Salem School Board authorizes engagement letters for federally funded staff amid funding delay uncertainty

The Salem School Board on April 15 authorized staff to tender engagement letters to 14 named FY26 federally funded professional staff, concluding a weeks‑long discussion about how to protect current employees if federal reimbursements arrive after July 1.

Superintendent Mara Palmer told the board the district may not receive federal funds before July 1 and presented a two‑sided packet that lists federally funded positions (the majority IDEA special‑education staff, one Title II position and one Perkins position) and proposed budget items that could be deferred if necessary. "We find ourselves in this year with the potential of not receiving funding until after July 1," Palmer said.

Board members questioned whether any positions were vacant and whether the district should reserve money for vacancies. Attorney Bernard Campbell, who moved the authorization, and others said two of the federally funded positions are currently vacant and suggested the district need not reserve funds for those vacancies at this time. Campbell moved the motion as recorded: "The Salem School Board authorize the staff to tender engagement letters to the 14 named individuals on this list of FY26 federally funded professional staff." The motion was seconded by a board member and approved by a voice vote of 5‑0.

Assistant Superintendent for Business Operations Debbie Payne described the district's recommended list of items to defer if federal reimbursements are delayed. The memo identifies categories such as landscaping and selected facilities work and proposes deferring portions of the intercom upgrade and certain discretionary purchases; it also shows an additional shaded column indicating total salary costs for the federally funded positions. "Where there are dollar amounts, that final column to the right, that would be something we would defer spending," Payne said.

Board members pressed staff on implementation details. Kelly Moss, board secretary, asked whether deferrals would simply postpone summer projects; Palmer and Payne said complex projects could be delayed but might still be completed the following summer if funds arrive later. Moss also asked whether the proposed 10% reduction in supplies would shift costs to families; Payne said schools would ensure classrooms retain items "absolutely needed to run the classroom" and that asking parents to provide basic supplies was not the plan.

Campbell and others emphasized prudence. Campbell said the board's immediate authorization protects current staff but that the two vacant positions need not be guaranteed until funding is confirmed. Several board members asked staff to look for additional line‑item reductions in the current fiscal year to increase the unreserved fund balance as another way to cover obligations if federal money is delayed.

The board vote authorized the staff to issue engagement letters to the 14 named federally funded professional staff. No hiring or contract execution beyond issuing engagement letters was recorded as mandated by the motion; discussion and staff direction about deferrals and budget reviews were recorded separately.

Staff said they will continue to monitor state and federal timing and return with further recommendations if conditions change.

ACTIONS

• Motion: "The Salem School Board authorize the staff to tender engagement letters to the 14 named individuals on this list of FY26 federally funded professional staff." Moved by Attorney Bernard Campbell; seconded by a board member. Vote: 5‑0 in favor. Outcome: approved. Notes: Board discussion clarified two positions are vacant and staff were asked to review additional year‑end deferrals to increase the unreserved fund balance.