NEW CUMBERLAND — In an effort to better plan for the future, the Hancock County Board of Education will be reformatting aspects of its meeting agenda, to include more detailed reports on financing, personnel and facilities.

Board members convened in a special session Tuesday evening to discuss a series of recommendations from Superintendent Dan Enich to make certain the county school district’s reports are more in compliance with state regulations.

“You go through 25 years of the model of agenda you have, and find out some of it might be wrong,” Enich said, explaining there is a particular focus for the district in the areas of financial reports, transportation and board effectiveness.

Among the topics addressed is the need for a comprehensive financial status report, to be provided to the board once per month and to include encumbrances versus budgeted funds, the status of the current budget and how it compares to that originally approved; requirements for all purchases above $5,000 to be determined by the board and include proof of bids, requisitions, invoices and board minutes to show approval; monthly reports on construction projects; and an agreement for assistance from Educational Consultant LLC to review financial compliance.

Enich described Educational Consultant LLC as a support firm used by many county school districts in West Virginia to assist in tracking their financial standings. It is operated by Jeff Davis, the outgoing financial officer of Tyler County Schools.

“We’re very eager to work with him,” Enich said.

Board member Randy Swartzmiller noted to process used by the organization goes beyond just an audit of the district’s finances.

The board also is adopting a comprehensive personnel status report, to include current employment numbers, the number of employees in excess of the state aide funding formula, and the current number of job openings or vacant positions.

Assistant Superintendent Dave Smith explained Hancock County Schools currently has 3,284 students enrolled, which is a decrease of 71 from the last school year, with 574 employees. He said, though, under state formulas, there are more employees than the district should have, with much of that owing to the use of COVID funds to support additional hirings and requirements from the West Virginia Legislature for teacher aides to be hired for all first, second, and third grade classrooms.

Enich added Hancock County Schools went several years without any reductions in force.

“We just have to do a better job of cutting where the needs are,” Smith said.

A facilities report also will be included each month, detailing the use of each building in the district, along with the enrollment of each school compared to its capacity, as well as the cost associated with operating each building.

A review also will be conducted to ensure the district is meeting financial and oversight requirements, as set by state Board of Education policies, making updates wherever needed.

“The goal today is to set the table for the future,” Enich said.