001Okay. Yeah. Good evening. I would like to call the Finance and Operations Committee to order. Please rise for the pledge of allegiance. I pledge allegiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, liberty and justice for all. I ask that everyone please give me some grace as um the new chair of this committee just recently um voted to h to be the chair of this committee. So the first item that we will look at is the approval of the minutes for the October 8th 2025 regular finance and operations committee meeting. Um, we do not have a quorum. >> Right. But that we would need a majority. >> Were you there? >> I was not. I'm not I was I'm not a
002committee member. I was not a committee member. So, I think we have a a few options. Um, we could bring it to the full board for a vote or we could look at our bylaws to see what options there are in the event that we don't have a quorum. Um, but there is also an option to bring it to the full board or create a special committee to um vote on these minutes. I don't know that it warrants that, but rather than have it stay in draft form forever and ever and ever, um, we could determine if it's something we want to bring to the full board. But at this time, um, we will not be able to vote on the approval of these budgets. So, we'll move on to item number three, which is
003public comment. Do we have any public comment online? And do we have any public comment in person? Thank you. Okay. Thank you. Um, Commissioner Gantonia. I I'm not going to read the rules for public comment, commissioner, because I think you're wellversed in the rules. So, please, unless they changed again, I don't think they did. I think we stay we stayed steady. >> Okay. So, um my comments are on um in regards to a letter that was for us by the city um that was sent to the city. Um although I appreciate the comments that the chair made in the last meeting. Um this is part of the topic because it has to do with the budget. Um I just want to uh further correct the concerns of the commissioners that were announced in the meeting
004prior. The beginning of this um the very first paragraph says on behalf of the Bristol Board of Education, I'm writing to address serious and ongoing concerns regarding the city of Bristol fiscal practices. Um, and I think the concerns from the commissioners were that if the uh superintendent and engaged in a contract because I'm I'm assuming that you're saying that the board of ed employees can take action outside of the uh approval of the board I think is inaccurate. >> No, it's accurate. >> Um, and also not notifying the board that you were going to send the letter to um the city. Um, it does come across in this other paragraph when you were saying it wasn't um it wasn't a legal matter yet, but the tone of the letter says, "Accordingly, the board formally requests
005the city restore the appropriations that were improperly withheld in fiscal years 22, 23, and 24 totaling $3,875,411. The board expects a written response by November 1, even though it was sent in October 28th, outlining a plan to return these funds. Should the city fail to provide an adequate response or corrective action by that date, the board will have no alternative but to seek legal relief, including but not limited to a complaint under section 10.4B of the Connecticut General Statutes. This is a legal threat letter, and I do think it is completely inappropriate that it was sent from board employees without the full board either understanding that this action was going to take place or had the approval of the board. This should have gone to a vote. The whole board should have been informed. Nobody
006should have been acting on their own in this matter whatsoever. And that's I'm not arguing about the content within the letter. My concern is that action was taken, a legal contract was engaged, and the board was not notified in its entirety, nor was there a vote taken to make such action. This is a threat of a legal matter. So, what is the status of this letter now? I can certainly get that information and circle back. I don't have that information currently, but I will um get you that information and we can connect back. >> You do understand that it puts the commissioners that did were not aware. What is this letter that your superintendent sent us? >> No, it's okay. Are you done with public comment? Because I can respond. >> Sure. >> Okay. So
007the bylaws allow for the superintendent and the chair of the board to communicate with the legal teams. The legal teams are defined not by the board. We don't have the authority to say I would prefer to work with shipman if they have a contract with the city. If there's a conflict of interest then shipment is works to get us >> legal representation. So those are not decisions of mine or yours anyone on the boards. >> No. But at making sure that the entire board is informed. >> The entire board does not get informed until it is decided whether or not legal action would take place and then the attorney would have come and done an executive session with the entire board and explained the content. The letter that was sent was the last attempt in
008many attempts. I'm not sure how many you're aware of, but those are not things that the legal team said, "Bring your whole board in on." It was in order to do what's best for Bristol Public Schools. Let's work with the attorneys to try to have the money returned without filing any kind of paperwork. This was the last stitch attempt on that and it was at the legal advice of the legal council. That was the council's decision to make. That was the district's decision to make. It was not our decision to make unless we were actually going to move forward with litigation or a lawsuit. Those things that happened were not advised to include the full board at that point. Once this letter was sent to the the city attorney, it is a public letter. It's
009a public letter after the fact, after the decision was made, it is in my um understanding as a commissioner. By the way, for yourformational purposes only, here is a letter that was forwarded to the city about the budget because we think we are. >> Commissioner Danton, what I will say is that if I felt that you were working with the board and not against it, I absolutely would have done that. don't get to make that choice. I'm an elected official. I am an elected official. >> There was nothing in the bylaws that required members of the board. >> I think it's time for us to close this piece and move on to our next agenda items. I appreciate the conversation, but we would like to move this agenda forward. Thank you for providing your public
010comment, Commissioner Dantonio. And if there's anything additional that I can add, if I find out any um information that is relevant, then I will um connect or work with Chair Ponds to see if it's something that should be disseminated to the board at large. >> Well, the status of this letter because it's already >> the status is it's no longer needed because the city is working with us with the new administration to go outside of a process that would include the law. they are actually wanting to collaborate and come up with a solution to the money that was used misappropriated through the reserve. >> So we will get an explanation about what that cooperation is and the funding arrangements that are determined. >> Absolutely. >> Thank you so much. >> We are now looking at
011agenda item number four, the 2026 meeting dates. And Miss Bon Good evening. >> Hello. Um, it is my understanding that the meeting dates for the calendar year 2026 have to be approved. Um, that way they could be submitted to the city for their approval. >> So, I created a list of meeting dates keeping with the same Wednesday, the second Wednesday of every month at 6 p.m. I believe you have the dates. The only one that I really have in well, I have two in question. last year you did not have a meeting in July. I don't know if you're keeping that the same. And then on Wednesday, November 11th, that's actually a board event. It's Veterans Day, so it's board of that holiday. I don't know what you normally do um when the dates fall
012on a holiday. We can either move it to a Tuesday >> or we don't have to have it. But I feel like November is probably a month when we would want want to still have money. Absolutely. >> So we can we can reschedu it to Tuesday. >> And what we can also do um we have to get it we have to get all of our calendar dates into the city by the end of January. It's January 28th or January 30th. >> Is it December or January? >> I think it's January that the board vote the board city board votes on them. >> Right. we have to get it into >> charter establishes a dem look at this and considering that we have new committee members um I certainly would be okay great uh agreeable to
013delaying this vote giving it another month to look at some of those off dates also I think we might look at other committee uh scheduled assignments and see if there's a way of condensing so that more commissioners can attend on one day rather than spacing them out. It might, you know, and we we have similar challenges with some other committees as well where they're not meeting every month and then sometimes we have to have a special meeting. Um so, you know, I'm agreeable to postponing this for another month and then maybe we could look at these dates. >> Uh my only recommendation would be this past year we did not there was no meeting in July. I don't personally think that's a great idea because that's when we would present for us on our fiscal
014end the year end to you. So for me that was a little challenging. >> So maybe we could look at July um and >> you know I don't you want to recommend >> I don't care if you keep the same July 8th and to me that's fine the second Wednesday. It's it's up to the board. Well, I I I'm fine with that as well, but I I think if we want to prepare an updated schedule for next month, that gives an opportunity for you to confer with, >> you know, your team and then we can look at the calendar as I know a lot of people sort of sojourn on the summer schedule and that's why many of the committees don't meet. However, you know, that is a time where you're wrapping up the fiscal
015calendar and trying to, you know, maybe giving us give us some little update. Yeah. Some updates. So, so why don't we do that? Why don't we delay this for another month and we'll have a more sort of comprehensive look at it in December because we are meeting in December. >> Yes, we're some committees aren't. So, just confirming that this committee does meet. I believe we need we need every month. Yes. >> Okay. We need every so perfect. Okay. Thank you. So any further discussion? Okay. So let's look at the cafeteria report please. >> No. First is >> Oh, I apologize. 2026 budget update through 103125. >> Great. As of 10:31 2025, um on the general ed side, our substitute teacher line um is a little bit concerning as it is every year. We know it's
016going to run over budget that substitute line um it's not necessarily just substitute teachers, it's it's all subs, sub teachers, subpar across the board. Um so I'm going to continue to keep a close eye on that. We do have currently savings in our teacher lines and paral lines because we do we do have a lot of vacancies and that is what drives um the sub sub line. So I'll keep an eye on that. I can reappropriate some funds from those lines to cover our subs but that one most likely I just want to make you aware will go over budget as it does every year. Um special education >> I'm sorry. Can I ask us a question about that? Um, if you're looking at this time last year, are we on par? Is it a
017similar uh deficit? >> Subs were over we're beyond where we were last year simply because the invoices for this year have been roughly $5,000 higher each week than they were last year. >> There's been no change in the pay rate. >> No change in the pay rate. >> And so it's an increase in the frequency of that's definitely something for us to look at. Why are we seeing an increase in the need for subs? >> Um yeah, I I think that >> yeah Mr. Graowski is definitely he is looking at it. He was here. He he disappeared. Um he is looking at that with his staff. Absolutely. >> And then I I I would then further, you know, examine sort of patterns of absences. Is do we notice that it's a certain time? Um are
018>> Yes. you know then I I'm sorry my mind goes to another global sort of uh picture is it because people are how are we supporting people I know we lost unfortunately a strong part of our workforce does that impacting classrooms and needs in the classrooms and support for teachers oh I mean we could go on and on there's a lot to it >> okay so I think we want to be on the pulse we want to keep a close eye on Oh yes, >> through the chair. Yes. >> And also are we pulling paras from the classrooms and putting them to service subs which then leaves another layer of issue for >> they're pretty. No. No. Well, in some cases we do um >> and we split classrooms. >> Amy, you're on the spot.
019>> Yeah, I'll let Amy come up. So, as part of their new contract, paras actually can't fill in as teacher subs. So, I would say generally speaking, no. There are times that they're getting the differential pay if they're covering a class for a certain amount of time. Um, I would say since July 1, we've had a couple of self-contained programs where it actually makes better sense to have the parent educator receiving that hour over hour differential than a sub who wouldn't know children, but it's very rare. I would say we've maybe done that to bring signs throughout the school year. Um so no but on occasion pass >> where there where it is allowable like is >> becomes the teacher in their class that they normally are a parah in okay >> as the sub
020because it's better than bringing in >> bringing in someone new >> doesn't giving them but then how many classrooms are we when we don't have subs are we splitting classrooms with other teachers and that's an expense >> and would definitely have the data on >> but another thing and I I can't speak to it anywhere close to what he had, but with some of the new legislation regarding how staff receive a certain number of hours of additional time that they can take without any question, we're seeing that there's an increase of staff using that as a code um when they're taking time off. So, they're entitled to additional time beyond their contract if people are using that. >> You mean FMLA? Um, we do have an upper another of FMLA accounts too, but also Connecticut
021paid leave and so we've seen a pretty significant increase in people using um what they're entitled to legislatively beyond their contract, but Mr. Gowski could definitely speak to the actual numbers. >> Yeah. And I I wonder too, do we have an adequate number of subs? And I'm seeing >> building subs. building subs, right? Like that we're that we're contracting through that service ESS. Um because obviously it's a concern when take an elementary classroom for example and you don't have a sub for that fourth grade class and now you're combining classrooms and so you have a classroom of 25 and now it turns into a classroom splitting the 25 amongst three classrooms. So now what's 25 divided by three, right? So you're adding another eight students per classroom essentially. That's that the there the value of
022learning is diminished. I don't care how amazing of a teacher you are, that is a lot. And if we don't have additional supports to go into that classroom, that's a lot to ask for a teacher. >> And if I I know you're in the middle of the recording, but just from qual like a Yeah. >> qualitative data. um in being in education for over 20 years, I would say that there's a significant change of what we see in the classroom. In addition to that, I think there is a huge teacher shortage. So, for example, even on the special ed side, I contract out with Blazer Works has 10 sister companies under them, meaning that every time I reach out to them, they're reaching out to 10 different agencies. I have been asking for certain positions
023since July and they can't um find certain uh positions. So I think that compounds it on top of some of the needs that we're seeing in our class. And I think if you asked any educator, do they have enough support? They would say absolutely not. We're drowning. So I just feel qualitatively I have to say that that's what's >> is it because of money? Is it we're not getting people to come here because we're not paying what other districts are paying? Actually, Bristol is on the higher end of teacher salaries. >> It's been a nice contract. I mean, I think there are people coming getting out of education and honestly, I've heard from a lot a lot of educators. It's about the increased demands, increased student needs and behaviors with less support. Um, is what
024I've heard a lot. Even as a director, I think I was in restraint multiple times last week. I wiped boogers. I was in the nurse's office and I was running around the building multiple times. >> Yeah. Um, so I think we're exhausting every resource we have in the district. We're in crisis and we're still struggling. >> I mean, you know, I've been in education for almost 30 years as well and we're in crisis. Education is in crisis. Bristol is in crisis. And it's not because we don't have amazing committed, deeply dedicated educators. We have a funding challenge. We've got a support challenge. We lost um >> significant support staff last year when we had to cut the budget and just as anticipated unfortunately I think we're seeing how that plays out now in the classroom
025comparatively when we're looking at sub frequency last year and this year at this time and we don't have enough subs. I don't know. Maybe we can look at I don't know what Bristol's pay rate is for subs as compared what the daily rate looks like as compared to other districts, you know, contiguous districts, districts in our dur districts across the state. I I can say that Mr. Gerowski is looking into the pay rate because no um our pay rate is below our areas, the surrounding areas for the subs for the subs, not for our staff. Um but the sub pay is lower than around the area. So at least if we do increase that a bit hopefully we can >> increase our um the sub capacity. >> Well I think that would be maybe a
026skillful agenda item for next month some sort of report on how this looks and you know looking at ways to remedy >> we do it before then how it's worked right. >> Oh sure if we're able to do it before then. Does it require a vote? >> No, no, no. But I I love the idea since he's already been looking into it. There might this I don't know if there's a budgetary flexibility, you know, flex in these areas. If we have >> ESS, who is our substitute provider, they are going to they're working on giving Joe um an estimate of what the increase would cost overall, right? >> They're already working. >> What other districts does ESS work with? Do we know? >> I do not know. >> Okay. >> That I don't know. If
027we were to, let's say, recover some of our reserve funding, would we be able to hire building subs on one-year contracts? Like, could we say, "We'd like to hire someone to be assigned to each of these buildings or two people, but only until the end of this school year because when you use reserve funds, you can't have it be a permanent expense." And if we could Okay, that's allowable. >> I don't see why not. I didn't know how they were hired. I didn't know if they became district staff. >> Well, we could hire them as our district. We do have other staff in district who we do hire as as our own hired building >> building subs, >> but only for one year. >> No, these are subs that have been on our books, but
028we could hire a position for one year. Absolutely. >> And like contingent on if we could >> contingent on funding. Absolutely. Do they have do those um building subs have long-term suberts? Do we know? >> I do not know that. I don't know. >> Okay. No, Joe would know. >> Okay. Well, this was a very robust conversation about this. >> Yeah. So, that's the one area of a bit of concern. Um, on the special education side, expenditures are currently over by 1.7 million, primarily due to the cost of our outplay students and their tuitions. Um, however, this deficit is expected to be covered through our excess cost reimbursement. Um, I continue to monitor all budget lines very closely on a daily basis to ensure fiscal responsibility and to identify opportunities for realignment as needed. And
029this time last year, the same line. >> This time last Yes. And this time last year, we were further over budget because at this time last year, we were currently on a spending freeze. >> Yes. Yeah. Actually, special ed was over by July 1st last year. As soon as they started entering their requisitions and POS, they were over budget. This is a bit of good news. I did check with um Alyssa, who's our special education accountant. She does all of our excess cost reports. Um, she's got all of her POS that we know of currently in. So, all of our districtplaced tuitions, those POS are currently in and encumbered and reflected in this deficit for the year. Um, she just has four stateplaced tuitions that she's waiting to get the contracts for. Um, those should
030not be of huge significance. and she just today entered some magnet tuitions and southernington boag the related services. So next month we'll be able to see those reflected. Um but that's great news that all of our high heavy hitters those are already encumbered. Um we should get a better you know a better picture next month too because we'll have all of October I mean all of November in those numbers. Um, >> well, I think it also goes, you know, it it reinforces how fluid >> this >> Absolutely. >> can be. Last month, we were okay. >> Yes. >> This month we're 1.7 million over. Yes. >> And I know I know it's been a common theme about it's it's fluid. It's fluid. >> It's completely fluid. And when I ran the reports today, we're even
031higher than this. Obviously, we're still within our excess cost projected reimbursement. So, I feel a little bit comfortable there. Um, and I do feel comfortable knowing that Alyssa does have those huge purchase orders currently in the system. Um, so now it's just a matter of maintenance and it'll be the transient students, the students who are coming and going from certain programs. We'll have to adjust the purchase orders. Um, but hopefully those those don't swing the wrong way too too much. >> Okay. Thank you. You're welcome. Is that all for the 2026 budget update? Yes. >> Okay. um cafeteria report. Great. On the cafeteria side, as of October 31st, we have a surplus of 644,767. We served our scholars 53,528 breakfasts, 110,108 lunches, and 643 snacks. Any questions on the cafeteria report? It's nice that they
032run a surplus. Yes, they do. Well, they run a surplus simply because we still have excess COVID money, right? So, yes, >> I was going to ask that because the um >> lister for all of the chairs of board of ed across the state are all losing their minds today because everyone's running a deficit across the state and they want to know why anyone who isn't isn't. So, I just didn't chime in because I was like, I really don't know why we are always in a surplus at this. >> We do we do run a monthly deficit um last year and this year, but we are running still on that surplus funding that we received during the COVID era um when we were fully reimbursed at 100% for all of our meals. So David seems
033to think, and I kind of think so too, this excess funding may last us definitely through this fiscal year and maybe a little bit into next fiscal year, but then they'll start to go into a deficit again. And the difference between the excess funding in in food versus the rest of the budget, there were different rules on what it could be spent for, right? That's why they couldn't absorb it any other way. That's why we couldn't take this funding and apply it to any other Right. >> No, it has to stay within the cafeteria, right? Yes. Had to stay. And we can't touch it for any other reason. >> That's great. >> Yes. Which it should. That's great. >> Because it's totally carrying us. >> Absolutely. And it's been carrying us. Yes. Yep. >> But
034we think it's going to run out. >> It will run out. Yes. >> When do we I'm just curious when >> But we're thinking probably at some point next year. >> Year. Okay. >> Yeah. And will we know do we know how much we use out of the reserve for lack of a better word per year so we could predict? >> I can get that. Yes, >> that might be good. Just kind of when we're doing budget season to know. >> Okay, thank you. Anything further on cafeteria report? >> Right. Moving to number seven, appropriation transfers over 10,000. >> Great. I did make one u large appropriation transfer. It was within all of the salary lines just realigning salaries more appropriately the way they should go. Um we had one line in there that had
035a negative amount which was certified teacher savings. So that line basically gets input every year at budget year. Um, and it it's basically to cover those lines where when a teacher leaves and he or she is a highstep teacher, they retire out at a very high cost. We hire a new teacher usually hopefully at a lower step. Um, there's a cost savings there and at budget time we often don't know who's coming and going. So, this line was put in. So I've rearrang realigned a lot of those salaries to get rid of that negative amount and just reappropriate the funds as they should be to the chair. Oops. >> So I just want to jump back really quick to the special ed deficit because I wasn't able I didn't have the paper. >> Um so
036I heard you say that everything to date has been entered >> um in our out placement tuition. uh mostly like there might be a few little things but >> this is only for now. This is not projecting the full year. This is just where we are. This is where we are. This report here is where we are as of 1031. So things are very different today because expenses have been input this month of November. Um but as of October 31st, this is where we were and this report does include incumbrances. So salary encumbrances for the whole year um is included here. Purchase orders that are blanket purchase orders like the ones for many of our most of our special education tuitions, those are for the year. Those are reflected here >> for the full year
037for the full year. So the way that this would increase is identifying additional students or additional outplacements >> or new students coming into the district or needing additional supports, right? But the you would say I know we've heard many times Amy that you think that you had mentioned one time that at that moment we were fully funded and then it was we're fully funded forever and it was like well you corrected that the next meeting and saying no I just meant in that very meeting minute. So now I don't want the public to think that we were ever fully funded for an entire year. we were in that moment, not in a deficit, which normally we were in a deficit that early in the year. So, but right now we're already in a 1.755214 deficit
038in special ed that encompasses the majority of the expenses for the year outside of our unknowns. So the reimbursements could lower this but the unknowns could counteract the reimbursements. >> Yes. >> So we are we are in an unknown step. >> It's very unknown and when I report next month it'll be very very different again um just based on where we are as of November. But to our you know to our credit this 1.7 million it's anticipated it's covered through the excess cost reimbursement. So it's not >> no and to to our credit we're much better Amy would agree so much better than last year at this time the you know two years ago at this time. So we're in an okay >> because we entered the amount that we paid the year before with
039an increase in all of those line items for special ed. didn't start in a $2 million deficit. So that's a very different >> it was >> anticipating >> anticipate predictive like >> yes >> based on previous trends. >> Yes. >> Okay. Wonderful. Anything further? >> Good movement. >> Thank you Jody. We really appreciate it. >> Yes. Thank you so much. Next we have a pupil personnel services report. Director Martino. >> Not yet. December 9th. Well, that'll be doctor. She called you director. >> Director. I didn't know you're that close. >> Thought you said doctor. I'm like, no. Well, she's close. >> About to call you doctor soon on December 9th, >> which is exciting. It >> is exciting. Um, if I can start with a story because I feel like it, um, kind of piggy
040back off of what was just talked about, but um, I can recall a little over two years ago when I first became the director and on July 1st, I'm pretty sure I ran up into her office in Atlanta, saying, "I am at 106% of my budget that I didn't even write and I don't even know how this is possible." And luckily, she talked me off her leg and told me like, "I can still stay being a director because I was hypotherm." Um, yeah. I was like, "Oh, maybe no possible." >> You didn't know it was the norm. >> It was. >> So, I just share that because I do think since then, you know, one of the comments I was trying to make at the city was that that additional $5 million was definitely needed
041and that with that, it's probably the first time in my history of bringing in Bristol that I think that we might, and I have to say might break even, right? But again, it really is so dependent on the actual funds that we get from the state and it also depends on the student movement that we get. >> Doesn't it feel so much better to be funded on the front end to not feel like we're running this horrible deficit on the back end, right? So rather to be more forward- facing and saying this is what it costs to cover special education based on trends based on what we know asking for it ahead of time or getting it ahead of time and then working within that margin then saying oopsie we're you know five six million
042dollars in deficit and it you know the picture that paints is is not so friendly. >> Yeah. Personally, I I um prefer that method. Yes, >> I think we all do because it's it's definitely more transparent that way. It it >> it is the the thing I struggle with the most is when people want us to predict the cost of educating students with that require special accommodations and it's a moving uh you know target of who are those children? What are their needs? Are they properly you know identified? What are the supports? How much do the supports cost this year versus last year? who moved into town, who's not thriving in the environment that may have been working last year, but this year isn't, and how do we It just doesn't seem like it's um
043possible to be able to identify something. If if that were the case, I think we would >> Yeah, >> I mean, we we can predict somewhere around the ballpark. So, you know, I know that this white attest that when I do my budget presentation to the board, I really look at what did we actually spend over the last and I always do an increase because I know that even if everything stayed status quo, things cost them. But, you know, in the end when the board of ed has to bring their budget down to a particular level in past years, I was cut pretty significantly. So, I wasn't surprised. Well, yes, I was surprised on July 1st, but I would have predicted it given uh what was put into this. >> So, I think we want
044to be careful too about the message that it sends about some of our most vulnerable students. We want to be careful about the way that special education is viewed. We we could isolate families unintentionally. Not we meaning you know but the topic the messaging um there could be unintended isolation for students for families for I'll take myself for example both of my students uh both of my children require special supports and so I certainly don't want to fingerpoint it at me as if there's something wrong with the needs of my children. So, I know that we're very careful as a district um having the highest level of integrity, but making sure that we're trying to get the community to see the value that we see. >> Um and I think we do a great job
045at doing that. It's just there are those unintended consequences to a line item that runs a big deficit. >> Thank you for that. >> Yeah, through the chair. >> Yeah, sorry. The question. So, when is the excess cost um reimbursement finalized and paid? >> So, I have a wonderful secretary downstairs that literally itemizes every single expense for every single child. So, the last three years we submitted for the highest excess cost that Bristol Public Schools has ever seen. Um it is due I want to say December 1st. So, we're wrapping it up and I'll do my signature. But it is I want to say are we close to $24 million this year? I think we're close to $24 million. that I can get you that that exact number that we submit for it. It really
046however is about the percentage of the reimbursement rig that we get back. So we keep budgeting for what we get in the previous year and as we saw last year there was almost a 10% decrease yet we submitted so much more the excess cost. That's another tricky >> that's a whole different topic. I mean certainly we're we lobby for a higher percentage return but there are powers outside of us that you know we can't. So well very good. >> I assume my report now if it's okay. >> Yes. We had lots of things to say before you even got to share anything. >> Um so I will talk about just numbers first. Um as of November 1st we had 1,769 students requiring special education services. That is maintained at that 22.42% 42%. We've been hovering
047around that for some time now. Um as of November 1st, we have 122 students requiring services in out of district placements and then 92 students who receive services in public out of school placements and that includes magnet schools. During the month of October, we had 37% of newly registered students requiring special education services. None of the students required out of district placement at that time. And then during the month of September, sorry, October, we had 33 211 calls and six 91. >> Is there a particular um sheet that you're reading off of? Is it your own? >> Okay. >> I'm summarizing that and the one you're holding. >> Yes. So, it's kind of like this one and that one. Okay. And I asked because I know there's some of us that are new to the
048committee and new to the board and um just I see the one before it too. Okay. If it's okay with you um because that uh longer sheet that has all the data points. Um I think it is helpful when you look at it across longer periods of time. So, um, the city did ask, uh, few meetings ago about if I would do some sort of trend review. I think specifically they were looking at, will you tell me where a lot of district placements were for the last few years, right? I actually do that every budget season anyways, but I thought, you know what, I'll do it again. Um so I hope you guys have in your packet this time because this one we can see that as track since 2020 yes we have increased to
049some level out of digital service services but if you look at it uh more globally it really is somewhat static which I know isn't just yet but also when I do speak at the city I do need them to know that while those numbers really fluctuate between five It's been millions of dollars of difference in the costs that we are charged. >> Do you think that that would if you were able to kind of express like a per pupil expenditure like what it was >> in 2023, what it was in 2024, because that that speaks to that trend. So, we may only be varying by, you know, 10 or so students, five or so students, right? But what the per pupil expenditure for special education looked like in 2022 versus 2025 >> it would I
050think it would be glaring to show y >> how much more expensive it is um per >> and there's other things in that like in previous years long ago related services used to be a part of the entire packet whereas now in our professional services now you'll see it's been removed because most dis most out of districts at this have said, "Well, we're keeping your tuition the same, but now we're going to charge you all your related services separately." So now that line has gone up in addition to the tuition hike. So we're seeing like two things raised in the past. >> Um similarly, I think you know the city had asked you know what about the students that we have been to and I think that's the one thing in my opinion but I've
051also heard it from other directors that we're still really does have quite the continuum of services. Um, if you look at the bottom chart, we actually have 38 district program classes. And I know people aren't aware of that, but we really have 38 different classrooms supporting our students with the highest level of need. You'll see again in that 2020 school year that we have exponentially increased in our programs. Yet, I have added no special education staff since that time. Right? That's pretty significant. There's also a bubble that you'll see as of late in the lead autism program. So, you know, at one point we had one or two lead classes. We are now at seven. And every one of them where we'd say 10 would really be where we've gotten it at. Every one of
052them is at 14. And we have a number of students waiting for visuals. And if we were to outplace those, we would see uh expenses rise, but we're not outplacing them, but we're not growing our um staffing compliment >> in the in at the rate that the student the classroom size is growing. So, so I'm purposely sharing this now and next uh time we're at the city meeting because in my budget presentation, it's going to be looking very different than what it might have in the past. So, I'm really trying to show the story of right >> what our district is needed >> and and my recommendation I when people will understand here's what it cost to educate a student this time last year and this time the year before. But now, similar student, same
053student, similar services, same services, it now costs this. I feel like that is impactful. That's a language that people understand. What we did in 2022 cost 16,500. Now it costs 22,500. I mean, do the math. We know how much more it costs now to provide the same high quality service. >> I agree. The other thing that we've done in the public presentations is I think it's important for them for all the world community to see that when we invest in our digital programs, this is how much we save. I got a couple slides showing that these exist. This is what we'll see. >> Yes. And can't wait for us to do even more as our programs expand and maybe we're able to have like you've talked about >> um have students from other districts come
054to us and then we are able to see a fall. >> I um so with the new grant at the state of Connecticut, the seed grant, we're happy that they're starting their installments. They're still waiting to write program, >> but we opened up uh two programs already this year. So, we're hoping that that'll offset it. We do need significant programming for next year. So, while at the budget presentation, you'll see some of what I'm proposing. I will talk about some of that will be offset by grants for at least two years, but we need to start thinking more. So, just wanted to share with you that these are some of the data points um to other 1.0. Um clarification is the city said can you do like dlash to by December 1st how would students
055move in the cost. I can tell you that we had many students move them but within a oneweek period of time at KB2 we had eight students moved into the district that require the English district program five of them acquiring students that was in a two week span of time um so I won't get the total numbers but um I think it's really impactful to see what fancy in and out of our district and how significantly it impacts special education you ask a question about um you were saying like there's all these increases yet no extra staff. Is that because of the shortage or are there not open spots for >> um both. So we do have right now we have three open special education positions. Um I will say within the next couple of
056weeks two of them should be filled. Um so that is a good thing. My team I take my interviews like three times a week. So um we can prepare us certified staff. Um but I think that uh some of the budgetary constraints that we've had over the last few years um so for example my first year I did uh reallocate different funds to see certain positions but it was not an increase it was reallocation acquisition that we already existed. Um during my directorship I've added not one um position because the budget couldn't support that other >> Yeah that's problematic. I think of like the lead program as an example. You're you've kind of grown out of a number that you a ceiling that you had established and there are students who need those services that
057are waiting that you can't accommodate because you don't have the staff. >> So, thank gosh Miss White was willing to say, "Let's open up another program." We're trying to find the staff for it, but >> Right. Right. you know, we said it was and we need to open up another program, right? >> Well, these are the real challenges. These are the I mean, to me, these are the conversations I would love for us to have more because they're the things that are happening and at the front line in the classrooms every day. Um, so thank you for creating the space to have that conversation. >> I have one more report and apologize report >> and this is still part of service. >> This is now the budget. So my my report is going to be
058a little bit different than Miss because she did expenditures that I did expendit. The reason I did expendit is um I would agree that when I looked at the line the out of district tuition was over I want to say it was a little over 11%. Uh but I felt like it was unfair to what uh to the meeting saying what this much over budget without the true understanding from others to say we still are waiting for the excess cost. We're still waiting for state tuition payments. We're still waiting for that. So I thought you know what I think it's best if I do actual expendited overtime because then each month we can account for anything that pops in. That was just a choice I made but I want to be trans. Um so on
059this sheet you'll see um that as of November all budget lines are where I would expect them. The extended school year line school lines 504 and equipment lines were removed because the amounts allocated in those lines are so small that it really excuse the data set. So I I kept the four main highest driving costs. With that said, I did already share in September but our preschool line was over. um that was mostly because of the salaries that needed to be encumbered. We were over an extended screen year as well for the same reason. Um it was the professional services line as well as the salary line. And then section 504 and equipment as I took them out, I still felt publicly should talk about them. They actually have very low amounts that have been
060charged towards them. So that they're unchanged. have more questions. I do know that Mr. Telky is working on the data dashboard for which this has kind of come once just taking questions. >> While he's walking off if you could just um give a couple examples of what the professional services includes. >> So professional services the biggest chunk of that line is related services in out of district code. That's probably the largest chunk. However, another large chunk of that is nursing services. Um, any outside contracted services that a child might need. Um, like additional OT services that are beyond scope of something within the district. Um so it's typically like the bigger type of services but it's outside agency type of services that students are follow >> and you've sort of disagregated the tuition from the
061professional services because the related services you're now we're now as a district being charged those separately. So you're kind of showing that those separately as well. >> Okay. I actually do have them disagregated about how much is in each line because I need a government. Um and I was quite shocked to see like how much of that is that related services but we also spend a lot in nursing services. Um I think as a district we are having a growing need medically compromised needs and so nursing services. I I also wonder too, I know we've had these conversations, but as you're building uh district capacity for certain services that you would have normally had to contract out, um have you have you seen um an improvement in that line as you're building um staff capacity?
062Like for example, people being able to do certain testing rather than having to contract out testing. >> Yes. So I would say the biggest that we saw was uh we reduced almost $5 million for what we were paying to MBA for because we hired in so that half of that costs that were actually we also engaged in giving Wilson uh training for a number of our teachers. We have uh many who are have that received the introductory certification but we now have I want to say six who are in the level one and then next year we will have about at least three to five staff that district training. So now we don't need that. There's almost a $200,000 cost as well every year that now we >> like I'm just trying to show that
063you know there are we the district is being innovative. the district is looking at ways to grow the capacity of the staff skills that we have. And you know, I think that that we should be congratulated on that for being, you know, thoughtful and good fiscal stewards um and and building capacity in house. >> I think we'll make that part of the budget presentation. So, some of the >> Well, I like that. Good job. Thank you. Please. Good evening. Uh I just wanted to give a an update on the status of the data dashboard that uh has been noted uh few times since uh my onboarding into public schools. Um so right now I wish I had a tangible for you all to see. Uh but I want to re I want to assure you
064that we are uh itching closer toward being able to have a demonstrable um product to be able to share with you. Um we initially worked toward uh utilizing a platform called Google Wiler Studio. Uh it turned out that that product after uh couple of months of investigation uh will ultimately not work out. I started building the dashboard in there and there is a critical flaw with the software that Google recognizes. It does not have a solution for that is fortunately um very detrimental to uh what we're looking to shoot. Um so we ended up continuing our search for a good product. Um we are looking at currently Microsoft Fabric just so you're aware. Uh that is the the tool that uh CLA financial had brought forth um as the product that they would like to
065utilize. Uh they they were giving us a plus project two and $300,000 I believe. Um I'm fairly confident almost positive that we will be able to to accomplish uh something similar at a much lower lower. Um so that is the goal. Uh I'm currently working with seaside data staff mainly the uh person who handles the unus data administration um to figure out a way to get that data to go into this tool so that we would be able to have uh readily available reports such as in regards to special education our cost per pupil um on a real time basis as as they so the power school portion I've already been able to link we control access to the powerful school portion gets to the mun portion of that. Um we're trying to get past
066some some minor hurdles here and there trying to ensure that the that linking that product to this other product isn't going to um nullify our support contract for instance with child technologies. Um I don't believe it will but we are just trying to cover all of our bases before we proceed with our next steps begin. Now if the power school portion is being linked is that somehow being linked to giving city access to any of that data or information? >> No. No. So the the link to the power school database is deidentified portion and it is uh going to Microsoft's Azure server environment without getting into too much detail. It's a cloud-based environment but be because we are not sending and identifying PII personally identifiable information on our students. Um, we don't have to worry
067about the other contracts or anything like that. All we are providing is a simple yes or no statuses with no names. I'm not even going as far as providing ID numbers or anything that it is fully identified information. So with room for expansion down the line if the district necessary the city and district together necessary. So we are we are working for that just now. um packing a few more hurdles uh such as barracks a little bit longer uh but we will hopefully have something in the next few months as we cross this road but actually start building the physically >> well good work I think it's a long time coming I know there were conversations with superintendent white and uh myself to ponds you know some time ago and you know I think that
068we had a lot of faith that it would be developed in the way that the city felt comfortable and the city was receiving the information that they needed. Um but that we were being mindful of uh confidentiality and you know we want to deliver what what they need to um to hopefully feel comfortable funding us you know um but great work great work thank you look forward to hearing the progress as it is available. >> Thank you so much. Okay, wonderful. So, does that wrap up pupil personnel services? Okay, wonderful. So, now we have student activity accounts from 103125. >> Hi. >> Um, Bristol Central High School Athletics began the year with 53,78155. They had 9,81695 in expenses, 14,128 in receipts, leaving them with a balance of 58,09304. >> Is that included anywhere in our
069printouts? >> Yes, we have all of the backup. Yes, it's at the very end. >> Um, the student activity accounts, I did number my pages. >> Um, they start on page 16. my handwritten notes number 16. Yes, you could see it all there. >> Thanks. >> You're welcome. The Bristol Central High School school account began the year with 155,10557. They had 26,15610 in expenditures, 19,37902 in receipts, leaving them with a month-end balance of 147,32849. Bristol Eastern Athletics began the year with 18,57298. They had 14,28946 in expenses, 3,97193 in receipts, leaving them with a balance of 8,25545. And the Bristol Eastern School account began the year with 147,12242. There was 25,45382 in expenditures, 44,306 in receipts, leaving them with a October 31st balance of 16597461. Any questions? >> I think I'll have to review this and
070>> Oh, absolutely. >> And and maybe for Absolutely. >> a little more >> get these Absolutely. You'll get these reports every month and all of the detail is in there. So, you just ask if you have any questions on any of the detail. >> I just have a quick one just as a new person. Why is the difference so um large between the two schools in terms of the athletics >> that the athletics accounts? Uh mainly because Bristol Central has for the past several years had a much larger balance in there. Um this was back from the days when we did have gate receipts. A lot of it stemmed from like the Donovan Klingan era and when they, you know, Bristol Central had a lot of tournaments and everything. So, they just had a lot
071more receipts, more revenue at that time. Yes. So, they're both currently, I mean, Bristol Eastern doesn't have a lot right now to work with, but Bristol Central is trying to work down that balance to make them more equitable. >> It's been a topic in the past. A >> hot one. >> I'll talk to you about it offline. Um, Yes, thank you for all of that. All of that data. I appreciate that. Great. >> Okay. Next, operations committee. Is that how we typically do it? We separate out operations committee from finance. >> Is that sometimes when we have Terara or P? >> Yes. So, usually Tara and P if they have anything facility related, they will have it under the operations portion. Okay. And they have nothing to report tonight. So, there's nothing there. >> Wonderful.
072Um, do we have any old business? Any new business? Well, with no old or new business before the board, I will move to adjourn. Okay. Good night, everyone. Thank you so much. >> All right. Why by the sea