Finance director warns of tight year‑end; board tightens p‑card approvals and reviews encumbrances

Finance director Mr. Duran presented the March fiscal report and a revised FY2025 projection showing a narrow projected surplus and steps administration is taking to stay within the approved operating appropriation.

As of March 31 the division’s operating budget was $77,000,007.94. Year‑to‑date general‑fund revenues totaled about $52.8 million (67.9% of budget). Expenditures year to date were about $49.0 million, with remaining projected compensation and encumbrances bringing projected total spending close to the expected revenue. The projected year‑end surplus reported in March was approximately $61,000, but staff noted that revenue and state budget uncertainty could change that figure.

Mr. Duran told the board the division is implementing near‑term controls: additional approval layers for purchase‑card (p‑card) transactions, requiring pre‑approval for p‑card use, reviewing and reducing nonessential encumbrances, and accelerating reimbursements from federal grant programs (Title I, Title II, Title IV and CEP food‑service reimbursements). He said the central food‑service operation had incurred expenditures that are typically reimbursed by federal programs and that timing of reimbursements affects month‑to‑month percentages.

Board members asked whether the division has a required local match for federal food‑service programs; staff said CEP does not require a fixed local match but the effective reimbursement rate is blended and local sales and local budgeted sales contribute to program revenues. Members also discussed limiting travel and vehicle use as a cost control.

No personnel or program cuts were approved at the meeting; the board directed staff to continue curbing discretionary spending, monitor encumbrances and return an updated projection at the next meeting.