School committee taps special-education reserve to cover this year's cost overruns

The Lewiston School Committee on March 30 approved using the district's special-education reserve to cover current-year cost overruns tied to expanded in-district special-education services and transportation.

Superintendent Jake Langless told the committee that the district had created a special-education reserve in prior years to absorb unknown costs related to program growth and changes in tuition and transportation. He said the reserve would be used to pay higher-than-budgeted transportation costs and staffing for specialized programs run in district rather than placing students out of district.

"We built up some resources years back as a special education reserve," the superintendent said. "What we've come to find this year ... we've seen some cost overruns as it relates to special education, both in staffing and in transportation. And so what we'd like to do ... we would like to use the remaining reserve to pay down those higher costs."

Committee members pressed for specifics about the reserve balance, what portion would be spent, and alternatives for covering overruns. Member Bowden asked whether spending the remainder would leave the district without funds if new outplacement costs materialize next year. The superintendent and other members said options include using unexpended dollars in other budget lines, coordinating with the city council on unexpended fund balance, or adjusting program growth plans.

Member Harper and Member Jensen asked about steps to avoid recurring overruns; Langless said the district is budgeting from more recent actuals and inserting checks to limit unchecked expansion while continuing to prioritize in-district capacity because sending students to special-purpose private schools would be far costlier.

During discussion a figure of about $350,000 was referenced as the amount that would be applied from the reserve toward this year's overruns. Members clarified that the funds would be used for in-district CLIMB program costs and transportation tied to special-education placements and services.

Member Herd moved to approve using the special-education reserve for current-year overruns; the motion passed unanimously on a roll call.

Why it matters: District leaders framed the reserve spending as a financial tool to keep the current fiscal year balanced while preserving in-district special-education capacity. Committee members expressed concern that using the remainder now could leave limited contingency if additional overruns arise next year.

What's next: The administration will implement the fund-transfer steps described and, as required, coordinate any use of general unexpended fund balance with the city council; the committee asked staff to provide follow-up details on reserve balances and the impacts on next year's budgeting.

Representative quote: "The only way to really cover this kind of overrun is with unexpended dollars from other areas," the superintendent said, outlining alternatives if the reserve is insufficient.

Article provenance: The presentation, discussion and vote occurred during the special-education reserve agenda item at the March 30 meeting.