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HomeMy WebLinkAboutSchool Comm. 12/03/2020approved 1-14-21 J Mansfield School Committee Budget Subcommittee Meeting Minutes for December 3, 2020 Virtual Meeting A meeting of the Mansfield School Committee Budget Subcommittee was opened and called to order'at 5:07 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 11/5/20, approved, 2-0. 2. Old Business FY21 Budget update Ed and Debbie gave an overview of the FY21 fiscal first quarter report: medical supplies ($49k, $142k-- FEMA, 120k reimbursed from town/CARES Act prepaid sped tuition, no circuit breaker yet. Salaries line is staying stable, and there is an extra line item for Covid19 salaries through Schools/CARES Act. The additional state funding ($225/student) has been used toward salaries but ends December 31, 2020 Ed explained that the CARES Act funds all seem encumbered at this point. Purchased no -touch faucets, but there no funds remaining to install them. They have looked into purchasing and installation of univentlators, but the timing is not going to work with the December 31 deadline. Teresa has met with Town Manager Kevin Dumas to discuss establishing a process to request funding from the Finance Committee. They are still deciding whether it is better to request on a monthly basis or one reimbursement in the spring. If able to obtain funds from the Finance Committee, the district would not need to utilize offsets through revolving accounts, which would allow for a buffer in FY22. Student Activities Account Manual Revisions The last rounds of revisions are set to be presented to the School Committee at its meeting on December 8. Policies Ed has not had a chance to review and look into further. We will discuss these at the January meeting. DBD Budget Planning DBI/DBJ Budget Operation and Control approved 1-14-21 Mansfield School committee Budget Subcommittee Meeting Minutes for December 3, 2020 Virtual Meeting DJ/DJB Purchasing Revolving Accounts - Ed will plan to review end -of -fiscal -year balance of the revolving accounts and use of revolving accounts in budget projections with the School Committee annually each summer; Diane should add to August operating calendar New Business FY22 budget. The main drivers of increases include: Ed gave a high-level, preliminary review of the Technology: server upgrade and software; annual refreshing of teacher/student desktops; new lease on Chromebooks and for repairs; insurance in the budgetfor newer chromebooks; a -rate reimbursement; security Textbooks: Mainly science and math at MHS and science at QMS Staffing: Not many retirements are anticipated. Covid-related one-year hires would be released at the end of this school year, and those FTEs would not carry over to FY22. Covid-related expenses for the proposed FY22 budget are categorized under staffing, services, and supplies, projection around $1.6 million. re -final cuts for other Assumptions: Return to staffing level as established in May affect budget request June town meeting). Reduction in offsets from revolving accounts affect salary line, sincee positions usually covered by funds from the revolving accounts will need to shift to the operating budget. The district also anticipates increases in substitutes, recess and hall monitors, summer special ed programs, summer interventions, and summer school. with Finance Committee Representatives Finance Committee Chairperson Brian Eagle arrived 5:58 p.m. Brian felt it would be helpful for the Finance Committee and the municipal side to have an idea of the high-level starting point for the school FY22 budget, as there are significant challenges to running a school district in a pandemic. Ed noted that the guidance from the town (3% increase) was most likely not realistic for FY22 because the usual cost -savings measures used by the district (offsets from revolving accounts, retirements, prepaying special ed costs, etc.) will most likely not be feasible. Revolving accounts, ram, land din Athletics MPare all facilities rental, transportation (bus fee and student parking), program, down. Food services and Athletics also are seeing increased expenses. approved 1-14-21 Mansfield School Committee Budget Subcommittee Meeting Minutes for December 3, 2020 Virtual Meeting Brian would like to see a consistent approach with technology and textbooks as either operating expense or capital. He also noted that the Finance Committee would prefer a rolling basis approach to requesting funds and open communication between the three boards, the Superintendent and the Town Manager to reduce the potential for unexpected reimbursement requests. He felt requests being submitted on a monthly basis would be a good approach. Ed estimated the district would have an additional $1.5 million for additional Covid-related expenses for FY22, as an initial projection, but that the situation is constantly changing and that the figure could decrease based on needs. Upcoming Agenda Items - n/a Other - Any items not anticipated by the Chairperson 48 Hours prior to this meeting n/a Meeting adjourned at 6:43 p.m. Respectfully submitted, Lynn Cavicchi Vice Chair School Committee