prior years.

Motion by: M. Millington. .

Motion to approve'the July Budget Reports

Second: C. Rivers

Roll Call: All in favor

Vote: Motion carried

Pupil Services Director Eve Hurley shared the Special Education update. The Special
Education budget has continued to trend neutral. The Committee discussed Pupil Services sharing
their updates at the regular Board of Education meetings as well as being added to the agenda of the
Budget Finance Committee meetings during the school year.

4.2 *Budget Transfers oo

The Committee discussed the audit findings regarding overdrawn accounts in prior year
reports, Rachel Linkklila explained that she was able to clean up prior year account balances to bring
each account to $0 rather than leave accounts overdrawn. The committee discussed the budget
transfers over $5,000 as well as the budget transfers under $5,000. The Committee then discussed the -
budget transfers less.than $5,000 which include the overage in Pupil Services out of district students,
Property Insurance, Curriculum Implementation, Gasoline and Office Equipment Contracts covered
by the savings in Instructional Supplies as well as Other Supplies and Materials.

Motion by: M. Millington

Motion to approve transfers that are more than $5, 000.00.

. Second: C. Rivers

 


Roll Call: All in favor
Vote: Motion carried

Motion by: M. Millington -

Motion to approve transfers that are less than $5,000.00
Second: C. Rivers -: ,

Roll Calk: All in favor... -

Vote: Motion carried. .

43 Update on William J. Johnston Middle School project
The Committee discussed the William J. Johnston Middle School bond process is now complete.
The Town was able to have both fees. waived that would have been applied due to the audit being .
completed late. The Town received two checks in the amount of $3,526,691 for the project at William J.
Johnston Middle School:as.well as $48,988 for the project at Pupil Services. The Committee members
. asked to have the William J. Johnston update a -added to the regular meeting agenda for the next Board of
Education meeting. Sn

44 Meeting Dates .
The Committee will discuss the next meeting date with Chair Alex Oliphant.

4. ADJ LOURNMENT

4.1 Adjournment
‘Motion’by: M. Millington
‘Motion to adjourn.
Second: C. Rivers
Roll Call:-All in favor
Vote: Motion carried

C. Rivers adjourned the meeting at 4:32 PM

Respectfully submitted,
Michelle Flynn, Executive Assistant to the Assistant Superintendent