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HomeMy WebLinkAboutSchool Comm. 11/05/2020Mansfield School Committee Budget Subcommittee Meeting Minutes for November 5, 2020 a p p rove d,,12=09i•Zfl ".;�. Dr�FICE !LL LI : ( LI Virtual Meeting t, A meeting of the Mansfield School Committee Budget Subcommittee was opened and called to order at 5:10 p.m. The meeting was held via Zoom. SC Members Present: Lynn Cavicchi, Jenn Walsh Others present: Teresa Murphy, Superintendent Ed Donoghue, Assistant Superintendent, Finance and Operations Debbie Scott, Financial Operations Supervisor 1. Approval of Minutes Budget Subcommittee Minutes dated 10/1/20, approved, 2-0. 2. Old Business Old Business: JJF Student Activities Policy and Student Activity Account Manual Lynn and Debbie reviewed the changes to the School Committee policy and to the Student Activity Account Manual. Both are ready to move forward to the full School Committee meeting on November 17. Internal Audit Ed gave an overview of the annual internal audit of student activity accounts he conducted in October. He noted that Covid-19 affected the level of student activity/events, especially at the end of the 2019-20 school year, with a very low number of checks/payments being drawn from the accounts. He felt that September/October was a good time of year to conduct the internal audit. Lynn will follow up with Diane to have this added to the School Committee operational calendar. Accounts by school Ed and Debbie are recommending the maximum balance for student activity accounts will remain the same for 2020-21. These amounts will be voted at the November 17 School Committee meeting. • MHS at $75,000 • QMS at $32,000 • A at $20,000 • Rob at $17,000 • RG at $10,000 Debbie reviewed the list of inactive accounts and recommendation for disbursements of those funds, which must be voted on by the full School Committee: MHS Class of 2018 - $2,637A1 Mansfield School Committee Budget Subcommittee Meeting Minutes for November 5, 2020 Virtual Meeting Class of 2019 - $0 Health Department- $46 Scoop -$166 approved 12-03-20 Following prior practice, the recommendation for the School Committee is for Class funds to be disbursed to four current graduating classes at MHS (e.g. 2021, 2022, 2023, 2024), and for the funds from the Health Department and the Scoop can be disbursed to the financial assistance fund. All Night Party 2020 funds can be disbursed once an outstanding reimbursement is processed. The group reviewed the current student activity account lists and the proposed new activities to be approved for 2020-21, as well as the stipend amounts to be paid by student activity accounts. Debbie will add a reminder about having a "fundraising plan" to advisor annual training, so that advisors and student leaders have a goal in mind for the funds being raised. Debbie or Ed will check with Mary about recommendations for disbursing funds from inactive activities. Lynn asked that when funds are being raised for outside charitable organizations (e.g. Turkey Shoot at QMS, Junior Jeopardy at MHS), that the schools be sure to make those donations in a timely manner. FY21 Budget Update Ed gave a brief update on the FY21 budget. CHAMPS revenue is down 80%. The district is seeing higher expenses for Food Services this year, due to increased cost of supplies (food containers; wrapping) and cleaning equipment. Ed is working with town officials to develop a plan for utilizing remaining CARES Act funds. At this time, touchless faucets and uni-ventilators are on the back burner, in part due to timing/deadline for funds to be spent (still December 31 end date) and in part due to availability of remaining funds. The first CARES Act reimbursements for the district are starting to come through. At least $1 million coming from CARES (mainly supplies). In addition to supplies, CARES Act funding has covered salaries for the district. Debbie is working on isolating salary costs and transportation costs, to provide an estimate of those expenses from January to June, 2021. FY22 Budget Planning Budget request templates have been sent to the school administrators and are due back to Central Office by November 10. Budget requests will reflect level services, enhancements, and COVID-related expenses. Initial rough estimate is that the budget would increase 4-5%just for level services. Regular transportation expenses are expected to be flat for next year. Out -of -district placements, utilities, and contractual obligations will increase. Revolving accounts revenue is down, which may require the district to shift salary expenses to operating budget. Athletic gate receipts down this year. For planning purposes, technology and textbooks are being added back into the Operating budget. While some Chromebooks will need to be replaced in FY22, FY23 will be a huge bubble in Chromebook/technology expenses, with 1400 Chromebooks to be replaced. Mansfield School Committee Budget Subcommittee Meeting Minutes for November 5, 2020 Virtual Meeting New Business approved 12-03-20 Municipal and School Combined Budget Planning Timeline - Lynn will send a draft to Teresa and Ed to review, and then send to the Select Board Chair and Town Manager. Finance Committee liaisons will be asked to attend the December 3 meeting at 6 p.m. for a preliminary overview of the budget planning process. Lynn will follow up with Fin Com representatives. Policies - Section D Financial Management; Timeline for review for 2020-21 • DBD Budget Planning • DBI/DBJ Budget Operation and Control • DJ Purchasing • DJA Purchasing Authority • WE Bidding Requirements • DN Disposal of Obsolete Equipment Lynn will send the first 2-3 policies to Ed for review. Upcoming Agenda Items - n/a Other - Any items not anticipated by the Chairperson 48 Hours prior to this meeting n/a Meeting adjourned at 6:20 p.m. Respectfully submitted, Lynn Cavicchi Vice Chair School Committee