Milton Public Schools projects roughly $1.09 million FY25 shortfall as unexpected costs mount

Milton Public Schools finance staff on Tuesday told the districtfinance subcommittee the district now projects a fiscal year 2025 deficit of about $1,090,000, assuming a proposed supplemental state funding allocation is finalized.

The shortfall was discussed at the June 3 meeting of the Milton Public Schools Finance Subcommittee as members and staff reviewed quarterly reforecasting and expenses arriving late in the fiscal year. "We have been running in a deficit pretty consistently all year," said Katie, finance staff, describing the district's ongoing shortfall and the most recent projection.

The projection follows an earlier second-quarter estimate of about $2.2 million and a third-quarter projection of just under $800,000 that assumed the pending state supplemental allocation. Finance staff said a series of post‑report increases have pushed the projection higher: roughly $44,000 in additional spring extracurricular and coaching stipends, higher substitute coverage (including a single school payroll this period that used a placeholder of $20,000), and a number of invoices that were not captured in the March report, including district physician and contracted translation/ELL services.

"So that's something that actually just came up within the last week or so," Katie said, referring to transportation and foster‑student costs and other invoices that were not memorialized in earlier projections. She said the district has about three to four weeks of school remaining and continues to run payroll and incur expenses that will affect the June 30 close.

Committee members flagged timing and next steps. School committee member (Mark) pressed for near‑term action to avoid last‑minute options, noting the district has used most reserves already to close last year's books. Chair (unnamed) and other members discussed the need to coordinate with town officials, the warrant committee and the town finance office if a town meeting warrant article is required to request additional funds.

"We're hopeful that we can land around the 800,000, but now it looks like it's going to be in excess of that," Katie said. Committee members asked for a line‑level summary and a reforecast after each payroll; Katie said she would run updated financial reports weekly while payrolls post and provide a cost‑center summary for the next meeting.

Committee members and staff discussed process changes for next year to reduce surprise costs: tighter purchase‑order controls, clearer ownership of school and director budgets, earlier communication about coaching hires and stipends, and improved visibility for principals and program directors into substitute and other line items. Incoming staff member John was cited as a potential resource to help implement tighter controls.

Town staff participation was noted. Amy Dexter, present remotely, was identified as a town contact for coordination on possible warrant articles. Committee members also noted about $300,000 in town allocations that had not been assigned to specific payments and might be considered when reconciling the district's needs with town reserves.

No formal appropriation vote occurred at the meeting; the committee scheduled follow-up discussion at the next meeting and suggested meetings with the town administrator and town finance staff to clarify options and timelines before the June town meeting.

The subcommittee adjourned at 9:06 a.m.