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COLCHESTER BOARD OF EDUCATION
Colchester, CT
BUDGET COMMITTEE
Thursday, October 8, 2020
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
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 9:05AM
2. ADDITIONS/CHANGES TO THE AGENDA
2.1 Addition of Two Agenda Items
Motion by: J. Rose
To add items 8.4 *Addition of Remote Cameras at Bacon Academy for Sports Viewing
and 8.5 *Adjustment to Budget on Personnel to the agenda.
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 August 13, 2020 Minutes
Motion by: J. Rose
To approve the minutes of the August 13, 2020 Budget Committee meeting.
Second by: J. Morozowich
Vote: Unanimous
Roll call: J. Rose, J. Morozowich
5. *PRIORITY DISCUSSION/ACTION ITEMS
5.1 Draft Budget Priorities
Superintendent Burt explained that in budget development for 2021-2022, there will be a
shift in budget priorities to strengthening instruction over the next three years to ensure
students are meeting benchmarks. The District will be implementing a tiered approach to
accelerate core curriculum and allow additional time for professional learning
communities (PLCs). Instructional priorities are now budget priorities. Hiring of
Coaches (for supporting teachers) and Interventionists (for direct student support) has
been instrumental in meeting changing needs during the COVID-19 pandemic. The
Superintendent further explained that while the focus is on student success, the District
will be sensitive to challenging economic times.
Additional budget priorities include a focus on long-range personnel planning, facilities
upkeep, and timely equipment replacement to avoid more costly future fixes.
Motion by: J. Rose
To move budget priorities to full BOE for discussion.
Second by: J. Morozowich
Vote: Unanimous
Roll call vote: J. Rose, J. Morozowich
6. BUDGET REPORTS
6.1 Monthly Budget Reports
CFO Cosgrove presented the August 2020 and September 2020 budget reports,
indicating that it was too early in the year to really comment on the status of the budget.
It was noted that Liability/Auto/Property (LAP) and Workers Compensation insurance
accounts will be over budget due to actual premium cost increases being higher than
anticipated. Superintendent Burt and CFO Cosgrove reviewed the reasons for the cost
increases with our insurance consultants. There is potential for savings in the electricity,
heating fuel and diesel fuel accounts due to the hybrid model, however weather is a
significant factor for these costs.
6.2 Cafeteria Fund
The unaudited FY 2019-2020 report reflects the subsidy paid to the Cafeteria Fund from
the BOE budget. This subsidy addressed the shortfall in revenues while meals continued
to be delivered after schools were closed in March. The subsidy also included funding
to replace a dishwasher at BA that is no longer working. Additional costs were incurred
for staffing as the delivery of meals was continued beyond the end of the school year
through the end of June. As we continue to provide meals under the Summer Food
Service and Seamless Summer Option program guidelines, the Cafeteria Fund will
continue to incur potentially significant revenue shortfalls. The next financial report
(thru September) will be the first report to show the impact of the hybrid model and the
continuation of providing free meals, however that report will not represent a full month
of school due to the later start of the school year.
6.3 Health Insurance Reserve
The balance in the Health Insurance Reserve as of the end of August is slightly lower
than the balance at the beginning of the year. It was noted that contributions to
employee health insurance accounts are made in the first quarter, so it is not unexpected
for there to be a drop in the balance at this point in time. CFO Cosgrove reminded the
Committee that the Town and BOE have a joint contract for health insurance, but the
funding and cost incurred are maintained and reported separately. This is a benefit to
both the Town and BOE.
6.4 Use of Schools (Not at this time)
6.5 Capital Reserve (Not at this time)
6.6 Special Education Excess Cost Report (Not at this time)
6.7 Budget Transfers Under $5,000 (None at this Time)
7. OLD BUSINESS
7.1 CRF Grant Update
CFO Cosgrove provided an overview of how the Coronavirus Relief Funds (CRF) were
awarded. Surveys were issued in July & August to Superintendents that requested lump
sum cost estimates for personnel and non-personnel related categories. Colchester
submitted an estimate of approximately $448,000 for personnel related costs. The State
then notified us of an award of $6,090 for the personnel PPE category, at which time we
also received more information regarding these funds. The funds are intended to be used
to allow the reopening of schools for in-person learning. Eligibility for personnel related
funds was limited to districts in which the percent of students qualifying for free/reduced
meals was 40% or higher, therefore Colchester was not eligible for the majority of this
funding category. There may be another survey issued in October requesting additional
information. If awarded funds are not expended in total (documentation must be
submitted to support the amount requested), there may be an opportunity for those funds
to be redistributed.
8. *NEW BUSINESS
8.1 *Budget Transfer Over $5,000
None.
8.2 Budget Impact of Hybrid or Closing Model
We will not see a reduction in transportation costs associated with Wednesday distance
learning. We will continue to see the budget impacts of different educational models.
8.3 Potential Budget Calendar
Superintendent Burt spoke about agreement with the Board of Finance to return to a
typical budget meeting schedule this year.
8.4 *Addition of Remote Cameras at Bacon Academy for Sports Viewing
Principal Peel presented a proposal for remote cameras to allow for spectator virtual
viewing. This system will also allow for graduation and other ceremonies to be live
streamed, not just sports. The cost to the District is establishing a WiFi signal at the
football field. Approximate cost for installing a hard line is $13k-$15k. Proposal is to
utilize Stop and Shop program participation funds to cover this cost. J. Rose and J.
Morozowich agreed to the use of funds for this purpose.
8.5 Adjustment to Budget on Personnel
Superintendent Burt explained that we are shorthanded on office personnel, particularly
in the Pupil Services and Special Education office. There are skills associated with this
position that are unique to the needs of that department. The request is to fund an
additional position in that department.
Motion by: J. Rose
To approve the hiring of an additional 1.0 Office Professional in Pupil Services and
Special Education.
Second by: J. Morozowich
Vote: Unanimous
Roll call vote: J. Rose, J. Morozowich
9. PUBLIC COMMENT ON NEW ISSUES RAISED OR SUBJECTS DEVELOPED
9.1 Public Comment
None.
10. ADJOURN
The meeting adjourned at 10:52AM.