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School board hears finance report showing roughly $34,000 projected year-end fund balance; schools asked to submit purchase orders by June 30
Summary
Business office reported a projected ending-year unassigned fund balance of about $34,267 after accounting for recent encumbrances and unplanned special-education costs. Schools were asked to submit remaining purchase orders within a week to allow final encumbrance adjustments; the board discussed prior use of trust funds for facilities work.
At its regularly scheduled meeting, the East Kingston School District business office reported a projected ending-year unassigned fund balance of approximately $34,267 after recent encumbrances and additional special-education costs.
The business office told the board that at the end of the previous meeting the district had an outstanding remaining expense of about $112,542 and that the district recorded approximately $86,282 in additional purchase-order expenses this month, leaving roughly $26,267 in remaining encumbrances. The office said the month also showed a small, unanticipated amount of investment income. Board members were told the finance staff is reviewing all open purchase orders and employee payroll encumbrances to determine which need adjustment before the fiscal year end.
Board members were instructed to ensure any remaining purchase orders for items the schools need for the remainder of the year are submitted within the next week so they can be processed by June 30. The business office described this as a routine year-end review of encumbrances and payroll adjustments that may cause small monthly fluctuations.
The board discussed a prior decision to use trust funds to cover a $58,000 facilities and maintenance overage. Finance staff said the district had expended those funds with the board’s prior permission and that the board may later make a motion to reimburse the local budget from the trust fund if it chooses. Board members reiterated a preference for transparent accounting and for preserving trust balances where feasible.
Special-education professional services were discussed as a driver of this year’s increased spending. The business office identified several line items contributing to that total, including BCBA services supplied by outside providers; one item referenced in the packet was $36,038, which the presenter said represented multiple special-education service line items rather than a single contract.
The business office cautioned that year-end totals could change as remaining purchase orders and payroll adjustments are finalized. The district did not adopt any new budget changes at the meeting; staff said they will return updated encumbrance adjustments with the next month’s financial statements.
Ending notes: board members acknowledged the modest size of the projected fund balance and discussed leaving funds in the trust where appropriate while still using available resources for necessary school operations.
