001because >> Okay, thank you everyone. >> You too. >> We'll call the meeting to order of the SAU governing board at 6:05 on Thursday, December 11th. like to have people at the table go around and just introduce themselves basically. Um, could you just say what what board you're on or if you're an administrator, your position, please start. >> Lynn Powers, Brooklyn resident, Brooklyn School Board. >> Heather Rearen, Brooklyn School Board. >> Tracy Perry, Brooklyn School Board. >> Johanna Shrivever Helen, Brooklyn School Board. Alison Manion, Brooklyn School Board. >> Roth Zack, Holla School Board. >> Carol Roy, Holla School Board. >> Tom Solan, Co-op School Board. >> Lance Famino, business administrator. >> Rob Man, Co-op School Board. >> Holly Derlo Babcock, Co-op School Board. >> Kate Stole, Co-op School Board. >> Jonathan Fontaine, college school board.
002>> Thank you everyone. >> Among other things, tonight we We do have the uh public hearing on the FY27 budget for the SAU. This is not for any individual district. It's the SAU. We have a couple of items to get through before we kick off that hearing. Uh first item is to appoint a process observer. Do I have any volunteers before I start pointing? >> Is that just to keep us on task? just to keep notes on how we've done and at the end tell us how great or or horrible we are. >> You volunteering? >> Sure. I'll take a shot. >> Um and we have agenda adjustments, nominations, resations, and >> I have none. >> I believe so. Um, give me a second. >> No. Does this is spec on here? >> Let's do
003an intent adjustment for a spec committee discussion. >> Okay. >> I think it's Isn't that number four? >> Oh, yes. It didn't say spec. It says superintendent review. >> Okay. >> Sorry. >> We're all good. >> J, do you want some of this coffee? >> I'm tired. I'm tired. >> And then we have approval of minutes. Uh, I believe we have two sets of minutes. public. >> Uh yeah. Well, there was a um >> there's a public Yeah, there's just the one approval of minutes from October 9. >> Okay. Yeah. So, we're looking for >> Got it. >> Uh approval of meeting minutes from the SE governing board meeting of October 9th, 2025. The following amendments were offered. Page two, line 42, replace evolve with involved. Page three, line 34, replace schools with school. Page
004four, line 29, delete the period following the date 63025. And page nine, line 23, correct the spelling of May. I have a motion to approve as amended or how you see fit. >> I have a motion. So moved. >> A second. >> Uh, no, just kidding. >> Can she second if she was absent? >> Yeah. >> Just checking. Thank you. >> Yep. >> And I will remind folks that if you you don't have to abstain just because you were present, you read them and you think they are appropriate, you are inappropriate. You entitled to vote. Start with all those in favor or any further discussion on the minutes. All those in favor of approving. All those opposed. All those abstaining. >> 12. So 102. Okay, great. Um, so that concludes approval of minutes. Uh, we
005have a couple of minutes before we can start the hearing. Is there anything that we can jump ahead? >> Do you want me to go to job descriptions? >> Five or 10 minutes. >> Yeah. >> Good on that. Okay. Okay. So, we're going to we're going to move ahead on the agenda to the first item of >> Do you want to open public input? I'm concerned about how that might I don't know how that coincides timing wise. >> It's public input on anything other than >> the hearing will interrupt and then >> I think it would be confusing to have >> I think it might be confusing to have public input open for two for two different reasons. So I think it's probably wise to move ahead with just >> that's fine. >> It's the
006next thing on the agenda. Yeah, just >> so we're going to move ahead on the agenda to uh discussion about job descriptions, not so much job description descriptions themselves, but a process for developing. >> Sure. So, um, in the last decade or so, we spent quite a bit of time developing really thorough job descriptions for all of our union positions specifically. Um, and we've re revamped and revised all those. They've been approved. They've been signed off on. Um, but what we have neglected to do is really focus on job descriptions for some of our senior administrators. And so, um, you know, in this time of, um, transition between what was old and new folks coming in, that's always a good time to look at a job description, identify if it makes sense, etc. Um, but
007in doing so, I I really felt like it would be beneficial to have someone from the outside kind of think more globally about the organization of the SAU and um what sort of philosophically some of the positions should be rather than just a task list of what that position has always has always accomplished um over the years. and you know and it does is that in line with what we're currently doing great if it is and if it's not how do we kind of shift our thinking around it so um I met with an individual who um is a thought partner and um you know talked about some of the goals that I have and I worked with our um human resources director and the three of us met and we looked at the possibility
008of doing this work and I kind of prioritized um the positions in three different categories and my um first category would be um developing a job description for business administrator, athletic director, facilities director, assistant superintendent of student services, director of HR, assistant superintendent of curriculum and assessment. So those are sort of like the direct reports and really my direct reports and really understanding the organization of um the SAU. Um there was a proposal offered to me that that work would be anywhere from 24 to 60 hours ranging in fees from 3 to 5,000. Um the board tasked me with looking at opportunities to spend down the fund balance and I thought this might be an opportunity um to think a little bit more strategically and utilize this as a as a one-time purchase. If this
009goes well, we can continue the work with other positions that need updated job descriptions. But I thought this would be a good um check in to see if if I you know appreciate what's the work that's being done and think we need to continue with it. So >> So sorry, let me just ask a clarifying question. So we're looking to hire somebody we have not already hired. >> Correct. >> Okay. Okay. Make sure I heard that correct. Um, and because of the dollar amount, I believe it's within the discretion of the superintendent to make the un unilateral decision on doing this, but we want to get input from the board to see whether there is support, concern, whatever. >> Do you have like job descriptions already or are they developing new ones? Is it more
010like refining? So the job so my job description is is written um in um the law but all the others it's you know it varies drastically district to district. We have not really touched our job descriptions in the SAU in years because our focus has been um all the other positions because we have multiple of them. It just seemed like more pressing. Um so we have task lists and to me that's not really strategic. that's really just like check off the box, complete that. Um, but taking a step back and really examining does this make sense? Are we organized in a way that um maximizes efficiency and productivity? That's sort of the work that I'm looking to complete. >> As as part of background leading up to this, I had made a request to get
011all the job descriptions for the SAU staff and uh Kar the HR director helped me out a lot. They vary from some that are from 2011 >> up till some that are quite new because they were new positions created. But one of the one of the characteristics seems to be especially with the newer ones is that they were somewhat written for certain people and they're more I perceive them more as a record of what someone is doing as opposed to an outside look of what should this role be. So that was um my take on what we have. >> That's very helpful. Thank you. >> What was the cost estimate again? >> 3 to 5,000 depending on the hours. >> And have you looked at anyone other than this particular individual? >> No, it was
012my first staff. >> I I will full disclosure it was someone who had provided services in a sort of HR environment to my company. Um, and when I was dealing with this person, uh, they had a background in education, a doctor in education, and apparently he'd spend a lot of time working in the educational environment. And it was based on that that I uh suggested that uh they contact our administration to see whether there was an opportunity and a fit. So I have experience with this individual uh and their organization but um that's the limit of my involvement. How many descriptions are we talking? >> Six. And will these descriptions eventually come before the board for review? >> Sure. >> Not that I'm saying it should. I'm just I'm just wondering if it needs to.
013I would guess they'd come before the board. Whether they would come for review or for view, I I don't know what the proto the call will be. >> Yeah, >> I think it tags um nicely with um the the diagram that I provided in October meeting. We showed some of the changes that I had made in terms of who reports to who and so I think it flows nicely to understand and what do they do like what is their the scope of their work. >> I don't think it necessarily has to come before the board unless you want to share it. It's your organization and your roles and position. So >> my hope is that it would be a work piece that you want to brag about. >> Yeah. And that's fine too. And I
014I like the idea that it doesn't add additional uh time and effort on the existing staff. >> I think we've always um in this body struggled a little bit with who's supposed to do what and and it can kind of reflect in our superintendent evaluation because we're not 100% sure where different pieces fall. So any clarity that we can have related to what positions and what the expectation of um the people who directly report to our superintendent, I think that gives the board um just more view and makes it easier for us to do evaluation which is what this body is really supposed to do. one of our main tasks. >> You know, do you feel like this will help streamline office like like the functionality of the like do you feel like kind of
015figuring out what each person's doing or what they should be doing will help streamline kind of how things run? >> Uh that is my hope. I mean a lot of the a lot of the job functions multiple people have their hands in and and they should but the question is who owns them? Who owns the process? Who takes um responsibility for them? Who oversees it? Um, and if there's a concern, where does the concern lie? You know, >> sounds good to me. >> Um, I had two other points. One was, um, when you planning Oh, sorry. One was, um, when you're planning to think about this, uh, were you thinking about possibly reaching out to some of the other districts we happen to know to see how they're doing job descriptions for equivalent staff? Um,
016yes. And that's sort of how some of our newer positions were created by by doing that. Um, but as Tom mentioned, there's still sort of like, okay, this person's going to do this, this, and this, as opposed to, um, more philosophical organizational flow. So, um, so while I've already done that work, I'm not necessarily 100% satisfied with where that brought me. Um, but I certainly can engage in that conversation again. Yeah. >> Well, and that makes sense. I I was specifically asking that like I don't know if other districts are doing the task based evaluations or the more generic like your area is this thing and how you get that job done is kind of up to you, but this is your responsibility set. Um so that was why I was curious. Um and I
017guess my secondary part is as part of this exercise, um are you going to be taking a look as well at you know if you get all these job done. There may end up being responsibility gaps. Are you going to just figure out where those lie or or do that identification process? >> Yeah. So, you know, what I appreciate about the conversation I had with this individual um was that it was it can be as hands-off or as hands-on as you want. And so, um, my thought was go in there and have some meetings to kind of talk about what I view, separate, allow, uh, us to come together again with some drafts if you will, and then think about how to fill those gaps if there are any, or how to clarify any overlaps
018that might exist, duplicate efforts. >> Yeah. Okay. >> Is there any further discussion? Does anyone have any overwhelming concerns or objections to uh for continuing this process and if choosing to contract with this individual or this organization to to do so? >> Do we need to take a formal vote to allow the spend? >> Okay. >> Have have fun. >> Thanks. >> Yep. That's perfect. Thank you so much. >> Thank you. So I was like, is this formal? Is this >> It's 6:21. Uh, so we can now open here. Looking for the wording >> here. >> Oh, no. That's public hearing. This is to recess to to enter the public hearing. >> Cornered with the >> I would like a motion >> that the board recess until the conclusion of the public hearing on the
019SAU41 proposed FY25 budget. >> 27 budget. 27. >> Yep. 27 budget. >> So moved. >> Moved by Carol. Second. I'll second >> second by Holly. >> All those matter. We're just we're just musical chairing over here. >> We're just sorry. We were sitting in front of >> We're just trying to make >> All those in favor? Opposed? Abstensions. We're good to go. We are open for business 622. >> We haven't opened the public hearing yet. We've just recessed. >> Oh, that doesn't recess and open. >> No. >> Wow. >> So, we recessed at 6:22. >> Yeah. >> That's what happens when there's no candy. >> And now you got to go to the other one, the other outline. >> That's what happens when there's no candy. Right. >> Right. Candy is all >> I have
020really good coffee. >> So, I just opened it. I don't have a vote to vote for it. >> You just have to open to order. >> Yeah. So that's that was what I was effectively thought I was doing. But we are opening the hearing now at 6:23. >> Thank you. >> I got you. >> And we are going to kick it off with a presentation. >> Mr. Man, are you up for that? >> I can certainly do that. Sure. >> Uh Rob Man is the treasurer for the SE governing board. That's why he's getting Yeah. >> Yeah. So, um I think this is going to be a nice roll up and a nice development of how we built the budget and some of the more interesting aspects of the budget and how it relates to
021other budgets and districts within SAU41. We'll go ahead and advance. So um the subcommittee budget subcommittee was um comprised in as a several different individuals from different areas of the SAU. From the SAU itself, we have uh our superintendent Gina Bergskog, our assistant uh superintendent Dorothy Flareity, uh business administrator, Lance Flamino, and Linda Sherwood is our director of business operations. Uh from the SAU governing board, um the treasurer presides over that process. That would be me. Um Robert Man. And from Brooklyn, we have Lynn Powers, Brooklyn School Board. and uh Kate Elkins uh Brookline Finance Committee. Uh from Hollis, we have uh Carol Roy um from the Hollis School Board and Mike Levit from the Hollis Budget Committee. And from the co-op uh representing the co-op, Beth Williams and from the uh co-op budget committee,
022uh Darlene Man also uh attended. Um okay so as part of the agenda we'll be covering things like the SAU budget as a percentage of the total uh spend uh the budget comparisons budget drivers uh the components of the budget budget distribution and C by category unassigned fund balance um review and uh revenue uh budget aortionment and how those dollars are aortioned to the different districts and the warrant article, the draft warrant article, what will be on the warrant in in um in in in March and then any Q&A. So moving forward um the current year um operating budgets sits at 67.3 million combined and out of that um combined number uh the SAU um is responsible for 2,447,55 um that represents roughly 3.6% 6% of the total budget where Brookline is covering 13.7 uh
02313 million79 >> 7 >> 1958 825 Hollis is representing 18,87392 and the co-op is covering uh 32,162,8 89. So that whole that whole um you know rolled all the way up gets you to this 67 million uh.3. So if you notice over the years the SAU budget has been fairly consistent at around 3.6 to roughly 3.8 uh percent over uh several years. Um so it's been pretty consistent. we've been building the budgets in a similar way and um I guess that's the metric there. So I guess we can continue. So looking at the budget comparison, so um fiscal year 26, the adopted budget as stated was $2,447,55. The proposed budget is 2,564328 uh which represents a increase of 4.8% or 16,823. Um when we are looking at the comparison to the adjusted budget uh FY27
024adjusted budget is 2,500 and 444,642 um with the proposed FY uh FY27 proposed budget is 2 million 564,328. That represents a 0.8 uh% increase or 19,686,000 >> oh million 19,686. >> Good correction, Holly. That's going to be key. Yeah, that matters. That matters. >> Um salaries and benefits account for uh 94% of the total budget. Um the budgets um the salaries have a budgeted amount of three three and a half% increases on those salaries uh based on uh the consumer price index of the north uh northeast region. Uh the benefits uh running roughly 15.1% for health insurance rates and dental insurance rates are running 4.4%. So budget comparisons. So um when you look at the whole budget as it as as a whole the um the salaries are running roughly 64% or 1,634,578. uh benefits
025are covering roughly 30% of $765,10 and all the rest um that make up the rest of the the budget itself is 164,740 or or 6%. Um, so the total budget that brings us to the $2,564,328 uh distribution by category. So the wages um areund that is uh 1,566,885 uh for FY26. The proposed budget they're going to 1,634,578 for a change of 67,693. Um from a point of view of benefits um the current uh FY26 budget uh budgeted amount is $720,460 uh with the proposed uh budget in FY27 as $765,10 or $44,550 increase. uh operation and maintenance. Um current uh budgeted value is six $63,080 uh with a proposed FY27 of 66920 with an that's an increase of 3,840. Uh contracted services um are actually going down by $500 uh dollars uh in the proposed FY207
026budget. Uh we are proposing 32,850. Um professional development and travel. Again, they're almost um virtually the same. Uh the proposed amount is uh $25,430, which is a drop of $40 from FY26. uh expendable supplies uh are slightly up uh to $22,200 which is a $350 increase and uh equipment and software is up $930. So the proposed amount in the budget for 20 FY27 is $17,340. So the totals um are shown at the bottom. So as we stated before in the previous slides uh the current budget is 2,447,55 with a proposed budget of 2,564 328 uh as a total change of budget as 116,823 um the unassigned fund balances. So, uh, when revenue exceeds expenses at, uh, year end, the, uh, balances go into an unassigned fund balance in the SAU. Um, the SAU is kind
027of unique because unlike the districts, uh, when they have an overage of their monies, it can go back to what we call a general fund. And that general fund is used to offset taxes. with the how the SAU is structured, we can't do that because it's co-mingled money. So that o any overage goes into what we call unassigned fund balance. Um and the beginning fund balance as of um July 1st, 2025 was 32,28 uh7. Uh we had some projected um use in FY26 of $67,95 which brings the end funding balance at 6 um at 6:30 I guess that's 2026 will be uh 2,3 >> uh 253,190. um any uh uses in 20 in FY27 haven't been we haven't really um you know looked at that. So it's at zero right now. So the um the
028fund balance itself remains at that number the two uh 135,192 which represents a 9.2% of the total budget. So when we look at that um the historical targets um in terms of this board managing that uh fund balance we try to keep it within a 7 to 10% uh range of the total budget as the diagram shows below. So we're on the top half of that range currently. You can go ahead. >> What does that mean really quick? If it was over if it was over if it was a 12% what what would it >> Yeah. Well, we would have to look at that and find ways to not allow that to grow much further. Often what we've done is we've used that money for one-time purchases, not unlike the services for job descriptions. >>
029Um we very much like to stay away from funding salaries because that that's ongoing, right? And what that tends to do is really make the budget numbers in sub um future budgets. It really does a big jump. Um so one-time purchases are really the best way to manage that balance and keep it within that 7 to 10% range. And I think over the years we've done a pretty good job at keeping it in there in that range. uh the budget revenue uh grants and indirect costs. We have a revenue of of $4,000 and the SAU receives a portion of federal grants and uh as revenue to cover some of the expenses necessary for uh grant management. So we you know show that on on our books. Okay. So the breakdown of aortionment. So where does
030that big money and how does it get divvied up between everyone and how does you know we appropriate. So um in the expenses in 202526 was 2,447505. In 2627 the budget's going to be 20 um 2,564 328. Uh and uh when we remove the revenues from these numbers um we net those out the total aortionment uh numbers for 20 year 2026 and 2027 is 2,560,328. So those are the funds that need to be um raised. Um, and in the adjusted budget, uh, netting out the $4,000, it brings the adjusted budget to 2,540,642. So, um, voters in the warrant will have, I call it a chocolate or vanilla warrant because you can't change the numbers in that particular warrant. You have chocolate or vanilla or a number, our proposed number or the adjusted budget and then
031the different districts vote on those and the we add up all the votes and then it either the adjusted budget gets through or our proposed budget gets through. Um so when we look to the districts, how does that really break out? So um for Brookline um oh yeah updated numbers. So um for the district share uh of that number of of the proposed budget would be $52,336 or representing 20% of the total. Um for Hollis um they will be covering 827,498 or 32% and the co-op uh will be covering 1,23494 or 48% of that total. Um and of course that 1 million uh 1,230,494 is aortioned again uh and then it's split that number split between Hollis and and and Brookline. Next slide please. So this is the warrant article that will be brought before
032the communities to be voted on. Um um I don't know. Does that have to be read into the record or is it just enough to >> I think the key point is this. This is what's being proposed. These are the numbers. >> Yes. >> The numbers in the first number, the 328 is the one that's up for discussion, right? >> Uh yes. >> Because the other ones the adjusted and that we no control over. >> Correct. That's correct. Um >> well you can't propose changes to it. >> If they vote down the 2560 328 the other one automatically gets adopted. >> Right. >> Yeah. >> Exactly. >> That that number is is calculated is not a decision. >> Correct. >> Right. The only really number that you can actually change tonight as part of it,
033you know, we could receive feedback and this board can review that feedback and decide if there's any additional actions the board want to take. It would be on that 2,560,328. You can't change the other one because that covers contractual obligations and and a whole bunch of other stuff >> in last year's budget. So that's kind of >> Yeah. To be clear, I was saying the citizenry during the voting cannot adjust this warrant article. >> Not in not in March. >> No, >> this is the only time you get is right now. >> And so just to confirm, right? So we're talking if you don't mind going back. >> So we're talk talking like a $20,000 difference, right? Or 19. >> Well, we could also we could say we want to increase the budget. We could
034say, "Well, we actually want to add more to the budget because we'd like to pay people more money or something." >> Sure. >> So, >> it can go up and go down or whatever or stay the same. >> Go down past the five4. >> It could you can we we could propose a budget that was lower than the adjusted budget >> which was our budget from last year though >> because that would be budget neutral, right? >> Um it's in theory it's intended to to to be that in the sense that the things that are in control you keep flat and it recognizes contractual obligations and those change. So for instance the the things that are multi-year contract can't do anything about um in just as an example in communities where there has been a
035strong push for cost containment. um they have sometimes pushed a budget well below the adjusted budget and then it's almost like a role reversal. The the people who are concerned about being underfunded vote against the budget to try and get the adjusted budget because that's the higher amount. So we right now have uh are here to gather input on public support for the larger number. But once we have that input, then we will have the task tonight of deciding what to do with that. We can debate whatever input we get this evening, evaluate that input or >> have a debate on our own and and look at the details of the budget and adjust it any way we want. >> Sure. And that would that goes back to the slide that showed us that really
036this number is made up by wages, benefits. >> Yes. >> Right. And and just as a reminder, right, Gina, this obviously the benefits reflect Not like what we're usually hoping it's like an 8% increase for health insurance, but this year it's a 15%. >> Yes. >> Right. >> Yeah. >> Which is something we control. So, >> okay. >> And in previous years that we used to have a thing called GMR, which was a worst case number. >> So, sorry, I'm going to interrupt for a second. Yeah. >> So, this is a public hearing. My question is, are you asking those questions as a member of the public at which point I would assume we go up there, or are you asking these clarifying questions as a member of the board who's going to respond to
037the public? >> I I think the questions are being asked >> just to make sure the presentation is clear for the public to comment. >> Okay. But what will happen is after the hearing is closed, we're also going to have a a budget discussion and a presentation on the full full items that lead into it. That's also part of our packet. So we'll be able >> taking a vote on that. >> Yeah. We'll be able to look into that before the night is over. We will take a vote on the budget that goes forward >> in the war. >> Yes. >> Y >> and that's totally fine. I just was trying to get her, but >> I think there's there's um a lot of this is a a lot of people's first budget cycle, so
038just any grace that people have is probably >> Yeah. Yeah. >> So, >> thank you. >> At this point, thank you. Thank you, Rob, for the presentation. >> Um I just before >> opening up to public input, I just want to give the uh superintendent and or business administrator, >> is there any additional clarifying information that you would like to provide to the public? Everyone good? >> I think the one piece to add was would be um after meeting with the budget committee, we gave the few versions to the SAU governing board. I think that was in October. Um and and the big discussion there was based around salary increases with the first draft having 4% and and merit pool which had just over $35,000 in it. and we went back and forth on those
039percentages and uh landed on kind of a middle ground using 3.5% for salary increase increases based on CPI um and lowering the merit pool to 30,000 which was kind of in between some options floated by the budget subcommittee. So um those were the two major changes after that first presentation uh based on the governing board's recommendations. >> Great. Thank you. Uh, at this point I'd like to open the hearing to public input if there is any. We have a member of the public, an esteemed member of the public. If you could please uh state your name and address for the record and then uh have three minutes although I may be able to give some latitude. >> What's your drive policy? >> Uh I guess I represent the public so there's a lot writing on.
040I actually came tonight to uh pay all of you in particular the superintendent and business administrator a compliment. Um I'm extremely happy with this budget. Um I'm happy for uh a particular reason. Um the uh trend of the budgets has been had been increasing for the past five years from 3.5% of total uh school spending to 3.6 to 3.8 again 3.8 and I was worried about that number um not because I bear any malice uh to the SAU certainly but because from a public perception uh we were headed for 4% and that's a number I don't uh think you want to be riding around in public. Uh so I'm thrilled uh that you went from 3.8% 8% um down to 3.6% 6% that's uh it's hard to go it's very easy to go up it's
041very hard to bring it back down so I really uh do compliment you on so far uh on doing that and uh I think in terms of public perception of SAUS and superintendent which is being called into question right now um not only in in the legislative bodies in conquered. Uh but in our own district, we have people that come to our meetings that are supporting that effort um to muck up um superintendent uh elect superintendent and and do other nasty things to the SAU. So what I'm saying is that in this political environment, I think you've done exactly the right thing. I hope you stay where you are and uh and I compliment you for it. >> Thank you. >> We have no other members of the public. Um technically you are all voting
042members of the public and if you feel so compelled you do have the right to come to the microphone as a member of the public but it is not typically the convention. However, I don't I don't want to deny anyone their their opportunities. >> I may actually do that. So travel 42 um and I come up today I know I'm also on the board but because I feel as an individual now as an elected official I have this question >> um which is the unassigned fund balance the target between seven and 10%. >> Given the current balance the burn rate that's estimated for fiscal year 26, the comments of the previous gentleman about how it continues to rise and to some extent some discussions I've been in personally about costs within the town. Um why
043is it that we target um given the information we have about the current balance 7 to 10%. Why is it we aren't targeting a lesser range? Because if it was just not carrying year-over-year. I could definitely see 75% is a good safety net for what's going on, but we are carrying an amount. It is burning at a lesser rate that I think we could possibly be on smaller guidance to uh accumulate uh at a lower lower rate if that makes sense. Um so that was that was the big thing I took away from the presentation on a personal level and thinking about my own budgets at my house and whatnot. Okay. Yeah. At a certain point when your savings account hits a certain thing, if you're contributing in, you might contribute to something else or
044in our case, we might not ask the taxpayers to pay quite as much um because that safety net is there. So that that would be my feedback. Unless there are any uh objections or concerns, I would like to close the hearing now at 6:50 and resume our meeting. >> Thank you all. >> And particular to our business administrator and our treasurer for hurting caps in a manner that produces something that is both understandable and uh beneficial to the community. >> Nice work, guys. Good job. >> Okay, let's get back on the agenda. So, we >> Oh, do we have any other questions? I >> just have a question and this is just again for >> procedural or about the >> just I guess I just had a quick question. So, like when we have public
045like response like that um it does seem like maybe you're looking for answer. So, what do we do with that? We just listen, we write it down, and then we like respond at like a future time or >> There's there's a couple of different scenarios. Um, had Jonathan not been a a member of the board. Um, I think he may have phrased his things a little bit stronger as a direct question as opposed to a somewhat of a philosophical point of discussion. And had a direct question been asked and if we had the ability, we would answer it here um to the degree that it's possible. Um, our goal is to help the public provide clear input to to us so that as we move forward in tonight's meeting, we can then take that into
046account in our discussion and deliberation. Um unlike public input, it's not strictly input, right? Okay, I'm just here to listen. There is some back and forth similar. Have you attended an annual meeting yet? >> Like a town meeting? >> Uh the the Yeah, meeting for not an SP2 meeting, a a district meeting. >> Have you been to like a co-op meeting? >> Yeah. Okay. So, it that's that's sort of like the way the hearing is. People come up and and can provide input, provide opinions, but if they ask a question, particularly if it's a clarifying question, we will do our best to answer it. >> Okay. Thank you. >> Does that mean that >> can I can I clarify something for myself? >> Sure. >> Right. that sometimes when people are uh there is also
047a difference right that we are not supposed to engage in deliberation with folks though because they are not elected officials and that is muddying the waters >> right >> but that public input is separate from that is separate from deliberation >> okay >> so like you had asked some questions about the presentation >> one of the questions you asked was a question I had as well and so if you hadn't been asking the clarifiers which is why of the procedural like okay what's going on I would have probably asked the same things like because I didn't know what an adjusted budget was so I was like okay what are we talking about but you were asking them and and I think that's your role on this board which is good >> but then I didn't
048as a public member didn't have to get up and say I don't want to speak >> yeah it's a it's a good practice to keep that separated but >> it gets more important if you have >> 45 people here now we don't really go back and forth >> just to expedite things. I'm going to stop this for a moment and open the public input section so we can get the clock ticking on that one. >> Good idea. Sure. >> Um, it is 6:54. >> Uh, on the agenda, it opens at 7, so I'm going to keep it open until 7:30. Uh if there is anyone in TV land that wants to come down, we will stop and make time for them uh and keep the public input session open until 7:30. Thank you. Um and
049our next item on the agenda, we've done the job descriptions conversation is the F FY27 budget discussion. So we have natural pathway into what we've started to discuss. So I I don't want to um stop that. There's there is a do you want to actually present the um the budget or just everyone's got copies of it. But my point is do we want to have any preamble discussion just about procedurally what are we trying to do with the budget tonight because there seems to be some uncertainty um about that for people not been through the joy of it before. >> It's such a blessing. >> You know what what's going to happen now is we have had public input in our packet. We have the the detailed budget proposal and now is our time and
050our one opportunity to dig in, dissect that, ask questions, answer it among ourselves, and um then one of the last things we'll do tonight is a deliberation Having had that discussion, our goal is to resolve on a number that will be the number on the wall. So, I guess uh Judy, do you want to do the the formal any formal presentation or discussion of the the budget uh the FY27 budget at this time? >> I'm happy to do so. I'm sure Lance is as well. Um this is uh as Lance already mentioned the budget that was presented to you in October. The changes that you see here are the ones recommended by this body. So we moved we we moved with the version that had um the three and a half% increase um in in
051salaries based on CPI lowered the uh the merit pool a little bit based on um historical actuals and we're moving forward. The difference between the um the budget that you see here and the adjusted which is all the contractual obligations as mentioned is less than 20,000. So there's not a whole lot of wiggle room in a budget that's driven 94% um by salaries and benefits. Um so I'm happy to take questions but I don't know if I mean I presented in October so happy to do so again. I did I did have one question just completely like kind of off topic but um um upon a recent visit to the office I noticed that the porch is >> um held up by duct tape and prior so I'm curious like does is that in the
052budget like does that because that just seemed like a new development. >> Do you want me to talk? >> So I'll I'll open the topic and Carol um as the chair of the hall sports can >> also can grab a hammer. No, but um so the SAU um building is owned by the Holla School District and the districts pay rent um and that rent goes into the SAU building maintenance trust. That trust is for um improvements to the facility. So um Carol, take it over. >> Sure. Thank you. So, one of the things that um we as a district stop it as a as the Hollow School District decided to use was to to make the improvements. That area um that currently has the awning held up um has been an unusable entrance to the
053building for a while due to some structural integrity issues with the steps and the deck that was out there. And then we were going to on our main entrance that you guys all use, there are the couple of steps that go in to the door and that's also our handicap access coming around across. We were replacing the spindles there. Um the they got started on the work. Um the Hollis building inspector came by to >> inspect and he issued a stop work order based on several different things. Um he's a newer person to the town. Um so he needed a little bit of history on the building. Um obviously some concerns about can you build this piece on a foundation that may also need assistance. So at the moment the stop work order is in
054place. We have not been given clearance to complete the handicap accessible area which is by the main entrance with the spindles. It currently has no railing right there. Um but we did just get clearance to finish that other entrance. Um and we're we believe it's going to be done by the end of the calendar year. >> We're hoping this calendar year. >> Yes. >> Am I right? Three weeks. Go ahead. Nothing. >> Well, I think they're waiting for some with we have materials there, but because they had to do the unexpected work stoppage. Um, this does I mean obviously is a concern here and and it's good to bring it up. Um, but it is something that the district the Hollow School District has to deal with. >> It's in that budget. It's not >>
055correct. It is not it is not in here. But no, it's allocate money. >> It's a great Nope. It's a great question. Um we are waiting to see what um how quickly we can get that handicapped accessible entrance because it is the only one. So if there are citizens who need that uh they can't enter the building at this exact moment. So we need to we're getting that taken care of as soon as possible. But it is not >> this body. It's a >> and our body it's not something that we have to we believe we have to take into consideration for the new budget. No. >> Okay. Well, that's what I just wanted to check because I didn't want to leave you guys like whatever that is holding up. >> I just I just
056want to say I intend to address Jonathan's question that was brought forth from the public. Um, and there are other things, but I like to get as much question and stuff out there as early as possible so that we know what where people's uh concerns lie. >> So, clarify is that rent the 23970 that's u under the maintenance is that the rent that the SAU pays to the school board or the Hollis >> school district yes so that's that 23 >> so each of the three districts pays their portion it goes into the maintenance trusts >> and and the reason that it's categorized that is that the way that the school district has set it up is that all rents are are you are earmarked for maintaining the property as opposed to just offset. >>
057Okay. >> Um so I have a handful of questions but most of them are driven by the the operations and maintenance budget went up 6%. And I was trying to understand fundamentally why. Um I think looking at the detailed breakdown one core question I sort of have is the so the inspections line on 84 has gone up 131%. So why what how do we double inspection for >> I think that the driver there was looking back at actuals in FY25 was $918. Um so trying to budget for years that are going to be like that as well. Um given the state of the building sometimes inspections um are necessary. So that might be you know driving some of the increases just the age of the building itself as well. >> Okay. Do we have any
058insight as to what changed between 24 25? Because it go I'm looking at the obviously 24 says 315 and all of a sudden 25 it doubles the actual um and so I'm just trying to understand where that expense is now coming from. >> Sometimes it's just a matter of where the inspection falls. So you might get more than one in one year and then one year where you have one less. Got it. >> Uh because most of these inspections take place in the summer. >> Okay. Does that mean that we've looked at the inspection schedule and we expect this year will be a similar year and it won't be a light year. >> Um we expect it to be in the 900 region. >> Okay. Um some of the other items in there and a
059lot of these are clarifiers. I understand that they may totally be relevant. I'm not questioning that. I just want to understand a little bit better. So the SAU rents the building but then the SA as part of that that covers the utilities of the building. >> Okay. Um and those are obviously going up. But um one thing that I've at least noticed at my house but isn't accounted for in this budget is are we worried about the heat oil costs going up at all or is that a set contract so we can keep it stable because there's no adjustment on that number at all. And I think that's because it's it's budgeted uh in a way that if for a really cold year um you can see the actuals for the last couple years are
060lower, but we know if we had a cold year it and with increasing costs we could be right there. >> We do have a a contract price for oil, so the the variable is how much we're going to use, not we're not as impacted by the volatility of the pricing itself. >> Okay. Um And then I guess my only other question um and I can see that it's based on the fiscal 25 um actuals was the uh maintenance service contracts of just it it was a moderate increase and I wasn't sure if that was similar for other contracting groups or if that's something we have a long-term contract with or anything that because it's a 50% increase and I know it's based on fiscal 25 but I'm trying to figure out like is there a
061cheaper contract out there that Does the same work? Have we explored that at all? >> No, we exp when we added the facilities director five years ago >> 2020 2021. Um that was Lance. Yeah, the other Lance the other Lance F 2.0 because Lance Fino is here so he can be one. >> Um that was one of the benefits that we saw with that position. If we're paving, we're paving in multiple districts. Um and we're trying to benefit from the savings with a larger purchase. So, and we are also doing a better job of keeping up with um service contracts as opposed to waiting for everything to break and trying to fix it after the fact. >> Um but those are based on contracts that we have at the best rates. You can see that
062we went well over budget in 25. >> Yeah. >> And um so 26 were budgeted not enough for what we um >> have encumbered and um so for 27 we're trying to budget for what we have what we're seeing in 26. >> Yeah. And as a comment overall, I think it's very good to be looking back at your actuals and trying to evaluate them and knowing where you can shift. Um, and I'm only being critical of this particular section because in the presentation, as you said, there's not much wiggle room in the budget, but a 6.8% increase, I can imagine if someone's looking at that percentile, they're going to kind of be like, well, where is it coming from? And those those we are adjusting for what we're actually spending >> makes sense to me.
063So, thank you. >> Yeah. Can you just remind me how many employees are under the SAU? >> That's a harder question. Can >> you repeat the question? >> Yeah, sorry. Um, employees are in the SU. >> Yeah. How many employees are under the SAU? >> Like physically in the building? >> Physically in the building is different from funded by the SAU budget. That's why I'm hemming and hawing over the answer. >> Yeah, there's we've got three different categories. We've got number of bodies. We've got what we call FTEES because some of them are not full-time. And then we've got people who are housed there. That sounds like 13 or 14 >> I believe it's 14 funded by the SAU district >> for the SE >> to clarify sorry the ones that are housed there are
064um I assume are probably the teachers >> no so we have Um, for example, we have the assistant facilities director and um he's funded by the co-op, but some of his salary is paid back by um Hollson Brookline. We have um we just changed the titles, network manager, um who works very closely with the director of technology, also funded by the co-op, and then Hollis and Brooklyn pay back the co-op. So you wouldn't see them on the books here. Those positions, >> they're not part of the SA payroll, >> right? >> But they because they serve all three districts in their job, it it's convenient for them to be centrally located, >> right? Okay. I was more focused on like specifically under the budget. Okay. Yeah. Thank you. Um question I had in the contract
065for the director of technology >> I believe for the business administration >> there potential for bonuses in the year are they part of this or >> um so for both positions there was um an adjustment after year one yeah >> written into the contract um that was a mechanism to be able to hire within the budget um but guarantee um a more competitive pay. >> So they they're they were salary adjustments and not policies. >> Correct. And they're u in the budget. You see them in there. >> Okay. >> And that's why those stray from the 3.5%. >> Okay. Um I'm going to take a stab at answering Jonathan's question and somebody else correct me when I'm wrong. I I can I ask the same question. >> Seven to 10 is something guidance that in
066the past we have attributed to coming to us from the DL or the state state level that that's a recommended range to keep it in basically as a contingency. Is that an accurate statement? So we have abided by that and typically the kind of things that have routinely been coming out of that have been things like uh major uh purchases of office equipment copies non-contractual ones actually physical purchases. U another thing that is it is frequently used for in recent times have been merit pool type type bonuses. That's a little bit of a tricky one because if it is becoming a standard practice, it runs the risk of being a an ongoing thing and and where that sits. Um, sometimes we see shifts in it if we fluctuate. One of the things that's happened is
067software in particular has moved from a purchase to a a lease or contract. So where in the past we have a discrete purchase of software which would carry us for in theory three years and in our case nine years. You know we've had a lot of systems that we have lived with for a long time. Now it becomes a an ongoing expense and it's um it goes against the philosophical approach of how to spend that money. So we're sort of relearning and uh the uh recent discussion that took place about uh its growth was one of the things that triggered my thought process that maybe this work that we've been trying to get done within support of the HR environment the job description that would be an an appropriate type of thing and That's that
068was one of the reasons I brought it forth. Um I'm not sure I would express it as we we're seeking opportunities to spend as much as we are trying to identify appropriate necessary expenditures that fall in there. But but the point's the same. Uh it is something that we want to keep an eye on and understand it. And as we're looking through it, if you see things that jump out at you as, hey, this is something that we've said we want to do, it's almost like what you do at the end of the year on your on your own boards where you say, look, we've got some money that we had thought was going to be necessary. We don't we haven't had to use it and we've got these things we've been trying to get
069done for years. Is this the correct opportunity to do it? And those are the kind of things that I ask all of you to keep an eye out for. >> Can I also chime in, Tom? >> Absolutely. >> Um, one of the other things you were talking about as a member of the public, Jonathan, was um, why would we keep saving it, right? So, you were just talking also as a member of the board asking a lot of questions about that maintenance lineup. just looking in that section alone, those are things that can fluctuate greatly. So if if we budget, you know, 8,800 or $10,000 for utilities and it ends up being less than that, that we we can't not do that where or the plowing services, right? If that goes crazy, we we have
070like snowfall early this year and it's sticking and it's there, right? So, a lot of that stuff we can do our best to predict. That's what these guys do best. Um, but then it's up to us to try to follow the guidance when it gets a little too padded. >> Yeah. And >> so it's not like we're like, "Oh, we're going to just make sure we have this extra money to put in this fund." That's not what's happening, right? >> This isn't padded. Yeah. >> No, not at all. since it's budget season to some extent like some of the same questions are coming up for some of the other trusts and allocations on the lower boards on the other board sections and it it is that tricky question sometimes and I get that the 7
071to 10% sounds like first of all it's by practice not by policy or law and second of all that fundamentally it's in the aggregate not that we pad the budget at a certain >> correct >> and so reducing that number down is very difficult for the reasons that Carol just raised Um but at the same time it it just as a board member trying to be fiscally responsible it stuck with me at the okay so for example I think one of the trust budgets that we ch chatted about at a board meeting was like2 or 300,000 and that was for something that could cost us half a million dollars but at the same time the SAU with 14 staff and a rented building I'm sitting here going okay what are they going to get hit
072by that's going to greatly impact a $300,000 effectively surplus or reserve amount un uh what's the correct word for unassigned fund balance. >> Um and it's good that it's burning low, right? But oh, we're only paying out 30,000, you know, 26,000 I think approximately. >> Um but yes, that was just where all those thoughts came out was just like okay, >> not knowing it's in the aggregate, it's very easy to at a 7 to 10% flux and go, that's a lot of money. Like that's a significant amount of money and we all know that the taxpayers are kind of looking at it, hey, year-over-year percentiles are going up, not down. Can you save us money? >> I do operational question, but if we under budget something, let's say we under budgeted heating oil and we
073over and we need money, does Where does that accumulated unassigned fund balance reside and what would be the procedure to use that as a contingency? >> Um, does that reside in an account or is that some of the money that is with the the town? That I don't know. But what happens is we've seen this before um in years past where we essentially overran the budget and then we had to have a public hearing to request the ability to utilize the fund balance. Let me go back nine years or so when we were running much closer to the 7%. Um a couple things that we used to do there was I'm trying to find it. It's like the Gatsby. um that used to be every other year and that was like5 to $7,000 and so
074that was the perfect item to just use the fund balance so that way it didn't increase the budget and then decrease the budget the following year but now it's every year so I suppose we could still use the fund balance for that but we know it's every year >> what Gina what did you say again >> it's a audit >> it's an audit >> okay thank you >> um and so now it's every year so it is operational and so it's now just in the budget um also in the past eight years or so, we've seen a lot of turnover um >> in our accounting specialists. And so we've been going a month, two months without somebody. And as a result, you know, we've budgeted for um for that individual's hourly wages and then we're
075slowly just accumulating money by not paying that individual because there's nobody there. Um so we're not we're not over budgeting. We're not trying to grow it. Um but it's a challenge to spend it down uh because then if you utilize it for part of the regular budget then the year after you see a huge spike. Um when we knew there was a transition between the former superintendent myself we knew the salary was going to um decrease significantly when I came on board. So, we um made an effort to utilize some of the fund balance, but we then had a vacancy for a couple of months and didn't have to go into the fund balance um anymore. >> We used the fund balance to fund the overlap in the technology >> and we'll see that when
076we get to uh FY26 revenue and expense. Um good news and bad news where that's concerned, but we'll get to that. >> Um and I want I stand corrected now that I actually wrote down names. We do have 17 um employees in the SAU budget. >> Are they 17 FTEES too? >> No, some of them are point8 and stuff. So >> So it's a it's a little bit less than that as far as actual >> hours. Um yeah, hours type situation. >> Are there further questions about the um FY27 budget? Now's a a good time to talk about it because the not in not too long we're going to be asked to vote. And does everyone understand the relationship between the proposed budget and the default budget? >> Everyone good there? >> Adjusted budget. >>
077Adjusted budget. Okay. >> It's called the adjusted budget, but think of it as the default. If our desired budget as a board it doesn't pass, >> we We didn't call it default in other >> SP2. I was going to say because those of us in the SP2 world, we're like, oh yeah, that's the default budget, but everybody else is like, >> okay, great. Thank you everyone. >> I mean, I just quickly want to say I think you guys did a great job. I know it's not always easy to sit with budgets. So, I appreciate everyone just like sitting down because I know especially in these times where everybody is really struggling, I'm sure you guys put in a lot of work on top of like 800 other financial things that you guys are trying to
078sort out. So, I I don't see any changes that I would make. I think it's it's very stable and kind of moving in the right direction and I think it's that's great. >> I think aspirationally we should um as we move through the year and we get to May and June when we start talking about you know merit increases and things it it we often tend to use some of the un unexpended fund balance um and dip into that. I I I we tried to build this budget that will um that will serve everyone and will there's merit in there. So, everyone should be take care of out of this budget. And um I personally try to avoid supporting dipping into the un unexpended fund balance to >> unassigned fund balance >> to >> we
079got your back m. >> Yeah. To um to fund other additional things because I look at it as we just passed a budget in March and by May we're dipping in and adding more stuff. So I I want to make sure that you know we keep that in mind. We we build this budget to take care of people throughout the budget throughout the year. So >> I just have one to tag on to that. A few years ago we decided or pushed or asked the budget committee to put merit numbers into the budget so that the community would see them so that it would be more transparent. So, as much as if we wanted to really worry about that unassigned fund balance and bring that down to 7% or whatever, a really good way to
080do that would be to go back to the old way of using the for merit pool money. But the problem is that we really want our voters to vote on it. So, um for them to be aware that that's what we're doing. So, that's the conundrum. And then we do end up with years where that unassigned fund balance grows a little bit more than we want it to. And we have to find ways to um help the taxpayer by pro by using that money for things that we would only need to use once. And that that's kind of hard to find in a budget where 94% of your budget is salary and benefits. So >> with a wildly fluctuating health care costs, >> I'm not saying we do it now, but something we might want
081to keep an eye on, especially knowing that um it's something you're looking into is ways to get more competitive like it's not the right word, better value plans. Um I'm wondering if If we anticipate that there is going to be a reduction in a coming year, whether we could fund any portion of benefits payments in the current year out of that. Follow my thinking. So, for instance, if if we know we've got a 15% increase in this year's budget, if we know that we can find a plan that will dramatically lower the increase rate, could we take any money out of that to uh make a one-time payment on it, or would that just backfire because then it would go back, the savings would go back I'm just, you know, those are the kind of
082things that that that might be an opportunity >> or even something going forward if you see that we've got a a weird spike or if there's a payment that's coming in as a a one time assessment from this from the state or something. M >> and I I think that it's a good question to bring up because >> we could certainly in later meetings take a look at that band of 7 to 10 and say is is that really right anymore? Do do we want to look at that? And yes, maybe we got a couple of years ago we got guidance that said yeah that's good. maybe provoke another conversation, right? And get reaffirm that guidance or maybe look at our own historical use and where that number has been, that balance has been and
083maybe adjust it to our natural state of how we run things and how we expend things. Um, the other thing I'm thinking about is maybe looking at doing some insight about what other SIUS do because they have the same issue and where do we stand in terms of a of a balance uh versus maybe other other districts. The one thing I'll caution us about is we're lucky that we didn't have school sets, but had we been in a school, >> school care, >> had we been in a situation like that, >> this is clearly a place where >> is that the healthare that >> healthare all of a sudden you're seeing school districts have a12 million dollar >> deficit and a portion of that would have certainly hit at the SAU level. So it really
084is concerning when you see it growing, but it's really nice to have when you need it. >> Do we feel like from a health insurance perspective? I'm just going to reverse you only because you were saying if we have a significant savings in healthcare, which you know that would be fantastic. Um, but do we feel as though going forward that we've budgeted for the potential that there could be additional increases above the 15% in the future or >> something great for the coming year? >> Gotcha. Okay. unfortunately. But yeah, that's that's one of the things that that changed recently was that we used to get the guaranteed maximum increase as a a range and that was causing problems because you you had to to guess what to do with that number and then we were
085getting um we as a overall uh SAU I think were doing pretty well as far as being below typical. So we were doing really well and people were saying why are you budgeting so much but at the state level there was a lot of push back and difficulty of budgeting with the range. So now they they come up with a number and that's what you get whether it's the right number or not if they put their um seal of approval on it that's what we're going to get charged and >> and we got lucky I think because that number came out literally the day of our SEU governing board meeting or the day before. So it's probably something that we should try to predict for next year because that was really helpful because this conversation
086would be very different if we didn't know we that number >> when we schedule our October meeting next year if there's a way to say like it came out last year on October whatever try to make sure we're after that because we only meet you know four times a year our other boards we can attack it monthto month but >> yeah well I'm going to say too I mean I think having that that unassigned fund balance having a little bit of cushion I mean we got 15%, but some districts got 27%. Right? Like we we could have been way worse off where we wouldn't have been able to budget for that and having um you know, and also just being from a school district where literally our boilers are failing and our firewall panels failed
087last year and like having that money to fix those things that would shut down like businesses I think is is very I don't want like obviously yeah like where you're saying like we want to walk that line. We don't want to hold on to money that's not ours, but we also don't want to have to go back to ask taxpayers like, "Hey, by the way, like we" because that that comes with its own issues also that that causes problems for people later down the road. And I want to say I do appreciate that we addressed that kind of like merit pool because I I do think it's better to have that out for the public to get to for them to understand exactly where we're like coming from and taking that from. So, I do
088appreciate that we did include that. I'd like to see that continue in other years because I think that was very helpful. this point I'd like to I have one more question and it may be quick hopefully. So, in some of the other district discussions that you've been presenting budgets on, >> there was a vision on that new new items. >> Is that >> That is in here. >> Yeah. >> 1500. Well, actually, I don't even know. Was it 1500? 2,000 >> 2200 or something. >> 2200 which >> is an area. I guess we can probably adjust that. line 137. >> It's the last It's the last page. >> It has a red new next to it. >> Yeah. Um I guess my question is because it's wide, if one of the districts doesn't accept that
089vision proposal, um what does that do to the SA's number or overall? >> Yeah, so that's a really good question. um >> we had to have a certain number of participating individuals. I have not since the halls budget committee gone back to the vendor to say can we contribute a portion for just this one district whereas the other ones maintain the self-unding status. So I'm not sure. >> Yeah, I don't have an answer yet. Uh quick clarification on the um presentation update that happened appropriate the appropriation numbers. I was just curious was it just like a multiplier issue? >> Um yeah, when we made that PowerPoint originally we were estimating at that point the information from the state wasn't out yet >> and update that slide. >> Great. Thank you. Just >> set like to
090move ahead with the FY26 revenue and expense uh report input. >> Yes, I do. >> We are closing public input at 7:30. Um, so with the revenue and expense report really kind of going to circle back to that unassigned fund balance, uh, keep that conversation going a little bit. Uh, last time you were given an update. I think we're anticipating using $67,95 in the unassigned fund balance, which kind of helped bring it back into that under 10% range, roughly 9.6%. Um, we've used less than we're anticipating in a a big drop. >> So, sorry. Um, >> Lance sat through the whole previous discussion. He's like, just wait till I talk about this. >> Good work, Lance. Good work. >> Oh, so now it's at 11%. >> So, we had gotten below uh 10%, now it's
091up to 11.8%. The big driver of that being um the the former director of technology who's staying on on a limited basis to support our new director of technology um hasn't been as much as we thought she might need to be at this point. And that that's going to eb and flow a little bit throughout the year, but we're able to update as we move forward because we have the money encumbered. So each each pay cycle that goes by, we can adjust that. So that's gone down from what we anticipated. And with that, um, some benefit changes as well. Um, so currently we're projecting just under $14,000, 13,759 to be used, uh, which would put the ending fund balance higher. Now, um, job description consulting, it's going to fall under there. So that will shift
092a little bit. It's remains a bit of a moving target, but to the prior conversation, probably a little bit higher than we want. Um, the nature of that is creating a a pretty accurate budget and staying within it continually builds that. Um, to point, if we had a school care incident or a major um major issue could come down really fast as well. um you know 288,000 is a a lot of money but a large expense could bite into that very fast. So having it there um is is a little bit of a safety net but it is a little higher than we would like um with that adjustment. Where in this report must be let's say facilities and maintenance um is things like pling >> it would be in facilities and maintenance. >> So
093I don't know what was the basis for budgeting last year but last year was a relatively mild winter. This one's starting off interesting and um with I know I know for pling that I' contracts that I've been involved with there's a lot of related expenses that driven those up. So we could perhaps see winter are we >> don't you go wishing for a bad winter. >> I am not in support of that. >> I don't know where we budgeted this year. Are we budgeted on the heavy side or the lean side for for this year >> for FY26 >> for snow removal? >> We're at we're budgeted for 108 and our actual was 939 last year or this year. >> So I don't know >> steady state um stuff that came through contracts that I
094came to% increase. We might end up >> that would that be a potential candidate to >> use over >> but it doesn't really matter. >> It doesn't really matter. It's at the end of the day if we fall >> but but it might help bring down that 11.8 >> if we fell short as a whole. Yes. >> But we would need a public hearing in order to spend. >> No. No. just means we won't we won't this is a projection of where be so we might we might have additional expenses that are not currently >> captured in that >> got it >> $1600 number anyway um anything else you want to cover on that >> those were the highlights >> anyone have any questions about >> so you said you used to use the money
095in the unassigned fund balance to cover the audit because it was every other year. >> The SAU audit was >> the SAU audit which is like $4,000 in this budget, right? 4,800 I think. Why can't we just use that? Why don't we use the NSI? I know it's something that we do every year. It's $4,800. You know, it would >> So, and that's the weird thing. If we end up having like a vacancy, right, we're only actually going to go into the fund balance if we go over our budgeted amount. So, if you're asking to fund it through the fund balance, then we're looking to change the budget. >> Yeah. I'm not gonna ask or whatever. >> I'm not suggesting to do that this year. I'm suggesting maybe we could talk about that and think
096about that in the future. Like, um I know it's something that we do every year. It's not a sign significant amount of money that would if we had to budget it, it wouldn't like kill us, but it would be something that would tick away a little bit at the unassigned fund balance. it would save $4,800 from our budget. I mean, it's just a it's an area that's like a it's not a one-time expense, but it doesn't feel like it's a I don't know. If we used to do it because it was every other year, then why not just do it every year? That's my question. I'm not asking to change this budget. I would not in any way, shape, or form suggest changing this year's budget. >> You are already talking about the FY28 budget.
097>> That is NOT HOW I ROLL. Just throw it out the I am just a planner. >> Forward thinking. >> No, but that's it. I mean, >> you're right. It's a small amount to where it might help us over time start to chip away at the fund balance, >> right? Because you're talking about $3 to $5,000 for this consultant. It's in the same range and it would just be a regular thing to do for a while and then some future board would have to deal with adding it into the budget. I, you know, like that wouldn't be so bad. So, if we actually needed to use our own in a crazy way. Um I had a question about um the federal grants because I know the Fed started a new fiscal year. Was that delayed
098by the shutdown or is that get awarded later in the year or >> Well, that might be delayed by the fact that there's no department of education. >> I wasn't going to get into that more than anything. >> That could totally be a thing, but grants are money. So, some of those indirect costs, um, a lot of times the way grants are written, $1,000 of the grant can be appropriated to indirect costs, which would go to the SAU because we're administrating administering the grants. Um, so those would come in as we're using those grants. >> Okay. So, they're they're fundamentally available, but because we have to utilize them, they don't recognize revenue. >> Correct. >> Sorry. Anything else? Okay, moving right along. >> Superintendent review brief discussion. >> That's me. >> Yep. The point of
099putting that on the agenda is I want to make sure that we all hear the same message, same time of what we are proposing to do in the next couple of months under our fearless leadership. >> I like the word brief >> and Um, one of the things that >> I know has been u a little unclear is who and how to conduct the um administrative interviewing. >> You're just going to take all my thunder or >> No, I'm saying that's one of the topics that uh I'm hoping get clarified. >> Go for it. Okay. So, the spec is the superintendence performance evaluation committee. There are members from each of the three boards who serve on that along with and when we say that we're generally talking about the individual town and co-op boards. It
100also counts the governing board. So, Tom is part of that as well. Um, we didn't do an evaluation last year because it was Andy's last year. So, there were no goals. they did an exit interview instead. Uh this being Superintendent Bergskog's first year, we had a discussion about back earlier in the year at one of these meetings about doing the long form. There's a long and a short. We had been doing the short form with Superintendent Corey for years because he had been here for a while. Um we're going back to the long form. Um the And I'm going to say this part first and then I'll get to what Tom was talking about. Um, I sent out the packets to the board chairs or their design yesterday. Was a little bit late because we
101were trying to make sure we had all the materials for the long form since we haven't done it in since I've even been on the board. Um, we then were realizing that the governing board meeting in May 2025 and Gina looked up the minutes for us that the proposed changes were part of the agenda packet for February. Um and the policy committee was going to meet and propose new um new language in the long form because there was some feedback that it wasn't what we wanted it to be >> and now that we have it back uh now that we're using it again sorry I don't have it back uh we wanted to fix it. The problem is the SAU policy committee never met to bring forward a policy to the October governing board meeting
102to say yes these are the changes we want and we want to move this forward. So, we actually have to use the original long form. So, everybody use email. You guys all got the email. >> Use that. >> Okay. >> Um, so what's going to happen is the spec representatives are going to send out to their individual boards with the exception of Tom. He doesn't have to send stuff because you guys get it. He just hangs out. um they're going to send it to you and there is a Google form that you will fill out and it is your evaluation of Superintendent Bergskog's performance for this FY. We know that this is, you know, only like five months into the current fiscal year. The cycle timing isn't the greatest, but it is your evaluation of
103her being full-time Superintendent Bergkco SKOG. Okay. Not before July 1. Um, if you have questions about filling it out, especially because this is going to be new for probably the majority of people in this room because we didn't do one last year. Um, you're welcome to pose questions to your board's spec representative. Uh, for Brookline, it's going to be Johanna. Uh, for Hollis, it's Jonathan. And for co-op, it's Holly. It's the default the chairs unless they do a designate because I'm also the vice chair and run spec. it can't be me for my board. So, they will send it out. You will fill out that form. You have until December 31st to fill out that form. At which time, those individual board design are going to collect all of the responses and they're going to
104average them out and put the comments together. They call that the rollup. So, we're going to have the district level rollups and then those come to and those are going to come to each of your board meetings in January. Your board will have a non-public and discuss all of those, come to a consensus and ratify your superintendent evaluation for your district. Those all then get sent up to me and the rest of the spec committee and I will roll it up for the SAU and our review of that and consensus on exactly how we want that evaluation to be to read in order to be presented to Superintendent Bergskog happens as part of our February meeting. buckle up. It's a long one. Bring food. Um, so that's kind of how the process works. In addition
105to that, and this is just really for the information of the additional board members, but these spec design are going to are also responsible for conducting interviews with the building administrators, meaning your principles at your different schools. Um, we like to have two people participate in those. Those don't technically have by instruction. Those don't technically have to be done except for by our February meeting, but we want that commentary to be included in the rollup that we're bringing forth. So, the sooner that those things can be scheduled by the if you can do it by the end of January, that'd be great. And that way you guys have time to send them to your representative and then send them to me for rolling in. Um, we like to have two people at each one just
106so there's nothing missed. It can be conversational. And then from the spec committee, it's Tom and myself. We'll talk to uh, Superintendent Bergskog's direct reports in the SAU office and get that same kind of feedback. Um, >> there are questions. There is a template of questions. I don't know. Correct. I've already I've already given that to everybody. >> See, I should have CCD you on it, I guess. >> Um, but there is a template of questions, suggested questions for your building administrators. They're not required, but we know that they spurn discussion. That's how that list came to be. um with any questions that you have, feel free to pose them to your point person on your individual boards, but I'm always available. Feel free to reach out to me. >> Email you. >> The point
107person. Absolutely. That's what I'm saying. Especially because this is I think is this your first eval? >> It's Jonathan's first eval. And you guys are both the point people. Um, so you can you guys can reach out direct to me or send a message to point person and me at the same time and that way we can share that information. Um, I realize hold on one second. I realize that we're pushing right into um the holidays. This is always the tough part. So once these folks send this out to you, if you can just put some time aside to go through it and as soon as you hit submit, your responses get captured. you are only allowed to submit one response, but you can edit until it's closed. Um, but if you can just try
108to get it done as soon as possible so we're not having to chase people on the last few days of the year, that would be very helpful. And I know that our our spec reps on each board would appreciate that as well. >> As in like I probably will not chase you down. >> You will do it because you're the designate. >> I will remind you. I'm not your mother. I I will say for the for the long form spent carve out time like you you need to carve out time for it. It's a long form. >> It's a bit they're not joking form. >> And I want to I want to get let me just get Holly's question. >> I just have a procedural question. You sent the email. >> Do I just forward
109the email? Do I have to go in and do anything trigger anything or can I just forward the email to my board? >> You need to go to that instruction form that I copied you on. >> Yeah. Yeah. Yeah. and follow those instructions. It has the email copy and the links that you need for your boardific. And yes, Tommy, your question. Cindy and I sort of tag team on this because I've always done the rollup, but she's done a lot of the work on the policy and with the spec thing. So, we kind of combine, but technically I think it's technically me because I'm the board chair, but Okay. >> She and I also do the interviews together. >> Yeah. And the the final step like I do the rollup and the spec committee will
110meet to ratify that roll up to bring to this >> body as well. >> It's the best kind man. >> Um Gina >> I just wanted to u suggest that as you're going through the long form I went through the long form myself back in the day when it was on paper and um >> it's a lot of trees. >> It's a lot but you might be thinking this question is silly. This is what it should be. maybe make some sticky notes or whatever alongside that so you can share that with policy um for edits. >> Yep. >> Also, I think there there's a place where you don't have to answer a question, >> right? >> Like and I think that would be super helpful because >> if you don't have clarity, if you don't
111have vision and you don't feel like you can answer the question because you don't feel like you have insight into it, >> it's okay to leave it blank because that way we'll know what questions are not like you don't have insight into. I mean, that's really what we >> or just literally say, I don't think I can answer that. Well, that's what I was going to say is if >> there's an NA. I think there's >> there's an NA but um if you are if you are not answering a question because you don't have clarity or you think that it's unanswerable for whatever reason for you if you can comment that instead of leaving it blank or choosing NA or whatever if you can just make a comment this is not as Johanna was just
112saying um that would be helpful for me to roll that back over to the policy folks as well like no like no insight real good example visibility. >> There's a whole section which talks about the superintendent's >> performance with their subordinate staff and in most instances we don't know >> and don't get bogged down on that. just you know it's in there are some people who have insight to that and the thought was well well they know it we wanted wanted to collect it when it was originally generated but don't get bogged down ones >> that you really if you have to struggle to come up with an opinion >> then >> better you go >> but the other thing is if you are providing input that is something other than satisfactory factory performance. It
113is critical that you put in the comments what is driving that response because if we're going to have a situation where we're looking to provide constructive feedback, we need the feedback beyond someone's unhappy. Mhm. Um, as you go through the form, if you have any questions about what anything means, because there are full instructions, scoring keys, tells you what you're looking for, things like that. Again, feel free to reach out. >> Do everybody know how to get into the doc? >> They they will get the instructions. >> They We're not going through that right now. They're going to get their instructions from their uh their board designates. >> So, I got a link and it looks like many people got a link to the drive with all of Is that supposed >> There's a There's
114two emails. So, there was an email. >> Yeah, I I know. >> I'm looking at the superintendent long form right now, which >> sounds like Is that This is like the Google editable form. >> Yeah, I don't know why that's for you. I will let me find it. >> We all got that. >> That was Yeah. No, that was because we updated who could access it. So, everybody, >> ignore the access email. You want the one with all the links from Johanna. Yeah, because I have specific ones to Brooklyn that I'll That's right. So, I figured >> Yeah, I went in to do this and I was like, "Okay, let me just check the membership." And it hadn't been updated in like two years. So, a bunch of people weren't You guys weren't on it.
115People that aren't on the boards anymore weren't in it. So, we just had to kind of flesh it out. That's what happens when you skip a year. So >> the only reason I'm asking is because the Google form has been a bear for me for years because it does not for some reason the co-ops form whether it's the way I open it or whatever happens does not calculate the percentage for the um the score and it's supposed to and it never does for me. So I have to go in it's fine and just add them all up and it's like three, four, five. It's not hard. It's takes, you know, even >> Oh, to do the averages. >> Yeah, I actually do all the math by hand. >> I've had to do I had to
116do that, too. >> But now it's the long form. >> So, it used to take like 30 minutes to 45 minutes to do that. And now the long form could potentially take like two hours because it's for some reason wasn't doing the math. It's supposed to. I understand all you people with spreadsheets like you just go in and do blah blah blah blah blah, but I don't know what I'm doing. So I'm like and I've been on the phone with Amy and I've been on the phone with Tammy and I've been on the phone and it never works. So >> um I can see if I can find give you some quick tips for sure. >> Um otherwise you and I can sit and and roll things together. I'm happy to help. >> It's not
117it's it's been weird. >> I don't know. I only have >> I need text. >> We'll use um the fun balance. >> I was just going to say >> exactly >> Carol we need some hours. It's just a calculator, but it's like 4 + 5 / 6. Yeah. So, >> yeah. >> All right. >> If you just want to write a formula, that would be great because you did that really well. >> That's right. >> I think so. >> So, I did have one generic question that will come up across all the forums to some extent. >> Okay. >> Which is that there are effectively three plan or goal documents or or outlines that are referenced, but having and the form. I don't know where those things are and I I don't know if it's
118because I'm new and I know I can take that into account. >> It's definitely because of that. No, I'm just kidding. >> But like district goals for student achievement, annual maintenance plan, long-term capital improvement plan, those three things are referenced in the form. >> And I don't know again with the form having not been updated if those are still relevant and they're somewhere. And I suspect everyone who gets the form are going to ask the same question. So I figured I'd tackle it here of the like, okay, each district is supposed to have these three things. >> So solid solid question. So um I don't know that we set goals for Gina >> coming into this year. Um that's usually something that at the end of the form is what are some goals you want
119to see for the superintendent for the following year? And then we use those in next year's evaluation to say did she achieve the things that we tked her with. >> And the long form does ask >> have you been achieving the goals we were assigned you? >> I've been achieving THOSE >> directly your question. the the main one. >> Yeah. >> What you have hit upon is a problem that we hope to correct in future years, which is if those plans exist, they have not been as well communicated to the board members as one might hope. And um >> and we don't need to dive into it now because that'll come out. But >> I was asking purely from It's my first year going through this. >> Am I just ignorant or which is possible
120um or is it just a I should just take that into account as I'm looking through the form? >> That's an area where a relevant comment would be I didn't know these exist or I and if they exist I don't know where to find them. >> Sure. So now everyone has a little cheat sheet when you those three things. >> Well if you don't know >> that's right. Um, and if we could have each of the board design test out the form for me and see if it actually is capturing. Um, again, this is I've been on the board since 2019 and this is the first time I've seen the long form. So, this a little bit of a learning curve for everybody. >> Nice. >> We do the short form. >> We've been doing
121the short form for a long time. Short form feels that >> the short form's long. >> Short form is long. >> That's why I say the long really long. >> Carol, I'm assuming that if I touch the Google forms that it doesn't require a vote or anything, >> don't touch don't edit the Google forms. You can't. >> Don't edit the Google forms. I'm on the record. Do not edit the Google forms. Okay. >> Are you ready to move on? >> Yes, I am absolutely first of all. Great. Sure. >> This is a daunting task and I really appreciate you again volunteering to do it. >> Thank you volunteer. >> You were told she was volunteered to be >> and you were volunteer because >> sometimes single most important >> no that's that's a pleasure. >>
122It's a benefit. It's a perk of the job. This is the peril. >> Okay, moving right along. We now are moving into deliberations ahead of schedule thankfully. >> And the one item is this the only item? >> It's the only one. That's it. >> Is to see what action the board will take regarding the proposed FY27 budget. So, we've seen the presentation for the hearing. We've dissected the details of it in our in our own discussion. And now we would like to start out with >> Tom. May I make a motion? >> A motion. >> I move to approve the FY27 budget in the total amount of $2,560,328. >> I'll second. >> Got that recorded. Mhm. >> At this point, we have a motion and a second to approve the number that was presented. >>
123Is there any discussion about that motion? >> Seeing none, I'm going to >> Well, I do I do want to say thank you to the public, member of the public who did come to speak because that that is helpful feedback for us to hear from the public. So, I do appreciate him taking on that responsibility of >> I mean, listen, not everybody showed up and we definitely got feedback from other people, but not everyone took the time to show up. So, we do appreciate that. >> And I'll reiterate my thank you to the work that everybody put into that budget. >> Yes. Great job. >> Thank you. I think one way to look at it is the resounding support from the community. >> Great. agree. >> Well, I I I don't want to I assumed
124all of you received some email input as well. >> Yes. >> Y >> and uh I appreciate you taking that into consideration as well. >> Um at this point, I'd like to bring the motion to a vote. I'm going to be adventurous and try it all at once. All in favor of the motion. >> Any opposed? and abstensions. >> No, very good. >> 140. >> Thank you very much for that vote. >> It's 150 >> 150. >> And do we have >> We do not. So, at this point be looking for a report out by the process observer. >> Okay. Well, I'm going to do my best. So, feel free to um but I thought this evening's meeting went really well. Um I'm going to, you know, on behalf of some of us that are
125newer, I'm just going to say I really appreciate um everyone's patience um in allowing us to ask a lot of questions. Um, I realize though I think it's very educational for the public, you know, in in terms of when we were talking about the budget, understanding the breakdown. So, if someone wants to revisit this and understand where we were coming from, thought there was a lot of good dialogue tonight um that we put forth to make sure that we understood it so that we could explain it if necessary, but also um as the public was listening, they would be able to understand our perspective also um and the overall impact. Um, so I just to comment on that and um >> right on time. >> We're on time. >> Right on time. So, thank you
126all for um you know, keeping you know, keeping all the presentations. Um the finance committee did an excellent job. Um going through all the details. Um you did a great job with the numbers. I I was sitting there at first thinking like don't need to know them, but that's exactly what we needed. We need to go through it line by line um to make sure that everyone's clear. in terms of >> what's going on. But again, thank you for, you know, letting us have that time to dialogue was very helpful. >> Thank you. >> Great. Report out, >> Mr. Chair. I'd like to make a motion. >> Oh, you beat me to it. >> I'd like to motion to adjurnn, please. >> Louder. >> A motion to adjurnn. >> I'll second. >> We have a
127motion to adjurnn. All in favor? Thank you very much. We are journ everybody. Happy holidays. >> Happy holidays. >> Land. You have to come to every meeting because they're short. Please come to February. >> Hold on one second. >> I've seen it on social media, but like I drive past like on >> I have to send this to you. I'm not going to get you cuz I'm