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HomeMy WebLinkAbout2024-09-30 School Committee PacketOpen Session 7:00p.m. Reading Memorial High School Library Reading, MA Reading Public Schools School Committee Meeting Packet September 30, 2024 Town of Reading Meeting Posting with Agenda This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be dis cussed at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting. Page | 1 2018-07-16 LAG Board - Committee - Commission - Council: School Committee Date: 2024-09-30 Time: 6:30 PM Building: Location: Address: Agenda: Purpose: Open Session Meeting Called By: Thomas Wise, Chair Notices and agendas are to be posted 48 hours in advance of the meetings excluding Saturdays, Sundays and Legal Holidays. Please keep in mind the Town Clerk’s hours of operation and make necessary arrangements to be sure your posting is made in an adequate amount of time. A listing of topics that the chair reasonably anticipates will be discussed at the meeting must be on the agenda. All Meeting Postings must be submitted in typed format; handwritten notices will not be accepted. Topics of Discussion: 6:30 p.m. A. Call to Order 6:35 p.m. E. New Business 1. Recommendation and Vote to Appoint Interim Director of Finance (A) 2. Recommendation and Vote of Budget Transfers between Cost Centers for FY24 End-of-Year Reconciliation (A) 7:00 p.m. Adjourn This meeting will be held remotely via Zoom: Join Zoom Meeting https://readingpsma.zoom.us/j/89069719575 Meeting ID: 890 6971 9575 Find your local number: https://readingpsma.zoom.us/u/kqXhw8DzH New Business Reading Public Schools School Committee Meeting Packet September 30, 2024 TO: Reading School Committee FROM: Dr. Thomas Milaschewski, Superintendent DATE: September 25, 2024 RE: Recommendation to Appoint Interim Director of Finance During the September 30 School Committee Meeting I will be seeking your approval of my recommendation to hire Phil Littlehale as the Interim Director of Finance and Operations with a contractual start date of October 15, 2024 and an end date of July 31, 2025. As evident in his resume and cover letter included in the packet, Phil comes with extensive experience in the finance sector and over 10 years as a CFO in public school districts in Massachusetts. We feel these experiences and skills will be especially valuable to our team as we gear up for the FY26 budget process. The screening committee felt that Phil possesses the technical skills we need in the role and provides us with the best option to support the work happening in our district. We will engage in process for the permanent Director of Finance and Operations role in spring 2025. A special thank you to the Screening Committee Members: Mr. Shawn Brandt (School Committee Member), Ms. Jessica Callanan (RMHS Principal), Ms. Sharon Angstrom (Finance Director/Town Accountant), Ms. Katelyn Finnegan (Assistant Business Manager), Mr. Geoffrey Coram (Finance Committee Member) and Mr. Jared Stanton (RPS Parent). We are thrilled to add a leader with Phil's skills and experience to our team. Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow 82 Oakland Road Reading, MA 01867 Phone: 781-944-5800 Fax: 781-942-9149 PHILIP A. LITTLEHALE, CPA, CCM, MBA, MSA PROFILE FINANCE OPERATIONS TECHNOLOGY MANAGEMENT A financial, managerial, operational and technological professional with experience in financial reporting, compliance, financial analysis, budgeting, forecasting, product costing, financial and operating systems selection, design and implementation, process improvement, team leadership and staff management in the insurance, financial services, banking, not-for-profit and start up industries. Financial Reporting Financial Analysis Financial Operations Management Staff Management Compliance Financial/Operational Audit Operating/Capital Budgeting & Forecasting Cross Functional Educator Problem Solver System Conversion/Implementation Process Improvement KEY ACCOMPLISHMENTS • Led project to replace payroll processor. Resulted in lower fees, better service to staff and improved ability to track positions. • Revised and improved school’s purchasing process. Utilized state purchasing contracts to reduce overall costs. • Renegotiated current borrowings with bank that lowered interest rate. Reduced interest expense by over $250,000 per year and removed all existing borrowing restrictions and covenants. • Worked with Food Services Directors in both Salem and Boston Renaissance to implement Community Eligibility Provision eliminating fees for school breakfast and lunch for all students. • Revamped process for End of Year reporting resulting in a more efficient process and improved reporting. • Oversaw selection and implementation of automated substitute placement system replacing a manual system. • Designed and created new reports that improved the accuracy and timeliness of information provided to external auditors while providing an enhanced audit trail. • Wrote required complex customer regulatory disclosures. Designed and implemented systems that ensured compliance with Federal Reserve Regulations. • Played major role in the selection, design and implementation of operational and financial applications. EXPERIENCE NEWBURYPORT PUBLIC SCHOOLS, Newburyport, MA 2021-Present Business Manager Responsible for the district’s accounting, payroll, benefits, accounts payable, transportation, grants, purchasing. Prepare annual operating and capital budgets, and end of year reporting. Closely involved in contract negotiations. Monitor expenditures and act as the school’s purchasing official. BOSTON RENAISSANCE CHARTER PUBLIC SCHOOL, Hyde Park, MA 2016-2021 Chief Financial and Operations Officer Was Responsible for the school’s accounting, payroll, benefits, banking, auditing, grants, purchasing, IT, daycare, and after school and summer programs. Oversaw facilities in conjunction with school’s director of safety and security. Prepared annual operating and capital budgets, financial statements and audits, end of year reporting, monitor ed expenditures and was the school’s purchasing official. SALEM PUBLIC SCHOOLS, Salem, MA 2011-2016 Business Manager Managed the district’s business and facilities operations. Prepared annual operating and capital budgets and End of Year Reporting, monitored expenditures, supervised payroll, building & grounds, transportation, and grants departments. Provided assistance with contract negotiations and directed bid process. Worked closely with city finance and purchasing departments. PHILIP A. LITTLEHALE, CPA, CCM, MBA, MSA Page 2 JOHN HANCOCK FINANCIAL SERVICES, INC., Boston, MA 2005-2011 Senior Tax Consultant – US Taxation (2011) Independent Consultant – US Taxation (2010-2011) Accounting Manager – US Controllers (2007-2010) Prepared consolidated quarterly and annual financial statements and analysis for 12 domestic and foreign legal entities across multiple accounting bases and currencies for board and external reporting. Asset size ranged from USD $1 million to USD $235 billion. Coordinated external audit. Prepared and filed US and foreign government regulatory reporting. • Cleared six quarter backlog of multiple regulatory filings. Improved procedures to ensure filings were kept current. Manager Reporting & Control, Securities Operations – Investment Division (2005-2007) Worked closely with internal audit to ensure compliance with regulatory requirements and Sarbanes -Oxley legislation. Supported conversion and reconciliation of Investment Accounting and General Ledger systems by researching and documenting issues and providing and implementing solutions across multiple accounting bases. Managed and led a team of Analysts and Cash Reconciliation Manager. • Worked closely with Investor Relations to avoid a potential ratings downgrade by rating agencies due to incorrect information in regulatory filings. Provided corrected data as well as written commentary. LIGHTHOUSE FINANCIAL SERVICES, INC., Woburn, MA 2003-2005 Operations Manager (2004-2005) Managed all operational aspects of a start-up financial services company. Consultant (2003-2004) MELLON FINANCIAL, Everett, MA 1987-2003 (Formerly The Boston Company) Assistant Vice President-Department Manager (1996-2003) Managed the Item Processing Department within the Global Cash Management area. Department processed over 500,000 transactions per day with a value of $600,000,000. Staff of 52 covered 3 shifts, 6 days per week. • Prepared annual operating and capital budgets, product costing and cost allocations. • Met 98.5% of daily processing deadlines exceeding industry norms of 90-95%. Senior Financial Analyst/Manager (1992-1996) Developed new cash management products and analytical tools to improve the analysis of client and product profitability. • Prepared annual operating budget for check clearing operations. • Made presentations to clients and participated in the sales process of cash management services to new and existing clients as a senior technical expert. Directly responsible for the booking of over $1 million in new revenue. Financial and Operational Analyst (1987-1992) Devised various solutions to replace manual client reporting systems with automated solutions resulting in improved and timelier information delivery to clients while reducing costs by $100,000 per year. A KANGAROO’S POUCH, INC., Chelsea, MA 1986-1987 Fiscal and Administrative Director Oversaw all financial, operational and administrative functions of inner-city social services (daycare) agency including human resources, contract negotiations, government reporting, budgeting, financial reporting and audits by government agencies. PHILIP A. LITTLEHALE, CPA, CCM, MBA, MSA Page 3 NEW ENGLAND COLLEGE OF FINANCE, Boston, MA 2002-2007 (Formerly the New England Banking Institute) Adjunct Part-Time Accounting Instructor – Classroom-based and On-Line Accounting I and II, Cost/Managerial Accounting EDUCATION MASBO Administrative Apprentice/Internship Program 2010-2011 M.S., Accountancy, High Distinction, Bentley College, Waltham, MA New England School of Banking at Williams College MBA, Boston University, Boston, MA B.A., French and Economics, magna cum laude, Boston College, Chestnut Hill, MA PROFESSIONAL DESIGINATIONS AND AFFILIATIONS Massachusetts School Business Administrator – Professional License CPA – Massachusetts Certified Public Accountant CCM - Certified Cash Manager Member, American Institute of Certified Public Accountants, Massachusetts Society of Certified Public Accountants. Member, Massachusetts Association of School Business Officials TECHNICAL SKILLS Excel, Word, Access, PowerPoint, Essbase, Business Objects, Crystal Reports, Munis, Lacerte, QuickBooks, Quicken VOLUNTEER ACTIVITIES St. John's Episcopal Church, Saugus, MA Former Chairman of the parish's Board of Directors. Current Treasurer and head of the Finance Committee. Acted as parish administrator for two years with overall responsibility of the parish during a search for new rector. . Active member of 2 fraternal/charitable organizations and former treasurer of one. Philip A. Littlehale, CPA September 7, 2024 Thomas Milaschewski, Ed.D. Superintendent Reading Public Schools 82 Oakland Road Reading, Massachusetts 01867 Dear Dr Milaschewski: Thank you for the opportunity to submit my application for the position of Director of Finance and Operations with the Reading Public Schools. Fourteen years ago, I started the process of transitioning from a career in financial services operations and finance to school business administration by enrolling in MASBO’s Administrative Apprentice/Internship Program. The training and experience I received from the program allowed me to successfully make the transition. I have since served five years as the School Business Manager for the Salem Public Schools and five years as Chief Financial and Operations Officer for the Boston Renaissance Charter Public School, a Commonwealth Charter School and the past three years as Business Manager for the Newburyport Public Schools. I look forward to bringing the experiences I have obtained in my prior school business roles as well as in my prior career in finance, operations, management, and technology to the Reading Public Sch. My career path to school business manager, while not typical, did prepare me well for the challenges that the school business administrator faces. After obtaining my MBA from BU, I started my professional career as the Fiscal and Administrative Director of a day care agency in Chelsea, MA. I had responsibility for and oversaw all aspects of the center other than the educational component. The breadth of responsibilities and the educational mission of the center made the position challenging and rewarding and are what attracted me to the Fiscal and Administrative Director position. After leaving the day care center, I held various positions in the banking and insurance industries. During that time, I was able to combine my education with my professional responsibilities and develop strong financial, analytical, technical, operational, and managerial skills. I continued my education by attending a two-year professional banking program and obtaining my Master of Science in Accountancy. The latter, along with passing the CPA exam, allowed me to obtain my CPA license. I was also able to mentor others in the financial services field by teaching accounting at the New England College of Finance. I have my professional Massachusetts School Business Administrator license and my Initial Superintendent/Assistant Superintendent license. In addition, I have completed all the classes and obtained the experience necessary for the MCPPO designation. As Salem’s Business Manager I had responsibility for all Financial Operations, End of Year Reporting, Grants, School Department Purchasing, Payroll, Buildings and Grounds, Transportation and Food Services and participated in two MSBA building projects. My responsibilities at Boston Renaissance included those that I had in Salem and to which was added IT, the onsite daycare, after school and summer program and HR. Additionally, I oversaw benefits, including benefits design and negotiations. My role also included areas typically overseen by the City/Town Auditor such as external audits and treasurer including cash management, banking relations, borrowing and investing needs. I have successfully taken on many different challenges in my school business manager positions. In Salem, in July of a new fiscal year I was challenged to continue to provide the same level of bus service to students though the new bus contract had a 45% increase in the contract pricing and the account was leveled funded. Using a combination of capital funds and flexibility within the bus contract, we were able to achieve this. At Boston Renaissance I was asked to turn around the in-house day care program which had suffered from declining enrollment and staff instability. Under my leadership, the day care program expanded from 2 to 4 classrooms and now had a waiting list. Staff turnover was reduced, and the program has been strengthened due in no small part to the hard work of its director. In Newburyport, I have led the successful upgrade of MUNIS and installation of new budgeting and reporting applications. I also instituted new internal controls over spending such as requiring a purchase order for all expenditures. Prior to my arrival, 40% of purchases were made without a purchase order. I believe that my background has provided me with a unique skill set, and the knowledge and practical experience needed for the position of Director of Finance and Operations. It is this experience that I will bring to the Reading Public Schools. Again, I appreciate the opportunity to apply for the position of Director of Finance and Operations. I thank you for your time and consideration of my candidacy. I look forward to hearing from you. Sincerely, Philip A. Littlehale 1 | Page To: Reading School Committee From: Derek Pinto, Director of Finance & Operations Date: September 23, 2024 Re: FY24 End-of-year Financial Summary Report At the School Committee’s next public meeting on September 23, 2024, a summary of the Fiscal Year 2024 will be presented. The School Department met all FY24 financial obligations within the total appropriation of $54,006,623 and closed the fiscal year with a fund balance of $80,608 to be turned back to the Town’s Free Cash fund. A summary of FY24 financial activity by cost center is found in the table below and reflects appropriated budgets, voted budget transfers, revised budgets, expenditures, encumbrances, pending budget transfers, and the year-end fund balances by Cost Center: The FY24 fund balance of $80,608, represents 0.15% of the total School Department’s appropriated budget and is the lowest balance returned to the town in the last five years. This is illustrated in the chart below: Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow 82 Oakland Road Reading, MA 01867 Phone: 781-944-5800 Fax: 781-942-9149 2 | Page Throughout the school year, frequent monitoring of the FY24 projected expenditures by school and districtwide leaders allowed the District Leadership team to effectively manage expenses and deploy resources to address the student needs and move them forward in their learning and included support structures to effectively position Reading Public Schools for the future. • Prepayments for Out-of-District Special Education $1.2M • Support the five-year renewal of student and staff computers $280,000 • Contribution to Special Education Reserve Fund $200,000 • Prudent fiscal planning allowed us to manage anticipated expenses in o transportation costs for our local students, athletics o rental facilities for our high school athletics program • Reduction in the Kinder full-day program fees with support of both the town and in keeping with our plan for universal Full-Day Kindergarten The FY24 Financial Summary is presented into two sections on the pages that follow: I. Recommendations for Budget Transfers II. Financial Summary of Grants and Revolving Accounts Please contact me if you have any questions or would like additional information about the FY24 End-of-Year Financial Summary. I. Recommendations for Budget Transfers between Cost Centers for End-of-Year Reconciliation Please note, the last budget transfer was approved by the School Committee in May and consisted of projected year end balances. There were shifts and changes in actual expenditures as the school and fiscal years ended. Please find an end-of-year “housekeeping” request to transfer funds to ensure that Cost Centers’ balances reflect a zero or positive balance in keeping with School Committee policy. Recommendations for Budget Transfers: Transfer From: Regular Day $147,049 Health Services $28,096 Extra-Curricular $15,981 Technology $38,536 Transfer To: Administration $5,597 Special Education $224,065 Note: Differences in dollar amounts due to rounding on the Financial Summary Table. II. Financial Summary of Special Revenue Funds: Grants and Revolving Accounts In addition to the General Fund, Special Revenue Funds consisting of grants and revolving funds support the delivery of services to students attending Reading Public Schools. Please find below the FY24 End-of-Year Financial Summary for each grant. Grants All FY24 grants awarded to the Reading Public Schools have been approved by the School Committee. Some grants are expended across fiscal years: 3 | Page Spending deadlines for grants: 4 | Page Descriptions and acceptable uses of each State and Federal grant follow: State Grants: • METCO: the Metropolitan Council for Educational Opportunity is a state funded, voluntary educational desegregation program designed to eliminate racial imbalance through the busing of children from Boston, MA and Springfield, MA to suburban public schools in thirty-eight communities. These funds pay for program coordination, transportation, instructional services, and community engagement related to Boston resident students attending Reading Public Schools through participation in the METCO program. • METCO BBI: the Building Bridges Initiative is designed to enhance the integration and support of METCO students within host school districts to foster inclusion, cultural exchange, and equity in education. This grant often supports programs that provide academic, social-emotional, and cultural enrichment for METCO students. • METCO REI: the Racial Equity and Inclusion initiative seeks to address systemic racial disparities, enhance diversity, and support students of color. • METCO Supplemental Education: to provide supplemental support to METCO districts serving Boston or Springfield resident students with more intensive special education needs, which will typically include specialized transportation and/or one-on-one support in the student's IEP. • Department of Public Health: provides for mandated screenings, professional development, and substitute coverage for nurses. • New England Dairy: funds can be used to support equipment and marketing needs related to expanding school meal programs including breakfast, summer meals, and serving new dairy menu items like smoothies and hot chocolate milk. • Earmark RMHS Keyboard: Not less than $25,000 shall be expended for a classroom set of Nord stage 3 88 stage keyboards for the Reading Memorial high school performing arts program. • Investigating History: This competitive grant is designed to fund the costs associated with professional development, as well as cover additional costs of implementation such as teacher planning time outside of contract hours or the purchase of printed copies of the Investigating History materials, to facilitate a successful adoption of the Investigating History materials across a school or district. • Northeast Food for Schools: This opportunity has proposed to increase the capacity to procure local unprocessed/minimally processed foods, and foods from local producers (including farmers, food hubs, and fishermen). • Innovation Career Pathways Planning & Support: designed to give students coursework and experience in a specific high-demand industry, such as information technology, engineering, healthcare, life sciences and advanced manufacturing. Also, to create strong partnerships with employers to expose students to career options and help them develop knowledge and skills related to their chosen field of study before they graduate high school. • Safe & Supportive Schools: intended to help school districts to create a safe, positive, healthy, equitable and inclusive whole-school learning environment. Also, to integrate services that promote students' behavioral health, including social and emotional learning, bullying prevention, trauma sensitivity, dropout prevention, truancy reduction, children's mental health, foster care and homeless youth education, inclusion of students with disabilities, positive behavioral approaches that reduce suspensions and expulsions, and like initiatives. • MyCAP: to provide supplementary support to school districts currently engaged in or interested in beginning implementation of My Career and Academic Plan. MyCAP is a student-driven process designed to ensure all students graduate from high school college and career ready. The MyCAP process requires schools to create a scope and sequence to implement MyCAP. And the grant provides planning team members with the supplementary support necessary to attend professional development and team 5 | Page meetings outside-of- school hours. • High School Senior Internship in Education Project: provides work-based learning experiences in the field of education to highly motivated high school seniors in good academic standing, while supporting their school and community-based partners. • MassHire, STEM Internships: an initiative aimed at connecting students and young adults in Massachusetts with valuable internships in science, technology, engineering, and mathematics (STEM) fields. This program is designed to provide participants with hands-on experience, enhance their skills, and prepare them for careers in high-demand STEM industries. • High Quality Instructional Materials Network Support: used to provide funding and support to evaluate and select high-quality comprehensive core curricular materials. • Financial Education Innovation Fund: Establishing an interactive fair to engage hundreds of students in real- world financial decision making. The fair is a fun simulation of saving, spending, and budgeting based on career choices and lifestyle decisions. Note - Circuit Breaker: although not a grant, DESE reimburses school districts for a portion of out of district tuition placement and transportation costs. In FY24, DESE will defray $1,601,098 in tuition and transportation costs, charging those expenses directly to the Circuit Breaker reimbursement fund. The end of year balance is expected to be zero. Federal Grants: • Title I: aids schools with high numbers or high percentages of children from low-income families to help ensure that all children meet challenging state academic standards. These funds are allocated to paraprofessional and extended school year instructional services. • Title II A: provides supplemental resources to school districts to support systems of support for excellent teaching and leadership. The priorities of Title IIA are to increase student achievement consistent with the challenging State academic standards; improve the quality and effectiveness of teachers, principals, and other school leaders; Increase the number of teachers, principals, and other school leaders who are effective in improving student academic achievement in schools; and provide low-income and minority students greater access to effective teachers, principals, and other school leaders. These funds are allocated to provide professional development for teachers. • Title IV: ensures that all students have access to a high-quality educational experience. The priorities of Title IV are to support well-rounded educational opportunities; support safe and healthy students; and support effective use of technology. These funds pay for technology integration activities and materials for teachers and classrooms. • IDEA 240: provides appropriate special education services for eligible students and to maintain state/local effort in special education. These funds pay for special education paras, BCBA, and professional development. • IDEA 262: ensures that eligible 3, 4 and 5-year-old children with disabilities receive a free and appropriate public education that includes special education and related services designed to meet their individual needs in the least restrictive environment. These funds pay for early childhood instruction and professional development. • IDEA IEP (Part B): to support schools and districts to implement the IEP improvement project, with an emphasis on transitioning to the utilization of the newly revised forms and process. • Chronic Absences: to support schools and districts with a goal of reducing chronic absenteeism. The source of this funding was Federal ESSER III State Set-Aside (CFDA 84.425U). Funds must be expended by 9/30/24 6 | Page and must be used in accordance with the attestation districts signed when they opted into this initiative. • Eliminating Time Out Rooms: aimed at supporting schools and districts in reforming their disciplinary practices by eliminating the use of time-out rooms and replacing them with more constructive behavioral management strategies. • ARP 252: addresses challenges related to the pandemic, including school re-entry, disruption in the education of children with disabilities, mental health services; sustainability; focuses on issues of equity in special education and early intervention services. Funds are allocated to provide professional development, instructional materials, and testing/assessment materials. • ESSER II, III: Elementary and Secondary School Emergency Relief Fund provided additional funding for school districts to create healthy learning environments, return students to classrooms and address local needs. Revolving Funds Special Revenue Funds are comprised of fee-based programs, extracurricular activities, and donations. The user- fee programs with the largest end-of-year balances include the School Lunch Program, Full-Day Kindergarten, and the RISE program. A total of $1.65M of fee-based Revolving Funds offset the FY24 operating budget with user and event fees generated by the Special Revenue funds noted in a table to follow. Over the year, the town took an additional $100K over what was budgeted to for Extended Day and Use of School Property. This restored the town charges to historic levels and reduced the facilities expenses associated with these operations. Athletics: Student fee revenues were slightly lower than the previous year, as were ticket sales, gifts, and donations. Transportation and rental of athletic facilities expenses continue to rise. Extended Day: Salary/wage adjustments for head/assistant teachers, a program coordinator and administrative support all increased. Contract services also increased to meet programmatic needs and the demand of increased student participation. Special Education Tuition: Teacher salary support increased. Use of School Property: Fees due to town were increased to match historical levels, rental revenues were down year-over-year, partial salary for the facilities coordinator was offset here. School Choice: Revenues were up with an increased number of out-of-district enrollees. Food Services (School Lunch): Daily sales, catering fees, federal and state reimbursements all increased, allowing for the purchase, repair, and maintenance of kitchen equipment, and allowing us to effectively manage the increase in the price of groceries. This also covered the increased wage adjustments for cafeteria services workers and managers. The table that follows provides a FY24 financial overview of all Reading Public Schools’ fee-based programs, including beginning year balances, FY24 expenditures and encumbrances, and end year balances, along with the gain/loss for the fiscal year: 7 | Page In addition to user-fee programs, Reading Public Schools has established donation revolving accounts for each school and special education programs. Please find the FY24 activity for these funds in the table provided below. Libby Scholarship Donation Fund: scholarships are given out in the amount of $4000 in the form of a check for students that fall into an economic hardship category, have high needs as designated by the state, or are a first generation to attend college. 8 | Page