Committee forwards contract to speed review of MainePERS accounts dating to 1996

Portland Public Schools staff told the Finance, Personnel and Operations Committee on Oct. 27 they are seeking approval to extend work with accounting firm Barry Dunn to continue a multi-year review of employee MainePERS accounts dating back to 1996.

Dr. Scallon, district administrator, said the reconciliation project has three parts: historical corrections from April 1996 to Dec. 2023, updates for Jan. 2024 to the present after a payroll-system change, and establishing a process for ongoing monthly reporting. Staff said progress has been made on January 2024 forward reporting, and MainePERS has confirmed teachers— accounts should be updated by November. The historical review remains the longest-running effort: staff said about 400 accounts have been fully updated, roughly 250 accounts have been reviewed by Barry Dunn and are awaiting MainePERS action, and the historical work affects thousands of employee records.

To continue the historical review, staff asked the committee to forward a contract amendment to the full board for first reading. The proposed language includes a target that Barry Dunn provide a review pace of at least 100 accounts per week and a reporting tool designed to help MainePERS apply corrections more quickly. Dr. Scallon said the district anticipated one additional year of work beyond the proposed contract period.

Chair Lance moved and Board member Opperman seconded a motion to forward the staff recommendation to the full board; the committee voted unanimously to do so. Staff emphasized the work is intended to ensure accurate retirement credit and correct previously identified reporting errors.