Town of Concord Finance Committee
FY09 Guideline Subcommittee
Minutes of October 11, 2007
Final Approved
The Finance Committee Guideline Subcommittee met at 7:30 p.m. on Thursday, October 11, 2007 in the Hearing Room at the Town House, Concord, Massachusetts. Notice of the meeting was duly filed with the Town Clerk, Town of Concord, Massachusetts.
Members Present: Susan Bates, Walter Birge, Mark Howell, David Kramer, Michael Lawson, Maura Perkins, Mark Russell Prior, Judy Quanrud, Jack LaMothe, Pam Hill, Tom Anzer
Also present: Town of Carlisle Finance Committee: David Model, Jerry Lerman, David Trask, Ed Sullivan, David Verrill; Tony Logalbo, Concord Town Finance Director; Brenda Finn, Superintendent of Schools; John Flaherty, Schools Director of Finance and Operations; Diana Rigby, Assistant Superintendent School Committee Members: Michael Fitzgerald, Becky Shannon; Board of Selectman Members: Concord, Ann Shapiro; Carlisle, Douglas Stevenson
Subcommittee Chairman Walter Birge brought the meeting to order at 7:31 PM.
1. Approval of minutes:
October 4, 2007 Guidelines Subcommittee Meeting - Upon a motion duly made and seconded the committee reviewed and approved the minutes of the October 4, 2007 Concord Guideline Subcommittee meeting.
2. Introductions:
Mr. Birge stated that the purpose of this subcommittee meeting is to hear from the school administration about the planning for FY09. The administration is not presenting budgets in this session, but rather updating the outlook for the current fiscal year (FY08) and outlining goals and issues for the coming year. The information discussed in these sessions is intended to be used by the Finance Committee(s) to inform the development of the FY09 Guideline which will be adopted and published in November. The administration will be responding to the request for information from the Finance Committee(s) beginning with a joint session of the Concord and Carlisle Finance Committees about the Regional School district followed by a session on the Concord Public Schools. Mr. Birge then welcomed members of the Carlisle Finance
Committee and all the members of both committees introduced themselves.
3. Superintendent of Schools Dr. Brenda Finn:
Concord Carlisle Regional School District:
Superintendent Dr. Brenda Finn briefly reviewed the contents of handouts provided by the administration which included a memorandum of program goals, enrollment data, grant summaries, preliminary budget planning data and capital plans for both districts. Dr. Finn indicated that she would introduce the program goals for the Concord Carlisle Regional Schools District as presented in the handouts followed by Ms. Rigby to discuss Special Education and Mr. Flaherty reviewing the finances and operations.
Beginning with the responses to the Finance Committee's request for information, Dr. Finn noted that the budget process is just beginning and the administration is just starting to meet with the principals and department staffs. The School Committee has not reviewed or discussed the directions yet; some of the requests may change, be removed or be enhanced.
Over the past decade the enrollment has grown at the High School by 36%. Enrollment is up two students in the current year. The year is shaping up to be financially challenging, and the plan is to maintain rather than grow programs. There are clearly identifiable space constraints that will not be addressed this year. There are also needs in the areas of program staff that may not be addressed either. Given that, the program oriented priorities include: global education programs, network switch replacement and ActivBoard Training. Some of these priorities would potentially be supported through offsetting reductions in specific areas including curriculum work and professional development. Due to circumstances beyond the districts control, it's a possibility that a special education supplemental appropriation for FY08 may be
required. The administration is working to contain and minimize this expense.
Ms. Rigby's Special Education report for the Region noted that there is a significant increase in special education this year due to increases in students identified with Aspergers Syndrome and emotional disabilities. The Special Education population increased from 114 to 159 since 2004. This brings the CCRSD Special Education student population up to 16%, which is the statewide average. Out of district (OOD) placements rose from 37 to 54, a 45% increase. A focus area is to try to reduce the OOD placements. There is a State circuit breaker program that provides reimbursement for extraordinary expenses in Special Education. Additionally, districts may submit applications for emergency assistance when costs exceed the prior year by 25%; CCRSD is experiencing a 34% increase in FY08 over FY07.
Dr. Finn then discussed the operational issues. The region may not bring forward a capital request for FY09, there are no contract negotiations for this fiscal year and a data systems analysis is leading to the preparation of a request for proposal (RFP) for a new system for both CPS and CCRSD.
The October 1, 2007 enrollment in CCRSD is1259, 846 for Concord, 332 Carlisle and 81 from other communities. Assessment ratios are 71.82% for Concord and 28.18% for Carlisle a shift of 0.17% toward Carlisle from FY08 to FY09
Finance Director John Flaherty reviewed the Preliminary Needs spreadsheet he prepared which indicates a preliminary total for FY09 of $21,343,203 - which includes previously approved debt service of $1,203,401. The FY09 preliminary needs change is a 3.74% increase compared to the initial FY08 adopted budgets. In response to a question about State Special Education Circuit Breaker reimbursements, Mr. Flaherty stated that administration has been working to close a gap of $858K in new unanticipated special education expenses the budget for FY08. At this magnitude, the district may apply for emergency relief from the State. The district is planning on using an estimated of $162K of emergency relief of $162K, $72K of additional state aid already received, and $180K of FY07 Circuit breaker carryover
funds to reduce the gap. However the remaining deficit to be solved in Special Education cost for FY08 is approximately $344K. Special Education net needs for FY09's are $3.8M compared to $2.7M for FY08.
Mr. Birge suggested that the committees could have additional discussion on how to report and track Special Education costs and circuit breaker reimbursements in a future meeting. It was noted that the administration has already outlined some areas of reductions to offset some of the cost and these effects are already included in this preliminary needs overview. A Carlisle Finance Committee member asked if the administration is considering deferring and combining bond sales to save legal and administrative costs. It was also suggested by the Finance Committee that coordination with Carlisle Public Schools might also be desirable on the data systems project.
Mr. Birge and the Carlisle Finance Committee chairman will confirm the scheduling for the next joint Finance meeting for the region.
Concord Public Schools:
Superintendent Dr. Finn outlined the identified needs and program priorities for the Concord Public Schools. As outlined in the handout, the administration is exploring how to develop better practices and programming for academically advanced students to , to be contained within the current human resources; ActivBoard software and training; exploring all-day kindergarten; continuing elementary math curriculum support; expanding Chinese Language at the middle school; expanding the global education program; and continuing professional development and curriculum work.
Ms. Rigby reviewed the Special Education program at CPS indicating that the focus continues to be on early identification and in-district programming. Overall for CPS the number of special education students and out of district placements have declined while state circuit breaker funding has increased.
Mr. Flaherty indicated that network switch replacement is needed for Peabody, Willard and Sanborn, while Alcott and Thoreau already have newer equipment. The data system for CPS will be addressed along with the high school. Key facility projects include the recent completion of air tempering for Alcott and Thoreau, the anticipated start of Willard construction. The majority of CPS capital and maintenance is directed toward the middle school buildings. Major collective bargaining agreements were completed last year so the district will not be focusing on negotiations this year.
Concord Public School enrollment has declined although less than had been predicted. Officially as of October 1, 2007 the K8 enrollment is 1809 down 26 students from 1835 on the same date last year. Concord Middle School enrollment is 581, down from 600. Alcott, Thoreau and Willard are 427, 431 and 370 respectively; the net change is down seven in K5 to 1228.
4. Finance Directors Report:
Mr. Logalbo stated that no new resource projection is being made at this time. The September 20th projection of FY09 resources continues to be the basis for the Preliminary Guideline development.
Other Business:
Next week's meeting will be a preliminary guideline discussion. Mr. Birge noted the death of committee member Charlie Blair's father.
Upcoming Meetings:
a. Next Subcommittee meetings - Oct. 18, Nov. 1, 8
b. Next Regular FinCom meetings - Oct. 25, Nov. 15, Dec. 13
c. Public Hearing: October 22
The meeting adjourned at 9:45 P.M.
Respectfully submitted,
Mark L Howell
Guidelines Clerk
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