Pioneer Valley Performing Arts Charter Public School
Minutes
Finance Committee Meeting
Date and Time
Tuesday December 2, 2025 at 6:00 PM
Location
On-Line Only:
Google Meeting ID
meet.google.com/zkg-vctu-ikb
Phone Numbers
(US) +1 240-532-3788
PIN: 783 984 031#
Committee Members Present
James Montemayor (remote), Keith Black (remote), Mindi Winter, Neil Hede (remote)
Committee Members Absent
None
Committee Members who arrived after the meeting opened
Mindi Winter
Guests Present
Brent Nielsen (remote), Marcy Conner (remote)
I. Opening Items
A.
Record Attendance
B.
Call the Meeting to Order
C.
Approve Minutes
One change to the minutes was accepted:
A. PVPA Fy25 Audit Report Presentation
< 9. Other Comments
< 5. Should read $470,000 accrued payroll.
| Roll Call | |
|---|---|
| Keith Black |
Aye
|
| Mindi Winter |
Absent
|
| James Montemayor |
Aye
|
| Neil Hede |
Aye
|
II. Finance
A.
FY26 1st Quarter Budget vs Actual
July 1, 2025 PVPA changes to the on-line version of QuickBooks. With this change came a change in the chart of accounts to more closely align PVPA with the DESE End of Year Annual Financial Report.
The Committee was given two versions of the budget vs actual for the new system. The condensed version is a one page report with high level detail and the full report shows account line item detail.
The first quarter does not show anything concerning or out of the ordinary for this time of year.
| Roll Call | |
|---|---|
| James Montemayor |
Aye
|
| Neil Hede |
Aye
|
| Keith Black |
Aye
|
| Mindi Winter |
Aye
|
B.
FY26 DESE Projected 1st Quarter Tuition
C.
FY25 Transportation Reserve
Although not required of a charter school, the Committee discussed the issue of establishing a transportation reserve account. The 2025-2026 school year brought PVPA 16 buses vs the three from past years. The total contract cost is $1,229,054 and was budgeted for along with the project transportation reimbursement funds from the state. The issue is that the cash must be expended within the current year and the reimbursement will not be received until July 2027. The $994,500 represents the increase in transportation expenditures where an additional $234,500 was also budgeted. The Transportation Reserve is to ensure that PVPA has enough cash to continue to pay the contract.
| Roll Call | |
|---|---|
| James Montemayor |
Aye
|
| Keith Black |
Aye
|
| Mindi Winter |
Aye
|
| Neil Hede |
Abstain
|
D.
FY26 Capital Expenditures
Reviewed the outstanding capital projects and the current year approved capital budget:
Outstanding: $18,850 Acoustical Theater Treatment & Assessment w/FOPVPA $30,000
2025-2026: $105,000 - Bathroom stalls $30,000, classroom makeovers $75,000.
PVPA Administration has been working with the Friends of PVPA to complete several studies on the needs of the building. A report from Artis Energy and Environ showing two bids after a scoping study was completed to evaluate the HVAC system, insulation, building envelope and lighting. The lighting is the only item that will be PVPA's responsibility (per the lease agreement). The Artis report can be seen here.
A side note - the Infrastructure Committee has not met this year and has not reviewed the proposals.
| Roll Call | |
|---|---|
| Keith Black |
Aye
|
| James Montemayor |
Aye
|
| Mindi Winter |
Aye
|
| Neil Hede |
Aye
|
E.
FY25 End of Year Annual Financial Report
The DESE End of Year Annual Financial report was due November 14, 2025 and has been submitted. Many changes to this year's reporting: now on-line and due date change. The Surplus Calculation page was provided to the Committee for review. This formula was enacted to review a Charter school's use/need of the tuition dollars they receive from the state. If a charter is found to be in excess of their allotted surplus then they have to return the funds to the state - so far there (to our knowledge) has never been a school that has had to return funding. It is an item that we watch carefully as it is cumulative from year to year.
III. Closing Items
A.
Adjourn Meeting
- PVPA BvA (condensed) 10-31-25.pdf
- PVPA BvA (full) 10-31-25.pdf
- PVPA FY26 Tuition Projection 1st QTR.pdf
- FY26 Reserves 10-30-25.pdf
- FY26 Capital Budget.pdf
- Environ Scoping Study Report with ECMs_PVPA May 2025.pdf
- FY25 EOYAFR - Surplus.pdf
The analysis of the 1st quarter 2025-2026 DESE tuition projection for 7-18-25 shows:
1. Total predicted tuition of $8,265,202 with 400 students
2. A favorable $107,857 variance with the budget ($8,157,345)
3. CBA Contingencies based on 6%-6.99% and +7% increase over 2024-2025 tuition levels - not currently projecting to trigger the contingency clause for 2025-2026.
4. Closely watching the Above Foundation Rate (AFR) changes. 1st quarter numbers are still based on June 2025 actual tuition for 2024-2025 school year. October 1st is the first reporting deadline for schools - 2nd quarter tuition projections (due in December) will start to show changes in both enrollment and AFR.