CouncilNotes
Resolution

2026-117

RESOLUTION

OF THE
COUNCIL

No. 2026-117

Resolution to establish Council quarterly meetings

WHEREAS, the City Council serves as the fiscal authority of the City of Newport and is responsible for appropriating municipal funds, including those provided to the Newport Public Schools; and

WHEREAS, the Newport School Committee serves as the governing body of the Newport Public Schools and is responsible for overseeing educational operations, policy, and administration; and

WHEREAS, effective communication, collaboration, and transparency between the City Council, School Committee, School Department, and municipal administration are essential to ensuring sound fiscal management and the efficient delivery of public services; and

WHEREAS, regular reporting and discussion regarding municipal and school finances, capital projects, enrollment trends, staffing levels, grant funding, and other operational matters will assist elected officials in making informed policy and budgetary decisions; and

WHEREAS, the City Council desires to establish a regular process for information sharing and financial reporting to improve coordination and long-term planning between the City and School Department; NOW, THEREFORE, BE IT

RESOLVED, that the City Council establishes the following quarterly joint meetings with the City Council:

Newport School Committee and School Department, contingent upon a companion resolution approved by the School Committee; and

City of Newport’s Finance Department; and BE IT FURTHER

RESOLVED, that the quarterly meeting with the Newport School Committee and Department shall include, but not be limited to the following:

1. Review of the financial condition of the School Department;

2. Discussion of annual budget development and budget performance;

3. Discussion of enrollment trends, staffing levels, and operational challenges;

4. Long-range planning initiatives affecting educational services;

5. Any other matters of mutual concern to the City Council and School Committee; and BE FURTHER

RESOLVED, that the quarterly meeting with the City of Newport’s Finance Department shall include, but not be limited to the following:

1. Review of the financial condition of the City;

2. Discussion of annual budget development and budget performance.

3. Review of capital improvement projects and facility needs;

4. Review of state and federal funding opportunities and grant activity;

5. Long-range planning initiatives affecting municipal services;

6. Any other matters of mutual concern to the City Manager’s office and City Administration; and BE IT FURTHER

RESOLVED, that Quarterly Financial Reports from both the School’s Finance Department and the City’s Finance Department shall be submitted a week prior to the quarterly meetings and shall include, at a minimum, the following:

1. School’s Finance Department:

  • Revenues and expenditures compared to budget;
  • Current year expenditure projections;
  • Staffing and personnel expenditure summaries;
  • Identification of anticipated budget surpluses or deficits; and

2. City’s Finance Department:

  • General Fund revenues and expenditures compared to budget;
  • Current fund balance projections;
  • Status of major capital projects;
  • Debt service obligations and projections;
  • Enterprise fund performance, where applicable;
  • Significant budget variances and corrective actions, if necessary;
  • Any fiscal risks or emerging financial issues identified by the Finance Director; and BE IT FURTHER

RESOLVED, that the meetings shall be considered Special Meetings occurring outside of regular Council and School Committee meetings, and shall occur no fewer than four (4) times annually and shall be scheduled, to the greatest extent practicable, during the months of January, April, July, and October, or at such other

intervals as may be mutually agreed upon; and BE IT FURTHER

RESOLVED, that the City Manager and Superintendent of Schools are hereby directed, upon approval of the School Committee companion resolution, to coordinate implementation of this Resolution and establish administrative procedures necessary to ensure timely reporting, scheduling, and information sharing.

STEPHANIE SMYTH
ELLEN PINNOCK

IN COUNCIL
READ AND PASSED
JUNE 24, 2026

Laura C. Swistak, CMC
City Clerk