HomeMy WebLinkAbout2015-09-10-AC-min 9/10/15 Open Session Minutes
Open Session Minutes
Town of Lexington Appropriation Committee
September 10,2015
Place and time- Reed Room, Town Office Building, 7 30 p.m
Members present Glenn Parker, Chair, John Bartenstem, Vice Chair and Secretary; Kate Colburn,
Mollie Garberg; Alan Levine, Beth Masterman, Enc Michelson, Andrei Radulescu-Banu, Rob
Addelson (non-voting, ex officio)
Members Absent Richard Neumeier
Other attendees Joe Pato, Chair, Board of Selectmen (BoS), Suzie Barry, BoS, Jessie Steigerwald,
Chair, School Committee, Judy Crocker, School Committee, Pat Goddard, Director, Department of
Public Facilities
The meeting was called to order at 7 35 p.m.
1 Announcements. Mr Parker welcomed Ms Colburn as a new member of the Committee
2. Election of Officers. It was noted that officers are generally elected each September
A motion was made and seconded to re-elect Mr Parker as Chair and Mr Bartenstem as Vice-Chair
and Secretary The motion passed. VOTE 7-0
3 Minutes. Mr Bartenstem reported that two sets of minutes were ready for approval Mr
Levine requested some stylistic changes that he will provide Mr Bartenstem.
A motion was made and seconded to approve the committee's minutes for September 18, 2014 and
July 9, 2015, with stylistic changes, as requested. The motion passed. VOTE 8-0
4 Reserve Fund Transfer. Mr Goddard reported that the Board of Selectmen had voted to
ask this Committee to make a Reserve Fund transfer of$150,000 for a potential budget shortfall
associated with the Cary Memonal Building renovations Using a handout, Mr Goddard reviewed
the currently anticipated expenses as compared to the budget. He noted the following
• Because of the building's age and the associated unknowns, there were more change orders
required than in most projects
• Removing hazardous materials resulted in the greatest deviation from the budget, as
compared to other cost items
• Change orders continue to be generated, but no "big surprises" are anticipated.
• All the change orders are being reviewed, it is anticipated that some will be challenged by
the Town.
• Some of the project's construction costs were reclassified because they were technically
building repairs rather than renovations, those costs will be covered by line items in the
operating budget that have adequate funds
Dunng the discussion, Mr Addelson responded to questions regarding the FY2016 Reserve Fund
transfer request, as follows
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9/10/15 Open Session Minutes
• The funds need to be available now so that the project can proceed without delay; Cary Hall
needs to be available for an October 16th scheduled performance
• 2015 Annual Town Meeting (ATM) appropriated $900,000 for the FY2016 Reserve Fund,
additional funds can be requested at a Special Town Meeting or at the 2016 ATM, as
necessary
• Any unused funds at the end of the fiscal year go into the general fund.
A motion was made and seconded to approve the transfer of$150,000 from the Reserve Fund to the
appropriation for the Cary Memorial Building renovation project. The motion passed. VOTE 8-0
5 Executive Session—Exemption 6 to consider the purchase, exchange, lease or value of
real property. At 8 15 p.m , following a declaration that an open meeting may have a detrimental
effect on the negotiating position of the Town, a roll call vote of the Committee was taken on a
motion to go into executive session to discuss a potential purchase, exchange, lease or value of real
property under exemption 6 and to reconvene in open session only to adjourn.
The motion was unanimously adopted, each member present having voted in the affirmative
VOTE 8-0
6 Adjournment: The Committee returned to open session at 9.25 p.m and adjourned.
The documents used at the meeting are listed below
Respectfully submitted,
Sara Arnold
Recording Secretary
Approved September 30, 2015
Exhibits
1 Agenda, posted by Glenn Parker, Chair
2 Can,Memorial Building Renovation, Financial chart with list of change orders prepared by
Mr Goddard, 9/8/2015
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