001and then that like do we have to ask for an appropriation from the board of finance or not us but the chair um just so like next year that's in our NBR >> I don't know if chair Pon can hear us yet. Um, Chair Pon, who's online, did you happen to hear that question? I don't know if anyone else. Okay, >> we can't run a deficit. Oh, she can hear. Okay. Chair Pans, did you happen to hear that question? Oh, >> I think Shelby left. Oh, she's just coming back on, but you couldn't hear the beginning of the question. Just the end of what um >> Okay. >> Cara was saying. >> Thank you. Thank you. Maybe we will have um um Cara re rest reate restate. Okay. So, we're um if we can't get
002So, we're 1.5 million over the projected 3.4 million deficit. So if we can't maximize other funds to get back to that 34 and we are over that do we need to request additional funds from the board of finance just to ensure like we are properly funded going forward and you know for in terms of like MBR for the next next year. >> Right. Right. So and chair ponds please jump in any time. I mean, I think the hope is we have um some grant funds funding like seed and drip and have we received all of those grant funds? Have we drawn has it been drawn down? Do you know where we stand with that? I can share with you regarding the seed grant. We are working towards that. We do still have more to spend
003towards that. Um I know the business office has reached out to ask all of the positions etc. that we that's not yet done. >> Okay. Um and in the event that we are running a deficit and we don't seem to have um any other places to pull from, of course, it's the chair's responsibility to advise the board of finance of this deficit. And then we would work with our board of finance from there. >> Okay. Because this is only till April 30th also. So I I worry that it'll just >> you have till June 30th, >> correct? >> Get as much. >> Right. But I I'm worried about this even going up more. Yeah, that's a distin possibility. >> And and kind of with another related question with the uh general ed unencumbered, we anticipate
004you utilizing all of that. Is there any potential that we >> can ask question? >> Yeah, I know. I'm just >> I can say generally on the general ed side of things, they're budgeted pretty well. they know their expenses. So, I wouldn't anticipate much of a variance unless there's something really really extraordinary, you know, something that get us out of the right field. But generally on the general ed side of things, there's more stability there. >> And what would >> Oh, of course. I know that, you know, as things get closer to the end and they close out close out POS, um there usually is monies that are open that may not have spent to their fullest expectation because there's so many moving targets with students and tuitions. And so, um, I believe the way
005that Jodie Bond has explained it is that the this number is if everything were to go exactly as it was predicted, and maybe Amy can kind of further explain that, but I know at the end of the year when she closes things out, there's often um, money that offsets this a little. And I if I can have we could have her follow up with you know something and to the board or um you know schedule another meeting if we have to. But um I don't believe that this is solid at this point. I think it's the best um the safest number that she can put. And I, you know, I think part of our messaging is, you know, for those who are immersed in education and budget trends, it's fluid. I mean, we've we've continued
006to say that um that it really is fluid. even with our best estimates and everything moving as we would hope, um things could come up and there's there's a predictability in how unpredictable things can sometimes be. Um, and unfortunately, we've also had to emphasize, and I'll use this term because it's been a term that's read out there, is robbing Peter to pay Paul and and we have had to take from general education at times, and we don't want to have to do that. Um, so that's something we we budget in the best of our abilities, then this is what gen general education looks like. Um, but sometimes we've had to draw um, you know, move budget, move line items. Um, so there continues to be the movement and I think Miss Bond has done a
007great job in trying to really bring us to where we where where it looks like now and we do have a little bit of uh support with some of our grants. Um, but if that hasn't all been actualized yet, um, we'll have to see how that moves as well. Should I move on to the cafeteria report? >> Any other questions, comments? >> Uh, okay. Thank you. Yes. >> Pending April federal and state reimbursement, our cafeteria snapshot reflects a deficit of $4,85. We served our scholars 38,951 breakfasts, 87,91 lunches, and 1,554 snacks in April. >> Thank you. Something that if we could possibly follow up on uh would be when do we anticipate any surplus monies that may be remaining remaining? When do we anticipate no longer having that? How are we able to predict how
008long it'll be before we do not have that surplus that I know CO um sort of created this surplus and we've been fortunate to have that but we know it's going to be expended at some point. So if we can kind of predict that so we can start to plan uh amongst the board of education, but also having those conversations with the city to see what um we may need to do in response to no longer. Sure. Just move back here. Any other questions or comments on cafeteria? Okay, now we have appropriation transfers over 10,000. Dr. Martinez. In the month of April, $20,000 was reappropriated from athlet athletic stipens to athletics professional services to cover the increased cost of athletic trainers. $10,000 was reappropriated from athletic stipens to athletics rent and leases to cover the
009cost of restroom rentals at our fields. Within the talent management budget, $13,9718 was reappropriated from salaries and $15,72 from other professional services to software licenses to support the buyout of Protra software and data conversion. Within the CIS budget, $15,000 was reappropriated from printing and binding to instructional supplies to support equitable purchasing and distribution of instructional supplies for the district. >> Are these the types of things that like at the end of the year when we were talking about open POS where we didn't spend it so then we could move it towards the deficit? Because if we're moving like these things now, did we not need them in the current original items? >> Please go ahead. >> Just curious why are we buying out protracts or does anyone know or is it would we use a
010different program better program or >> we had um the program created in house. >> That's correct. wasn't the fin if we if if I don't know that anyone's here to answer this question, but if we can get some information about what why there was an increase in the cost of the athletic trainers. >> Um do we know why was that contractual? Uh was that anticipated, unanticipated, and what was the cost? some of the I think as we as we look at our committee practice and and we do have the dashboard on the agenda and look forward to having um the presentation once again but really narrow narrowing the scope to how we can how we will be using that information in finance and operations. Um, but when we look at our practices, some of the
011questions that come up for me is looking at where where we were from month to month, but also where were we this time last year? Um, so we can really start to identify trends. Again, I know how how fluid it is. Um but when we look at an earlier agenda item closely monitoring agenda inside the budget which currently shows a million591 on encumbered how does that look with you know how does that look from where we were this time last year? Um are we spending the same amount? Are there things that are coming up and like for example now we see cost of athletic trainers. So that uh has resulted in reappropriating money from athletic stipens to to athletic professional services. Does that is that going to have an impact in athletic stipens? Is that
012going to create a gap there? You know, again, just tried to start to identify um some some patterns. It could even be patterns of practice. It just could be patterns of unanticipated expenditures or you know just really starting to narrow. >> Of course. Yeah, absolutely. >> I agree. >> Trend line would be helpful and probably we'll get that with Jeff's >> baby over there. >> I'm taking copious notes. I can't wait to share with with Jody. >> I know. No worries. >> I know. When I found out that Miss Bon wouldn't be able to attend, I was like, well, she may be busy when she gets back. Um, okay, perfect. So, any other questions or comments on this agenda item? Okay, now we'll look at people personnel services report. Dr. Martino, >> may I just
013ask through the chair? I I have activity accounts. Should I cover should I report that >> student activity? >> Yes. So puper personnel is it precedes student activity accounts but we can you know I'll take a motion to move agenda item eight to agend to up one to agenda items seven. I'll make a motion. So move >> second. >> All in favor? I >> I >> Okay. >> So now we'll look at agenda item number seven which is student activity accounts for 430 26th. >> Okay. Thank you. Bristol Central Athletics began this year with a balance of $53,78155, a total of $75,571.31 in expenses, and $87,58.19 in receipts, left a balance of $65,26843. Please note of this balance $29,1363 is gate fee net income and the remainder is fundraising proceeds for individual sports teams. The
014BCHS student activity fund began the year with $155,1557. They had 1,00 $19,293.91 in expenditures and $159,645.76 in receipts, leaving a month and balance of $25457,042. Bristol Eastern Athletics began this year with an $18,572.98 balance. a total of $44,445.17 in expenses and 54 to $54,78359 in receipts leaving a balance of less than $28,91140. Please note of this balance $6,34811 is to support tournament fees for spring sports. The remaining balance is fundra fundraising proceeds for the individual sports teams. And the BEHS student activity fund began the year with $147,12242. They had $116,748.40 40 in expenditures and $131,9255 in receipts, leaving a month balance of $161,46657. Take a minute to just digest that, but please kind of review. Um, what the general public might not be able to see, um, is we do have supporting documentation uh balances
015from Bristol Central and Bristol Eastern and it breaks down the expenditures. So, um you know, we may be looking at that simultaneous to you providing that information. I also feel like this is another example of where trends um you know how did how did the of course we we receive this every month what you are reading to us which is helpful but looking at where we may have been last year just to try to determine because we did have a change in gate fee policy but try just trying to get it get an idea of um how much income gate fees are generating how much we're spending um are there trends that uh patterns that we're seeing this time last year? Just again trying to look at as many predictable things as possible because there
016are questions about our spending and the more we're able to look at the spending in a very um concrete way and a very transparent way I think the more confidence that the public can have that we're asking the right questions. We're looking at the right information. We're analyzing trends. um we're getting ahead of issues if where and when we're able to um and putting practices in place that could maybe prevent deficits if that's ever possible in in the world of budgets and education. I don't know ne no matter how you know we have a really talented group of staff and commissioners work really hard um but no fault there it's just it's just how it goes >> to the chair. >> Sorry. Yes, please. >> So, I did um reach out to uh Jodie Bond
017just to get some answers on those earlier questions the best that I could, you know, in a quick amount of time since she's not really available. But, um she did state that the $1 million increase um was and and Amy may have said this, but we didn't have any sound. So, if she did, you know, uh she said it was from special tuition, transportation, and professional services. Those three line items, uh, you know, are unpredictable and they went up. Um, she said that she's still hopeful that they'll end at around 3.5 million as originally reported. She's still getting the final round of excess class and she has a few grants, as you mentioned, seed and drip and other grants that can offset some of those expenses. So at this point, yes, there was, you know,
018some increases, but that she's not at this point feeling like that that's our final number. >> Thank you. >> Yeah, back to the student activity. Um, is there a way, Jeff, that this information could be on the dashboard, too, or is that just completely separate? So we'd see like trends of balances and revenues. >> And my other question, Amy, I'm not sure if you would note, but so this uh for the Bristol Eastern supporting tournament fees, the 63 348, so is that still needed to be paid to support the fees? And then does central not have tournament fees? I unfortunately can't question. Yes, >> the fees are paid into that account and then are paid from that account. So they're not the we don't pay the fees. The fees are >> right. I know. I
019was asking um if it still has to be paid out from this fund. >> Oh, okay. I didn't understand. and noted the questions. >> Anything further on student activity accounts? >> Okay, great. I will move on to pupil personnel services report with Dr. Martino. Thank you. As of May 1st, 1,823 of 7,951 enrolled students are identified as requiring special education programming. This reflects 22.92% of the total BPS student population. As of May 1st, 130 students with disabilities require out of district placements at private special education school programs. There were 93 students requiring special education at other public out of district schools that includes magnet schools. During the month of April 2026, 50% or 15 out of the 30 newly registered students were requiring special education at the time of an enrollment. And one of these
020students did require special education in an out of district facility. During the month of March, there were 28 211 and 12 911 calls with three of these calls being reported as accident. Any questions? question for you not on that. Um, is there any way we talked about this at the last finance meeting and I think you were a town hall um to get an idea of a breakdown of via category mandation on on IEP. So we know where our hot spots are. Is it autism? Is it ADHD? OI, is it emotional disability? So we have a trend. So we might be able to budget better for resources for those spec specific students. >> Yes, through the chair. Um we have been working with the business office really to uh tier our facilities that we're using
021and the number of students within those facilities just for that purpose. >> Okay. >> I can I don't want to be too excited early, but with the additional programs for next year um we have a significant reduction in out of district numbers with our graduates and students we bring in home. So, I'm really excited to share what we've already planned. >> I don't say anything yet. >> I'll just leave it there until it is actualized. >> Thank you. >> But I'm hopeful. >> Appreciate that. Thank you. >> Thank you for this information and sort of in line with what I've been saying about acknowledging, recognizing trends. Um even if we were to look at where we were last year again so people can see how predictably unpredictable things can be um in as of May
0221st 2025 due were the were the trends similar if it looks looks here April 2026 50% of the newly registered students that's 15 out of 30 were identified as students in special education. Is is this the monthly trend? Is this a trend that we can expect in April of every year? I mean, we know the trends change based on the time of the year. Um, you know, if we start putting our finger on this is what we know how fluid it is, but this is what we tend to expect in April. And and I don't know if it's possible for us to have information at this point in time, like fiscal information. What is their approximate cost with the exception well we know that one newly registered student required out of district special education program.
023You might be able to might know how much that costs the district, but when we have 15 of 30 newly registered students being identified as special education, was that an unanticipated cost now that the district has absorbed that we may not have um I don't want to say that we haven't budgeted for, but maybe hadn't been budgeted for based on the unique needs of those students. >> So, I would say yes. I I have the data for at least since I've been a director. So I actually could do year-to-year comparisons. Um some of the details we don't call out I think because the numbers are so small but I can tell you that based on um the student needs that we received last month there were additional staffing requirements that necessitated additional positions to be
024hired that we weren't anticipating. I think that is really important and really notable and I do think it could be beneficial be part of the conversation that we have in this committee >> and I think I can do it in a tactful way where I'm not calling things out right of these changes >> cost that we may not have been anticipating or as a result of um specialized needs >> etc. Um I yes >> I agree with that. I think that would be very helpful for us to look backwards and forwards. >> I know you're busy woman. >> Well, >> the more the more we have to look at and >> No, no, please. No, no, not at all. >> You know, the more we have to look at, the the better idea we have.
025So, as we go into next fall, we can have a good idea for special ed trying to be more predictable. Definitely. So, And it sounds like you're on the pulse of a lot of this bending like you're already you're already seeing that this some services or some students might require an increase in staffing. We don't I certainly we're not going to call out spee certain students or you know designations but this is say as a result of 15 or 30 newly registered students require special education US we've had to hire new staff and this has been a such and such cost to the district. Um, as we start to look at those changes in service needs and the impact that it has on our on the district, if we start to look at that monthly,
026obviously there's an aggregate at the end of the year, but then we get to we are able to see how that trend looks from month before the year before at this time. Um, because I really think it's important for the public to see that we are looking at these costs. We are we are we understand that it's fluid, but we're also fiscally responsible to say we're we're ready to respond because we have to put student needs first. We have a legal obligation and moral and ethical obligation, but we're responding to it. We do we move things in the budget accordingly. Um but that these are the realities. I want people to know what the realities are. Agreed. I think that's great suggestion. any um I do have one additional report. I don't know if it's
027a separate line item. >> So um this is the first version of the dashboard. Um Mr. Chelton sat with me. It is um say I loved his tutorial. I was like this is not going to work for me. I'm not a tech kind of person. He's like no let's sit together and watch it. And uh it really was great to be able to to just drill down. Um, as of May 1st, all the represented budget lines are trending close to the budgeted figures for the 2526 school year with the exception of transportation. Um, that number is significantly lower at the moment, but this is what is spent. We're anticipating the number of invoices to come. Um, we do anticipate additional transportation invoices at this time. We do continue to forecast over budget by the end
028of the fiscal year. With this said, I love a statement that you mentioned that as we are closing POS and things change, that number can get closer to the 3.4 that we can share with you that I know of for a fact some changes in student tuitions that are going to unencumber ones that we already had in Humber. It just hasn't happened. So, I know that that's part of what Miss Bonds is saying. Like, I think I'm conf confident about getting closer to that number because we know of those changes. They just haven't happened just enough. these invoices and the trends in the invoices, is this typical of what we would see this time last year? Again, I want I want for if anybody from the public were to watch these meetings, I want them
029to hear that it's a trend that we're aware of. Um and the you know this slide and the way that you've designed this slide and you've been very intentional and very open about why you do you know the revised budget the expended versus you know the encumbrance. There's a whole purpose to it because it may look like oh gosh wow we're under budget. This is great but we know the trend. The trend is we have invoices that have not yet been um either delivered to us or haven't been paid out yet. We know we're going to move that little orange line up and through the chair. Uh for anybody who might be wondering, well, why haven't we gotten those invoices? I can attest that my office spends an exorbitant amount of time calling people to
030say we need those invoices. Um so just please know that we're on it because we want to close those POS as soon as humanly possible. >> Know what you do for a living. So I I can relate. I've been there myself. So >> can't believe we have to chase people for their money. >> Like I Well, Unfortunately, they send it sometimes a year later when the budget is closed. >> Can't balance the check the checkbook that well when we're not getting the invoices in a timely manner. Um, so certainly we appreciate uh how on top of this you are. Um, even though it might make work a little more difficult because you're doing a lot of prediction and we're all trying to predict. Um, but it looks like what we had allocated, you know, budget-wise,
031we are going to get there. We're not going to have a surplus. >> Not unless there's significant changes within the next couple of months, which could happen. >> Never know. Okay. Any other uh questions, comments on table service? Great. Now we move on to new business. So who who will report on the donation piece? Is that okay? Will that be me? Okay. So I'm just going to pull it up the way that it was presented to me. This will not require any uh board vote and it is not something that will need to go to the full board. It's justformational. I want to make sure I get the correct number. It is a donation. Um, Bristol Eastern Booster Club is receiving a 2,000 don $2,000 donation for the baseball team. Do we have any further
032information on that? No further information. So, just a donation to the booster club. Again,formational, not an action item, but we appreciate the generous donation. Um, I would encourage additional donations as long as they align with uh BPS policy. Um, but we certainly do appreciate that donation. Okay. Next, we have the financial dashboard and we have this health week coming up. I I I do want to share that I certainly appreciate that you presented the information um to the board at the board's meeting last week. Um, this has been long awaited. Probably has been conversation started probably uh I don't know a year ago. Is it has it been a year? It's >> roughly a year ago now. >> Yeah. a year ago, just to give a little history on it, when the previous mayor um
033was in office and we were coming to the table to have some conversations about uh finance, fiscal responsibility and the idea of a dashboard was um introduced and we were excited about it because it was c certainly informed the work of this board or of our board but also of this committee. Um, and it will sort of be a a guiding light because it's going to have a lot of data information, you know, it will um promote some transparency, more transparency. Um, so as you present your information to us, if we can look at it through the lens of how it can inform the work that we do in this committee and how we can use it as a monthly guide to ask questions, answer questions, uh again look at trends, look at patterns. So,
034we've really have been waiting um for the dashboard so that um we can have it inform the practice of the community. >> Absolutely. Uh thanks for having me. Um so, >> can I just real quick zoomed in a little bit? >> It's really hard to see. >> Possibly. Um, I do apologize. The text down there is a little small uh when it comes to the presentation side. Uh, but I can explain what everything is if it helps you at all. Um, very at least you can see the numbers on there. That should at least help a little bit. Um so as I had mentioned at the uh last board of education meeting um around this time last year um I was brought into a meeting um at the city hall to um discuss the financial
035situation of uh Bristol public schools and uh how that in turn affects the city as a whole. Um as part of that meeting a discussion came up around um a presented tool that was brought forth from uh an external company who uh proposed to build a dashboard for uh the Bristol public schools and for the city to utilize to track finances and and maintain um kind of awareness of where the budget is at any given point in time. uh that that product was actually quoted north of a4 million dollars. Um so again being fiscally conscious um I couldn't my right in my right mind when asked if that's something we should proceed with actually say yes especially knowing where we were at the time already being in a deficit. um having experience doing something relatively
036similar from a previous job more so on the the tech side than as far as finances are concerned um I opted into take on the the task the challenge if you will of creating a a financial dashboard force and I do want to preface this with the fact that I'm a technology professional I am in no way shape or form a finance professional um I just know my way around numbers and data enough to be dangerous and in a good way in a good Um so over the course of the past several months I've been working with uh our cityside counterpart who manages the munis database and uh some people from our central office cabinet to start gathering information around how this dashboard is really going to look how the data is going to be
037transmitted in and what we're going to be capable of doing with it. Um so it took some time to actually get the the data to get access to the data. Um upwards of several months uh to no one's fault we were trying to explore how how that works for somebody who's not already in that role gaining access to historical information. Um but once that was granted um roughly two and a half months ago now um we were off to the races with building the actual tool around the data to support our specific needs. Uh so what you see here is a screenshot from um a main overview page, what we're calling on our dashboard. Um at the very top you see a couple square boxes. Uh those are our key performance indicator widget uh cards.
038They're part of our uh KPI widget. Um they indicate um is this a special educ? I think this is a special education one. So this one in particular is our special education budget. This just shows that you can actually drill down into different areas of our budget, different programs, different character codes, um, etc. to be able to get a more finite view. So, as far as our special education is concerned, you could see where we stood uh, as a whole, uh, with our starting budget, our revised budget, if there were any adjustments that were made at the start of the year. Um, our current year-to-ate expenses, that one with the little red bar in the center there. Um and that actually gives a percentage of how much year-to- date we are expended expended compared to
039how much our um budget is. Uh that also includes our incumbrances though uh which is the next one. Uh the fourth box there is our incumbrances for the remainder of the year. And the uh last card on there is the actual remaining balance um for this particular uh section. And as again Dr. Martino had had mentioned, these are things that are very hard to predict, especially with a lot of movement year-over-year. Uh we are hopeful that this tool will be able to allow us to catch these things early on. So when budget season does arrive, uh you'll know what our ask is for next year. this is going to be a much more educated um I don't want to say guess but an educated guess of of really where um our our trends are going
040to go. The system takes into account uh previous year's data including previous year spending trends and actually applies that to our current spending trends that help us make those predictions. So I'm going to jump down to the bottom right one for now that just has the lines there. um the spending velocity uh widget that we have here. So this this widget is is just that it shows how quickly we're spending uh our our budget. Um and again this is all in our special education character. Uh and what it is is you have our previous years which are down below. I believe they're purple and blue. And there's a dotted line that goes in between that actually shows the average of our previous years. That average is actually applied to our current spending, the green bar,
041the green line, to help make an educated prediction of where our spending will go based again on historical reference. And that's what that little dotted green line is. Um, with all of this, these are just screenshots, unfortunately. Um, these are more meant to be behind the scenes internal resources right now. Um, but with all these items, if you put your mouse cursor over any bar on here or any section of that line, it will actually give you um basically a summary of what those those numbers are. So, instead of just guessing and matching up the line, you'll actually see year-over-year what the lines are. Um, going up into the top right, this is something that's still a work in progress. It's a budget pace tracker. Um, what this does is it looks month-to-month over what
042our historical spending is and it sees if our current spending patterns are on pace or off pace more and with a with a traffic light sort of color coding. So, green of course is good. We're within a couple percentage points of our expected expenditures. Yellow is, you know, be mindful this something might be a little um off from the the expected norm. Might want to look into things. And red means that we are actually uh significantly enough off pace to where we might need to really start looking at uh remediation of some sort if possible. Um jumping down onto the bottom left one. This is just an example of one of the the many charts uh that we are able to make with this tool. This is an incredibly flexible tool. Uh because we we
043are developing in-house. We have the ability to create any and every visual visualization that we see fit. Uh where you don't really get that with a lot of these out of the box products that uh bigger companies do tend to sell. You're kind of stuck within their their rules and limitations. But with this we have the ability to make it as exactly as we as we need to. So that the example here is um you know the the chart that Dr. Martino shares every single month. Just an example to show that we can in fact pull that information in a very similar fashion to what she has uh historically done. So, we're hoping that things like this will allow us to continue utilizing uh and and help inform our current reporting more, but also um
044really help us make more informed decisions and more informed predictions for the future, especially when there is a lot of volatility involved. Um, and I know you were asking some questions and speaking thoughts. You looked over to me at one point. Just know that I was taking Barry a bunch of notes as well on different things that I can incorporate to help improve this this uh platform to really support our needs better. Um, and I I've said this at the board of education meeting, but I'm always open to any suggestions, any thoughts, or any ideas. Again, this is our product. We can do anything we can dream with this. Um, we're in the early stages. I know there were talks uh I believe in the news about being able to link this to counts for
045different demographics of students. Of course, not identifying any information to really try to get a better breakdown of like per pupil counts or per pupil costs and whatnot. That is in the works. That's not something that we're going to have ready for day one, but it is something that is on our road map to have available. Um with that, again, this is fully customizable. This dashboard is going to allow us to have multiple views. There will be a a public viewable portal. I've been working um with Superintendent White on uh the the basics of what that would look like. Uh she's fully in support of kind of what the vision is so far. Uh the next step is for our our central office cabinet to really uh find some time to sit to get together
046and dig into this tool to um build out that that public portal. And it would be similar in fashion to this. it would just be more surface level um but still interactive enough for the public to see uh where you know their tax dollars are are going to see where how the money is flowing and where it's being spent. So we're continuing to work on a number of different things and um this is just the beginning of of this platform for us just so you know. >> Good. Are there any questions? >> You're the chair. >> So um you you were saying this was connected to Munice right? uh loosely it uses it uses data directly from Ununice. We export a single file out of Ununice. Okay. >> And upload it straight into here with
047no issues. >> So you know when you're uh that special education drop down would you be able to do drop downs for like the other main parts like operation of plants or like maintenance or is that something? >> Absolutely. Yeah. So that drop down there uh it says character. It's a second one. >> Yeah. >> Special. I wish I can just click on it and show you but >> I know >> um that is just one. We do have all of that. So we have operation plant, we have transportation, we have >> um instruction, we have technology, capital, we have all of we have everything that's in Ununice is actually captured in here. >> And so you were saying you have to pull the report for that. Is that something that would what kind of
048cadence would that be done on? >> So the the initial in anticipated route right now until we can actually fully automate this to have it go on a okay weekly or daily schedule. I'm working again in with our cityside munice counterpart to be able to build a data flow that supports that. That's a trickier piece. >> Um right now I was working with Miss Bond. She was talking about uh doing monthly updates to this, but in reality the the process of downloading this data out of Munice. Um, so long as it isn't on one of the uh the payday Thursdays, um, as we found out one day when testing, um, it it takes literally a couple minutes out of our day to update the information. It's not a long exasperated process. Just one more question.
049I know you said you were working on the public version and it would be more surface level. Does is there a sort of goal date for that? So I have to defer more with uh my central office colleagues. Um but if I had my dreams come true, uh this would be something that we would be able to uh bring forth to the public um early next year perhaps at the start of the school year or just before or just after. It all depends on we have a lot of stuff going on this summer. A lot of moves, a lot of different changes going on. Um, so it all depends on when we can all find the time with all these yeah different things going on to be able to support it. I am going to
050push to try to meet my goal, my personal goal of the start of the school year um or very close to it. >> Um, but the public portal side is not difficult to to maintain. It's just we have to sit down together and figure out >> right >> what it is that we really want to show everybody and how we want to lay it out. Because one of the things I think of is like excess cost and like that's not going to be seen or it'll show a deficit and like the public will be like what when it's like we didn't have that yet so are there special notes and I know that's all like down the road and you you will think of all that but that just came to mind where you know
051people might not know some of that information and they might get alarmed. So actually anyway, >> yeah, with our public built border build builder that we have in here, um we already have taken that into account, uh there are we do have the ability to actually insert text right next to charts to explain things in more detail, but filter specific charts towards specific targeted areas to help explain things more thoroughly. So again, it's just a matter of getting all that down and and organized together in a fashion that's presentable to the public. >> When might we have um maybe an interactive presentation even before it's accessible to the public? Would there be an opportunity for this committee to see it in action so that we might be able to ask some questions and see how
052it could operate within the work that we're doing? Absolutely. Um I can be available whenever the committee can be available. Um my one caveat right now is because it is still a work in progress. Uh not all the information is to be taken uh you know as the actual truth. Um though we are very close in all my findings so far. Um my my ideal would be for that to be some sort of offline uh portion. Again no no offense to the public or anything. I just don't think um the administrative dashboard portion which is meant for our administrators and not for the public uh would be uh best if it was viewed on uh the internet for all to see. >> Right. Well, and and with that then we might want to consider what
053would be um even when it's ready to be launched, what would be skillful for us to be able to use within our committee and what you know is there a version of it that is uh committee appropriate or will it still just be you know screenshots of so for example the budget pacing thing where there's an alarm set if something seems to be um atypical the speed uh the spend velocity. I mean I'm looking at that as a way to inform the committee's work. So if something is off unanticipated and it's setting an alarm then I think you know what is it that would be skillful for us to to discuss in our uh committee and it may be something that you would have as part of the agenda as part of the um notes
054that you're presenting to us but if we want to be on the pulse of spending and you know to really in the spirit of what was intended for the dashboard and those beginning conversations that we've had, you know, it was a way to collaborate with the board of finance. We asked them, you know, what information that you do you want from us? What what do we need to provide to you? Um, so that you are seeing the spending trends and, you know, full transparency. Every dollar should be accounted for. >> Um, but I really want to be able to integrate your hard work into the work of the committee. Um, so we want to do it at the correct pace as well when we think we're ready for it. >> Absolutely. Um, so I feel
055this side of things is is coming along really well. We have a number of different charting options and all of that. We still do have to build out charts. Um, we do have to build out um some documentation to help inform people how to even use the platform. For the more technologically inclined people, you might just understand it. Um but for for majority of people it's good to have a lot of uh documentation to support this. Now I can have that ready in as soon as a month for instance. Um we really have to sit down as a cabinet and we can certainly accommodate uh the request and we can grant the access that that you're you're talking about to be able to make more informed decisions. That's not going to be an issue whatsoever.
056>> Great. Well, maybe we can have um financial dashboard as a recurring agenda item just to get updates so we can see where we are with it. Um and then we whenever we're ready to sort of launch the live, that's great. But even if it's just a you know five minute update um because I think it is a really um positively anticipated launch um to help us do our our work. >> Yeah. >> No pressure. I hope you don't feel like pressure you. >> So right now no my just just so you know I've been getting that for the better part of a year. Um that's why I finally to you know hunker down and set a lot of time aside to to make this happen. But um we can certainly make this happen relatively
057quickly. It's not available at this moment outside of our school district's network. That is one caveat that we're going to have to work on. I need to make sure the server itself is uh fully hardened and secure. I wouldn't want any bad actors getting in and compromising the system. Um so that is something that I can I can begin working on. uh and hopefully in the next week or two uh I'll be in we'll be in a good enough place to be able to uh start providing access as as needed. >> Thank you. And I think you should be commended as well because you have saved this district a lot of money um creating this in house otherwise it would have been very costly and in time in our fiscal times uh while it's a
058very needed tool to have spent that money would have been um I don't know it would have been it could have been dilitterious when we think about the services that would have been maybe lost. So thank you for the work that you've done. >> Got it. And and if I could just say one more thing, I just so we're all aware, I I mean I'm not just an employee of the Bristol public schools. I am a taxpayer here as well. So when you know it comes to our our tax dollars uh being put to work and seeing how things truly are being spent, I am taking this incredibly seriously because at the end of the day, this does affect me and my family as well. So just know that I am fully convinced. >> Thank
059you. I appreciate that and we we see how committed you are. Appreciate it. All right. >> Thank you. Okay, our last item um is budget update. Obviously, the budget is a hot topic as it should be. Um certain things have been public. There have been a lot of work behind the scenes and the public doesn't always see that. There certainly have been questions about why middle school sports was on the chopping block. Um nobody wanted middle school sports of course to be on the chopping block. When budgets get reduced to the point where we can we only um the only options are non-mandated services, those are options that are presented to the board. Um certainly there have been a lot of uh questions around middle school sports, a lot of questions around why nine tenure
060teachers um receive the notices that they received. And again there was a lot there was there are legal statutory reasons why that had to be done in that way. There was um our board attorneys advise us uh to take certain measures to protect teachers and protect the district which is why we had to do the things that we did. Um we appreciate that there is community engagement. I love to have community engagement. There are certainly um people who are concerned with losing services like middle school sports. I would love for the community to also be engaged before we have to make potential concessions like that. Board of finance meetings are an excellent opportunity for members of the public to share concerns with the impact that the budget cuts have on students and staff and and
061services. that that engagement precedes uh our budgets being cut by the board of finance. Those voices are really important. Those voices at those board of finance meetings and even the board of education meetings before our budget is um established. Those are really important uh components of the process. So, there was a meeting on Monday with the chair, um, Chair Ponds, and I know she was on, she may not be on now, um, with myself, mayor, uh, members of the board of finance. We really were looking at the numbers and meeting a threshold where we did not have to lay off any teachers and we did not have to impact middle school sports. and the budget update component of this agenda is that I I think we got there. I think we we were able to
062get there. There was a lot of um conversation. There was a there is movement on on both sides. The city was able to look at where they may be able to support the budget for the board of education tweaks, fine-tuning, and we were on our end um able to see where we could move some some line items around um make some make some changes. all are impactful changes, but when the goal is to not ha not lose any of our um teachers and not impact middle school sports, I think we were able to get there. Um I don't know I don't think Chair Pon is on to be able to speak a little more detail. Um but I wanted to give a little bit of a budget update. There will be more information coming May
06318th. uh the will will be the vote to vote in the budget. Uh I I'm hoping that there is not a fallout anywhere. Um but that was good work on good collaborative work between the board and the city. We appreciate the collaborative work. We also have talked about making sure we're having more uh open transparent conversations as a practice looking at some of the structural deficits or structural challenges that that have been created unintentionally over time and how do we fix that and the dashboard is one example of the good work. um it will be informing the work of this committee and um we'll be creating um maybe even some different practice on this committee based on the outcomes that the dashboard engenders. So we want as much uh support as people can give as
064much engagement, questions, comments, recommendations. Um, so I don't know if anyone has any further comment or question. We're up to 7 o'clock now and I know we have policy next. Um, but I would like to leave budget update as a standing agenda item as well, financial dashboard, budget update. um at least for the next few months until we hit the end of um this fiscal year, June 30th, and then we move into our next our next year, uh we can have those conversations. Okay. Well, with Thank you. All right. Perfect. Well, without any additional work before the committee, I'd like a motion to adjurnn. So, move second. Okay. >> Good night, everyone. Bye.