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Finance report: $144,466 projected surplus, but out-of-district tuition and transport show large deficits; board probes vehicle and substitute costs
Summary
The district reported a projected $144,466 surplus entering the fourth quarter, while out-of-town tuition remained in a large deficit and gasoline and transport lines rose; the board discussed grounding district vehicles, weather-related fuel use and use of an outside substitute contractor (ESS).
The Middletown School District finance team told the board on April 8 that the district is showing a projected surplus of $144,466 entering the fourth quarter but flagged large deficits in several lines, notably an $886,500 deficit for out-of-town tuition and a $200,000 deficit for out-of-town transport.
“With this month's financial report, we enter into the fourth quarter of the year with a projected surplus of $144,466,” Executive Director of Finance Natalie Forbes said. Forbes said certified salaries show a higher surplus as unfilled positions clarified at year-end, while long-term substitute costs and out-of-town tuition pressures remain notable liabilities.
Board members questioned several budget lines and asked for more detail. The finance director said some unanticipated consultant costs related to an OPEB audit were charged through the city, and she offered to follow up on several small miscellaneous balances that had unusual cent amounts.
Maintenance and operations staff explained higher fuel costs and heavier vehicle usage related to weather events. Marco Gaylord, facilities director, said the district had recently changed practice to “ground our fleet,” leaving vehicles on district property rather than allowing employees to take them home as an asset-management and cost-saving measure. Gaylord also said most of the increased use on some maintenance vehicles included extended hours during multiple weather events; he pledged a comparative analysis for the next meeting.
The board also discussed substitute-teacher coverage. Harry Schneider, in the personnel report, relayed statistics from ESS, the contracted substitute provider: average daily fills rose from about 9 per day in September to about 20 per day in March — a 111% increase — and ESS survey data said nine out of ten substitutes report they will continue subbing after one day. Board members asked staff to return with year-over-year cost comparisons so the district can assess whether the ESS relationship is lowering or shifting district costs.
In other business, the finance team presented transfer requests totaling $63,055.98 to tidy up purchase orders before fiscal year close; transfers were approved by the board. Finance and operations staff said travel and professional-development requests are now being reviewed more tightly as year-end approaches.
