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Home My WebLink About2021-06-28 SB Packet - Released SELECT BOARD MEETING Monday, June 28, 2021 Conducted by Remote Participation* 7:00 P M AGENDA PUBLIC COMMENTS Public comments are allowed for up to 10 minutes at the beginning of each meeting. Each speaker is limited to 2 minutes for comment. Members of the Board will neither comment nor respond, other than to ask questions of clarification. Speakers are encouraged to notify the Select Board's Office at 78]-698- 4580 if they wish to speak during public comment to assist the Chair m managing meeting tunes. TOWN MANAGER REPORT CONSENT AGENDA 1. Select Board Committee Appointment& Reappomtments 2. Water and S ewer C ommitments 3. Vote to Name Town Manager as Administrator for Resales - 5 Chestnut Lane ITEMS FOR INDiVIDUAL CONSIDERATION 1. Approve Amendment to the Regional Housing Services Office Agreement 7:lOpm 2. Review and Approve Amendment to Community Choice Aggregation 7:15pm 3. Award Sale of Bond Anticipation Notes 725pm 4. Review Request for Keno - Waxy O'Connor's, 94 Hartwell Avenue 7:30pm 5. Noise Advisory Committee Presentation-Proposed Updated Motion for a Town 7:40pm Meeting Article to Reduce Noise from Landcaping Equipment 6. Review Request far Mt. Independence Local Historic District 7:SSpm 7. Review Request for Visitors Center Short-Term Parking& Turnaround Pilot 8:15pm Program 8. Discuss Memorial Bench Request at Center Track& Bench Acceptance Policy 8:25pm 9. Approve Extension Request for Commercial Use of Town Property Post-COV1D 8:35pm 10. Discuss Select Board Report for FiscalYear 2021 Annual Town Report 8:45pm 11. Discuss Future Select Board Meetings 8:SOpm • Select Board Meeting Schedule • Future Goal Setting Sessions • In-Person/Remote/Hybrid Options 12. Vote Remote Work Policy for Select Board Office Staff 9:OSpm SELECT BOARD MEMBER CONCERNS AND LIAISON REPORTS ADJOURN 1. Anticipated Adjounnllent 920pm '�An Act Extending Certain COVTD-]9 Measures : https://www.mass.gov/service-details/updated- guidanc�on-ho ldmg-meetings-pursuant-to-the-act-extendnig-c ertain-covid-l9-measures Mernbers of the public can view the meeting webinar fro�n their computer or tablet by clicking on the following link at the time of the meeting: https://zoom.us/j/96251149067?pwd=VmNZUFBKNGRacHRueE1jWERrWE 1mZz09 iPhone one-tap: +13126266799„94316917181# or+19294362866„94316917181# Telephone:+13126266799„9625ll49067# or+19294362866„96251149067# Webinar ID: 962 5114 9067 Passcode: 367375 The next regularly scheduled meeting of the Select Board will be held on Monday, July 12, 2021 at 7:OOpm. The location of this meeting is TBA. Hearivrg Assistahce Devices Available on Request � All ager�da time and the order of items are app�vximate arrd �� ,�,�, .s�bj��t ro�hangP. Reaorded by LezMedia AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Select Board Committee Appointment & Reappointments ITEM PRESENTER NUMBER: Jill Hai, Select Board Chair C.1 SUMMARY: Community Preservation Committee R ea�o int�nents: The two-year term for the following Community Preservation Committee Members expires on June 30, 2021. The Committee has requested that the three members be reappointed for a two-year term ending on June 30, 2023. State Conflict of Interest Law Online Training is up-to-date. . David Horton • Jeanne Krieger . Joseph Pato Executive Clerk Rea�ointment: The Select Board is being asked to reappoint Kim Katzenback as Executive C1erk to the Select Boai•d, whose one-year term is endulg on June 30, 2021. State Conflict of Interest Law Online Training is up-to-date. Interim Keeper of the Lockup Rea�ointment: The Select Board is being asked to reappoint Interim Police Chief Michael McLean as Interim Keeper of the Lockup, whose one-year term is ending on June 30, 2021. State Conflict of Interest Law Online Training is up- to-date. Minuteman Advisory Group for Interlocal Coordination(MAGIC) Rea�pointment: The Select Board is being asked to reappoint Jill Hai to MAGIC, whose one-year term is ending on June 30, 2021. State Conflict of Interest Law Online Training is up-to-date. Town Celebrations Committee Rea�pointments: The tluee-year term for the following Town Celebrations Committee members expire on June 30, 2021. The Committee has requested that all five members be reappointed for a three-year term ending on June 30, 2024. State Conflict of Interest Law Online Traming is up-to-date. . William"Glen" Bassett . S tephen "S teve" C o le, Jr. • Cerise Jalelian • Julie Ann Miller • S andra P odgorsl�i Town Celebrafions Subcommittee Rea�ointments: The majority of the members of the Town Celebrations Subcommittee members wish to be reappointed for another term set to expire on June 30, 2022. Wei Ding and John Wu do not wish to be reappointed at this tnne. The following members, who wish to be reappointed with up-to-date State Conflict of Interest Law Online Training, have a one-year term ending on June 30, 2021: • Yifang Gong • S amita Mandelia • Rita P andey • Susan Stering • S amuel Zales SUGGESTED MOTION: To reappoint David Horton, Jeanne Krieger, and Joseph Pato to the Community Preservation Committee for a two-year term ending on June 30, 2023. To reappoint Kim Katzenback as Executive Clerk to the Select Board for a one-year tenn ending on June 30, 2022. To reappoint Interim Police Chief Michael McLean as Interim Keeper of the Locicup for a one-year term ending on June 30, 2022. To reappoint Jill Hai to the Minuteman Advisory Group for Interlocal Coordination(MAGIC)for a one-year term ending on June 30, 2022. To reappoint William"Glen" Bassett, Stephen"Steve" Cole, Jr., Cerise Jalelian, Julie Ann Miller, and Sandra Podgorski to the Town Celebrations Committee for a three-year term ending on June 30, 2024. To reappoint Yifang Gong, Samita Mandelia, Rita Pandey, Susan Stering, and Samuel Za1es to the Town Celebrations Subcommittee for a one-year term ending on June 30, 2022. Move to approve the consent. FOLLOW UP: Select Board Office DATE AND APPROXIMATE TIME ON AGENDA: 6/28/2021 ATTACHMENTS: Description Type ❑ ➢��pte,l�ll➢ V'��'Q"� �"�'�'�aallrc�,n�uti�dtc,G;Qt�;��r�7�ruc�ttt�:,ntbwa Q:3°Wxa;llt��^Mldaba,uizal � � Z Z � � o = o � 'o 'o � o � �'o Q Q _ � � � c � � s � a`�i c c c c a�i c .O a ,o ,o ,o ,o ,o .O a � ,o ,o ,o ,o � ,o � � Q Q Q Q Q Q � 0 Q Q Q Q p Q � � Q Q Q Q Q 4 � � Q Q Q Q � Q a � � � � � a � � � � � v v a� v v v v o v v a� a� o v 0� oc oc oc � � oC � � � oc oc � � � � � � � N N N N N N N '�' N N N N N '�' N N N N N N N � O O O O O = O O O O O O O a,�i � N N N N N i�,a � N N N N N N N o�, a � � � � � � a a � � � � � � � � � � � � � � � � 'i 0 = o 0 0 0 o s 'i � = o 0 0 0 0 0 0 vi ° °4 � �n ° �. 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U � v1 H � � c!1 �C N � cn AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Water and Sewer Commitments ITEM PRESENTER NUMBER: Jill Hai, Select Board Chair C.2 SUMMARY: Water& Sewer Commitment Cycle 9 Apri12021 $ 230,952.32 Water& Sewer Commitment May Finals 2021 $ 6,698.44 SUGGESTED MOTION: To approve the above Water& Sewer Commitments. Move to approve the consent. FOLLOW UP: Treasurer/Collector DATE AND APPROXIMATE TIME ON AGENDA: 6/28/2021 ATTACHMENTS: Description Type L� ��y��,��T��a��n a::��c7��r�, y��`iirr�.�4;1�V211 �_'ar�e:r Mla°vinrc� ��, CYCLE NINE:EiILLINGCCJMMI1MENi � DEPAFtTMENT OF PUBLIC WORKS '� �� TtJWN OF LEXI�J�TON � WATER AND SEWER E�JTERPRISE FUNDS CYCLE 9 BILLING FtSCAL YEAR 2021 Apr-21 . . , � r , WATER: $ 225,361.61 BEDF�RO FEE: $ 5,59Q.71 TQTAI.: $ 230,952.32 To the Collector of Revenue far the Town of Lexington: You are hereby authorized and required to levy and callect af the persans named in the list of waterJsewer charged herewith committed to you and each one af his/her respective portion herein set down to the sum total of such list. Said sum being: "�it�xc� Ccr,rr,��r��c�~t�ir'�ty l�r��.�czrr��r�rrze �cc�.�zc�r'�c��y t.c�>c� �3�/lC�() And pay the same into the treasury of the Town of Lexingtan and ta exercise the pawers canferred by law in regard thereta. �� SELECTBOARD June 28, 2021 � _"-----��--�—' � �� DIRECTOR OF PUBLIC WORKS Treasurer/CnllecYor,t�irectar of Puk�lic Works,Water/Sewer Billing Department of Public Works =N � Town of Lexington , �ns � ' Water and Sewer Enterprise Funds �� a� FISCAL YEAR 2021 t �.�� i e MAY 2021 WATER $ 4,714.85 $4,714.85 SEWER $ 1,983.59 $1,983.59 TOTAL: $6,698.44 $6,698.44 To the Collector of Revenue for the Town of Lexington: You are hereby authorized and required to levy and collect of the persons named in the list of water�sewer charges herewith committed to you and each one of his/her respective portion herein set down of the sum total of such list. Said sum being: Six thousancfsix huncfredninety eight 44/100 And pay the same into the treasury of the Town of Lexington and to exercise the powers conferred by law in regard thereto. � -� � `�`�-I _ :, DIRECTO� OF PUBLIC WORKS SELECT BOARD June 28, 2021 Treasurer�Collector, Director of Public Works, Water�Sewer Billing AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Vote to Name Town Manager as Administrator for Resales - 5 Chestnut Lane ITEM PRESENTER: NUMBER: Jill Hai, Select Board Chair C3 SUMMARY: This was discussed at the last meeting as an aclditional properry(in addition to Muzzey Condos) owned by Le�ab that requires an Administrator be appointed. The Administratar oversees the verifications to monitor and enforce the rest�-ictions contained in the Deed when properties are sold. SUGGESTED MOTION: To appoint the Tow-n Manager as the Administrator for resales at 5 Chesmut Lane. Move to approve the consent. FOLLOW UP: DATE AND APPROXIMATE TIME ON AGENDA: 6/28/2021 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Approve Amendment to the Regional Housing Services Office Agreement ITEM PRESENTER: NUMBER: Jim Malloy, Town Manager I.1 SUMMARY: This is the annual amendment to the Regional Housing Services Agreement to set the fees and hours assigned to each of the member communities. SUGGESTED MOTION: Move to authorize the Town Manager to execute the amendment to the agreement between the Town of Lexington and the Regional Housing Services Office for FY22. FOLLOW UP: DATE AND APPROXIMATE TIME ON AGENDA: 6/28/2021 7:lOpm ATTACHMENTS: Description Type L� lf�'I7�E➢V�;��MI 4 f�rn��roraiu�irwii��t �a�lk��IVll�ua:P•c�f AMENDMENT The agreement entered into by and between the Towns of Acton, Bedford, Concord, Lexington, Lincoln, Maynard, Sudbury, Wayland and Weston (collectively the "Municipalities"), dated October 1, 2020, effective October 1, 2020 (the "Agreement") to share services of a Regional Housing Services Office provided by the Town of Concord(the "Agreement"), which is incorporated herein by reference, is hereby amended, effective July 1, 2021, as described below. WHEREAS, the Town of Concord agrees to provide the services described in the Agreement, and NOW, • Exhibit B. Fee Structure. This E�iibit is deleted and replaced in its entirety with the Membership Fee Schedule Chart for FY22, attached hereto as Exhibit B. • [SIGNATURE PAGES FOLLOW EXHIBIT B] Exhibit B Membership Fee Schedule Chart for FY22 The participating municipalities will proportionally share the total cost of operating the Regional Housing Services Office. The proportional share is determined based on the percentage of hours planned to support each municipality for core services as represented in the fee schedule. This fee structure does not include payment for additional supplemental services which will be proposed and invoiced outside of this agreement or payment for additional hours in excess of the allotted hours. FY22 Membership Fee Schedule Hours % of hrs Pro rata $ Acton 426 11% $33,976 Bedford 413 10% $32,939 Concord 660 17% $52,638 Lexington 400 10% $31,902 Lincoln 263 7% $20,976 Maynard 150 4% $11,964 Sudbury 939 24% $74,889 Wayland 155 4% $12,362 Weston 528 13% $42,1ll Total 3,934 100% $313,757 Hereon duly authorized and executed as a sealed instrument, TOWN OF ACTON By its Town Manager Date: , 2021 Hereon duly authorized and executed as a sealed instrument, TOWN OF BEDFORD By its Town Manager Date: , 2021 Hereon duly authorized and executed as a sealed instrument, TOWN OF CONCORD By its Town Manager Date: , 2021 Hereon duly authorized and executed as a sealed instrument, TOWN OF LEXINGTON By its Town Manager Date: , 2021 Hereon duly authorized and executed as a sealed instrument, TOWN OF LINCOLN By its Town Administratar Date: , 2021 Hereon duly authorized and executed as a sealed instrument, TOWN OF MAYNARD By its Town Administratar Date: , 2021 Hereon duly authorized and executed as a sealed instrument, TOWN OF SUDBURY By its Town Manager Date: , 2021 Hereon duly authorized and executed as a sealed instrument, TOWN OF WAYLAND By its Town Administratar Date: , 2021 Hereon duly authorized and executed as a sealed instrument, TOWN OF WESTON By its Town Manager Date: , 2021 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Review and Approve Amendment to Community Choice Aggregation ITEM PRESENTER: NUMBER: Stella Carr, Sustainability Directar I.2 SUMMARY: Attached please find a inemo from Stella Carr, Sustainabiliry Director regarding the potential of amending the Community Choice Aggregation Agreement to provide additional options for sustainable electric service for lower income residents. SUGGESTED MOTION: No formal motion is required at this tnne as additional work will need to be undertaken and then a fmalized amendment to the Community Aggregation Agreement will need to come back to the Board. To best utilize staff time, a consensus of the Board whether to move forward on this proposal is all that is needed at this time. FOLLOW UP: DATE AND APPROXIMATE TIME ON AGENDA: 6/28/2021 7:15pm ATTACHMENTS: Description Type L� �I�S�Be�Q�cfl I`✓�Iti;�tms virz�ii�mm�uu,h2u{�rn�ll�o0ib��in•e�i�sru �a�•:Ik��a Ml��ta:n•c�f L� 11'�4��4•urt�K�u¢SYn ➢�;xi��i�;ucnn�<k,rmurmu��b�tiy G'��src a II"��a��an�nl 1F�a2;V,�u�s IWV��ta°.u�i�ul Date: June 22na, 2021 To: Jim Malloy, Town Manager From: Stella Carr, Sustainability Director Cc: Kelly Axtell RE: Community Choice Aggregation Plan Amendments This memorandum, provides an overview of the Community Choice Aggregation plan amendment process and amendment options for the Select Board to consider. The process: To amend our CCA plan with the state Department of Public Utilities (DPU) the Town must: • Decide whether it wants to amend the aggregation plan to do either a) or b) or both: a) Add the fee (in DPU speak, an "operational adder ") b) Authorize the town to provide low income community solar through the aggregation • I draft an amendment to the aggregation plan • The town holds a public hearing on the amended plan, and gives citizens an opportunity to comment on it. The public hearing can be in connection with a public meeting for some other purpose (e.g., a select board meeting or even a sustainability committee meeting). • We�ile the amended plan with the Department of Public Utilities for their review and approval. This can take a long time, 6 months or more. Further detail about each option: a) Add the fee (in DPU speak, an "operational adder ") a. The typical adder amount is $0.001 (1 tenth of a cent)per kilowatt-hour. For Lexington, that amount would generate about $120,000 per year. For an average residential customer, it would cost about$0.80 cents per month. b. The town could charge less than the $0.001 cents if it wanted to. And, you could ask for authority to charge more. In any case we would need to present a specific plan for how you would use the money. i. Ways in which you could spend the money include but are not limited to: l. l00% opt up campaign for CCA-banners- lawn signs- door hangers (Newtown did a big campaign) 2. an educational program- "the differences between the town aggregation and competitive suppliers" 3. town green fair- education- videos 4. education: intern/part-time staff 5. Hire All In Energy for community work: mission to help people of lower income and minorities participate in state energy efficiency and renewable energy programs b) Authorize the town to provide low income community solar through the aggregation Date: June 22na, 2021 To: Jim Malloy, Town Manager From: Stella Carr, Sustainability Director Cc: Kelly Axtell RE: Community Choice Aggregation Plan Amendments a. This would enable the town to provide electricity bill credits to low-income customers through the aggregation program. b. It would work as follows: i. The town would contract with the owner of a solar project. ii. The owner of the solar project would receive incentive payments through the state Solar Massachusetts Renewable Target(SMART) program iii. A portion of those incentive payments would be passed on to low- income residents in Lexington that participate in the town's aggregation program. The payments would talce the form of credits on the customer's Eversource bills. c. The size of the credits to customers will depend on the size of the solar project(s) that the town contracts with. We expect that the credits would be at least$10 per month and perhaps higher. d. *UPDATE* The DPU has said that they are going to decide whether aggregations can offer low income community solar in an existing proceeding --the one where they are reviewing the SMART program. Ultimately, the DPU will probably require aggregations that want to offer 1ow income community solar to amend their aggregation plans. But, it doesn't make sense to file an amended plan until after the DPU has issued its order in the SMART program proceeding. That order will tell us how we need to amend the plan. e. This means that the timing of the amending the plan for low income community solar(if the Board decides that they want to) is further out in the future than we had thought. Summary: There are different ways to approach this opportunity. If we are interested in the possibilities that each of these amendments offers in the future, if not the near term, it would be advantageous for us to begin the process and to request approval of the amendment. That way when the time is right to offer cominunity solar or to implement a fee and run programs for resident benefit, we will have the ability to do so. Date: June 22na, 2021 To: Jim Malloy, Town Manager From: Stella Carr, Sustainability Director Cc: Kelly Axtell RE: Cominunity Choice Aggregation Plan Amendments W U ._ O � U � � � N � O � N � � � � � N O � U � � � � � � � � .- X � � � � ��u 0 ca O � � o � � l.n � � � � � .V � •� � }, N s 4A v � v o � � s � °' `� � � � N . o � � � o � � � � � � aA o � � � � � � � � aA � � � � '� � s a � N � v Q � � � L U Q � V � 'O � 'i � '_ 'i � � � � � � � � c, � � = m v 4� � U Q V � a--+ 0 �N � �(j �� a-.i � � � � � m O � 4.� � � m � cn c� � }' V L � V � � � � > � �� a� a � a� ._ � � � � � � m a .� �� > � ° � � � a� + � w 'p � � � i .� � � � � � � � v � U � .� o � � v � � � � ° � " � � + .� a a,o � °� � N � x v .� .N � � (B .N. � J m � � � O � > o ,� � � — � o o�, � � a� 1 Illllllllllllllu�� v � � � � � � a� Q � � � � � � � � Cu0 O ca O QQ . a--+ a.., a--+ O Q � � Illlllllllll�uuu�� . � L c6 •— � � Q � � .0 � V '— � � U � � i � `� s �L O ca Lj � u��IIIV� _ � O H � � � +-+ �„�� O �--� � � � � O +-+ � � � � ��. � � � � ,��. .� i O ca � — O O � � � � � � ca = � Q � � � � � � O � � }' � O � � U 0� � N � O � t�0 � 4,0 � O ca � � v N — Q � O .� � = O � � N � � � Illl�lll�ui � � .> � � O � L O Q Q � N � a--i a--� Illllllllllluuuuuu � � � � fB Q � � � � L �� Q� � Q� a--+ � v � N � uuuuu � S �L •� � }' O }' � � C6 N � � C1A � � Q � � uu �U a--+ Q aA � O � � aA Illlllllll�uuu � � � f� � C6 �.. C6 f6 � as--+ � � '� � � � a� 'v � � � s N � � � � +_' v � O U � •— `� `n � � aJ O > O � +_' � .� � � � �� •— i � � � � � V c/') f6 .— � � O _ }, � � � � � f� (� +-+ � p � � a � � � � v o � � �� N � a.i � � � � � � � . � `� v s aA � � � � � � a� � a�o � � — � c� � o � v � +� � � cn � ° � Q O bA a--� p c6 Q � � N � O i � N s � a�o s � �� ca � �p Q � � � C�0 � , � }, s ca — +� � � '� •— � N — ca Illl�lll�ui � � � � � .� v +�-+ � � p � � .cn p v � � N Ca � � � � +�-+ � ~ � O — � — � . Illllllllllllluuuuuu� N � N � � fB � � � i � � � O O � � O � N C�p � � � � � � � � � Q � � � +, +, ca c6 N N � c6 ._ � � '� a� � s � � ca +� � c6 � �� a--� � � +� o L u — _ � `~ }' O — �ca � N ca a--� ._ L dJ Q � � � Q � N � � � � Illlll�iuu�� uu — H O Q (J') � � � • • • � � � � � � � O }' � p O � � � � � � � O aA � � � � � O N � � � � � '� c6 � � � � � � � j .� � V � � � O O � � � U � Q � � � O � � tZ0 � � � � � � � � � W � 1 � c6 � � � � � � � O � O � � � � � � Q � � � N � � � � � � � V U C6 � � � � � �.., C6 � � � ,cn � � � � � � � }' O � O � U � a-�-+ � C6 � � _ C6 Q � 0 — 4J � � � Q � � � U Q .� � O � � O � - � � Ca � � � � � aA � � � � o a� o �> � � � Q }' Q O � v � Q � O � t�p N ca � � c6 oC � `� � � • • • AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Award Sale of Bond Anticipation Notes PRESENTER: ITEM NUMBER: Carolyn Kosnoff,Assistant Town Manager for F inanc e L 3 SUMMARY: On Wednesday, June 23, 2021, the Town sold $4,303,439 of Bond Anticipation Notes, which will come due on February 11, 2022. The notes were issued to fund inultiple municipal projects some which were under construction this spring and others that will be under const�-uction this summer and fal1, including the new Hill Street sidewalk, other sidewalk repairs, Center Streetscape, water and sewer construction projects and purchases of DPW equipment. A full list ofpurposes and dollar amounts is attached. Bids are ranked on a calculation of net interest cost(NIC), which takes into consideration the amount of the issue, coupon rate and offering premium. Six bids were submitted for the notes with NIC's rangmg from a high of.6090% to a low of.2189%. The low bid will be awarded to Piper Sandler& Co., whose NIC of .2189% included a premium of$27,240.77. SUGGESTED MOTION: T move: to approve the sale of$4,303,439 1.25 percent General Obligation Bond Anticipation Notes of the Town dated June 30, 2021 and payable February 11, 2022(the"Notes")to Piper Sandler& Co., at par and accrued interest, plus a premium of$27,240.77. And further: that in connection with the marketing and sale of the Notes, the preparation and distribution of a Notice of Sale and Preliminary Official Statement dated June 16, 2021, as revised June 22, 2021 and a fmal Official Statement dated June 23, 2021, each in such form as may be approved by the Town Treasurer, be and hereby are ratified, confirmed, approved and adopted. And further: that any certificates or documents relating to the Notes (collectively, the "Documents"), may be executed in several counterparts, each of which shall be regarded as an original and all of which shall constitute one and the same document; delivery of an executed counterpart of a signature page to a Document by electronic mail in a".pdf'file or by other elect�onic transmission shall be as effective as delivery of a manually executed counterpart signature page to such Document; and electronic signatures on any of the Documents shall be deemed original signatules for the purposes of the Documents and all matters relating thereto, having the same legal effect as original signatures. And further: that the Town Treasurer and the Select Board be, and hereby are, authorized to execute and deliver a significant events disclosure undertal�ing in compliance with SEC Rule 15c2-12 in such form as may be approved by bond counsel to the Town, which undertakings shall be incorporated by reference in the Notes, as applicable, for the benetit of the holders of the Notes �rom time to time. And further: that we authorize and direct the Town Treasurer to establish post issuance federal tax compliance procedures and continuing disclosure procedures in such forms as the Town Treasurer and bond counsel deem sufficient, or if such procedures are currently in place, to review and update said procedures, in order to�nonitor and maintain the tax-exempt status of the Notes and to comply with relevant securities laws. And further: that each member of the Select Board, the Town Clerk and the Town Treasurer be and hereby are, authorized to take any and all such actions, and execute and deliver such certificates, receipts or other documents as may be determined by them, or any of them, to be necessary or convenient to carry into effect the provisions of the foregoing votes. FOLLOW UP: The sale of the notes will close on Wednesday, June 30. Select Board and Town staff to sign closing docuinents. DATE AND APPROXIMATE TIME ON AGENDA: 6/28/2021 725pm ATTACHMENTS: Description Type ❑ :��uu9a .".:�,Juzf i�oF�N$iaVc,Ift�°��ulli:s> V��a�;�.iu�r fV�da�abniEal ❑ ��iGnia:,LwS,'1..417( ��ld,T°d V°uiu�rcn:re�r, ��;dc�u�Mlaana:nr�a1 o� v rn rn v N C •�a d—y a} � rn rn M M a v v � ri c� 3 M M ¢� Q V V � EA Ef3 � C � q, N N � � � U � L N N (�,$ O O � � d � M M � � Ef} EA � O f� 1� o � � � � � 2 fp � O O � Q jp? N N N o � r� r � a a � � 0 0 0 0 0 o N 0 V rnn000�o U 00 N O W�6� Z �M V ln O i� N N N M V CO N O O O O O O d C lfJ V�N I�oJ � r 1�O)ln f�O Z N N c0 c0 N O � i oD V CD l�O�O� � G7 � I��M V �O � Z C Ef-}6�4�V3�� Q � � N O O O�M � N �In ln ln I�M L N w N I� I�I��N � M i N N N N O � N y O(D(D(D N V � (O C M��N c0 � M M M M M N M Efl fA EA V-T EA I�c06�0�74') I�I� �QJ�N � O O �fi O CD OJ � N V N r CD M � I�M M O�O i �64 fR64�EH a d o = Z a a; o 0 0 0 0 0 u� 000�o O O� N LL) Ln ll')N O .@ V �� Q .v � • rn rn rn rn v rn +�w+, Q � vvvvvv �y S]. M M M M f�M Iw O O O O�O y/ O L M M M M�M � m �6�-?�� a V o (��/j� m N o o m y� �O O O O M N Z O w a N N N N Z 0 M O O� 2 (a N M M r [ � � � � � C � ID iD 1D N � C C C � � _ }Oi M �� O N M i •�( m Q) � � ci aTi J a o � o s � U �Q U w � � " 'a pp �S t6�S a� Z 0 ui m d c N = � a� w a� �'U U a�Y � � R 0 � } C f6 ��J O.E m � � N 3 � o r� a O (� � U N �L Z' ~ � -O � '6 � 0 (� � � �� C 3 -O �-U O d ..�. � N T �+C � Uf� �Y Q C � � H in000' oom� a��moci ¢ _ � `I n E � °E .»�» w�� .».».n �� 493 Q.� , "� c 's.. a 4Jv° �d � � omol ;;;;;;;;;;;;;;;;; a� �� '�a m; �� --%� �� .%�� M�� , , , , , , , , , , , , , , , , , o a��I � Z A o �� J W y m a �,«��«,��«�«�«�«.��,�� 000a0000000000000 0 � �I � - a a a � U _ _ _ _ _ _ _ _ _ � Z 3: � a' «,«, �,�,�,«, d,d, �,�,�, "' a' �E — wx�wYLL Q � � � � �� «� z' � UUU UUU o� Z m m m ry E j� �\�� N� �` a a a a y� �D�D tO�o O t9 V V y� E �_ 3 � E v E �p .� �T �O�p m N N E� { y U 3� c R - ��L y � o�y E �o��m C �U E�� aU- '° p �� m E° 'o s m o s�a C � m 3°��£3�N�d c E � _ Um —oE"n 'tn¢�"=E> � `a c m—" n 3��o_o_o _z J •�• _ n;UoinoEm��Z�EU�wE �� O u PS o"m 'a m�rc"='m N�N w�c_� a C •'II��d w� ln.cEm�� _Em_ c o �°Y'_oc 3m°iEo�°'"��`�h_ ¢od — °LL F y000m om a'�a"33a'cii">msw�� AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Review Request for Keno - Wa� O'Connor's, 94 Hartwell Avenue ITEM PRESENTER NUMBER: Board Discussion I.4 SUMMARY: Massachusetts Lottery Coinmission notified the Select Board, via certified mail, that the Lottery Commission received an application from Waxy's Irish Restaurant, 94 Hartwell Avenue, for a full Keno License. While the Select Board does not approve the applications, within 21 days of receipt of the MA Lottery Commission notification, municipality has the right to submit an objection to the MA Lottery Commission. To object to a full Keno License at 94 Hartwell Ave, a written response from the Select Board must be received by the MA Lottery no later than July 6, 202L If an objection is not received by the July 6, 2021, the MA Lottery Commission would proceed in moving forward in their application approval process. The Board is being asked to discuss and determine if they wish to submit an objection. SUGGESTED MOTION: Move to (object)to a full Keno License for A Waxy's Irish Restaurant, 94 Hartwell Avenue and to authorize the Select Board Chair to sign the letter to be sent to the Massachusetts Lottery Commission stating the Board's objection. FOLLOW UP: Select Board Office DATE AND APPROXIMATE TIME ON AGENDA: 6/28/2021 7:30pm ATTACHMENTS: Description Type 1�!T�1.�?��.�5 I�l� V.cr�:t„n�gr Pe�t,bir�iic�,as9 n��n��bd��3 n G,g,�n��irru�+,Il;.�mer Fa�sp,dnc��biit,in ❑ ` ll�r�d,��uC>M(��4a;ui4at V1�sr.xy"�; ❑ IKc,uuarlf�a;e,cuia;s,��u�acr�y �a�°:�til`aiil�ruu�� THEL��R'Y l�2assachuset�s ►�t�.te �ottery �;ammis�ian L7GI30RAlt B.GCJI.�I)I3rldG MIC'FtA1.�L R.S"WI:;L�9LaY Trec7si�rer ara�l Rcrc'civcxr Gc>r:eral Fxc�c�utive Z)irect�rr 7une 8, 2oz1 RECEIVED J��'� �.�, ��1 Lexington Baard af Selectmen SELECT BOARD 1625 Massachusetts Avenue Lexington,MA 02420 Dear Sir/Madam: In accordance with Massachusetts General Laws, chapter 10, section 27A, (as amended on 5/20/96), you are hereby notified that an application for a KENO license has been received by the Massachusetts State Lattery Cammission, (MSLC)fram: WAXYS IRI5H RESTAURANT 94 HARTWELL AVENUE LE�TNGTON, MA If the city/town objects to the issuance af the KENO license, it must claim its right to a Hearing befare the MSLC within twenty-ane (21) days af receipt of this notice. In accardance with section 27A(b),the objectian of the city/town must be"as a result of an of�cial action"taken by said city or town regarding the KENO applicant. In order ta be fair and apply the same criteria ta all cities, tawns, and applicants, the MSLC defines an"official action"ta be one in which the applicant appeared, or was given the oppartunity ta appear, befare the licensing authority to discuss the issue at the lacal level in an apen hearing ar meeting prior ta the Hearing at the MSLC. Please address yaur written objectian to, Gregary Polin, General Counsel, Legal Departrnent, Massachusetts State Lattery Cammission, 150 Mt. Vernan St.,Darchester, MA 02125 Very truly yaurs, MSLC Licensing Department USPS Certified Article Nurnber: 7001 2510 0004 1227 5403 WAXYS IRISH RESTAURANT � Su�r�artin,g the 351 Cities and 7"owns of Massachusetts I50 Mount Vemon Street•I�orchest�r•Massachusetts•02125•Tel:781-849-SSSS•Fa.r:781-$49-5547•%7Y:7k�1-849-567�.wr�nv.masslattery.com 6��r�� I[:)�lilb��tu�u�.s �u� IK�r�� I....u��s�.s S�lectrr��n`s M�etin�— �Jo�i�rrr�b�r �, 201..� Elks Request for Keno Screens/Liquor License Compliance The Massachusetts State Lottery informed the Board that the Lexington EII<s has requested permission to install Keno screens in their establishment at 959 Waltham Street. Mr. Gaudet, Ms. Edwards and Mr. Reyes, representing the Elks, stated that the Elks is a non-profit charitable organization and the screens would be for members only.They currently sell Keno tickets, but members have requested the screens. Ms. Ciccolo supports the request since it is for members only. Mr. Pato agrees because they are currently selling the tickets and only asking for the screens. Mr. Kelley is against any type of gambling; he feels it sends the wrong message and he would like the Board to take a position. Upon motion duly made and seconded, it was voted 3-2 (Mr. Pato and Ms. Ciccolo opposed)to send a letter in opposition to the EII<s request for Keno screens. S�lectrr�s�n"s M��tin�—.Septemb�r 1..?, �"11..6 I<eno Application for Alexandria's, 335 Woburn Street Ms. Barry said the Board has been contacted by the Massachusetts Lottery Commission to comment on a Keno monitor application submitted by Alexandria's Convenience Store.This monitor would be an addition to Alexandria's Keno-to-Go license.The Board must respond within 21 days of receipt of the letter dated August 30, 2016, stamped as received by the Selectmen's office on September 6, 2016. Mr. Cohen said his inclination is to continue the Selectmen's pattern/practice of denying this type of application. Mr. Pato noted that the Board had approved a similar application from a private organization,the difference being the lack of public access. He added that there is one licensed, publically accessed location in Lexington that was granted permission some time ago. Even so, he expressed discomfort with an additional request. Mr. Cohen said that the single licensed location received approval before the law as it is now. Mr. I<elley agreed with his colleagues, saying he disapproved of anything that encouraged gambling. On motion duly made and seconded,the Board of Selectmen voted 5-0-to not support the Keno monitor application for Alexandria's Convenience Store and to authorize the Chair to send a letter to the Massachusetts Lottery Commission stating the Board's position. Sel��tm�n's M��tin� - �ec�mf��r 1..7p 2�}�.� Elks Request for Keno Screens Hector Reyes and Roger Daugherty, members of the Lexington chapter of the Benevolent and Protective Order of Elks, asked the Selectmen to support and not file an objection to the installation of a display board/screen to facilitate existing Keno betting. Proceeds from Keno go to charitable causes.A previous request for a display board was made several years ago but denied by the Board of Selectmen at that time.The Lexington Elks have a full lottery license. Mr. Lucente asked why the previous request was turned down. Mr. Pato recalled the sentiments at the time that were that Keno was a betting activity that the Board did not want to expand. Mr. Pato said, in his opinion,the Elks is a members-only establishment and the addition of a screen does not unduly expand gambling. He does not oppose the current request. Mr. Daugherty clarified that guests of inembers would be allowed to participate in I<eno, and that guests can also now purchase any lottery item the Elks carry. Ms. Ciccolo, Ms. Hai, Ms. Barry, and Mr. Lucente supported the request because of limited, non-public access. Mr. Pato noted there is one other Keno location in Lexington that has a grandfathered license to sell to the public at large. Upon motion duly made and seconded,the Board of Selectmen voted 5-0 to support and not file an objection the Lexington Elks' request to install Keno screens at 959 Waltham Street. SFII...EC..I..MF�J"S MFFTIIN� ......Wcdn�sda�� I�I�r�h 27r ?f��9 I<eno-to-Go Wicked Convenience 195 Massachusetts Avenue Ms. Barry resumed the role of Chair.The Board has been asked by the Massachusetts Lottery Commission to comment if to any objection it might have to the application of Wicked Convenience, 195 Mass Ave to sell KENOto-Go. I<ENO screens are not a part of this program. It was noted that no other establishment in Lexington has KENO-to-Go, although several others have either KENO screen licenses and/or KENO scratch tickets. Upon motion duly made and seconded,the Board voted 5-0 not to object to Wicked Convenience, 195 Mass Avenue, selling KENO-to-Go and to authorize the Chair to send a letter to the Massachusetts Lottery Commission stating the Board's position. ��us�uu�� C��c:� �...i��r�s�s uu� Il...�xi�u��c�� All Lottery A�ents (masslotterv.com) ALEXANDRIAS 335 WOBURN ST LEXINGTON 781-862-7528 KenoToGo CUMBERLAND#6735 324 MARRETT RD LEXINGTON 781-862-0812 KenoToGo ENERGY NORTH#2118 690 MARRETT ST LEXINGTON 781-861-2909 KenoToGo ENERGY NORTH#2134 277 BEDFORD ST LEXINGTON 781-861-8857 KenoToGo FIVE FORKS SUNOCO 286 LINCOLN ST LEXINGTON 781-861-8650 KenoToGo LEXINGTON SHELL#71 915 WALTHAM ST LEXINGTON 781-862-0204 KenoToGo MASS CONVENIENCE 93 MASS AVE LEXINGTON 781-862-0883 Keno PETROMART 396 WALTHAM ST LEXINGTON 217-390-3460 KenoToGo STOP&SHOP#491 36 BEDFORD STREET LEXINGTON 781-861-0457 KenoToGo VINEBROOK BOTTLE 131 MASS AVE LEXINGTON 781-861-1776 KenoToGo AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Noise Advisory Committee Presentation- Proposed Updated Motion for a Town Meeting Article to Reduce Noise from Landcaping Equipment PRESENTER: ITEM NUMBER: Dan Koretz, Chair of Noise Advisory Coinmittee LS SUMMARY: At the 2021 Annual Town Meeting(ATM), Article 28 -Reducing Noise From Landscaping Equipment was indefinitely postponed (IP'd). Dan Koretz, Chair of the Noise Advisory Cominittee, will provide the Board an update on the Committee's work since the ATM on the article and to present their proposal to bring an updated article to a future Town Meetmg. SUGGESTED MOTION: FOLLOW UP: DATE AND APPROXIMATE TIME ON AGENDA: 6/28/2021 7:40pm ATTACHMENTS: Description Type L� ➢n;x�uu�*tc�g�n PV��us€A�fle u4,a�a�y �na�mtuc�a°.1�r4��cuqbGr�Ilc��n �*rG�,r,��n 7�p�s� ❑ ��larul<imbp.r,If9ia�ui I[.zudb�tl�c°<ap�udd�;If��vxtic;ad 1'daruu;c^ViyVa�u� V�a�;��urr I`m�fda�Q°ui4�( ❑ .�iunia°,7Q41 n 1'da,aG,das Icncr�i�a,ai.�re,uv dan�avuua nc;vnsn�rnis Ilirx2;Vi�u�s fV�anna;niEn( � � � � ^ , � W � � •� � � � •� � � � W � � � � � V � � � � — U � � � � � � � ap� � � O � �� o ,� � o c� � � � m . � +� � a� °cv° Q � � � � � � � � � �n O ca � �O � N o Z � � �' � � a � � O � °� � � a� � O � �X � � � J � � s � ,��d � U O � � v U � i � � N � N > � � � '_ •� c6 .cn N � L > can� N � .� vi � � U Q O C O � +� V .c_�n M � � O �' � � OO � � ��., a�i �, °J °� � v � �' .� � Q � •X � � � o � � �� .� �' ° Q � � � Q � a--� c� � m � � � � v�i � N 4�A � .4A L � V �O 'Q a� � � c�v � z � � N v — M V f6 V � �-+ W N � � � N . � � � �' �—' — N � � � .� � � � .O � — 0 � � _ +-+ �, � � � � � a� o � � o � �n � �' 00 a� o � � '� � �� ' � � � — � �, o N ° � � � °' � °' o � � � � � a� � 0 0 � v .o X � � L Q p a� +� � � � X � � L O cn cn � W N �I O � � � +-� � .� (7 • • W .�j � • • ��, �I'f � � � � Q � U (�j as--+ � O �� ca �n N � � � � o � � � � � N � � = a� a� � � U � � .� � � C6 L � � � N u � � � Q � � � � � � � � � � � � � � � `� � � ' � � � p � N � �, � � � — O �, '� O � o � � °' � � a� � � o o � o _ U � � � � c�n � O .� � >, �> Q �p i a.�., (� � � � ca � N � c� '— v C�p > N � O � � � +-' N +-+ � � p � � U N `� �. � N v � � � � O � — ca `� O '� � � � � � � � � � �--� 1��i0 � N � � r-I � � � � � � � N � � O � � � � � � � � � _ � Q Q O � p p � '� '� � � � � 00 � � 0 � � � � � v � � � � � � V — _ — � � Q .� � .� � N O cn Z w � w 2 � � . . . . . . w.;. � � � C6 O � � ca � � — +� � � � � � Q � � O � � � L •- � � o N � � o o � O o � �' � � N — �' �O o0 � C�A � � ��i0 � � t�A L � O � � � � � N � � .� � � � � a o � � +� � � `� � � � � Q N LL � � � �� O � � � •� � � � � � � � � U � � � _ Q � .� p � � � � v � i � � � � t1A � � � � � (/� � � ca O � '� � � � � � i Q � � � � � � � '� � � +� +-+ p � � � +, +J }, c� .� 0 = � � � _ � Q � � � � � O O � � � � � Q Q � � � � � O � � c�i� c�n � i � � N N � � � � U U � O � � � � Q � . . . . i..r R L O L� W � � i � � O � ?� � — o .� — � �V � � v � � v � � o � � v 3 � 0 0 � � � � � � � � � � � �"� � i � � � � � - i � � � � � � a ._ 3 �, � � � � � V � � N � � �p O � V � � � � � � � � a� cv '� a--' � •- +� 4p � � � +� � � � O � m .� � � � � c�6 � � • 00 Q O = i � � � � •— � � � � •� � � � � O a � O � � 0 � Q� � — � � � � i � � +-+ � � — � � � � � O � � i — +� � N N � 0 � .� .N � ,N °� � Q � � � z - . . � . . a a . . �.x� �� L � � O � � O � � � � � a � _ � o � � � o o vi a�i o � � � . . � �,; ._ o0 � � � � i O � � 'p � � � O s � O � � O � i O � � � � � � - `A 1 � • • � �. s � � c� � � _ � •i � O � � � � _ � a� a� O a� � � � � � � � p . . � . 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L c/� a1 a1 O� v� 00 01 � � � � � � O O O o o O O � � �o 00 �n � �n �n �n +, � o 0 0 0 0 0 0 +� o, o 0 0 0 0 0 0 '— � ri o0 00 � ri ri ai � L 4� � o � v _ � � � � � � O � � O � p � c6 � — � � � � � V � t�o � Q � � � � � � Z � � o o � o 0 � O � � � X X z m c� J z J J � � � � a--+ � 0 N � f� � � •� � � �' � � � � � .� � � � � � � � � U � � � �N � � � O � � U L }� � O •� � � O � ca � O � � � -cN- .� N � � O � � � � o � O � � � , � � � � � o Vf ;o �, -v�. � � :. a� � � � � � � ° � o � � v � � v' N O � � � . . � � � � � � O — � � _ � � � i.i cn Q � � � ■ ■ ■ �C � m . • MOTION: That Chapter 80 of the Code of the Town of Lexington, Noise Control, be amended as follows, and further that non-substantive changes to the numbering of this bylaw be permitted in order that it be in compliance with the numbering format of the Code of the Town of Lexington: 1. Add the following definitions to § 80-3: DOMESTIC LANDSCAPE MAINTENANCE EQUIPMENT Gas- or electrio-powered lawn mowers, hedge trimmers, weed whackers and other equipment used in landscaping or lawn care,including electric leaf blowers, but not including gas-powered leaf blowers,provided the domestic mechanical equipment is not used for commercial purposes. COMMERCIAL LANDSCAPE MAINTENANCE EQUIPMENT Gas- or electric-powered lawn mowers, hedge trimmers, weed whackers and other equipment used in landscaping or lawn care,including electric leaf blowers,but not including gas-powered leaf blowers,used by an individual or entity on the property of another for compensation. 2. Replace § 80-4.H with the following: 1. Domestic Landscape Maintenance Equipment used in the Town of Lexington shall have a noise level of 78 dBA or less at a distance of 50 feet from its use as certified by the equipment's manufacturer. 2. The following categories of equipment are exempted from the noise limit in(1): leaf loaders for trucks, slice seeders, core aerators, plate compactors, tractors, foggers, mason cutters, chain saws, and chippers. 3. The outdoor use of Domestic Landscape Maintenance Equipment shall be limited to the following hours: i. Monday—Fi-iday: 7:00 AM to 8:00 PM ii. Saturdays, Sundays, and Legal Holidays: 9:00 AM to 5:00 PM 3. Add the following § 8-4.I: 1. Commercial Laildscape Maintenance Equipment used in the Town of Lexington shall have a noise level of 78 dBA or less at a distance of 50 feet from its use as certified by the equipment's manufacturer. 2. The following categories of equipment are exempted froin the noise limit in(1): leaf loaders for trucks, slice seeders, core aerators, plate compactors, tractors, foggers, mason cutters, chain saws, and chippers. 3. The outdoor use of Commeicial Maintenance Landscape Equipment shall be liinited to the following hours: i. Monday—Friday: 7:00 AM to 6:00 PM ii. Saturdays, Sundays, legal holidays: 9:00 AM to 5:00 PM 4. Adding the following § 80-4.J, "Gas-powered leaf blowers": 1. Any gas-powered leaf blower used in the Town of Lexington shall have a noise level of 78 dBA or lower at a distance of 50 feet from its use as certified by the equipment's manufacturer. 2. Effective May 22, 2022i, the following additional rules sha11 apply to the use of all gas-powered leaf blowers in the Town of Lexington: a. The use of gas-powered leaf blowers is restricted to the periods of March 15 to May 22 and September 15 to December 30. b. The use of domestic and commercial gas-powered leaf blowers shall be limited to the following hours: i. Monday—Friday: 7:00 AM to 6:00 PM ii. Saturdays, Sundays, and Legal Holidays: 9:00 AM to 5:00 PM c. The use of gas-powered leaf blowers by the Town ar Town contractors on Town Property shall be limited to the following dates and hours: i. March 15 —May 31: 7:00 AM to 7:00 PM ii. September 15 —December 30: 7:00 AM to 5:00 PM 5. Amend § 80-7.B as fo]]ows, where�1�text is to be removed and underlined text is to be added: Any person who violates any provision of this by-law,—or who is the owner of propertv on which such violation occurs � , shall be fined an amount not to exceed$50�for the first violation, $100 for the second violation, and $200 for the third and each subsequent violation. , i This assumes enactinent by a 2021 Fall Special Town Meeting.If the proposal is enacted by the 2022 Annual Town Meeting,the effective date would be December 30,2022. 2 Fines issued hereunder shall be issued in accordance with Chapter 1, § 1-6 of the General By- Laws. The imposition of a penalty for any violation shall not excuse the violation or permit it to continue. Each day that such violation continues shall be considered a separate offense. 3 Dear landscapers, In response to feedbacic provided by landscapers, the Noise Advisory Committee voted to make major changes to its earlier proposal to regulate landscape maintenance equipment. I'm writing to let you lcnow what we voted to recommend. This proposals is only a recommendation to the Select Board and Town Meeting. Town Meeting can accept, change, or reject the proposal. In response to recommendations from landscapers, the Noise Advisory Committee added additional hours to provide more total work time and flexibility in response to bad weather. All of our proposed changes other than the first below increase hours. 1. We tabled until a later date the proposal to phase out gas-powered leaf blowers (GLBs). We will revisit this after the longer comment period ends at the end of August. 2. We increased weekday hours by 10 hours,recommending that the use of powered equipment be allowed from 7:00 AM to 6:00 PM. The previous proposal was for 8:00 AM to 5:00 PM. 3. We deleted the proposed prohibition on using commercial landscape maintenance equipment on Sundays and legal holidays. The revised proposal would allow the use of powered equipment, including GLBs, 7 days a week. 4. We added 6 weeks to the proposed period for using GLBs for fall cleanup. The new proposal recommends September 15 to December 31. 5. We added 3 weeks to the period for using GLBs for spring cleanup. The new proposal recommends March 15 to May 22. These recommendations are somewhat more lenient than the restrictions Town Meeting imposed on construction work last year. Noise from construction work is prohibited after 5:00 PM on weekdays and entirely on Sundays and legal holidays. Newton, Cambridge, and Lincoln also do not permit the use of gas-powered blowers on Sundays. On behalf of the committee, I want to thank you for taking the time during a very busy time of the year to give us conerete suggestions about how we could make the proposal fairer and more realistic. Best, Dan Koretz, Chair AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Review Request for Mt. Independence Local Historic District PRESENTER: ITEM Anne Eccles, Chair of Historic NUMBER: Districts Commission; Robert Westervelt; Wendall Kalsow L6 SUMMARY: The Select Board received a request for the creation of a new historic district in Lexington, Mt. Independence Historic District. The Board is being asked to hear this request and discuss appointing the Historic Districts Commission to study and determine whether historic district status for the area is worth pursuing. The Lexington Historic Districts Commission (HDC) will provide an overview of the HDCs process for said request. Subsequently Mr. Wendall Kalsow will provide a brief background of Mt. Independence. SUGGESTED MOTION: Move to appoint the Lexington Historic District Commission, in accordance with Massachusetts General Laws Chapter 40C section 3 & 4, to investigate the desirability of establishing an historic district in the Mt. Independence area of Lexington, and report on the historical and architectural significance of the buildings, structures or sites to be included in the proposed historic district, such report to be submitted to the Select Board, the Plarinirig Board and the Massachusetts Historical Coirnliission for their respective consideration and recommendations. 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Hai, Chair Tawn af Lexington Select Baard Tawz� (�ffice Liuildin� 1b25 Mass�chusetc5 Avenue Lexin�Con, MA 02420 The Massachusetts Histarical Cammission has developed guidelines for the establishment af Local Historic Districts in arder ta help Massachusetts towns prevent"... needless destructinn of their treasured historic resaurces."which otherwise are".,,nat very well protected and thraugh demolitians and insensitive alterations can easily disappear. " As stated in Massachusetts General Law, Chapter 40C, the purpose of establishing a Histaric District is ta: •preserve and pratect the distinctive characteristics af buildings and places significant in the histary af the Cammonwealth and its cities and towns; • maintain and improve the settings af thase buildings and p]aces; In this regard, impacted residents request that the Select Board appoint the Histarical District Commissian to be the Local Histaric District Study Committee per pravisions af Chapter 40C. The Study Cammittee 's appointed task ta determine the apprapriateness af a new Local Histaric District in Lexington, designated as The Maunt Independence Historic District. The centerpieces of this praposed district include the property at 12 Summit Rd.,which features a Flarentine villa designed for Herrnann Dudley Murphy, a renowned American Tmpressianist Painter wha exhibited the world aver-and grounds terraced and landscaped by Frederick Law Olmsted Jr as well as the Ripley House at 52 Fallen Road and Bridle Path as recommended by the Massachusetts Histarical Cornmission in their May 11, 2Q21 letter ta the Lexington Historical Carnmissian . (Attached) Please also find attached narrative outlining preliminary research into properties contained in the proposed Mount Independence Histaric District, Please alsa nate the attached plan shawing the propased Local Historic District Boundaries at the conclusion af the illustration pages. We are bringing this request ta you at this time with a genuine sense of urgency because the Town faces the imminent lass af this most histaric praperty at 12 Summit when the detnolitian delay imposed by the Historical �ornmission expires on February 17, 2022, ar if the developer follows through with his plan ta dernolish parts of the villa and the Olrnsted landscaped graunds ta make room for a 10-unit townhouse complex which he proposed ta the Planning Board in an informal hearing on April 2$, 2021. We thank you for your cansideration. � 1�\ Robert VI.Westervelt S2 Follen Road Lexingtan, Massachusetts 02421 westervelt@seas.harvard.edu Encl. � k Maunt Independence Histaric Home to Lexington Visionaries Introductian It sometimes happens that a particular locale seems to attract uniquely creative individuals. Such is the case with Lexington's Maunt Independence. Whether due to the sweeping views af hills in the distance, the bucolic peacefulness created by the old grawth trees, or some ather, intangible, contribution, Mount Independence has been, fram its very first docurnented histary, such a place . Home to the Observatory and town gathering place created by the civic leader of a nascent East Village , a lively artists colany of exceedingly important nineteenth and twentieth century American artists and their friends, eaxly conservationists and groundbreaking scientific minds , Mount Tndependence has a very special place in Le�ngton's history. The fallowing serves as an introduction to some of these individuals, their homes and the remarkable legacy that has been given to our town. 12 Summit Road In a town blessed with richly preserved histary, 12 Summit Road has an unusual double importance. Both the Flarentine mansion and the very land it was built on are significant parts of Lexington's story, The house was the vision af the renowned Arr�erican Impressionist painter who commissianed its building for a romantically sited home for himself and his new bride, also an artist. The land is what historians describe as the first town wide open conservation land. First the site itself. Eli Robbins was a second generation Lexingtonian. His father, Stephen Rabbins was the child of Scottish immigrants and was born in Lexington in 1758 and grew up to be a significant force in what was then a key industry for Le�r.ington, the fur trade. "A man of fine features ...(wearing)... a long straight-bodied caat, ruffled shirt, knee breeches, and a low crawned braad-brimmed hat, with his hair in a queue, and he carried a lang staff..:' Stephen's charity ta the less fortunate Mount Independence Historic Home to Lexington Visionaries was well established , distributing free fuel to the needy from his rich peat fields and frequent dispersals af prized staples such as sugar and salt park from his own larder. He was a civic minded man as well, donating the land upon which Follen Church stands. Eli, wha was born in Lexingtan in 1786 and raised in this atmosphere of kindness and social responsibility, continued his father's tradition of largesse. Ralph Waldo Emerson referred to him as, "a man of genuine public spirit and profuse liberality:' Concerned that there wasn't a place for discussian and debate far important social issues of the day, he turned over the second floor of his property, the "Stone Building", for this use. Before Follen Church was built, bath Follen and Emerson preached here. He understood that to create communitty it was critical ta have a space for open discaurse. Eli, his wife and daughters became leading abolitionists in town where many prominent families had previously awned slaves. Among them: Rev.John Hancock, Captain William Reed, Benjamin Muzzey, Francis Bowman,Esq., Lt. Robert Harrington, Matthew Bridge, William Munrae, Deacon Samuel Stone, Daniel Tidd, Deacon Joseph Estabrook, Ebenezer Fisk (sic), Samuel Lock (sic). Eli also understoad, well ahead of his time, that public outdoor space was a key cornponent of community health. As Bradford Smith said, he"put his heart into all new enterprises for the benefit of the [village]" 12 Summit Road was the site of a spectacular three story observatory that Eli Robbins erected in 1835. Described in the 2009 Town of Lexingtan Open Space Plan as "perhaps the earliest effart to create an `open space' after the Comman was purchased", the observatary was built in three stories around a towering flagstaff flying the American flag. He built two drives , one the existing raad Bridle Path, then called Mountain Road, and a gravel walkway, an eighth of a mile long, surrounded by stane walls, covered with a trellis of Isabella grapevines. This was so that townsfalk could easily reach it fram its perch on Follen Hill (then called Mt. Independence, some historians conjecturing in honor of the visit fram the Marquis de Lafayette in 1824). The observatary quickly became a key component in social cohesiveness for Mount Independence Historic Home to Lexington Visionaries the growing East Village Community. The observatory had amazing views in all directions, including directly into Boston Harbor.Julia Robbins, Eli's daughter, noted in her diary that she watched the reflection of the moon in the harbor's water. It was a frequent townsfolk destination on Sundays and holidays, mast especially the annual Fourth of July extravaganza. It was nat unusual on any fine weekend day to see a line of horses and carriages winding their way up to the summit. A large tent accommodated Fourth of July festivities and contemparary resident, Albert Bryant, recalls dancing spanning three consecutive nights. A fundraiser far the completion af Follen Church in August of 1839 had The Brigade Band gaily playing on the second level of the abservatory. The spectacular flagpole was almost certainly the cause of the marvelous structure's demise as lightening struck and buxned the observatory. The insurance company refused to reinsure and by then Robbin's persanal finances had taken a disastrous turn in The Financial Panic of 1837, making rebuilding impassible. Nevertheless, he left behind a community brought tagether and enriched through his contribution to it. The beautiful hame at 12 Summit, was built in 1919. Hermann Duclley Murphy , an American Impressionist painter who had studied and lived abroad, connmissioned the home to be designed by Ha,rold Hathaway for Murphy and his wife, watercolorist Nelly Littlehale Umbstaetter. While vacationing in Italy, the cauple fell in love with a home in Florence. Murphy chase to adhere closely to true Florentine style, including the exquisite gardens designed by Frederick Law Olmsted Jr., the outlines of which still exist today. Nelly Littlehale Murphy was an avid gardener and both artists delighted in creating sti111ife paintings with their garden flowers. The grounds are described in The Lexington Historical Commissian's Cultural Resource Survey as "perhaps the finest example of early twentieth century landscape architecture in Lexingtan:' Hermann and Nelly Murphy selected the premier landscape architect of their day, Frederick Law Olmsted Jr., who augmented his landscaping with architectural Mount Independence Historic Home to Lexington �sionaries elements by famed Norwegian sculptar Johan Selmer-Larsen and the like. The site was designed ta delight in its immediate surroundings and long views. The National Park Service site describes Olmsted thusly: " Training in landscape architecture for F`rederick Law Olmsted,Jr. began in his youth.Wifh the Olmsted office in the family hame, diverse prajects were near at hand, and his father ensured that he had productive experiences thaf would serve him well as a landscape architect, the career his father intended for him.Even before his 1894 Harvard graduation, "Rick"traveled to the World's Columbian Exhibitian in Chicago and to the Biltmore Esfate in North Carolina and was engaged in design and construction.With the onset af his father`s illness in 1895, Rick became more active in the firm assuming the role of partner in 1897.With John Charles, he helped to establish the American Society of Landscape Architecfs in 1899 and served as its president for two terms.He also helped develop the country's first degree program for landscape architecture at Harvard University. Following his father's design philosophy, he had an abiding concern that cifies be comprehensively planned to pravide for healthy living and working conditions and scenic recreational oppartunities.His national reputation was established with his early work for the Mc11?i11an Com.rrtissian in Washington, DC fo return the nation's capital to its intended beauty.He continued this urban planning work with reports on numerous cities across the country, including Pittsburgh, Pennsylvania;New Haven, Connecticut;and Boulder, Colorado. He was a passianate advocate for the preservation af natural areas throughout the country and wrote the key language of the 1916 Organic�Ict that established the National Park Service. ln 1928 he helped establish the first state park sysfem in California.Toward fhe end of his life, Rick continued in the forefront of the conservation movement as an active member of the Sierra Club and the California Save- The-Redwoads-League..�t grove in Redwoods National Park now bears his name.He would say it was his father who instilled in him the idea that it was his mission "to protect and perpetuate whatever of beauty and inspiratianal value[isJ inherent in that landscape." The unique property was the site of many garden parties and distinguished guests were entertained an the premises, following a precedent set by the Robbins family inviting Ulysses S. Grant (wha was said to thoroughly enjoy watching parades from Mount Independence Historic Home to Lexington Visianaries this glorious vantage point! ) At the site af the abservatory are remnants of stone walls and shaped paving stones, A gouache of Murphy's, was auctioned to a private collectian and appears to shaw the home's arcade. Aschitect Hathaway may have been selected ta execute the artist's vision far the home itself due ta his e�ertise in building with stucco e�eriors (another example of Hathaway's work can be found in The Fred C. Garmon House in Belmont MA.) The house has several Florentine grace notes. Its lovely arcade features carved capitals, raundels and columns and a sunny carner loggia provides a1 fresco seating, conveniently located next to the undergraund wine cellar. As, previous owner Nilma Handa explained in a 200?Bostan Magazine feature article about the house, the rooms were designed far use according to how the sun rnoves around the home. The first, and for many years the only house in Lexington ta have the official designation of"mansian," it contained many exceptional features including an artist studio, interior basketball court, Venetian swimrning pool, and cypress wood Arts& Craft style detailing. Together the evocatively romantic villa and the exquisite grounds, artfully blending man created terraces and jardiniere with naturally rugged cliffs, and woods, manicured lawn with grape covered trellises , set off by a long view that had originally inspired Eli Robbins , cambine to create setting described by Robert C. Vose as "...as perfect an "Arcadia" as humans could desire" The property and house at 12 Summit Road have a unique and irreplaceable position in Le�ngton's history thanks to the vision of twa of its owners, Eli Robbins and Hermann Dudley Murphy. Mount independence Historic Home #o Lexing#on Visionaries The Mount Independence Artists Colony Like the previous owner of the property at 12 Summit , Eli Robbins, Hermann Dudley Murphy was, along with his wife Nelly, exceedingly generous to those around him. Having created with the help of his friend Frederick Law Olmsted Jr. a hame and setting that was so special, they sought to share it. And share it they did. The beautiful grounds and trellised loggia , the indoor Venetian pool and underground wine cellar all lent themselves to spirited gatherings of the community af artists in the famed Baston School of Painters. It was a tight knit community, many had trained together both the Schaal af The Museum of Fine Arts in Boston and Academie Julian in Paris (where Murphy roomed with fellow artist Henry Ossawa Tanner, later described thusly, " The most distinguished African-American artist of the nineteenth century, Henry 4ssawa Tanner was also the first artist of his race to achieve international acclaim. " ) The shared educational experiences and passion for art created strong and lasting ties. But beyond the grounds, the mansian, the pool, the laggia, the wine cellar, the Murphys had a more precious resource to share, their studio. John Enser, barn in Ennis Texas, had made his way via Chicago and the Academy of Fine Arts and the Art Institute there ta Boston in 1929. He and Hermann soon found each other in Boston's vibrant art scene and Hermann was taken with the young man and his talent and drive. Hermann was a lifelong teacher and mentor, Nelly had an open and generous heast. They opened up their home and , more importantly perhaps, their studia to the struggling artist. The beautiful painting"Lexingtan Hills" hanging in Lexingtan's Cary Memorial Library appears to depict the delightful view from the back of 12 Summit. He lived and travelled with the Murphys for many years until falling in love with I7eirdre Cotter of Lexington, wha had been doing secretarial work for the Murphys, at Lexingtan's Sacred Heart Church on February 14, 1944. John's work was shown t The National Academy of Design, the Witte Museum in San .Antonio, and Boston's Vose Galleries.John was selected to be a WPAP (Public Works of Art Project) artist in the New Deal program and his work hangs , in addition to Mount Independence Historic Home to Lexington �sionaries Cary Library in Lexington, in Boston's U.S. Post Office, the Monadnock Banks and the City Hall of Brackton,MA. The Murphy were enthusiastic members and supparters of Boston's leading art associations and guilds. Additianally , Hermann was a gifted frame maker, inspired by Whistler, making exquisite hand carved frannes, and a lifelong teacher, so their circle af artist friends ran wide and deep. The gardens would have rung with spirited conversation amongst Hermann, Nelly,John and their artist friends. In their number , Ettore Cesar who was a Venetian artist discovered by Murphy in Italy in 1914 described as "an etcher, decorator and painter of the figure, landscape and marines:' , F. Halland Day a pioneer in art photagraphy, art publishing and the patran of a young Kahlil Gilbran whom.he unofficially adopted at age 14 ( a talented artist at a very early age, Gilbran is most famous today for his book"The Prophet"), and the incredibly accomplished Aiden Lassell Ripley who was particularly entranced by this dazzling world of art and ideas. 52 Follen Road In 1932 Aiden and his wife Doris Ripley purchased a partion af the Murphy's praperty to build a home far themselves . The house was paetically designed for the esteemed artist and his wife in F�rench Farmhouse style, the ground floor with one foot thick stone, waaden framing above . The interior originally had only one bedroom for Ripley and his wife , a kitchen, dining room, and a north facing , 20 faat high, light filled studio. With Enser the Murphys had shared their hame and studio. With Ripley they shared their exquisite Olrnsted gardens. The front door is actually at the back, the uphill side of the house and it opens to 12 Summit. The campound was now complete. Aiden Lassell Ripley was brought up in a home in Wakefield MA that was filled with music and art. His father was a member of The Boston Symphony Orchestra and Mount Independence Historic Home to Lexington �sionaries Aiden grew up to be an accomplished musician in his own right. But while he maintained a lifelong love of music, art was his true passion. Studying first with Philip Leslie Hale at The Fenway School of Illustration he continued his studies at the Bostan Museum of Fine Arts School. After a hiatus in his education to serve in World War I, he returned to The Museum School and in 1917 wan the Paige Traveling Fellowship which gave him the oppartunity in 1923-1925 to travel to and paint in Africa, Holland and France, where his young bride Doris joined him. Home again in Baston, Ripley was asked to maunt his first one man show. It was held at the Guild of Boston Artists in 1926 and apened to stunning reviews. A.J. Philpot of the Boston Glabe stated: "The flash fram abscurity to fame has come this past week to Aiden L. Ripley, a young Boston painter, has given an unusual thrill ta artists and connoisseurs of this city. In a week he was transformed from an art student to a painter of rank with the foremost af the day in watercolors and his works were purchased not only by connaisseurs but by some af the foremost artists in Bostan-the people who know:' One of the "people who know" was undoubtedly Hermann Dudley Murphy whose fingers were unerringly on the pulse of Boston's incredi.ble art scene and they became fast friends in an atmosphere of mutual admiration and respect Like his long ago predecessor on the property, Eli Robbins, Ripley was civic minded and served on Lexington's Planning Board and the Board of Appeals. Apprapriately , living next to the Bridle Path , the road ariginally built by Eli Robbins to appraach his Observatory , which we know is " perhaps the earliest effort to create an `open space' after the Common was purchased", Aiden Lassell Ripley , described as a"tall man, with large hands yet.., a delicate touch" was a passionate conservatianist as well. He brought this passion into his art and ultimately became most famous for his depictians of wildlife and outdoor sporting in addition to the many landscapes and portraits he had created.His mural "The Four Seasons" was installed in Cary Library in 197�. Later he joined Hermann D. Murphy in teaching at Harvard's School of Architecture . Mount Independence Historic Home to Lexington �sionaries Like his fellaw Artist Colony member,John Enser, Ripley alsa was asked ta create work under the WPAP and his wark is in The Smithsonian A.rt Collection. Between them, this colony af artists created an atmosphere of mutual support and excitement where their skills could grow and their art thrive. Callectively Hermann Dudley Murphy, Nelly Littlehale Murphy,John Enser and Aiden Lassell Ripley created hundreds and hundreds of pieces of art. Their work was displayed in museums and galleries and public buildings all aver the warld and remain in the permanent collections country wide. A partial list of where their work has been exhibited includes: the Boston Museum of Fine Arts, The Art Institute of Chicago, The National Academy of Design,The Albright.Art Gallery, The Smithsonian , The I7allas Museum of Fine Arts, The Cleveland Museum of Art, The St. Louis Art Museum,Fine Arts Museums of San Francisca, Stockton Museum of Arts, the New Britain Museum of American Art, Vose galleries of Boston, Kennedy Galleries (NYC),Cape Cad Museurn of Art, #he Witte Museum... and rnany, many others. They created a treasure trove and exalted as their reputations became, they still found time to give back to the town they all loved and called hame. A December 12, 1936 Boston Globe article refers to an e�cYtibition af all four artists together at the Le�.ngtan Arts and Crafts Center where these "... four distinguished Lexingtan artists who have wan wide reputatians in their field," shared generously their collective work with their fellow Lexingtonians. 22 Summit Rd Standing neXt door to the south of 12 Summit is a beautiful and imposing stane house set back from the street at a slight angle. The reason far this is both elegant and ramantic. The hause is perfectly aligned with the North Star. Mount Independence Historic Home to Lexington Visionaries F"rancis and Dorothy Chamberlain bought the land from Frank Pierce in 1921 to build their dream home. Francis Chamberlain was a management engineer by training and a navigator by passion hence his poetic decision to site the house as he did, in position in relation ta the stars. He developed an entire system of celestial navigatian and wrote a textboak an it. He additionally conducted a navigation school in Bastan which included more than 100 leading yachtsmen af Boston and Marblehead among its pupils. Like Ripley, Chamberlain was a staunch conservationist . He was a life member of the Appalachian Mountain Club. And like Robbins and Ripley and the artists of The Mount Independence.Artists Colany, he believed in giving back to his community. Chamberlain was a Selectman from 1928-1930 and a Tawn Meeting member fram 1931-1937. The historic thread continues to taday's owners Bill and Sheila Widnall. Bill is, like Chamberlain , a scientist and navigator and Sheila, also a scientist and in the graund breaking tradition of the neighborhoods , not anly the first woman to ever serve as a professor in the MIT School of Engineering, but also the first waman ever to lead a divisian of the United States military, becoming Secretary of the Air Farce in 1993 under President Clintan. 104 Follen Road Thexe was new energy in the air with the ending af World War II and the warld of architects and university schools of architectuxe were caught up in the excitement. Why not , they thought, reimagine absolutely everything we every knew abaut architecture?Lexington ultimately became a virtual hatbed of activity in mid- century modern architecture, but as always, in all movements, there have to be pioneers and given the Mount Independence traditian of creativity and pianeering Mount Independence Historic Home to Lexington Visionaries thinking , it is no surprise that one of the very first was built in this neighborhaad , at number 104 Follen Rd. Lexington's proximity and#ies to Harvard and MIT helped foster this explosion in new thinking. Up until this time US architecture schools had been firmly entrenched in the Beaux Art made but this was changing. Beginning in the 1930s and greatly accelerating in the 1940s, the principles of Modernism were increasingly embraced, "in bath aesthetics and pedagogy ". Some of the greatest minds in architecture were exploding with these new ideas and eager to build. In the same time frame as the land was being purchased for 6 Moon Hill, the first and most famaus of Lexington's enclaves of mid-century modern homes, or indeed any of the mid-century modern developments , 104 Follen was being built. Nestled into a rocky and waoded corner , a motif that would be echoed in 6 Moan Hill, 104 Follen boasted the hallrnarks of this exciting new way af thinking of architecture : A preference for simplicity of farm, projecting shelter of doorway, d.istinctive roofline, integrating nature in allowing a tree to grow within the conte�of the hause itself, and judicious use of calar . !04 Fallen Road is not only pioneering but a true classic af the genre. 2 Summit Raad Tucked back on a tree-lined drive 2 Summit Road sits with a vantage over both Summit and Follen Road. Built in 1925, the same year number 22 Summit was ultimately built on the land the Chamberlains bought a few years early, number 2 added another jewel to the Mount Independence crown. Rabert Jem.ison Van de Graaff, American physicist and inventor, made it his home when he was enticed from Princetan to MIT in 1931 , 3 years after building the first prototype af the now world famous Van de Graaff Generatar. The generatar was the first successful attempt to Mount Independence Historic Home to Lexington Visionaries harness the pawer of static electricity, the first model ".. used an ordinary tin can, a small motor, and a silk ribbon bought at a five-and-dime store:' Cammonly experienced in demonstratians in science museums to the delight of schoolchildren experiencing the thrill of"lightening bolts" inside large globes and hair standing on end, madern Van de Graaff generatozs, in tandem , can generate an astounding amount of power. 2S.S MV has been recorded in the Holifield Radioactive Ion Beam Facility in Oak Ridge National Labaratory. The current residents of 2 Summit Road report Van de Graaff"acolytes" from all over still make a pilgrimage to see a glimpse of this astonishingly creative thinker's home. 4 Summit Raad Sharing a dsive with number 2 Summit stands number 4, built in 1997 in a subdivision fram number 2 . The builder had sought to build two homes on the site but the town only allowed him to build one. The property abuts two very important historical sites, the remains of the Robbins Observatory and historic Bridle Path. Conclusion This neighborhood on Mt. Independence has a uniquely important place in Lexingtan's history, very much warthy of preservatian . The lovely peaceful surroundings belie the frenzy of creative, dedicated and groundbreaking activity that has taken place here... or perhaps it is that very peacefulness that made it all possible. Sources for Mount Independence Home to Lexingfon Visionaries Cultural Resource Survey Of Lexingtan Historical Society 12 Summit Rd Smithsonian Archives of American Art Town of Lexington Open Space Plan History of The Town of Lexington, Middlesex County, Massachusetts: Fram its First Settlement to 1868 by Charles Hudson (1913 Lexington Historical Society Lexingtan: From Liberty's Birthplace to Pragressive Suburb by Richard Kollen 2004 Lexingtan Minuteman August 7, 1915 Volume 2 from The Proceedings of The Lexington Historical Society Boston Magazine February 8, 2007 Cultural Resources Survey of Belmont MA/Massachusetts Historical Comrnission Arlington Historical Photograph Collection , Rabbins Library ,Arlington MA Frederick Law Olmsted National Historic Site lNational Parks Service website Library of Congress Manuscript Division The Salem News July 28, 2008 Mary Keenan, author af!n Haste, Julia (Julia Rabbins) Vose Galleries LLC website AskArt website White Paper#2 for The �exingtan Histarical Saciety Exhibit "Something Must be Dane: Bold Women of Lexington. Emily A Murphy PhD. Skinner Galleries website Zillow website Live Auctioneers website Sources for Mount Independence Home to Lexington Visionaries (Cont.) Lexingtan MA Historical Society Photo Archives Charles Follen, The East�Ilage and Abolitianists by Anne Grady and Walter Luetz Frederick l.aw Olmsted National Histaric Site Archives Boston Globe archives Winchester Historical Society Hisour website Cultural Resources Survey of Lexington MA/ Massachusetts Historical Commission Walfs Gallery website Smithsonian Archives of American Art Bellus Fine Art website Brittanica website Cary Library website Re�port of the 1933-1934 Works of Art Project(PWAP) MIT �Jews webslt� L�xi�gton,Tawn of website Mid-Century Hom�s �exington , M�ss�chusetts `''�, /l ,, �,a. � ��, � � ,�, , ; � ��`�� ,; , ,, ;�x�H � � �� ,;, (p„ �� °�" �'�u'� �-, � � � � � ipi� � ��r, � �i frr��,,; �ii!,, � 'd i� r� � �i;, i ,/ rt,' r '��6H �+/� �� s��; /�� 4 ,r r�Ai i � � �, .; �, jl� r, � '�� ✓��/ � i f r�' �r��J� '�� iir"�! � � ��"/b/�� f �,., ' � � , �,, ;;� � a ��, �"';,� , A.H. 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Nelly Littlehale Murphy (Douglas Valk, American Painter) ,� ,� ;,� ��w��; ;. �� .�l r � �PF � �� „� � �� ' �r �� ° ,��, � �t �' �� „� �� , � ,d� "��'� � ,�, F � ��'r �.I � I �rj � � el Hermann Dudley Murphy (Self Portrait) r � �t �; � ,� , ,�:'e�,,;„ � � � �=�� ,,�� / °� ,,;�!�;u� ;; ," if, ; Frederick Law Olmstead Jr. e� y� ��y y„x, ��'' '� ��, � �� ,:�� , �� r�;rt;;`� II'�I ��d1"�,;'�V, 5 ��; ��,s. t�N ; ��„ �� t,r,i r u yi�!� �{�� 4 �� U�� r �,�� 4�,°v;. �� µ�� I �� u;� �N�1!` ti 1 � ,q `.. � �� Johan Selmer-Larsen �,. �r,; ��' ,�,; p� /�. ��s �k' uA 1.4�� r tli� pu: � �:�, i i'�, �i � , ��i � i; �� 1;;,�� 4,. r r ;r;� `? ,+ V � 3 ` I �� d� � � �� d � ;,;; ,rr �' �� '� � I`°��a` �� + �?a�, ��' �,a� �`. .� u � � �� „ �� a ,. �. �_. . � e ,. ,� :� �: _ ,, � �` � , Cnrrespondence between chief draftsman W.R. 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It�t�c 19fl�°�t��°t�is l�net��s un�t��l�p�d��c�pt far�t.l��-xtar� ��ifi�r��t��• r��t Ivtt.Ind��euti�u��,t;cttt�ttut;t�ti�k��u�1$:3��b� �li Rt�bbi�.��u�c��s�ul F�st��t�,t�n fur pr��i;��r�n� c��c►�r�1 �1f�sxt�. Tii��ari�ur�l��rri��c r�r�d 1��i��te�tlti��u�tnii��t�ll�.tii�t��t.t��5-t�d��c�f tlt��re►��r�v� Ral�l�i�s;�l�e�t�id t�uc ci�i�ct��tc��t��i tiv�lks�rotunc�the�untnut� C?t'lerin�r i��s ua�1 dir��tiestx�. tt�r,b��r��tz�rs. ��a�a ppr,p�l�r el��ti��r fa�r 1��at r�side��ts�nd tr�s the�rs�ir�t��tr:�in�.��tan�`��e�ce n�r�p��i��hi� ��i�.��atc pre�p�rtt far putrii�usa and cnja�-mcrrt. Stna��b� li,r,htlu7�,tlt�t�aYr er�e��r�t r�k�uiit�nd tl�tar►ti r��n�i��n. r w r�itnatr�n tt�pz�e�e�t�ubwrli�n�a��th ir�to��n incr��st�3 in th�t�ce 1�3"''��ntu��,��l�d bathb�,`bu�i��r�,�sm�z��t� prr�f��sirat�ls�t°h�a corn�ni�ted�il� ta��st�n br r�i,l;�ci b� �mc�re prc►�pem»:��rerup dt s��or�l r�saden�.�,this � l�c�d r�rr��ir�d unb�ult upon�zitil tl�c�rl�;'2U�'��atur��, T��house th�t�t�rrm�nr7 Cludlc� Muur��}, N�aci built iu� 191G in�arparat�s th�sit.e oF thc abs�n�t�rr dn lvtt, tndep�nd��r��r�l�buts p�rt c�t'th��ri�e�rri��rn�d. T1�htrr��li�i�sc�p��-ath(7ln�st�d�rotl�r�-dcsi�ned,�ir��ns r��s��rft�t k��kdrerp f�r��tur�.i�s raf l�i�rph� :,tt�d hi5�wiC�.2��1t;�`l..i�tl,eh�tle Murp}r��,tt�1��r�5 be�d�€m a��irl,��ur�ner t�ud�t�ater��lcar a�ttist. ��ea�lirin�il�st.�lt tiC�pairuin�s oC Cla�t�ers. T��e��r�rit�t�an�, t��h�ar�sc�t 1�.S��7urit R.c�d is si,�nif��zu f�r i�.�;��p�i�ci�r�s�vith its t�ri�in�l�et�n�r. ��rm�rru��iuc�lc��irph�C1��'�-lr��}.�►��ipr�rti�t in th��s�t�n�chc�e�l st„r le r�f p€�ir�ti�rr��c��r°��i�� th�firSt 1'�1#'of th�;�0�'�c�trlun�. At t�e tin��af his d��th in 19di.H,�►udl�t°Mi�rpt�� t��s r�rrre rafth�k�c:�;t ktz�,��n �rfi�tw in th��Tcilt�l StKtt�s,c�ith}�inti�t��in m�tnt n��jc�r inslinctic�n�, l�s�ubj�ct m�tt.er i�lucic.�l�rlr�t�. sutM 1if�s,�:�rs��es�t�ei l�ic�sc�p�s�s�t�r��c�pe�i�t1� k��rvn fnr�is�lar€�l still ti�'c;�,�sut�j�t��i�h l��tr►b��ced in tl� 1�2os. �ortt in M�rlborou,�tr.M��husctts, H.pudlcy Mt�pl��-studi�rl�t tl��s�tt�al af't��t�n f�fu�u�tt a1 Fikt€f�rt��nd a�t tl��J►�i�tr��har,l in F'r�tt��and in 18�:�h��xhibitad p�rtr�its�t:t!�F�ri��,l�n. �c�. Fr�r�c�h��t�intrudu�ed tr►th�x�t�rk a�f J�r��es Abbatt M�N�ill VVkristl�r r�•t�a ix�t`lu�Y�;:�i hi:�r��c�xl�k�►t�i�7 ta�lit� �nd in�tt�bcli�v��that frrtam��c�p�intin�slt�ruld t��trma��in r�lqr�nd str�1�.Pvtur�;�-rer�turnt�te,the t��,S. ir► i��t7. In 1�C►� 1�ppen��Cr�:�t�e she�p.Cae�is�>Ra2a�ne. in'Wir�rh��ter�n�b�►n��t�z��.r��n�ri��a� �"r�tn7��cl�k�rr to�i�n�t�i t�,�t�ttis wo�t. �!� 1g07 l�e�t s'ts thc l�z�ttin,�fr�zt7e m��rnd"aet��r��in��st�in�f hi�►pri��d, i l�and-e�tc�t,��c1��nes t��"��:,�a aatd gcrlci 1��1' l�lurph�,°e,��s�d ma�n,�fr�rn�s durin�Wc�rt€�W:�r��nd rr r�;�tlt� �hi�f�f�mcru�tr�qe For tl��Tnit�+�St�tes�,tuppin��rrci d�the t�ar. N. i�udl�� 1�rit��h� pur�h�s�cl t�is la�ci in Septcrnber 1915#'t�m Fr�nk P�irr�:�xxul b�,��rn�e�x�t�c:t�an qf tti� hc��r��or�i��t��lre��ta�i�, i�Jr.�� 191�1�na�rri�d his s��a��r��t�ife,i��ll� �.i�tl��l��mbst��tt�r(l��i'�•l��l), Ncll;�`Mut�p�y w��ts�i��n arti��,spcci�in«�tt�x�alar�. Al��li��iu�ia�h�hr�u.�c in the l I:3ps�nd. 1�9:tC)� rv��e►t��r pt�it�t�r J�ahu�ns�r(1��E S��)r�•Itn��s t�arn in T��s�nd st�i�i��i pk�tint�n�an�hi��. ��rit°�� zn�astAn in i�2��.nci stn�k ctp��1�� fri�ndship n ith Murpt��. �t�ttl�ir��,��tae�t�nd liv�d tir�th th� ri�tt�rphr��C�r m�rc�than�et��e.�tlsa��arkin,�in th�Mi�r�kr,`hacn�s�udio. �r�r is b��t knc�rr h fe�r his l�nrl��p�s. �'�irtcid�nt��,.Murphr,`�1��tart�u�,ht a�t.h�r�r��t t�t��t�i�hber��►�ad,sellin�Aiden FtapX�t° l��t�i �c��1��st a�'t�►is pro�ny t�builcl�11r►nn�(�3 F�lle7�T�a�d,L�X,t031)��,oul 1 y32. �. �Jur�l��, 1`�ut�l�� r�s �l�c��d��o�d tca�tt�r a�ct t�u,�ht Car 3 5 t•e�rs�t HH�n��i's Sc:ha�l of,Arc;ltit�ttt�. �l�s�:��,d��►m�ttaiber c�t ��l�rt�a�has�tts Aet�"aYrurussion frerr� l�1�tn 1�-�3�nd��as«�fau7uii�n�e�j�e c�t`tlr�Ciuilc!��'�a�tan ,t�.�a�is. Mt�r�k�v c�,i�ti��]2 St�mtrut It,c�ti otr Apt�] lb, 19-1�. l)r�lcr c,r��i�n C',th�Fi�rc��7udley Murph� I-tc�us�brin��t��ttt�r ttr�rlesi,�,rt.5�f a 1��r-k�c►t��e,�t�rt ��it�et�nt�the nat�cf l�ndsca�p�ar�:~�iit�tur��i�irru nf Olmst�d�rotl7cr�. I'l�bri�in�l o�LLn�r e�f t�tc h��t�- �rtis�t ��rr��,rut C�r�cil�� urpti�,r��ttedl��a�ked th��x�hitect tp r�er��te th�lt�i��ill��h�r�l��h�d li�°�i in �'laz�nc:e. 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'Th€��ttu��►rmr�ndir�t��nd cncupl�m�nting tl�hc�us��v�re dc�i�;n�d b� the CJlrr►st�l�re�tl�ra:�r�d t��k��c�i r�4r►�i�i�r�d p�rh�ps th��in��t e.�:ampl�a�'�rl�t•�pn'eenturc I��nd.�c�tp��tut�ceur�ict C.e�in�tr�tt. i�.L,�'ttilli�fi�f th�C71�steci�r�tl�r�rv��s�r�ir4�a�ci surr��irr�tlrc i�nd in t°7�ccrber l�l�. ('t�iali��.>m�n�hillip:s(1��3�-1'��i) �t��tt c�n to pt��°�sen�ir�i r€�l�in tl�la��prn,�of�tprid�). A�ri�s c�t r�l�ir�irr�r��lls,n��t�t°c��`th�ni€�u�r°�c1, a��r�itrtr�du��t.tk�1v[trrpl��c p�p�rtm,ta pxat�id��le��t��t�tt�r��r(�i��r �i��c�#`th�h�iu��)�c�il tc7 I�u►d;�a�tl��l�i�tti paint�t�thc c�st mr�d t��st; 1"�it�tr�t.�i�i��I tl��pr�p�rtv��t�si��ted€�f h�rrtt�l It�li�� a�u��cn,��rcl�� 3�s�r��c�pl�nt�cl ror thc�+��lls��d pl�ns t��re.tn�ci�f�r a�it►��ar�l,��g�t��l��rl��t�d �ro�u�t�aur�. 'Th�c:i�n,�i�F�t1o��r��rrd�n�and surrau�rdit�l�nd�c�p�tt��re tt�i��pir�'�pn�nd�tur��'or �inti.n�s b� �:�t�cil�t�Ntut�ahte,his�r�.f'�.Trtell;t°I:.ittlelt�t�Pvt�r�ih;� �nd 1��-�irr��ter��n�h�sid�ntl�'�i�txl.T�shn ��n�r. [n 1i��t Fr�d�rick�.�a C�tn�st��,Jr, (1�37�-1I57)�xrd his 1�1f'brath�r,Jpt7n�h�ric�qlmst�ei(t�ii�2� i��:��h�d fe�rty��ei ttt��►an.n�rship oi tt�C.�tm�aed�3xochcxs��r F'e�„d�ricl�t�t�v C�lan�t�ci, Sr�'s r�tir�rrrrrrt, in 1�!'�th��nttt ttad�s�t��t�7 Autd r��s th�l��t l�rtci�i:�p�pr�tti��in th��.�.�i.,d��i�t�;i�pc,rtti�� [ti,�lt pro�il�pr�►,j��t�s�c:re,�th��on.ncn°��w�ll a�sm�ll�r r��id�n�i�l��n�mi�sic�rtia sui��s r��Murp�- �t�us�, � � �ut�i�a�l�;l�s�r�ple of tl��rtti`,�t�'��ntu�n•It�ti�n�1��stvl�in L��it�t�n t��ich�I�a�[l�.�t�t��les�r i d��Cc�'tsmat°�r�iri��l�n�rits clyat��ere�lso papul�r�t ca�,stru�tian,tl��M�up�y�fi�us�c�ispl�t s�h�r��:icr- ��`�,f�tuz�s it�:luciin�: ; • �stuc�acd e:��tari�r; « 4;lut�maf titi�iih�t�r2�n,��cs�and brn�k�eted cnrruc�; • A LT-shap�d pl�desi��ci to be rGmitu�c nt�f�F1crr��ritin��ill��r�it��thr�0.Std��.�11tC�IC,�C6111'tt�Jc�tC� Y inciudar��r��t�l�tmi�spir�d;��d��vith c�an�rl c�pit�l�; • Si�pl�d��bt��Xizr� 1I1 �sh tvind�`�s��ith tr�tn�ams;sam�a�r�E�d unit�; � 'I'��l�►��r�ist"S�lUdiC1��U�?l�S(�1�flpttlt�OCt1pt10�'lh��pW°lt'�1'd Ct'1t11�kit�h�t!t1`att�,l�1 thC StJt�th, « Si�t�p1��tut p�t►�lin�„�tat�tilic�,�d tl�c�,r�ti�e mr�nt�is��ath�ile i��rt�in first�1��ar li�iti,�s��:e �ispl�yin��'c�tt�ntt�in�lucn��; « C�ri�rr�lland.�c��d lcr��i�th��e��t�nd i�auc}�isc uf tl�c:her�ts��d�sunker►��rd�n ra�itlin�d Y�� st�r� � w��ll.�in ltt��"t�ant: « ��r►ts af�t��te tr�lls�nc��i��sta��s an ttre��t�aC 1'�'��,ab�rigtac!�. �.�,�rit�r til�:r�tia�s in�lud�th�r�placertt�nt of tttc a�t�n�l��y�d��v��nd t1�r�tnav�l�F tr�li��r►t�u��el e�n th� r�ar�(�ti�tibn� °�pr�pert� ori�ir�ll� c;net��7p�se�3:�n�st tiur��aeres��d currct�ttl�'ec�nt�� 1,'I�r►�r�s. A ��11`�'��I tI1�C1�YI.M1\i..'S�G'CIY[1Ct 4AX1L�lI��IIl1CJSt ilS,c`�)C):�t�t pr��°ia��l� �unt�in�d�d�t��;t�d�t�r�r��`�� ubclivicicd itar tt��ou�nictit�n t�f��,�haus�ttt�Summ�t Rc►�d it� 1'��i. ,------�-__-�-.--�a.�-----�--�_ .� __w_�µ�... _ �._____..��. _.,___„______,�_ ..v�,��_..,�___ � t7s�� i�i;if►t�� t� ' �___�,� .� ��` ��.',t��`r+ Q��Q� �� A�t�R�x��ti; � 4/'2 �►ai+�R�r�c�t�d: 5�/5i{21 �._ _. p ir�ian; f�c�ne�r Jqi�� r� _.._--- __. .. _..1��-�,. _ �__�_�Mfar�int'rarmatiaa 1V�ed�cl �: � L�se R�.r��r�fcrr Cu�m��ts The MHC concurs with the Lexington Historical Commissian that the Hermann Dudley Murphy House, 12 Summit Road,Lezington (MHC#LEX.S21),is eligible for listing in the National Register, but in our opinion it is eligible under National Register Criteria A,B, and C at the local level as a contributing property to a potential National Register historic district associated with artists Hermann Dudley Murphy, Nelly Littlehale Murphy, and Aiden Lassell Ripley. The patential district in question,a small artists'compound dating ta the period of high-end subur6an residential development in Lexington in the early 20th century,would include the Murphy hause at 12 Summit Raad,the Ripley house at 52 Follen Road (MHC #LEX.1051), the historic path/right af way in between these two properties, and historic landscape features of these properties, including thase understood to be associated with designs prepared by t6e Olmsted Brothers firm. MGL Chapter 40C Section 3: Establishment of historic districts; pre-requisites; enlargement or reduction of boundaries; amendment of creating ordinance; filing of maps Section 3. A city or town may, by ordinance or by-law adopted by two-thirds vote of the city council in a city or by a two-thirds vote of a town meeting in a town, establish historic districts subject to the following provisions:— Prior to the establishment of any historic district in a city or town an investigation and report on the historical and architectural significance of the buildings, structures or sites to be included in the proposed historic district or districts shall be made by an historic district study committee or by an historic district commission, as provided in this section and in section four, who shall transmit copies of the report to the planning board, if any, of the city or town, and to the Massachusetts historical commission for their respective consideration and recommendations. The buildings, structures or sites to be included in the proposed historic district may consist of one or more parcels or lots of land, or one or more buildings or structures on one or more parcels or lots of land. The Massachusetts historical commission may consult with the director of economic development, the director of housing and community development and the commissioner of environmental management with respect to such reports, and may make guidelines for such reports, and, after public hearing, establish rules as to their form and manner of transmission. Not less than sixty days after such transmittal the study committee shall hold a public hearing on the report after due notice given at least fourteen days prior to the date thereof, which shall include a written notice mailed postage prepaid, to the owners as they appear on the most recent real estate tax list of the board of assessors of all properties to be included in such district or districts. The committee shall submit a final report with its recommendations, a map of the proposed district or districts and a draft of a proposed ordinance or by-law, to the city council or town meeting. An historic district may be enlarged or reduced or an additional historic district in a city or town created in the manner provided for creation of the initial district, except that (a) in the case of the enlargement or reduction of an existing historic district the investigation, report and hearing shall be by the historic district commission having jurisdiction over such historic district instead of by a study committee; (b) in the case of creation of an additional historic district the investigation, report and hearing shall be by the historic district commission of the city or town, or by the historic district commissions acting jointly if there be more than one, instead of by a study committee unless the commission or commissions recommend otherwise; and (c) if the district is to be reduced written notice as above provided of the commission's hearing on the proposal shall be given to said owners of each property in the district. Any ordinance or by-law creating an historic district may, from time to time, be amended in any manner not inconsistent with the provisions of this chapter by a two-thirds vote of the city council in a city or by a two-thirds vote of a town meeting in a town, provided that the substance of such amendment has first been submitted to the historic district commission having jurisdiction over such district for its recommendation and its recommendation has been received or sixty days have elapsed without such recommendation. No ordinance or by-law creating an historic district, or changing the boundaries of an historic district, shall become effective until a map or maps setting forth the boundaries of the historic district, or the change in the boundaries thereof, has been filed with the city clerk or town clerk and has been recorded in the registry of deeds for the county or district in which the city or town is located, and the provisions of section thirteen A of chapter thirty-six shall not apply. Section 4: Study committees; commissions; establishment; membership; terms; vacancies; compensation; officers Section 4. An historic district study committee may be established in any city or town by vote of the city council or board of selectmen for the purpose of making an investigation of the desirability of establishing an historic district or districts therein. The study committee shall consist of not less than three nor more than seven members appointed in a city by the mayor, subject to confirmation by the city council, or in a town by the board of selectmen, including one member from two nominees submitted by the local historical society or, in the absence thereof, by the Society for the Preservation of New England Antiquities, one member from two nominees submitted by the chapter of the American Institute of Architects covering the area, and one member from two nominees of the board of realtors, if any, covering the area. If within thirty days after submission of a written request for nominees to any of the organizations herein named no such nominations have been made the appointing body may proceed to appoint the study committee without nominations by such organization. Whenever an historic district is established as provided in section three an historic district commission shall be established which shall consist of not less than three nor more than seven members. An historic district commission shall be appointed in a city by the mayor, subject to confirmation by the city council, or in a town by the board of selectmen, in the same manner as an historic district study committee unless (a)the report recommending its establishment recommends alternate or additional organizations to submit nominees for membership and states reasons why such alternate or additional organizations would be appropriate or more appropriate for the particular city or town, the Massachusetts historical commission does not recommend otherwise prior to the public hearing on the establishment of the district, and the ordinance or by-law so provides; or(b) there is an existing historic district commission in the city or town which the report recommends should administer the new district, and the ordinance or by-law so provides. Unless the report recommends otherwise on account of the small number of residents or individual property owners, and the ordinance or by-law so provides, the members of the historic district commission shall include one or more residents of or owners of property in an historic district to be administered by the commission. If within thirty days after submission of a written request for nominees to an organization entitled to submit nominations for membership on the commission no such nominations have been made the appointing body may proceed to make the appointment to the commission without nomination by such organization. The appointments to membership in the commission shall be so arranged that the term of at least one member will expire each year, and their successors shall be appointed in the same manner as the original appointment for terms of three years. Vacancies shall be filled in the same manner as the original appointment for the unexpired term. Ordinances or by-laws adopted hereunder may provide for the appointment of alternate members not exceeding in number the principal members who need not be from nominees of organizations entitled to nominate members. In case of the absence, inability to act or unwillingness to act because of self-interest on the part of a member of the commission, his place shall be taken by an alternate member designated by the chairman. Each member and alternate shall continue in office after the expiration of his term until his successor is duly appointed and qualified. All members shall serve without compensation. The commission shall elect annually a chairman and vice-chairman from its own number and a secretary from within or without its number. AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Review Request for V'isitors Center Short-Term Parking & Turnaround Pilot Program PRESENTER: ITEM NUMBER: Dawn McKenna, Chair of Tourism Committee I.7 SUMMARY: Attached please find requests from Dawn McKenna related to short term parking, the number of spaces, etc. Ms. McKenna will be presenting. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 6/28/2021 8:15pm ATTACHMENTS: Description Type ❑ If�auwnr 11��,Q;a,tnrban If:�°a�aucx:Yt �'arv�^r Ih�a,rnm� James Malloy From: James Malloy Sent: Tuesday,June 1, 2021 9:16 PM To: Tou rl nfo Cc: Doug Lucente; Kim Katzenback Subject: RE:VC short-term parking and turnaround pilot Da�nrn—We've put this an the 6/14 agenda although it rnay need to be moved to the folloen�ing meeting due to time constraints. I did speak with Carl Valente, vvho inforrned me this was not gaing to be done separately from the Visitors Cer�ter project, but vvould be discussed aftervvards. Jim Malloy To�nrn Manager Town of Lexington 1625 Massachusetts Aven�ae Lexington, IVIA 02420 781-698-4540 ��nr.:_V�x.P_�.�:��u�n_�..��a�r �'�e��,��'��,��°u��m��.�/��;�°��°�� :��,°��:��;��,��°�P��w� °�� ' � �� , .ru " �.w ,ry � � w a� w �,� � �"�'��"�"��.��. ��'Q, 2��"'�G'. �'"��"'��"'�'� �';��,.w�:,��Y��, �.. m" � �?,�� :�m From:Tourinfo Sent:Thursday, May 27, 2021 5:22 PM To:James Malloy<jmalloy@lexingtonma.gov> Cc: Doug Lucente<Doug.lucente@gmail.com>; Kim Katzenbacl<<kkatzenback@lexingtonma.gov> Subject:VC short-term parking and turnaround pilot Jim: I was wondering what agenda was going to have a discussion of the short-term parking and turnaround pilot. In the previous agenda summary for the Select Board, it mentioned 4 short-term parl<ing spots for the Visitors Center and that the signage would say that the parking was for the Visitors Center. The intent of this parking is to at least match the 6 spaces that were regularly used as part of the prior pilot, not 4. Also, the short-term opportunity is not only for the Visitors Center but for the businesses so the signage is proposed to read "15 minute parking" without distinction of who can use it. Also, it is important to note that a turnaround at the Depot lot, was part of discussions for the Visitors Center project but needed to be done separately as it was outside the scope of the project. I would appreciate these clarifications being included on the agenda summary when this is revisited. I also wonder if it would be useful to put in the summary that the Town plans to seek feedback through a survey from the Merriam Hill neighborhood following the pilot. Thanks, i Dawn 781-264-5999 2 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Discuss Memorial Bench Request at Center Track & Bench Acceptance Policy ITEM PRESENTER NUMBER: Board Discussion I.8 SUMMARY: A memorial bench request, attached, was submitted to place a memorial bench at the center track in memory of Lisa George Cox an LHS alum, Lexington resident and one of the LHS Track Coaches who passed away earlier this year. The Recreation Committee reviewed the application and at voted at their May ]9, 2021 in favor of the installation of a memorial bench at the Center Track. A question was raised: Is there any vote of the Select Board required specifically for this bench at Center Track/Field property or for any other other memorial benches purchased through the Town's Memorial Bench Program. Attached for the Board's information are MGL Ch. 44, Sec. 53A and 53A 1/2. 53A relates to funds from gifts/donations/grants which allows for a department to accept the funds, but requires the Select Board's approval before funds can be e�ended. 53A 1/2 relates to gifts of tangible personal property(like a bench) which authorizes only the Select Board(in a town)to accept a gift ofpersonalproperty. SUGGESTED MOTION: Move to accept the bench at the center track in memory of Lisa George Cox. FOLLOW UP: DATE AND APPROXIMATE TIME ON AGENDA: 6/28/2021 8:25pm ATTACHMENTS: Description Type ❑ P+fia^trcm�ndaal ll&°cba;Vr�!'�prpmVnc�cadi�run If�a;d;�a;nu�c;r II"nc°VQi d.ns c�n a�ng.;�;.fhsx 113�a�;�,iu�IV�da�aqniE�1 ❑ Uec a;�esnQi4�uti�krurcwra�dtti°s°��<,b4,tsS uc,a�ran��ma lv u�rr�iea°G;�,�tc,c�U�'ic,l4� �Bci.v��ir}>Mf�u�a,ui�r�l ❑ Ie✓IIQ"u�_,G:;Oi.•G�,�;a:�,.5.�/a G'da°,crle✓Ila.rrrmr ❑ MI��D..,G'�r.4�I,4,c,�;.`.i;xl�d/.'y Q:'a�r cr Mla;tum:� LEXINGTON'S BENCH PROGRAM For the record,we would like to document infprination about t11e person(s)named on die plaques of benches located in Lexington. We would thus appreciate your�lling out this form. Date: snaiao2� Bench Dedicated to: ��eo�se-coX Date of Birth (and Death): No�ember s,1963 and(March 9,202�> PlaCed lived: �exington,Roxbury,MA and Los Angelss CA peiSOri�S�OI'gY'011p 1'eqU85tlllg beriCh: Supporters of Coach lisa George-Cox Memorial Bench COritaCt IIIfOriTlBllOri: Jacqy Fiore, Relationship of donor(s)to person(s)being honored: F��e�ds,Family,Student Athletes,Ca-Workers,Boosters Donor(s)'s profession or role in the community,if appropriate: plaC]tl6 IrifOI'Tri�hOri: We are seeking a personalizeci piaque.Please see attached information sheets for details. $61]CIl Z.001t1011: �nter field facing the track at the start of the 2Q0 meter dash. This is the IocaUon Coach George-Cox would always seek to provide words of support for the athletes'last push to the finish line. Additianal Inform ation: Thank you for your time with this. To be filled out by the Select Baard 4ffice: Cost of Bench: Bench ID Number: Bench T e: Bench Location a roved Date : Bench Installed: Bench Re aired/Re laced: Ma Lacation: Please send the completed form to the Select Board's Of�ce, 1625 Massachusetts Avenue,Lexington, MA 02420 or e-mail to s��h��(�"i��u�s��mra��¢�� Kim Katzenback Subject: RE: RC vote on Bench for Center Recreation From: Melissa Battite Sent: Monday, May 24, 2021 1:53 PM To: Kim Katzenback<kkatzenbacl<@lexingtonma.gov> Cc: David Pinsonneault<dpinsonneault@lexingtonma.gov> Subject: RC vote on Bench for Center Recreation Hi Kim Below is the vote the Recreation Committee took on Wednesday, May 19t"to accept the donation of a bench for the Center Recreation Complex. Attached are the applications and supporting information provided by the donors. Please let me know if any additional information may be needed. I have reached out to the donor to discuss next steps re:the payment, purchase and install. Thanks for your help. Melissa • Lisah Rhodes made the following motion: "The Recreation Committee strongly endorses and recommends the erection of a bench and plaque memorial for Lisa George-Cox with the coordination of the Department of Public Works and Recreation and Community Programs Department staff." Rick DeAngelis seconded the motion. The Recreation Committee voted 4-0 to approve this motion. ��...�ir�...�a��u.!��..s�a��r�...��u�.��.u�u��:::..��.��...�.!�...��u.u�.�.ii ��I��IR��.IP�ir�� eliss��fer in� �ttit�,CP I ir�ctor Town af Lexingtan I Recreation and Cammunity Programs Ae 39 IVlarrett Road�Lexingtan, MA 02420 : (781} 698-4801I e (781} $61-2747 �� ....�'�,�'r�,a��!ia fi�N��::,.�,._,.. �.,,��IMI�°`k��"� �� When writing or responding, please be aware that the Massachusetts Secretary of State has determined that most email is a public record and, therefore, may not be kept confidential. 1 M �I � �� 4) O � �i N � � ,� � � � o � o � o � � � � �nn � � o � � �, ,� o � � � U � •� � � � � � � O c� O U � `�' � c+-� ,� c� � v � � v� a� O � U ,� � c� � � � � � � 4� U p � � �i' ty ;,� � N � � � ��"'' � � y ¢,, •� � .� � � � :� � � � '� �a'-, bNA � � 'bIJ � '� O a� c� � � N � � � � � � � p � � � � � � � c.� '� � .� � �, a� o °� �W � " � ° ° o � � ° o � � � � � � � � � � o � '� � � � � :� � ° �' Z �" � bq � � Q'' v p N Q � a � � � �' '� � O � � � � � � � � � � � � � � H W �' � � � v' � Q O � .� � Z Z O � O `�' � � � W � � .-� � � � .� C� Q� a � W v � � � � bA �' � '� ,� � � U O :� U � � 4-+ p J � O � � H � � � ;� � � '� .� � � � c� C'7 � W O � '� � � � � O � �-+ � � � � � � '.d ,� � � v �' � a � Q � � � � � �--i `�' .� �--�' c� � _ Q Z Z C/1 � O � � c� O 'i' .V N � .o Z � � � � � O � � � � � � � � � O � r-��-�' Q '� � �.c�., � c� � � � '� O � � � �' ,L�i � ,'� U U [� O Q; � O � � �, ,r, �' O cb�,A � �^ a rJ1 �-, � � .V�., � .� � � � � � � ~ Z �+ � � � '� � � �' O � � [� � � y--� r--� r--� c� �,' c� $..� '� � d U � �7 � �' � � �.., aj � � •� � � � U '�, `� �C a� ,� � ,�; � � � � � � � O � .� � � �v � c� � � � �, � � c� � �' � �' 3 � M � M � � ;� � � O Q � Q > h~ � � � � � c� � O � ,—, V ,—, � � ..� .. 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As these busniess acti�2cies are on town propeiTy that falls uud� SUGGESTED MOTION: Move to continue to waive the portion of Item 8 which reads,"engage in business activity"under the Parks and Recrearion Faci}ities Poficy m allow the use oT Town pro�er[y for bus FOLLO�V-UP: DATE AND APPROXiMATE TIME ON AGENDA: 6/28/2021 835pm ATTACHMENTS: Desm�iptiou o �nrre�-u=raialus,:aeqac;c � ��c��-r,�-a o s�r�.��m��r�s�,L�oa �e� oe y=: � Lexington RECREATION&COMMUN ITY P R O G R A M 5 � MEMORANDUM TO: James Malloy, Town Manager � FROM: Melissa Battite, Director of Recreation &Community Progra s DATE: June 24, 2021 SUBJECT: Commercial Use of Outdoor Town property The Town's Parks and Open Spaces have provided a consistent place for Community members to engage in safe, outdoor, healthy activity throughout the many phases of the pandemic. Access ta indaor capacity were at times more limited due, providing access to the outdoor recreation spaces has also served as a support to local businesses during the State of Emergency. The following Select Board motion and unanimous vote was taken: At zts duly called and publicly posted meeting ofJuly 27, 2020, Upon a motzon duly made, by roll call, the Select Board voted S-0 to set the Town Manager, or his designee, as the permitting authority for Item 8 (which reads, "engage zn business activity") under the Board of Selectmen Parks and Recreation Facilities Policy(attachment a) to allow the use o,f Town property for business activities during the current pandemic until such tirne that the Governor lifts the State of EmeNgency for the purposes stated in the,Iuly 14, 2020 memo(attachment b). During the past 12 months, one commercial business was permitted for use of Town property at the Community Center Upper Field Allee and the Worthen Road practice field. A total of 265 haurs were permitted during the months of September—October 2020 and April—June 2021. As the State of Emergency has been lifted, utilizing outdoor space continues to be of interest and recovering from the financial impact of the pandemic remains. I request that the use of Town property for business activities be extended through December 2021. Thank you. Cc: Recreation Committee Sandhya lyer, Economic Development Director Casey Hagerty, Economic Development Caordinatar Town of Lexington Economic Development Office a��U� RN�N � ��'.......� �M U � :: p 4 .': A �� d�� b %�� Af•IiIL I�),'.. ��'k�, -r'r<�"' MEMORANDUM Date: July 14`�', 2020 To: James Malloy, Town Manager CC: From: Sandhya Iyer, Economic Development Director, Melissa Battite, Director of Recreation & Community Programs, Casey Hagerty, Economic Development Coordinator Re: Recommendations for Special Use Permitting of Parks &Recreation Outdoor Space The Recreation and Community Programs Department has a permit policy in place that allows for organized use of Parks and Recreation Outdoor facilities. In response to the Covid-19 Pandemic, the requests for special use has become a priority to several Lexington businesses. Economic Development and Recreation staff recommend that utilizing the existing policy can support the local businesses during Phase 3 and beyond. Locations recommended for this use includes • Center Recreation Complex • Lincoln Parl< Both parks have public parking,provide ample physical distancing, and are in close proximity to Lexington Center. The Town open spaces that may provide an adequate location include Fletcher Park, Depot Square, and Tower Park are currently designed and maintained for passive or special event use, not active Recreation. List of Suitable Locations: 1) Hastings Parl< 2) Fletcher Park 3) Depot Square 4) Tower Park 5) Center Field 6) Lincoln Park 7) Bow Street Park(East Lexington) We do not recommend using other parks and grounds as that will raise issues such as parking and booking times for the use of the space. We also recommend using properties that are currently permitted through the Recreation Department at this point. Moving forward,we can consider policies for permitting other Town Land. Permit Policv: The Recreation Committee will be meeting tomorrow, Wednesday, July 15ti', at 6:30 pm and one of the agenda items is to review the current Permit Policy. Melissa is recommending to remove the word"Sports"in Tier 5 section that reads as below: Private Clinics, camps, tournaments, or other special uses shall not be eligible for a playing field and/or related facility use permit unless such use is sponsored by the Recreation and Community Programs Department, Lexington Public Schools, or on a case-by-case basis for a recognized Lexington Based Sports Organization. This change will help extend the use of Parks that are permitted by the Recreation Department. https:Uwww.lexin�tonma.gov/sites/lexingtonma/files/uploads/field permit policy final.pdf Application: Recreation already has an application that is available on the website. As the request is under Tier 5 Priority Use, the applications will be assessed and considered on a case by case basis. Several factors determine the usability of the location. Some of the factors that we discussed are listed below: 1) Parking Availability 2) Easy accessibility to the park under consideration. For instance, the Bow S�-eet Park located in East Lexington is not easily accessible but is a good location for conducting Yoga. 3) Preference according to the activiry specified in the application. For example,yoga and other physical activities may be conducted on natural grass or synthetic grass. Whereas activities such as painting can be conducted on flat or a gravel surface. 4) Requested schedule/times for conducting classes. htt�s://��ww.lexingtonma.�ov/field-reservations/webforms/field-permit-apblication Fees for using the Parks: The current rate for using the Park as determined by the Recreation Department is $75 for grass fields and$150 for the synthetic filed. There is an additional charge of$35 for using the facility at night for the lights. The LeXington Retailer's Association reached out to the Recreation Department to subsidize the fees during COVID 19 for this special use purpose. The consensus is that the fees should not be subsidized as it is an important revenue stream for the department. httUs:Uw��vw.lexingtonma.gov/sites/lexin�tonma/files/uploads/field�ermit fee_schedule= 2020.pdf Current State Guidelines: Parks and Open Space Walking, hiking, biking, running, land stewardship events (clean-up events, community service projects, volunteer programming), and other activities (yoga, tai chi, etc.,) are allowable activities during Phase III, Step I in parks and other designated areas such as rail trails, inulti-use paths, and bike paths in accordance with COVID-19 guidelines which are enforced locally b,y staff in the Lexin�ton Office of Public Health as a�ents of the LeXington Board of Health. Parks and Open Space Guidelines: Visitors must practice social distancing by remaining 6 feet away from others and adhering to all site-specific rules, regulations, and posted signage regarding permitted uses. Face coverings are required for visitors to parks and open spaces in accordance with COVID-19 Order 31: Order Requiring Face Coverings in Public Places Where Social Distancing is Not Possible, to prevent against the transmission of Covid-19. Managing entities may offer or allow third parties to coordinate group hikes, nature walks, and land stewardship activities, such as clean-up events and community service proj ects onl, i�f the pro�ram does not re�uire individual ap rtici�ants to make phvsical contact in order to en�a�e in the activit_y. Outdoor education�ro�rams shall be consistent with ade�uate social distancing and limited to groups of 12 or fewer including participants, staff, and instructors. In lar�er areas there may be more than one group of 12 at one time, provided that adequate social distance and group separation of at least 20 feet can be maintained. Rest of the State Guidelines can be found here: https://www.mass.gov/doc/safety-standards-for- parks-open-space-and-outdoor-education-pro rg ams_phase-iii-step-l-0/download. The Lexington Office of Public Health is available to answer questions about the �uidelines and promote understandin o� f the guidelines. Sincerely, Sandhya Iyer, Economic Development Director Melissa Battite, Recreation, and Community Programs Director Casey Hagerty, Economic Development Coordinator BOARD OF SELECTMEN REGULATION PARKAND RECREATIONAL FACILITIES Date Approved by BOS: Signature of Chair: �11 P 7 7 7 n� � �� w� i'{'/iJ en The Board of Selectmen for the Town of Lexington, by virtue of its authority to make rules for the use and government of the Public Parks and Recreational areas of said Town, and for breaches of such rules to affix penalties, hereby ordains that within the limits of the Public Parks and Recreational areas, except with the prior written consent of the Board or its designee, it is forbidden: 1. To be in or on Park or Recreation Property from one-half hour after sunset to one-half hour before sunrise except while open for public skating or any other lighted recreational use. 2. To use playing fields except as allowed by the Recreation Department Field Use Policy. 3. To cut, break, injure, deface, defile, or ill-use any building, fence or other construction or any tree, bush,plant or turf, or any other thing or property of said Town. 4. To have possession of or consume any alcoholic beverage, or play any game of chance, or commit any disorderly or improper action; or disturb the peace in any way, or conduct oneself in such manner as to interfere with the rightful enjoyment of the public upon these grounds. 5. To refuse to obey the orders or requests of either the Selectmen or the Police, or other agents of the Selectmen, and to refuse to assist them when required. 6. To make a fire except in designated fire places with permission of the Fire Department. 7. To have possession of or discharge any destructive weapon, firearm, firecracker, torpedo, or firework; to hunt, trap or shoot; injure or have possession of any wild animal or bird; to injure or disturb bird nests or eggs. 8. To post,paint, affix, or display any sign, notice, placard, or advertising device; or engage in business, sell, or expose for sale, or give away any goods, wares, or circulars. 9. Dumping of any kind shall not be permitted within any park grounds, school grounds, and recreation areas. 10. The playing of golf is strictly prohibited, except at Pine Meadows Golf Course during scheduled hours of operation. 11. To operate or park a motor vehicle, including,but not limited to any car, truck, bus, motorcycle, motor bike or snowmobile on park grounds, school grounds and recreation areas, other than in the official use of the Town, or in designated parldng areas. 12. To allow any domestic animal, other than dogs on leash to go upon these grounds. All animals, including dogs, are expressly prohibited from school grounds, playgrounds, and playing fields. The exception is a service animal as designated by the American with Disabilities Act. 13. Smoking is strictly prohibited. Compliance with the foregoing regulations is a condition of the use of these premises. Any person willfully doing any of the things above forbidden shall be punished by a fine not exceeding one huncired dollars. Adopted February 9, 1981 Section 12 added June 16, 1997 Revised by Policy Manual Committee 6/27/11. AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Discuss Select Board Report for Fiscal Year 2021 Annual Town Report ITEM PRESENTER NUMBER: Board Discussion I.10 SUMMARY: As the Town's fiscal year 2021 is c1�•awing to a close, The Board is being asked to begin preparations for the Select Board submission for the FY21 (July 1 2020- June 30, 2021)Annual Town Report. The finalreport will be due for submission to the Town report Coordinator by the end of September 2021. For reference for this discussion, attached is a copy of the November 2020 submission for the FY20 Annual Town Report as well as a copy of the March 2021 submission of the Select Board Report to 2021 Annual Town Meeting. The following is a draf't schedule for the discussion: Action Due Date Discuss and Assign topics to Select Board Member Monday, June 28, 2021 Select Board Members submit write-up to SB office As soon as possible but no later than Thursday, September 8, 2021 Select Board Reviews Report at meeting Monday, September 13, 2021 Edits submitted to Select Board office Wednesday, September 22, 2021 Select Board Votes Final Report Monday, September 27, 2021 SUGGESTED MOTION: FOLLOW UP: DATE AND APPROXIMATE TIME ON AGENDA: 6/28/2021 8:45pm ATTACHMENTS: Description Type L� ll�`X"l.d�Agn�nuudud�"c,�vm.�icda�,u��..��Ac1c°a;4 h�aaIl°�i��°�a�Il� 1F�ia�Va�up 1Vl��u�;Il��iz�1 ❑ V'�'I6SF�,cuitiau<yd V'arwn�pk<°�raru�..Ckm� �u�g;a;asV t�y�^";�^N�a�d��s�uu�1 V�w�a�tcu�s IWU�4a°ui��N ❑ `��,Vc,c;t�&rE��B Iftc��a�rnt tar��V21,�'I�,IVII n��°�:ni�r n�da�a�niEa1 SELECT BOARD. Five members elected by the voters at large to overlapping 3-year terms: Chair pouglas M. Lucente,Vice- Chair Jill I. Hai, Joseph N. Pato, Suzanne E. Barry, and Mark D. Sandeen. In March 2020 Mr. Lucente and Mr. Sandeen were both re-elected to a three-year term. Year of Unprecedented Challenges Between a global pandemic, economic crisis, and emphatic calls to address systemic racism, FY2020 was a year of unprecedented challenges for the Town of Lexington and the Select Board.The year began with the Select Board permanently changing the Town Office Building hours as a means to offer a late-night access for residents looking to do business in Town Hall. In September 2019, two members of the Select Board along with the Town Manager and several members of the Senior Management Teams visited our Sister City in Antony France. In March 2020, business as usual changed quickly. The Board's focus quickly shifted to responding to the pandemic.The State of Emergency in the Commonwealth due to the outbreak of COVID-19 forced changes to all municipal business practices.The Select Board, in conjunction with the Town Moderator, pushed back the date for the March 2020 Annual Town Meeting while alternatives were contemplated on how to proceed. All public meetings were transitioned to a virtual format accessible by the public using the application Zoom. A training session on the use of the new virtual format was held for all chairs of our Boards and Committees so the Town could continue to operate our municipality while adhering to the quarantine and social distancing. For the remainder of FY2020, all in person Town events were canceled, including all Patriots Day events. In an effort to help struggling residents,the Board voted to extend second quarter property tax due dates. The fiscal year ended with the Town working through reopening options for businesses and Town Departments. Fiscal Resiliency As the year began the Town wrestled with planning for a continued series of large capital projects and with growth in the operating budget fueled by increases in the school department expenses rising faster than revenue growth.The challenges posed for future budgets is partially softened by entering the fiscal year with healthy balances in a range of stabilization and reserve accounts that allow for more gradual adjustments to budgets. The emergence of the COVID-19 Pandemic mid-year created many new uncertainties and as a result the FY2021 budget approved by Town Meeting reduced spending in several areas and held more funds in reserve to offset potential revenue shortfalls. Fortunately, Lexington's property tax collections,which are the Town's largest revenue source, remained strong and revenue from new growth exceeded projections for the year. Some departments and programs, however, faced sharp reductions in enterprise revenue. Activities impacted by various stages of shutdown such as recreation programs and tourism services were restructured and supported by general fund revenue. Experience through the end of FY2020 has confirmed that the biggest impact on Town finances will be from revenue shortfalls, not additional spending items.The Town has taken the following steps to provide flexibility: 1. Both municipal and school staff have been encouraged to forego spending in FY2020 if unneeded due to the shutdown of town buildings. 2. A Town (municipal/schools) hiring freeze has been implemented for non-essential staff. 3. Annual Town Meeting approved the FY2021 budget as proposed, except for eliminating the additional transfer into the Capital Stabilization Fund ($1.77 million) and reducing the transfer into the OPEB Stabilization Fund ($1.18 million). 4. Town Assessor staff have completed review of recently completed Building Permits to ensure that valuations are accurate for FY2021,and the full amount of available New Growth is captured. 5. Supplemental Bills passed by the State generated additional revenue in FY2020, with some carrying forward into FY2021. 6. Staff have worl<ed to manage available COVID-19 funding sources, including CARES Act funding and FEMA reimbursements. The FY2021 Capital Budget was developed within the capital policy framework initially adopted by the Select Board in 1991, and subsequently amended in 2006 and 2009 to ensure adequate planning and funding for capital investment, particularly cash capital projects within the General Fund. This capital investment strategy includes the following major elements: • Multi-year planning for capital investment; • Debt exclusions for major capital projects; and • Ensuring sufficient operating budget resources for maintaining capital assets. Lexington's Capital budgeting has two components. The first is "programmatic capital" which includes those items that are budgeted every year on an ongoing basis to replace and maintain existing capital. This is budgeted with an inflationary index based on the Boston Consumer Price Index. The second component of Lexington's capital budgeting are "project capital" one-time capital items that are considered on a prioritized basis,sorted so that the highest priorities requests are funded annually within the recommended amount of 1.0%to 1.5%of the General Fund Operating Budget per year.These items are maintained in the 5-year Capital Plan Beginning with the FY2021 budget process, capital planning is being done using a 9 factor rating system that considers (1) public safety& health; (2) infrastructure needs; (3) quantity of use; (4) efficiency of services&administration; (5) legal requirements; (6) public support; (7) quality of life; (8) ongoing expenses; and (9) budgetary constraints. Select Board Goals Each year following the Annual Town Meeting, the Select Board meets to discuss their goals for the upcoming years and to establish and confirm a framework of critical outcome areas as a means of providing structure for initiatives that the Board wants the municipal organization to focus on and to help guide the annual budget process. During FY2020,the Select Board hired a consultant to facilitate the goal- setting process. Meetings were held with the Senior Management Team and Chairs of various Boards and Committees to solicit their input. After holding an off-site goal-setting retreat, the Select Board adopted 5 Top priorities,4 High priorities, and 3 Other priorities for the period of January 2020—December 2021. The Select Board addressed several of these priorities and other important issues during FY2020. Highlights of several of these are listed below. Housing Options In an effort to foster the creation of more affordable and diverse residential dwelling units, in 2018 the Select Board created the Special Permit Residential Development (SPRD) Zoning Bylaw Amendment Ad Hoc Committee. The nine member committee was charged with gathering stakeholder input, reviewing housing data and drafting a statement of values,to inform the drafting of a zoning bylaw amendment and warrant article to either revise or replace the current Special Permit Residential Development Zoning Bylaw.The committee presented the statement of values in a report to Fall Special Town Meeting 2019. The Town then engaged a consultant to develop a bylaw amendment. The Committee is currently reviewing proposals for alternatives and these presentations, as well as draft amendments are available on the committee's webpage. The Select Board approved a Memorandum of Understanding (MOU) for the redevelopment of 186 Bedford Street. The project will preserve, renovate and reuse an original historic structure and barn, create a mixed use development of first floor retail and 13 apartments above. Four of the units will be affordable units, providing for all 13 to be eligible for inclusion on the State Housing Inventory (SHI). In addition, the MOU provided for sustainable design commitments, parking mitigation payments, Transportation Demand Management contributions and funding toward improvements at Garfield Parlc. Center Streetscape Update Following the 2019 Annual Town Meeting staff pursued a MassWorks Grant.The Town was not successful in obtaining the grant so the timetable for the project to begin has been revised. Staff continues to meet with the Working Group, a subset of the Center Streetscape Ad-Hoc Committee, and the Architect to finalize the 100%design plans.The design should be completed in the summer of 2020. Staff will provide an update to the Select Board at that time.The project will be bid in the winter of 2020.Once a contractor had been selected staff will coordinate regular meetings with the center businesses and develop a communications plan for the project. The projected project start date is spring 2021 after Patriots' Day. The project will take approximately 2 construction seasons to complete. The Battle Green Streetscape project will be brought to 100% design over the next 2 years with construction targeted once the main Center Streetscape Project is complete.The goal is to have all of the Streetscape completed by fall 2024 in anticipation of the 2025 Town Celebration. Hartwell Avenue Zoning Initiative The Select Board continues to explore strategies with respect to economic development and zoning initiatives in the north section of Hartwell Avenue. Traffic issues in the Hartwell Avenue area are one of the key concerns cited by residents and business owners. The state maintains a Transportation Improvement Program (TIP) list which contains all transportation related infrastructure projects slated to receive state and federal funding. In order stay on the TIP list, and potentially advance in the queue for TIP funding, a project must first have a 25% design, the cost of which is borne by the local municipality. For this reason,the Town therefore requested $1.5 million under Article 8 of Special Town Meeting 2019 to fund the development of the 25% design "for a major transportation improvement project to include minor improvements on Wood Street,four travel lanes in most of the project corridor,a sidewalk or multi- modal path and bike lanes on both sides of the roadways; raised center medians; safe pedestrian accommodations and crossings; and reconstruction of major intersections: Bedford Street and Hartwell Avenue intersection as well the intersection of the on and off ramps to I-95".Article 8 passed Special Town Meeting 2019 by a vote of 139-13-3. With continued growth at Hanscom Air Force Base and Lincoln Labs, the Town will pursue all available options for financing any traffic improvements at both the State and Federal level with a goal of funding construction through external resources.The Town is already working with our state and federal delegation to this end. Affordability for Residents The Select Board remain committed to minimizing the burden of property tax increases on residents. Neither the FY2020 budget nor the FY2021 budget approved at the Annual Town Meeting require a Proposition 2% operating override. Annual Town Meeting also approved two articles related to tax deferrals. Property taxes are a major expense for many seniors. Property tax deferrals can be a simple and inexpensive way for these seniors to tap into the equity of their homes without the high upfront costs of a reverse mortgage or home equity loan. Under state law, qualifying property owners who are age 65 or older can choose to annually defer their property tax until their home is sold or the owner dies without a surviving spouse. The first article raised the income threshold for participation in this program from $75,000 to $90,000. The State's Circuit Breal<er limits is one set of indices that are adjusted annually for cost of living and which are used by some communities forthe tax deferral income threshold.Arlington and Danvers have adopted income limits that match the Circuit Breaker qualifications. The top tier for the current calendar year is $90,000. The second article authorized the Select Board to petition the legislature for special legislation which would allow Lexington to delay the change in interest rates associated with tax deferrals upon the death of the homeowner. In Lexington, the property tax deferrals for FY20 accrue interest at the rate of 2.55% (1.41% for FY 2021). Current law requires that the interest rate increases to 16% immediately upon the death of a homeowner who does not have a surviving spouse. The home-rule petition would provide a one-year grace period to allow heirs a reasonable time to sell or convey the house and pay the deferred taxes plus interest before the rate is increased. Municipal and School Buildings The Select Board and School Committee adopted their first joint policy, the Integrated Design and Construction Policy in October 2019, which set high performance standards for the design and construction of all town and school buildings. The policy prioritizes the health of building occupants by setting high performance standards for indoor air quality. In addition, the policy asks design teams to deliver all-electric, high efficiency, resilient designs that maximize the amount of renewable energy generated onsite,while lowering total life cycle cost. The Board continues to address the issues of maintaining and improving our infrastructure. • The Lexington Fire Department Headquarters replacement project construction began November 2018 and is expected to be completed in October 2020 with a project budget of$19,947,000. • Maria Hastings Elementary School replacement project construction began May 2018 with student relocation to the new school in February 2020 and construction is expected to be ultimately completed in October 2020, with a project budget of. $65,279,418. Hastings School is expected to be a net zero energy building when the solar energy system installation is completed. • The Lexington Children's Place project to accommodate preschool aged children began construction in May 2018 with students moving into the new school in September 2019 with a project budget of. $15,079,342. Lexington Children's Place is expected to be a net zero energy building when the solar energy system installation is completed. Other significant projects include: • The Visitors Center replacement project construction began in May 2019 and was completed in May 2020 with a project budget of$5,100,000. • The Westview Cemetery Building replacement project construction was approved at Annual Town Meeting in 2020 under Article 16k with an estimated project budget of$3,290,000. • The Lexington Police Station building project is in the design phase.The proposed project budget is $25,651,791. The Police Station firing range project was postponed at Annual Town Meeting 2020. • The Hosmer House (formerly known as the White House), located at 1557 Massachusetts Ave, is expected to be relocated as the Hosmer House's current location would interfere with the expected location of the new Lexington Police Station. • Lexington High School - With severe overcrowding, outdated building systems, and spaces that do not adequately support the academic program, Lexington High School is in need of replacement or renovation and expansion.To that end, the Superintendent, with the support of the School Committee and Board of Selectmen, submitted a Statement of Interest to the Massachusetts School Building Authority(MSBA) requesting state support for a future high school building project. Unfortunately,the MSBA did not approve funding for the LHS project this year. The Superintendent with the support of the School Committee and Select Board resubmitted the Statement of Interest to MSBA in March of 2020. Sustainability Initiatives The first Sustainability Director was hired in May of 2020 and reports directly to the Town Manager. The Town signed Power Purchase Agreements in May of 2020 to install solar energy systems on the rooftops of Diamond Middle School, Hastings Elementary School and Lexington Children's Place and in the parking lots of Bowman Elementary 5chool, Bridge Elementary School, Clarke Middle School, Diamond Middle School, Harrington Elementary School, Hastings Elementary School, and Lexington Children's Place. The systems are expected to produce over 3 million kWh of electricity a year, or about 25% the Town's electricity. Installation is expected to be complete by the end of 2020. Lexington renewed the Community Choice electricity program in June 2020, lowering electricity rates for the 2 year period starting January 2021, while continuing to provide 100% renewable electricity to over 10,000 Lexington electricity customers at a savings of over$2.5 million since the program's inception.The Town also signed a two year electricity supply agreement to purchase 100% renewable electricity for all municipal and school facilities. The Town completed the installation of ten additional electric vehicle charging stations in the Lexington center municipal parking lots with funding from the Eversource electric vehicle charger installation program and a state grant. Diversity Equity Inclusion One of the Select Board's High Priority Goals is to diversify the Municipal staff. In January, several members of the Select Board and Municipal Staff attended a presentation on the National League of Cities Racial Equity and Leadership (REAL) Program. In order to take advantage of Racial Equity resources, the Town has joined the National League of Cities (NLC) and the Government Alliance on Race and Equity (GARE). In June, Annual Town Meeting 2020 approved $125,000 in design funding under article 16a toward a feasibility study of an upgraded Police training facility on Hartwell Avenue. In the context of a national reckoning with racial injustice in policing,the Select Board subsequently asl<ed Town Meeting to reconsider that appropriation and voted to delay further funding for police facilities until community conversations on racial equity,social justice and policing in Lexington could be held.The Select Board also agreed to begin a comprehensive examination of racial equity and social justice status and opportunities and authorized engaging a consultant to guide the work of community conversations, thorough policy review,organizational change and action planning and implementation. The Board also added a standing Racial and Social Equity update item to its regular meeting agenda. This commitment will continue for the foreseeable future. 2025:The 250th Anniversary of the Battle of Lexington In anticipation of the 250t" Anniversary of the Battle of Lexington in year 2025, the Select Board established the Semiquincentennial Commission (Lex250)as the official Town entity dedicated to helping the Town of Lexington plan events. The Commission was charged with making recommendations and coordinating the Town-wide activities and other historical events related to the founding of our Country and to further the coordination of the Town's events with local,state, regional and federal events.As part of its study and investigation, the Commission shall develop a comprehensive plan for celebrating and promoting the 250t"Anniversary of the Battle of Lexington which will include: Identifying funding needs; Identifying potential sources of funding including but not limited to: Commemorative Memorabilia, Public/Private Partnerships, Gifts and Grants(private,State and/or Federal); Identifying opportunities for individuals or organizations to participate in celebrations with a commitment to diversity, inclusiveness, and opportunity at all levels and activities; Investigating opportunities for a possible permanent memorial, Consider transportation-related issues; Consider marl<eting and communications strategy; Determine what sub-committees or additional staffing requirements (event planning) may be necessary and seek proper approval from the Select Board and update the Select Board at least quarterly. Recruitment for membership on the Commission is currently underway. In addition,there will be ample opportunities for interested residents and groups to volunteer as part of Lex250 events,be sure to watch the Town Website, Town E-Newsletter"Linl<to Lexington" and local papers for updates. Virtual Town Meeting Adversity can bring out the best in the community. As the COVID-19 pandemic began to spread in Massachusetts, it became clear that business as usual was not going to work for the 2020 Annual Town Meeting. Lexington's 189 elected Town Meeting Members, 8 At-Large members, staff, and citizen article proponents could not hope to gather in Battin Hall to conduct the Town's annual business and maintain safe social distancing. In mid-March 2020, a small team began exploring how Town Meeting could be converted into a safe, secure, and inclusive experience. Challenges were everywhere: it wasn't clear if a virtual town meeting was legally allowed in Massachusetts; no off-the-shelf commercial system existed that provided an experience that resembled the in-person experience; Town Meeting Members ranged broadly in their comfort with using technical solutions; and time was short before the annual budget needed to be approved. Within a few weel<s the team settled on a multi-pronged approach. Town Counsel, the Moderator, and the Town Manager worked with Lexington's State Representative to create legislation enabling a virtual town meeting for representative town meetings. Two members of the Select Board worked on mocking up and then developing a system that combined a Zoom Webinar, a secure voting system, and a custom speaker management system that emulated the in-person experience for Town Meeting Members. Staff came together to learn how to operate the innovative system and then conducted over a dozen training sessions so that all Town Meeting Members would be capable of and comfortable with participating in the meeting. By early June, all the elements came together. The Lexington Virtual Town Meeting portal was fully functional and in use for the June 1 opening of the Annual Town Meeting. On June 5t"� the governor signed 5.268o providing clear legal authority to conduct a virtual town meeting — and with retroactive language that applied to Lexington's Annual Town meeting which began on June 1, 2020. The successful virtual Town Meeting was the first of its kind in Massachusetts and allowed for important Town business to be conducted amidst a global pandemic. We learned that making government digital also makes it more accessible, and this serves as a model for our community as we look to increase participation from our residents in the months and years ahead. The success of the meeting is a testament to Lexington's flexibility and tradition of civic engagement. It was only possible through the countless hours devoted to planning, developing, and training. Staff members went above and beyond the call of duty to make sure Town Meeting Members who were uncomfortable with technology were able to actively participate. Finally, Town Meeting Members themselves showed their resilience and commitment to participatory democracy. r�°°�°��"��+ '�'�' �'"'rs :�� .� �� : ��' �' � �� °� �. �.AYUIt Of �EXi1� tAtt, � � g ,�a��ac�jugett� ��.�,� ��„�a�C�?�:�� SELECT BOARD OFFICE DOUGLAS M.LUCENTE,CHAIR JOSEPH N.PATO SUZANNE E.BARRY JILL I.HAI TEL: (781)698-4580 MARK D.SANDEEN FAX: (781)863-9468 MESSACE OF THE SELECT BOARD Massachusetts law requires that the Select Board,prior to the annual Town Meeting, issue an Annual Report for use by the residents of the Town. The 2020 annual Town Report presented here provides, among other things, financial data relating to the Town for the fiscal year 2020 that covers the period July 1, 2019 through June 30, 2020. In addition, the report contains highlights of the accomplishments of the many departments, boards, committees, and commissions that are responsible far the governance of Lexington. This Annual Town Report is just one of several ways by which citizens may be informed of what is going on in the Town. The Town's Web site at�r�u�,��,x��Q��r�u�.��provides links to many other resources .....................................................�, including the websites for the schools and the Town Meeting Members Association. From our Town website you can also �'ind all budget documents as they are generated, and the minutes of all committee meetings which provides valuable uisight into the departments and committees. Meetings of the three elected boards, Select Board, School Committee, and Planning Board are covered by LexMedia, our Public, Educational, Governmental (PEG) access provider, and broadcast by all tbree of the Town's cable television providers. LexMedia covers other Town meetings and events as we1L For more up to the minute information, residents can register for CodeRED - the Town's emergency notification system- for texts, emails, and automated phone calls about closings, detours, or emergencies. Residents can sign up for monthly Townwide news email, or periodic emails and e-newsletters from specific depart�nents and boards/committees. Residents can also follow the Town's Social Media accounts on Facebook and Twitter. The Select Board acknowledges the leadership provided by Town Manager, James Malloy, his outstanding staff, and the dedicated Town employees who manage the day-to-day operations of the Town and make Lexington a special place to live, work and visit. Of specia] note,however, are the countless volunteer hours provided by the citizens who make up our many boards, committees, and commissions. The Select Board extends its continued thanks, appreciation, and admiration to the many residents whose work and civic engagement make it possible far Lexington to be a well-managed Town. Douglas M. Lucente, Chair Jill L Hai, Vice Chair Joseph N. Pato Suzanne E. Barry Mark D. Sandeen 1625 MASSACHUSETTS AVENUE•LEXINGTON,MASSACHUSETTS 02420 e-mail selectboard@lexingtonma.gov SELECT BOARD TOWN OF LEXINGTON .�� ,,�"'��' � �"��'�� w . �/�� /� �A �� \ ' , �CI!� �....�_ _..._.._� .. ....__ � �� t�'; � �, �'�;, ��'` � � � ''� � � � � !� i �� : � � � � 1 �4'� � � r � �, ° �, C� ��.,., � �� / � � �'��!,��4 �\ �..,�` ,i.�� ,�N r GY \� W� � , / .'a1,4d ,.,` 4 � �k1 ,/ � �� .„ ..,_�__. --.`' �,,;' �� REPORT TO THE 2021 ANNUAL TOWN MEETING Select Board: Douglas M. Lucente, Chair,Jill I. Hai,Vice-Chair, Joseph N. Pato, Suzanne E. Barry, Mark D. Sandeen Kim Katzenback, Executive Clerk Table of Contents Message from the Select Board Page 1 Year of Unprecedented Challenges Page 2 Budgetary Concerns and Stresses Page 2 Social Racial Equity Initiatives Page 3 Center Streetscape Update Page 4 Municipal &School Building Projects Page 5 Article 42 ATM 2018-Special Permit Residential Development (SPRD) Referral to the Select Board Page 7 Update on recent Home Rule Petitions Page 8 2025: The 250th Anniversary of the Pattle of Lexington Page 9 March 2021 Message from the Select Board The Select Board has prepared this written report to Annual Town Meeting 2021 under Article 2. This report contains an update to Town Meeting on the status of several topics the Board felt would be of interest to Town Meeting Members. These topics include: A COVID-19 update, an overview of Fiscal issues raised this past year, how the Board is moving forward with Social Racial Equity Initiatives, the current status of the Center Streetscape Project, an update on Municipal and School Building Projects, an update on Article 42-Special Permit Residential Development zoning that was referred back to the Board at Annual Town Meeting 2018, status of recent actions at Town Meeting regarding Home Rule Petitions and the progress on the Semiquincentennial Celebration of the Battle of Lexington coming in 2025. Should you have any questions or comments regarding this report, the Board encourages you to get in touch with any member of the Board via email (below) or by calling the Select Board Office (781-698-4580) to schedule a phone meeting. Due to the restrictions surrounding COIVD-19 all five members of the Board have suspended there i�1 person regularly scheduled office hours in the Select Board Office at Town Office Building. • Doug Lucente, Chair: dlucente@lexingtonma.gov • Jill Hai,Vice-Chair: ihai@lexingtonma.gov • Joe Pato: ipato@lexingtonma.gov • Suzie Barry: sbarry@lexingtonma. o�v • Mark Sandeen: msandeen@lexin to._ n�ma.�ov Respectfully submitted, Lexington Select Board Douglas M. Lucente, Chair jill L Hai, Vice-Chair Joseph N. Pato Suzanne E. Barry Mark D. Sandeen 1 Year of Unprecedented Challenges Between a global pandemic, economic crisis, and emphatic calls to address systemic racism, this past year was a year of unprecedented challenges for the Town of Lexington and the Select Board. In March 2020, business as usual changed quickly. The Board's focus quickly shifted to responding to the pandemic. The State of Emergency in the Commonwealth due to the outbreak of COVID-19 forced changes to all municipal business practices. In an effort to help struggling residents, the Board voted to extend second quarter property tax due dates. The Select Board, in conjunction with the Town Moderator, pushed back the date for the March 2020 Annual Town Meeting while alternatives were contemplated on how to proceed. All public meetings were transitioned to a virtual format accessible by the public using the application Zoom so the Town could continue to operate our municipality while adhering to social distancing guidelines. Since March of 2020,all in person Town events have been canceled and many events moved to an online virtual platform. In June of 2020 we were able to successfully hold the first virtual Annual Town Meeting in the Commonwealth due to the efforts of the Town Moderator Deborah Brown,Town Counsel Mina Makarious,Select Board Chair poug Lucente,Select Board Member Joe Pato,Town Manager Jim Malloy, Deputy Town Manager Kelly Axtell, Management Fellow Kat Labrecque, Lexingtori s State Representative Michelle Ciccolo, Town Clerk Nadie Rice and many members of the municipal staff. Following on that success we held two virtual Special Town Meetings in October/November 2020 enabling Town government to continue functioning on a close to pre- pandemic timeline. This past year has been quite different in terms of look and feel and the challenges have been great and we are grateful to the entire municipal staff for continuing to adjust to deliver quality and creative services across the board to our residents. We would be remiss if we didri t make special mention of the tireless work of the front line staff involved in COVID-19 related efforts and also acknowledge the over 1000 residents that have been diagnosed with COVID-19 including the fifty six deaths (88% associated with long-term care facilities); may their memory being a blessing to those they left behind and may we as a community continue to w�rk t�gether to address the challenges of the pandemic. Sudgetary Concerns and Stresses On�g budgetary concerns: The Select Board is committed to avoiding an operating budget tax override.However,managing operating expenses to align with revenue growth is becoming increasingly challenging and may require realigning the municipal, school, and shared expense budgets in future years. For the past decade, the School Department budget - largely driven by enrollment growth and regulatory requirements-has grown at a faster rate than have Town revenues.The FY2022 School Department operating budget needs are proposed to be met using non-recurring revenues drawn from the Free Cash account and a $500,000 transfer from the Special Education (SPED) Stabilization Fund. Use of these funds for FY2022 will make closing budget shortfalls in future years that much more difficult. 2 Extraordinary concerns due to the Covid-19 pandemic Many residents have asked about the effects of the Covid-19 pandemic on the town budget. Despite the constantly changing landscape the Town ended fiscal 2020 in a strong financial position and has remained stable throughout fisca12021. Lexington has continued to see healthy real-estate tax collections. As in previous economic downturns collection rates were minimally affected and, in the past, they bounced back quickly. Property tax collections would most likely be compromised in a protracted commercial downturn where vacancy rates in commercial districts increase significantly and corresponding abatements are granted. At this point we have not seen such changes nor have we seen a reduction in new growth. This may be a factor a year or two from now should commercial or residential growth shrink. A significant commercial downturn would hit us harder than some communities with small to non-existent commercial sectors (e.g., Lexington (11.73% of value/ 20.5% of revenue), Lincoln (3.56% of value / 3.56% of revenue) and not as hard as communities with larger commercial sectors (e.g.,Woburn(27.6% of value/ 48.3% of revenue),Cambridge (43.3% of value / 60.8% of revenue)). Unlike some other communities the percentage of state aid for the budget(e.g.,Lawrence (70.2%), Springfield(59.9%),etc.)for Lexington(6.47%)is small.We rely primarily on local revenues rather than state aid. Of local receipts the vast majority are property taxes. We have, however, seen a decline in other local receipts (e.g., hotel/motel and meal taxes, jet fuel fees (Hanscom). These local receipts fell by $234K or 1.4% in FY20 before much impact from the pandemic but are projected to fall about $4.7M or another 28% in FY21. For FY22 we are projecting a return to growth of about 6% or $720K but will still leave us about $4.2M below the FY19 revenue. While this has sorne impact, this is still a small percentage of the Towri s available revenues for FY22. This loss of local receipts for next year is somewhat offset by the fact the town cut spending on projects near the end of FY201eaving unspent funds that flowed to our Free Cash account. This can be and is planned to be used to offset some of the shortfalls this coming year and should the pandemic ease and tourism related spending return in a few years leave us close to where we would have expected to be. Our projected state aid for next year (FY22) is essentially flat - which is better than we were expecting during early budgetary planning when we were anticipating cuts. The less rosy side of the ledger is that it is more expensive for us to operate in pandemic mode. School expense projections are based on a substantial return to in-school programs, but it is unclear that we will be able to fully return next year. Should we need to continue fully remote learning or hybrid education our costs for next year are likely to increase and will absorb any wiggle room in the budget. Social Racial Equity Initiatives Diversifying the municipal staff remains a High Priority Goal for the Select Board. In addition, the Board is committed to ensuring that Lexington is a safe,equitable and just community for all. In FY2021 we have taken the following steps toward furthering that goal: 3 • Beginning with the FY22 budget add a municipal position of Chief Equity Officer Reporting to the Town Manager. • Engaged Town Counsel services led by former US Attorney and current partner in Town Counsel's firm, Carmen Ortiz to review our police department policies, and practices and procedures for bias or discriminatory impacts. The review included broad interviews with community stakeholders. Recommendations on opportunities and challenges is expected this spring. Further work will include a similar review of additional town departments. • Engaged All Aces, Inc. to serve as our Diversity, Inclusion, and Equity Transformation (DIET) partner. All Aces, Inc. is working with the Town to conduct a comprehensive assessment, design strategic workshops for community members and professional staff training and create an action plan for long term change. � Created a centralized resource page on the town website for our equity related work and links. https:,[,www.lexingtonma. o�v/town-mana�erLpages/toward-equitable-and-iust- community � Joined both the Government Alliance on Race and Equity(GARE) and the National League of Cities (NLC) in order to take advantage of their collective Racial Equity resources. • Applied for the Metropolitan Area Planning Council (MAPC) Racial Equity Municipal Action Plan (REMAP) Program grant. � Special Town Meeting 2020-2 adopted Article 8, a resolution to consider racial and other equity impacts in all decisions and planning processes. • Added a standing Racial and Social Equity update item to every regular meeting agenda. • Held a panel discussion on policing, moderated by a Diversity, Equity and Inclusion consultant from Equity and Expectations in September 2020. The virtual event was attended by over 200 residents and was broadcast live on LexMedia. There were over 80 questions received and answered o�1 the topic. The questions a�1d a�lswers are published on the Town website. The Police Department has also prepared a series of videos on the current police services offered to residents. The series of videos are also published on the Police Department page of the Town website. Center Streetscape Update The Center Streetscape project design is complete, the Invitation for Bid (IFB) has been released, and vendor selection is expected to be completed in March 2021. It is anticipated that project construction will commence sometime after Patriots Day 2021 and that the project will take approximately two construction seasons to complete. The Town has hired Environmental Partners to provide full time oversight throughout the duration of the project. The Town has planned for proactive outreach and communication throughout the project to keep residents and direct abutters informed of the construction status. This communication plan includes but is not limited to; mailings, emails, constant contact, and weekly website updates. The Battle Green Streetscape project will be brought to 100% design over the next two years with construction targeted to begin once the Center Streetscape Project is complete. The goal is to have all of the Streetscape completed by fa112024 in anticipation of the 2025 Town Celebration. 4 Municipal & School Suildings Lexington Fire Department Headquarters Construction Start Date: November 2018 Project Completion Date: October 2020 Project Budget: $19,943,700 Funding: STM 1 2017-Article 2/STM 4 2017-Article 4/ATM 2018-Article 13 The Fire Department Headquarters building construction has been completed and the department moved in to their new facility in mid-0ctober of 2020. Visitors Center Start Date: May 2019 Project Completion Date:July 2020 Project Sudget: $5,100,000 Funding: ATM 2017-Article 18/STM 2017 3-Article 8/ATM 2018-Article 22 The new Visitors Center construction began in June of 2019 and opened to the public in July 2020. Westview Cemetery Administration Building Start Date: Design Development is complete, Construction documents have started Estimated Project Completion Date: Spring 2022 Project Budget: $3,290,000 for construction Funding: ATM 2017-Article 120 (design)/ATM 2020-Article 16k Construction funding for the new Westview Cemetery Administration Building was approved at ATM 2020 u�lder Article 16k. The Westview project is currently i�1 the co�lstruction docume�lt phase and the design team expects construction to begin in Apri12021. The project is expected to be completed by early 2022. Lexington Police Station Start Date: Schematic Design is complete. Construction Design paused. Estimated Project Completion Date: TBD Project Budget: Currently $1,862,622 has been appropriated thru Construction Documents Funding: ATM 2018-Article 14 The Select Board reaffirmed their decision that the new Lexington Police Station be located at 1575 Massachusetts Avenue in March of 2020. All members of the Select Board believe that the police station building needs to be replaced. However, in October 2020 and March 2021, a majority of the Select Board supported pausing further funding and additional design work on the police station project until a point in time that the community could complete the planned c�mprehensive conversati�ns about the future of policing. The Select Board remains committed to seeking ways to fully engage the larger Lexington community in these comprehensive conversations and expects those conversations to continue over the course of the next several months. The Select Board wants to ensure that transparent information is provided to the community about the current type and level of police services that the Town provides,the expected type and 5 level of police services in the future, the staffing for those services, and the training requirements for our public safety staff.Further,the Select Board is committed to allowing ample opportunities for residents to ask questions about policing and for the Town to provide comprehensive responses. Based on these decisions, the police station project will not be coming to Town Meeting for funding at ATM 2021. Hosmer House Appropriation: $50,000 Funding: STM12018-Article 5 / ATM 2020-Article 10m(2) Not approved Article 5 of the 2018 Special Town Meeting appropriated $50,000 for a study regarding relocation or renovation of the Hainmond A. Hosmer house, located at 1557 Massachusetts Ave. A committee was formed with representatives of the Select Board,Permanent Building Committee, Historical Commission, Historic Districts Commission, Public Facilities Department and the Architectural firm LDa. After reviewing the recommendations of that committee, the Board felt strongly that the Hosmer House should be returned to its intended use as a home and were in support of moving the Hosmer House to enable construction of the Police Station project. Article 10m(2) of the 2020 Annual Town Meeting asked for an appropriation of $25,000 for LexHAB to complete a feasibility study to reuse the house as affordable housing at Vine Street. That motion was not approved by Town Meeting. The Town Manager issued a request for proposals (RFP) in July 2020 for the house to be moved and/or acquired, and received one qualifying bid. After extensive review and evaluation, a majority of the Select Soard determined at their February 8, 2021 meeting that the bid did �Zot meet the objectives of the RFP. The Select Board has authorized the Town Manager in March 2021 to issue another RFP, this time including a list of specific properties where the facility could be moved and encouraging potential public/private partnerships. Stone Building The Select Board formed the Ad-hoc Stone Building Feasibility Re-use committee in August of 2020 to preserve the Stone Building and explore the feasibility of alternate uses for the Stone Building, consistent with the deeded restrictions and the Secretary of the Interior's Standards for the Treatment of Historic Properties. The Select Board recruited a wide range of candidates, ultimately considering 19 applicants for the 9 member committee. The committee had their first meeting in November 2020 and is expected to deliver their recommendations to the Select Board by September 2021. Pine Meadows Club House This project has been delayed to a future year within the current 5 year Recreation Department. This delay was to better align with overall Town capital plan and funding in those years. Old Reservoir Bath House Renovation Appropriation: $620,000 Funding: ATM 2019-Article 10g 6 All bids received by the Town exceeded the appropriation approved by Town Meeting. The Department of Public Facilities and Recreation Department staff are evaluating next steps and c�nsidering alternatives as the pandemic has drastically impacted projects costs. Lexington High School Funding: ATM 2021-Article 24 Appropriate for LHS Feasibility Study ($1,825,000) The Superintendent, with support of the School Committee and Board of Selectmen, submitted a Statement of Interest to the Massachusetts School Building Authority (MSBA) on March 17, 2019, requesting state support for a high school building project. The response from the MSBA in December of 2019 was that while Lexington's case for a new high school was compelling, they unfortunately did not invite Lexington to participate. Recognizing the needs and challenges Lexington is facing,the MSPA strongly encouraged the Town to reapply in 2020. The Superintendent resubmitted the Statement of Interest in April 2020. MSBA has notified the Town that the funding decisions that were expected for December 2020, have been delayed until spring of 2021. If Lexington were to be invited into the school building pipeline, a one-year feasibility period would begin,during which time issues of scope,siting,and cost would be explored in partnership with the MSBA. If Lexington is not invited into the pipeline, we will likely reapply in 2021 and every year thereafter until our application is accepted. In the meantime, the School Department is completing a School Master Plan which will include a phased plan to accommodate students at Lexington High School (LHS) until a new or renovated building is available. If the MSBA notifies the Town that the Statement of Interest has been accepted before ATM 2021 concludes, Town Meeting will consider approval of 2021 ATM Warrant Article 24 to appropriate for a Lexington High School Feasibility Study. If MSBA does not accept the Statement of Interest before ATM 2021, the Select Board recommends that Warrant Article 24 be indefinitely postponed. Article 42 ATM 2018-Special Permit Residential Development (SPRD) Referral to the Select Soard ATM 2018 referred Article 42, a citizen's article to revise the Special Permit Residential Development (SPRD) Bylaw,back to the Select Board for further evaluation and work.The Board allocated funds in its FY19 budget to cover the costs of a facilitator for the SPRD committee and a consultant to draft any bylaw or regulation revisions. These funds were originally granted through the TIF agreement with Shire, which provided contributions over 10 years, to be used at the Board's direction. The committee is charged with gathering stakeholder input,reviewing housing data and drafting a statement of values, to inform the drafting of a zoning bylaw amendment and warrant article to either revise or replace the current Special Permit Residential Development Zoning Bylaw. The full charge approved by the Select Board, as well as meeting minutes and presentations are available at: https://www.lexingtonma.gov/special-permit-residential-development-zoning- bylaw- amendment-committee-ad-hoc 7 The appointed members of the Ad-Hoc SPRD Committee are: Jill Hai, Charles Hornig, Scott Cooper,Matt Daggett,Heather Hartshorn,Joyce Murphy,Richard Perry,Taylor Singh and Betsey Weiss. The committee meetings were filmed by LexMedia and available for viewing OnDemand. Following community outreach and committee research, the committee presented a statement of values in a report to Fall Special Town Meeting in November 2019. The Town then engaged a consultant to work with the committee to develop a bylaw amendment to further those values. The committee was to begin meeting with the consultant at the end of March 2020, to outline the next phase of the work. Although that timeline was delayed by the pandemic, the Committee is currently reviewing alternative zoning proposals and these presentations,as well as various draft amendments are available on the committee's webpage. It is expected that outreach to the planning board and community will begin in the spring of 2021,with a goal of bringing Articles to the Fall 2021 Special Town Meeting. The Committee's proposed revisions will seek to create the necessary incentives to increase production of the housing stock Lexington desires,based on the value statement created in phase one of its work. The statement reflects an increased focus on sustainability and accessibility and reiterates the desire for increased diversity of housing stock. The value statement reads as follows: Lexington seeks to encourage greater diversity of housing opportunities to meet the needs of a diverse population u�ith respect to income, ability, accessibility neecls, number of persons in a household and stage of life. Lexington seeks to fulfill this goal while preserving its cultural and historical values and promoting growth that is sustainable and sensitive to the natural environment. Lexington is mindful of supporting development that preserves historically or architecturally significant buildings and landscape. The Town recognizes that not all of these values can be applied to all sites but is committed to evaluating eacli site as an opportunity to contribute to serving and promoting these values Town wide. Update on recent Home Rule Petitions There were three home rule petition requests approved at the 2020 Annual Town Meeting or Special Town Meetings. Two of these requests have been approved by the legislature and signed by the Governor: ATM 2020:Article 7: Petition General Court to Amend Legislation Regarding Tax Deferrals • An Act Relative to Real Property Tax Deferrals in The Town of Lexington Approved, January 13, 2021. Chapter 351 of the Acts of 2020 ATM 2020:Article 26: Amend Historic Districts Commission Enabling Legislation • An Act Relative to The Historic Districts Commission in The Town of Lexington Approved, Jc�nuary 8, 2021. Chapter 301 of the Acts of 2020 The third petition was submitted too late for consideration before the end of the legislative session in 2020.This item has been submitted for consideration in the legislative session and has received a docket number for processing: 8 STM 2020-2:Article 6 Authorize Special Legislation Development Surcharge for Community Housing (Citizen Petition) • HD 1715 -An Act authorizing a development surcharge for community housing in the town of Lexington Filed, February 10, 2021. 2025: The 250th Anniversary of the Battle of Lexington In anticipation of the 250th Anniversary of the Battle of Lexington in year 2025, the Select Board established the Semiquincentennial Commission (Lex250) in January 2020 as the official Town entity dedicated to helping the Town of Lexington plan events. Recruitment for membership on the Commission was delayed in calendar year 2020 due to the disruptions of COVID-19 and is currently underway with the anticipation of narning the members in the Spring of 2021. A member of the Lexington Select Board has also joined with representatives from the Towns of Concord, Lincoln, Bedford, Arlington and representatives from Minuteman National Historical Park and Hanscom Field t� begin information sharing regarding events that may be planned in the Battle Road Communities in 2025. There will be ample opportunities for interested residents and groups to volunteer as part of Lex250 events, be sure to watch the Town Website, Town E- Newsletter "Link to Lexington" and local papers for updates. 9 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Discuss Future Select Board Meetings ITEM PRESENTER NUMBER: Board Discussion I.11 SUMMARY: This agenda item is to discuss how the Board moves forward with remote, in-person or hybrid meetings for regular meetings and how the Board wants to plan a goal setting session.Attached please fmd the Select Board meeting schedule and the Select Board goals and the reports from Julia Novak and Jon Wortmann from prior goal setting sessions. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 6/28/2021 8:SOpm ATTACHMENTS: Description Type ❑ �:a�pay as�"`i<^dc�;t Il�r�cc�If��a�pi4rs�G°d�iQ�?n lV➢a��nuzgn`ich�^a�tiuVe; VA��;�iu�^I4�saba°ni°�a1 ❑ �,a dc,ci��tr��¢d��'�ra�1w; �.k>��cr @�¢,ru�r ❑ lV��n�nm��r�rx Q.;ur�cr NVa:rn�. ❑ Nar�,�a0< Q"d>r e.r NVa°,vinaa � � � 1' � N � � Q .T ?� Qt 41 �p �p 01 r5^ L1 LL a A C5 O � y 7� � 7� � C C � � � ,v � m � W _ d vi .t't ".-., -� C C] � -� `6 `6 >" t- � � � � L"1 y °� � � _i d' N � N w � � Ly V�i v� � C � � � to cn �Q �Q 1-�j C � � O >' °�, m6 c o o -c+ �r � a c�u � cz � � � � E '� `�° � V � E as ar o .� .c � � � � v a `pU' ca rts � riz m v � � � r�u o o p p CJ '' N � s �, z � a �- a a � u, a � � � � r > u c� � i- u 0~ H � u°i i r� aa ry v rn �--i rn � i.rr � w o� v} �a �--i � �-+ i.ra uu-a O H H C7 e� r� o o H m H o o O � h �-a H H � H �v ry c G St '- '- W - - - >` G � � 5]. 41 9e Oe O > ... 4� Z � � W � � � sa cz cz � n � "° v � vv, Q '� z z o F -' Ry +2 1 d � � O a � U1,. m p .�-I N �1�,,,. ^ � N � �,,, � � � � V",'. eV Ql .-�-I N �M V'i��,,, l0 .-m-I �N N V",'. m Oti .-^-I N M 1.� �. 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BOARD GOALS: • 2020—Assign one Board member as lead for each priority area; Agree on baseline performance/ customer satisfaction measures for priority areas below • 2021—Set improvement targets and expected results TOP PRIORITIES THRIVING LOCAL ECONOMY CREATE A PREDICTABLE FRAMEWORK FOR PERMITTING PROCESSES �CHAMPION—JILL HAI� • Redesign the Business Resource Guide to provide a more detailed explanation of the permitting process—the measurable goal will be an updated Business Resource Guide,this is to be undertaken by the Economic Development Office to be completed by Fall 2020. • Ensure businesses understand the Town's coordinated effort of all permitting departments through the Design Review Team (DRT). Promote the "one-stop" shop for all pre-permitting review to ensure that permitting processes go smoothly and that by the time an applicant is before a Board or Committee that all staff have commented on plans and that the plans meet the Town's requirements. The measurable goal is that outlines of ineetings of the DRT are to be forwarded to the Town Manager and that a report will be developed outlining the number of days from initial contact to the Town to completion for the past 3 years will be developed and updated regularly to indicate the effectiveness of the DRT process,to be undertaken by the Planning Office. The initial report will be due July 2020. • Training for all Development/Permitting Boards—Training programs will be offered to these Boards through the Citizen Planning Collaborative and/or other programs and will be ongoing through the next two years. This will be undertaken by the Planning Department and a record kept of each Board member's training. The measurable goal is that written notification of training opportunities will be made and recorded. This will be initiated January 1, 2020. ENGAGE IN A COMMUNITY CONVERSATION TO DEFINE WHAT ATTRACTIVE AND VIBRANT WOULD LOOK LIKE FOR LEXINGTON (CHAMPION—lOE PATO� • This will be part of the ongoing comprehensive plan update with at least one specific facilitated community conversation to define what"attractive" and "vibrant" means in relation to Lexington. This will be undertaken by the Planning Department and incorporated into the final report on the 1 Comprehensive Plan with the measurable goal to complete the Comprehensive Plan no later than December 31, 2020. WORK WITH BUSINESSES AND PROPERTY OWNERS TO DEVELOP CREATIVEAND INTEGRATED SOLUTIONS �CHAMPIONS-SUZIE BARRY,MARK SANDEEN,Jiu Hai&JoE ParoJ Continue meetinps with both small local businesses and larper, corporate businesses Local Business Owners(Champion-Suzie Barry) Small business meetings will commence on a quarterly basis (starting with the first quarter of 2020), where these have been irregularly scheduled over the past year. This will be one venue to have discussions with local businesses over a variety of topics, including the impact of the Center Streetscape Project. The measurable goal will be improved communications from 4 quarterly meetings by December 2020. These meetings will be scheduled through the Economic Development Office who will attend these meetings,the Select Board will designate two members as well as the Town Manager or his designee to attend these meetings. The measurable goal is that 4 quarterly meetings are held to improve communications. Larpe eusiness Outreach (Champion-Mark Sandeen) The outreach program with larger businesses will continue through 2020 with the plan to hold at least six meetings with large businesses during 2020 targeted to businesses that may be growing, lease renewals or other indicators. This will be coordinated through the Economic Development and Town Manager's offices. With one of these meetings being a joint meeting with the Center Businesses group. The measurable goal is that a minimum of 6 meetings are held with the larger business owners in Lexington. Center Businesses(Champion-Jill Hai) A quarterly meeting will be established in 2020 specifically with businesses in the Center Business District through the Center Committee to discuss the impacts of the Center Streetscape Project and to work around as many issues as possible to ensure the project goes smoothly. The project is slated for construction to begin in the Spring of 2021,therefore starting the first quarter of 2020 a meeting will be initiated through the Economic Development, Public Works Department and Public Information Officer, who will be responsible to communicate with businesses to ensure an effective two-way communication before and during the project to minimize complaints and to establish an effective complaint resolution program during construction. The measurable goals will be that 4 meetings are held and that a two- way complaint/complaint resolution program is developed. Small 8usiness Tax Exemption Proqram (Champion-Joe Pato) Through the Town's Finance Department, data will be accumulated during the first three quarters of 2020 to develop an impact statement and to identify the number of businesses that would be able to participate in a Small Business Tax Exemption program. The Finance Department will make contact with all businesses identified as eligible based upon their property valuation and will identify the number of employees to establish a list of potential businesses and further develop an impact to all other commercial businesses should the Town offer a Small Business Exemption. The measurable goal is the 2 development of the report for the Board's consideration. The timeframe will be to ensure a final report is provided to the Select Board one month prior to the FY21 tax rate setting hearings. Livaeiury DEVELOP EFFECTIVE TRANSPORTATION SOLUTIONS �CHAMPION-MARK SANDEEN� • The Transportation Manager will continue to worl<with others in the neighboring communities to identify opportunities to cooperate and develop a broader use of the Town's transportation services. • The Transportation Manager will review and identify opportunities to provide first mile/last mile service during the morning and evening rush hours to connect local businesses with other public transportation options using the Lexpress or Rev bus services. • The Transportation Manager will work with the MBTA on potential new bus routes to provide improved services for residents seeking public transportation. • The measurable goal for the above three bullets is to see increased usage (not a defined percentage as this will be a multi-year goal seeking to increase public transportation usage) during 2020 and to provide a recommendation on alternative routes that would link Lexpress or other public transportation services to regional train services available in nearby communities. • During 2020,the Transportation Manager worl<ing with the Town Engineer and Public Works Department will identify potential locations for a protected bike lane trial in Town. The measurable goal will be to include a recommendation whether a protected bike lane is possible/advisable. The measurable goal will be that public meetings will be held and a recommendation made to the Select Board in a timely manner so that any costs could be included for the FY22 budget. Review residential zoning for ways to create new housing opportunities and protect the diversity of existing housing stock (Champion—Jill HaiJ • The Select Board have already had an introductory presentation on Chapter 40R and 40S development. The Board will schedule a secondary discussion on these options during the first quarter of 2020 with the measurable goal of having a position developed during the second quarter with the goal of having any action required of Town Meeting included in a Fall 2020 Town Meeting warrant. • The Select Board will work with the Planning Department, Community Preservation Committee, Housing Partnership, LexHab, Housing Authority and others to review existing affordable housing stock, improvements that may be needed and to develop a plan to fund improvements. The Board will hold an initial meeting during the first quarter, develop a working group of these Committees to identify opportunities and the Town Manager will identify appropriate staff to assist in this review. The working group will work throughout 2020 and identify funding opportunities and/or needs and will present to the Select Board an interim report in the Fall of 2020 to obtain feedback and then provide recommendations to the Board in December 2020 for any action needed by the Town at 3 Annual Town Meeting 2021. The measurable goal will be to have an improvement plan agreed upon by January 2021 with funding recommendations for the 2021 Annual Town Meeting. HIGH PRIORITIES QUALITV INFRASTRUCTURE,AMENITIESAND MUNICIPAL SERVICES REVIEW THE CHARGES FOR ALL TOWN COMMITTEES;MODIFYAND UPDATE AS APPROPRIATE TO REFLECT BOARD PRIORITIES AND CREATE EXPANDED OPPORTUNITIES FOR RESIDENT PARTICIPATION. �CHAMPIONS—JOE PATO 8i SUZIE BARRVJ EXECUTION: Town Committee Review(loe PatoJ During the first half of 2020,the Board will designate a Select Board member to work with the Management Fellow to identify the legal basis of all Town Committees and whether the Committees are mandated by law, mandated by some other law the Town has adopted or optional. Those Committees that are identified as optional, will be reviewed to determine the ongoing necessity of the Committee. The charge for all Committees, both mandated and optional will be reviewed to determine if they continue to be appropriate and/or whether an updated charge is advisable and will provide a recommendation to the Board for consideration by December 2020. The measurable goal will be for the Select Board to approve new Committee charges by June 2021. BOARD GOAL: 2020—Complete review and update of all committee charges to rationalize functions and expand appeal for broader resident participation. 2021—Attract 15% new participants to town committees Board Liaison Review(Suzie Barry) The Board will commence a discussion on the role of Board Liaison to various Committees and establish protocols for the Board Liaisons. This discussion will commence in January 2020 and will conclude by June 2021. The Chair of the Board will review other community's liaison roles and develop a protocol for discussion with the full Board no later than May of 2020. The measurable goal is that protocols will be established by June 2021. COMMUNITY CHARACTER CREATE AND COMMUNlC,4TE A PLAN FOR BROADENING DIVERSITY OF TOWN STAFF �CHAMPION-JILL HAI� • The Town Manager and HR Director will identify additional resources to advertise and promote job openings and will continue the employee survey that was undertaken in 2019 to measure and identify whether there are improvements or lessening diversity. The measurable goal will be a continuing annual report back in Fall 2020 on employee demographics and outreach efforts. 4 • The Select Board through the activities listed above relative to reviewing the charge of all Committees and seeking to provide additional opportunities for residents (that may not have previously been involved)will require that all vacancies, and those seats with incumbents who's terms are expiring,whether the Committee is appointed by the Select Board or Town Manager to be advertised in local papers, on Town bulletin boards and the Town's website with a copy of the opportunity emailed to all those previous attendees of the Citizen's Academy to seek to diversify Committee membership. This will be undertal<en with the reappointments starting January 2021 and the measurable goal will be advertising all expiring terms for Committee appointments. TOWN-WIDE FISCAL STEWARDSHIP (CHAMPION-DOUG LUCENTE� • Limit the rate of property tax increase. The Town will endeavor to not have a Proposition 2%z override and communication to residents on town finances and taxes will be developed. The measurable goal is that the Town Manager and Finance Department will develop easy to understand informational pieces during 2020 and will work with the Public Information Officer to communicate to residents through Town Meeting, a community conversation, online, mail and/or LexMedia. • Review home rule petition opportunities to address the issue of tax deferrals and the timing of when interest begins after the property owner(s) passes away and the estate is required to pay the deferred taxes. The measurable goal is that the Board will consider adding to the 2020 Annual Town Meeting warrant, an article that will seek a home rule petition to allow the Town of Lexington to set the timing and interest rate for the deferred taxes for the residential tax deferral. • Take action on the residential exemption study committee recommendations, including development of a means-tested and/or age-based residential exemption—The Board will charge a new Residential Exemption Study Committee in 2020 to take up this issue and make a recommendation by January 2021 at which time the Ad Hoc Committee will sunset. DEVELOP A CAPITAL MASTER PLAN THAT ENCOMPASSES ALL CAPITAL ITEMS�INFRASTRUCTURE,BUILDINGS, ETC.�AND INCORPORATES THE SCHOOL'S MASTER PLAN �CHAMPION-JOE PATO� • The Town Manager,Assistant Town Manager for Finance, Director of Public Facilities and Director of Public Works will provide an estimated cost for inclusion for items costing over$500,000 in the 2021 Annual Town Meeting warrant. The measurable goal is to develop a full cost report in time to inform the FY23 budget process (Fall of 2021). • The Town Manager and Finance Department will draft a comprehensive debt management plan in the form of guidelines to be presented to the Select Board prior to September 2020 and incorporated into the FY22 budget process. The measurable goal will be an agreement between the Select Board,Appropriation Committee, Capital Expenditure Committee and School Committee by the second budget summit of the FY22 budget process. 5 OTHER PRIORITIES The following items were listed under"other priorities" and will be worked on to move them forward, but without the top and high priority detail. These include: IMPLEMENT THE SUSTAINABLE ACTION PLAN AND GETTING TO NET ZERO EMISSIONS PLAN (CHAMPION-MARK SANDEEN� The Town is in the process of hiring a Sustainability Director and has developed an Integrated Building Design and Construction Policy to provide direction for Town building projects. The measurable goal will be following the hiring of a Sustainability Director, an implementation road map of the Sustainable Action Plan and Getting to Net Zero Emissions Plan will be developed with priorities for implementation and any costs associated with the implementation of plan elements estimated,this will be undertaken within one year of the Sustainability Director's hire date and will be done under the direction of the Sustainability Director and Sustainable Lexington in consultation with the Town Manager and Select Board. 25OTH CELEBRATION (CHAMPION-SUZIE BARRY� The Select Board will create and appoint a Committee in 2020 to oversee and plan activities for the 250tn anniversary of the Battle of Lexington and the Board will also coordinate with surrounding communities, other partners and the State on collaborative opportunities. The measurable goal will be the creation of the Committee and planning efforts being coordinated with other area communities, other partners and the State. TWO-WAY COMMUNICATION (CHAMPION-DOUG LUCENTE� The Town Manager will worl<with the Board during 2020 to better define what is intended for two-way communication tools and will work with the Public Information Officer to review existing online platforms and a non-online option and will implement(subject to budget appropriation) a plan to improve communications between residents and Town Departments. The measurable goal will be the development of a communication plan with cost estimates in time to be included in the FY22 budget. 6 � • •O � � � L i � O � � — � � �, , � ; , . � � . 1 a � �, � �. �� 's a, � � � � a, � � � o � a� o u � � Q � ; •i � ' ; O , � � 1 � � �J c� a.+ � � O � V �, a s � � 0 � Town of Lexington, Massachusetts Goal Setting Retreat Report July 29, 2019 m�„ � � .. � � P : �� ,� � �m. �, �a,�� @�uo� ��v�l�. °%'��,� Th� �, � �°,°��°;�� Cansulting Group �� k��"�' �� `' ;��" . � � � � ��w.»�� ;b �wu�iiw" �,,e , 1`�� I , I • � - . i /�/ , Livability far ALL Ages and Stages Quality Infrastructure, Amenities, Review residential zoning for ways to create 1 1 r 1 S new housing opportunities and protect the Initiate implementation of the Sustainable diversity of existing housing stock. Action Plan. Develop effective transportation solutions. Review the charges for all Town Committees; modify and update as appropriate to reflect Board priorities and create expanded opportunities for resident participation. ri i 1 Develop a comprehensive approach to diversifying the tax base and revitalizing all commercial centers in the community. i r r Diversity, Equity, and Inclusion - building strong community relationships. Develop a plan for effective two- 1 way communication using inclusive approaches. �" Communicate a plan for broadening Town-Wide Fiscal Stewardship diversity hiring for Town staff. •Limit the rate of property tax increase. �Determine the scope of appropriate Develop a capital master plan activities (timeline and duration), funding needs, collaboration, and ultimate Board that encompasses all capital items or Committee responsible for the z50th (infrastructure, buildings, etc.) and Celebration in 2025. incorporates the Schools Master Plan. - � � � � � � � � I r��vi ti �,C�I...�.�pf rr�,y��.�xi�� I�f�<�� '� . 1C:�91 r.��le�,•�V `��,i 1 ii�i�;�i f,;,�i��fxfl.�k[ f�r,I�.�R�°�i u: On July 29, 2019, the Lexington Board of Selectmen met with the Town Manager, Assistant Town Manager, and staff from the Board of Selectmen's office to participate in a goal-setting exercise. The Novak Consulting Group facilitated the meeting. Setting the Stage and Introductions The facilitator reviewed the agenda and meeting norms,then invited each person to share an expectation that they had for the day: • Talk about things we might otherwise not be able to. • A new approach to goal setting—focus on what the Board wants to accomplish. • Staff looking for the big picture and how the Selectmen's goals connect. • Balance the need for priorities with all the things others want us to do. • Want measurable outcomes. • Sense of urgency to accomplish something! • Different mindset—hope to learn something new! Collaborate! Consensus! • Focus! Clarify goals—what we really want to achieve. • Balance! • Understand roles—Selectmen vs.Town Departments. • Actionable! A plan that translates for departments. • Goal-setting is my favorite meeting! Hear from colleagues about sensitivities vs. solutions. Drive the process. The I eal oard e ber The Board was asked to consider their role from three different perspectives—the public, the staff, and their colleagues on the Board—and identify what each group is looking for or how they would define the "Ideal" member of the Board of Selectmen. The Board noted that Listen, Responsiveness, Efficient, Support, Understanding, Decisive, and Respect were common to all three groups. "��u��°��°��°u�wr��`��;��.°� r°dr�'��ii'�A�rt"��i��i!N&"'N�6 C�M�,S��R�'��d�x�rr�ff,F YN;'�m&�`��h,��"�"��A�A��i��i!N�6 C��4�,��fi1��"��°��"�"'a I r:�wi ti �> �I...s.��irr��ar�� I�f.k�:��;t 1G:�'I�.��l�a�•�V `�r,k1 ii�i�;g f�;.�r�fxfl.�k� f°;r I�.s�:ri u: Public Staff Board Colleagues • Listen to everyone's • Listen to their perspective • Collaborative perspective • Willingness to engage— • Collaborative • Listener learn/understand from their . Collaborative • Better two-way perspective • Brief in our comments communication • Respect • Colleague • Champion • Respectful • Trust • Take a Town-wide view • Respect • Trust of issues • Empathetic • Respect • Clean, safe, healthy, • Realistic . Openness/honesty resilient, and sustainable . Realistic • Listen future . Open to expert opinion . Efficient • Fiscally responsible . Decisive • Sharing of knowledge • Fiscal responsibility . Decisive • Ability to acl<nowledge what • Effective transportation • Having vision/big picture they don't know and learn • Support for seniors . Support about it • Transparent • Fiscally responsible • Smart • Lower taxes • Trust • Sense of humor • Diversity, equity, • Support inclusion • Open-minded • View sharing • Fair � Responsiveness • Responsive • Act quickly on their needs • Never say no! • Responsive;get things done • Empathetic • Excellent education • Available at all times • Instant gratification • Immediate action "��'��°��°��°u nµr��`��f��.°� r°dr,��ii'�Ahi��N�i!N&"'N�`�"�M�ft 24&'�I��fi�d Rxm7'2";��`°�mR�`��mu��R A�A��P�N�`�"��4r�+��fi1��"u�e F`��"'n, I r��v i ti �,C�I...�.�p f r r�,y��.�x i�� I�f�<��,�� . 1C:�91 r.��le�,•�V `��,i 1 ii�i�;�i f,;,�i��fxfl.�k[ f�r,I�.�R�°�i u: �t��"�.hJ ��,y�GY°�5lV�YtaSs ��..�'+�� %�f f��jj� ii/ �� l�f �� „r� � �� 1�� f � ,,��f � �f i� � .� /�/� ��,� ��, �/� i��iJ% , �,�� t ��i Jl� ��i% The ;,,,,� �, Ideal ` 11�� `��:�� oacd M � , /�, '��e��j�i/ r� �� ;�,� , �� a,��. %fl� ",�=r,�t�� , ��,, f1� �. BR or„, awa�x�xim � �wcMs : r — l i�/�� y.�rr =:p� 1 tre�,�c � �a .. , ` � •"• �� .., _ . - � �� .. /� r.v.�s.r �� .. ... �.�SCLN" �ry dMw � ..... . ... , __ „_.. �� Mmo5P FAYR ,�; ��,,�C� ,._ _ t�r��r�m,�� at Gets one The facilitator discussed the concept of political acceptability and administrative sustainability. It is important to remember that while the Board is focused on achieving priorities,the organization's day-to- day work of delivering services is significant. The concept is demonstrated in the "iceberg" below. The Board pointed out how constituent requests are swimming at the surface, drawing attention and demanding resources. �� I ��lr�c�5 �`"°� �� , ��y .. � � � � �� ° b�� . ��.� � � � � . �� . � � �� "��u��°��°��°u�wr��`��;��.°� r°dr�'��ii'�A�rt"��i��i!N&"'N�6 C�M�,S��R�'��d�x�rr�ff,F YN;'�m&�`��h,��"�"��A�A��i��i!N�6 C��4�,��fi1��"��°��"�"'a I r��v i ti �,C�I...�.�p f r r�,y��.�x i�� I�f�<��d. . 1C:�91 r.��le�,•�V `��,i 1 ii�i�;�i f,;,�i��fxfl.�k[ f�r,I�.�R�°�i u: Lexington-The Future The group was asked to consider two questions: 1. What is something about Lexington that is TRUE TODAY that you hope will STILL be true ten years from now? 2. What is NOT a reality about Lexington today that you HOPE will be true ten years from now? What is something about Lexington that is TRUE What is NOT a reality about Lexington today TODAY that you hope will STILL be true ten that you HOPE will be true ten years from now? years from now? • Engaged Community(x2) • More vibrant center • Great place to live • Vibrant downtown • Great community • Processes become more efficient • Great place to live and work • Commercial revitalization • Character • More economically diverse • Historically significant in the world • Diverse tax base (commercial $) • Intellectual capital prevalent and valued • Less reliance on residential tax revenue • Respected • Cleaner, safer, healthier, resilient future • Open spaces(x3) • Diversity of workforce • Beauty • Boards, committees,staff reflection of • All ages and stages of life represented residential makeup of our community • Well-run Town (x2) (diversity) • Strong organization • Senior and workforce housing options • Attention to fiscal matters • Affordable place to purchase for first-time • Fiscal stability—resources to meet challenges homebuyers • Cutting edge community • Affordable for all ages/stages • Leader in education excellence • Ease of public transportation • Diverse and welcoming • Effective transportation—bikeable,walkable; • Diverse community focused on people • Welcoming community • Transition from fossil fuels underway • High integrity • Robust capital plan • Engaged staff • Culture change considered in decisions and planning processes • Sense of balance for employees and volunteers • New high school • Economic vibrancy A Fra ework The Board of Selectmen considered the input from their Boards and Committees and a "straw man" framework provided by the facilitator and ultimately established the following framework to use in establishing priorities. "��u��°��°��°u�wr��`��;��.°� r°dr�'��ii'�A�rt"��i��i!N&"'N�6 C�M�,S��R�'��d�x�rr�ff,F YN;'�m&�`��h,��"�"��A�A��i��i!N�6 C��4�,��fi1��"��°��"�"'a I r:�wi ti �>f�I...s.��irr��ar�� I�f�<:��"��'d 1G:�'I�.��l�a�•�V `�r,k1 ii�t�;g f�;.�r�fxfl.�k� f°;r I�.s�:ri u: �Ih III:n �, m � � � ,� ,� �� . au m�iu air��r��u�G�°��,:��i°��\�?�u o au m; �� ai�:�n m �iii�i��°N , F �� ir�u��p au„ � .��u�i�i au.n�� .. me��u�u�an air�m'�i 7ii.�i�ai��N., • Livability for ALL Ages and Stages • Thriving Local Economy • Town-Wide Fiscal Stewardship • Quality Infrastructure,Amenities, and Municipal Services • Community Character Priorities The Selectmen then used the proposed framework to organize their priorities for the Town. Items in bold will carry forward as Board Priorities. Pillars Priority Initiatives Community Character • Prepare for the 250tn(2) • Clear outward Communication Plan (2) • Improve electronic accessibility for residents with disabilities • Diversity Equity Inclusion—building strong community relationships (3) Town-Wide Fiscal Stewardship • Raise funding for educational excellence (1) • Limit rate of property tax increase(3) • Robust Capital Plan and Updated Fiscal Policies(3) o Capital Plan o Capital and Fiscal Plan: Fiscally sustainable long term o Update Financial Policies • Live within our means; i.e., budgets made without potential operations override Quality Infrastructure,Amenities,and • Make Lexington Government more customer-centric(1) Municipal Services • Make a plan for how to use amenities/open space for events—bring people to Town • Review Committee Structure(3) o Efficient,effective,diverse community structure—diversity of participants in makeup and tenure • Commitment to training at all levels for staff and Boards and Committees • Put into practice Sustainable Action Plan and Getting to Net-Zero (2) o Implement Sustainable Action Plan • Preserve Open Spaces and Lexington's Beauty Livability for ALL Ages and Stages • Age-friendly housing • Residential zoning that encourages construction/maintenance of diverse housing stock(4) o Create unique housing options through zoning/planning • Effective transportation solutions(4) "��'��°��°��°u nµr��`��f��.°� r°dr,��ii'�Ahi��N�i!N&"'N�`�"�M�ft 24&'�I��fi�d Rxm7'2";��`°�mR�`��mu��R A�A��P�N�`�"��4r�+��fi1��"u�e F`��"'n, I r:�wi ti �>f�I...s.��irr��ar�� I�f�<:��^��:� 1G:�'I�.��l�a�•�V `�r,k1 ii�t�;g f�;.�r�fxfl.�k� f°;r I�.s�:ri u: Pillars Priority Initiatives o Improve Bike, Pedestrian Safety and Comfort o Transportation options to connect Lexington to the greater region without single-car reliance o Public Transportation—Public/Private Partnership alternative Thriving Local Economy • Promote and maximize ourTourist Economy opportunity • Diversify our tax base by increased commercial revenue(5) o Vibrant TOWN (not just Center and Hartwell— also East Lexington, Marrett Road, Bedford Street,and Countryside o Integrated planning process revitalization of commercial districts o Vibrant, attractive economic development including revitalization of zoning o Hartwell North—Advance Economic Development in a manner respectful of the surrounding neighborhoods "��'��°��°��°u nµr��`��f��.°� r°dr,��ii'�Ahi��N�i!N&"'N�`�"�M�ft 24&'�I��fi�d Rxm7'2";��`°�mR�`��mu��R A�A��P�N�`�"��4r�+��fi1��"u�e F`��"'n, I r:�wi ti �>f�I...s.��irr��ar�� I�fa�.��^ l 1G:�'I�.��l�a�•aV `�r,k1 ii�t�;g f�;.�r�fxfl.�k� f°;r I�.r,�:ri u: Board Priorities The Board then tool< time to provide additional clarification and direction for the staff through the following: • Creating a concise, actionable statement for each initiative • Identifying the problem being solved/opportunity being seized • Describing what success looks like The priorities were put in three categories:Top, High, and Other.The Town staff will follow up on each of them. lll��.�lll�u III�a�°9ii�:u� au�ui�,�^�,,u Pillar Initiative What is the problem What does success being solved/opportunity look like? being seized? Thriving Local Develop a • Overreliance on the • Residents proud Economy comprehensive residential tax base of thriving approach to . Not enough diverse commercial diversifying the tax retail opportunities centers base and revitalizing all for residents • Business owners commercial centers in . Need for effective feel the the community. transportation for permitting • Create a employee needs process is fair predictable consistent and framework for predictable permitting • Increase in the processes. commercial tax • Engage in a base community conversation to define attractive and vibrant for Lexi ngton. • Work with businesses and property owners to develop creative andintegrated solutions. Livability Develop effective • Limited opportunity • Adequate transportation for people to access alternatives to solutions public transportation single-occupancy • Collaborating with in Town (last mile) vehicles neighboring • Need alternatives to • Sense of safety communities along single-occupancy when traveling transportation vehicles' within the corridors. community. "��°��°��°u nµr��`��f��.°� r°dr��ii'�A�Rg1��'N�i!N&"'N��"�M�ft24&'�I�fi�MRx�r7'2";�;�°�mR�`��m�,��NA��i!N��"��4r�f��fi1��"�,S��F`��"'n, I r:�wi ti �>f�I...s.��irr��ar�� I�fa�:�� 1G:�'I�.��l�a�•aV `�r,k1 ii�t�;g f�;.�r�fxfl.�k� f°;r I�.r,�:ri u: Pillar Initiative What is the problem What does success being solved/opportunity look like? being seized? • To engage with state house delegation for funding options. • Determine regional programs available and engage with those groups. • Establish a protected bike lane trial somewhere in Town. Livability Review residential . There appears to be a • All ages and zoning for ways to disconnect with the stages are create new housing current zoning and represented, and opportunities and current housing the housing stock protect the diversity of available and what meets the needs existing housing stock. residents tell us they of the community • Review of 40R and want 405. • Identify an amount of money to include in the yearly budget for housing opportunities and initiatives. "��°��°��°u nµr��`��f��.°� r°dr��ii'�A�Rg1��'N�i!N&"'N��"�M�ft24&'�I�fi�MRx�r7'2";�;�°�mR�`��m�,��NA��i!N��"��4r�f��fi1��"�,S��F`��"'n, I r:�wi ti �>f�I...s.��irr��ar�� I�fa�:�� 1G:�'I�.��l�a�•aV `�r,k1 ii�t�;g f�;.�r�fxfl.�k� f°;r I�.r,�:ri u: III�III�uN�;rlll�r III�'au �R��au au�au��^�!�;� Pillar Initiative What is the problem What does success being solved/opportunity look like? being seized? Quality Infrastructure, Review the charges for . Too many committees • An effective array Amenities,and all Town Committees; . Overlapping of Boards and Municipal Services modify and update as responsibilities Committees that appropriate to reflect . Insufficient staff accomplish goals Board priorities and resources to support aligned with Town create expanded the committees goals. opportunities for . Need for training: • Committees are resident participation. technical,training, reflective of process, staff residential interaction, diversity makeup of the and inclusion, etc. community • Difficult for new residents to engage � Unclear charge and task Community Character Communicate a plan . For the workforce to • Residents feel for broadening more appropriately valued and diversity hiring for reflect our community respected,with Town staff. opportunities to • Survey like engage while communities for seeing self best practices reflected in Town surrounding staff and diversity and governance inclusion structure • Examine the organization and structure of groups working on diversity, inclusion, and civil rights issues; outline roles and responsibilities, policies, and objectives. Town-Wide Fiscal Limit the rate of • The residential • No municipal Stewardship property tax increase. taxpayer burden is operating • Communication to increasing at a high overrides residents on rate • More square feet finances and how it . Perception that the of commercial relates to their tax Town is spending space bill. money on things it "��°��°��°u nµr��`��f��.°� r°dr��ii'�A�Rg1��'N�i!N&"'N��"�M�ft24&'�I�fi�MRx�r7'2";�;�°�mR�`��m�,��NA��i!N��"��4r�f��fi1��"�,S��F`��"'n, I r:�wi ti �>f�I...s.��irr��ar�� I'<.a��r "I(�:U 1G:�'I�.��l�a�•aV `�r,k1 ii�t�;g f�;.�r�fxfl.�k� f°;r I�.r,�:ri u: Pillar Initiative What is the problem What does success being solved/opportunity look like? being seized? • Review home rule should not be petition spending money on opportunities for assessment changes. • Take action on residential exemption study com m ittee recommendations. • Budgeting— establish a defined limit for any increases with clearer messaging to residents. Town-Wide Fiscal Develop a capital • Lack of clarity and the • A published plan Stewardship master plan that ability to balance with a framework encompasses all capital priorities and costing items (infrastructure, . Making decisions on included so we buildings, etc.) and incomplete have consistency incorporates the information in evaluation and Schools Master Plan. discussion • Develop a capital borrowing plan. • Develop a long- term borrowing policy. "��°��°��°u nµr��`��f��.°� r°dr��ii'�A�Rg1��'N�i!N&"'N��"�M�ft24&'�I�fi�MRx�r7'2";�;�°�mR�`��m�,��NA��i!N��"��4r�f��fi1��"�,S��F`��"'n, I r:�wi ti �>f�I...s.��irr��ar�� I'<.a��r �I '� 1G:�'I�.��l�a�•aV `�r,k1 ii�t�;g f�;.�r�fxfl.�k� f°;r I�.r,�:ri u: �'��:lllau�#�au° 10:��irau��au°�ruaR��:�� Pillar Initiative What is the problem What does success being solved/opportunity look like? being seized? Quality Infrastructure, Develop a plan to • Missing grant • The Town Amenities,and implement the net- opportunities for considering Municipal Services zero action plan. funding climate change in • Approve and hire a • Climate change all appropriate Sustainability . Stormwater,flooding, decisions and Director. toxins, and outages planning • Establish regular processes. reporting • Reducing measures. greenhouse gas • Transition to emissions greener electricity, • Reducing increasing the municipal renewable vulnerability percentage. • Saving money • Transition heating • Improving systems. residents' health • Promote • Adopting the renewables to the integrated private sector. building policy Community Character Determine the scope of • Seizing the • The plan/funding appropriate activities opportunity for will be (timeline and Lexington to be seen determined far duration),funding in a positive light on enough in needs, collaboration, the international advance so and ultimate Board or stage. execution can be Committee responsible . Can't wait too long to seamless(major for the 250t" start making Town projects Celebration in 2025. decisions. completed in advance, etc.) Community Character Develop a plan for . Lack of a clear path for • Fewer misdirected effective two-way two-way inquiries communication using communication • Higher resident inclusive approaches. . Lack of predictability satisfaction • Creation and of where to find dissemination of an information or to outward know how it will be communication disseminated plan for consistency and clarity for residents and staff. "��°��°��°u nµr��`��f��.°� r°dr��ii'�A�Rg1��'N�i!N&"'N��"�M�ft24&'�I�fi�MRx�r7'2";�;�°�mR�`��m�,��NA��i!N��"��4r�f��fi1��"�,S��F`��"'n, I r:�vvl h �9 I...t.;pll`Y+',�GG�'rl'� I'x.a{��:r I�t 1C.�9'�I�b�`le�,•�V `a�,i 91I�t�:'? f t;,f I�'fxfl."k[ f�r,l`.rR.zl u: Next Steps The facilitator will provide a report of the day's retreat as well as a one page summary of the frameworl< and priorities established by the Board. Also, some suggested outcome measures for each of the five pillars will be provided to the Town Manager. The Town Manager will work with the Senior Management Team to develop implementation plans for each of the Board's initiatives and report on progress quarterly. Partin Thoughts • Mr. Sandeen—Was hoping that Jim would give us some thoughts about working with staff from your perspective—none of our goals can get accomplished unless we are working well with staff. • Ms.Axtell—From a staff perspective—guiding department heads in setting goals—hearing things today gives me a better sense for how to translate goals for departments. • Mr. Malloy— Format that we used with distinct action items will be helpful as staff brings things forward to the Board—budgets, policy changes, etc.all can be tied bacl<to this report. Being clear and decisive is the biggest help you can lend to staff! Hasn't been a problem with this board so far! Be decisive, be clear, be a team; it's not the Board vs. the staff. • Mr. Pato—Time well spent today! This isn't a single point of time for most of these goals. There will be successive iterations of what we need. Helpful for staff and for us to hear the descriptions being together as we prioritized than having it done individually (which is how we have done previously). • Ms. Hai —This was really helpful. I liked doing it in concert with one another— more color and depth to our decisions.Am a little concerned because many of last year's priorities are still on the list but bucketed differently. Am hopeful that Jim and Kelly will help us keep focused and turn what we did today into actionable elements and useful tools for the staff.Want it to translate into a new way of doing business. • Ms. Katzenback—Interesting to see a different version than what we did previously. Rather than molding other people's list,the Board was able to create and hear and understand how the day- to-day aligns with the Board's goals. • Ms. Barry—Thank Jim for hearing us loud and clear and suggesting this change; not feeling as exhausted and overwhelmed.This went better than expected. Encouraged! Don't want any of us to lose. We each have individual priorities, but we work well together, and that is important — working together and with the staff. • Mr. Lucente—Thanl<you,Julia,for the context.This is a process, not an event. It is a memorable process that I can walk away from telling you the five things we are focused on. It gives me a sense of hope that we didn't go too far off track. Excited for the year ahead—we have an excellent team and am proud to be part of this group.We work well together. Don't always agree,but we respect each other.Want to measure successes against these goals. "��u��°��°��°u�wr��`��;��.°� r°dr�'��ii'�A�rt"��i��i!N&"'N�6 C�M�,S��R�'��d�x�rr�ff,F YN;'�m&�`��h,��"�"��A�A��i��i!N�6 C��4�,��fi1��"��°��"�"'a I r:��vi ti �,f�I...e.��frr��l��u..�r I�f��;,�� V `��.aa:�r�r,<>1r.^r��<.��.,ala:��i°rr;, I'��:��i ir �� Suggested Outcome Metrics for the Town of Lexington ality I frastructure, e ities, a u ici al ervices �'�'�rrl�i'�II"'�111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111�� » » �� 111�r'��'"��r��l'��'1�'�� Citizen satisfaction surveys—need %of community survey respondents who agree that Town Town-wide survey as well as services are equitable and effective departmental surveys Public records request time,etc. Average response time to public records requests Customer satisfaction %of internal customer survey respondents rating customer service as very good or good Representation %of women elected to Town-level office %of women employed in Town government workforce %of non-white persons elected to Town-level office %of non-white persons employed in the Town government workforce %of persons with disabilities employed in the Town government workforce 1t�1 1Y'1CteP ��IIl�fff��U !� I��r�ll�� %of population identifying as non-white Diversity %of population identifying as a woman %of population that is foreign born Perception of Committees %of citizen survey respondents who rate the Town's committees as effective %of Town employee survey respondents who rate the Town's committees as effective Representation %of women serving on Town committees %of non-white persons serving on Town committees Community involvement %of eligible voters who participated in last municipal election %of external customer survey respondents rating customer service as very good or good Culture Annual #of cultural events per 100,000 population* #of page views on the Town's website per capita #of comments on the Town's social media pages #of followers on the Town's Twitter, Facebook or other social Engagement media pages #of subscribers to Town newsletter or other online communication tools #of attendees at community events, meetings, activities Indicators marked with an asterisk are standardized indicators included in the International Organization for Standardization (ISO)Global Cities Indicators. I r:��vi ti �,f�I...e.��frr��l��u..r I�f��,�� `��.aa:�r�r,<>1r.^r��<.��.,ala:��i°rr;, I'��:��i ir �� Livability for ALL Ages and Stages �'��'rr�''�I�i"'�lllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllll'�'"��" '�' 'JJJJ'��' ��'��1°�� I�� %change in number of affordable rental units %of renters who are cost-burdened, spending more than 30% Affordability of housing of their monthly income on rent and utilities Median home value #of housing units available by income group per capita %change in number of housing units Availability of housing Residential rental dwelling units as a %of total dwelling units #of total households Greenhouse gas emissions Metric tons of greenhouse gas emissions per capita Energy consumption Total residential electrical energy use per capita (kWh/year)* Energy consumption of public buildings per year(kWh/MZ) Air quality Average daily concentration of fine particulate matter in micrograms per cubic meter(PM2.5)* Average daily concentration of particulate matter in micrograms per standard cubic meter(PM10)* Waste generation Waste generated per capita Greenspace %change in acres of open space Renewable energy %of community's total end-use energy derived from renewable sources Bike lanes Miles of bicycle paths and lanes per 100,000 population* Bike to work #of commuters biking to work per 100,000* Public transportation cost per passenger %of commuters using a travel mode to work other than a Transit usage personal vehicle #of single occupancy trips per week #of personal automobiles per capita Ridership %change in public transportation ridership Walkability %change in Lexington's Walk Score ranking Commute time Average commute time Miles of high-capacity public transport system per 100,000 Public transportation system population* Miles of light-capacity public transport system per 100,000 population* Transportation safety Transportation fatalities per 100,000 population* Indicators marked with an asterisk are standardized indicators included in the International Organization for Standardization (ISO)Global Cities Indicators. I r:��vi ti �, �I...e.��frr��l��u..r I�f��,r� °!!� `��.aa:�r�r,<>1r.^r��<.��.,ala:��i°rr;, I'��:��i ir �� Town-Wide Fiscal Stewardship '�'�'�'111�i�"'�'��(��""�>»,»,y�'��°��'��'1!'�"�"�'�'Jl��'�'��i�� Tax rate Tax rate Property tax %change in property tax rate Bond rating Bond rating Debt service ratio Debt service ratio Capital reinvestment Capital spending as a %of total expenditures Gross capital budget per capita Debt service expenditure as a %of the Town's own-source revenue Financial management o Tax collected as a /of tax billed Gross operating budget per capita Appropriated fund spending %of appropriated funds expended Z' Y'1V1 Cal CO �7 �'�'�'��i�ll��'�'�''��'��jjjl��i��r�l��'°'�j��jjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjl Unemployment Unemployment rate Income Median household income Poverty %of population living below poverty level %change in job opportunities requiring a degree Diversity of employment %change in job opportunities not requiring a degree opportunities Mean hourly wage of job opportunities requiring a degree Mean hourly wage of job opportunities not requiring a degree Businesses #of businesses per 100,000 population* Job growth %change in net new jobs created,compared to US average job growth Local employment %of Lexington residents employed within Town limits %of Lexington residents employed full-time Commercial property vacancy rate Commercial property vacancy rate Commercial and industrial property Assessed value of commercial and industrial properties as a% value of total assessed value of all properties Indicators marked with an asterisk are standardized indicators included in the International Organization for Standardization (ISO)Global Cities Indicators. AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDA ITEM TITLE: Vote Remote Work Policy for Select Board Office Staff ITEM PRESENTER: NUMSER: Board Discussion I.12 S UM MARY: At the last meeting, the Board discussed establishing a separate policy for the Select Board office staff for remote work options. Attached is both a redline version and clean version of a remote work policy for the Select Board office staff. This would be the firstpolicy that would be specific to the Select Board office staff, which otherwise follows all Town-wide policies. As an alternative, a motion for your consideration is included below that would simply modify the process for the Select Board office staff SUGGESTED MOTION: Either: Move to approve the Remote Work Policy- Select Board Office dated 6/2021, as attached. Or: To authorize the Chair of the Select Board to approve a remote work schedule for Select Board office staff consistent with the policy adopted by the Town Manager for all other staff, and further to authorize the Chair of the Select Board to coordinate the implementation for the Select Board office staff with the Town Manager. FOLLOW UP: DATE AND APPROXIMATE TIME ON AGENDA: 6/28/2021 9:OSpm ATTACHMENTS: Description Type L� �a4�n7t,tc�1a�mV:l�a�ln�y Ut��cb.➢i�ue �`aa��w�r�l4�fa�;mrcr L� Ve4:rr�xst��/a�nik V�a,lna;y�1��mu �.Aa��u,r-I"�da�ru'u� � cs��c�c�a��°p� °�`�� '�°,�; ��° � �� f �` �. � �:x�� r��r n��u.ip�= , l�,�"t�U��`i'/ �I��G Ir��C��v This Remote Work policy was developed as the result of the COVID-19 pandemic which has had a significant impact on how the Town conducts business and serves the public.The Town,similar to many private businesses and entities has had to rethink how it operates following the sudden shift of entire departments to remote work as a result of the COVID-19 pandemic and Governor Baker's public emergency declaration. That coupled with the fact that many Town employees continue to grapple with the effects of the pandemic, including limited access to childcare,the coordination of homeschooling,and the need to care for sick/homebound loved ones, has led to the development of a Remote Work Policy. Work-from-home or remote work policies are traditionally viewed as a strategy to provide more flexibility or a work-life balance options for employees. However,the Town believes that moving forward and post- COVID-19, providing a remote work option,when possible, can increase employee productivity and satisfaction, help recruit and retain talent,save employees hours spent commuting,address office space needs and significantly reduce the Town's workforce carbon footprint. ��Illl�y� This policy establishes guidelines for administering and evaluating remote work requests or assignments.The option to work remotely allows employees to work from home or another location on a full, part-time, or intermittent basis. It is expected that most remote worl<arrangements will permit one or two days of remote work on a weekly basis and not every employee will have the ability to work remotely due to their specific job responsibilities or worl<productivity.The ability to worl<remotely is not an entitlement or benefit of employment. It is an alternative means of ineeting the needs of the Town outside of the office. In some cases, employees may be mandated to work remotely to ensure continuity of operations in the event of an emergency such as inclement weather, a pandemic,a lacl<of available space,or under other extenuating Remote Work Policy 1/2021 1 circumstances. While remote work provides some flexibility in an employee's schedule,the remote work arrangement is not designed to be a substitute or replacement for childcare. The option to work remotely requires the approval of the�m^'�•,^^°r �'^^��'�rr°rt^+ u^�,, *"n u„m.,^ °^r^ °��^� n°�^�*^� ^�� "^T^�•,^ ""�°�°^ �.'Vu,puu ro� �Vu��^ �a�^II�^m � II�� uu�u;� or his/her designee. All employees who , . . .... . are eligible to work remotely must read this Remote Work policy and complete the application and agreement forms in advance. Participation in the remote work arrangement will not alter the employee's terms or conditions of employment with the Town,except for those specifically addressed as part of a Remote Work Agreement. Any decision regarding the eligibility to work remotely shall be at the sole discretion of the Town and shall not be grievable. II I II I�II�II'�� An employee may request, ^�^ n^^��},„^n+u^-.,� V°,°-,�,°^;};^+^a discussion about a remote work arrangement. Eligibility to work remotely on a consistent or routine basis is contingent on job responsibilities (rather than job title),type of position (supervisory or public facing),work habits, and work schedule. nn�r�R„"v,.,,,+-rn.�,�, rc��++-,r�,w,n„� ne Employees may also request a short-term remote working arrangement for circumstances such as family or medical leave with the consent of the employee's health care provider, if appropriate. Moreover,jobs acceptable for remote work are those that can be performed without diminishing the quality of work, level of services provided,and without disrupting productivity.This policy does not apply to introductory/probationary,seasonal,or temporary employees. �:��::�.��ii��ir��IIIf��rmria:a��:� a�irll� ................................................................................................................................................................................... • Occasional remote work requests are approved on a case-by-case basis,are intermittent, � .': an are not regu ar y sc e u e .Approva y ��„r, ��^I��d �;;II�� uu�ru� �.auq must be documented. For example,this type of remote work arrangement may be appropriate when ^ ��^��'r^�^�n^��}^^n�+"^^� �«'��a specific task or project II u��., Il;;n� �bu u ��mu�,u��+�,�r;�to an employee who is likely to be more productive and efficient at home without workplace distractions. IE��:��.00°�� If��irw��:�:� ��n°�I� .............................................................................................................................................................. • Routine remote work arrangements are for ongoing purposes, include both full and part- time requests,and must be supported by a written agreement that specifies the requirements and details of the arrangement. Routine part-time remote working arrangements must be approved by� ^^^��*mn^+un-�,+ u„�,-,-.n on�„„rrn� n�rnr+,,,- �n,a�Hn , , � u;ll�� "V�,�liu ��'�II��,�, �� V� ��u V�u�„�u��V or his/her designee.The arrangement can last for a defined period or can continue indefinitely with regular review. Remote Work Policy 1/2021 2 IPir��ir�s II::::ii��II�� .... ��. u��liir�:� � IC�d��ii°��w ��ir°Ik ��1:�ii�nii�n��aii�n� .......................�...................�......................................................�..........................................�....................................................................................................................................................�,�................................................ 1. An employee interested in worl<ing remotely must first initiate a discussion with""^��^^^^�+a,-,,,�,+ �;Ilu��Ilu�uiium�u� Vll�n�� ll�� l Il��u nu��to determine eligibility. 2. If the ^�^��+��^+�'a �'�°IPn�uilu rvll �IPn��"�� Ilm �u Il�i?�+u�u�,� is supportive of the request to work remotely, the employee must submit the Remote Work application to the Human Resources Department. 3. The request will be elevated by HR staff,+�,� nn�-,.+.�,n�,�un-„a -,�,a T,,,.,n nn-,.,�rtnr p��;II u��"II� niiu� �u�`uV��n�wll�� V��m��u�� (or his/her designee)for approval. 4. If approved, the employee will be required to read and agree to this Remote Work Policy and the Technical Guidelines and submit confirmation of this to Human Resources 5. Prior to starting their remote work assignment,the employee will be required to complete the Remote Work Survey to help the Town gather data and evaluate the program. 6. After all paperwork is complete and the survey has been submitted,the employee can begin their remote worl<assignment. �::::��Q:�ir�ir��n�ir�� ....II��u� ........ ��II��u�w�� . G ii� ��:�u°��n�.�� 1�/a�ii�ll� ��1::�u�ir��ii��^� ....................IC..................................................................................................................................................................��..............�........................................................................................................................................�..�....................................................... c1,.ti n��+�,n�,+un��u p um �"V��liu�� V u+� '��^V�� II wa� uum��V is responsible for evaluating and approving remote worl<requests.The arrangement is intended to benefit the Town and its employees without putting an undue burden or added expense on other employees, individual departments, or the services provided by the Town. 1. When evaluatin a remote work re uest,the m��+'��^^�'�� :�� II��.b.pii~��„should g q ..I u.n u u� �.7�II..:� n� '��. ��;. consider whether the employee has a record of satisfactory performance(evaluation) in the worl<place, and has demonstrated the ability to: • Prioritize work to meet deadlines • Accomplish job duties with minimal supervision • Communicate effectively with clients, stakeholders,supervisors, and team members • Manage time effectively; and that • Operational demands are unaffected and met without an impact to overtime or to other employees. 2. After evaluating the employee's request to work remotely, if �II uu�^��Il�,nuu° support^m the request, please ensure�e�+��:ll��,� employee mal<ing the request reads the policy and completes the appropriate paperwork and survey. 3. Set clear expectations with your staff by creating a communication plan and regularly checking in.Audit non-exempt employee time records regularly to confirm compliance and accuracy. Remote Work Policy 1/2021 3 4. Review the remote work plan with the employee at least quarterly to discuss the success/shortcomings of the arrangement and to make any necessary adjustments based on those reviews. � I��NI� � � I�� II�S II Il u�� '��V��;V uru,�iru� �;Vu,�liu� C.�^�,�n^yr+rr°�^+"^-.� reserves the right to cancel, modify, or suspend a work-from- home assignment as necessary,to address planned or unplanned short-term and long-term employee absences,emergencies, and vacations.This also includes mandatory meetings,trainings, or other work assignments. �C��'��'�II�IYIS Employees working remotely are required to comply with all Town policies and regulations that would apply if the employee were at their normal worksite. Employees working remotely are expected to be actively working during the agreed upon hours of work and must be available to communicate in a timely fashion via email,telephone or any other means of virtual communication. Daily contact between the employee and n^^^r*�°-°n^+u�^,a�.11 u �uu �� u II�� a�.r,ll�.�r u II�„�� uu�;� may be necessary to verify that the employee is actively working as well as to resolve any problems that may arise. Employees working remotely may require more frequent interaction and communication between the employee and th�'�n,�r.,��.,.,an+ua.,.��°Ilu uiiu°r+� �pll�+ '��Ild�� V II�� nii��;V and other employees. Communication must be at a level consistent with employees working at the office or in a manner and frequency appropriate for the job and the individuals involved. C��^r^�r �^^"^� �Be�� ' ��,:� I��.0�u�,„b,may require employees to provide reports or updates of �c.1w�-k6e�c�s V V u�� '.I� �u u �.�II �;;.II�u. ��. �.... work performed or accomplished while working remotely. �irlk ��II�� II�A �viiir�ir�ir��r�� I��ii ir��ir��t �'�r�ir�� :.�mn��.�� ........................................................................................................... It is the responsibility of employee working remotely to track and record their time correctly. An employee may be asked to provide evidence or regular updates to*"^�r r��^�„�r^r^�nn^^�*m^^* t Ilu��iiu��:�� Il�ua� �� II+��i V Il�u:rW�u��. Employees who are classified as non-exempt under the Fair Labor Standards Act must obtain advance approval from the�� n^^��"^�^^¢ u^�^'�.Il�n��uu� �m� �Iln�� ^II�^+ �; V u�.�,�u��.� prior to working in excess of their scheduled hours per day or per workweek, including overtime hours. Non-exempt employees should be able to access time-tracking systems remotely. If not, it is incumbent upon the �.II u,�iiu �w�� .II u�. �m��w Il+�u.� II��,�.uu-�wll and employee to consider and agree on how time will be tracked remotely. Remote Work Policy 1/2021 4 Employees who are classified as non-exempt continue to be required to work the number of hours needed to accomplish their assigned duties. Participation in a remote work plan does not limit the number of hours that an exempt employee must work to accomplish those responsibilities. All employees on a remote work plan will be required to take leave to accommodate personal business at their home or sick leave if the employee is unable to work remotely due to illness. While remote work provides some flexibility in an employee's schedule,the remote worl<arrangement is not designed to be a substitute or replacement for childcare. V'��`�irll� �::::u��riiir�aii�nii�r��ir�� ....................................................................................................................................... The employee is responsible for setting up or establishing a suitable work environment for purposes of working remotely.The area should be free from obvious safety hazards and suitable for the type of work being performed by the employee. The Town will not be responsible for costs associated with the setup of the employee's home office,such as remodeling,furniture or lighting, nor for repairs or modifications to the home office space. IC::::.�.�..�:�_o...��n_��.��.:�.....�.....��a�.�..ir.:.�. The ^n��+mn�+ un„a�'ll� �iiu �� ullu+m��II�� V��,uu��, in coordination with the IT department staff,will determine the equipment needs for each employee on a case-by-case basis and in accordance with the Town's standard policies and procedures. Equipment supplied by the Town is to be used for work purposes only and may not be used by anyone other than the employee. The employee understands that all Town-issued equipment issued to the employee as part of the remote work arrangement remains the property of the Town at all times. • IT staff will work with employees to ensure they have the proper equipment, access to email,the Town's network,and remote communication tools available to them working from home. • Employees must sign an inventory of all Town property received and agree to take appropriate action to protect items from damage and theft. Employees shall report any damage to or theft of Town-issued property to their supervisor immediately,and in all cases within one (1)work day. • The Town accepts no responsibility for damage or repairs to employee-owned equipment. • Upon the end of the remote work assignment or termination of employment, all Town property will be promptly returned, unless other arrangements have been made. ��irii�ty �ir�� S��fi��ty Consistent with the Town's expectation of information security for employees who have a physical presence working at the office, employees working remotely will be expected to ensure the protection of confidential information accessible while working from home. As such,the employee must sign out of their remote connection and/or Town-owned computer when not at their computer to ensure the security and the Remote Work Policy 1/2021 5 integrity of the Town's network. Any information that is considered confidential or protected will not be removed from Town premises unless expressly approved in advance by ' ' �Iln�^ � m�,uuu �.�I �.�n„� �� Im c.,� V�s.��.�u r.�. The employee is also expected to adhere to all Town policies concerning information security and technology use. �d,�,l l'..I��.�:�..I�.:�s......�,.M 4�„I I;�'�..�.�!.Q'..I I"�,a�_a�,�,11,4�.I I'�. Employees are expected to maintain a home worl<space that is free from safety hazards and other dangers to the employee and Town-issued equipment. Employees working remotely are covered by workers' compensation for job-related injuries that occur in the course and scope of employment.When the employee is working from home,workers' compensation does not cover injuries that are not job related and the Town assumes no liability for injuries to the employee or others occurring in the employee's home work space outside the agreed-upon work hours. Further,the Town is not liable for loss,destruction,or personal injury that may occur in or to the employee's home and/or non-employee property.This includes family members,visitors,or others that become injured within or around the employee's home. Employees are responsible for the timely reporting of workers' compensation injuries. �� p�ir�s��i�ir� ��fii�ts Unless otherwise agreed due to changes in responsibilities or hours worked, an employee's compensation, benefits,work status, and work responsibilities will not change due to working from home. �....d��"��"' ..�IIIP"iY�Q�° ................................................................................ Vacation or sick time leave used on a scheduled remote workday will be administered under the same provisions as leave used on days an employee would otherwise be in the office. ,..l��ir iiin��u� �� ir��ir��r�� An employee's remote working assignment is at the sole discretion of the Town. The Town reserves the right to modify or terminate such agreement with ten (10) days notice,at any time for any reason. As such, no Town employee is entitled to or guaranteed the opportunity to work remotely. The Town further reserves the right to terminate an employee's remote work arrangement with ten (10) days notice in the event that the employee fails to maintain satisfactory performance as determined by the n�^^�^"�^'��^^��-^��^�'�^� �,,.,-„-+.,,,.,,+u�-,.a� Il��uum+rvH� uII u�� 'k��ll��a u II'��u��u��;;N.The Town will not be held responsible for costs,damages, or losses resulting from termination of an employee's participation in the remote working program.The Remote Work Agreement is not a contract of employment and may not be construed as such. For more information or questions please contact the Town's Human Resources Director. Remote Work Policy 1/2021 6 � � � ��'�`��P�� k�� `¢`�' `�`�+,�;; v ,� � �j �� w � �' ,��r > �;�:t�?-„� � AP�YI'.��+* � 4l�,�,fNG1��s..,,, �� u This Remote Work policy was developed as the result of the COVID-19 pandemic which has had a significant impact on how the Town conducts business and serves the public.The Town,similar to many private businesses and entities has had to rethink how it operates following the sudden shift of entire departments to remote work as a result of the COVID-19 pandemic and Governor Baker's public emergency declaration. That coupled with the fact that many Town employees continue to grapple with the effects of the pandemic, including limited access to childcare,the coordination of homeschooling,and the need to care for sick/homebound loved ones, has led to the development of a Remote Work Policy. Work-from-home or remote work policies are traditionally viewed as a strategy to provide more flexibility or a work-life balance options for employees. However,the Town believes that moving forward and post- COVID-19, providing a remote work option,when possible, can increase employee productivity and satisfaction, help recruit and retain talent,save employees hours spent commuting,address office space needs and significantly reduce the Town's workforce carbon footprint. I��Illl�y� This policy establishes guidelines for administering and evaluating remote work requests or assignments.The option to work remotely allows employees to work from home or another location on a full, part-time, or intermittent basis. It is expected that most remote worl<arrangements will permit one or two days of remote work on a weekly basis and not every employee will have the ability to work remotely due to their specific job responsibilities or worl<productivity.The ability to worl<remotely is not an entitlement or benefit of Select Board Remote Worl<Policy 6/2021 1 employment. It is an alternative means of ineeting the needs of the Town outside of the office. In some cases, employees may be mandated to work remotely to ensure continuity of operations in the event of an emergency such as inclement weather, a pandemic,a lacl<of available space,or under other extenuating circumstances. While remote work provides some flexibility in an employee's schedule, the remote work arrangement is not designed to be a substitute or replacement for childcare. The option to worl<remotely requires the approval of the Chair of the Select Board or his/her designee. All employees who are eligible to work remotely must read this Remote Work policy and complete the application and agreement forms in advance. Participation in the remote work arrangement will not alter the employee's terms or conditions of employment with the Town,except for those specifically addressed as part of a Remote Work Agreement. Any decision regarding the eligibility to work remotely shall be at the sole discretion of the Town and shall not be grievable. II�II�IIII'�� An employee may request, a discussion about a remote work arrangement. Eligibility to work remotely on a consistent or routine basis is contingent on job responsibilities(rather than job title),type of position (supervisory or public facing),work habits, and work schedule. Employees may also request a short-term remote working arrangement for circumstances such as family or medical leave with the consent of the employee's health care provider, if appropriate. Moreover,jo6s acceptable for remote work are those that can be performed without diminishing the quality of worl<, level of services provided,and without disrupting productivity.This policy does not apply to introductory/probationary, seasonal,or temporary employees. �.�Q.�.�-��>iia::�ir��Illf��nm�¢��::� �:�ir�ll� .................................................................................................................................................................................... • Occasional remote work requests are approved on a case-by-case basis,are intermittent, and are not regularly scheduled.Approval by the Select Board Chair must be documented. For example,this type of remote worl<arrangement may be appropriate when a specific task or project has been assigned to an employee who is likely to be more productive and efficient at home without workplace distractions. IC�i�:��6��a:; n��xo��4�� V��n°II� ............................................................................................................................................................... • Routine remote work arrangements are for ongoing purposes, include both full and part- time requests,and must be supported by a written agreement that specifies the requirements and details of the arrangement. Routine part-time remote working arrangements must be approved by the Chair of the Select Board or his/her designee.The arrangement can last for a defined period or can continue indefinitely with regular review. Select Board Remote Worl<Policy 6/2021 2 IPiro��ir�s II::::��c� 4��::��... �::�� :��6ir�,:� � ��c,.&u�� ¢.:�u�Ik 1��6;��au..�,.e��,.�� .......................�.................�......................................................�.............................................�fi....................................................................................................................................................��............................................... 1. An employee interested in working remotely must first initiate a discussion with the Chair of the Select Board to determine eligibility. 2. If the Chair of the Select Board is supportive of the request to worl<remotely,the employee must submit the Remote Work application to the Human Resources Department. 3. The request will be elevated by HR staff to the Chair of the Select Board (or his/her designee)for approval. 4. If approved,the employee will be required to read and agree to this Remote Work Policy and the Technical Guidelines and submit confirmation of this to Human Resources 5. Prior to starting their remote work assignment,the employee will be required to complete the Remote Work Survey to help the Town gather data and evaluate the program. 6. After all paperwork is complete and the survey has been submitted,the employee can begin their remote work assignment. ��"' a�I�.'�111(T��:"Ir�� 0....��:n"r.'�4� ........ O�Q��"'na��:�"��"11:� ��"V�I"�5:�''�4w ��:��"'I� ��".rII .'��If��"'II��°'� ....................�..............................................................................................................................................................�.�..............�..,........................................................................................................................................��...................................................... The Chair of the Select Board is responsible for evaluating and approving remote work requests.The arrangement is intended to benefit the Town and its employees without putting an undue burden or added expense on other employees, individual departments,or the services provided by the Town. 1. When evaluating a remote work request,the Chair of the Select Board should consider whether the employee has a record of satisfactory performance (evaluation) in the workplace, and has demonstrated the ability to: • Prioritize work to meet deadlines • Accomplish job duties with minimal supervision • Communicate effectively with clients, stal<eholders,supervisors, and team members • Manage time effectively; and that • Operational demands are unaffected and met without an impact to overtime or to other employees. 2. After evaluating the employee's request to work remotely, if the Chair supports the request, please ensure the employee making the request reads the policy and completes the appropriate paperwork and survey. 3. Set clear expectations with your staff by creating a communication plan and regularly checking in.Audit non-exempt employee time records regularly to confirm compliance and accuracy. 4. Review the remote work plan with the employee at least quarterly to discuss the success/shortcomings of the arrangement and to make any necessary adjustments based on those reviews. iirm�iii iirm iirm� I��I ii�s Select Board Remote Worl<Policy 6/2021 3 The Select Board Chair reserves the right to cancel, modify, or suspend a work-from-home assignment as necessary,to address planned or unplanned short-term and long-term employee absences,emergencies,and vacations.This also includes mandatory meetings,trainings, or other work assignments. �F?C�e��to�u�S Employees working remotely are required to comply with all Town policies and regulations that would apply if the employee were at their normal worksite. Employees working remotely are expected to be actively working during the agreed upon hours of work and must be available to communicate in a timely fashion via email,telephone or any other means of virtual communication. Daily contact between the employee and Chair of the Select Board may be necessary to verify that the employee is actively working as well as to resolve any problems that may arise. Employees working remotely may require more frequent interaction and communication between the employee and the Chair of the Select Board and other employees. Communication must be at a level consistent with employees working at the office or in a manner and frequency appropriate for the job and the individuals involved.The Chair of the Select Board may require employees to provide reports or updates of work performed or accomplished while working remotely. ��Ik 5�� r�vou��u°�u�� I��o u°�� .�ir�� eA�°��u.�ll�� ........................................................................................................... It is the responsibility of employee working remotely to track and record their time correctly. An employee may be asked to provide evidence or regular updates to Chair of the Select Board. Employees who are classified as non-exempt under the Fair Labor Standards Act must obtain advance approval from the Chair of the Select Board prior to working in excess of their scheduled hours per day or per workweel<, including overtime hours. Non-exempt employees should be able to access time- tracking systems remotely. If not, it is incumbent upon the Chair of the Select Board and employee to consider and agree on how time will be tracl<ed remotely. Employees who are classified as non-exempt continue to be required to work the number of hours needed to accomplish their assigned duties. Participation in a remote work plan does not limit the number of hours that an exempt employee must work to accomplish those responsibilities. All employees on a remote work plan will be required to take leave to accommodate personal business at their home or sick leave if the employee is unable to work remotely due to illness. While remote work provides some flexibility in an employee's schedule,the remote work arrangement is not designed to be a substitute or replacement for childcare. ¢�i�� ::::u�nwr6 ii��ir�ir��:A ir�� ....................................................................................................................................... The employee is responsible for setting up or establishing a suitable work environment for purposes of working remotely.The area should be free from obvious safety hazards and suitable for the type of Select Board Remote Worl<Policy 6/2021 4 work being performed by the employee. The Town will not be responsible for costs associated with the setup of the employee's home office,such as remodeling,furniture or lighting, nor for repairs or modifications to the home office space. .Il::::...�..u�i ii..��.!!:�..�:w.!!::�.:�.....��.....:��,�:�:�:�.�:�..1�.�'. The Chair of the Select Board, in coordination with the IT department staff,will determine the equipment needs for each employee on a case-by-case basis and in accordance with the Town's standard policies and procedures. Equipment supplied by the Town is to be used for work purposes only and may not be used by anyone other than the employee. The employee understands that all Town-issued equipment issued to the employee as part of the remote work arrangement remains the property of the Town at all times. • IT staff will work with employees to ensure they have the proper equipment, access to email,the Town's network,and remote communication tools available to them working from home. • Employees must sign an inventory of all Town property received and agree to take appropriate action to protect items from damage and theft. Employees shall report any damage to or theft of Town-issued property to their supervisor immediately,and in all cases within one (1)work day. • The Town accepts no responsibility for damage or repairs to employee-owned equipment. • Upon the end of the remote work assignment or termination of employment, all Town property will be promptly returned, unless other arrangements have been made. ��u�u�� u�� 5��y Consistent with the Town's expectation of information security for employees who have a physical presence working at the office,employees working remotely will be expected to ensure the protection of confidential information accessible while working from home. As such,the employee must sign out of their remote connection and/or Town-owned computer when not at their computer to ensure the security and the integrity of the Town's network. Any information that is considered confidential or protected will not be removed from Town premises unless expressly approved in advance by the Chair of the 5elect Board. The employee is also expected to adhere to all Town policies concerning information security and technology use. ...............Q�0°I�<.�"..I�...`��......�.::°.a�„II"T�..��.�".I�..�.�.�..�II��II..�. Employees are expected to maintain a home workspace that is free from safety hazards and other dangers to the employee and Town-issued equipment. Employees working remotely are covered by workers' compensation for job-related injuries that occur in the course and scope of employment. When the employee is working from home,workers' compensation does not cover injuries that are not job related and the Town assumes no liability for injuries to the employee or others occurring in the employee's home work space outside the agreed-upon work hours. Further,the Town is not liable for loss,destruction,or personal injury that may occur in or to the employee's home and/or non-employee property.This includes family Select Board Remote Worl<Policy 6/2021 5 members,visitors,or others that become injured within or around the employee's home. Employees are responsible for the timely reporting of workers' compensation injuries. C� �p�ims��i�im �r�e�fii�ts Unless otherwise agreed due to changes in responsibilities or hours worked, an employee's compensation, benefits,work status, and work responsibilities will not change due to working from home. I . . .. �....4".a:�\fQ �II IYT�"1�4;? ................................................................................ Vacation or sick time leave used on a scheduled remote workday will be administered under the same provisions as leave used on days an employee would otherwise be in the office. �..l��ir iiin��r� ��f ir��irr��rn� An employee's remote working assignment is at the sole discretion of the Town. The Town reserves the right to modify or terminate such agreement with ten (10) days notice,at any time for any reason. As such, no Town employee is entitled to or guaranteed the opportunity to work remotely. The Town further reserves the right to terminate an employee's remote worl<arrangement with ten (10) days notice in the event that the employee fails to maintain satisfactory performance as determined by the Chair of the Select Board.The Town will not be held responsible for costs, damages,or losses resulting from termination of an employee's participation in the remote working program.The Remote Work Agreement is not a contract of employment and may not be construed as such. For more information or questions please contact the Town's Human Resources Director. Select Board Remote Worl<Policy 6/2021 6