2-13-23 Groton Board of Education Meeting

001So when uh so I would like to call the Glen Board of Education special meeting to order. Today is February 13th and it's about 604 605. Um and so the next thing on our agenda is our budget work session. I do want to let you know that on number three is the vote, but that it is there not because we have to take a vote, but that we can't add it to the agenda because it is a special meeting. So, we are more than welcome to table it if we need it. Um, I just figured if we were ready to go, we could we could go for it. So, please, there is no um in my mind, there is absolutely no rush to do that. Um, the 28th is quickly upon us, but um we

002are here. So, um without further ado, I'm going to um place this um conversation back over to Susan and her staff. Hi. Um so, I one of the things that I did was I tried to really provide a lot of information in board notes. I resent them out just in case you didn't receive them. They are they do have the link. So if you would prefer having the attachment separate, we can provide that. For the people in the room, I actually made photo copies starting with the adjusted budget and some of those documents that I provided in the board notes that help explain some of the questions that were asked that goes to here. Clint, did you want a copy of each of these? >> Um, Sam, >> and did you get a whole set?

003>> Oh, really? >> And it also looks like you sent this afternoon's answers to some of the the budget questions that were in the board notes. Is that correct? And I also sent out an enrollment um history that was um requested. So I'll pass that along to to you. That was a document that Ken had actually provided in the budget book. But as you know, when we clean up that budget book, we've taken really all the information as we all collected it and Joan collected it and has answered um to you know what was transpiring in the meetings. We cross reference those to try to really get at all the questions and answers um and to update the narrative. So, when the decision is made regarding the board's budget in um we'll be sending out

004revised copies of everything, the new charts, the new graphs, the new narratives. So, we'll try to really clean it up for you. Um, so I think the first thing we should do is take a look at the adjusted budget and um, we can kind of explain how the staff took the messaging from the board and the community and tried to tackle some of those areas that we heard loud and clear that really we could um, reduce without, you know, my my my vision is always what impact does it have on our students and you know and our teachers in their learning so they can provide for the students. So I you know I always keep that in mind when making any decision. Can we do this and still make the progress that we need to

005make especially after co um so if we could maybe put that up so everybody out there can see it. people around the room. It's that copy that has the yellows. Might remind you of the days when Mike was here and he would provide such a launching pad. Um I did have communication with Mr. Bert. Had a really good conversation. You can see we talked about a lot of things. So some of these things were discussed. He also agreed that he's seen for the town side that inflation has paid played a big role in the town's budget. Um and I'm understanding that our budget um that the taxpayers are responsible for which is that um 60% >> um is about half of what the taxpayers pay for the whole town. So they pay the other half

006is for the town side of business and half is for the education side of business. Um so he you know and he agrees everything has gone up. Of course salaries and benefits are the largest part. They're threequarters of our budget. What do we give kids in school these days? The best highest qualified teachers, parents, um you know tutors, custodians, principles and assistants. So you know we really we do really um focus on that. since I've been in Bratton, that's all we've ever we've really been devoted to that and the board has been devoted to making sure we do that. Um, so the bus contract, as you know, came in at over a million dollars the first year, the bus bid, I should say. The attorneys are looking at it now, so it hasn't been finalized,

007and we will make sure the the board knows when it's about to be finalized. But we were able to because the highest bid was STA, we were able to do some negotiations and I said, "We just can't be hit a million dollars in one year. What can what can we do?" And, you know, Ken and Sam and I and Phil kind of looked at our numbers and said, "What would be really doable? It's a three-year contract with the, you know, possibility of having year four and five extended." And in this model, we've been able to take tackle that that big jump pipe in the first two years. Then year three is better. And year four and five are like a gift, I think. So it may be to our benefit. So it it was kind

008of like a win-win. We won in the beginning not to have to pay that million dollars out of the gate and then in the end not to, you know, to have a 3.7% increase the last two years if we decide to do it. So, um, so you see that savings of $300,280 right off the bat. And then, um, they also were offering, and even though it's a close to $6,000 bill, every every bit counts in this budget. And I heard loud and clear from the smallest thing that we could shave off to the largest thing. We were paying attention to every detail. The board was really highlighting those things if we weren't. So um so they will take care of this transportation software which we're hoping will causing efficiencies and travel and um you know

009in getting kids back and forth and time and and all of that and numbers of kids so that they're not too many on one bus and not enough on another. So, um, then of course the recalculation of diesel fuel and heating oil, every time I have to go write Eversource a check, I just grimace. And I know people out there are feeling the same pain. You know, they're those bills have doubled. So, um, you know, that's a real hardship. And I understand families at home also have that hardship, but they're they're really happening in our business world and in our schools. Um and then we had I think we might have had teacher number 13 send in a um retirement letter today. >> So even though we do have in the contract to have them

010share with us when they plan to retire by January. So it helps us. Some people just, you know, come along later in the spring and say, "Well, I'm kind of ready now, so I'm going to do it." So, we did get another um retirement and so we didn't add that calculation in here, but we will um you know, it's always when we have retirements and then we um post for new new hires, they're usually our teachers who are at the lower steps and so there is some benefit cost savings that we see, but they also we owe them a a pension that we owe um in gr too. self and what is that per person? >> Yes. Make that year round and is that with all teachers or is that is that done historically for

011a certain group and then changed at all in the contract? I can't remember that >> changing contract. We're still working. Um and then we did have to hire um an additional school secretary. I think when we moved the two schools into the larger school, there was still a need in the front office to have additional support. One person who was doing it, it was just way too much that it's a very big school. It's a very bustling school. Things are going on. And so we we actually needed to take care of that um for Bratton Middle School early on in this year. and we were able to have the the funds to afford that and we need it going forward. Um, one of the things we did last year that we decided to do again

012this year, we looked at anything possible arcs and we um we looked at what we had spent with HVAC because we we really did a good job taking care of the HVAC that were emergency and needed right away. um that auditorium might actually be cool at the beginning of the year when we go to June opening day because you know we never know what's going to happen with that air conditioning. So hopefully this will this will help but one of the things we had done was custodial supplies we put in our best because we could we had written that grant and the grant was provided that we could do those things so that instead of operations we're able to pay for it there. Um we've also had a real um accomplishment in special education by

013providing so many highquality programs for students who have high needs and so many of those students have come back to us. Many of them have graduated. So, we've looked at the real numbers because we have someone in the business office who was constantly looking at magnets and out of state out of town um you know tuitions and that has so helped us because when we first got here that was like nobody really knew and so having someone in the business office looking at that all the time is really important. Um and then I'll I'll switch over health insurance and let you talk about it. I don't know if Loriy's on here too, but I know that you can help us through the health insurance um revised bid RFP. >> Yeah, >> that's line number 10.

014>> Yes. So, we um uh we're with the town uh with for our health insurance benefits. Uh and we go out to bid every every three to to five years and we're currently in one of those years we're going out to bid. Um and uh we have gotten back u some of the bids and Anthem uh has uh lowered some of their rates so they're more competitive and so uh we're reflecting that here is versus what we originally put in last November was based upon initial review by by our health insurance. So that was a savings of $100,000. And I didn't mention the number, but special ed looks like $192.8,000. So you know, and but you know, we are a military community. We're a transient community. You're going to have a child move in from

015Hawaii from New London and you could have a big bill. I'm hopeful that watching legislation as I am, I'm hopeful that in that bill 503 where the possibility of paying for the magnet cost will will be a benefit to us as we come off the cliff. Um, but we will always be responsible for our children who live in Grten and rent their head in Graten to pay for their special ed cost. So no matter what, that will always be a cost that they are also looking at the excess cost. So when a child has let's say a $100,000 placement out of town, that's an excess cost. So that the legislation is working to have that fully fully covered. We'll see what happens. Um no promises, but that's out there. And then you might want to

016talk a little bit about the town pension. That was a bill. We got a a check. We got a bill for $153,000. And I did talk to John about that. You know, we reached out to his business office to really find out, you know, what is that for? Um Lori had the sense that we've had quite a few custodians retire and they would have been part of the town pension. There's not a lot of people who are eligible, but there are a few who are non union or those would be union custodial. So both union and non-un people. >> Yes. So, so an actuary uh calculates what the uh actuarily determined contribution should be and we just got that report last week from the town and it was it increase by by $150,000. So, we

017are uh reaching out to that uh the actuarial group to find out what is driving that that increase cost. because it is thought that we have had some retirements that might driving. Now would that continue each year at that price or >> Yeah. the actuaries they they they recalculate every year >> presumably I don't know I don't know exactly what it would and then adjustment to workers comp and Lori and I had this conversation you know during COVID when we had fewer students here and we had hybrid so they were half class sized and kids were behind masks and you know kind of very subdued and quiet and you know there we weren't getting the injury that you know a after covid and people coming back we've experienced more of that so this was like

018a benefit I think benefit due to co you know that we had fewer of these work comp claims at 68897 um then the SRO cost just went up slightly to 3,220 $20 um reduction to teacher health's immunization. One of our board members pointed out that she had noticed a a trend that you know we didn't seem to be spending that full amount. So we did look at that and we said you're right and every thousand every,250 counts. So we were able to trim that back. Um I guess um Bill if you want to speak well PD related to mathematics. It was a $40,000 bill and there were a lot of questions about the that PD but if you want to speak to that >> you said we wanted to go back and review it the

019last we need to look for other funding other ways to fund that >> and and then obviously our goal as we move forward to be more to build our capacity that level. I think we're able to find other ways to >> and that was through supplement and then possibly we're looking at the next grant already with OB and then and professional development with DEI as well. I think you were going to go back and look at the different costs that had come in and try to see if we could work with the people who are coming to work with our middle school, high school and that initial cost was based on initial conversations with those people that we that we're currently working with in terms of maybe expanding services for next year. So we're hoping

020that because our relationship has been so positive with them negotiate there and then find again find a relation to find. >> Um so that was our first layer. So it's kind of like a layer cake. That was the first thing we did. And notice we didn't touch health savings in that first portion because we were really trying to be careful. Um but we were able to take basically um you know a close to a million dollars and bring it down a full percentage point. Um where it was almost at 5% at 498 now it's down to 393 and we knew we had to do better than that. So, we continued um and then we looked at the health reserve and you might want to explain how we were able to figure out that number because

021um we looked at data historically and what we had paid into it and what what the account was looking like. >> Yeah. Uh so you know we do have a balance uh we calculated a balance for the end of this coming uh fiscal year of around $2 million for the health reserve above corridor. Um and so um we you know there is room to to make some additional adjustments and reduce reduce that reserve further with that 125. And then one of the the deductions that I feel really confident in based on the number of retirements that we've had and based on the work that we're doing um with power school experts in recreating master schedules at the middle school high school. This board is very much aware that there are some class sizes with under

022a dozen and and and really they don't really go past 24 and that's in the middle school and at the high school. And we know that this good work that we're doing um will be able to and because we share campus, we'll be able to have the appropriate number of staff um to be able to um really fully staff both of those schools with this FTE reduction. And I've always said that really it's the FTEEs that give you the kind of the biggest deduction. Um but we don't want to lose our teachers. um especially, you know, to to have huge class sizes. We know that the um board of ed honors those suggested numbers that they have that are actually better than the contracted numbers, contracted numbers. So, you know, that's between like 20 as

023the kindergarten um maybe in culinary arts, you know, depending on the classroom size and that kind of thing to 24 25 in some of the upper grades. So, um we're very cognizant of that. But I do feel that that's doable. And um we are also creating more semester classes and semester classes will give kids better access to different um you know kind of enrichment opportunities and um you know we can't really do that with the core classes but we can do it for a lot of the electives. So um both the middle school and the high school is looking forward to that. And then, you know, so that brought it down to 3.77%. And um or 3.45. >> Yeah. Sorry, I'm looking at the wrong line. >> Um and that's down to, you know, $2.7

024million increase. And then finally, I said, what about if we look at the health reserve one more time and tell us where that, you know, how we we determined this extra hundred,000. So this extra 100,000 really is it brings down the health insurance costs to last year's or this year's level. So it's exactly equal to this year's level. And so that that's what that 100,000 represents bringing it down so that there's no increase for health insurance. And like I've said, we really try to be good stewards at the end of the year. Should there be some funding at the end of the year, you know, we don't just go and spend all the money. Although we did tell the um the principles to to leverage and and not do the last quarter um just to

025make sure that we have funds because we've had some things surprise us um you know with maintenance that we've repairs that we've had to have increased cost costs that we've had this year that we weren't prepared for last year at this time when we were doing this. So, um, we're just being ever so careful. And so, that's where that $81,789,411, which is a 2,632,140 increase or 3.33%. So, I do have some backup documents, but I want to stop sharing now just to get people's feel for this and then any, you know, we can um go through some of the questions and answers and documents that were backups for this. >> It looks like Lori is with us now too. >> Jay, did I see you raise your hands? >> Uh, yes. Two questions. the uh

026cost of the transportation software from the IP budget. Um where's that being paid out now? STA is picking that up. >> The STA is going to pick that up. They're going to they have their own transportation. Um and it's an updated upgraded one. Okay. >> And they know how to use it and we're going to learn how to use it. So I feel like there that's that partnership that is really I think really strengthened. I have to give Sam a lot of credit and his team here for strengthening that bond and really making it a better working partnership, you know, in the past year or so. >> The um $153,00 increase pension. So, is this basically equivalent to OPED? is our oped contribution going up by keeping in mind there's there's still going to be

027a deficit at the end of the year as it is >> right uh so the these are two different things so oped uh that's other post employment benefits uh we have not received that that report yet from the town so that is that is still to be but we did get the pension which is a different uh different program that covers covers um the three three groups uh within the board of ed which is the custodial maintenance group uh secretaries and the uh central office staff. >> So they keep this pension fund separate what we refer to as >> correct >> which is other >> other post employment benefits. Yeah that's that's more health benefits whereas pension is more of a pension. >> Okay. Um, now at this point then for OAD, we're just budgeting

028>> we're budgeting the same same amount of last year >> because you don't get that actuarial report till after we >> it usually comes out uh around this time. I would have thought we might have had it by now, but um around this time that we get it. Um the uh workers comp uh just like with health insurance, we basically selfuring the workers comp. >> We are selfur reinsurance back up. >> Yep. >> And that's all done through them. >> Correct. >> So they're the ones that are going out getting the bids. >> Do you all sit in on that at all? >> We do. >> Because I know that they're always invited. Lori and Ken always. Um and I've gone to some of those too. >> Yeah. >> So We're sharing the insurance cost

029percentage of >> Yes. Yep. >> Um the um use of the mathematics professional development and DBI is kind of a change in our um overall use of DO supplemental. I just not saying I'm against it. I'm just noting that in the past we have u supplemental through technology. Um and I did want to address um that but I'm not sure if that's better addressed once we start to move. >> Well, you see the slash next DODIA. Should we get Dodia? We can put it there. We're we're planning on that. But should we not get it then because we have to have a backup system that it would be. I mean, there are no parameters on DoD. Um, but there is a chart I want us to review before the end of tonight that looks at

030what if we don't get the number of kids we need. We've had impact aid meeting after impact date and we're really close if we might not be there. So, we've got to find out more, you know, should we not have a year of, you know, making the number. >> I do want to discuss that, but I'm not sure that left once we actually >> Okay. Do we >> I'm wondering if you just tell us what you're thinking and then I think we can revisit that also when we move a number >> because we may not move a number tonight. >> Right. Well, at some point I'm going to move a different number. One of the ideas I had is that we reallocate software object code 612 which is clearly the 98,637 from that account to

031hear the supplemental uh along with computer network but increase. >> Can you tell me where you are? Um, well, >> are you going in? >> You're in You're in the budget. >> Yeah. So, it's object code 612. Well, we're finally actually talking. >> Yeah. >> Is that something you could pull up on the screen if we if you know where he's talking? >> So, it's object. It's line 180, object code 612. which starting the increase in >> and basically what I hear you saying is moving that out of the budget and put it at the supplemental which is what our historical >> premise has been. Okay. >> Now, keep in mind I realize there's this concern that that's going to go away. However, we have no proof it's going to go away this year and

032we do have a plan where even if it does get out, >> right? >> My concern is holding too much money in these accounts with the idea that maybe something is going to happen and all for you know gaming through the possible bad effects. However, that phasing out is take like three years. >> So, what was that total amount when you added it up? you had the um >> I was I'm going to suggest that we move the 98,637 software. >> So, it's on page 25. And if you look at line 180, >> I think he's gonna pull it up. >> The 98. >> Okay, I see where you're at. I'm sorry. >> No, that's okay. Um, and again, I'm just talking, you know, we can come up with an actual figure when you're all

033done, but I'm just philosophically talking about, can we move forward into >> the account? >> I know we looked at that, right, Clint? Did we we kind of tackled that because I said the same thing you're saying, Jay? Are there are there funds within the um the technology department? Um I mean every every director has you know sat at this table and like really looked at the situation too but um so there's that and there was another one you had mentioned. Uh yes. So if we look at line six, >> sorry. >> That's all right. >> Yeah. 2-4 line six object 343 increase 13,362. Now keep in mind the board can decide to allocate even more than this number. I just chose to pick off the increases. And again, my reasoning is how many years

034of funding should we be keeping in these accounts at the expense of you know charging off taxpayers? >> So I think >> find that balance. >> Okay. I think if we could take a look at that chart, the DODIA chart that um you had presented because I think we um not that we want to discount that, but just to review what you're talking about so anybody who's on the public can kind of better understand that. >> So that was this chart and um Ken is gonna pull it up. Yeah, it was Yep. It's in your packet tonight. It's in your board notes. We've actually looked at it in budget time, but there's a lot of charts and graphs we've given you. >> I don't know. Can we move the um the people part at the

035top or something or move it over? [Music] >> Just shrink it. >> Yeah, there you go. Yeah. >> Nobody to look at. >> So, Ken, do you want to orient us to what this is all about? Because you're right. Actually, the actual amount ending in 2022 was a large number 1,365,83040. >> Yeah. And so, uh, you'll see the the yellow column, that's what we're estimated to utilize this year. Uh and you'll see that we we are planning on we are have utilized uh 324,000 for software. Um 143,000 for uh equipment and 138,000 staff devices as well as um we had put in there the literacy and math universal screeners >> which are requirement by the state and intervention tools and they're all technologydriven. So, and they're required also by CT sets and special ed teachers

036have to now really for every goal they write on every child, they have to have evidence of growth and they're showing that through these universal screeners. And um while we have lots of assessments, this is kind of something new that the state is expecting and unfunded mandate. >> I was just going to say >> and and that 75,000 isn't just for for this year. It's estimated to go into like next year too. Like it's a couple year process that we're going to have both math and literacy. >> So the 75 is for both >> 24 and 25, >> right? >> And we're working on deciding we're doing some pilots free of charge and we're having teacher input and all of that. So that brings us down to a million dollars. >> Yes. And then when

037we budgeted for next year, >> for next year when we are budgeting um you utilizing this fund to pay for some software and again some IT equipment and some staff devices and so we're at this point projecting having a balance of 900,000 at the end of next year. >> So we need 19.5%. So here's my plug for impact aid. um working with Miranda, working with the Navy, making sure every child that's military connected. The state has one number, Power School has another number under the Navy has another number, and none of the numbers add up to the same number. So, it's like shooting in the dark. We really are having a hard time calculating this, but we're not at 19.5% of our population at this point. We're under that. And if you're under it by

038a child or a 100 kids, you're under it. And Ken is going to put in a call to find out how does that impact impact aid? How do those numbers that 19.5 and then there's a 20% too, how does it impact the impact aid number that comes directly to the town in the way of about $4 million it's average or over the past several years and it goes right to the town to pay for education for all kids. Um then there's the supplemental um which you're looking at DoD and that's like you said that's what really has been the forefront and from what I understand from board members who've been on this board for a long time it's always kind of been that way that we've used it for technology. Um and then there's those

039DODIA grants that come at a million dollars and we're working on our next year's DODIA. Um and I'm even thinking ahead of that the following year how that can help us you know with our inner district magnets and our my international balorate district. So, um, just always thinking ahead. We're here. What would happen if we could, you know, extend this project? And Dodia appreciates that about Graten that we like um continue and make it even richer and better, you know, for the kids. So, that's just the that's the only question mark that we we have that. So, if it doesn't come in, I guess you have it coming in in 2024 at >> and then, you know, we're hopeful, but we're not certain. And then what happens if it doesn't come in the next year

040in the following year in the following year, >> right? Traditionally, we utilize this fund to to uh support the onetoone initiative and and other technology initiative. And if uh the worst case scenario occurs, we'll be able to continue to do that even with the account as it is for what two years passed. At which point, >> well, as soon as we stop getting that $450, you can see it really peters out within a couple years. >> But my point is we we only are allowed to do of your budget. So in order to to start allocating things that go out two to three years is really beyond our >> it's just a forecast. It's just saying if we just stuck to the bare bones basic of what we could and need to do to support

041students in learning. Um that's what we're forecasting. I'm I'm just saying I I I can't see charging taxpayer on the basis that worst case scenario might happen because a number of other worst case scenarios could happen at all different. >> Well, that's true. That's true. >> So, I think we need to to >> Well, you can see that we have done that for FY204. I just this this >> this budget number is not is not a sustainable and I think we need to find ways to to whittle it down because as we know the 3.33 once we apply the formula for how much that's going to affect um taxpayer that that number will increase. So, I did ask John Bert the question, what does that mean? And he really couldn't answer it for me. Um,

042so, you know, and we were looking at what first came out as 8%. With this 3.33 plan, it would really be 5.5%. But does that, you know, what does that mean for the average taxpayer? Is it a cup of coffee? Is it a is it a rent check? Is it, you know, what what does it really mean? But we don't know that until they roll out the we don't know how to repute it to the individual taxpayer till finance departments out the grand. >> So we have last year's >> so we're able to look at that right to see what that meant >> at 2.22. But either way, I just I just want I don't want to lose track of the fact that the percentage of DC here is not what's being passed to >>

043Matthew. The grand list was a question from And I wondered if John had discussed Can you hear me? >> I wondered if John and you had discussed what they see coming onto the ground list for major projects. >> I asked that question. I think you got my notes, my very copious notes of all the questions that I asked and um he really um was not able to foresee or didn't mention what that was. Um, so just looking back, >> we're also, I think, at a bit of a disadvantage in so far as the some of the proposed legislation at the general assembly could be very favorable to us. Of course, there no guarantees for any of it. >> But we're taking the worst case scenario on every I'm sure this is true. I'm hypothesizing. We

044seem to be taking the worst case scenario for each particular thing. And my guess is that the aggregate they won't all be worst case scenarios, but I don't know how you measure that fair enough. >> Well, I think we're we're taking worst case scenario for what we're experiencing today for next year. So, we we know, you know, this board does a great job negotiating those contracts and we know what those contracts say. we have one coming up and we know what the competitive wages are in the area and what we might have to do. So, you know, we're just basing it on the data that we have to date. Um, it's very hard to forecast and predict next year at this time. Um, I mean, one of the things I also addressed was non-town revenue.

045I think um Jay had mentioned this right off the bat that boy the revenue that comes in the town has stayed pretty status quo which thank goodness because there was a time when it they were talking about cutting ECS on us so you know that's actually good news but when we looked at what is budgeted so we have to budget for what we think is going to come into the town and we've been off by $10 million. So that's a chart I'd like to bring up and show you. Um, in other words, the town has received $10 million more than what we predicted since 200 2018 2022. So, I thought Ken did a marvelous job on this chart and had put this into my board notes as well, but if you do such a better

046job orienting us. So the the top section here, this is the actual amount of um of non-town revenue that was received over the that that fiveyear span 2018 2022. >> Um >> so the 25 million in ECS has been pretty status quo, >> right? >> So maybe pointing out what are some of the things that have moved in a bigger way. >> Yeah. And you you'll see the the the the pupil the impact aid number um you know it kind of goes up and down but it's around $4 million 37 in 2018 actually went to 52 in 2019 39 42 and 39. So you know there's a little bit of movement there. Um but overall you can see that the actual received is is around 30 to 31 million over this five year fiveyear span

047on average. Um the section down here this is what we budgeted. So this is what we had told the town we expected to receive and you can see that um the revenue collected over the budget is that $10 million that that Susan had mentioned. Um half of it being in 2018 we we budgeted uh quite a decrease in the ECS. We budgeted 20 million but got 25. >> I think you remember those dates. >> Not an easy time. >> And then the remainder of that excess really is is coming from the impact aid that um that we budgeted at a lower rate at 32 or or so but it came in more around $4 million. It wasn't until last year I think I you remember my saying it's really coming in at 4 million we

048have to since it comes directly to the town and everybody says well what happens if it comes in over and that was my question it goes to a general fund from my understanding and my question then followed well does can that be relief but by the time they receive it they've already set the mill rate so there's like not any paying back to the community so and I and I said well could we use this $10 million, we could really use some of that now and for some of these projects. Um, and he just kind of smiled at me. But I did ask the question, you know, if this isn't a general fund and it was meant for education, could it not be used for education? Well, New York State Department of Education had a

049similar problem about 15 20 25 years ago and they came up to what they call lag funding and to use your example that there were $10 million. The way the process worked, they could not allocate it that year, but they set it aside. So once you got through that initial lag, any overage would come to you, be set aside to offset some of the expenses. >> This would be an excellent non-lapsing fund. No, I said lag. Yeah, I know. I heard that money doesn't go away. I mean, that's why it sits in the general fund and then we calculate that for the next year's budget. So yes, we're always like a year behind, but isn't like that money just disappeared and the town is still supporting education to the extent of its bottom line, which

050is its tax collection. >> Oh, absolutely there. >> So absolutely. >> It's not as though that's going into some account that we can make out of, >> you know, might be following along at home. sounds like some $10 million. It it still gets accounted for which is why it goes into the general fund. My overall idea with with it comes to the EMV supplemental and then also I want to address the health insurance reserve at some point is that we should not be um allowing too much to accumulate on the basis that something horrible may happen. If something horrible happens then in that next budget we'll have to make adjustments. But in the meantime this money is sitting as Dr. Morgan properly pointed out not earning anybody. >> I asked that question too. I asked

051them to look at the interest rate. >> You know, it's at 1%. And there's a lot of money sitting there that could be and he said he would check on that. So they will take a look at >> So I guess I would rather see taxpayer relief than a 1% return. That's that's just the point of view that that I take to get this number down. And again, even if the grand list were to double, I don't believe that justifies raising taxes. You know, the the increase in the grand list should never be a justification for okay, now we have the ability to tax more, so let's do it. It should always be what do we actually need? Right. >> And so you notice that nowhere along the line am I suggesting we start laying

052off teachers or staff or cutting into anything that really affects the students, but rather allocate >> these funds that are held in other accounts. >> Right. Right. to fund what we want to accomplish. >> Jay, can I ask do you feel that there's more money for us to then take out? Is that what you're Is that what you're wondering about? >> Yeah. But the other the other thing I wanted to discuss was the insurance reserve, you know, but again, I don't know if we want to get into that now or >> I said put it let's put it on the table. >> Yeah. >> So my concern about the insurance reserve is that we're projecting a balance of$2 million $50,000 above the core. Um so I looked at what was one of our worst years.

053Thank you to uh to Ken Drew, Susan, Susan Commission of course for bringing up these reports. But um during sort of the height I suppose of the pandemic or the aftermath of the pandemic, it looks like we cut into the reserve by about $20,000. So my idea is that we don't need to continue to reserve at the level we are which is already 25%. We already have a 25% corridor above cost. So that's like worst case. Like if if the 2 million went away, we'd still have this other corridor to protect the account. We wouldn't stop paying claims. I just think we need to use a larger amount. Um I was happy to see these allocations uh for the health reserve reduction. You know, I'd like to see us take more out and I don't

054see where again we're going to >> last year. How much did we how much did we take out last year? >> You recall? >> I don't. >> I feel like every year we've taken out. >> There was one year that we took out way too much. I think >> yeah I didn't make this case last year because I wasn't sure what the uh effect of the pandmic would be >> right >> and so I didn't make this argument last year I believe that now we've seen the history whether that was the worst case scenario I don't know it was bad scenario um and so I believe that um uh we need to allocate more of this toward toward our budget friend and I would propose taking another 500,000 um allocate another 500,000 out of reserve

055and we could bring our um proposed increase down to 2.55%. Which, you know, still translates to 4.18% increase to the town. It's not like 2.55 is flat, but at least it's allocating more of what we have before we look at cutting expenses. >> What does that 500,000 look like? So, in addition to the already two, >> so you're talking about 7,000 700 700. >> Yeah. >> So, so it we would it would bring the um the health insurance reserve down. Um, I still think we'd be within that um a month's worth of uh claims over uh over the over the corridor. Um you'll >> but just one month >> about one month. But the the other thing I just want to caution is that uh I I think I believe we spoke about this before,

056but the stop-loss um lasers uh that's that's where our stop-loss uh identified particular claims that they will not cover at the stop-loss threshold of 200,000 but instead uh cover it at 600,000. They made very specific lasers, what they they call laser. Um and so I just just caution that that that has not yet um been reflected in our reserve because it hasn't uh reached that level. >> So worst case scenario since we talked about worst case scenarios is we we go we take this cut $725,000 in healthcare and you have a stop loss gap that year of up to $600,000. >> Uh it would it would be the the 400,000. difference between the two and the six >> that would be another 400,000 >> that that could possibly uh uh impact the reserve and I

057just want to make sure we we're all understanding that that there's extra pressures on on the reserve because that >> so looking at July of 2021 through uh February of 2022 the deepest cut we saw to the reserves 69 93,000. Do we have any recollection as to whether any um claims were laser? >> No. So that this is the first time this this year, this year, next year. >> We've never had that before. >> Yeah, we didn't have it before. So this is this is a new development that the stop loss insurance companies are implementing. >> And we're lasering how many claims? >> Uh there's two claims, one for the town, one for the board. at this year, this point in this year >> for this year and next year >> and next year. Okay.

058>> With with my proposal, we'd still have million and that's above. >> So, I'm just saying that taxpayers can earn 1% on this. We're even earning anything on the reserve. I'm not even sure the reserve is generating >> or we can reduce the the taxpayer again. We left it last year. >> I thought we did take from the health safety >> we did take an adjustment um based upon the uh the Anthem proposed renewal. Uh we did take a reduction but not in these levels more like 125 >> but there were years that we took some deep cuts >> in this area. And I know Mike was always cautious because the year he came in to be superintendent, they had decide I think there were a big special ed budget items and I think they

059had to use health reserve to take care of some of those other costs. >> So you make very persuasive argument but I do have a question. there's another function at least I'm imagining I'm I'm imagining there's another function of this reserve if we had some sort of disaster or there was a a total loss of money from uh the impact aid funds would using this money now reduce our flexibility to access some money if we had a future different issue is if the opportunity cost is the wrong word. I'll call it a flexibility cost. Is there is there some risk to that? I'm not disagreeing with what you say. I'm just this this is a sum of money that lets us mitigate damage to the taxpayers, but we can't always predict what the next problem

060is going to be. To what extent do we find this sweet spot? And at that point, um, if the worst case scenario occurs, then you have to go back to the the town. But again, you know, what we're saying the laser claim puts us at three or 400,000 >> quarter. >> This is like 1.3 million. So, and again, I guess I would argue that we really can't be using this account to sort of ensure that account. You know what I'm saying? Uh we are not allowed as the town the town is allowed to to set aside a um a fund that they can use in future years and we're not allowed to do that as a point of cannot have a rainy day. Well, health savings is a little more flexible, I think. You know,

061depending on how much we're pulling from it and then paying ourselves back when we can't because you when you pull it out, you really have to make up the difference from what I understand. >> Right. The in in in the next year, you'd have to bring it back up to the level that to keep it uh >> well, yeah, it's it's the the accounting of it is that you're reducing this year's contribution to the town. by the amount that you want to allocate to another line item in the budget, but you're you're basically using that balance to pay your premiums this year. And then, yeah, next year you go back to paying in your your premiums as usual, but it's not as though you've created a deficit that you have to pay back, per se.

062just continue paying your um your fixed costs every month. Uh and if if claims came in lower, the reserve continues to go up and if not, you cut into it. But again, I mean, this is one of the worst case scenarios where we dug into it by $20,000 by the end of this year. Um, I'm just asking the question and I believe u I believe the councelor McBride was asking the same thing is do we need that much and he's a finance director for another city and he's looking at it the same way. How much do you have to pull back toward the possibility? William, did you >> Yeah, I just wanted anybody could share an example past five or so years of something that he was alluding to when budgetary thing the year loaded

063and we were able to get resources or money from the town or what like what happened. Is there an example of that that we've had in the past five years where >> not while Mike and I have been here, but before Mike got here, there was a situation where the they had not budgeted correctly for special ed costs and that's what my remembrance was and that um and that they had to go back to the town and I think they did decide to pull from health savings at that time. So, so the town though is our resource. So, if something does occur, >> the town counselors who were sitting on that council at the time, maybe Dean was one of them, but they still remember that that you know that Mike was the one because

064you know he just took all over as superintendent and had to go to the town. we had we had to fill up the the um health reserve fund because that had been depleted two years prior to that and that wasn't found out until the budget started to be developed. Um so yeah, that's that's what that was like a $1.4 million >> that we asked that that we were that we were not going to use that for our budget, but that actually was going to be used to to to make that whole I don't know if the word whole means anything to that but to make it whole. So if we were to reduce the reserve by 500,000 that's potential worst case scenario. You'd have to have uh you'd have to have claims in excess of

065contributions of over 1.3 million to wipe out the reserve. And then you'd have to have another 2.24 million in excess claims to wipe out a quarter before you even touch the account. So the reserve is the is the uh is the approach of wearing the belt and suspenders and the reserve is are your suspenders. Now I'm not certainly not suggesting going down to zero. I've heard of towns that do that. This there are town the town by the way can they they control this money. They can actually go in and take it and other towns have done it. I'm not suggesting that would do that but it can be done that the money is held in their accounts. Um but where you get into trouble is when reserve is gone and you get into quarter.

066I don't know how long at that point you have to reacting into quarter is that was the state of federal government step in at that point it's part of a self-insured plan so when when it's reviewed by by actuaries they should take that into consideration >> I guess my question is Jay I'm I'm I'm I'm holding your information um and it's not as if I don't believe you I just I kind of want to talk to the person and sort of like >> this is this is what he does. So what what um how much does this keep you up at night when we think about taking700,000 to make our budget go down and not touching the stuff that had that not touching any of the educational like losing staff or or cutting that like

067what what does that do? >> It it just it just it it it just makes the margin of error lower that's all. Um, I think it's I understand what Jay's saying and it makes sense. Um, it just it just it lowers that that reserve so that you don't have if if more if claims come in higher than you anticipate, you just uh don't have as much there to react with, but it's >> I see Lori Leinus on there. I don't know if she wants to weigh in on this. Um, >> I also have Liz. Yeah. Also, I have a question. >> All right. >> I've got I I'm a visual learner. Okay. Say I'm borrowing. Okay. >> All right. So, when we have this coming in, okay, this is what we budget, correct? And this

068is how much people the claims that come in. Yep. >> Where are the claims paid for? has the red or this is the reserve that's just not touched unless this soup exceeds >> right >> and so if I'm understanding this correctly this is the reserve and this is the extra reserve >> right >> comment is the suspenders of the >> yes and well that's why I was trying to understand and you finally made it make sense to me thank you so much for the suspenders because I did get it but I just wanted to make sure because you know this is a tough budget year. If we you know if we can reduce this part without impacting the what our people need I think it's something that's worth really really hammering out. Thank you Jay

069for that. I I just feel like it's times are tough and we have to we have to tighten the belt. Jay, are you um Dean, are you waving to people or were you wanting to say something to the board? >> No, that was just an errant left hand. >> Hi. >> You look really nice where you are. >> I'm I'm not I'm yards away from sea lions, so I can't hear everything. >> Good for you. >> Yeah, don't don't let me interrupt. >> Thank you, Dean. So, I don't know. Lori, did she hear us? Um, because I know she handles a lot of this work with with >> There she is. 10. >> Yes, I'm here. >> So, you heard the conversation looking at the possibility of taking like close to $725,000 from the health

070savings account. >> Yeah. Yeah. So the only additional thoughts that I would share is um think of the reserve as you know traditionally when we schedule claims um and the financial liability for those claims it's not unusual for us to have maybe two or three large claims that go above the stopwalks in the course of a plan year. The reserve is really to help us. For example, I think we need to be thoughtful about if we have more than that two or three large claims, which can happen. You can very easily have five, six, seven large claims in a year that go over the stop loss. That is where the reserve would provide that relief for the board. Um, so I think that's just something to be thoughtful of. I think, um, also there are

071healthc care treatments out there that are in the million-doll range. We have been very fortunate. We haven't faced that dilemma, but I think that's where the corridor would come in for something really catastrophic. Um, and we have, like I said, we have not had that experience. There's never any way to know if and when you're ever going to roll the dice and have that experience. Um, so those are the only things I would share. And that coupled with the laser claims that Ken had mentioned, um, that is new this year. that's going to continue to be an issue going forward in how the stop-loss carriers have changed the way they do business and they have passing some of that um large claim liability back on to the self-insured um entity which in this case would

072be the board. So I think we got to be mindful of the um you know the laser claims and then mindful of some additional large claims which those can very easily produce themselves in the course of a plan year. for example, give us a for instance of some of the things maybe we've seen this year or last year that without being specific, but how those would come in, the amount they would come in at. >> Yeah. So, um I without the reports right in front of me, it's hard to say uh exact numbers, but it's not unusual in a plan year that we might see claims uh above the stop loss that are in the, you know, $300,000 range. So, um, and Ken, feel free to chime in. You've seen the large claims as well,

073but that's not unusual where we're funding that additional liability over 200,000 for a handful of claims each year. Luckily, they have not gotten up to the half a million range. Um, which I think is why uh the reserve is in the condition that it's in. Um, I would say you could probably do a little bit more as Ken said, but I just, you know, want to be sure that we're being um, uh, good stewards of our liability and risk and just keeping that in mind when we make the decision. And then the only other thing I would share is uh, we are underfunded in OPED. So I think everybody's familiar with that. We've been working on increasing our support for that obligation. Um, but we still are at this rate, um, I think we are

074only about a million dollars to the good against a $13 million liability in OPED. So, um, Ken, feel free to jump in on OPED if you'd like. >> No, you you got those numbers uh, exactly right. >> So, anytime we have any access in the in the healthc care reserve, we will try and um, address our unfunded liability and OPED at at the same time. So I would just put that out there to be thinking about as well. >> Jay and then >> um either Lori or Ken um can you just remind us what the we know the laser claim is is one thing. What is the um the limit normal stop loss claim? our uh our stop loss limit is that 200,000. So that means we pay the first 200,000 of a claim. Anything

075over and above that is is covered by insurance policy from insurance >> except for this one. >> Is there a limit once we go over the 200,000? Is there a limit on what they'll pay? >> No. But but what it does impact it impacts future years um stop-loss premiums because what the they base future years on your experience. So if you have a lot of uh uh claims over stop loss, you'll end up paying more premiums in subsequent years. >> Um is it possible to to get a longer range history so that everybody can see and be comfortable with how this account has operated over maybe the past five years. you how we look at a a budget history, you know, just so that we can see what are the standard increases, decreases because I

076realize that, you know, I'm asking a lot of you to like step out on faith and I'm certainly not an actuary, but I do think we need to, you know, if if we're either going to pay now or pay later, uh we're either going to hold extra money in the event that there may be a large claim and charge the taxpayer today or we're going to have a large claim in two or three years and have to go back and ask for a supplemental. But the point is how much should we be holding on the possibility >> and I think we look at maybe you know however many years we can get five to seven prior to co because co was kind of an anomaly even though a lot of people needed health care a

077lot of people were putting things off so I don't know if that's the truest sense so if we could go back and look at a history you know that might have even started before Mike was here I don't know if we can get those numbers But, you know, during that time when it really did become a problem, but just to see, you're right, to see longitudinally what what what was going on. >> Well, we added $500,000 to reserve just in May and June 22 after perhaps the worst of co we still added 500,000 reserve. So, my question is during that uh fiscal year, how many stopped out? You know, so if we if we had some kind of history, it shows the inflow, the outflow, the reserve level, and the number of of claims that

078hit stop loss during particular year. And again, I know it's past performance does not >> indicate future >> future results, but how much of the taxpayers money should we be holding on to for the possibility that something could happen? Keeping in mind, we're still sitting on top of a 2.24 24. >> Okay. Then I was going >> 30 is that OPED the second additional health reserve. Was that in the $100,000? Is that OPED? >> No, that's just the the regular health insurance reserve. >> So you could you we were taking 125 and another 100 out of the same. >> Yeah. Yeah. That's kind of like um this is what it would look like if we did this additionally if we did. >> William, >> so have we optimized our insurance to reduce claims as much

079as possible? And there's there's many organizations that have multiple layers of insurance that takes care of whenever we have to pay X amount. The secondary insurance will take on that. if it goes above a certain level, it takes on next level. You know, actually looking at many states, they've really changed kind of the way they deal especially with with health insurance, but also with other forms of insurance like uh claims for injury or things on property and stuff like that. Um, so there's multiple layers of insurance that are catastrophe, hospitalization, you know, so it it does add up the amount that we're paying for insurance, but the amount of emergency fund that we need for events, you know, drops dramatically. And so I don't know if we have, you know, looked at what our insurance,

080you know, what is the best insurance process that we in the state like, what school district has the most efficient insurance process that leaves them at the lowest risk. Yes. So their their yearly our yearly amount that we're paying might go up, but the amount of reserve that we might need might dramatically decrease because we have all these liquid insurance. >> That would be interesting. However, we have just finished all of our contracts, right? >> The other thing is we're we're in the town. >> We are wrong. I know you and Lori sit down with I think EG still. >> Yes. >> And is it their responsibility? Does the town actually go out and do an RFP? >> Yep. They did that this past year on purpose. >> They found that Anthem was still the

081best >> for controlling claims. >> I think their cost came in higher and when the RFP they lowered it a little bit. So it was a competitive thing that they did. >> How's that process viewed? if you hit, you know, all the the limits on these accounts and I think you said you sort of go back to the town for supplemental, I think you called it. Is that viewed as how does that reflect on the board on Susan? >> I've never had to do it. I never does anybody here have >> I don't I um Beverly might know in terms of years past >> I'm just wondering is it reflection of poor planning or is it just bad luck because a lot of people >> Yes, it could be either way. Do we know how

082much the town allocates to their reserve? >> They do more with their OPED than they do with the health insurance, but they they have kind of a rich OPED account. >> But we really should think about being on the same page as the town finance department. like you said, best practice >> because if they come back and say, "Oh, well, you know, councelor McBride was concerned about the percentage in as a finance director in a in a nearby city, he must have reason to be concerned about and therefore what is the best practice for the amount of reserve to set aside." I mean, Lori brings up though this other ticking time bomb that's ticking in almost every uh town in and board of educ. >> Well, and I think we answered those questions. Have you

083saw the question answered McBride about that ticking time box >> with open? >> I also want to make sure that we are careful about what we get our percentage down to because it still may not be enough for the other members of the body but other bodies that we serve and um or that we are stewards with. Um, and so my concern would be um if we if we tapped too low. I mean if we we if we if we got to that spot where Ken is no longer really comfortable um and we have to like then dip in even more. So like I'm what my mind is trying to think of is what is that spot between not that it's good enough. I'm not talking about good enough. it's that we're being responsible for

084the money that uh for this money and that we're being good stewards, but that also if they come back and ask for more cuts, what does that what does that look like for our budget? I guess that's where I'm >> my point is if we say, well, we're not willing to take this 500,000, but then they cut us and take the 500,000. Does that say >> Absolutely. But I'm saying >> that's why I say we should allocate what we feel we really should go with them that this is our best >> that would that would bring us down to like 4.6%. >> Well it would lower than that but just on the part that taxpayers >> Yeah. You're talking about the taxpayers. Is that >> 2.5 >> if if we followed your plan? >> If

085we did the other if we added the other 500. I don't mean your plan, but I'm just talking now about are you talking about um line 15 and 16 of the adjusted budget keeping that with DoD as well? And um that or are you saying put that back into the operating budget? >> No. I I just just wanted to flag it for the the board to realize that I'm not opposed to to lines 15 and 16, but that it's a change in practice >> even it is a change right >> it's not like it's not allowed so it >> no I'm not suggesting I just want you to realize that yeah this is a change in our practice but >> it's an asteris I'm I must be terribly naive but at a point where social

086security goes up is it 8% 6.8% 8% I don't remember the exact you know the CPI is up >> 6.5 and we're I'm I'm not arguing anything about uh Jay's presentation I'm just if we came to the the school to the town council and say we've got a budget with an increase half of whatever we've got as a national increase. I know there are people who would like us to pay back the town for what we've spent in the past, but I'm not opposed, Jay. I just I don't get how we can really beat ourselves for having a budget that's half of what the rate of inflation is. >> Well, and when you saw my first budget, it was nearly 5%. So, I think and I didn't hold back. I showed you what it would

087cost, you know, without adding really anything and it was closer to 5%. So that really does tell us that that is part of what's going on here. But then we went to adjust it. We we looked at items that we could we could do that were doable and that you know I my last resort is to look at anything that would really sacrifice teaching and learning and kids and supporting teachers and all of that. you you get creative looking at some of these grants we've received competitive and um you know categorical but William >> yeah I mean it's not so much the the actual budget increase so budget 4.98% that's not really significant budget increase but when you look at the percent of of taxpayer increase I think that's really what is going to resonate

088with the town council and and the public >> as it should, >> you know, and that that's really just an absolute bummer that a budget that was not hu like not a huge increase will have a huge increase for the taxpayer and that's >> well if the federal government could start increasing their end >> and supporting us um we've got no increases for over the since 2014 that I know of. >> As Dr. Vineir was very fond of the state constitution requires state education children. However, the ECS the state contribution to our budget has been flat since >> I went back uh past 2018. I think I went out to 20 I think it was 14 and it's been the same. Yeah, the the state ECS has been flat since 2014. So the um the

089the question then becomes and and the taxpayers see the ARPA the Resser who they see and and and and everyone in the administration should be u complimented that they've been going after these grants, getting these grants. But the taxpayer sees all this and they see the increase. what we have uh the portion of the iceberg that we're not seeing all the things that are going to come off of grants [Music] >> security the social workers >> the tutors and that's why I recommend that we come in under CPI with this budget because then when that next phase comes in for all those things with grants. We haven't found other grants to cover that then it really snowballs and again I haven't suggested one but anything that would affect students. I'm not saying let's cut library

090books. I'm not saying let's increase class size to 40. Not saying anything that's going to affect children. I'm just saying that we need to allocate the the money that's out there. Um, and I know somebody used the phrase good stewards. I think we are being a good steward to apply excess. What I see is excess. Now, to Lor's point, we could send that entire reserve over to OPEC. Um, you know, that's a whole another thing that we really need to probably have a CW about what the actual uh report comes in from the um actuators. Um, but right now, you know, I would like to see a longer history of this of this account insurance so that everybody can see how it adds and flows. I I just want to go to the town council

091and be able to say we studied this very carefully and this is the only amount because I don't want like what happened years ago with somebody where they cut our budget and they ran over and said take the rest of it out of reserve. I want to say this is the number >> and this is how we got there. And we got there because we took x amount of dollars out of our reserve. >> And maybe my 500,000 is is too, >> you know, too round, too clearcut. Maybe Ken can develop some data to show something. I guess I think that that's what I'm I'm thinking about is that I I um I and I I I sense consensus is is that we need to kind of take a look at that again and to

092see where we where we can do and the analysis that we get from both Lori and for Ken. Um okay, bye Dean. It's good to see you. Sorry, I I I just got I just got um I apologize, but like I I I think um because then that allows us to then kind of say um and to your point or to Lor's point about OPED, I mean like I think that that needs to be part of the conversation. And when we give our percentage increase what it is, we could say the reason why it's this is because we felt like this made more sense to give some more to OPED because we have been in such a deficit and this is what we taken from the healthcare quarter so that people don't feel like that

093we've got more money to take out than what we are. Am I hearing you correctly? Am I making sense? You keep on shaking your head. I'm assuming that. Okay. >> Right. >> And I also think we should know what is the town doing with their insurance and what is the town doing with their op because if we're way off in what we're putting >> they're way off from us in the regular health savings. They're not doing what we're doing. >> Yeah. >> And then they're they're they've done a better job with their OPED. >> Okay. >> But we've done less well. Well, I think that we didn't know about OPED until three three years ago. Four years ago. The other the other piece I think is comment about reinsurance, multiple layers of reinsurance. >> that's

094not that is not in our >> we can suggest the town do it the next time. I think we definitely should bring that up. >> Yeah. That's not going to But I didn't think you were saying that this would help our current budget or this coming budget. William. >> So, so when we look at the numbers this one right here that goes over the taxes that addition bring us down to 4.6% increase in in our taxes. Um that That actually gives us though 1.1% range of flexibility. You know, it might not be the actual budget number that we're looking at the 3.3 3% or the 2.7 or wherever that but what is the citizen going to see you know and where 4.6 6 and 5.7. Are we comfortable at at showing that? because that gives

095us some flexibility about what that extra 500,000 can possibly be. Because if we're if we're okay with saying that there's 5% increase in, you know, in our taxes um put us at like 3.12% budget or almost close to 3%. then you know that's basically like 235,000 that would remain in the you know reserve um because what you and what you talk about is what concerns me is that if they say no it needs to be 2.2% 2% or you know the overall budget or something like that. Then we're talking about okay teachers and and resources for students and things like that. Whereas giving them you know a much proposal that you still have a little reserve, you know, a little area to be flexible to say, okay, we can they push back, right? The numbers

096that we're postulating would taxpayer increase are just postulations until we know what the grand list is there. >> And also until we know what the town council and the RTM have approved for the budget >> and that's just starting. >> There is one line on the deductions. Am I >> No, I I I >> there's one line on the deductions number five. reallocate diesel fuel. And the words that jumped out of me were using current rates. And nothing wrong with with doing that, but we have no idea what rates are going to be one year from now. >> Um, so we lock in. >> We we can lock in. >> We can lock in. Okay. >> And we did get a good number on that. We got a very good number. >> Okay. And we

097do that as a unified front, too. >> Okay. So, uh, maybe when we when you clean up the budget, rather than using current rates, using locked in rates, >> that's an easy one. We can easily change that over. It's better terminology. Jay, >> and again I just want to get back to the um Matthew's absolutely correct that an individual taxpayer is not going to be able to determine the increase in their tax based on what we vote on because of the um grand list. However, actual increase paid by the town as a whole will be known. That will be a known figure based on this year versus last year in terms of how it flows directly to an individual taxpayer. You're absolutely right. None of them are going to know what that is until no

098the grand list is is posted. And of course, then they're going to have to wait for the fire districts as well. So, you know, that's >> Well, and I think that ours is only half of the whole picture, right? um like 46% >> right not even >> yeah so like I think that we need to be very concerned and very wideeyed about what this means for the taxpayer and for the town but I also don't and I don't and I'm not suggesting anyone here is doing that but I think we also have to be making sure that we have what we need >> to be able to run the district and once again I know that that's what we're talking about but I also don't want us to get stuck on well it's going to

099increase people's taxes by blank blank blank. We don't we don't know that. And so so to I think that Dave um McBride was I think his point was well taken because he got us to have this conversation. So I'm very appreciative of that. But we don't know what the implications are going to be that for the for the last year the T town when we came in at 2.22 22. The town side, correct me if I'm wrong, but was up to 8 8%. So, their half was 8% and ours was 2.2. Staying out loud. Um, how about if we go through this and then I have a couple of ideas for what our next steps are. Um, I feel really comfortable saying that we are not ready to vote on a budget. Um, so let's

100just kind of because there's a lot of work that was put into this stuff and I think that I want to hear what what's what's the and then um let's talk about what the next steps are. So Susan, I'm going to bring that back to you. I think we've taken a look at this. >> Yeah, we've talked about this one which you know I put five points. You guys, this has just been really thoughtprovoking and really great great information. I've learned actually a lot. >> So, Susan, where are we going? >> Well, with the chart I gave you um of other organ all the other towns um that were, you know, answering the call to the survey and there weren't that many at this point. you saw a lot of superintendent budgets filled in everything

101from like 3ish% to looking for the highest one I think there was like 8 n% um in some cases and but the ones that are actually go going to vote from the board the board of ed now budgets you see a 582% in Cheshure 3.24 24 in Glastonbury, 4.39 in Milford, 8.33 in New Britain, you know, and the average of those are coming in at 4.72. So that's just something to be cognizant of. You know, every town is different. Every town gets different kinds of funding. Some of those towns don't get impact aid. Probably none of them get impact aid like we get impact aid because we've got the largest military community. Um, so that I just wanted you to be aware. Like I said, it hasn't been totally filled in, but it gives us

102an idea of what things are what what's happening in other towns. Um, and we did go over the DODIA, so I think does that seem to make perfect? Does that make sense? I understand what you're saying, but I I have to tell you that at this point we are not close to that 19.5 this year. >> What's the drop? >> June. >> But my fear is that we don't have enough military students themselves and but we're we're trying to turn over every rock. If you could see what this team is trying to do to accomplish. >> So again, is that criteria for duty supplement is it only active duty military >> yes >> 19.5% >> what about if they live in grat >> we're checking on that >> right >> but then what if they're

103living in graten and we're not paying they go to grael or they you know they go to other schools >> those are good question to ask what if they work on a military installation but they're not >> that counts as a piece of it, right? >> Yeah. That counts for impact aid but not supplemental. >> Impact aid comes from the Department of Ed. Supplemental comes from the Department of Defense. So the Department of Defense is more concerned about their >> military. They're not considered they're not concerned about electric contracts. So the number that M Miranda has from Department of Defense is over a thousand kids,082 I think she said, but we're not certain that that all of those kids are going to Graten schools. They they live in the 06 340 half and 06355, but

104you can only take half of that. We don't even really know. So really trying to find out who are those people from DoD is not easy to cross reference them with our family. So they have this thous like I said every number is different. I've seen from 850 something to 898 to you know to 1,82. >> Can we get them by the actual crisscross address as opposed to just zip code? We asked for that, but I don't think they've given us or they have that data. >> They should. >> It's interesting. They're like requiring something for us to to for funding yet. They don't they're not really clear. >> We got game because they audit right after. >> Well, they have audits all the time from what I understand. >> Right. You're right. >> People

105were people were putting the proper address right. because they were saying >> 0632 or it was the new London. >> Yeah. They weren't saying Bristol Lake official post office addresses. >> They were using 12 or something like that. >> Now he even has a new name. >> Right. >> Yeah. >> On on those numbers. Um what about the kids that go to private school? Does that count towards us or No, >> we don't know. I think the secret recipe is do we support them financially? So those intra district interd district magnets we do pay for but but sacred heart >> I'm talking I'm thinking about kids that go up to bo that go across the williams god you know they are going across to New London >> depends on are we paying for them >>

106when you said are we paying for them their tuition part or part of their tuition >> so St. burners. No >> because parent still going to ask that question. >> We're going to still ask that question. >> Not the same. >> We don't do for saint be with sacred heart. We do >> only because sacred hearts within >> the within the district and by law you have to provide transportation. Was there anything else out of this? I mean the only other thing um was that I see was the sheet that had the total operating cost including grants because the board had asked us what what is the actual dollar amount that we're using and that's my whole th shall not plant that we get the categorical grants and the competitive grants for specific reasons and

107we plan for those the competitive ones especially and we receive them because of the nature of the grant and how we've written it and what we're doing with it. So, we have to spend it on those things. We can't go and spend and take money from a categorical or a competitive grant and just say, "Well, I'm going to start taking care of our fuel oil. It's not in there and I do that and I go to jail, so I don't want to go there." So, you really have to be very careful in planning for these grants. And um even if they're title grants and you get them every year, even those numbers fluctuate for us. So this was um at the board's request a few years ago. we were able to add up what the

108FY FY um 23 budget was um for operating then the categorical grants al together the competitive and the corona virus grants the C three C's I call them and you see that um it's over the 81 what was it 83 million that we proposed That's good. >> And then the town portion of the board of ed budget. We have operating budget including grants. We have revenues received directly by the board to us. >> Yep. Those grants I get. Yep. >> Come directly here. >> Yep. And then the revenue received directly by the town of Grten. And that's been pretty that's been the steady thing. That's been like flat. So the flatter that stays and the more our costs go up, the taxpayer is going to be paying more. >> Andrea, I wanted to go back

109just for a moment to um the private school idea and I wanted to ask if homeschooling in any way has any kind of an impact on the numbers. >> Yes, absolutely. during COVID. And I should get that number because I was filling out those forms on a daily basis, we had, you know, many, many more students, hundreds more that were being homeschooled during that time. >> I wonder how many have continued. >> Well, there probably have been some that have continued. Um, but I think a lot have come back or moved. It's harder to keep track. But that's a good question. >> Right. Right. >> Well, that's why I said let's just look at the DoD money. Let's look at their numbers. >> They know who's here, who's stationed here. Help us to find those

110folks, you know. >> And what's the date for that towards the SIS is October 1st >> only October? It's actually September 29th was the day we had to calculate. >> So any kid who was not here yet, you know, doesn't count for us. If those families left October 2nd, we get to keep those, but they might not do supplemental. >> Yes. >> But it's that magic one date. Like I was saying, wouldn't it be great if we could make sure as part of our um process when we're um enrolling kids that they fill out their free and reduced lunch, which we we try to do, and they fill out their, you know, impact aid, but you can't do it prematurely. It has to be done on that date, collecting those numbers on that date. >>

111That that's the survey date. But >> there's there's no reason why we couldn't collect the information as to whether or not they're a military family so that we could subsequently do a a source check if they don't fill out forms, >> right? And I think we do ask that question on power. >> Yeah, just have to make sure that >> it's just not always so accurate. And then the last part of this um calculation of percent of property tax collected that supports board of ed budget even if we knew last year or the year before what the percentage was and what that looked like. I mean based but it's based on the mill rate. It's based on grand list and that was last year's grand list and it might not look the same this year.

112So it's hard to predict. So that was at the last year was at or this current year is at 46.4%. when the portion of the budget that the town of Gratton had to pay the taxpayers was at 48 million. >> There had been some discussion of another boat being posted here and getting another full crew. Does that ever >> I asked that question. So the Columbia class is being built here and so the um people who are working on the Columbia class getting it ready those count for us. They have to be working on the boat. they had to be working on the boat on October 1 or September 29th, you know. Um, and there are many that are going to be stationed here. And I think Miranda and I calculated to the tune of

113maybe 14 to 16 possible submarines, but there's only enough room for about 14 to 16. And so submarines come in and out. They get deployed, but then they go get stationed in other places where there's room for them. >> So, it's a hard target. But I when I talked to the captain just this weekend, he said to me that um the boats are being built now and by the time they get full cruise, we're seeing a few years out and we won't have all of them all at once. We'll have a few of them at a time coming in adding to the the ones we have or the ones that, you know, they're coming and going all the time. >> Okay. So, um, and then there was a bunch of questions that got answered in

114the board notes by Susan. >> Thank you very much. >> I really appreciate that. We really worked hard on that to try to get that information out and >> you know, you saw that in the John Burch section. I gave him the same thing and asked him to pass that along and the questions and answers. >> Okay. So, this went to John to >> John got everything. Y >> Okay. Yeah. >> So, Okay. >> Good. Um um and then Bruce Jones had asked me I saw him you know at the um Black History Day on Saturday and he asked about the numbers and that's why I put Ken had already put this together and I said I think it's 46. He says I knew you'd know it off the top of your head. I said

115but it you know it varies and next year is like a predictor again. This is, you know, if we filled all of the seats in preschool, this is what it would look like, you know. So, so, and if you count the out of district kids, which I think as long as I'm responsible for paying for them, especially their special ed costs, they belong to us in some way or another. So, we should be able to count for them. >> Absolutely. And even if the state is able to support and pay back those costs for interd district magnets, they're not going to pay back special ed. I mean, we're going to still be responsible for the special ed cost. >> So, >> okay. So, where does the board want to go from here? So, we have

116agreed that we just are not at that place um to do a budget to to um vote on the budget. So, that's off the table. And can I just have a consensus that people agree that we can remove that from the budget? I mean from the agenda tonight. >> Yeah. >> Okay. >> And I'm hearing we need some more data. >> Okay. So then let's talk about that because we we've got a couple things going. Monday and Tuesday is a school holiday or the school is off. So the next time that we could actually convene would be on a Wednesday. Now we have we were meeting on the 27th which is our regular board meeting. And so, um, my question to the board is this. Do we set up another meeting to go over the

117data? Like, do we feel like we're going to need to have a separate time to talk about the stuff that we are looking for? Which I I'm going to pause and let's get clear about what the data we need to have in order to make the decision. >> Are we talking is that the 22nd? What's the date that we're Yeah. Wednesday. So, let's not worry about the date yet. Let's talk about what is what is the data that we're asking Susan and Ken and staff to come together on. >> I think we need to see what the additional 500,000 reallocation of those two areas that that um >> Who are you? >> Jay, >> I know I haven't been here for a while. So, >> that line 180 and 106 um that and if there's

118anything anything else that we can you know is any place else >> is there one second is there is there appetite for us to kind of take a look at like that and then also taking so let's just say let's just take your your suggestion was the five the extra 500,000 should would it be do we have an appetite for Ken to say okay board how about you take we can take another 300 and we add a 100,000 to the OPI. >> Yes. The number out. >> Right. Right. >> So, what is So, maybe what the question is is um what is that number? I mean, Jay, it's not that I don't trust your your work. It's just I I want to go to the person that will be kept up at night. >> I

119was up I slept three hours last night thinking of this like thinking of other ways. But so but you know to know what that what that looks like and and then also see what it would look like if we needed to take a little bit more of that health reserve and move it towards the OPED to to try to not make it whole but at least get boost it up a little bit. >> I would like to see more years of data. Mhm. >> Well, he's obviously going to you're going to obviously I can't speak for you that you're going to need to look at that to be able to give us what that comfortable number is knowing that what we're feeling pressured on is the fact that whatever increase it is, it is going

120to be that much more that we know for the tax the the taxpayer. We want to make sure that we're being stewards of that. Um, go ahead. >> Town. So you want the information about the top >> two accounts of them and health insurance as you said it might be with the >> it's the opposite. >> Yeah. >> So which might not help. >> They they don't have a lot that they're sitting on for the health insurance but they have a lot more in the opposite >> really. Okay. >> So we don't need that information if we have that. Well, I would rather I'm speaking of, you know, I mean, I'd rather see what the murals are. >> That was as a point in time. I don't know where we're currently at. >> Okay. So,

121would you be guys be willing to get that information? >> Um, Beverly, you're the uh loan um board member online. Is there other information that you would want us to have the staff gather for making a vote? Bev, I'm just going to talk and you can like interrupt if you're if if you would like to say something. Um, okay. So, that's the information that we want the staff that we feel that if we got that information, we could make and you would give us what the percentage would look like. Yep. With all that. Okay. All right. My question to the board this the second. Oh, Matthew, I asked you. >> Okay. Um, is do we feel that we need to reconvene next week, even if it's by Zoom, to have the conversation about this? I

122would like to because I think I can get it ready and I want I think we're on a roll and I think we've got momentum. So my my then my part B to that question is when I put together the agenda with Susan tomorrow and we have that conversation about all the information and I'm also going to throw on a an agenda item that we would vote if we're ready. Vote if we're ready. I >> Okay, that would be the 22nd. >> That's the 22nd. >> 6 p.m. And if people are fine with Zoom, I think we would appreciate that too. I have staff who travel far away. I'm just around the corner. I'm Wednesday. It's already a scheduled meeting. >> That's right. Is it? Yes, it is. Yeah. >> Can we save that there

123on purpose, right? >> Yeah. I I was I honestly got the impression from you, Kim, that we were thinking of maybe having one on the 20th, >> but we can't because it's um it is it a school holiday, so the school is closed. >> So, we no matter what, we still couldn't. >> That's right. >> And I I might have said those dates being >> No, you didn't. I just the way I was understanding. So, the next full day um next week for schools would be the 23rd Wednesday and that we're going to have a Zoom meeting um at >> that's true as well. >> Yes. >> So, Wednesday the 22nd, we are going to have a meeting at six o'clock on Zoom um where we're going to go through this stuff. >> Um >>

124I think I think I I I heard Zoom. I think I heard Zoom. Um, >> I know. Should we make that? >> And then we can always put things up. Sometimes it's easier to follow a Zoom >> in a hybrid, >> you know, to have these things to and I'll make sure I get them out to you, right, Hannah? Do you think we can do that by the end of the week for everybody? >> May I say, guys, I have just been really honored about these conversations that we've had for the district um to making sure that we keep the district full. Um, I really appreciate I really appreciate the work that Susan, your staff has done, um, and the work I I need to tell you in talking to other board members throughout the

125district, this is an anom anomaly that the board doesn't actually go along with the superintendent line by line by line. So that I'm very appreciative of of the transparency that we offer our town um, as as board members. So once again, thank you so much. This has been this has been I've learned a lot. So for me personally I I appreciate that. >> Okay. Before can I just make an announcement? >> Sure. >> Um our very own Carita Haj has been asked to be on a panel >> state panel to discuss the uh black and latino studies >> been instrumental in piloting and creating that thing. >> Yeah. So we'll get this out to there's a way to it's a zoom as well. It's in person in Herford and there's a Zoom and it's on

126the 23rd of next week and but it's in the middle of the day. It's at I think it's at 2 o'clock from 2 to 3. We'll get the information out. It'll be nice to support her. >> In that case, motion to >> have a second. All those in favor, please say I oppose and I end of meeting for your