HomeMy WebLinkAbout2026-10-08-SBC-min (Finance Subcomittee)School Building Finance Sub -Committee
Minutes, Meeting of Thursday, October 8, 2026
Virtual Meeting
12:03 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).
ATTEN DANCE
• Jonathan Himmel (Chair)
• Mike Cronin
• Carolyn Kosnoff
• Joe Pato
• Mark Barrett (Town staff)
• Mike Burton (Dore & Whittier)
• Kyle Leone (Dore & Whittier)
CALL TO ORDER
Jonathan Himmel called the meeting of the School Building Finance Subcommittee to order at
approximately 12:03 PM after confirming a quorum.
APPROVAL OF PRIOR MEETING MINUTES
The committee reviewed the August minutes and agreed to clarify that, if the MassDEP process required
earlier design phases to be repeated, MSBA reimbursement would not be available for the repeated work.
Joe Pato moved to approve the August minutes as amended, Mike Cronin seconded, and the motion
passed unanimously. Carolyn Kosnoff moved to approve the September minutes, Joe Pato seconded, and
the motion passed unanimously.
FINANCIAL REPORTING REVIEW
The committee reviewed the financial reporting package prepared by Dore & Whittier, including the
summary sheet, contract tracking, monthly commitments, invoices, contingency balances, and supporting
detail. Discussion of Jonathan Himmel's responsibility matrix was deferred because Kseniya Slaysky was
not present.
Dore & Whittier explained that future monthly review should focus on new commitments, amendments,
invoices paid during the month, and anomalies, with the detailed contract pages serving primarily to
establish historical context. The committee agreed that routine unbilled work need not be estimated in
real time; unusual changes in expected cash flow should be flagged by the project team.
The committee discussed review of potential change orders, change order requests, and contingency use.
Dore & Whittier described the project team's review process and noted that approved change order
requests would be grouped into change orders with funding sources identified. The committee concluded
that its role is to review approved activity and provide policy -level feedback after the fact; prospective
review of significant changes, including matters above the applicable Permanent Building Committee
threshold, belongs with the Permanent Building Committee.
For public reporting, the committee agreed that the existing web dashboard should remain the primary
public -facing source. The more detailed summary reviewed by the subcommittee may be provided in
response to questions or requests, but the underlying invoice and contract backup should not routinely
be posted. Members also requested that detailed sheets include clear titles.
ACTION ITEMS
• Joe Pato: revise the August minutes to reflect the agreed MassDEP and MSBA reimbursement
language.
• Kyle Leone and the Dore & Whittier team: add clear titles to detailed reporting sheets and
continue the monthly package centered on new commitments, invoices, and summary -page
changes.
• Mike Burton, Kyle Leone, and the Dore & Whittier team: consider refinements to the summary
presentation of contingency used, forecast, and remaining balance.
• The committee: revisit Jonathan Himmel's responsibility matrix when Kseniya Slaysky is present.
• The Permanent Building Committee and project team: address prospective significant change -
order and contingency exposure through the established Permanent Building Committee review
process.
ADJOURNMENT
A motion to adjourn was made and Mike Cronin seconded. The motion passed unanimously. The
meeting adjourned at approximately 1:04 PM.
Minutes submitted by Joseph Pato, drawing on the Zoom transcript.
Microsoft CoPilot Prompt: Using the Zoom Transcript in this file generate minutes of this meeting
identifying attendees and action items; Doran Whittier should be identified as Dore & Whittier
Approved 10/22/2026
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INVOICES PAID THIS MONTH
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Fahlvey home surveys
Structural Steel Peer review
IDS CD Phase - 3rd Party Cx Support to support EUI
Gecomp Noise and Vibration Monitoring
P6 Schedule Consultant
Date Approved
6/6/2023
Base Amend 1 Amend 2 Amend 3 Amend 4 Amend 5 Amend 6 Amend 7 Amend 8 Amend 9 Amend 10 Amend 11 Amend 12
Basic Services
Formingtheteam $ 80,000
Feasibility $ 230,000 $ 800,000
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Schematic $ 84,250 $ 600,000 $ (42,880)
DD $ 440,000 $ 426,390
CD $ 2,362,200
Bidding $ 288,500
CA $ 10,422,500
Closeout $ 600,000
Additional Services
TGE $ 35,750
PM&C - PDP $ 9,900
PM&C - PSR $ 16,500
IDS $ 13,750 $ 22,000
Falvey $ 32,258
SS Peer review $ 9,350
Geocomp Monitoring $ 109,120
Schedule Consultant $ 37,763
$ 430,000 $ 1,400,000 $ 9,900 $ 16,500 $ 440,000 $ 14,099,590 $ (42,880) $ 13,750 $ 32,258 $ 9,350 $ 22,000 $ 109,120 $ 37,763 $
3/10/2026
3/8/2026
5/6/2026
5/6/2026
6/17/2026
7/31/2026
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$ 109,120.00
$ 37,763.08
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Description
Original Contract
Complete Feasibility Phase
PDP Estimate
PSR Estimate
Self funded DD
Remaining DD through Closeout Services
Credit unbilled contract from Schematic Design
IDS DD Review - 3rd Party Cx Support to support EUI
Fahlvey home surveys
Structural Steel Peer review
IDS CD Phase - 3rd Party Cx Support to support EUI
Gecomp Noise and Vibration Monitoring
P6 Schedule Consultant
Date Approved
6/6/2023
6/11/2024
9/4/2024
9/19/2024
8/19/2025
12/9/2025
3/10/2026
3/10/2026
3/8/2026
5/6/2026
5/6/2026
6/17/2026
7/31/2026
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$ 14,099,590.00
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$ 13,750.00
$ 32,258.00
$ 9,350.00
$ 22,000.00
$ 109,120.00
$ 37,763.08
Item
Base contract
Amendment 1
Amendment 2
Amendment 3
Amendment 4
Amendment 5
Amendment 6
Amendment 7
Amendment 8
Amendment 9
Amendment 10
Amendment 11
Amendment 12
Amendment 13
Amendment 14
Amendment 15
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Base Amend 1 Amend 2 Amend 3 Amend 4 Amend 5 Amend 6 Amend 7 Amend 8 Amend 9 Amend 10 Amend 11 Amend 12 Amend 13
Basic Services
Feasibility $ 400,000 $ 357,500
Schematic $ 242,700 $ 972,300 $ (8,088)
DD $ 4,752,000 $ 4,048,000
CD $ 18,000,000
Bidding $ 1,500,000
CA $ 14,800,000
Closeout $ 1,100,000
Closeout
Additional Services
Environmental & Site (consultants) $ 357,300 $ 70,070 $ 358,358 $ (27,140)
Flood Study (BSC) $ 430,069
3D Scan of Field House $ 31,658
Geotech Testing (H&A) $ 85,250
DD Phase (Consultants) $ 498,000 $ 482,874
CD Phase (Consultants) $ 357,099
CA Phase (Consultants) $ 715,007
Closeout (Consultants) $ 25,021
Traffic Study $ 36,965
CD Phase (Consultants)
$ 55,382
$ 1,000,000 $ 70,070 $ 358,358 $ 1,329,800 $ 430,069 $ 31,658 $ 85,250 $ 4,752,000 $ 498,000 $ 39,448,000 $ 1,580,000 $ 36,965 $ (35,227) $ 55,382 $
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Changes to Feasibility Study Scope for Consultants
Changes to Schem. Design Scope for Consultants
Adjustments to Feas. / Schem. Scope for Basic Services
MEPA / FEMA / EIR / Article 97 Processes support & BSC Group 3rd Party Environmental Consultant
3D Scan, GPRS, field surveys, Article 97 Plan
GeotechnicalTesting / Site Classification
DD Basic Services
DD AddtL Services (consultants)
All Basic Services through Closeout Phase
AllAddtL Services through Closeout Phase (consultants)
Traffic Studies
Reduction of Fee for Feasibility / Schem. Design Phases
Date Approved
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Amendment 6
Amendment 9
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I Base (PO No. 1) Amend 1 Amend 2 GMP -1 GMP -1.1
$ 278,000
$ 417,000
$ 40,670,000
$ 150,000 $ 278,000 $ 417,000 $ 40,670,000 $ - $ - $ - $ - $ - $ - $ - $ -
Basic Services
Base Contract $ 150,000
Pre -Construction (part 1)
Pre -Construction (part 2)
ERP -1 GMP
Additional Services
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TURNER CONSTRUCTION COMPANY