001um time to circulate here in minutes. >> Good evening. It is 6 o'clock and I'd like to call to order the February 11th, Finance and Operations Committee regular meeting. Um, if you're able, please stand for the pledge of >> allegiance. United States of America and to theublic and justice for a reminder, please be sure to turn on your microphone when speaking and voting to ensure those online can hear you. Our next agenda item is the approval of the minutes um for the January 14th, 2026 Finance and Operations Committee regular meeting minutes. You've all received a copy of the minutes in your packet. Are there any corrections or abstensions? I will be abstaining from voting. I was not present at the last meeting. Um can I have a motion to approve the January 14th, 2026 regular
002meeting minutes as written? So moved. Second. All in favor? >> I. >> Motion passes. Um, Ms. Molina, did we receive any public comment for this evening? >> No. >> Yeah. >> Any online? >> No. >> Okay. Thank you. Um, before Before we proceed, I'd like to acknowledge um our newly sworn in uh Commissioner Robert Pareni. Welcome. Um and I would like to also share that earlier today I spoke with Chair Ponds and Chair Pon did as um part of her duly elected um responsibilities appointed Rob to this committee. Although he has not yet been voted into this committee. Um at the next full board meeting we will vote on that. But I would like to um invite you to participate in the meeting today um so that you can be an active participant and be
003up to date. So would like to welcome you to participate. Okay. Thank you. >> Okay. Next item on the agenda is the 2026 budget update through 13126. Miss Bond. >> Good evening. >> Yes. Um the I'm going to report out on our budget end date through January 31st, 2026. We are currently in a deficit of 7,279646 as we await our budget and revenue sources such as Medicaid, excess cost, tuition and rentals, special education is driving the deficit at 3,724 to 140 specifically in the substitute paraprofessional professional services and outplaced tuition lines. we should expect our first installment of excess cost. Um it usually shows up around the end of February. So within the next two weeks, we should have that first payment. We continue to closely monitor our general education side of the budget, which
004currently is 3,78654 unencumbered. That's remaining out there as an available balance. However, that will continue to shrink as we move along through the months. um as that is largely benefits and we do forecast our substitute lines to be close to 1 million over budget. So I'm thinking we will most likely end the year in a deficit. I can't really predict what that deficit will be um at this point, but most likely we we probably will be in a full deficit at that time. Questions from commissioners? So, um I know you said February for the excess cost. Was that the same for like the Medicaid and tuition or >> So, those revenue sources come in monthly. >> Okay. >> So, we've been receiving Medicaid. Um we've been receiving some tuition and rentals we receive ongoing. So,
005those revenue sources are coming in. >> So, the big one is that >> the big one is the excess cost. Yes. And so in terms of like discussions with having additional funds appropriated, is that still something that's ongoing? We're going to have ongoing conversations with the city. Absolutely. >> Yes. Any further questions on this agenda item? Okay. Thank you. Next, still with Miss Bond, uh, cafeteria report. The cafeteria snapshot. Oh, I have a typo in my speaking notes. I apologize if you're looking at those, but the snapshot at January 31st um, 2026. Two typos. Shows a deficit of 200,36182 as we await federal and state reimbursement. We're always slightly behind on those reimbursements. We served our scholars 37,774 breakfasts, 86,946 lunches, and 1,148 snacks in January. Questions? When do we anticipate those reimbursements? >> Soon.
006Soon. Soon. They're in. They've submitted it. Yes. >> Whenever this whenever the state feels like paying it. >> Okay. >> Do you find that they do do it like a draw down at any >> it just monthly but then it depends on when it comes into the city and then when they post it. So we soon should be seeing. >> Okay. Thank you. >> Questions from commissioners. Next agenda item is um also with Miss Bond appropriation transfers over $10,000. >> I made two larger appropriation transfers this past month. Um and we reappropriated funds within all within the special education budget from speech pathology services to uh special education software for certain special education license software licenses that were required. And then I also made a transfer from speech pathology salary line to the special education
007line for professional services because we have a vacancy in one of those salaries and we're using a contractor to fill that vacancy. So we reappropriated the remaining salary that was left um as a surplus in that line is a vacancy with the speech pathologist. >> Yes. is massive about um please I was just gonna say so if that is filled then we'll be over in that line later we'd have to then move others yes but we do not anticipate that line I don't think we anticipate that vacancy being filmed this year I thought or is it >> the speech pathology so yes he will be returned >> oh he is returning yes okay >> um question about the special ed software just curious Um uh so we took out of the speech pathology >> not
008a salary line like they had services they have services line that the funds came out not salary lines. >> Yes. >> And um did we not have monies allocated for that special education software or softwarees? >> Not enough. >> Okay. >> And but now we do. >> Now we do. >> Yes. Do we anticipate that that will create um a gap with the that speech pathology services line where that might have the line where we took the funds? Okay. No. >> Thank you through the chair. >> Yes. Um so the line that she's speaking of is really reserved for um items such as testing equipment, testing materials, etc. that usually we spend uh by July 1st. um we don't typically get another um set of expenses through that line in particular. I think another important
009note is that for this particular position and I'll talk more later but um this particular uh speech and language pathologist because we're using such a high cost agency to sub that because that really is the only alternative it makes better sense to put it in that professional services line. However, when he comes back, it will be going back to the south. >> Okay. >> Thank you. >> Any sort of anticipated return? Is it kind of open-ended? Like, >> no, we do know the return date. Um, I will talk later, however, because we do have a number of special education vacancies and got >> when you're using highost agencies, they really are going against our professional service guidelines. So, I do want to explain why our professional service has decreased. So, we'll get to that. >>
010Okay. We'll see you coming up. All right, perfect. Thank you. Any further questions? >> Okay. Thank you. Uh, that closes out for now, Miss Bond, as we move over to agenda item number seven, pupil service, pupil personnel services report. Dr. Martina, thank you. So, I'll start with the enrollment report. As you can see here, as of February 1st, 2026, 1,768 of our scholars uh do receive special education servicesing services. That is out of our 7,898 currently enrolled students. This continues to reflect the 22.7% of our total student population. As of February 1st, we have 127 students with disabilities attending private special education school programs. We have 986 students requiring special education programs at other public schools. That includes our magnet schools. During the month of January 2026, 27 students of 27% of our newly registered
011students did require special education at time of enrollment. That included one additional student requiring out of district programming at the at your time of enrollment. And then lastly, during the month of January, there were 27211 and seven 91. Questions about the enrollment date? hearing none. Is that all that you have? Um but this report is the budget lines. So you know as I say each month Miss Bonds reports on everything that encumbered. I report on everything has that has been expended because there is so much fluctuation with uh our expenditures throughout the the month and knowing also the students that move in and out really does change that. So, as you look here, as of February 1st, all represented budget lines, these are our four main main drivers are trending as I would expect with
012the exception of the public place tuition and the professional service lines which are trending higher. Um, they're higher than I would expect this month and I do want to talk a little bit about that. Um, so I do, as Miss mentioned, we have an office excess cost and all of our funding in. However, when you look at these lines, you may recall in the fall that we had a lower than usual um studentplaced number and the city had asked, you know, if everything stayed as is with the funding that we received, would we then balance out? And I think I was quoted by saying like it's the first time ever that I think we might actually get to that zero amount. I did however say we have a cushion in the tuition line that if
013that changes we will not be able to make that. So I think it's important to reflect back >> because now when we're looking at that number trending higher again at that 127 still under where we started by July 1st but it is higher. We no longer have that cushion and I would say that I'm a little anxious that given where we're at now I don't know that we'll get down to zero. The professional service line I always want to talk about because there's so much in that. So the highest cost is the related services for out of district schools. The second one is really looking at some of the professional services such as OTP speech and language that can't be addressed in the district but also nursing services. So as you you heard me say
014before half a million dollars by December 1st um was part of that. But now what we're seeing is with um the addition of staff being out um not only our speech and language pathologists but we also have hope this on me but I know six for sure and then we have up to eight special education positions that are either unfilled or out when we're using agencies to fill this. It's really bringing up that professional services line. So um we are starting to use that line to address some of those needs. the question is how does the budget loans I you know I'm just thinking that those concerns are compounded obviously the concerns with um the way that it impacts the budget but then when you don't have those vital positions filled special education positions we
015know that it impacts students it could potentially impact us legally you know it's it's it's big services compensatory service right exactly um so if students aren't receiving the services in their IEP it puts us in a very compromised place. Um and then we see the impact that it has on um on our budget outside of the eight special education positions that are not filled. Um I see you know you'd mentioned OTP PT, speech and language nursing and these are services that we're contracting out. We so we don't have the positions for OTP. So a couple of different the largest chunk of professional services is out of district related services. Okay. Has nothing to do with something we have in the district. It's because they're requiring out of the district. >> We do have one speech
016and language pathologist position that is painting on the professional service line because that person is out on leave for a certain duration of time. Okay. Um however filled there are no other OT's or PTS or BCBAS that is being used there. However, um we do have for example three psychologist resums. We have filled them. we're finding folks but in the interim we're using agencies to fill those spots and that's also painting on our professional service line. Currently uh with how positions have opened in special education some of them are leads some of them are openings. We've been fortunate you know we are allowed to have a substitute for 45 school days before that is considered a change in placement. We have not yet reached that threshold in any case. we have been able to to
017you know replace them but in the interim we're we're concurring those costs as we're getting substitutes from agencies because you know special education is well a deficit area in the state of Connecticut so unfortunately is a big cost for us many time but we understand life >> right you know the other thing that's going through my mind and it's it impacts budget but it's not necessarily a budget question it's more of a talent management question is you know as we are losing these positions if there's a way for us to examine you know why we're losing positions how do we retain people in these high need areas and I know it's a shortage area I know state department of education every year puts out it's um it's shortage area and we know special education is
018it's right there year after year um and I think we do a great job with talent management it's just that that reflection of you know are there trends things that maybe other districts are seeing that we're seeing and if we're able to get ahead of it and I know we're thinking about it. You need to clarify my Oh, of course. So, just for clarification, only two of them are actually open positions and I have to say in a district our size, I'm thrilled that we only have >> So, only two unfilled special ed Okay, that's our leads. Um, I will say one of the biggest areas of struggle is finding qualified candidates to to take on our self-contained >> Sure. settings that really are specialization, specialized training, right? And that's where the majority of our
019openings. >> Okay, that's helpful. That's good context. Thank you. You're the chair. >> And so when we talked about the substitute, one of the issues was that our district paid less than surrounding districts. So could that also be a factor with special education teaching? >> Yes. I will say that I don't know if I really want to say this but to be honest right so yes there is a component of how much we're paying if you know an individual say uh I'm wanting to be a sub if I'm looking at what your substitute rate is yet I look at what an agency is paying me sometimes agency is double the amount of what the district is so makes sense for me to work for an agency at double the pay um I think that is
020one of the things we struggle with particularly in special education when we have no choice. We're mandated to have these and agencies know that. So, that's another impact. >> Yeah. >> Um, >> but when we hire a substitute teacher or a special ed classroom, it's not a different >> stipen if you're certified in special ed. >> And I don't know. We have an ESS. So, we use ESS as our agency. I can tell you ESS has been able to find us no special education teachers. I currently have 13 agencies looking for a special education sub and they have none. Um so I don't know but I can tell you that certain agencies are paying well over what our sub rate is paying. >> The question is do we have a differentiated stipen for special ed
021subs? >> No. And I know that other districts do because I've I've looked online. So I don't know if that's something that we can look into to say if we paid more but less than the double pay of an agency, would we have realized cost savings? and and and I don't know if we've have examined of the subp positions are there quite a few special education sub positions versus your other core subject area sub needs we can definitely look into that. Uh what we do offer is for our special education openings uh we have the discretion to offer a discretionary rate. So if we have someone come through who's qualified and we'd like to retain, we'll offer them beyond the long-term or higher value to retain them through the assignment. And we find that to
022be very helpful, especially as you bring back retired teachers um who would like additional compensation, >> right? Something to look into. Yeah. The um other question I had when you said are we are there trends in the areas that we see vacancies and I was happy to hear Dr. Martino say that we only have two special ed currently in a district of 8,000 kids that that's not something unusual or that we should be alarmed by. But I do see that we have multiple school psychologist um vacancies and I don't know if there's any trends there. If it's like the same school, would it mean maybe the supports aren't there to keep somebody because maybe the job's too big for one person? I mean, I'm just brainstorming out loud. I don't know if that exists, but
023just kind of trying to figure it out. Yeah, I'd love it. So being a previous school psychologist as well, I do you know work very closely with them. I would say two things. So one there was some conversation about just the needs of our children have changed and the amount of support and services that are required have um really been beyond what they could really address daily. We have a plan in place for that. We're going to change that where those sites were for next year. The second thing though is really it was um great opportunities for some of our people. So for example, one of ours left because they got to be um rather than driving the hour here, they were 10 minutes down the road and they get to build the program that
024they built here for the same money. So they said, "How could I change that?" And they actually struggled to leave. Similarly, another uh clinician left because they're really close to their home, but also their case load went from 75 to 14 and only get >> that's the point anecdotally. That's that's >> that's what I'm wondering like if we have if ours are just too large and that's why we continue to lose and lose and lose. >> So, we haven't lost psychologists in many many years. Um the three psychologists, it really came all at once. I will say that compared to other districts, the clinicians case levels are high according to state and national standards. We're within those parameters. But regardless, next year through our redistricting, we're reallocating. Psychologists already know that they're very pleased with
025the changes that we're making and we have used professional services to support them while we've had psychologists. Now, >> that's good context. >> Thank you. >> Any other questions from commissioners? Does that round out your agenda item? Okay. Uh, next we have student activity accounts through 13126. Miss Bon Bristol Central High School athletics began this year with a balance of 53,7815. They had 53,4704 in expenditures and 73,10219 in receipts, leaving them a balance of 72,83670. Please note of this balance 24,75763 is gate fee income and the remainder of the is fundraising proceeds for individual sports teams. The Bristol Central High School Activity Fund began the year with 155,10557. They had 65,34650 in expenditures and 80,23308 in receipts, leaving a month-end balance of 1699215. BE Athletics began the year with 18,57298. There was a total of
02629,8650 in expenditures and 29,97598 in receipts, leaving them a balance of 18,68191. This entire balance is fundraising proceeds for individual sports teams. Bristol Eastern High School student activity fund began the year with 147,12242. They had 65,8529 in expenditures, 102876 in receipts, leaving a month end balance of 184 1939. >> Questions the chair >> um for the athletics for Versal Eastern the balance the negative balance is that something that we'll there's plans to handle or fundraising? >> So we deposited money in there in February. So you'll see it next month. So funds were transferred um from dues and fees that'll go towards their tournament fees, all of those type of tournaments and um invitationals, those type of fees. Any other questions from commissioners? Okay, none. I will move on to agenda item number nine, operations committee.
027From what I understand, we nothing to report this evening. Okay. All right. Well, that brings us to agenda item number 10. Uh, can I have a motion to convene into executive session for the purpose of discussion and possible action of bus contract RFP update inviting the following now? Superintendent White, Deputy Superintendent Hawk is not here, right? So, we don't need to. Um, Colin Urase, Jodie Bond, and Robert Penzy. And of course we have our chair here in the exeicial capacity so she will participate as well. May I have a motion? >> So moved. >> Second. >> All in favor? I. >> Okay. Motion passes. We will go into executive session at 6:25 p.m. I'm presuming that we'll be going to the upstairs conference