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Home My WebLink About2026-06-11-SBC-min (Finance Subcommittee)School Building Finance Sub -Committee Minutes, Meeting of Thursday, June 11, 2026 Virtual Meeting 12:00 PM This was a public meeting of the Finance Subcommittee of the School Building Committee, held via Zoom Members: Jonathan Himmel (Permanent Building Committee) - Chair, Mike Cronin (Facilities Director), Carolyn Kosnoff (Assistant Town Manager Finance), Joe Pato (Select Board), Kseniya Slaysky (Community Representative), Dan Voss (Sustainable Lexington Committee) ATTENDANCE • Jonathan Himmel (Chair) • Mike Cronin • Carolyn Kosnoff • Joe Pato • Kseniya Slaysky Missing: • Dan Voss CALL TO ORDER Date/Time: Meeting called to order at approximately 12:03 p.m.; adjourned at approximately 12:54 p.m. SUMMARY OF DISCUSSION Prior Meeting Minutes The group discussed approval of prior meeting minutes. It was noted that minutes from the most recent meeting had not yet been generated because Joe Pato did not attend that meeting. Mike Cronin had recorded the meeting and indicated that a transcript was available. The group agreed to defer approval of the prior minutes until the next meeting, when two sets of minutes may be considered. Public Questions and Dashboard Feedback The committee discussed public questions submitted through the project website concerning apparent discrepancies between financial reporting documents. Mike Cronin explained that the questions appeared to relate to timing differences between data sets rather than mathematical inconsistencies. The group agreed that a general response explaining timing and reporting alignment may be appropriate, and that Kathleen should be asked whether she had already responded. The committee also reviewed the status of the dashboard. Joe Pato reported that public comments had been limited so far and that staff were preparing a walk-through with a reporter from the Observer. No immediate dashboard changes were identified, though future refinements may be considered as additional construction financial information becomes available. Construction Financial Process and ERP 1 The committee discussed whether any changes were needed to the established financial review process as the project moves into construction. Mike Cronin confirmed that the process used for prior town projects, including fire and police station work, would continue to be used for the high school project, including ERP 1, future ERP packages, and the GMP process. The process includes Subcontractor requisition preparation and submission to Turner; Turner compilation, review, certification and submission of the requisition [G702/703]; review and approval by D&W; review, approval &certification by Architect, town vetting, payment by Town and then the SBCFO review. ERP 1 was discussed as proceeding through the established process. Mike noted that the first construction -related invoices could arrive as early as August, but September was also possible depending on timing. The group discussed reviewing invoice packages approximately in the fourth week after submission, while recognizing that actual timing may vary depending on the monthly cycle and document availability. Grants, Reimbursements, and Direct Pay Jonathan Himmel raised questions about whether project requisitions and documentation should be structured to support potential reimbursements for solar, geothermal, photovoltaic, and related eligible project components. Mike Cronin explained that prior reimbursement submissions were prepared after project elements were completed and certified, with eligible costs such as foundations, steel, panels, electrical, duct bank, and concrete assembled into a submission package. The committee concluded that the existing documentation approach appears reasonable based on prior experience, provided the team continues to document eligible costs consistently and in detail. The group also discussed CPA funding as a possible offset, while noting potential concerns about using CPA funds to replace already -authorized project funding. The group agreed that an office -level discussion should occur to clarify boundaries and communication. Financial Reporting and Invoice Packages Mike Cronin had circulated a draft document intended to respond to prior requests for more transparent reporting. Kseniya Slaysky stated that, based on an initial review, the document appeared to be another dashboard rather than the project -level contracting and budget reports she had requested. She agreed to review the materials more fully and send comments, referencing her original request for standard budget reporting elements. The committee discussed the need for reporting that captures the overall project budget, committed amounts, invoiced amounts, and remaining balances by line item. Carolyn Kosnoff asked whether costs outside the major vendors—such as legal, marketing, video, postage, or other smaller expenses—were being captured. Mike agreed to determine whether expenses had been incurred outside the three major reporting categories. Carolyn also noted that legal expenses charged to the general fund, particularly costs related to Article 97, public records requests, and related project work, may need to be reclassified to the project budget. She offered to provide detail regarding the months and purposes of those expenses. Those legal expenses will soon be journal vouchered to the project as part of the current year closeout process. -2 MSBA Reimbursement Oversight Kseniya Slaysky raised whether MSBA reimbursement exception reports and ProPay reimbursement information should fall within the committee's scope. Mike Cronin expressed concern that this could expand the group's charge beyond its intended scope. The committee discussed the issue and generally concluded that the group's focus should remain on project financial oversight and invoice -package review, while relying on the existing project team, OPM process, and MSBA auditing mechanisms for reimbursement review. DECISIONS AND AGREEMENTS • Approval of prior meeting minutes was deferred until the next meeting. • The committee will continue using the established project financial process used on prior town projects unless future circumstances require adjustment. • The existing reimbursement documentation approach appears acceptable based on prior experience, provided detailed documentation continues to be maintained. • The group will review invoice packages and project financial reporting on a cadence aligned with the monthly submission and review cycle. • The next meeting will be posted for June 24 at noon, subject to adjustment if needed. ACTION ITEMS Action Item Owner Status/Timing Send prior meeting transcript so minutes can be generated. Mike Cronin to send to Joe Pato Pending Generate minutes from the prior recorded meeting using the transcript. Joe Pato Pending receipt/review of transcript Confirm whether Kathleen has responded to public financial -reporting questions submitted through the website. Joe Pato / project team Pending Research whether elective pay/direct pay reimbursement programs remain active and what documentation will be required. Project team / Mike Cronin In progress Work with Turner to collect documentation supporting any future reimbursement submission, if applicable. Mike Cronin / Turner Future action if program remains available Hold an office -level discussion on CPA funding boundaries, eligibility, and communication. Town/project leadership Pending - 3 Actio~ Item Owner Status/Timing Review the draft reporting document and identifyingsend comments neededp 'e�� -^ level budget and contnacdngreport elements. Kseniya S|aysk« Slaysky Before next rneedng Determine whether pject expenses outside D&W, SMMA, and Turner have been incurred and how they are captured. Mike Cronin Pending Provide detail on legal expenses that may be reclassified from the general fund to the project budget. Carolyn Kosnoff Pending Collect and distribute dashboard comments to the committee. Joe Pato Pending Post the next meetingforiune 24 at noon and checkavailabilityas needed. Committee/project support Pending NEXT MEETING The next meeting is expected to be posted for Wednesday, June 24 at 12:00 p.m., with the possibility of adjustment if needed based on participant availability. ADJOURNMENT A motion to adjourn was made and seconded. The meeting adjourned at approximately 12:54 p.m. Minutes submitted by Joseph Pato drawing on Zoom transcript CoPilot Al prompt: generate minutes of this meeting identifying attendees and action items Approved 6/24/2026 -4 _