Winchester school district to post budget documents online

WINSTED — In another effort to improve the district’s transparency and communication between town officials and residents, the Winchester Board of Education will now post all weekly and monthly financial reports on its website — currently in the midst of an upgrade.

The district is also working to provide town officials with access to the computer program that maintains and tracks their budget activity.

Over the last several weeks, one of the main focuses of the school board has been finding ways to shore up its fiscal oversight.

That effort is a direct response to the high level of criticism and scrutiny the board has faced since it was revealed in early July the district would miss its targeted spending amount for the 2009-10 school year by at least $343,961, creating a significant town budget shortfall.

Previous reports by the school administration indicated the overspend was closer to $120,000.

Superintendent of Schools Blaise Salerno told the school board at its meeting Tuesday, Aug. 17, that the shortfall for the 2009-10 school year has been offset somewhat and now stands at about $324,000.

During the process of determining the exact amount of the budget gap, members of the Board of Selectmen have repeatedly expressed their frustration at not knowing about the overspend until the school year had already ended June 30, as well as not receiving requested documents in a timely fashion.

In an attempt to make the process more transparent, Board of Education Chairman Kathleen O’Brien announced at Tuesday’s meeting that the district is moving forward with a plan to post all of its regular budget reports on the district’s website, winchesterschools.org.

“We are in the process now of getting all of our documents online,†O’Brien said.

The plan to post financial documents comes at a time when the district is also working on a new website, which officials expect to have up and running sometime later this month. The new site will allow more users to post and update information, while also featuring separate pages for individual teachers.

The new site, however, will keep the district’s current Web address.

In addition, Salerno said he will run a financial report from the district’s Phoenix System every Friday, which he will then pass along to Town Manager Wayne Dove on Mondays.

Phoenix System is financial management computer software that can be used to track accounts payable/receivable, for budget development and to manage payroll.

O’Brien said the weekly report would be available to the public online, as well.

“Everything that they ask for we will post online,†she said, referring to the Board of Selectmen.

Salerno said he is also working on a way to provide town officials with site access to the district’s Phoenix System.

At a special joint meeting July 12 between the selectmen and school board, Town Manager Wayne Dove said much of the information entered into the district’s computer system was incorrect or incomplete and would have to be brought back on track by town Finance Director Henry Centrella.

Former School Business Manager Edward Evanouskas, who resigned from his post July 2, was in charge of maintaining the system. The board is now in the process of finding his replacement.

The superintendent said the plan to provide outside access to its financial reporting system has hit a bit of a delay, however, as the central office works to ensure the names of special education students are protected from disclosure.

“But as soon as we can get that clear, we will move forward as appropriate,†Salerno said.

In another step to improve its fiscal oversight, the school board recently created a new financial subcommittee. The main task of the committee is to review the district’s monthly financial reports before those reports are finalized and included in the school board’s informational packets for regularly scheduled meetings.

The board held its first meeting last Thursday, Aug. 12.

Both Salerno and O’Brien said future financial reports and budget documents will now also include “actuals†— the figure that shows how much money has “actually†been spent so far by the district in each account and/or budget line item, as opposed to what was approved or budgeted.

The lack of real-time tracking of the district’s expenditures during the current as well previous school years has received frequent criticism from town officials and the public alike.

Salerno added that future financial data from his office will include information that shows what has been “encumbered†by the district, as well as “what’s left in each account.â€

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