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COLCHESTER BOARD OF EDUCATION
Colchester, CT
BUDGET COMMITTEE
Thursday, May 7, 2020
BOE Budget Committee Meeting 9:00AM
MINUTES
COMMITTEE MEMBERS PRESENT: Jessica Morozowich, Joanne Rose, Mitch Koziol
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: 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 9:03AM
2. ADDITIONS/CHANGES TO THE AGENDA
None.
3. PUBLIC COMMENT
3.1 Public Comment
None.
4. *APPROVAL OF MINUTES
4.1 *Approval of April 2, 2020 Minutes
Clarification of April 2, 2020 minutes: In Item 7.2 of the April 2, 2020 minutes, it was
reflected that The Board of Selectmen may have the authority to set a mil rate for the
budget. At this time, it is clear from an update of the Governor’s Executive Order that
the Board of Finance, not the Board of Selectmen, may have the authority to set a mil
rate for the budget.
Motion by: J. Rose
To approve the minutes of the April 2, 2020 Budget Committee meeting.
Second by: J. Morozowich
Vote: Unanimous
Roll call: J. Rose, M. Koziol, J. Morozowich
5. *PRIORITY DISCUSSION/ACTION ITEMS
5.1 *M & J Memorandum of Agreement
Superintendent provided an update of the M&J Bus Company memorandum of
agreement. There is verbal agreement for the period of March 16 - May 8 to pay
approximately 60% of the contracted rate. After May 11th, we will pay 90% of the
contracted rate to the end of the contractual year, as M&J will be re-employing staff. The
amended contract will be presented to full BOE for approval. The contract ends in 2023.
5.2 *CARES Act Use of Funds Discussion
Superintendent Burt recommends that we do not allocate these funds (approximately
$211,000) at this time, as uncertainty is too great. Specific areas will be identified for
funding in the future. Funds may or may not be available for this fiscal year; the District
awaits further guidance from the State. Currently it is our understanding that this is a
one-time allotment, but the ongoing pandemic could change these circumstances.
5.3 Facilities Update
All Custodians are now working full-time during school closures. All custodians are
preparing for summer closure. With the security grant, security cameras are installed at
CES and JJIS, ballistic film has been installed in all schools, the access control system
will be completed in the next 3 weeks, furniture for GREETER station, All security will
be completed before the end of the fiscal year. Remaining supplies money will be spent
on updating LED lighting. With capital improvement funds, the bleacher project at
Bacon Academy is being reviewed. Seats and railings need to be replaced; railings are
not up to code. It is expected to be more costly than initially anticipated.
There is an ongoing problem with sewer lines backing up at WJJMS due to an
installation issue with an inside sanitary line. There has been a delay on the part of the
subcontractors to remedy the situation. Superintendent Burt will be seeking legal counsel
regarding expediting the correction.
5.4 Online Payment Update
We are working on the implementation of online payments that parents can make for a
variety of reasons (cafeteria, field trips, sports). Funds can be deposited directly into the
appropriate accounts. There will still be the possibility of paying by check, but online
payment options have been requested by parents for some time. There is a convenience
fee for credit card payments but there is also the option for direct bank account payments
that have no fee.
6. BUDGET REPORTS
6.1 Monthly Budget Reports
CFO Maggie Cosgrove presented the April 2020 budget report, which is starting to show
impacts of school closures. The daily substitutes line had been projected to be expended,
but will remain unexpended. The deficit in the certified salary line is a result of
outstanding hires in the 2019-20 school year. For utilities, invoices paid in April were
from March, so we expect next month’s budget report to better reflect school closures
impact. Benefits lines will align with payroll. Unemployment claims lag by about 6
weeks, so current data does not reflect the impact of the layoff of daily substitutes. Areas
where funds remain are facilities, maintenance, custodial supplies. As far as fuel
expenses are concerned, diesel fuel is a joint contract with the Town, any penalty for
non-use of fuel will be a shared expense with the town. Any funds left in the capital
outlay account will automatically roll into capital reserve. M&J contract adjustments
have not been included in this report. While transportation savings options have been
considered (ex. sharing special education transportation with neighboring towns), school
closures have interrupted those discussions.
6.2 Health Insurance Reserve
CFO Maggie Cosgrove presented the Health Insurance Reserve Report. While both the
Town and District have incurred large claims, there is not cause for concern for the
District at this time.
6.3 Cafeteria Fund
CFO Maggie Cosgrove presented the Cafeteria Fund report through March, reflecting
the split in food sales from the first half of March when we were still in school, and the
second half related to the Food Security Program. Currently the summer meals program
reimbursement is in place for the second half of March. The reimbursement has not
made up for the loss of sales. Lost revenue is not currently a part of the reimbursement
program at this time. We anticipate approx $14,000 in reimbursement for the food
served during that period in April. There is an expected deficit in this program, but
reimbursement is unclear at this time. The Superintendent shared that the meals program
was opened up to any person under the age of 18 regardless of town of residence or
school attended. Cost estimates for the approximately 10 weeks of summer are being
determined. An update will be provided to the Board of Education.
6.4 Special Education Excess Cost Report
There have been no changes in this report from May. There will be some savings in
transportation costs associated with school closures. Savings are being calculated for
Extended School Year (ESY) transportation but the status of that program for the
summer is uncertain at this time.
6.5 Budget Transfers Under $5,000 (None at this time)
6.6 Capital Reserve
CFO Maggie Cosgrove presented the Capital Reserve through March 31st. Other than
the School Security line there has been little activity. Balances were put aside for Bacon
Academy bleachers, Bacon Academy track, and school security improvements that are
non-grant related. Capital reserve funds are already appropriated for these items. The
Superintendent shared that website accessibility is also a priority. There are unexpended
balances from prior years' BOE budgets that have not yet been appropriated.
6.7 Use of Schools
Use of schools fees are to cover the custodial costs to have buildings open after school
hours. These funds were to be used to address sound system issues to be able to
live-stream events and use in regular meetings. A grant may reduce the need to use these
funds. There is a small allocation for the ability to record BOE meetings speaker system.
Up to $10,000 will supplement that grant to fulfill these items.
7. OLD BUSINESS
7.1 Current Fiscal Year Update
Superintendent Burt provided an update on the current fiscal year budget. There is still a
good deal of uncertainty but we are no longer in a budget freeze. Savings were seen in
the daily substitute, salary, and utilities lines but there is uncertainty around
unemployment and cafeteria areas. Further discussion will take place on how these
savings can be used to offset costs for next year. While there have been savings, there
have been additional expenses as well. Remaining funds can also go into a reserve fund.
Priorities include finishing the Bacon Academy track project and prioritizing needed
building expenses.
7.2 2020-21 Budget Update
Superintendent Burt provided an update of the 2020-21 proposed budget, and indicated
the possibility of reducing the increase to 0% given the current fiscal status. This will be
the discussion at the BOE on Tuesday, May 12. There are possibly changes in K-2 for
iPads 1-1 but that is to supplement learning. Continued budget priorities include
$254,000 for equipment, mostly hardware, to be purchased before June 30. A
recommendation of the Superintendent remains to move to 1-1 for Grades 3-12 for
Chromebooks in anticipation of continued virtual learning. The Entrance Security
Personnel (formerly “Greeter”) is needed at Bacon Academy because of the physical
layout of the entrance, and another Entrance Security Personnel will be in place at CES
in the following year.
A discussion ensued on the impact that the changes to the proposed budget would have
on students for 2020-21. Superintendent Burt will discuss in detail at the next BOF
meeting how the District went from its initial proposed budget of 2.99% down to the
recommended 0%.
8. *NEW BUSINESS
8.1 *Budget Transfer Over $5,000: Finalsite
Funds are being requested to move forward with the change in the website platform.
Motion by: M. Koziol
To move to the full BOE for approval the request for funds to move forward with the
change in the website platform.
Second by: J. Rose
Vote: Unanimous
Roll call: J. Rose, M. Koziol, J. Morozowich
9. PUBLIC COMMENT ON NEW ISSUES RAISED OR SUBJECTS DEVELOPED
9.1 Public Comment
None.
10. ADJOURN
The meeting adjourned at 11:27AM.