The meeting prioritized a report from the finance team, where a representative outlined concerns regarding the district’s financial records. A key issue involved the transition from the Infinite Visions platform to Harpers for payroll management, which resulted in 20 payrolls for fiscal year 2024 not being entered into the general ledger, with fiscal year 2025 entries also missing. The current workaround involves manually summarizing payroll data and creating journal entries, described as cumbersome and time-consuming. Longer-term solutions were discussed, including potentially reverting to the original financial platform’s payroll module by January 2026.

Discrepancies in financial records were also noted, particularly concerning the alignment of end-of-year balances for 2022 with the beginning balances for 2023. The representative expressed concern over these issues, stating, “the books don’t do what I would expect them to.” A pending audit, expected by the end of November, will require the submission of documentation through a portal to address these discrepancies.

In addition to payroll and financial record concerns, the submission of quarterly filings to the IRS, specifically Form 941 for payroll taxes, was another critical area of discussion. The district had failed to submit form filings for the second and fourth quarters, prompting a last-minute meeting with an IRS field agent. However, it was confirmed that the necessary payments had been deducted from employee paychecks and submitted, alleviating immediate financial concerns. The finance representative expressed relief, noting, “I think we dodged a bullet there,” as filing the necessary forms would prevent penalties. There was also mention of the possibility for municipalities to appeal penalties under specific conditions.

On a more positive note, the district had successfully caught up on state reporting for the Massachusetts Teachers’ Retirement System (MTRS) through August 2023, a significant improvement considering previous delays. An extension until February 1st was granted for completing end-of-year reports, and preparations are underway for a meeting with the Department of Elementary and Secondary Education (DESE) to discuss readiness for fiscal year 2024.

Beyond financial discussions, the committee addressed the fiscal year 2026 budget process, emphasizing the need to reconcile discrepancies in the central office budget. The budget is due for presentation to the Advisory and Development Council (ADC) in early December.

The meeting also included reports on school security and community engagement. The superintendent delivered the principal’s report, highlighting progress with the school security system. A critical component, a horn for announcements during emergencies, was back-ordered but expected soon, with staff training planned upon its arrival. Additionally, four parent volunteers expressed interest in joining the school council, pending a community vote.

In a broader effort to rebuild trust within the district, discussions focused on clarifying roles and responsibilities among the central office, school committee, educators, and the community. Emphasis was placed on creating a respectful culture that promotes partnerships within the district and with regional entities. The speaker underscored the importance of focusing on student welfare and making decisions that benefit students, teachers, and educational programs. School committee members were encouraged to support this vision and foster community engagement by guiding proper channels for addressing questions and concerns.

The superintendent reflected on the importance of building relationships and trust within the community, noting attendance at various school events to foster connection. Positive feedback from students was shared, with students expressing a newfound connection with the superintendent.

The Hampshire Regional School Committee update included discussions on the budget and programs, notably a pilot program that improved student behavior and engagement. Observations were made about students struggling with basic skills like telling time on an analog clock, prompting lessons on the topic. The pilot program fostered increased social interaction among students during lunch.

Updates on a cell phone management program revealed a positive shift in school culture, with students less attached to devices and a decrease in bullying. Teachers supported the changes, and additional phones were installed for necessary student communication without office permission.

The Parent-Teacher Organization (PTO) was commended for its efforts, particularly an upcoming holiday bazaar and a successful Scholastic Book sale that raised significant funds, fulfilling teacher wish lists.