Trotwood-Madison board approves year-end transfers, amended appropriations and multiple personnel items

The Trotwood-Madison City Schools Board of Education voted unanimously on June 25, 2025, to approve year-end financial moves including temporary advances and permanent transfers, adopt amended appropriations for the fiscal year ending June 30, 2025, and adopt a starting permanent appropriation resolution for fiscal year 2026. The board also approved personnel actions, including a public-notice resolution to reemploy an instructional coach who had retired.

The board’s treasurer reviewed the district’s May financial reports and a set of recommended advances and transfers. The treasurer told the board the district’s bank statement balance was $7,710,615.24 and investment balances totaled $19,653,472.72, with vendor checks and adjustments of $99,736.34, yielding an adjusted district balance of $27,264,351.62. The treasurer reported the district ran a $1.7 million deficit for May and a year-to-date deficit of about $3.3 million, saying the district “is spending more than what we received.”

To close out FY2025, the treasurer asked the board to approve temporary advances to grant and special funds so those accounts would show nonnegative balances when the finance system reopens in July, and a series of transfers to cover overspent grants and negative fund balances. The advances listed included preschool, special education and Title programs totaling approximately $562,001.89. Transfers included a recurring $300,000 transfer to the permanent improvement (local bond repayment) fund and a $300,000 transfer to the food service fund to offset a negative year-end balance in food service.

The treasurer told the board the food service fund ended the year at a negative $280,018.23; transferring $300,000 would leave an opening-year balance of about $19,009.81. The agenda also included transfers to cover overspent Ohio Arts Council grants and to reduce negative balances in the athletic fund. The board approved a plan to set aside funds for capital needs (roofs, buses, asphalt) and the treasurer said a supervisor estimated about $600,000 would be needed for Westbrook Village roofing work; the board approved transferring money to Fund 70 to begin to meet those needs.

The board approved an amended appropriations resolution for the fiscal year ending June 30, 2025, for $59,626,446.78 covering general and federal funds. The board also approved a permanent-appropriations resolution setting a preliminary FY2026 total at roughly $52,000,000; the treasurer said that figure is a conservative starting estimate and amended appropriations will come back to the board as actual grant awards and revenues are finalized.

On personnel matters, the board approved a public-notice resolution to reemploy Lisa Wilton as an instructional coach at the Early Learning Center after her recent retirement; trustees said the rehiring follows statutory steps required for retirees returning to work. The board also approved the personnel agenda that listed event staff positions and training items. Board discussion clarified that event workers are hired on an as-needed basis and that the state reimburses the district for Science of Reading training, meaning the district will seek reimbursement rather than funding the training from local unrestricted funds.

Votes at a glance - Adopt agenda with amendments — passed (roll call: Missus Currington: yes; Missus Simmons: yes; Missus Kilgore: yes; Missus Cherry: yes). Outcome: passed. - Approve consent agenda (minutes, overnight trip, special education policies, donation) — passed (unanimous). Outcome: passed. - Approve May 2025 financial reports — passed (unanimous). Outcome: passed. - Resolution to approve advances and transfers for fiscal year ending 06/30/2025 (temporary advances to grant funds; transfers including $300,000 to permanent improvements and $300,000 to food service) — passed (unanimous). Outcome: passed. - Approve amended appropriations for period ending 06/30/2025 in the amount of $59,626,446.78 — passed (unanimous). Outcome: passed. - Approve permanent appropriations resolution for FY2026 (starting total approximately $52,000,000) — passed (unanimous). Outcome: passed. - Approve public notice resolution to reemploy instructional coach Lisa Wilton — passed (unanimous). Outcome: passed. - Approve personnel agenda (event staff hires, resignations, science-of-reading training reimbursement, other hires) — passed (unanimous). Outcome: passed.

The board moved into executive session later in the meeting to consider personnel and bargaining matters under Policy 0166 and Ohio Revised Code Section 121.22. No further public action on those items was recorded at the meeting’s close.