BOE Budget Finance Committee Minutes - 11.1.23

COLCHESTER BOARD OF EDUCATION
                                    Colchester, Connecticut


                     BUDGET FINANCE COMMITTEE MEETING

                                November 1, 2023 8:00 AM
                              Pupil Services Conference Room

                                         MINUTES

COMMITTEE MEMBERS PRESENT: Christopher Rivers, Alexander Oliphant, Michelle
Millington

ADMINISTRATION PRESENT: Superintendent Daniel P. Sullivan, III, Assistant
Superintendent Jessica L. Kuckel

OTHERS PRESENT: Business Director Rachel Linkkila, Accountant Michelle Marceau,
Executive Assistant to the Superintendent/Board Clerk Heather Petit

1.    CALL TO ORDER
      1.1  Call to Order
      Committee Chair Christopher Rivers called the meeting to order at 8:01 AM

      1.2  Roll Call
      Committee Chair Christopher Rivers conducted a roll call of the Committee

2.    PUBLIC COMMENT
      2.1  For Public Comments, Please See Bylaw on Meeting Conduct
      None.

3.    *PRIORITY DISCUSSION/ACTION ITEMS

      *3.1 Approval of Budget Finance Committee Minutes of October 4, 2023
      Motion by: M.Millington
      To approve the Budget Finance Committee meeting minutes of October 4, 2023
      Second: C.Rivers
      Roll Call: All in favor
      Vote: Motion carried

      3.2     Monthly Budget Reports

      Ms. Linkkila spoke to the monthly Health Insurance Reserve Report which showed the
      Board of Education contributions from July-September 2023. Ms. Linkkila stated the
      town is anticipated to make their contributions for this fiscal year shortly. Discussion
      was had in regard to the Board of Education continuing to have to provide a portion of
      the town’s reserve.
Ms. Linkkila spoke to the September Monthly Reports; the two-year comparison and the
monthly year to date budget report. Discussion was had on the reports.

3.3   Budget Transfers Under $5,000
None.

3.4   Budget Transfers Over $5,000
None.

3.5     Discussion on William J. Johnston Middle School Construction Bond
Ms. Linkkila stated that she reached out to the State of Connecticut and they are still in
the final payment process. Ms. Linkkila will continue working with the town to assist
them in closing out the project.

3.6    Discussion on Revenue Resources
Ms. Linkkila discussed the quarterly revenue report. It was agreed by the Committee to
add object code labeling, grand total and actual versus forecasted on the report going
forward. There was discussion on providing two reports; one for revenue received that
goes directly to the Board of Education to offset expenses, and another for revenue
received that goes directly to the town.

Mr. Sullivan discussed the District’s magnet school application. Mr. Sullivan stated that
Andrew Barillari, Director of Educational Operations, is working on getting a quote for
portable buildings, a small garage, etc. Mr. Sullivan stated that the state would pay for
transportation and staffing at no cost to the District (no offset; paid directly to the Town
of Colchester).

3.7      HVAC Grant
Ms. Kuckel stated that the District is still working on getting access to CORE-CT to be
able to get access to the HVAC grant application. Ms. Kuckel stated she has been
meeting with Andrew Barillari regularly and getting all documentation ready. Ms.
Kuckel stated that they have been discussing the 40% requirement to apply for the grant.
Mr. Barillari will be meeting with Rachel Linkkila next week to go through the rubric.
Ms. Kuckel stated they would like to have an internal deadline for applying of December
15, 2023. Mr. Sullivan stated that the Board of Education would have to approve the
project, then go to the town in regard to the 40/60 split. Mr. Rivers recommended that we
let the state know how they might make the process easier for school districts in the
future.

3.8    Bacon Academy Athletic Fields
Mr. Sullivan stated that redoing the Bacon Academy athletic fields is potentially a
multimillion dollar project. Mr. Sullivan stated that all the fields at Bacon need to be
redone. Mr. Sullivan hopes that people see the overall benefit of redoing both fields with
       lights. Superintendent Sullivan stated there are two ways to secure funding for the
       project: 1) use the fields as collateral while making monthly payments or 2) go to
       referendum for the entire project. Mr. Sullivan said that they could also research
       corporate sponsorships. Mr. Sullivan stated that he has a meeting today with a turf field
       company and potential leasing. Superintendent Sullivan said the initial quote was
       approximately $7 million for two turf fields with lighting as well as redoing the tennis
       courts.

       3.9     Budget Process
       Superintendent Sullivan stated that the Board of Education could send their budget
       workshop dates to the town once confirmed. Mr. Sullivan stated that he does not believe
       in having budget meetings when the District is closed. Mr. Sullivan will invite new board
       members to meet with him on how the District builds their budget. Mr. Rivers stated it
       would be great to do a state of the schools presentation as well to which the Committee
       and administration agreed.

4.     PUBLIC COMMENT
       4.1  For Public Comments, Please See Bylaw on Meeting Conduct

5.     ADJOURNMENT
       Motion by: M.Millington
       To adjourn the meeting at 9:17AM
       Seconded by: A.Oliphant
       Roll call: All in favor.
       Vote: Motion carried.


Respectfully submitted,

Heather R. Petit
Executive Assistant to the Superintendent/Board Clerk