What happened at the first February Worcester School Committee meeting

 You can find the agenda here. You can find the video online here.

Note that we opened the meeting with an executive session involving a worker's comp case, litigation, and updates on seven collective bargaining negotiations.

We had the Rice Square Elementary chorus sing (pre-recorded) the National Anthem for us!

The report of the Superintendent--and really the main part of the meeting--was a report on special education. Do note that this report is the first of two parts. 

The presentation starts on page 21 of our agenda; the report starts about 5 minutes in on the video.
Something I have had to learn over my time on the Committee is how the various things we do in Worcester fit together; I think this visual is very helpful:

There's lots that was and could be said about special education--if this is of interest, do watch the video!--but I wanted to highlight the demographic data we received.
First, by gender:

yellow is boys

And then by disability by race and ethnicity; note the dotted lines across represent the overall district enrollment:

The above of course gets into the question we've seen raised of if children of color, especially boys, are over-identified for special education services, when it may well be that their needs are not that of special education. Definitely something the district is looking into.

We also did touch on the issue of supplemental services due to the pandemic, towards the end.

Because I try to cite my sources, the piece I was referencing from Vanderbilt about sub-separate classrooms is here. Don't blow that one out of proportion as "Novick is endorsing going back to entirely sub-separate education" or anything of the kind. This is a "what's up with that?" question.

The reporting out on Finance and Operations was the monthly transportation update. The minutes of that are on page 54; the video of that meeting is here. Two takeaways for everyone:

we are still training and hiring bus drivers! 

Families: please be sure that your student and parent apps (WooEdu) actually have your bus information. We will be continue to 'undouble' routes, and that will mean changes for not only doubled but undoubled routes in some cases.

In voting acceptance on grants, there were a few questions that came up. The grants we accepted with some information as it came up are:

• FC215 Genocide Education Grant from the Department of Elementary and Secondary Education in the amount of $57,120. As often with our grants, this is about professional development. Member Kamara asked about this; I'll share this FAQ from DESE which covers the legal requirement we have on genocide education.
  
  
• FC104 Financial Literacy Planning and Implementation Grant from the Department of Elementary and Secondary Education in the amount of $15,000. This is for after school clubs, and there were questions about the degree to which this is being incorporated into the regular school day, which is...ongoing, I think I would say?
  
  
• Teacher Diversification Pilot Program Grant (FC253) in the amount of $45,756.00. This one we've received a few years in a row now. It's supporting paraprofessionals to who are pursuing licensure as a teacher, including covering MTEL fees.
  
  
• To accept the ParentChild+ Pipeline Program Launch Grant funded by the Wellington Foundation in the amount of $20,000.00. This is work on expanding the network of family care providers. We're the receiving agency on this one as it's through the Worcester Family Partnership.

Member McCullough proposed an item--sent to budget--to consider the hiring of athletic trainers, citing this piece from USA Today. (Gosh, I love a solid backup!)

Member Clancey requested that we send the voluntary transfer policy to Governance for consideration and updates if needed. (It's confusing, for sure.)

Member Kamara submitted an item to ask about "ongoing learning options during inclement weather." Dr. Monárrez responded that administration had checked; that alternative online options when we cancel school due to weather cannot be counted as days of learning. However, the administration will ensure there are online resources (a page of links) for families who may wish them on those days. The item was filed. 

I also gave an update on the municipal broadband work (I'm the School Committee rep on the committee, which meets monthly; I've been working on this with the Committee for several years.). Verizon offering fiber to the city now means Spectrum has competition; that doesn't mean the problem is solved. The city has also been ongoingly speaking to other cities that are similarly pursuing options like SiFi that provide fiber networks at no cost to the municipality. The city is currently working on an RFP for just such an option. 

The School Committee next meets on February 16th. 

FY20 Worcester Public Schools budget

...appalling long document providing for every conceivable and inconceivable situation and opening up ramifications into everybody's death and remarriage, 'covered,' as Murbles observes, 'by THE WILL' (in capitals).
Busman's Honeymoon by Dorothy L. Sayers
because I think of this line every year when the budget comes out!

Let's talk about the Worcester Public Schools FY20 budget, which the School Committee will take up at 4 pm this Thursday, June 6, as well as in two weeks on June 20, also at 4 pm. Remember, if you don't want to download the whole massive thing, you can go to this page and click into the section you're interested in. It's been posted online since May 10.

IF YOU ARE NEW TO THIS: DON'T PANIC!  Yes, the document and the numbers are big, but that's just because it is a big system. You can do this! I recommend starting with page 7, which is the beginning of the Executive Summary, which will walk you through what is changing in this budget, then where the money is coming from, what impacts this budget, what this budget doesn't do, and what to watch for all in the following seven pages. And if you have questions, send them along!

Worcester in FY19

Since the public hearing on the Worcester Public Schools' FY19 budget is Monday (7 pm, Durkin Administration Building), I thought we'd best take a look at what's in it.
Remember, there is also this presentation before School Committee on May 3 (the video of it is posted online here), which is an overview of the big shifts.
I think it's probably good to remember, first, where the money comes from:

This is from page 27. 

So of a close to $400M budget, about 1/4 of that is coming from local funds. As that state aid in blue is foundation aid--it fills the gap between what Worcester can afford and what the state calculates as "adequate"--you can also understand from this why Mayor Petty is talking to attorneys about suing the state over the need to update the foundation budget. If you're in Worcester (or, yes, Brockton, Chelsea, Springfield, New Bedford, Lowell...), there really isn't anything more important than this to us. And if you haven't asked your reps lately where this is, time to ask again. 
Do remember--and the budget notes the House portion of this, as it's based on House funding--that there have been bits of implementation: House budget does some bit of implementation of the health insurance, and the Senate goes even further by including ELL as an increment and a bump in the amount (thus the Senate aid for Worcester is up more than $3M over the House).
To get into the ongoing "to meet or not to meet" on Net School Spending, the aim of the city (again) is to go over (a refreshing change from many years). The projection is this (p. 87):

City Contribution: The total city contribution increases $2.5 million, representing the amount required to increase in addition to maintaining the funding level provided through one-time free cash revenue in FY18 to fund contractual increases and Recreation Worcester site administration charges. At this level of spending, the City is projected to be $4.0 million, or 1.1%, over the FY19 required spending amount.

(emphasis added)
...but how much is the state requiring the city to increase their contribution? Here's the House (not the Governor's) requirement in city contribution (the yellow highlight):

FY19 summary from the House budget for Worcester

...yeah, that says $2.5M. We're increasing by the amount required; that spending over NSS is resting on our laurels from prior years.
As you might remember from the presentation, that shakes out to this:

So we're up $6.5M over the prior year; that's good, right?
The trick, as you also might remember, is this:

...and a level service budget, for several reasons, isn't possible.

So what is Worcester Public Schools' administration proposing to the School Committee?
The first thing is this, which we need to keep in mind when we think about the budget balancing:

One time supplemental funding for students from Puerto Rico and the U.S. Virgin Islands is part of what saves the budget.

That's a one time thing, and, while we hope the students get picked up in the next count (those who stay, in any case), we still aren't looking at a funding stream that's sustaining.

I'd recommend page 7 for a summary of much of what's changing. For staffing:

• actual additions are 22 elementary "enrichment" teachers ("in accordance with the collective bargaining agreement with the Educational Association of Worcester" as the budget says; I still wonder about what's going on with this), 5 more ELL teachers, 5 sped teachers and 11 IAs, and two nurses
• 17 elementary teachers positions are being traded for 18 secondary teacher positions (thus net staffing will go up, but the regular classroom positions in elementary is going down) 

In the teaching account itself (p. 165), that ends up looking like this: 

...from which I am gathering that those new positions are going to be itinerants? 

And by the way, the difference between FY18 and FY19 (the last two dollar amount columns above) of $3M is balanced out by this section on health insurance on p.210:

...a drop in FY19 spending of $3M compared to last year's adopted budget. Remember as well, that WPS health insurance went up by only 2% this year, which is basically unheard of.

A midyear change that we're seeing now is a Coordinator for the young adult program for the New Citizens Center (at Fanning) was added during this current year.
There's also an evening coordinator for Worcester Tech, which is intended, it appears to not only allow for the building to be more thoroughly used by the community, but to become a self-supporting position.
Another big change is the ongoing warning (to Durham?) is over: the district is self-running buses next year. The district is taking 11 buses off of Durham and running those buses, which will also run field trips and athletics. The district is also taking over 4 special ed routes that used to be outsourced. That means, in addition to drivers, the district already added an assistant transportation director, and is adding customer service, a dispatcher, and a mechanic. I know the intent is for this to eventually be better service (and possibly cheaper); what I can't find is net budgetary impact for FY19.
Clinical services are switching from being outsourced to being done in house, as part of the "improved services and accountability while often saving money" work that's been a several year project.
The district is switching from 7500 leased desktop computers to 11,000 Chromebooks. The important addition to this, from the description on p.126 of Erate: "complete the three-year E-rate project that brings dense building wide highspeed wireless to all of the district's schools." Otherwise, the Chromebooks become a somewhat expensive way of playing the jumping dinosaur game.
Also, if anyone besides me was wondering about leaving the Windows universe entirely, page 155 has this:

When the desktop lease expires in January 2019, the district will re-lease approximately 1,000 new desktop computers for administrative staff and computer labs necessary to teach Windows specific applications. In addition, this lease will include Microsoft licensing and other ancillary items.

The administration is proposing the reduction of a Testing and Evaluation Specialist; this is one of those that sounds like an idea that everyone loves until we realize we need the position. As the accountability cabinet position is being "restructured to the teaching division" (as noted on the line for administrative salaries, p.173), thus no longer reporting directly to the superintendent but to the deputy, this is not a budget that's keeping an eye on this ball. Frankly, it makes me nervous. Also, note this (p.190):

The Testing & Evaluation Specialist position was eliminated upon vacancy during the school year and converted to an electrician position for the installation and maintenance of school security systems.

The administration also is (about time!) increasing translation to something approaching actual spending. We're a majority First Language not English district; we absolutely should be prioritizing this (p.179).

Note only "approaching actual spending." Actual spending has been going up, as well. 

Something that isn't prioritized is student support, as the line (p.167)  that's adjustment counselors, guidance counselors, and psychologists is level service funded for next year.
I'm not really sure where to put this, but it's also pointed out that Elm Park is still a Level 4 school, still needs Level 4 services...but the grant has run out. That's over $400,000 the district has to find from...somewhere.
The biggest cut? 36 (all) the elementary literacy tutors are cut from this budget. That tutor cut should concern us. Tutors are the extra teachers working with students who are struggling with reading. Worcester may be keeping elementary classes largely close to the foundation budget level, but our kids need more support on this.

It's simply a cut; it would be good for us to ask what the district is going to do to support literacy.
Also, remember when that happens that unemployment (p.227) goes up, as the district has to pay back the unemployment collected from the state by such employees.

It also--I'd say "postpones"--summer school for next summer in not funding it. The hope is that funding will come through.
I hate this chart of student supplies funding, but I'm going to keep including it because it's important:

The kindergartners of FY06? They're seniors in FY19.

Also the facilities account appears to be increasing only due to trash disposal fees, HVAC being contracted out, and security costs, which means actual maintenance continues to be flatlined.
The district is hiring two painters (p.184) (which was a whole thing in FY12, but I'm betting most people don't remember that).
Do note the planned capital expense of $2.5M over 50 buildings for 26,000 students.
Slightly bizarre to me is the cut in the substitute line (p.171) below expected expenditure for this current year (and without narrative gloss):

...specifically...


...long term subs. No, I don't know why. I assume that it's trying to find money.

Apparently, the district picked up the administration of Recreation Worcester sites (at schools) last year, which I had missed. As that's now going from $27K to $100K (p.181), maybe someone should talk about that.

I also don't understand how this bit (p. 192) on crossing guards works:

No, not a lot of money...which makes it even odder?

...unless the amount they're being paid is being cut? But it doesn't say.

I'm going to flag workers' comp, only because it's one of the "I'm going to make a show of cutting it, and then you'll have to put it back during the year" things that particular members of the School Committee do (hey reporters: if someone does this sort of thing in the budget hearing, follow up over the year and watch the actual spending!). It's recommended to be increased in line with actual spending:

cutting below what actually needs to be spent isn't prudent...it's political showmanship

All the lines having to do with teacher recruiting--out of state travel, advertising, and such--are level funded. So is professional development.

Finally, if you just look at the line item, you might think the district isn't spending any more on policing:

If you've been following me for awhile, though, you might remember that not all of the spending on police is there; the vast majority of it is reported as a city contribution to education.
If you go all the way back to Appendix D, you can find the municipal net school spending (p. 415):

...which I'm sure you can't read, so let's zoom on section 9:

L-R, the columns are actual for FY15, FY16, FY17, adopted FY18, and budgeted FY19. 

So, yes, Worcester as a district--a district that's only increasing spending by what's required this year, that only is managing 1.1% over net school spending in a state where the average is 29.7%--is spending $1.1M on policing next year.
For all the reasons why that's a terrible idea, please see this post from 2015.

Again, the as-required-by-law public hearing is at 7 pm on Monday at the Durkin Administration Building.
And/or...you can always contact the Worcester School Committee.

Worcester School Committee meetings next week

Two subcommittees and a full committee meeting!
It's not actually clear from the online postings what is going to be discussed at the subcommittee meetings; it's just everything that has been sent to that subcommittee. That's not best practice on agenda postings; here's my guess from what has backups.

Monday, there's a Finance and Operations subcommittee meeting (5pm). It looks like a lot of the items are facilities repair related (most without a backup); you can see the list of big projects done in cooperation with MSBA (costing more than $60M total since 2012)  here. In other words, the answer to "why haven't we used bonds?" is "we have."
Because cell phones are always with us, there is a report on that.
The one to watch, of course, is the quarterly budget update. It's in much better shape for second quarter (free cash transfer) with a projected ending balance of -$177, 761...still negative, but better. The report is here.
Note that legal was cut by $30,000 and now is over that amount. Workers compensation continues to be over the budgeted amount (remember when there are proposed cuts during deliberations). Special education tuition is eight new students since June (and I don't understand the last sentence in that paragraph...meaning it was more like $700K?). Translation--in two accounts--has been flagged as underfunded in the past, as well.
The good news on utilities is that the solar panels are working; the bad news is that Nelson Place is getting fewer solar panels than planned? Also, crossing guards are not an account in which one wants to see a balance! There are some account transfers on this one.


Tuesday, Teaching, Learning, and Student Supports meets at 5. There's a response to an (old; my name is on it) item on reviewing what instruction there is on coding, for which the response is this:

There's an item on wrestling teams and one on the reading curriculum. 

The amendment to the Worcester East Middle innovation school plan has no academic or instructional backup, no support from teams at the school or anything else; it just reports enrollment. As I think of all of the work that went into the innovation plan, this is pretty appalling. 

The one item that may be of most interest is the upcoming school calendars. 

On Thursday's full meeting, the report of the superintendent is her goals for the year. They are: 

• completing the new superintendents' induction program
• providing high quality learning opportunities and resources to all students: the benchmarks are around AP, linking to Khan Academy (!), and then by subject area
• developing a district technology plan...perhaps they could start with the one from five years ago. This includes "scaling computer science," redoing the website by 2018, and providing "equitable access to mobile technology."
• providing effective professional development with a list of professional development plans
• continuing to analyze district data: with measurements having to do with dual enrollment, tiered support, gifted instruction, 
• developing a positive school climate: with references to some initiatives

...

As a response to the frequent "advertise, advertise" item, the district apparently is being rebranded; beware of reports having no dollar figure attached.

There's a list of the schools that have students from Puerto Rico.

Relatedly, the $5000 came through, and Worcester is using it on a "homeless liaison."

There is a request that the School Committee accept: 

• $450 to the Art Department at Doherty Memorial High School in memory of Jeffrey Gustafson.
• $300 to the Special Education Department at Grafton Street School in memory of Elisha Inferrera.

There are requests for the following:

• Request that the Superintendent create an updated Health and Wellness Curriculum for middle and high school students. (Petty, joined by all of the committee; held from the last meeting)
• Request that the Administration provide a report on the accountability changes made by the Department of Elementary and Secondary Education. (Monfredo)
• Request that the Administration provide a progress report on the Hanover Academy at Burncoat Middle School. (McCullough)
• To consider joining forces with the Brockton Public Schools as a plaintiff in its School Funding Lawsuit. (Comparetto)
• Request that the Administration provide a report on changes in principal leadership and its plans to hire new principals.(Comparetto)
• Request that the Administration provide a report on its efforts to attract a diverse pool of teachers and administrators in the Worcester Public Schools. (Comparetto)
•  To consider a review of a publication entitled Teaching Hard History: American Slavery from the Southern Poverty Law Center.(Comparetto)
• To support Senate Bill No. S249-An Act to involve youth in civic engagement, a new bill filed on Beacon Hill by State Senator Harriette Chandler. (Monfredo)
• Request that the Administration provide an update on the ways in which education is provided to staff and students, in light of the opioid crisis, as a result of the passage of the recently enacted Marijuana Law. (Biancheria)

There is a 6 pm executive session for three workers' comp cases and a grievance.

Worcester Public Schools Finance and Operations quarterly report

meeting before the budget hearing...agenda is here

First quarter budget update: Finance and Operations

post as we go
Allen: state reduction of nearly $600K less than WPS budgeted
school committee recommended budget based on House 1 budget
only funding charter reimbursement at about 69%
generally would have to find that in our budget
within that reduction, there's an offset of $102,014 on chapter 70, which could reduce city contribution, but is not
still have a $500K reduction as part of the city setting its tax rate
there will need to be an item on the full agenda to reduce the budget by that amount (but can see where those will come from in full budget backup)
Final grant awards came through, increase in low income students
"largest increase in low income students across the state last year"
(also largest increase in chapter 70 across the state)
increase in federal grants of $1.8M
had projected a level funded grant stream
increase in each of the grants then has to be directed to that grant's requirements (and can only supplement, not supplant)
restoring PreK and IAs which were previously funded out of that grant
"trying to look at this from a whole budget" perspective
"because of some other things we were seeing in the full budget"
over a $700K deficit in personal services, largely due to special education costs (as specialized services are restructured)
plus new Recovery High School, "I believe there are four students attending"
increase in legal (which is never funded adequately) and translation
in many cases typical: custodial overtime, workers comp, nurses' subs
transportation, as some of our buses had to be taken off the road; services now being provided by Durham
have made assumptions through this time and past history
"even with charter school reduction...projecting $55,924 negative balance at this time"
usually don't do transfers in first quarter, but due to things that are jumping out, transfers recommended
Foley: wider variance that we'd usually see first quarter
freeze on instructional materials?
Allen: yes, and in last two years have had to use to address budget deficit
Foley: have we considered swing custodians?
Martin: looking at all our overtime costs to reduce
Foley: workers comp underfunded
unemployment?
Allen: even in good years, are layoffs
much greater numbers qualifying than projected
Ramirez: nine custodians collecting workers comp: typical?
Allen: has been roughly the number in previous years
Novick: loss of $500K: good time to raise issue of foundation underfunding of previous year's carryover
Allen: $2.4M cummulatively
"that the city will continue to carry forward
motion to discuss with city
transportation issue due to replacement cycle not on cycle
(we bought one bus this year; we usually buy three. That also isn't a fast enough replacement cycle.)
motion to refer to Joint Committee with City Council

Finance and Operations: third quarter

Report is here
Allen: reflects a lot of the conversation we've had in previous quarters
projected balance has improved
drivers still extraordinary winter (and overtime), 9C cuts, and workers comp "again continues to be" greater than budgeted (even as more was included this year)
custodial overtime, balanced by projected balance in custodial salaries
"typical things that we would see at this point in the year"
transfers to process payments
Ramirez: day-to-day subs "seems high"
Allen: one of the accounts that we've traditionally underfunded, deficit "fairly typical"
Novick: overtime for weather has gone up since second quarter
removal of snow on weekends at overtime rate (during March)
Novick: building utilties up still more?
Allen: above projected, should be borne out for the rest of the year
Novick: unfrozen funds for PD, IT, curriculum supplies
Allen: balance bears out ability to thaw funds
does not impact frozen student supplies
Ramirez: additional funds for weather?
Allen: FEMA didn't funds as much as requested, meeting with city CFO later this month, will discuss
Foley: would love to see FEMA money targeted funded for materials
workers comp get closer
"especially instructional materials"
should see less in unemployment this year (due to fewer layoffs)
Allen: will see increase in instructional materials account, but will be largely for textbooks for math
Foley: "we'll keep pushing for paper"

Worcester School Committee meets Thursday, October 16

There is a regular meeting of the Worcester School Committee on Thursday at 7 pm. You can find the agenda here.
By the way, Mike does these great round-ups of the City Council agenda each week. 
After a few (previously announced) recognitions...
The report of the superintendent is this week is the new district literacy initiative. You can find the PowerPoint here (though i think we're going to need to see the presentation to get it). 
We have a few retirements and appointments.
We have a report coming back in response to Miss Biancheria and Mr. Monfredo's query about summer school participation.
We're being asked to accept a Greater Worcester Community Foundation grant of $7223 to Worcester Tech (some of which is for a water remediation model; the rest unrestricted).
I'm asking my colleagues to weigh in on the resolutions before the Mass Association of School Committee Delegates Assembly (prior to my representing Worcester there). Those resolutions are here (including one proposed by us!).
Mr. O'Connell is proposing that we recognize a National Merit Scholarship commended student.
Backpack Awareness Day material is being recommended for sharing (no backup on this one).
Mr. O'Connell proposes reviewing Doherty's progress report to NEASC.
Harvard Pilgrim did some good work over at Tatnuck Magnet.
There's a new Massachusetts license plate "Support Mass Public Schools" in which funding would come to the district; Mr. O'Connell is commending it to our attention.
And Mr. O'Connell is requesting that administration prepare materials for parents and students on opting out of the PARCC.
We have a prior fiscal year payment of $19,083.45 for a nurse (contractual sick leave).
And a resubmission, again, of the question of using the US Naturalization exam as a graduation requirement.

We also (at 6 pm) are meeting in executive session on the nurses' contract and two worker's comp cases.

Budget account by account: starting at nurses

posting as we go
Nurses
O'Connell: provides for 51 nurses : is that every school?
Rodrigues: coverage in all schools, yes. Still figuring out where for doubles

Finance and Operations: FY14 quarterly (updated with a bit from North)

second quarter:
Allen: through the second quarter, amount expended to date in relation to budget amount
pretty specific projections by account
still a place where we're using some trends and information from other departments
similar deficit to first quarter deficit
takes into account new money due to closure of Spirit of Knowledge
much larger deficit in contracted services for special education services
number of students that we had anticipated last year, as we built internal capacity to serve students with autism
number of students who are new to the district or newly identified
still spending $700,000 less than we did last year; entire increase is due to new students to district and newly identified students
there was something here about adding a position at North High which I completely missed. UPDATE: An assistant principal has been added at North High, as was a request, and has been funded through attrition and vacancy factor savings in other accounts.
overall bottom line deficit
using $309,000 instructional materials to balance the budget ($10/pupil); "because this deficit is larger than it was in the first quarter, it appears that we will have to keep those dollars frozen to balance the budget"
Seale (special education): students constantly being identified over time
significant growth nationwide: 1 out of 50 students diagnosed with autism
required to provide specific services to those students
46% growth from 2010 of students with autism
students with multiple disabilities may require Home Applied Behavioral Analysis in addition; 31 students need such services (cannot do that in house)
Feb 2013: 594 students requiring direct ABA services
Dec 2013: 722 students requiring direct ABA services
128 new students that needed this level of services provided
161 students new to district with disabilities "unanticipated cost" (not just ADA, speech and language, one to one IAs, etc)
12 students out of district tuition=estimated $60,000 each
DESE has found that we are fiscally responsible for these students
hard to capture costs when responding to services beyond our control
Allen: significant budget challenge for us this year; no budget impact to school aside from held aside per pupil funding
FY15 will increase internal capacity again; what the cost impact will be
entire new money recommended for special education (tomorrow night)
recommended transfers today as well
Foley: great savings in special education in past few years
raw numbers here make that impossible
administration look at where students are coming from, and why
"don't have a whole lot of options...too bad we can't use it elsewhere"
out of district bill
Novick: pleased that we did increase internal capacity last year; imagine how much this would be costing us otherwise
workers comp? report from past years
Allen: "time to budget it at what our expenses would be"
Ramirez asks for clarification of what account funds which positions
transfers pass as recommended

Finance and Operations report

Foley reporting out:
Three areas of note in shortfalls:

• personal services: higher than usual legal costs
• tuition account: third party services and tuition
• workers' compensation: continue to underfund it at budget time

F&O will have a report coming out on workers' comp in our next meeting, so we can better and more accurately budget for FY15
O'Connell notes that this year's budget had no changes made in the budget from administration's proposed budget, that FY13 had only one minor change
asks about special education and tuition
Allen: "the budget is a living, breathing document which changes every day"
number of special education students has changed since budget was passed
looking to fund workers' comp at an "appropriate" level for FY15
O'Connell: why is special ed going up?
Rodrigues: moving population, increasing need, increasing specificity
O'Connell: do we need workers' comp insurance (so they can look at what we do to see if we can bring down workers' comp)?
Allen: "work closely with the city" on workers' comp; have done analysis and work place training
O'Connell suggest revisiting the question in February and March

Quarterly budget transfers

Consalvo: 17% expended or committed
all new FY14 positions either filled or long term sub
projected balance in custodian account: vacancy of second shift custodial supervisor, as well as others
clerical overtime: training for new SAGE
one additional wheelchair bus added
projected balance in health insurance: actual increase did not reflect city projections
personal services: special education, and legal counsel (collective bargaining now ongoing)
being paid for electronical recycling
no transfers recommended at this time

Allen: projects an almost $400,000 deficit
expect adjustments in second quarter
suggest Spirit of Knowledge closure funds may mitigate
making sure students are appropriately classified as they enter

Changes from June: special education services: in district autistic services...fully growth in number of students, was not expected (also some unanticipated out of district placements)
nurses: showing a deficit: working with their staff to appropriately cover
workers compensation "something we really need to think about...to align that closer to what expenses are"

Foley: custodial overtime balances vacancy
demand for nursing rising
special education: managing those dollars
seeing an increase in workers' compensation: ask for an analysis. Requiring physicals pre-employment?

Novick: did not increase number of nursing substitutes when we increase number of nurses? No.
support realistic funding level of workers' compensation
query on utilities: increase of 40% in energy management services: even with rebid of contract
Allen: recommendation coming back from administration for FY15 on perhaps bringing this back in house

Other Insurance, Retirement, workers comp, health insurance, unemployment

Other insurance passes
Retirement
O'Connell: early retirement incentive: how many people did that?
Petty asks if the numbers have to be there forever
Allen being paid back over
passes
Workers Comp
Foley: talked about at our Finance meeting
"this is an account that we have traditionally dabbled in...also traditionally underbudgeted"
$952,300 "pretty aggressive number"
would support recommendation
O'Connell: have our settlements put us in a place where people will be collecting less now?
Allen: no
people were not necessarily collecting at the time that we settled
"In no year in the last five years have we spent anything less than $1.2 million"
O'Connell: inclined to leave with administration
passes
Health insurance:
O'Connell: anything from city to adjust rates?
Allen: calculated : now under by $100,000
O'Connell: any suggestions?
Allen: to resolve in first quarter report
Biancheria: grant funded employees have their health insurance also grant funded
Unemployement:
O'Connell: are we assuming a number?
Allen: 29-30 week basis; if you look annually, need $100,000
teachers returning, long-term subs need this
32 tutors eligible..
"full exposure is greater than the amount budgeted here" (by about $500,000)
O'Connell: hope that in the upturn in the economy could get employment
Allen: usually use health insurance savings to cover unemployment costs; cannot happen with tutors (as they don't get health insurance

Second Quarter report

report here
Vacancies and attrition in IAs and Instructional support
overtime on bus monitors
custodians...contractual manpower overtime wipes out custodian vacancies
health insurance: senior rates lower than anticipated
workers comp: deficit of half a million "We underfund that consistently every year."
personal services: two new languages for translation and additional needs for specialized med services
"we'll be doing a third quarter report pretty soon"
projecting an $85,000 deficit at this time which Allen calls "manageable...no additional action needed at this time"

FY13 First Quarter report: updated with notes

Find the back-up here
Account by account here

Update: sorry, I was asking questions, and so missed posting any notes. Here are a few from last night's meeting.

As per usual, the first quarter account has the "vacancy factor" for several accounts, as positions that became empty at the end of last year or over the summer weren't filled immediately. Thus several accounts have projected balances from salaries that did not need to be used for that time.

Currently, there are 12 custodians out on workers' compensation, which is why there is a projected balance in this account and is (partly) why there is a projected deficit in the workers' compensation account.

Personal services and tuition are both projecting deficits at this point (of $130,000 and $200,000, respectively) due to increased need and projected increased costs due to potential placements out-of-district.

Instructional supplies and materials is the account has the reserve we've set aside for changes in charter school assessment (this doesn't entirely get sorted out until the city sets the tax rate). There's $350,000 in this account for that; in looks as though we're going to get hit to the tune of $528,527 this year.

Facilities ordinary maintenance is projecting a deficit of $70,000 at this point, due to the increase in the trash removal contract. We're now paying $1.82 per cubic yard for trash and $.89 per cubic yard for recycling (and will be through July 10, 2015). In an effort to bring this cost down, we'll be piloting a program to cut down (or eliminate) liquids in the lunchroom trash, as liquids can be 20% or more of the weight of cafeteria trash. We also had a bit of conversation around increasing recycling and the implementation of composting (particularly at North High, which has a composter in their kitchen).

Budget...

Workers Comp:
recommended at $952,300
(we're expected to expend over a million again this year)
Monfredo asks if there's anything we can do to bring down the necessity of this
Luster talks about training, contacting people who are out

O'Connell asks if we can cut it
Allen points out (in so many words) that we're underfunding it

Retirement: we have an early retirement incentive here
Novick checks to be sure she's reading right; there's money in here that funds those "whose service began prior to 1939" (so, prior to the creation of Social Security). Allen says that we do have those who had service prior to 1939, adding that their numbers are declining.

Coaches account: Boone points out that the cheerleaders are added here (they were moved from last year)
O'Connelll asks how long it's been since we had freshman sports; Allen says he believes 2004
O'Connell: middle school is limited to basketball
requests a report on expanding sports in connection with health and wellness
Biancheria asks if the wrestling is citywide...we're getting a report
Monfredo talks about grades 5 and 6 sports...finding ways of getting some of those schools to elementary sports
Novick asks how we're deciding what sports to offer where
Boone: interest and size of schools
Monfredo speaks of corporate sponsorships
Boone overall goal of ad-hoc sports group
Biancheria asks for a list of needs of sports...Boone says a full report from the ad-hoc committee is coming...Biancheria asks when...some question on when the committee could have it back

Workers' Comp

Flat funded except for the containment charges, which are up 33%; in total a 2% increase for the account (the containment is outsourced, and the first year was an estimate)
traditionally, this account is underfunded at budget and is dealt with quarterly as necessary

Workers' comp

Mr. O'Connell wants to know if there are any developments on this. No, more or less, is the answer.

Supplemental Agenda 3A

I'm leaving out the account numbers, and just giving here the tags. All of these are administrative recommendations to "consider" the following:

9-46: transfer $200,000 from Tuition to Personal Services
9-47: transfer $400,000 from Utilities to Personal Services
9-48: transfer $117,000 from Custodian Salaries to Workers' Compensation
9-49: transfer $48,150 from Health Insurance to Workers' Compensation
9-50: transfer $149,000 from Transportation OM to Workers' Compensation
9-51: transfer $53,000 from Unemployment Compensation to School Plant OM
9-52: transfer $25,000 from In-State Travel to School Plant OM
9-53: transfer $122,000 from Instructional Assistants to School Plant OM

Roll call on all taken together, based on the business subcommittee report, passes unanimously