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Home My WebLink About2010-12-21-AC-min-Summit III December 21, 2010 Minutes Town of Lexington Appropriation Committee December 21, 2010 Place and time: Public Services Building Cafeteria, 7:45 PM Members present: Glenn Parker (Chair), John Bartenstein (Vice Chair and Secretary), Joe Pato (Vice Chair), Mollie Garberg, Alan Levine, Susan McLeish, Dick Neumeier, Rob Addelson (ex officio, non-voting) The Committee joined the Board of Selectmen, the School Committee, and the Capital Expenditures Committee for the third Budget Collaboration-Financial Summit for FY2012 ("Summit III"). The agenda items were: 1. Review FY2012 Revenue Allocation Model • Review Allocation of FY2011 Revenue between Municipal Departments and School Department 2. Continue Discussion on Use of Free Cash Reserves—A consensus Summit decision regarding Use of Free Cash: • $500,000 for the OPEB Reserve Fund; • $1,270,000 for Cash Capital; • $200,000 for unanticipated FY11 needs; • $100,000 of Library Settlement for Facilities Department • $216,885 return to CPA (Bond premium); • $100,000 to increase the Snow/Ice budget; • $958,115 for unidentified needs; and • $3,780,000 to support the FY12 operating budget. 3. Continue Discussion— School Capital Projects: • Revised Scope/Town Meeting Article for Bridge and Bowman Schools Project • Timing of Debt Exclusion Question: Bridge/Bowman/Technology Sustainability Plan • Update on Estabrook School - 1 - December 21, 2010 4. Proposed Warrant Article—Notice of Reconsideration Procedure 5. Schedule Summit 4 Please see the attached minutes of the Board of Selectmen, which are published on the Town web site at http://lexingtonma.gov/selectmen.cfm and which are also available in the Town Clerk's office, for details. The meeting was adjourned at approximately 10:15 PM. A list of documents and other exhibits used at the meeting is attached. Respectfully submitted, John Bartenstein Approved June 21, 2011 - 2 - December 21, 2010 Summit 3 December 21, 2010 A Summit was held on Tuesday, December 21, 2010, at 7:45 p.m. in the Public Services Building Cafeteria, 201 Bedford Street. Chairman Manz, Mr. Kelley, Mr. Cohen, Mr. Burnell and Ms. Mauger; Mr. Valente, Town Manager; Mr. Addelson, Comptroller and Ms. Chabot, Assistant to the Executive Clerk, were present. Also Present: All School Committee (SC) members; Dr. Ash, Superintendent of Schools; Ms. Dunn, Assistant Superintendant for Finance and Business; all members of the Appropriation Committee (AC), all members of the Capital Expenditures Committee (CEC). Review FY2012 Revenue Allocation Model Mr. Valente reviewed the allocation of FY2011 revenue between Municipal Departments and the School Department. There is almost a $3.7 million increase in total incremental revenue for FY2012. The School share of incremental FY2012 revenue (approximately $2.6 million) and the Municipal share (approximately $1 million) represent a 3.8 % increase over FY 11. Mr. Addelson presented the FY2012 revenue allocation model showing the $3.7 million total incremental revenue after various set asides. 71.6 % of incremental revenue is allocated to the Schools and 28.4% is allocated to municipal departments. Continue Discussion on Use of Free Cash Reserves Mr. Valente presented policy issues for consideration and asked for a consensus Summit decision regarding the use of Free Cash: • $500,000 for the OPEB Reserve Fund • $1,270,000 for Cash Capital • $200,000 for unanticipated FYI needs • $100,000 of Library Settlement for Facilities Department • $216,885 return to CPA (Bond premium) • $100,000 to increase the Snow/Ice budget • $958,115 for unidentified needs • $3,780,000 to support the FY12 operating budget Mr. Valente reminded the group that the Town could likely see a reduction in State Aid. Of the $958,000 set aside for unidentified needs, there is about $425 - $450,000 in play which could be used for additional capital, flow back to free cash, or used for programmatic needs. The general consensus of the group was to continue to work with these policy issues. Continue Discussion— School Capital Projects Dr. Ash, Superintendent of Schools, presented the proposed changes to the Bridge and Bowman Elementary Schools. The 2010 annual Town Meeting approved funding in support of the - 3 - December 21, 2010 Summit 3 December 21, 2010 renovation projects and a sub - committee was formed to work with the architects on design documents. While the master plan base scope or 0 -10 year priority matrix addresses the deferred maintenance issues at both schools, the sub - committee identified additional recommendations to improve utilization of the building over the next 20 years. Estimated costs for the original 10 year project total approximately $14,000,000 and for the expanded 20 year project, approximately $20,000,000. The School Committee voted to support the expanded project. Dr. Ash also presented a timeline for the Bowman, Bridge and Estabrook projects. If Dr. Ash hears in February or March 2011 that the Massachusetts School Building Authority approves the emergency SOI for the Estabrook School, there would need to be an appropriation at the Annual Town Meeting for the design and engineering process. Work on the Bridge and Bowman Schools would be done during the summer of the 2012 2013 school year and Estabrook would be right after. The School Committee gave the Estabrook project a higher priority than the High School. Proposed Warrant Article Notice of Reconsideration Procedure Mr. Kanter and Mr. Weiss presented a warrant article on Amending the Code of Lexington regarding Reconsideration and Reopening and a motion on Amending the Code of Lexington regarding Reconsideration and Reopening. Ms. Brown, Town Moderator, was very pleased with what was being brought forward. Upon motion duly made and seconded, it was voted 5 -0 to put this article in the warrant as a Selectmen sponsored article, pending review by Town Counsel. Establish Date for Summit 4 The next Summit will be scheduled for Wednesday, January 19, 2011 at 7:30 p.m. Documents Presented 1. Town of Lexington Financial Summit 3 - FY2012 Revenue Allocation 2. Lexington Public Schools Presentation on the Proposed Renovations to the Bridge and Bowman Elementary Schools 3. Lexington Public Schools Bowman/Bridge Renovation Project 4. Proposed Timeline for Bowman, Bridge, and Estabrook Projects 5. Talking Paper on Amending the Code of Lexington Reconsideration& Reopening Upon motion duly made and seconded, it was voted to adjourn at 10:20 p.m. A true record; Attest: Diana B. Chabot, Assistant to the Executive Clerk - 4 - December 21, 2010 Exhibits Budget Collaboration-Financial Summit III December 21, 2010 1. Agenda posted by Carl Valente, Town Manager 2. FY2012 Revenue Allocation Model 3. Town of Lexington-Financial Summit 3, Presentation Materials, FY2012 Revenue Allocation Model, December 21, 2010 4. Lexington Public Schools, Bowman/Bridge Renovation Project, Presentation Materials, December 21, 2010 5. Proposed Timeline for Bowman, Bridge, and Estabrook Projects, December 21, 2010 6. Lexington Public Schools, School Committee Meeting, Presentation on the Proposed Renovations to the Bridge and Bowman Elementary Schools,November 30, 2010 7. Talking Paper on Amending the Code of Lexington—Reconsideration and Reopening, prepared by David Kanter and Eph Weiss, December 16, 2010 - 5 -