12.6.23 Budget Finance Committee Minutes

COLCHESTER BOARD OF EDUCATION
                                   Colchester, Connecticut


                     BUDGET FINANCE COMMITTEE MEETING

                               December 6, 2023 8:00 AM
                           Board of Education Conference Room
                               127 Norwich Avenue, Colchester


                                        MINUTES

COMMITTEE MEMBERS PRESENT: Christopher Rivers, Alexander Oliphant

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 8:05 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 November 1, 2023
      Motion by: A.Oliphant
      To approve the Budget Finance Committee meeting minutes of November 1, 2023
      Second: C.Rivers
      Roll Call: All in favor
      Vote: Motion carried

      3.2     Monthly Budget Reports
      Rachel Linkkila presented the October and November budget reports. Ms. Linkkila said
      that the total cost of line 43327 (private tuition) will be paid by the Capital Reserve
      Account.

      3.3     Budget Transfers Under $5,000
Ms. Linkkila spoke to the budget transfer request. Ms.Linkkila stated that Munis came in
a little more expensive than originally quoted as did auto insurance/

3.4    Budget Transfers Over $5,000

Ms. Linkkila spoke to budget transfer requests over $5,000. Ms. Linkkila said that
workers’ compensation came in higher than projected and will be offset by savings in
health insurance. Ms. Linkkila said she would not change the projected amount for
health insurance at this time to which the committee agreed. The Superintendent
recommended looking into other workers compensation organizations and also reaching
out to surrounding school districts to see if their contracts are shared with the town.

Motion by: A.Oliphant
To approve the budget transfers over $5,000 as presented and move to the full board for
approval
Second: C.Rivers
Roll Call: All in favor
Vote: Motion carried

3.5   Discussion on Revenue Resources
Revenue resources is a quarterly report and will be discussed at the next Budget Finance
Committee meeting.

3.6     HVAC Grant
Superintendent Sullivan discussed the HVAC grant application. Mr. Sullivan said they
are continuing to work on the application. Mr. Sullivan said he met with Trane yesterday
in regard to the project work if awarded. Mr. Sullivan said if awarded the grant, it would
cover all the HVAC needs at Bacon Academy. Mr. Sullivan said that the coolers at
Colchester Elementary School and Jack Jackter Intermediate School will need to be
replaced in the coming years as well and the cost would be approximately $800,000 per
school. Mr. Sullivan said that the current air quality grant allows stimulus money as the
District’s percentage of the match. The Board of Education would potentially have to
allocate approximately 40% of the project cost, while approximately 60% would be
funded by the state. Mr. Sullivan said he will bring the grant to the next Board meeting at
which time he will ask the Board to make very specific motions as a requirement of the
grant application. Mr. Sullivan stated that a requirement of the grant is for the town to
establish a building committee. Superintendent Sullivan stated he spoke with the First
Selectman about the grant and requirements thereof.

3.7    Budget Process
Mr. Rivers stated he will reach out to the Board of Finance in regard to the timeline for
the upcoming budget process.
       Superintendent Sullivan stated he would like to have Tuesday, January 30, 2023, and
       Saturday, February 10, 2023, as Board of Education budget workshops. Mr. Sullivan said
       the preferred date for presentation to the Board of Finance would be February 21, 2023,
       or February 28, 2023.

       3.8      Update on William J. Johnston Middle School Construction Bond
       Ms. Linkkila said that she received information from the state in regard to the
       construction bond. Ms. Linkkila stated that William J. Johnston Middle School (WJJMS)
       is a two-project bond (WJJMS and Pupil Services). Ms. Linkkila said she submitted a
       payment request for WJJMS to the state and will be requesting payment for Pupil
       Services (PPS) once the state opens the online process for PPS. Ms. Linkkila said that
       the first step is requesting payment, and then the state will conduct an audit before
       finalizing payment.

4.     PUBLIC COMMENT
       4.1   For Public Comments, Please See Bylaw on Meeting Conduct
       None.

5.     ADJOURNMENT
       Motion by: A.Oliphant
       To adjourn the meeting at 8:41 AM.
       Seconded by: C.Rivers
       Roll call: All in favor.
       Vote: Motion carried.


Respectfully submitted,

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