HomeMy WebLinkAbout2022-07-11 SB Packet - Released SELECT BOARD MEETING
Monday, July 11, 2022
C onducted by Remote P articipation*
6:00 P M
AGENDA
PUBLIC COMMENTS
P ub lic c o mments are allo wed fo r up to 10 minute s at the b eginning o f eac h me eting. E ac h s p eaker is
limited to 2 minute s fo r c o mment. M emb ers o f the B o ard will neither c o mment no r re s p o nd, o ther than to
ask questions of clarif'ication. Speakers are encouraged to notify the Select Board's Office at 781-698-
45 80 if they wish to sp eak during public comment to as sist the Chair in managing meeting times.
SELECT BOARD MEMBER CONCERNS AND LIAISON REPORTS
1. Select Board Member Concerns and Liaison Reports
TOWN MANAGER REPORT
1. Introduction of James Robinson, Management F ellow
CONSENT AGENDA
1. Select Board Committee Resignations
2. Ap p ro ve To Wn Manager Ap p o intment to L exingto n Human R ights C o mmitte e
3. Approve S elect Board Meeting Minutes
4. Approve One-Day Liquor License
5. To wn Manager C o mmitte e Ap p o intments
ITEMS FOR INDIVIDUAL CONSIDERATION
1. Update from Chief Equity O fficer 6:l Opm
2. Update on C reation o f a C ollaborative Reform S ubc ommittee o f the C ommis sion 6:35pm
on Disability
3. F iscal Year 2022 Year-End Budget Adjustment- F ire Department 6:45pm
4. Update from Procurement- Long-Term Contracts 6:SSpm
5. Receive Monuments and Memorials Committee Report Regarding LexS eeHer 7:lOpm
Proposed Monument
6. Grant of Location for Eversource - 10 Maguire Road 7:30pm
7. Discuss S elect Board Report for F iscal Year 2022 Annual Town Report 7:35pm
EXECUTIVE SESSION
1. Exemp tio n 3: C o llec tive B argaining Up d ate - L exingto n F ire Unio n 7:40p m
ADJOURN
1. Anticipated Adjournment 8:OOpm
*An Act Extending C ertain C O VID-19 Measures: http s://u�ww.mas s.gov/s ervic e-details/up dated-
guidance-on-holding-meetings-pursuant-to-the-act-extending-certain-covid-l9-measures
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T he next regularly s cheduled meeting o f the S elect B o ard will b e held on Monday, July 18, 2022 at
6:OOp m. T he p artic ip atio n metho d is T B A.
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All agenda time and the o�de�of items a�e app�ximate and � � �,�,,,
subject to change. Recarded by LexMedia
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDAITEM TITLE:
Select Board Member Concerns and Liaison Reports
PRE E TER• ITEM
S N .
NUMBER:
S elect Board Members
LR.1
S UMMARY:
Please see the attached Select Board Member Concerns and Liaison Reports for the July 11, 2022 meeting.
Und er this item, S elec t B o ard Memb ers c an als o c o mment o n any additio nal p o ints and c o nc erns.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
7/11/2022
ATTACHMENTS:
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Select Board Concerns and Liaison Reports—July 11, 2022
Jill Hai:
Special Permit Residential Development(SPRD)Zoning Bylaw Amendment Ad Hoc Committee
• Workshop with zoning consultants to be held 7/12 6:OOpm. This will be opportunity for
committee to test draft proposals. This is in preparation for outreach to larger public. Will be
producing examples of alternative developments that could/would be allowable under revised
bylaw using existing permitted SPRD lots.
MSBA School Building Committee
• Advertising and recruitment for the Select Board appointed member is ongoing,with submission
deadline of this Friday, 7/15. Mark Sandeen and Doug Lucente will be interviewing applicants
and making a recommendation to the Board for approval at our 7/25 meeting.The entire
committee must be appointed by 7/31. We will also be including our member representative at
that time (Mr. Pato).
Update on Remote Access Legislation Extension
• On 7/6,the Senate passed a stand-alone bill extending the remote meeting option language for
public meetings, as well as extensions for a couple of other soon-to-expire COVID provisions (in
housing and health care). On 7/7,the House amended the bill to provide extension only until
3/31/23 and then, beginning on 4/1/23 to require all meetings of all boards and committees
covered by OML to provide remote access.The two bodies will now have to come to agreement.
Historic Districts Commission (HDC)
• The hearing request regarding the Hosmer House RFP response, which would relocate the house
to a private party and retain its use as a residence, will be held this Thursday, 7/14.
Suzie Barry:
Hanscom Area Towns(HATS) Committee
• HATS met remotely on Thursday, 6/30/22 and reorganized. Lexington is now the lead Town and
Doug Lucente will serve as Chair as of 7/1/22 for the next year.
Concerns/Questions
• I have heard that with the change in the light poles in the Center due to the Center Streetscape
project that banners that had been placed across Massachusetts Avenue at the Town Office
Complex ("Vote Today" among others)will not be able to be hung anymore. I have also heard
that the light pole banner brackets we had used prior to the Center Streetscape project will not
work on the new light poles. Can we please put this on a near term future agenda for a
discussion as to what the possible remedies could be?Thanks.
• Now that the Carnival is over for 2022 is there any update on the status of the intersection
project at Massachusetts Avenue and Worthen Road?Could we get a written update on what is
needed to get it completed and the timeline? Is there something the Board could/should be
doing to help advocate to this project get completed? (i.e. write a letter, contact state house
delegation, etc.)
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDAITEM TITLE:
Select Board Committee Resignations
PRE E TER• ITEM
S N .
NUMBER:
Jill Hai, S elect Board Chair
C.1
S UMMARY:
T he S elec t B o ard is b eing as ked to ac c ep t the re s ignatio ns o f D an Ko retz, S tewart S mith, J o e C amp b e ll and
Vicki Blier from the Noise Advisory Committee effective immediately.
O n b ehalf o f the To wn o f L exingto n, the S e lec t B o ard M emb ers wo uld like to extend their many thanks to Mr.
Ko retz, Mr. S mith, D r. C amp b ell and M s. B lier fo r their time and s ervic e to the c o mmunity.
SUGGESTED MOTION:
To ac c ep t the re s ignatio ns o f D an Ko retz, S tu S mith, J o e C amp b ell and Vic ki B lier fro m the No is e Advis o ry
C ommittee effective immediately.
Move to approve the consent.
FOLLOW-UP:
S elect Board O ffice
DATE AND APPROXIMATE TIME ON AGENDA:
7/11/2022
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDAITEM TITLE:
Approve Town Manager Appointment to Lexington Huma.n Rights C ommittee
PRE E TER• ITEM
S N .
NUMBER:
Jill Hai, S elect Board Chair
C.2
S UMMARY:
The Select Board is being asked to approve the Town Manager's appointment of Larry Freeman to the
Lexington Human Rights C ommittee (LHR C) as the S cho 01 C ommittee Memb er. Mr. F reeman is currently
s erving as a memb er o f the LHR C as a S elec t B o ard app o intment made in No vemb er o f 2021. After b eing
appointed on the LHRC by the S elect Board last year, Mr. Freeman has since been elected to the S chool
Committee. The previous School Committee Member on the LHRC did not run for re-election in March of 2022
and thus, no longer serves as the School Committee Member on the LHRC. Mr. Freeman would now fill the
required role as a representative for the S chools and would fill the previous member's term set to expire on
S eptember 30, 2023. T his would create a vacancy for the S elect B oard appointment to fill Mr. Freeman's current
term expiring on S eptember 3 0, 2024.
SUGGESTED MOTION:
To ap p ro ve the To wn Manager's ap p o intment o f L arry F re eman to the L exingto n Human R ights C o mmitte e as
the S c ho 01 C o mmittee Memb er to fill an unexp ired term s et to exp ire o n S ep temb er 3 0, 202 3.
Move to approve the consent.
FOLLOW-UP:
Town Manager's O ffice/S elect Board O ffice
DATE AND APPROXIMATE TIME ON AGENDA:
7/11/2022
ATTACHMENTS:
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Lexington Human Rights Committee
Article I. Name
The Committee shall be named the Lexington Human Rights Committee (LHRC).
Article II. Mission
Promote Lexington's vision of a community that has as core values freedom from
bigotry, hatred, intolerance, disrespect, and destructive conflict among its citizens.
Build a stronger, more unified Town that respects and recognizes both our diversity and
our commonalities.
Confront statements and actions that conflict with the core values expressed above.
Foster respectful, civil, public discourse and debate.
Article III. Function of the Committee
The LHRC shall carry out its mission, related to the core values expressed above,
through:
• Public advocacy
• Sponsoring educational programs
• Helping other organizations and Town departments address conflict through
consultation and mediation with the parties involved
• Reporting civil rights violations to appropriate government agencies
• Assisting in planning responses to groups, internal or external to the Town, which
advocate actions antithetical to the core values expressed in Article II
The LHRC focus shall be matters that directly affect Lexington rather than matters that
are primarily of statewide, national, or international concern. As a committee it shall
avoid partisan politics or legislative lobbying or litigation.
It may work with like committees of other localities and with organizations with which it
shares a common purpose, and should use any available materials, advice, or assistance
from other organizations, that may be helpful in accomplishing its mission.
It shall meet at least six times a year. Among other items on the agenda shall be a review
of human-rights-related incidents in the Town since the last meeting, regardless of
whether the LHRC was involved in responding to the incident.
Article IV. Membership
Section 4.01 Membership
The membership shall consist of a maximum of nine members.
Section 4.02 Appointment of Members
The Board of Selectmen and Town Manager shall share in the appointment of inembers
with the Board of Selectmen appointing at least half the members. At a minimum, LHRC
membership should include a member of the School Committee or an executive level
member of the School administration, a member of the Lexington Police Department, and
a member of the Town Senior Staff.
There shall be a liaison from the Board of Selectmen and one from the School Committee
if no LHRC member is a member of that committee.
Section 4.03 Reporting
The LHRC shall report to the Board of Selectmen.
Section 4.04 Sub-Committees
The LHRC may appoint sub-committees of one or more persons from time to time to
work on a specific problem, issue, or proj ect. Members of the LHRC may also serve as
sub-committee members although it is expected that most members will come from
outside the LHRC. Each sub-committee will have a member of the LHRC assigned as a
point of contact.
Section 4.05 Tenure
The members shall hold office for three years from the date of their selection. However,
the first appointees' terms shall be staggered, so that as near as may be possible, one third
of the members shall be appointed for three years, one third for two years and one third
shall be appointed for one year. The Board of Selectmen and Town Manager may
reappoint any member to additional terms. Any decision of the Board of Selectmen to
reduce the number of inembers of the LHRC shall not affect the term of any sitting
member.
Section 4.06 Removal of Members
Members may be removed, by a majority vote of the Board of Selectmen for failure to
attend at least one half of regularly scheduled meetings of the LHRC.
Members may be removed by a unanimous vote of the Board of Selectmen for any reason
it deems appropriate.
Section 4.07 Advisory Council
The LHRC shall form a non-voting advisory council reflecting the diversity of Lexington
in order to tap the wealth of experience in the various organizations and groups in the
Town. The Advisory Council shall assist and advise the LHRC in carrying out its duties.
Advisory Council members shall serve two-year terms which shall be staggered at the
start with half appointed for one-year terms and half for two-year terms.
- 2 -
Article V. Officers
Section 5.01 Election of Officers
The LHRC shall elect its officers in September of each year.
Section 5.02 Officers
There shall be a Chair, a Vice Chair, and a Clerk. The Chair shall preside over the
meetings and shall exercise the powers and have the responsibilities customarily
possessed by the Chairs of Town committees. The Vice-Chair shall have the powers and
responsibilities of the Chair when the Chair is absent or otherwise unable to perform
her/his duties. The Clerk shall have the responsibility of keeping minutes and other
records of the LHRC and shall have the responsibility of having notices of ineetings
posted as required by the Massachusetts Open Meeting Law and any applicable Town by-
laws.
Article VI. Funding & Access to Legal Advice
Section 6.01 Funding
It is expected that, at least initially, programs suggested by the LHRC will be funded
either by grants or donations rather than from the tax levy. The LHRC is not barred,
however, from seeking funding from the Town should the scope of its operations warrant.
The current funding mechanism is to segregate donations and grants for a specific
purpose via a Selectmen's Gift Account. This mechanism is being reviewed.
Section 6.02 Access to Legal Advice
Reasonable access to Town legal counsel, with the permission of the ToWn Manager, will
be provided.
Ref. - Charge adopted by the Board of Selectmen on Apri130, 2008.
Board of Selectmen voted to designate as Special Municipal Employees on Apri130, 2008.
Selectmen voted to change membership from 7-11 to 9 members on October 17, 2011.
- 3 -
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDAITEM TITLE:
Approve Select Board Meeting Minutes
PRE E TER• ITEM
S N .
NUMBER:
Jill Hai, S elect Board Chair
C.3
S UMMARY:
The S elect Board is being asked to approve the meeting minutes of:
• June 13, 2022
• June 15, 2022 F inanc ial S ummit/D P F 20-Year C ap ital P lan(P art 2)
SUGGESTED MOTION:
To approve and released the S elect Board meeting minutes of:
• June 13, 2022
• June 15, 2022 F inanc ial S ummit/DP F 20-Year C ap ital P lan(P art 2)
Move to approve the consent.
FOLLOW-UP:
S elect Board O ffice
DATE AND APPROXIMATE TIME ON AGENDA:
7/11/2022
ATTACHMENTS:
Description Type
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SELECT BOARD MEETING
June 13, 2022
A remote participation meeting of the Lexington Select Board was called to order at 6:03 p.m. on
Monday, June 13, 2022 via hybrid meeting services. Ms. Hai, Chair; Mr. Lucente; Vice Chair, Mr. Pato,
Ms. Barry and Mr. Sandeen were present, as well as Mr. Malloy, Town Manager; Ms. Axtell, Deputy
Town Manager; and Ms. Katzenback, Executive Assistant.
Ms. Hai stated that the meeting was being conducted via Zoom as posted, with the agenda on the Town's
website.
ITEMS FOR INDIVIDUAL CONSIDERATION
1. Proclamation Request—Welcome the Malaysian Minister of Health to Lexington
VOTE: Upon a motion duly made and seconded,by roll call,the Select Board voted 5-0 to approve and
sign a proclamation recognizing the Malaysian Minister of Health's visit to Lexington and to welcome
him to town.
Ms. Iyer explained that the Malaysian Minister of Health is visiting Massachusetts as part of the World
Health Organization(WHO) conference at Harvard. He will be spending some of his trip visiting
Lexington, specifically Takeda, in hopes of forming more serious relationship between Takeda and the
Malaysian ministry. He will be at Takeda on Wednesday from 4;30pm—6:30pm.
DOCUMENTS: 2022 Welcome the Malaysian Minister of Health's Visit to Lexington Proclamation
2. Discuss Select Board Committee Liaison &Membership Assignments
Mr. Sandeen noted that he prevlously expressed concern that the phrase"adequately informed" in the
Draft Select Board Liaison Policy may have different interpretations as to what is adequate.
Mr. Lucente stated that, in his opinion,he believes "adequate"means the Board being informed by
liaisons at the earllest possible date with the best possible information.
Ms. Barry stated that she believes around the time that a committee posts on its agenda regarding
potentially bringing a bylaw change or something similar,there should be an email from the liaison to the
Board and to the Town Manager informing them.
Ms. Hai suggested that the word"adequately"be replaced and recommended the sentence to now read as
follows: "that the Select Board and Town Manager are informed in a timely and ongoing manner prior to
voting the warrant." The Board was in agreement to this amendment in the Draft Select Board Liaison
Policy.
VOTE: Upon a motion duly made and seconded,by roll call,the Select Board voted 5-0 to adopt the
Select Board Liaison Guidelines as amended.
Mr. Lucente agreed to be the Lexington member for the Hanscom Area Towns Committee (HATS)
effective July 1, 2022.
Mr. Sandeen agreed be the Select Board member to the Community Preservation Committee.
Ms. Hai reviewed the potential grouping of committees to assign Select Board liaison, and noted
groupings were made to align with the overarching Select Board Goals: Group A- Community Compass;
i
Group B -Livable Lexington; Group C -Local Economy; Group D-Quality Services; and Fiscal
Stewardship is an overarching goal for all committees. Mr. Sandeen presented an alternate proposal of
grouping the committees for the purpose of making liaison assignments. The Board concurred to have
four primary groupings with some minor edits to be made by Ms. Hai.
The Board agreed to assign Mr. Lucente to Group C,Ms. Barry to Group D, Mr. Pato to Group A, and
Mr. Sandeen to Group B. The Select Board Committee liaison assignments will be communlcated to the
committee chairs, Town Clerk and posted to the Select Board's page on the Town Website. The Board
agreed to make these assignments effective July 1, 2022.
DOCUMENTS: Draft Select Board Liaison Policy,FOR DISCUSSION: Potential Committee
Membership Appointments for Select Board Members, Proposed Groupings for Select Board Committee
Liaison Assignments,M. Sandeen Proposal for Committee Groupings for Liaisons
3. Discuss Select Board Goals & Implementation
The Board reviewed its obj ectives and how to measure them.
Mr. Pato explained that he thinks of this as a measure of how the Board is meeting the goals for the
common resident's satisfaction in living in Lexington. This can be examined through moving forward
in creating a particular sentiment in Town or a particular ability to service needs that the community has.
Mr. Sandeen noted that goals sent to the Baard from the Town Manager might be items that fall under the
initiative category.
Mr. Lucente noted that only 50%of the departments have reported on their goals, and recommended that
remainder of the department submissions be collected before discussing initiative priorities.
The Board agreed to move goal#5:Maximize sustainability and�esilience while mitigating negative
climate impacts, from Quality Services to be listed as goal#4 under Livable Lexington.
Mr. Pato explained that the Comprehensive Plan Advisory Committee is presenting its report in draft
form. The Planning Board is working through multiple sessions to review sections of the draft. He
suggested that Board members read through the sections,because they speak to what a broader portion of
the community aspires to.
Mr. Sandeen suggested that the Town Manager weigh in on the proposed initiatives as well.
DOCUMENTS: Working document for Goals Discussion, Goals From Staff
ADOURN
Upon a motion duly made and seconded,by roll call, the Select Board voted S-0 to adjourn the meeting at
7:18 p.m.
A true record; Attest:
K:ristan Patenaude
Recording Secretary
FINANCIAL SUMMIT
Select Board, School Committee, Appropriation Committee
and Capital Expenditures Committee
June 15, 2022
A remote participation Financial Summit was called to order at 7:00 p.m. on Wednesday, June 15, 2022
via Zoom remote meeting services.
Present for the Select Board(SB): Ms. Hai, Chair; Mr. Lucente; Vice Chair,Mr. Pato,Ms. Barry, and Mr.
Sandeen were present, as well as Mr. Malloy, Town Manager; Ms. Axtell, Deputy Town Manager; Ms.
Katzenback, Executive Clerk.
Present for the Appropriation Committee(AC): Glen Parker, Chair; John Bartenstein; Alan Levine; Eric
Michelson; Meg Muckenhoupt; Sanj ay Padaki; Lily Yan and Anil Ajuha.
Present for the School Committee (SC): Kathleen Lenihan; Eileen Jay; Scott Bokun; Deepika Sawhney,
Vice Chair; Dr. Julie Hackett, Superintendent of Schools and David Coelho, Assistant Superintendent for
Finance.
Present for the Capital Expenditures Committee (CEC): Charles Lamb, Chair; Sandhya Beebee; Mike
Boudett; David Kanter,Vice Chair; and Franklin Smith.
Also Present: Ms. Kosnoff,Assistant Town Manager for Finance;Mr. Cronin—Director of Public
Facilities;
Ms. Hai stated that the meeting was being conducted via Zoom as posted,with the agenda on the Town's
website. She noted that; at the last Financial Summit, the groups requested adjustments to the modeling
proposed by Mr. Cronin. That will be reviewed this evening. The groups are being asked for directional
guidance on this plan.
ITEMS FOR INDIVIDUAL CONSIDERATION
1. Department of Public Facilities 20-Year Capital Plan (Part 2)
Mr. Cronin explained that the Town contracted about a year and a half ago with VFA. VFA toured all of
the Department of Public Facilities (DPF)buildings,reviewed the equipment, and logged it into a system.
A lifecycle expectancy was assigned to each piece of equipment. The VFA database shows when
systems/equipment are at end-of-useful life and also shows budget estimates for direct in-kind
replacement. The replacement cost was determined for a direct in-kind replacement for systems over the
next 20 years. Along with RSMeans, DPF used actual cost estimates for recent proj ects to verify and/or
adjust the database budget estimates. The Facilities Condition Index(FCI) for a 5-year window beginning
in FY2022 shows $196M worth of activity that needs to take place. This results in a 0.26 FCI, or a C/fair
rating. Six Town buildings not listed in the FCI, are the Police Station, the Lexington High School,
Lexington Public Schools (LPS) Central Administration, 173 Bedford Street, East Lexington Fire Station,
and the ToWn Office Building. The Police Station and Lexington High School will likely have Work done
on them in the near future,which Will impact the FCI, and total amount of funding needed for future
activity.
Mr. Cronin explained that there are approximately$90M worth of requirements due for
replacement/renewal at the Lexington High School over the next five years. This includes requirements
that were previously due for replacement and were deferred. He explained that Article 16(g)was
proposed last year for$500,000 to be allocated for emergency use at that school if systems start to fail.
If the Police Station and Lexington High School are removed, the Town's FCI drops to 0.225. Certain
amounts of funding will be necessary each year in order to maintain that FCI level for the next 20 years.
There will need to be thought put into how to build new buildings while maintaining old buildings and
trying to keep a consistent FCI.
Mr. Cronin explained that, from FY2017 to FY2023, the Town has spent an annual average of
approximately$2M on facilities capital programs. The five year need for proj ects in the Town,when
removing the Police Station and High School, is approximately$101.6M. There are four buildings in
Town which currently have D (Poor,Maj or Renovation) and F (Very Poor, Replace with New) ratings
which need additional investments. These equate to approximately$25M of the five-year capital request.
In reviewing all of the items on the request list, it was determined that approximately$22M of the $101 M
can likely be deferred at this time for possibly another�ve years. Removing these two items from the
calculation leaves the Town with an average of$11M of capital needs each year for the next five years.
However, there are some standout items within that list. Capital planning should be examined using three
lenses: maj or building renovation/replacement; single, one-off maj or proj ects; and annual Capital
Improvement Program(CIP)projects.
Mr. Cronin stated that the Town needs to increase its annual program funding levels in order to keep
existing buildings at their target FCI level. It will be important to evaluate how to increase funding over
the next few months. The Capital Improvement Programs categories could also be reorganized for
additional flexibility. He suggested that the plan for the Lexington High School should be to not invest
maj or capital funds at this time and continue to go down the Massachusetts School Building Authority
(MSBA)path for renovation/new construction. He also suggested deferring the $90M required system
replacements in the school at this time. The Emergency Use funds can be utilized in the event of maj or
system failure. He explained that the Town will need to have deeper discussions regarding the other four
buildings that are, collectively, in need of$25M financial investment. The Town will also need to discuss
what an ideal FCI rating is and/or what a target FCI should be.
Mr. Cronin explained that the new CIP would include MEP (mechanical/electrical/plumbing),building
envelope &roofing, interior finishes, site improvements,bid documents, and stand-alone large proj ects.
Ms. Kosnoff explained that these new categories combine the Town and schools together into one bucket.
The DPF feels that this better reflects how these proj ects are managed. The municipal building envelope,
funded using the tax levy, is proposed to be kept and the amount increased over time as well.
Mr. Malloy noted that there is a suggestion to either modify the Capital Plan that is submitted every year
as part of the budget or include an appendix that shovvs the proj ects that have been identified for the next
10 years, and what has been accomplished each year. This would allow everyone to see that the Town is
addressing the work that needs to be done most urgently.
Mr. Cronin explained that non-in-kind replacement, such as electrification,would require changes to be
made to these spreadsheets for future proj ects. There will be future questions around this topic, depending
on what the groups decide.
Mr. Kanter(CEC) stated that he supports removing the Police Station and High School from the FCI but
believes that the Stone Building needs to be included on the list. He cautioned against using the plain term
"maintenance" rather than extraordinary maintenance regarding capital proj ects, due to what should
be funded under capital proj ects versus through the operating budget. He asked about if it makes sense to
have some work for example paving still segregated between the Department of Public Works (DPW)
and DPF as it may make better sense for contracting and managing them by DPW.
Ms. Lenihan(SC)noted that the Bowman and Bridge schools will be close to 70 years old in 20 years.
She stated that expanding the lifespan of these schools might need to be more closely considered.
Mr. Pato (SB) stated that he believes the goal is how the buildings are being addressed, more so than a
target FCI itself. He asked what the Town's exposure is for the capital expenses in order to know what the
appropriate amount of fiscal obligation is. He noted that he would also like to see all buildings, such as
the Stone Building, included on the list. If there are buildings that are currently mothballed and the
intention is to continue keeping them that way, the cost to do so also needs to be known.
Mr. Boudett(CEC) stated that the FCI is basically a front-loading score to tell the Town what is on the
near-term horizon for all the capital and maintenance needs.Most of these are unavoidable, even if a
building is replaced. He agreed with Mr. Malloy's suggestion to create a more accurate and fulsome 10-
year projection of all the capital and maintenance needs. To compare that to the current budget and keep
an ongoing checklist seems incredibly important and on point.
Mr. Sandeen(SB)stated that he believes the value of this presentation is in bubbling up which buildings
have the greatest needs in Town.
Ms. Barry(SC)echoed the previous comments to include all buildings on the list, such as the Stone
Buildings,mothballed buildings, and all of the recreational buildings. She explained that she believes
three of the buildings, 173 Bedford Street,the Town Office building, and the Central Administration
building, seem to be interrelated. The 173 Bedford Street building may potentially be used toward the
Massachusetts Bay Transportation Authority(MBTA)Communities item which will soon need to be
explored. There will need to be out-of-the box thinking in regard to these buildings. She is concerned
regarding the East Lexington Fire Station and the safety of the buildings.
Mr. Lucente (SB) explained that he believes the Town has previously treated buildings as if they have an
expiration date. As that date gets closer,the care for the buildings goes down, and they are almost
neglected to a point where there is no choice but to replace them. He hopes that the Town can start to look
at its new buildings and consider how to keep them in good condition far into the future.
Ms. Hai (SB) stated that she believes it is important to have a comprehensive picture of all capital assets
that are going to require maintenance and/or renovation, including mothballed buildings. Focusing on
building needs, instead of an abstract number such as the FCI,which can tivork for roads in Town will be
important. She believes the ToWn needs to start planning more robustly for the category of maj or
renovation/replacement. She also agreed that 173 Bedford Street is a prime opportunity to talk about
affordable housing.
Mr. Levine(AC) stated that he agrees that the FCI is not necessarily the target, so much as maintaining
the building serviceability for their intended uses. He explained that not all building systems are created
equal. Some are critical and some are not critical. He believes it will be important to categorize systems as
critical versus non-critical, or degrees of criticality. He suggested that another summit be held within the
next few months to discuss the four buildings with the greatest needs. He noted that electrification will
affect the fossil fuel infrastructure of buildings. The Town may want to consider a large proj ect to
electrify many of its buildings through debt exclusion.
Mr. Parker(AC) stated that he would like to discuss the impact of maintenance on operating expenses,
and also as a maintenance multiplier. He finds it frustrating that the issues with the School Administration
and Town Office buildings are known,but don't seem to be moving forward.
Mr. Michaelson(AC) stated that, regarding the appropriate levels of annual appropriation for the Capital
Improvement Program categories,he would like to see a correlation between what the tool shows is
needed, and an explanation from DPF of how many of the critical systems can be delayed, in order to get
an idea of the actual percentage of total expenditures required.
In response to a question from Mr. Padaki (AC),Ms. Kosnoff explained that the DPF would like to use
the revised database to identify the most critical projects in the buildings that are not complete overhauls
or complete reconstructions, and on a year-to-year basis be able to pick the most important ones without
having to create a special appropriation for each one. This will allow for greater flexibility. It is certainly
not the intention to bank money.
Ms. Sawhney(SC)pointed out that the Lexington High School is one of the most used buildings with
2,000 students and 300-400 staff each day,plus visitors. There are 180 days of education going on in that
building every year, equating to approximately 900 days of use over the five-year planning period. There
may be a bit more than emergency TLC (tender loving care) for the building needed.
DOCUMENTS: 20-YearCapitalPlanningLife-CycleReplacementPresentation-Part Two, June 15, 2022
ADJOURN
Upon a motion duly made and seconded,by roll call,the Select Board voted 5-0 to adj ourn the meeting at
8:3 8 p.m. The other committees followed suit.
A true record; Attest:
Kristan Patenaude
Recording Secretary
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDAITEM TITLE:
Approve One-Day Liquor License
PRE E TER• ITEM
S N .
NUMBER:
Jill Hai, S elect Board Chair
C.4
S UMMARY:
Wils on F arm, Inc. has requested a O ne-Day Liquor Lic ens e to s erve wine for the purp o s e o f their"Dinner in
the F ield" F undrais er to b e held o uts id e in the field s o f Wils o n F arm, 10 P leas ant S treet o n T hurs day, July 21,
2022 (with a rain date of Friday, July 22, 2022). The wine will be served from 5:30pm to 9:OOpm.
SUGGESTED MOTION:
To approve a One-Day Liquor License for Wilson Farm, Inc. to serve wine for the purpose of their"Dinner in
the F ield" F undrais er to b e held outs ide in the field s o f Wils o n F arm, 10 P leas ant S treet o n T hurs day, July 21,
2022 (with a rain date of Friday, July 22, 2022) from 5:30pm to 9:OOpm.
Move to approve the consent.
FOLLOW-UP:
S elect Board O ffice
DATE AND APPROXIMATE TIME ON AGENDA:
7/11/2022
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDAITEM TITLE:
Town Manager Committee Appointments
PRE E TER• ITEM
S N .
NUMBER:
Jill Hai, S elect Board Chair
C.5
S UMMARY:
The S elect Board is being asked to approve the Town Manager's appointments of Renen Bassik and Weiwei
Li to the Recreation Committee effective immediately per the attached memo. Mr. Bassik's term would be set
to expire on May 31, 2025 and Mr. Li's term would be set to expire on May 31, 2023.
SUGGESTED MOTION:
To approve the Town Manager's appointment of Renen Bassik to the Recreation Committee for a three-year
term set to expire on May 31, 2025.
To approve the Town Manager's appointment of Weiwei Li to the Recreation Committee to fill an unexpired
three-year term s et to exp ire o n May 31, 2023.
Move to approve the consent.
FOLLOW-UP:
Town Manager's Office
DATE AND APPROXIMATE TIME ON AGENDA:
7/11/2022
ATTACHMENTS:
Description Type
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`��s MORN�
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4�� o W � Recreation Committee
s � z �
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APRIL 19T"
�FXI NG1��
Frederick DeAngelis, Chair Tel: (781) 698-4800
Lisah Rhodes,Vice Chair Fax: (781) 861-2747
Lisa O'Brien ir������r �ii ir��i������ � �i� � �u� �
..................................................................................................................................................... ...................................................�
Christian Boutwell
Car1 Fantasia
Claire Sheth
June 16, 2022
To: Jim Malloy, Town Manager
Fr: Rick DeAngelis, Chair
Re: Membership Recommendations
The Recreation Committee consists of 7 members. The Committee has had one vacancy since
August of 2021 and anticipates a 2nd vacancy as of July 1, 2022. Advertising for the vacancies
included the Town Web page, Link to Lexington e-news, Recreation e-news throughout the past
fall, winter and spring.
A total of six applications were received. Interviews were held during the week of June 3rd_
10t". One applicant did not respond to the invitation for interview, two withdrew their
applications due to other responsibilities and three applicants were interviewed. The
interviews were held via zoom by Recreation Committee Chair, Rick DeAngelis, Vice-Chair, Lisah
Rhodes and Director of Recreation & Community Programs, Melissa Battite.
The two candidates that are being recommended for appointment are Weiwei Li and Renen
Bassik. Both candidate applications and resumes are attached.
Thank you for your support and consideration for both candidates appointment and I kindly
request that they be appointed at your earliest convenience to allow the Recreation Committee
to return to full membership and onboard in the coming month.
Please contact me with any questions.
Thankyou.
1625 MASSACHUSETTS AVENUE•LEXINGTON,MASSACHUSETTS 02420
APPLI�ATICJN F'OR B(JAR:D (lR CC���IIT�"�.E MEMBEI��HIP
,�tpplicants are errcorrraged to alsa r'nclrrr�e�a letter vf i�rteres•t or��c;urrent resr�me r�lon,����itlz tl�,�r'r s�uhrrrissivn
of tlris applicutron.
Recreation �ommittee
Boardl�ommittee Name (one application per Cc�mmitt��):
. . � x
'�Vould you like your� �pplication kept on file for up to one year. Y�s: No:
Renen Bassik
Full Name:
N ickname: Preferred T it l�:
�� ��.µ��.n�.,v,
Lexington
Home Address: Cit : . . 024�0
y Z�p.
4y�� 1a Montns
Len�th of R�sidence in Lex��.gton(note: ZBA reqxrr�~emen�is a mrrtr'mtrm of 8 years): �
, Engineer
C�ccupatlon: n.F�
Work Addr�ss: City: �ip.
Phone: Home: �ell:
Email: Primary: �econdary: ,
�pecial Trainirig andlor(�ualifications:
Member and Vice President Drexel lJniversity Ultimate Frisbee 2p04-2005
Member and Or anizer �laifa Israel U�timate Frisbee�005-2a06
� .p � � p � � � �
Partic� ant and CJr aniZer Ph�ladel hia Area D�sc Alliance PAD� �004 2pp9
Member Pompeii's Children �outh �'lorida Ultimate Frisbee Team (�009-�O�i 1)
Member and CJfficer of the Board Boston Living Root D�agon Boat ��015-20��
Wha� is your inter�st in this Cr�mmittee?
Having been a participant, organizer, and bo��d member fo�internationally competitive team� in Dragon boating
and ultimate#ri�bee, I feel like f have the relevant ex erience to hel Lexin �ton delive�a fun en aging
recr�atian�l �xperi�nce that promot�s div�r�ity and inclusion. ! hope to instill within my children and the
communit�����a similar level o� assion fo�the outdoors and a health balance of education and h sical activit� .
7 Link tc� Lexington
HO'W (�1C� �OU�1���"c�bOU���"1� CCJ�1I1]1���G.
, � X
Have you r�c�ntly attended any meetings of the Committ�e. Yes: No: „
. . . , . ,� X
Have you confirrned your avallabxl�ty to attend the Committ�e s meetings. Yes: No:
�For qirestiarrs regardi�tg the meetin,g schedtrle, p►lease contact the Board�`�'ommr�tce vra the 7�0� r� w �sr'te.)
X
Do you current�y serve on another BoardlCommittee? Yes: No:
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Renen B�ssik
Systems Architect with 15 years ofsyst+ems d�evelopment with emphasis on architectural
trade-off anal�sis, integratian s�rategy,project planning,and lead�ng innavation in m+�dical
devices. Proven leadership through introduction and execution of systems best pract�ce,
r+ecruitment, and collabora�iv�gaal or�ented strategy development.
`IVark Experience
Amazc�n Robotics North Reading, MA July 2019 - Present
Senior S�stems Architect
Chief System Architect far Robotic Manipu�ation Programs including package sortation
�Robin�, itern lev�l picking and consol�dation and Automated Storage and Retrieval Systems,
with Amazon Robatics Technical Leader for KCVG,Amazon's $1,5B AirHub. Ste�ring Cornmitte�
member and Chair of the �r�terdiscip�inary Systems Engineer Community of Practice [ISE-CC�P�
Instrumentation Laboratory Bedford, MA Nover�n.ber 201�-June 2�319
Systems Architec�,New Product Development
Identifying oppartunities to innovate laboratory automatian in a world leading hemostasis
organization. Driving feasibility evalua�tions, r�quirernent decomposition,and interface
definition for next generation products while establishing systerns toals such as technical risk
analysis methads,systems modeling,ar�d automated testing. Focusing on new techno�ogy both
internally developed and partnerir�g with drivers of innovation in th�e f�eld.
Medtronic Formerly�ovidie� Boston,MA September 2014-� November 2C11�
5ystem Archi��ct and System Integration, Principal �ystems Engineer
Lead ar�hitectural desYgn for a minim�lly invasive surgical robatic platform [Hugo), Managing
system descrip�ion, subsystem budget allocatian, requirements structure, usability analys�s,
ir�tellectua� property reviews and actir�g as the engineerir�g representative for service and
regulatory strategies. Interface with subsystern leads to manage and resoive crit�cal design
�anflicts. Lead system integration to ensure program deliverables and establish system
performance for engineering testing and usability studies. Regulariy represent program to
internal and external stakeholders to guarantee program needs and facus are met.
Stryker Mako Davie, FL July�0�9 -September 2�14
Principal Eng�neer- Pro►ject Manager for Systems &Applications
Leading a crass-functional tearn of 2�+ engineers in develaping a robotic assisted Tatal Hip
Arthrap�asty [THA� and Partial Kne+� arthraplasty [PKA� application. Lead resp+�n�ible far
developing system architecture specifications. Deve�oped training programs for the sales team
and surgeon customers. Redesigned the process for requirements approval and traceability to
system verificatian. Irnpraved opera�ing procedures for comp�a�nt investigation and defect
rnanagement, to increase �quality campliance in engineering. Installed the THA application at
leading healthcare faciliti�s across the country and trained orthopedic surgeons and operating
room staff on robotic�ssisted surgical te�chnique.
�er��� ��ssf�
Ifm Efector In+�,, Ext+�n, PA ��iy 2��7 -July 2009
Mechanica�En�irieer a�nd F'rvject�Ian�g�er
�e�erse en��ne+�rec� cam��titc�r'� pr�d�uc�� �+� ��►tain i�i��rr�a�io�r� on pha�o�electrzc and
induc�ive prt��imity sens�r d�sign �nd cr�ate n�v+� pr�►dt�c�s. F�rm+�d � r�pid res�►a�ns� networ�
of suppliers ta quickly fulfill r�q�a�sts fc�r c���c�� pr��otype�. Procured contract� �vi�h Ic�ca�i US
suppliers to red���e d�p�ndency an f�r��,�� pr+�d��c�s.
Ifm Ele+�tror�ic gm�h, Te�ttr�ang, �erm�n� �u�y 2+��7 - Febru�r�����
Me�hanic�l E�gineer
�J�.iliz+ed fl�xible fi�rn circ���try and la��r, u��ras��ic, ���d �nd��e�ive vr��eldit��g proc+�ss+es �o de�r�l�p
r�ew housings for sensors. �oordina�ec� su��li+�rs fc�r z��p�er��en���i+��� +�f�rc�p�ri���ry n��tal a�llv�
pr+�duc�ion pracess. Coardinated a�ea� i�. d+�vel+�p�en��fa �i,gh�s�+�+�d �er��+�r p�ro�o�yp�e.
Mazvr Surgical Technolog�es, Israel �arch 2�+D6-�+�p�+�m�b+er�+�C��
A►pplic�t�on Development En�i�eer
�vla�r�aged des�gn,developmen�,and production of�ns�ru�e��� ���lizec� �� r�bc��-�s����ed sp�ir��l
sur�ery.A►ssessed new m�tierial �echno�og�es rel���ec��c��Ic�+cornp,��ibie pl���i�c i�je��i+�r�
rn.vldi��.
E��;ineering Cv►-ops
�tryk�er Endc�scopr�and Str;�ker�r�hopaedics �ep��rr�ber 2��1 - Ni�rch 2�3��
Designed and qualified � high volume, hi�h precis�on, p�asma wel��n� l��he. F'rc�p��se+d �r�c�
imp�l�mented p►rac�ss improvernen�s resu��ing i� $1��,��0 �nnual ea��s��ings. Cc�r�c�p►�u�lizec�
p�r�o�o�y��s for � Glvb►al �ip P�a���rrn. Cor�s�ruc��c� and �e�reloped desi�n +�+�nt���►1s f+��r �'utur+�
m�dul�r hip stems. Ir���i��ed de�elopmen�on rela�ed dzsposa�►�e �ns�rume���a�i+�n.7'r�ir��e�d �e�m
meml�+ers �n hip p�latfc�rms� u�i��zing�i��tual co�pa�Misc�r�s�
Pa�er��
I,��u�+d:
` 7,13�5,C�44 Mc�dular prvsthesis k�its
` �E�71'9,54 I�i�pl��scr�en wit�grap�i�al user In�erface
' �,49�,744,�ur,�ical Rvbvtic��stems v+�ith Manual anc� �aptic and/or Ac�ive �on�ral Mad�s
' 9,1�,�,�►+69 H,�ptic�I+�Iumes fvr F�eamin�Durin�Ar�hr�plas�y
' ,8,'97'9,859 I�epth af Imp►activn
�'+�nding:
' ��1��311(�+�,� Multi-Input F�vbc�t 5ur�i�al,��r�t�r� �c�n�rol ��heme
' ��1SC��4�2�5 M+ethod and Appar�tus� fvr Linear�nd F�c�tational Agi�ation
Edu�c�tic�n
I�r+�xr�l Ur�i�r�er�ity, �'hil�delphia, P"�nnsyl�ran�a ]un� ZOU7
Bachelar�f Science ir� �M+e�chanical Er��ine�rin�
Magna Curn L,�u+de
Rener� Ba��ik
Technion Israel Institute af Technalog3r September 2UU5 - March 200�►
Haifa, Israel; Student Exchange Program
Mechanical Engineering, Manufacturing S�stem Design
Community Involvement
Coulter�Drexel Translatior�al T�esearch Partnership Ir�dustry Advisory�oard
Living Root Dragon Boat Boston Board ofDirectors
APPLICATIC�N F�JR APPCJINT�ENT
FCJR BUA�DI�O►MMITT�� MEMBERSHIP
. Recr�ation �ommitte�
Boardl�ommxttee of Interest: 1.
3. 4.
�Vauld ou cons�der another�ommittee: NO
y .�� m �
. . 3 ear�
�1 �t10�1 Url�1��� �
For how long should we k�ep your app c
. ''W�iwe i L i �
Fu11 Name. N�ckr�ame:
. . M r�.
Preferred Tit1e�pl�ase c�rcle) Mr./Ms./Mrs./C�ther:
. C�242�
Home Address: - Z1p:
. . . . 8 �ar�
1I1 t0�"i. �
Length of Residence xn Lex g
. Er� ir��er
r �
C)CcupatlOr�,
VVork Address: -
�'hon�: Hom �Vork Fax
C�11
E-mai�: Prirr�ar�: ------- Secon.d�ry:
• ♦ � ��
If you currently serve on a Board or Comrntttee, please lderitify: �.,�„
�pecial Training, Iriterests, Qualifications:
• i`��C�
Hav�you be�n ask�d by a Committee ta become a member7 �„� ,,�,n
. . vv+�b�I t+�
How d�d you hear about the�ommittee?
Pl�ase attach a current resume, xf pos�ible. Add ariy comments b�low or on a�eparate page.
����J �,A l�� �� D�git�lly sign�d by Weiwei Lf �������
. (� �l Y Date:2021.10.14 1'!:1 fi:05-04'00' .
S1�nature: I.�ate.
�V'Veiwei � i
___�y o�jective rs �o ��verage curren� experr'errce ir� rr�y workir�
�"
place to c�rive car�t�rruous impr+ovemer��s for our comrr�ur�ity.
W�lRI�.EXPERIENCE:
• Pfizer (�ngineerir�g Lead, fuli tirne} Ar�dover, 1'V�A 2�X 0-Preser�t
• Pfizer (+�or�tractor) Andover, MA 2004-2010
+� Biagen IDEC��o�ntractor) �ambridge, MA Aug.�004-Dec.�004
• Polaroid Carp. (�antractor) Waltham, A Apr.20�4-Aug.2004
�• Mill�pore (Contractor} Bedford, MA Feb.2004-Apr.2004
• �hire (�ontractor} �ambridge, MA Nov.2003-Feb.�004
• University of Massachusetts L+�well (Research Assistant� Lowell, MA 2001-2��3
• �omputer Interlocking System�"'est +�enter�Erigineer} �hanghai,�hina 1999��aaa
w �hanghai Tang,ji�[Jniversity(Research Assistar�t) Shar�ghai, �hina 199�-1999
• Northwestern Polytechnic�l Un�versYty(Research Assistan�) Xi'an �hina 1992-199d
EDU�ATI(�N:
� �ab►son C+ollege �pf�zer MBA�ertificate� We11es1ey,MA 202a-�021
�► LTniversity of 11�Iassachusetts Lowell �Master of Engineering} Low�11,MA 2001-2004
• '�han�hai Tongj i �[Jniversity�.Nzaster of�ngineering) �har�ghai,�hina 1996-19�9
• �'orthvvest+ern Po�ytechnical Ur�iversxty (Bachelor) Xi'an, China X 992-199d
�PCIR`T IN�''VC�LVE �IEN�'S:
• Table Ten.r�.��: Participate in Bostari �per�2 times.
• B,�dminton; �1�IU�t1�"J��t1�Tl�lrl Mr�SSr�C�1US�ttS B3C�I�11I1tCJrl �Ori�.��tlt101�
• Ten.r�i�: Play in the club and join�d Newton Tennis �ompetitior�s multiple tim�s
A��c� likes swir�m��.g, bik�r�g, runr�ing, skatirig, ski, valleyball, football, basketbaXl and etc.
CJR�I'�IZATI(�I�1:
• U�lI�+�C�. �t����T�'�11115 ASS{�CI�.t10Y] Member and Umpire Present
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDAITEM TITLE:
Update from Chief Equity Officer
PRE E TER• ITEM
S N .
NUMBER:
Martha Duffield, C hief Equity O ffic er
I.1
S UMMARY:
Martha Duffield, Chief Equity Officer, will be providing an update to the Select Board.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
7/11/2022 6:l Op m
ATTACHMENTS:
Description Type
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AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDAITEM TITLE:
Update on Creation of a Collaborative Reform Subcommittee of the Commission on
Disability
PRESENTER: ITEM
Martha Duffield C hief E uit O ffic er• N UMB E R:
� q Y �
Jim Malloy, Town Manager; Melissa
I.2
Interes s, Human S vc s Dir.
S UMMARY:
T��1� �C)1�11�11SS1O11 01'1 I)1S�,�111t��1�,S �(��'��(� �lt�l ��ll�f EC�l11t� C�f�1���', Chief of Police and Director of Human
Services tc� d�v�1�p � Sub-�a�rnitt��tl�at�c�u1d c�r�sist of��rnb�rs c�f t�� ��rnrr�issic�n c�r� I�is�bilit�as��ll as
c�t1��r�c���itt��s«c��rds �nd Tc��n st�ff to collaborate on evaluating, refining and reshaping current policies and
procedures involving safety, emergency response, pre/post-vention and service delivery that are effective,
accountable and transparent for our residents with disabilities.
J�l��ll��, T'���l�I������a�d l�I��th�I�uffi�ld, ��ll�f EC��lt��f�1C��'�17C� �I��1SS� I11���'�SS, I��°��t���f
I�u�a� S e�1��s ��ll p��s��t��updat�t� th� S�l��t���c�d ��th� f��rr��t1���f this sub���tt��
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
7/11/2022 6:3 Sp m
ATTACHMENTS:
Description Type
� ��������c�������� .��������.���: II���,�������.�
� �a`�.��°�f ��;�c���:....�;���;� .����c°���:���� ���;����
Collaborative Reform Subcommittee
Purpose
To bring together residents, municipal/school staff and committees to
collaborate on evaluating, refining and reshaping current policies and
procedures involving safety, emergency response, pre/post-vention and
service delivery that are effective, accountable and transparent for our
residents with disabilities.
Additionally, to strengthen relationships within and between town
departments and the community to expand proactive education and
engagement while promoting diversity, equity and inclusion.
The subcommittee will:
• Collect relevant data from other communities;
• Study the complex issues related to delivering town services
equitably;
• Explore, examine and evaluate different mental health response
models, as appropriate;
• Promote community education and collaboration with
municipal/school staff;
• Develop a plan and recommendations for determining subcommittee
priorities.
Membership: (9 appointed members)
Human Services Department Leadership
Police Department Leadership
Chief Equity Officer
Human Rights Committee (2)
Commission on Disability (3)
Select Board (1 )
Reports to: Town Manager
Tasks Include:
Draft 7/7/2022
• Review, modify and rename At Risk Form - Supplemental information
form
o Annual review and update
o Collaboration process for input (we draft and then obtain
feed back from i nterested parties-ETS, g u idance cou nselor)
o How used, processed and accessed
o Language translation form?
• Collect data from other communities about alternative service delivery
models, emergency response policies, role of community input into
policy reforms, models of prevention, intervention and post-
intervention, etc.;
• Study the complex issues about delivering town services equitably;
• Consider d ifferent mental health response models such as expanded
co-response teams, alternative response teams, and community-led
response teams that emphasize full integration with public safety
entities.
• Recommend reforms or changes to current organizational and/or
oversight structures;
• Make recommendations about how to design inclusive reactions to
emergency situations that take into account multiple marginalized
identities;
• Help other organizations and Town departments address conflict
through consultation and mediation with the parties involved
Meetinq Frequency
Monthly meetings - 2nd Tuesday of the month at 3:00 pm
Friday agendas
Subcommittee of COD - can meet remotely as a quorum
Letter from Victoria - COD voted to establish subcommittee with xyz charge
Draft 7/7/2022
`o�s Mo�qN�
o�` �775 ��,� •
� Q � m � Town o Lexzn ton
� g
a �� �W a
4�� o � Commission on Disability
s L z �
�s � a�
APRIL 1qT"
�FX 1 N G`���
Victoria Buckley, Chair
TO: Town Manager
FROM: Victoria Buckley, Chair Commission on Disability
RE: Collaborative Reform Subcommittee
DATE: May 11, 2022
The Commission on Disability created a subcommittee at its March 2022 meeting
called Collaborative Reform. This subcommittee was formed to bring together
residents, municipal/school staff and committees to review policies and procedures
of various services to make sure there is equity and accountability for our citizens
with disabilities. Please find attached a more detailed explanation of the charge and
.
mem ers ip.
The nine current members are as follows:
• Human Services Department Leadership — Melissa Interess, Director of
Human Services
• Police Department Leadership — Michael McLean, Chief of Police
• Chief Equity Officer— Martha Duffield
• Human Rights Committee (2) — Mona Roy, Stephanie Hsu
• Commission on Disability (3) — Victoria Buckley, Shaun Grady, Francine
Stieglitz
• Select Board (1) — Joe Pato
Please formalize this subcommittee with appointment letters for the current
memb ers. Thank you.
1625 MASSACHUSETTS AVENUE•LEXINGTON,MASSACHUSETTS 02420
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDAITEM TITLE:
Fiscal Year 2022 Year-End Budget Adjustment - Fire Department
PRESENTER: ITEM
NUMBER:
C arolyn Ko sno ff,As sistant Town
Manager for Finance I.3
S UMMARY:
This agenda item is a follow-up to the end-of-year budget adjustments that were presented to the Board on
Mo nd ay, June 2 7th. T here is o ne remaining ad jus tment fo r F ire D ep artment o vertime that was no t ap p ro ved
that will be reconsidered on Monday, July l lth. A summary of the request is attached.
Management's rec o mmend atio n is the B o ard ap p ro ve up to $8 0,18 8 o f AR PA fund s to c o ver the d e fic it in the
F ire D ep artment's o vertime b ud get. A lternatively, the B o ard c o uld ap p ro ve a R e s erve F und Trans fer fo r the
same amount.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
7/11/2022 6:45pm
ATTACHMENTS:
Description Type
� �������������w�..,������1:����.:�a������ Il���r�����°:������������ �:.��,����� Il������m�.�
Summary of Requested FY2022 End-of-Year Budget Adj ustments
Reserve Revolving
Department Salary Adj. EOY Transfer Fund Fund Total
Public Works -Compost $0.00 $0.00 $0.00 $50,000.00 $50,000.00
Public Works -Snow $0.00 $89,274.11 $0.00 $0.00 $89,274.11
Fire Department $44,812.00 $75,000.00 $80,188.00 $0.00 $200,000.00
Human Services $8,200.00 $0.00 $0.00 $0.00 $8,200.00
Select Board $1,500.00 $0.00 $0.00 $0.00 $1,500.00
$54,512.00 $164,274.11 $80,188.00 $50,000.00 $348,974.11
This could potentially go to ARPA
As presented in the following transfer requests, the Fire Department experienced a
significant overage in the Overtime budget for FY2022. This overage may be
addressed with several transfers including from the Salary Adjustment Account and by
transfer from Fire Expenses to Fire Personal Service lines. Management recommends
that the remaining deficit of$80,188 be covered by the American Rescue Plan Act
(ARPA) funds that were allocated to the Town. This grant from the Federal
Government was primarily to allow local governments to continue to respond to the
COVID-19 pandemic and to allow for economic recovery. Much of the Fire
Department's overtime was directly due backfilling shifts for employees that were sick
or quarantining due to COVID-19.
The Appropriation Committee (AC) also reviewed this request and concurred that
ARPA funding is an appropriate way to address the Fire Department overtime. Given
that the Select Board had not yet reviewed this request for ARPA funds, the AC
contingently approved a Reserve Fund transfer to cover the remaining overage in the
event ARPA funds were not released by the Select Board.
�;%"��'"�������°��`""�
��� u:�,"',': ``^�d�
ap�" �`'a"�'',
���^ r ��s� Town o L exin ton
a�, � � r a�o .
e����� �;��� g
���_:� s
�, � �,�
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��'� �a�a�,�q� f
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TO: Town of Lexington Appropriation Committee
SUBJECT: Request for Transfer from the Reserve Fund
Request is hereby made for the following transfer from the Reserve Fund in accordance with M.G.
L. Chapter 40, Section 6.
1. Amount requested: $80,188.00
2. To be transferred to:
Fire - Personal Services 11222001-513000
Account Name Account Number
3. Explanation for purpose and reasons why the expenditure is extraordinary
and/or unforeseen.
The Fire Department will experience a signficant overage in FY2022 in Personal
Services- Overtime budget. A number of factors are contributing to this,
including vacation buybacks, payouts for accrued leave at retirement, and
overtime to backfill employees on extended leave. The department has also
experienced, and continues to experience, Covid-19 illnesses and quarantines
which require the backfilling of shifts with overtime. A Reserve Fund transfer is
requested to cover the overage that could not be covered by the Salary
Reserve Account, or the remaining expense budget.
Department Head
Action of Select Board:
Date
Requested Not-Requested
Chair, Select Board
Action of Appropriation Committee: 6/23/2022
Date
Approved X Disapproved
Transfer voted in the sum of: $80,188.00
Chair, Appropriation Committee
ALLBudgetTransfers_YE_FY2022_6.23.22
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDAITEM TITLE:
Update from Procurement - Long-Term C ontracts
PRESENTER: ITEM
C arol n Ko sno ff As sistant Town NUMB E R:
Y �
Manager for F inanc e; Liz Manc ini,
Purchasin Director I.4
g
S UMMARY:
T his item is an up d ate to an adminis trative p ro c e s s fo r the To wn's P ro c urement D ep artment regard ing c o ntrac t
terms that exc eed 3 years.
P urc has ing laws und er C hap ter 3 OB limit the term o f munic ip al c o ntrac ts to 3 years unle s s ap p ro ved b y a
majority vote of Town Meeting. In 2016 Town Meeting approved to extend the terms for certain types of
contracts for longer than 3 years (see attached vote from Article 31 of the 2016 Annual Town Meeting).
Ho wever, the To wn Meeting vo te indic ated that any c o ntrac t fo r lo nger than three years s ho uld b e further
approved by a vote of the Select Board. Staff recently discussed this provision with Town Counsel, and Mr.
Makarious concurred with the interpretation that contracts over 3 years should be authorized by the S elect
Board.
In practice most of the Town's extended contracts are/have been presented to and approved by the S elect
B o ard s inc e 2016 (i.e. trans p o rtatio n, tras h/rec yc ling, etc.)b ut the P ro c urement D ep artment has rec o gnized
that s o me o f the To wn's mo re adminis trative c o ntrac ts have no t b e en p re s ented to the B o ard. An examp le is
the attac hed c o ntrac t fo r the Adminis tratio n o f Wo rker's C o mp ens atio n and P ub lic S afety Injured o n Duty
c laims whic h is p ro p o s ed fo r a term o f 3 ye ars, with two o ne-year o p tio ns to extend. To Wn s taff is s e eking
ap p ro val to enter into this c o ntrac t b eginning in F Y202 3. A lis t o f o ther c o ntrac ts that fall in this c atego ry are
attached.
I n ad d itio n, s taff wo uld like to gauge the B o ard's c o mfo rt level with inc lud ing future adminis trative c o ntrac ts o n
the c o ns ent agend a. C o ntrac ts fo r p ub lic fac ing s ervic e s wo uld remain o n regular agend as fo r d is c us s io n and
feedback.
SUGGESTED MOTION:
Mo ve to autho rize the To wn Manager to enter into a c o ntrac t fo r Wo rker's C o mp ens atio n and P ub lic S afety
Injured on Duty Claims Administration and Related Services, for a term of 3 years, plus two one-year options
to extend.
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
7/11/2022 6:SSpm
ATTACHMENTS:
Description Type
� �������'w�"�II� :��;�����a;��1......�:.�:����:��.���'�"����a��� .�������:���� IC��,�.������.�
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Ma�ch 28,2016 Adjou�ned Session of the 2016 Annual Town Meeting,cont...
9:10 p.m. Following electronic vote tallying,the Moderator declared Article 18 Adopted by a
vote of:
Yes No Abstain
125 21 12
9:11 p.m. Selectman Joseph Pato moved Article 21 be taken up.Motion Adopted.
9:11 p.m. Presented by Selectman Suzanne Barry.
ARTICLE 21: ESTABLISH AND APPROPRIATE TO AND FROM SPECIFIED
STABILIZATION FUNDS
MOTION: a)That$5,112,434 be appropriated to the Capital Stabilization Fund,and to meet
this appropriation$3,100,000 be appropriated from the General Fund unreserved
fund balance,and 2,012,434 be raised in the tax levy; and
b)That the purpose of the Transportation Demand Management/Public
Transportation Stabilization Fund as established at the 2007 annual town meeting of
"supporting the operations of Lexpress Bus Service"be revised to"supporting the
planning and operations of transportation services to serve the needs of town
residents and businesses".
9:12 p.m. Selectman Suzanne Barry presented the requested action and reported the unanimous
support of the Board.
9:13 p.m. William Hurley,Chair, School Committee,reported the support of the Committee.
9:14 p.m. Glenn Parker,Chair,Appropriation Committee reported unanimous support of the
Committee.
9:14 p.m. Jill Hai,Chair,Capital Expenditures Committee,reported unanimous support of the
Committee.
9:15 p.m. Nancy Corcoran-Ronchetti,Chair,Planning Board,reported support of the Board.
9:15 p.m. There were no questions from the floor.
9:15 p.m. Following electronic vote tallying,the Moderator declared Article 21 Adopted by
more than the necessary two-thirds by a vote of:
Yes No Abstain
158 0 1
9:16 p.m. Selectman Joseph Pato moved Article 24 be taken up.Motion Adopted.
9:16 p.m. Presented by Selectmen Norman Cohen.
ARTICLE 24:APPROPRIATE FOR PRIOR YEARS'UNPAID BILLS
MOTION: That this article be indefinitely postponed.
9:16 p.m. Selectmen Norman Cohen moved to indefinitely postpone Article 24.
9:17 p.m. The Moderator called for a voice vote on the Article 24.Unanimously
Adopted.
9:18 p.m. Selectman Joseph Pato moved that Article 31 be taken up.Motion Adopted.
9:18 p.m. Presented by Selectman Norman Cohen.
ARTICLE 31: AMEND GENERAL BYLAWS—CONTRACTS AND DEEDS
MOTION: That Chapter 32 of the Code of the Town of Lexington, Contracts and Deeds, be
amended by deleting§32-4 in its entirety and substituting therefor the following:
A. �l��h respect tcr an�ccantr�.�t,g�av�r�aed by M.�.L.c.3�8,the T��vn and a.11�f�ts
d�partments,u.n��r the�up�rvisi�n�f�h�Town Mana;ger��r�authc�rized tc�
sc�lic�t,aAwa.rd an�enter ir�t�a�he fc�llc,wing��pes�f cc�ntracts fc�r peri+��s u.p�o�l�e
number c�f yea.rs�h�awn belc�w,in�clud.in�any renewa.l,extensicar�ar crptic�n,
prc��visi�n,subj�ct tc�annu�l appr+�priati�n but withou�fur�her au�horizati�►n by
Tc�wn Mee�ing;�rrc�vided,ha►we�v�r,�ha�nc�su.ch contract sha11 be ent�red in�c�fc�r
a termm grea.ter t��n��aree ye�rs wit�c�ut�h� apprc�va�c�f the Bcaarci c�f�electmen
unless th�term�f the c�n�r�.ct has be�n e�press�y auth+�rized 1ay a v���;of Tc��w�
M�eting:
Type of Contract Number
of Years
Lease of public lands 20
Lease of public buildings 30
Lease of any equipment 10
Ma�ch 28,2016 Adjou�ned Session of the 2016 Annual Town Meeting,cont...
Lease purchase of any equipment 10
Maintenance agreements for equipment,buildings or grounds 5
Transportation services 10
Purchase of oil,fuel and electricity 5
Lighting maintenance 10
Waste disposal and recycling 20
Water supply 20
Community television services 10
Leases,licenses,power purchase agreements and/or other 22
agreements for the purpose of installing solar energy facilities
and purchasing solar electricity
Agreements for payments in lieu of taxes(PILOTs)with 20
owners of solar energy facilities on Town-owned property
All other contracts 5
9:18 p.m. Selectman Norman Cohen presented the requested action.
9:18 p.m. Glenn Parker,Chair,Appropriation Committee,reported unanimous support of the
Committee.
9:19 p.m. Selectman Norman Cohen reported unanimous support of the Board of Selectmen.
9:20 p.m. Following electronic vote tallying,the Moderator declared Article 31 Adopted by a
vote of:
Yes No Abstain
156 0 2
9:23 p.m. Selectman Joseph Pato served Notice of Reconsideration of Article S.
9:23 p.m. Selectman Joseph Pato moved adjournment to Wednesday,March 30,2016,
7:30 p.m.,at the Lexington High School,Donald J.Gilespe,Jr.Auditorium.Motion Adopted.
A true copy.
Attest
Nathalie L.Rice,Town Clerk
March 30,2016 Adj ourned Session of the 2016 Annual Town Meeting
Moderator Deborah Brown called the fourth session of the 2016 Annual Town Meeting to order at
7:32 p.m.,Wednesday,March 30,2016 at the Lexington High School,Donald J. Gilespe,Jr.
Auditorium,a quorum in excess of 100 of inembers present.
7:39 p.m. After announcements and testing of the electronic voting devices,the Moderator
declared the meeting open on Article 39.
7:40 p.m. Presented by Richard Canale,Pct.9,Planning Board.
ARTICLE 39: AMEND ZONING BYLAW—MAXIMUM HEIGHT OF STRUCTURES
MOTION: That the Zoning By-Laws of the Town be amended as set forth in the motion
attached to the report of the Planning Board on this article,a copy of which is on file
with the Town Clerk and the Planning Board,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.
MOTION FOR ARTICLE 39 PER PLANNING BOARD REPORT
That Chapter 135 of the Code of the ToWn of Lexington,the Zoning Bylaw,be amended as follows:
l. Add a new§ 135-4.3.5 as follows:
4.3.5 Height of dwellings near lot lines. The height of a one-family or two-family dwelling
may not exceed the maximum height from Table 2 or 20 feet plus 4/3 times the smallest
distance from the dwelling to a lot line,whichever is less.
� • •
or er s om ensa lon an u lc
. .
a e n ure on u alms
. . . .
minis ra lon an e a e ervlces
�'� #� 23-01
��������� Thursda June 9 2022 at 11:00 AM
I�►ue:
Y� �
�'�������� Lexin ton Town Offices
I�ue at:
g
1625 Massachusetts Ave.
Lexin ton MA 02420
g �
Contact
Elizabeth Mancini, Purchasing Director
v: 781.698.4628
f: 781.861.2794
emancini(a�,lexin�tonma.�ov
1 � °����� ����°���'�����
TABLE OF CONTENTS
TABLE OF CONTENTS 2
LEGAL NOTICE 3
GENERAL INFORMATION 4
......................................................................................................................................................................................................................................................................................................................................................................................................................................................
1. Overview 4
1. Bid Documents Available 4
3. Addenda 4
How To SusnniT A Bi� 4
......................................................................................................................................................................................................................................................................................................................................................................................................................................................
4. Bid Submittal 4
6. Compliance with RFP 5
7. Form of Bid 6
8. Required Bid Documents 6
9. Modifications to Bids 6
10. Bid Opening 6
AWARD AND CONTRACT 7
......................................................................................................................................................................................................................................................................................................................................................................................................................................................
13. Rule of Award 7
14. Tie Breaker 7
15. Timeframe for Award 7
16. Reserved Rights 7
17. Contract 7
BIDDER QUALIFICATION REQUIREMENTS H
......................................................................................................................................................................................................................................................................................................................................................................................................................................................
18. Performance Capabilities 8
19. ExperienceError! Bookmark not defined.
20. References 8
PRODUCT AND PERFORMANCE TERMS 9
......................................................................................................................................................................................................................................................................................................................................................................................................................................................
22. Quality Minimum Requirements 9
25. Method of Acquisition 9
28. Invoicing 9
29. Payment 10
APPENDIX A-PRODUCT SPECIFICATIONS 11
PAGE INTENTIONALLY LEFT BLANK 19
EVALUATIVE CRITERIA ZO
THIS PAGE INTENTIONALLY LEFT BLANK 24
FORM A-GENERAL BID FORM 25
FORM B-STATEMENT OF COMPETENCY 26
FORM C-BID PRICE FORM 27
PAGE INTENTIONALLY LEFT BLANK ZH
FORM D-CONTRACT 29
......................................................................................................................................................................................................................................................................................................................................................................................................................................................
2 � °����� ����`���������
LEGAL NOTICE
Request for Proposal
RFP#23-01 Worker's Compensation and Public Safety Injured on Duty Claims
Administration and Related Services
The Town of Lexington, acting through its Town Manager, is seeking proposals from qualified firms
to provide administrative and related services for the Town's self-insured workers'compensation and
public safety injury on duty programs (Massachusetts General Laws, Chapter 41 Sections 111F).
Separate Price and Non-Price Proposals pursuant to M.G.L c.30B s.6 are required. Proposals must be
in sealed envelopes plainly marked on the outside: "RFP#23-01 Worker's Compensation and Public
Safety Injured On Duty Claims Administration and Related Services"and delivered to the Town of
Lexington Purchasing Of�ce at 1625 Massachusetts Avenue, Lexington,MA 02420,no later than
Thursday, June 9, 2022 at 11:00 a.m. Local Time.
Bid documents will be available on or after Thursday, May 26, 2022 by calling Elizabeth Mancini,
Purchasing Director at 781-698-4628 or e-mail at emancini@lexingtonma.gov.
The Town of Lexington reserves the right to accept or rej ect any and all proposals, in part or in
whole, should it be in the public interest to do so. This contract will be awarded to the lowest
responsible and responsive vendor offering the most advantageous proposal in accordance with
Massachusetts General Law c.30B s.6.
Advertisements placed as follows:
Newspaper Published: Thursday, May 26, 2022
COMMBUYS Published: Thursday, May 26, 2022
Goods and Services Published: Monday, May 23,2022
Town Posting Posted: Thursday, May 26, 2022
3 � °���''� ��� ��„����
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GENERAL INFORMATION
1. OVERVIEW
This is a Request for Proposals (RFP)issued by the Town of Lexington to secure the provision
of goods and/or services pursuant to M.G.L. c. 30B, s. 6.
The Town of Lexington, 1625 Massachusetts Avenue,Lexington,MA 02420 seeks proposals
for administrative and related services for the Town's self-insured workers'compensation and
public safety injury on duty programs (Massachusetts General Laws, Chapter 41 Sections 111 F).
Bid documents will be made available by submitting a request for#23-01 and providing the
prospective bidder's Contact Person Name, Company Name,Address, City,Zip,phone and fax
numbers, and e-mail address through one of the following means:
1. By submitting a request for#23-01 through the Town's website www.lexingtonma/purchasing and clicking on
"Current Open Bids"and completing the request for bid documents.
2. By e-mail to emancini(�a,lexingtonma.gov.
3. By phone to Elizabeth Mancini at 781-698-4628. In order to request by phone you must speak to a live person.
Voice mail requests will not be considered official requests.
Bid documents will be e-mailed unless delivery via U.S. Mail is specified by the requester.
2. INQUIRIES
Direct all inquiries to Elizabeth Mancini via one of the methods listed above. No inquiries will be
accepted within two days prior to the bid opening. Responses to inquiries that affect all bidders
will be issued as addenda.Nonbidding parties will not be issued addenda without a public records
request for the addenda after the addenda is issued.Non-bidding parties should not distribute this
for use as an official bid document, only the Town will issue official bid documents. Note: We
do not distribute "official"documents to non-bidders nor do we advertise outside of the
newspaper and Government Required Central Register/Goods and Service Bulletins.
3. ADDENDA
Written addenda issued by the Town of Lexington will be e-mailed or faxed to all parties that the
Town of Lexington is aware have requested documents as necessary using the contact
information provided to the Town of Lexington. Absence of"failure"messages electronically
transmitted from addressee's site will serve as confirmation of delivery of addenda. Bidders
should contact Elizabeth Mancini via e-mail,phone, or fax if they believe an addendum has not
been received.
HOW TO SUBMIT A BID
4. BID SUBMITTAL
Separate Price and Non-Price Proposals must be in sealed envelopes and clearly marked:
4 I ��'�''� �i�IC"� ��I��i�
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• "Worker's Compensation and Public Safety Injured On Duty Claims Administration and
Related Services Contract#23-01 � " and
• "Worker's Compensation and Public Safety Injured On Duty Claims Administration and
Related Services Contract#23-01 - ` "
.
On the "Price Proposal Form"the bidder shall specify prices in both Words and figures, in ink
or typed. In case of discrepancy between the words and figures, the Written words shall govern.
Price Proposal envelopes will remain sealed until the "Non-Price Proposal"has been evaluated.
The bidder shall submit one(1) copy of the Non-Price Proposal and one di�ital copy on a
flashdrive or similar. The di�ital cop_y must be in the sealed envelope-emailed copies will not
be accepted.
Each shall clearly indicate the name and address of the bidder.
Proposals must be �lled and signed as directed therein, addressed to:
Director of Purchasing
1625 Massachusetts Avenue
Lexington,MA 02420
Bids must be signed as follows:
• If the bidder is an individual,by her/him personally;
• If the bidder is a partnership,by the name of the partnership,followed by the signature of each general partner;
and
• If the bidder is a corporation,by the name of the corporation,followed by the signature of an authorized officer,
whose signature must be attested to by the Clerk/Secretary of the corporation with the corporate seal affixed.
5. COMPLIANCE WITH RFP
Bidders must comply with all requirements of this RFP in order to be eligible for contract award.
Minor informalities will be waived or the bidder will be allowed to correct them. If a mistake in a
bid is evident and the intended bid is clear on the face of the Bid Price Form,the mistake will be
corrected to reflect the intended correct bid and the bidder will be notified in writing. The bidder
may not withdraw such a bid. The Town of Lexington may rej ect or a bidder may withdraw a bid
if a mistake is clearly evident on the face of the Bid Price Form, yet the intended correct bid is not
similarly evident.
One contract will be awarded only to a responsive and responsible established bidder capable of
performing the services contemplated and meeting the minimum criteria set forth in the
speci�cations. Each proposal will be screened to determine whether it meets all of the proposal
submission requirements as described in these General Instructions to Bidders.
NOTE:
• Any proposal which fails to include the information or documentation specified
in the proposal submission requirements will be considered nonresponsive, shall
be rej ected and shall not be evaluated further.
• Any proposal which includes information on the Non-Price Proposal forms that
does not meet minimum specifications for the information required on the form
will be considered non-responsible, shall be eliminated from the competition and
shall not be evaluated further.
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6. Fo�oF BTn
Bids must be submitted on the Bid Price Forms provided and must contain all the required
enclosures itemized in Section 7 below.
7. REQUIRED BID DOCUMENTS
All bids are required to contain the following forms fully completed and signed:
❑ General Bid Form(Fo�m A)
❑ Statement of Competency--with list of references(Form B�
❑ Bid Price Form(Fo�rn C)
❑ Non-Price Proposal(see page 16 fo�subrnission�equirements)
❑ A fully executed and signed Contract(Fo�m D)
❑ W9
❑ Applicable Insurance Certificates
8. MODIFICATIONS TO BIDS
A bidder may correct, modify, or withdraw a bid by written notice received by the Town of
Lexington not later than the close of business on the day before the bid opening. Bid
modi�cations must be submitted in a sealed envelope clearly labeled"Modification No. ." Each
modi�cation must be numbered in sequence, must reference the original RFP and must be signed
by the same person who signed the General Bid Form or a surrogate so authorized in writing.
After the bid opening, a bidder may not change any provision of the bid in a manner prejudicial to
the interests of the Town of Lexington or fair competition as determined by the Town of
Lexington.
9. BID OPENING
Sealed proposals will be accepted at The Town Office Building, 1625 Massachusetts Ave.,
Lexington,MA 02420 unti111:00 AM on Thursday,June 9,2022. Specific delivery
instructions are as follows:
• Bids sent via mail or courier should be addressed to Elizabeth Mancini,Purchasing
Director, 1625 Massachusetts Ave, Lexington,MA 02420.
• Bids NOT sent via mail or courier should be hand-delivered to the Procurement Lock-
Box, top floor(outside the Comptroller's Office) Town Office Building, 1625
Massachusetts Ave, Lexington,MA 02420. The Lock-Box will be checked for bids at
the specific due date and time.
It is the sole responsibility of each bidder to ensure timely receipt to the delivery location.
Late bids will not be accepted.
RFPs will be opened privately and evaluated. Price Proposals are opened privately after non-
proposal evaluations.
Unforeseeable Deterrents-If at the time of the scheduled bid opening,the designated site is
unavailable due to circumstances beyond the control of the Town of Lexington,the bid opening
will be automatically postponed(with or without notice to potential bidders) until 12:OOPM at the
same location on the next normal business day. In the event the same location cannot be used to
accommodate a postponement,the bid opening will be formally postponed with notification to all
6 � °��� ���Ic�� �'�°���
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parties provided bid documents by the Town of Lexington. Bids tivill be accepted until any
postponement time.
AWARD AND CONTRACT
10. RULE OF AWARD
An award will be made as follows:
An award will be made to a responsive, and responsible bidder offering the most advantageous
proposal for the goods and/or services that are the subject of this RFP (subject to the ToWn's
budget appropriation).
An Evaluation Committee will review the non-price proposals. The non-price proposals will be
evaluated without knowledge of prices.
11. TIE BREAKER
In the event of a tie,the top bidders may be subj ect to an additional interview phase.
12. TIMEFRAME FOR AWARD
All bid prices submitted in response to this RFP must remain firm for 30 (thirty) days following
the bid opening or until a contract is executed,whichever occurs first.
13. RESERVED RIGHTS
The Town of Lexington reserves the right to:
1. Cancel this RFP at any time,with or without notice to prospective bidders. Reasonable
efforts will be made to give timely notice.
4. Accept or rej ect, in whole or in part, any and all bids as permitted by law.
5. Award contracts as it deems best serves the interests of the Town of Lexington.
6. Waive or adjust non-statutory bid requirements before or after bids are opened in whatever
ways it deems best serves the interests of the Town of Lexington,while also being non-
prejudicial to the interests of fair competition.
14. CONTRACT
A signed contract will result from this RFP, and will remain in effect for three years (guaranteed)
with the option to extend for two(2) one year terms (at the Town's sole discretion). The initial
contract term shall commence on July 1, 2022 and terminate on June 30, 2025. While the
contract is in effect,the Procurement Officer acting on behalf of the Town of Lexington may
continue to place orders for the awarded items at the original bid price. The Town shall cancel
this contract if funds are not appropriated or otherwise made available to support continuation of
performance in any fiscal year succeeding the first year.
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B IDDER PROPO SAL REQUIREMENT S
15. PERFORMANCE CAPABILITIES
Bidders must be capable of providing the specified services on schedule and provide any support
services in a professional and workmanlike manner.
Time of performance is critical to this RFP. Bidders must reassure the Town of Lexington of
their capacity to perform within the timeframe set out in this RFP.
16. REFERENCES
Bidders must provide a list of references. Use a separate sheet(s) clearly marked "REFERENCES"
to provide the following information for each reference.
1. Customer Name
2. Years as a customer '
3. Street ' ' '
. i
4. City,State,Zip
.
5. Contact Person
6. Telephone number
8 I °���� �"� ��I����
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PRODUCT AND PERFORMANCE TERMS
Each Non-Price Proposal shall first be reviewed to ascertain whether or not the following Quality
Minimum Requirements have been met. Each non-price proposal meeting the Quality Minimum
Requirements shall be rated according to the Evaluative Criteria.
17. QUALITY MINIMUM REQUIREMENTS
❑ Bidder's designated representative has five (5) or more years of experience in administering
self-insured workers compensation programs for municipalities in the Commonwealth of
Massachusetts.
❑ Bidder's designated representative has five (5) or more years of experience administering
self-insured workers compensation and Massachusetts General Laws, Chapter 41 Section
111 F programs for municipalities in Massachusetts.
❑ No documented record of non-performance or significant unsatisfactory performance in the
administration of the worker's compensation program.
❑ Authority to do business in the Commonwealth of Massachusetts. The selected company will
be bound by all applicable statutory provisions of the laws of the federal government,the
Commonwealth of Massachusetts and the Town.
❑ All required bid documents received with the submission.
18. METHOD OF ACQUISITION
The Town of Lexington will issue purchase orders on behalf of the Town of Lexington, as well
as any and all other Town of Lexington Departments if they deem the contract useable.
19. INVOICING
Selected Vendors must direct all invoices to the Human Resources Department.
The Town of Lexington is tax-exempt. Sales taxes and finance charges will not be paid.
Invoices must contain,or be accompanied by,the following information:
• The Town of Lexington Purchase Order number
• The Town of Lexington Contract Number
• Department that was Serviced
• Contact that Ordered Service
• Quantity Purchased
• Item Number and Description
• Unit Price per Vendor's bid
• Extended Price
• Total Price
• Total Amount Payable
• Drop-ship Address
• Delivery Date
• Certified Payroll Report(for Prevailing Wage Jobs)
• Record of Receiver's Sign-off
9 � °��''� ��°� �'�����
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20. PAYMENT
The goods and/or services procured through this RFP are funded by the Town of Lexington on an
indirect payment basis. All services applicable to prevailing wage must pay prevailing wage and
send certi�ed payroll reports with each invoice. Payments shall be made in 10 equal monthly
installments or on a schedule agreeable by both parties.
10 � �� ��� ;;�����������
APPENDIX A- PRODUCT
SPECIFICATIONS
Introduction
The Town of Lexington(hereinafter referred to as the"Town") acting through its Town Manager invites
written sealed proposals from experienced firms to provide administrative and related services for the
Town's self-insured workers' compensation and public safety injury on duty programs (Massachusetts
General Laws, Chapter 41 Sections 111 F).
Lexington is a historic town on the western axis of suburban Boston. Lexington is a part of the Boston
Metropolitan Statistical Area and a member of the Metropolitan Area Planning Council. Its proximity to
Boston and the Route 128 technical/industrial corridor afford the town a vigorous regional economy.
The Town of Lexington operates with a five (5)member Select Board/Town Manager and
Representative Town Meeting form of government.
The Town provides a full range of governmental services including police and fire protection, emergency
medical services, collection, disposal, and recycling of solid waste, sewers, streets,water services,health
and human services,town library, and recreation. The Town also provides public education in grades
kindergarten through twelve.
The Town's general government workforce and the Lexington Public Schools, is approximately 1744
school employees, 1044 municipal employees, 108 of whom are public safety employees under the
meaning of Massachusetts General Laws, Chapter 41 Sections 111 F.; retired non-public safety employees
receiving workers'compensation; and public safety accidental disability retirees receiving benefits under
Massachusetts General Laws, chapter 41 section 100B.1
Approximate Medical and Related Costs
(table I)
Fiscal Cost of Claims Cost of Claims
Year (Non-Public Safet ) (Public Safet )
2017 448,987 63,531
2018 272,076 55,180
2019 220,227 117,406
2020 216,856 34,458
2021 169504 55,056
As of May 2022,the Town of Lexington has 4 non-public safety and 10 public safety open claims.
�Figures include full time,part time,seasonal and per-diem employees.
11 � �� ��� ������ ����,
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Approximate Number of Reports
table I)
Fiscal Number of Reports Number of Reports
Year (Non-Public Safet ) (Public Safet )
2017 85 37
2018 115 33
2019 129 22
2020 91 18
2021 83 23
1. Workers' Compensation/Public Safet_y Injuryo un Dut_y Administration:
Services shall consist of third-party administration, case management, claims monitoring, managed care,
and utilization review services (where applicable). These services include: receipt, processing, filing and
maintenance of all claims-related forms, reports and notices as required by State law and the Department
of Industrial Accidents and as needed for controlling losses; verification of all medical billings and
determination of IAB rates for payment; timely follow-up with physicians and claimants and investigation
of cases, when necessary and when approved in advance by the Town, to reduce exposure and cost; and
recommendation of appropriate payments for final decision by the Town Manager. Service provider shall
also include incorporation of nursing or other professional medical services to provide advice and to assist
in communication.
The service provider will maintain frequent personal contact via telephone, fax and visits with the Human
Resources Director and Benefits Coordinator and by other means as may be necessary as needed to
coordinate all information, actions and decisions.
Loss reports will be issued monthly on claims activity. The loss report must include information such as
claimant's name, date of injury, location and nature of incident. The report will also include payments
made for compensation and medical costs. Analysis of open claims and loss activity shall be conducted
by the service provider, with �ndings presented to the Assistant Town Manager, Human Resources
Director, and Bene�ts Coordinator at least quarterly.
These services will be provided for all Town and School employees (and retirees, where applicable) as
described under"Background Information"incorporated herein.
2. Le�al Services:
The service provider will offer legal counsel on interpretation and application of related legislation,
various procedures, and case law. The legal services shall include representing the Town of Lexington in
any administrative or legal proceeding relating to workers compensation and public safety injured on duty
claims. Proposals should provide detailed information regarding legal counsel's fee arrangements
including any flat fee offerings, and the hourly rate of all legal staff that will provide work for the Town.
12 � �� ��� ����������,
3. Loss Control Services:
The service provider will administer a loss control program to reduce exposure and loss, including
inspection of work sites, equipment and procedures; review and analysis of accidents; training; and
participation at safety meetings with the Town's Safety Committee. Recommendations for change will be
presented to the Human Resources Director. The service provider should outline a proposed plan for the
delivery of these services along with a fee schedule and/or the hourly rates associated with the
performance of these services (if any). The service provider should identify those loss control
professionals who will work on behalf of the Town of Lexington and include their resumes.
13 � �� �� �� �������
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ASSURANCES &DELIVERY
The Town of Lexington or a departmental representative shall inspect the work and give directions
pertaining to the work. The vendor or subcontractor shall notify the Town Manager or his/her
representative of the time of starting Work, interruptions and delays.
The Vendor shall keep the Work under their personal control and shall not assign by power of attorney or
otherwise, or sublet the work or any part thereof without notice and clearance by the Town.
All materials, methods of delivery, and staff involved with delivery must comply with all applicable laws,
statutes,policies, and regulations. Ignorance of any law, regulation,policy, or statute is not an excuse for
non-compliance with those laws,regulations,policies, or statutes. This includes but is not limited to
prevailing wage, MGL 3 OB, MGL 3 0 3 9m, and MGL 149.
Accessories & Insurance
• Insurance
■ Must provide the Town of Lexington with a copy of Insurance certificates documenting
amounts of coverages for:
■ Public Liability and Property Damage Liability Insurance,
■ Comprehensive Vehicle Liability and Property Damage Insurance; and
■ Statutory Workman's Compensation Insurance.
■ Evidence of existing workers' compensation insurance policy must be provided in
accordance with MGL Ch. 152, Section 25C and attached.
■ Insurance Requirements are attached below.
• Copy of W9 is required and must be attached.
• Non-collusion and fraud certification are required,must be signed, and attached.
INSURANCE REQUIREMENTS
The Contractor shall carry and maintain, for the life of this contract, all insurance as specified below, and
in such form as covered by this contract from all claims and liability for damages for personal injury,
including accidental death, and for property damage which may arise from operations under this contract,
whether such operations be by him/her self or by any person or anyone directly or indirectly employed by
either of them. The coverage shall include the Town of Lexington as an additional insured and amounts of
such insurance shall be as follows:
A: Workers Compensation
Statutory State, Massachusetts
Coverage Limit, $100,000 each employee
B. General Liability
1. Limits of Liability Combined Single Limit
14 � �� �� �� ��„����
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Bodily Injury and Property Damage of$1,000,000
2. Arrangement of Coverage
a. Premises Operations
b. Owners and Contractors Protective
c. Broad Form Comprehensive General Liability Endorsement or equivalent to
include Broad Form Contractual, Personal Injury,Broad Form Property Damage.
Cross Liability
Professional Liability
C. Automobile
1. Limits of Liability
Combined Single Limit
Bodily Injury and Property Damage of$1,000,000
2. Arrangement of Coverage
a. Employer non-owned
b. Hired Car
c. All Owned or Leased Vehicles
Said policies shall be so written that the Town of Lexington will be notified of cancellation at least
thirty(3 0) days prior to the effective date of such cancellation.
Certificates in duplicate from the insurance carrier stating the limits of liability and expiration date
shall be filed with the Town of Lexington before operations are begun. Such certificates shall contain
a statement referring specifically to this contract to the effect that all insurance coverage herein
required has been provided. Certificates shall be filed before the award can be made. Signatures on all
certificates and insurance forms must be original signatures.
Insurance under which the Town shall be named as in"Insured" or as "Additional Interest" shall be
carried with an insurance company licensed to write such insurance in the Commonwealth of
Massachusetts.
The Contractor shall indemnify and save harmless the Town, and all of its officers, agents, and
employees from all suits, actions or claims of any character.
END
15 � �� ��� ;;�����������
NON-PRICE PROPOSAL SUBMISSION
REQUIREMENTS
The Non-Price Proposal must clearly be marked: "Workers' Compensation and Public Safety
Inj ury on Duty Claims Administration&Related Services—Non-Price Proposal."
1 �" 1� S 1 �� � - �l �' � � 1 1� � S �`l� �
1 11 � 1 1 S� 1 � � � � 1 � 1� 1 S 1� � � �
The Non-Price Proposal must include the following:
1. Proposals must include a lette�of t�ansmittal signed by the individual authorized to negotiate for
and contractually bind the company. The transmittal letter shall state that the offer is effective
for thirty(30) calendar days from the opening date of the proposals,until a contract is executed or
until this bid is cancelled, whichever occurs first. The transmittal letter also must acknowledge
any and all addendums filed under this Request for Proposals (RFP).
2. Proposals must have a table of contents to easily identify where the requested information can be
found.
3. Contact info�mation must include name, address, telephone number, fax number, and email
address of the individual(s) submitting the bid, and those who may be contacted regarding the
submission, and the individual who is authorize to contractually bind the company.
4. A general company profile and list of key pe�sonnel who will be responsible for providing
services to the Town under this contract, including attorneys providing legal services under the
contract. The submission must include a commitment to the assignment of these personnel to the
proposed contract. Resumes for kev personnel must be included.
5. The identi�cation of any and all Vendors/Consultants who will work with the Bidder, with
resumes attached.
6. Project Na�rative including your approach to obj ectives, speci�c elements, and tasks associated
with services, delineating how the bidder shall fulfill the Scope of Services (Appendix A). The
information must include:
a. A description of the procedures to be used to receive, review and process all injury
reports and medical billings -- the description should include service standards regarding
contact with injured employees/retirees, contact with the Human Resources
Director/designee, and contact with the treating physician, etc. upon notice of the claim.
b. A description of the steps to be taken to ensure that decisions and actions on claims are
made in a timely manner. This should include a description of the diary system that will
be used for the follow-up on claims management action plans.
16 � �� ���� �,��� ����,
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c. A description of the procedures to be used to maintain on-going contact with injured
employees/retirees, physicians and the Town to ensure that there are open lines of
communication and that injured employees are returned to work as soon as they are
capable of full or modified"light"duty.
d. A description of the automated systems that will be used to fulfill the reporting and
record-keeping functions required.
e. A description of the service provider's approach to medical bill payment, managed care
(including the use of rehabilitation nurses), utilization review, vocational rehabilitation
and surveillance. Identify all outside providers (if any) that may be involved in the
provisions of any of these services. Provide detailed information regarding the referral
protocols to any outside provider that may be used for any of the above services as well
as detailed fee information.
f. An indication as to whether the service provider has established relationships with any
medical providers individually, through a preferred provider arrangement or through a
preferred provider organization.
7. Related Experience: must include a representative list of other clients for whom such services
are being provided, including a separate list of those municipal government clients in
Massachusetts. For each, provide the following: the client's name, address, telephone number,
fax number, contact person, and a brief description of the actual work performed.
8. Bidder must include Sample Repo�ts such as loss runs and other reports showing frequency of
accidents, accidents by department, and accidents by body part, etc.
9. The bidder must explain what information will be Required from the Town in order to implement
the services to be provided. This information should include sample forms which the company
may provide to the Town for submitting claims, obtaining information from medical providers,
calculating payments, etc.
10. Any other information that the bidder considers relevant for the purpose of evaluating its
qualification for the proj ect. State whether the company has, under the laws of any province,
territory, state, or country, in the last seven (7) years been declared bankrupt or made a voluntary
assignment in bankruptcy or made a proposal under any legislation relating to bankruptcy or
insolvency. The Town is always interested in any and all cost reduction opportunities.
17 � �� ��� �� ��„����
��;�'��
PRICE PROPOSAL SUBMISSION
REQUIREMENTS
The Price Proposal shall contain one (1) original sealed price proposal signed by an individual
authorized to bind the Bidder. The sealed envelope must be clearly marked "Workers' Compensation
and Public Safety Injury on Duty Claims Administration & Related Services— PRICE
PROPOSAL". The price must remain firm for ninety(90) calendar days.
All Bidders are expected to complete and include in the Price Proposal envelope the following:
1) A completed Bid Price Proposal Form (Form C- can be found on page 27) Failure to fully
complete the form, or provide the requested information, or making any alterations will be
deemed a conditional bid and the proposal will be rejected(included in bid package).
10 I �� ,�i�� �,��� �����
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19 � °�� ��� �,���° ����,
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B A S E/MINIMUM RE UIREMENT S
Q
A proposal that does not meet all of the Base Requirements shall be deemed non-responsive and shall
not be evaluated further.
1. All required documentation is submitted and signed Yes/No
2. Separate Price and Non-Price Proposals are received Yes/No
3. The proposal includes at least three(3)references Yes/No
Note:Poor r�efe�ences may be used as a basis for dete�rnining that a vendo�is not a�esponsible
bidde�. The Town of Lexington rnay act as its own refe�ence.
Each proposal meeting the Base Requirements shall then be rated according to the Evaluative
Criteria.
EVALUATIVE CRITERIA
Proposals which meet the Quality Minimum Criteria and satisfy the Scope of Services (Appendix A)
will be further evaluated based on the Evaluative Criteria listed below. For each criterion, proposals
will be assigned a rating of Highly Advantageous, Advantageous, Not Advantageous, or
Unacceptable. Criteria that will be used for comparative purposes are the following:
1. Experience Providin�Workers Compensation Administration:
❑ Highly Advantageous: Bidder's key personnel has ten(10) or more years of experience
administering self-insured workers' compensation and public safety injured on duty programs for
schools and/or municipalities in the Commonwealth of Massachusetts.
❑ Advantageous: Bidder's key personnel has five (5)but less than ten(10)years of experience
administering self-insured workers' compensation and public safety injured on duty programs for
schools and/or municipalities in the Commonwealth of Massachusetts.
❑ Not Advantageous: Bidder's key personnel has five (5)years or less experience administering
self-insured workers' compensation and public safety injured on duty programs for schools and/or
municipalities in the Commonwealth of Massachusetts.
❑ Unacceptable: Bidder's key personnel does not possess any experience in the related field.
2. Timeliness and Thorou�hness Claims, Billin� and Reports are Reviewed and
Processed:
❑ Highly Advantageous: Bidder has a computerized file system and has established procedures to
monitor and ensure that workers' compensation and public safety injured on duty claims,medical
bills and reports are reviewed and processed in a timely, accurate, and thorough manner.
2� � °�� ,���� �,��� ����,
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Provider is able to document, through reports or references,that clients have experienced reduced
costs (such as reductions in the number of fines) due to the effectiveness of these procedures.
❑ Advantageous: Bidder has a computerized file system and has established procedures to monitor
and ensure that workers' compensation and public safety injured on duty claims,medical bills,
and reports, are reviewed and processed in a timely, accurate, and thorough manner.
❑ Not Advantageous: Bidder works from paper files, and has established procedures to monitor
and ensure that Workers' compensation and public safety injured on duty claims,medical bills,
and reports, are reviewed and processed in a timely, accurate, and thorough manner.
❑ Unacceptable: Bidder has no established procedures to monitor and ensure that workers'
compensation and public safety injured on duty claims,medical bills, and reports are reviewed
and processed in a timely, accurate, and thorough manner.
3. Access to Reports:
❑ Highly Advantageous: Bidder permits on line access to the data base which can be used by the
Town to query system and on which can be found at least the following: date of injury, claimant's
full name, social security number, occupation, department/location, funds paid,reserve amounts
(medical and indemnity),the total amount incurred, open/closed status, accident type, injury type,
number of work days lost, and status of claims management activity/efforts. The system should
ideally allow for electronic communications between the Town and the service.
❑ Advantageous: Bidder provides timely information.
❑ Not Advantageous: Bidder doesn't provide timely information.
❑ Unacceptable: Bidder doesn't provide any information.
4. Effectiveness of Claims Mana�ement:
❑ Highly Advantageous: Bidder can provide one full-time primary claims person(with appropriate
full-time back-up staff available)assigned to all of the Town's workers compensation cases,who
has ten(10) or more years' experience handling workers compensation claims from
municipalities in the Commonwealth of Massachusetts including signi�cant experience handling
claims at the Department of Industrial Accidents. Bidder has a proven record of closely
monitoring cases, establishing timely and accurate reserves, and taking appropriate action to
control costs by seeking alternative medical review and treatment and pursuing legal settlements
as necessary and as authorized by the Town.
❑ Advantageous: Bidder can provide one or more full-time primary claims persons assigned to all
of the Town's workers'compensation cases each of whom has five (5)or more years' experience
providing workers' compensation claims services to municipalities in the Commonwealth of
Massachusetts.
OR
❑ Bidder can provide one full-time primary claims person assigned to all of the Town's workers'
compensation cases who has five (5) or more years of experience providing workers'
compensation claims service to general employers in the Commonwealth of Massachusetts, and
the Bidder has a record of closely monitoring cases, establishing timely and accurate reserves,
21 � �� ��� ����������,
and taking timely and appropriate action to control costs by seeking alternative medical review
and treatment and pursuing legal settlements as indicated.
❑ Not Advantageous: Bidder can provide multiple claims people, any of whom will handle the
Town's workers'compensation cases, and they are supervised by a claims person who has at least
five (5)years of experience providing workers' compensation claims services to general
employers in the Commonwealth of Massachusetts.
❑ Unacceptable: Bidder can provide one or more claims people, any of whom may handle the
Town's workers'compensation cases. These individuals have less than five (5) years' experience
handling workers'compensation cases in the Commonwealth of Massachusetts and are supervised
by someone with less than five (5)years of workers compensation claims handling experience in
Commonwealth of Massachusetts.
5. Le�al Services:
❑ Highly Advantageous: Bidder can provide one primary attorney assigned to all of the Town's
workers' compensation cases who has ten(10) or more years of experience in providing workers'
compensation and public safety injured on duty legal services to municipalities in the
Commonwealth of Massachusetts, including significant familiarity with the administrative review
procedures of the Department of Industrial Accidents.
❑ Advantageous: Bidder can provide one or more attorneys, any of whom will handle the Town's
workers' compensation and public safety injured on duty cases, and each of whom have at least
five (5) or more years of experience providing workers'compensation and public safety injured
on duty legal services to municipalities in the Commonwealth.
OR
Bidder can provide one primary attorney assigned to all of the Town's workers'compensation and
public safety injured on duty cases who has five (5) or more years of experience providing
workers' compensation and public safety injured on duty services legal services to general
employers in the Commonwealth of Massachusetts.
❑ Not Advantageous: Bidder can provide one or more attorneys, any of whom will handle the
Town's workers'compensation and public safety injured on duty cases, and each of whom have at
least five (5) or more years of experience providing workers'compensation and public safety
injured on duty legal services to general employers in the Commonwealth of Massachusetts.
❑ Unacceptable: One or more of the attorneys the Bidder intends to use to provide legal services to
the Town has less than five (5) of experience providing workers compensation and public safety
injured on duty legal services to general employers in the Commonwealth of Massachusetts.
6. Medical and Billin�Reviews of Public Safet_y Personnel:
❑ Highly Advantageous: Bidder's key personnel has more than ten(10)years of experience in
reviewing medical services and billings and providing case management for public safety
personnel for municipalities in the Commonwealth of Massachusetts.
22 � �� ��� ����������,
❑ Advantageous: Bidder's key personnel has more than five (5)but less than ten(10)years of
experience in revieWing medical services and billings and providing case management for public
safety personnel for municipalities in the Commonwealth of Massachusetts.
❑ Not Advantageous: Bidder's key personnel has five (5)year of experience in reviewing medical
services and billings and providing case management for public safety personnel in the
Commonwealth of Massachusetts.
❑ Unacceptable: Bidder's key personnel has less than five(5)years or no previous experience in
revieWing medical services and billings and providing case management for municipalities in the
Commonwealth of Massachusetts.
7. The narrative submittal which describes the �rm, its or�anizational structure and
its proposed approach to servin�the Town will be evaluated and rated as follows:
❑ Highly Advantageous: The narrative demonstrates that the firm understands the requirements of
the proposed engagement and its proposed approach would be a very effective method of providing
the services required by the Town of Lexington.
❑ Advantageous: The narrative demonstrates that the firm understands the requirements of the
proposed engagement and its proposed approach would be adequate to meet the requirements of the
Town of Lexington.
❑ Not Advantageous: The narrative appears to show that the firm's proposed approach may not in
all aspects meet the requirements listed in the Scope of Services of the Town of Lexington.
❑ Unacceptable: The firm has not submitted a narrative proposal or a review of the narrative finds
that,without maj or revisions to its approach,the firm would not be likely to meet all requirements set
forth in the Town's Scope of Services.
As part of the evaluation process, the Evaluation Committee MAY require a presentation by Bidders
that met the Quality Minimum Requirements. A presentation to the Evaluation Committee is NOT a
requirement however, for award of the contract.
23 � �� ��� ����������,
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24 � �� ���� ����� ����,
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FORM A- GENERAL BID FORM
The accompanying Statement of Competency and Bid Price Form are hereby submitted in response to the
RFP cited above. All information, statements and prices are true, accurate and binding
representations of its intentions and commitments in responding to this RFP.
This bid applies to the category(s) of goods and/or services marked tivith an"X"below.
o Workers Com ensation and Public Safet
p Y
In'ur On Dut Claims Administration and
J y Y
Related Services
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Vendor
Name:
Street:
City: State: Zip:
Phone: e-mail:
Web Address:
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Non-Collusion Statement
The undersigned certifies under penalties of perjury that this bid has been made and submitted in
good faith and without collusion or fraud with any other person. As used in this certification,the
word "person" shall mean any natural person,business,partnership, corporation,union, committee,
club, or other organization, entity, or group of individuals.
Taxes Paid Certification
Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that,to the best of my
knowledge and belief, I am/my company is in compliance with all laws of the Commonwealth
relating to taxes,reporting of employees and VENDORs, and withholding and remitting child
support.
For the Bidder:
ii
i
X
Name:
Title: Date:
25 � �� �� �����w�
FORM B - STATEMENT OF COMPETENCY
I hereby certify that the Bidder meets or exceeds the competency criteria set out in this RFP.
I further attest to the following assertions:
1. Bidder is an authorized dealer of administrative and related services for the Town's self-insured workers
compensation and public safety injury on duty programs.
2. The Bidder has been in business for a minimum of 5 years.
3. Provision of the items specified in this RFP is consistent with the Bidder's normal lines of business.
4. The Bidder is incorporated,and if required licensed,to do business in Massachusetts.
5. The Bidder will receive favorable ratings from the following references,please attach a reference sheet as well per
the"Reference"requirements.
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For the Bidder:
X
Name:
Title:
Date:
26 I °�� ��� ���°���'���
FORM C - BID PRICE FORM
The undersigned proposes to provide the non-le�al services in accordance with the accompanying
requirements provided by the Town of Lexington and any addenda as may be issued by the Town and
provided to the undersigned prior to the opening of the bids. The price shall be a NOT TO EXCEED
price to complete the scope of work in each of the three years (excluding Legal Services)*.
� . � � . . � � . � i
. �
�
� � .
Three year guaranteed contract from July 1,2022 to June 30,2025. Years four(4) and five (5)
are optional and may be exercised at the Town's sole discretion.
YEAR ONE
July 1,2022 through June 30,2023* $ (a)
YEAR TWO
July 1,2023 through June 30,2024* $ (b)
YEAR THREE
July 1,2024 through June 30,2025* $ (c)
YEAR FOUR(OPTIONAL)
July 1,2025 through June 30,2026* $ (d)
YEAR FIVE (OPTIONAL)
July 1,2026 through June 30,2027� $ (e)
Should the bidder require additional hours, employees, consultants, subcontractors, or other assistance
to complete the work required and/or to meet the performance or quality requirements required under
this bid, the company shall do so at no additional cost to the Town.
The Bidder acknowledges the receipt of the following Addenda(list the number(s) of each addendum
received:
B idder:
Initials:
27 � �� �� ��������
PAGE INTENTIONALLY LEFT BLANK
20 � °�� ��� �,�;�� ����,
���
F ORM D - C ONTRAC T
�Ul�1TRACTLTAL AGT�E�M�NT TC1 PLTR�HA�E
#23-01 Workers Compensation and Public Safety Injury On-Duty Claims Administration
and Related Services
�Required entry
ARTICLE 1
CONTRACTING PARTIES
1. THIS AGREEMENT made effective by dated signature of the Parties hereto,by and between the
Town of Lexington,and
� [Vendor],
whose principal office address and state of incorporation are set forth in Section 10.2.
ARTICLE 2
SUBJECT OF AGREEMENT
2. WHEREAS,The Town of Lexington desires to retain the Vendor to provide goods and/or services to the Town,
and the Vendor is willing to accept such engagement,pursuant to the terms and conditions of this Agreement,
including any Additional and Special Terms and Conditions listed in Exhibit C,and the following Request for
Proposal [RFP]:
RFP#: #23-01 Workers Compensation and Public Safety Injury On-Duty Claims
Administration and Related Services
As it relates to provision of the items specified in Appendix A and as hereinafter set forth.
3. NOW,THEREFORE,in consideration of the mutual covenants hereinafter set forth,and other good and valuable
consideration,the receipt and sufficiency of which is hereby acknowledged,the parties agree as follows:
ARTICLE 3,
ENGAGEMENT OF THE VENDOR
3.1 The Town of Lexington hereby engages the Vendor,and the Vendor hereby accepts the engagement,to provide goods
to and/or perform certain services for the Town,as described in Article 2.
3.2 In the performance of service under this Agreement,the Vendor acts at all times as an independent vendor. There is no
relationship of employment or agency between the Town,on the one hand,and the Vendor on the other,and neither party
shall have nor exercise any control or direction over the method by which the other performs its work or functions aside
from such control or directions as provided in this Agreement which the parties view as consistent with their independent
vendor relationship.
ARTICLE 4
SERVICES OF THE VENDOR
4.1 The Vendor will provide the goods and/or services as described in the RFP cited in Section 2 [the Work].
4.2 The Vendor shall report,and be responsible,to the Town or its designee as set forth on Exhibit B.
4.3 There shall be no modification to the list of goods,including substitutions of specific products offered in the Vendor's
29 � �� �� ��� ��„����
���
,,���
bid,or amendment of the scope of services provided for in this Agreement,without the prior written approval of the Town.
The ToWn of Lexington shall be under no obligation to pay for any goods or services not so authorized.
4.4 The Vendor represents and warrants to the Town of Lexington as follows:
4.4.1 That it and all its personnel(whether employees,agents or independent vendors)are qualified and duly licensed
as required by law and/or local municipal code to provide the goods and/or services required by this Agreement.
4.4.2 That it further agrees to perform services,including manufacturing,in a professional manner adhering to a
reasonable standard of care and in accordance with all applicable State or Federal laws,rules and regulations.
4.4.3 That it Will obtain any and all permits,bonds,insurances and other items required for the proper and legal
performance of the work.
4.4.4 That it is not a party to any agreement,contract or understanding,which would in any Way restrict or prohibit it
from undertaking or performing its obligations hereunder in accordance with the terms and conditions of this
Agreement.
4.4.5 That it does not now,and will not during the term of this Agreement,conduct business with parties located in or
supported by countries identified by the U.S.government as funding,harboring,supporting,promoting or otherwise
facilitating terrorist organizations or activities,nor will it provide goods or services produced under such
circumstances.
ARTICLE 5'
TERM
5.1 The term of this Agreement shall commence on the date of its execution by both parties and continue until its purpose
is accomplished and acknowledged by formal acceptance and acknowledgment of the Vendor's performance by the Town of
Lexington,or until otherwise terminated as provided by this Agreement or the RFP.
5.2 The Vendor agrees to proceed with the Work promptly upon execution of this Agreement and to diligently and
faithfully prosecute the Work to completion in accordance with the provisions hereof. The Vendor acknowledges that time
is of the essence as it relates to performance under this Agreement.
ARTICLE 6,
PAYMENTS TO THE VENDOR
6.1 Compensation due the Vendor shall be paid as specified in section 27.
ARTICLE 7,
TERMINATION
7.1 Either the Town of Lexington or the Vendor may terminate this Agreement for cause upon written notice given by the
non-defaulting party. For the purposes of this provision,"cause"shall include the failure of a party to fulfill its material
duties hereunder in a timely and proper manner.
7.2 The Town of Lexington shall have the right to terminate this Agreement for its convenience upon ten(10)days written
notice.
7.3 In the event the Vendor terminates the contract for cause,it shall provide at least six months written notice to the Town.
7.4 Following termination of this Agreement,the parties shall be relieved of all further obligations hereunder except that:
7.4.1 The Town shall remain liable for payments for the services and/or expenses of Vendor accrued prior to the
effective date of the notice of termination in compliance with this Agreement(less all costs reasonably incurred by the
Town as a result of the Vendor's default,if any),as determined by the Town,but for no other amounts including,
without limitation,claims for lost profits on work not performed.
7.4.2 The Vendor shall remain liable for any damages,expenses or liabilities arising under this Agreement
(including its indemnity obligations)with respect to work performed pursuant to the Agreement.
30 � �� �� �� ��„����
;;�^��
ARTICLE 8
INSURANCE AND INDEMNIFICATION
8.1 The Vendor agrees to indemnify and save The Town of Lexington harmless from any and all manner of suits,claims,
or demands arising out of any errors,omissions or negligence by the Vendor(including all its employees or agents)in
performing the WORK,or any breach of the terms of this Agreement,which constitute an obligation of the Vendor. The
Vendor shall reimburse the Town for any and all costs,damages and expenses,including reasonable attorney's fees,which
the Town pays or becomes obligated to pay,by reason of such activities or breach. The provisions of this Section shall be in
addition to and shall not be construed as a limitation on any other legal rights of the Town expressed or not expressed in the
RFP and With respect to this Agreement.
8.2 Before commencing WORK,the Vendor shall obtain,and shall maintain throughout the term of this Agreement,
insurance at limits specified in the RFP and provide written documentation of such in the form specified in the RFP.
8.3 The Vendor shall give the Town of Lexington 20 days(twenty)written notice and copies of documentation in the event
of any change or cancellation of coverage.
ARTICLE 9,
GENERAL PROVISIONS
9.1 Upon the expiration or termination of this Agreement for any reason,any data,drawings,specifications,reports,
estimates,summaries and other work product which have been accumulated,developed or prepared by the Vendor(whether
completed or in process)shall become the property of the Town of Lexington. The Vendor sha11 immediately deliver or
otherwise make available all such material to the Town.
9.2 Neither party may assign,transfer or otherwise dispose of this Agreement or any of its rights hereunder or otherwise
delegate any of its duties hereunder without the prior written consent of the other party. Any such attempted assignment or
other disposition without such consent shall be null and void and of no force and effect.
9.3 Except as otherwise expressly provided in this Agreement,any decision or action by the town of Lexington relating to
this Agreement,its operation,or termination,shall be made only by the Town or its designated representative identified in
Exhibit B.
9.4 This Agreement,together with its Exhibits,the RFP referenced above and its Addenda,the required supplemental
documents and any additional e�ibits,constitute the entire agreement between the Town of Lexington and the Vendor with
respect to the matters set forth therein and may not be changed(amended,modified or terms waived)except by a writing
signed by both parties. Any notices required or allowed shall be sent by receipt-verified mail,e-mail,fax or courier to the
persons designated in Exhibit B.
9.5 In the event any terms and conditions of this Agreement conflict with those contained in the RFP and its Addenda,the
RFP and its Addenda shall prevail.
9.6 This Agreement is governed by the laws of Massachusetts and shall be construed in accordance therewith.
31 � �� �� �������� �������
ARTICLE 10 '
SIGNATURES
10.1 For the Town of Lexington: 10.2 For the Vendor:
x x
Signature �Signature
Name
�Name
Title
�Title
Date
�Date
�Company Name
x
Signature
Name
COMPTROLLER
Title
GL CODE(S)
32 � °�� �� ������'�����
EXHIBIT A
List of Procured Items
The following list contains all items procured through and subj ect to this contract.
Item# Description
#23-01 Workers Compensation and Public Safety Injury On Duty Claims
Administration and Related Services
.�. .........
( er A endix A)
.�..........................................................�....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................._....................MM...�...........................MMMMMMMMMMM...........................................................
.�..........................................................�........................................................................................................................................................................................................................................................................................................................MMMM�.........................................MMMMM.............................................................................................................................................................................................................................................................................................................................
.�..........................................................�........................................................................................................................................................................................................................................................................................................................................................MMMMM.�....MM......................................................................................................................................................................................................................................................................................................................................
.�..........................................................�.............................................................................................................................................M..........MMMMM..�.......................................M.�.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Initialed For:
Town of Lexington:
�Vendor:
33 � �� ��� ����������,
EXHIBIT B,
NOTICE ADDRESSEES
A.1 For Town of Lexington:
Elizabeth Mancini
Name
Purchasin�Director
Title
1625 Massachusetts Ave
Street Address
Lexin�ton,MA 02420
City,State,ZIP
781-698-4628
Phone
781-861-2794
Fax
emancini(a�,lexin�tonma.�ov
e-mail
A.2 For the Vendor:
�Name
�Tit1e
�Company Name
�'Street Address
�City,State,ZIP
�Phone
�Fax
�e-mail
34 � � °��� ����� ����
EXHIBIT C,
ADDITIONAL AND SPECIAL TERMS AND CONDITIONS
The Town of Lexington and the Vendor agree that the following additional and special conditions apply to and shall be held
in full force and effect during the term of this contract:
1. This is awarded to only one vendor for all goods and services listed in Appendix A and Form C for a three year
contract term per the bidding specifications and pricing as to form.
Initialed For:
Town of Lexington:
�Vendor:
35 � �� ��� �� ����
;;�^�� ���
EXHIBIT D,
ATTACHMENTS
Request for Proposal: #23-01 Workers Compensation and Public Safety Injury On Duty Claims
Administration and Related Services
1.0 Other Bid Documents:
• General Bid Form(Form A)
• Statement of Competency(Form B)
• Bid Price Form(Form C)
• Contract(Form D)
• Non-Price Proposal
2.0 Other pocuments:
• Insurance Certi�cate(s)
• W9
36 � � °��� ����� ����
37 � � °��� ����� ����
On-Going Contracts Exceeding Three Years in Length Department TOTAL
Quadient Mail Machine (TOB) Finance Office 5 years
Data Collection Services Assessors Office 5 years
CAMA and DOR Reporting Software Assessors Office 5 years
Personal Property Services Assessors Office 5 years
Historic Document Preservation Town Clerk 5 Years
Performance Booking (Cary) DPF 5 Years
Pine Meadows Golf Course Management Recreation/CC 5 Years
Workers Comp RFP Human Resources S Years
Ambulance Billing and Collection Services Fire Department 5 Years
Website Implementation/Hosting I.T. S years
Banking Services Treasurer 10 years
OPEB Valuation Finance Office
Insurance TMO Exempt unc
Break-Down
5 year term
3 years/2 optional
3 years/2 optional
3 years/2 optional
3 years/2 optional
1 year/4 optional
3 years/2 optional
3 years/2 optional
3 years/2 optional
1st year implementation,years 2-5 hosting
4 years/(2) 3-year optional terms
Being considered
�er 30B but contract limits would still apply
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDAITEM TITLE:
Receive Monuments and Memorials Committee Report Regarding LexSeeHer Proposed
Monument
PRESENTER: ITEM
NUMBER:
Linda D�on, Chair of Monuments
and Memorial C ommittee I.5
S UMMARY:
L ind a D�o n Will b e at the me eting to p re s ent the Mo numents and M emo rials C o mmitte e final rep o rt and
recommendations regarding the LexS eeHer proposed monument.
SUGGESTED MOTION:
Move to accept the Monuments and Memorials Committee Final Report regarding LexSeeHer proposed
monument.
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
7/11/2022 7:l Op m
ATTACHMENTS:
Description Type
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FINAL REPORT TO LEXINGTON SELECT BOARD
From the
Mon u ments and Memorials Com m ittee
Regarding
LexSeeHer Pro osed Monument
p
�� . . . ���
ome �n �s e�n one.
Linda J. Dixon, Chair
J u ne 30, 2022
1
■ ■
on u men s emor�a s om m� ee
TO: Members of the Select Board, Town of Lexington
FROM: Linda J. Dixon, Chair, Monuments and Memorials Committee
DATE: June 30, 2022
SUBJECT: Recommendation for Disapproval of Proposed Site of LexSeeHer
Monument
Dear Select Board Members,
On behalf of the Monuments and Memorials Committee, I submit our final report on the
LexSeeHer proposed monument, "Something Is Being Done!" for your review and
consideration.
The Monuments and Memorials Committee and LexSeeHer have been in continuous
communication for the last 12 months. LexSeeHer met with our committee six times in formal
session and were granted approximately nine hours of agenda time for presentations and
discussion. We had two site visits together, one early in the process to inspect multiple possible
sites (with emphasis on the preferred site), and one at the end, after the M&M Committee voted
not to approve the preferred site.
LexSeeHer kept the M&M Committee apprised of their progress through regular, in-depth slide
presentations and written reports, including
• A 52-page introductory slide presentation
• A 60-page slide presentation focusing on site selection and design
• A 90-page written report personally delivered to each member
• A report/update at each meeting
This report is our attempt to provide a clear and concise summary of the proposal, the process,
and the outcome of the committee's work over the past year.
Respectfully,
The Monuments & Memorials Committee
Linda J. Dixon, Chair
Glen Bassett Bebe Fallick Chuck French George Gamota
Charles Price Danjun Pu
2
EXEC UTIVE S U M MARY
Recommendation
(1) that the concept and design for the proposed "Something is Being Done" monument
be approved; (2) that an appropriate site be selected on which to place the proposed
monument, as the proposed site is not considered appropriate by this committee.
LexSeeHer was formed in March 2020, inspired by the 100t" anniversary of the passage of the
19t" Amendment that gave women the right to vote, and the "Bold Women of Lexington" exhibit
at Buckman Tavern. They spearheaded the passage of a "Resolution for Establishment of a
Monument" at a Special Town Meeting on October 20, 2020. They launched a comprehensive
campaign to educate the community, promote the women's monument, attract donors, identify
women in Lexington's history worthy of commemoration, consider the most feasible sites, and
plan the monument's design.
Starting in June 2021, LexSeeHer was a regular guest at M&M Committee meetings. From the
outset, they identified their preferred location on the Visitors Center lawn, known as Site 15 on a
Town map, in the Battle Green Master Plan area. LexSeeHer selected artist Meredith Bergmann
in November 2021 and changed their original monument design from one to three figures on
pedestals to a gate that could display up to 20 figures. They held a sculpture rehearsal on Site
15 with a mock-up of the proposed gate. They established a partnership with the Lexington
Historical Society to serve as the keeper of their funds as they were not yet incorporated.
At each meeting, LexSeeHer refined their design and fine-tuned their budget. As of April 2022,
the estimated budget was $331,000, including donations to maintenance and contingency
funds. Fundraising kept pace with more than $261,000 in hand.
On February 3, 2022, LexSeeHer received a Certificate of Appropriateness from the Historic
Districts Commission after agreeing to rotate the monument approximately 45 degrees. On
March 31, 2022, by a vote of 4-2, the Tourism Committee passed a motion not to approve the
proposed site, while supporting the concept of a monument to honor the contributions of
women.
On April 7, 2022, with two members recusing themselves, the Monuments and Memorials
Committee took two votes, one on the monument design and one on the proposed site. By a
vote of 6-0, the Committee approved the concept, design, and timeliness of the proposed
monument. On the second vote, the Committee voted 6-0 that Site 15 was not an appropriate
site. The Committee urged LexSeeHer to join an informal working group to try to reach
consensus on an alternative site. A walking tour was conducted on April 14, 2022. On May 16,
2022, LexSeeHer informed the M&M Committee of their decision to seek Select Board approval
for Site 15.
3
SECTION 1
CONCEPT AND DESIGN
Description
LexSeeHer proposes to install a 16' wide x 10'3' tall bronze sculpture in the form of a gate or
triumphal arch, with an additional 2'3" central arch that brings the central height to 12'6". Overall
depth is about 4". The gate will be installed on a circular granite base or plaza 28' in diameter and
615 square feet in total area, with four ADA compliant curved granite benches.
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Concept Sketch for"Something is Being Done"— North Side, by Meredith Bergmann
The base is designed to resemble a spinning wheel, to commemorate the Spinning Protest led by
Anna Harrington on the Green in 1769. The bronze will be undergirded by a steel framework and
sunk into the ground to provide strength and support.
The sculpture consists of two 6' by 4" panels with a 4' arched opening between them. Each panel
will depict five noteworthy Lexington women on one side, and five different women on the opposite
side, back-to-back, sculpted in bas relief. In all, 17 actual women from the 18th, 19tn, 20tn, and 21 St
centuries will be depicted, along with decorative animals, flowers, symbols, and several
representational female figures.
4
The sculpture is named "Something is Being Done!" in reference to Abigail Harrington's cry on
April 19, 1775, "the Reg'lars are coming, and something must be done!"
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Concept Sketch for"Something is Being Done"—South Side, by Meredith Bergmann
Artist Selection
LexSeeHer put out a Call to Artists in the spring of 2021. They selected three finalists in July,
and in late October, they chose Meredith Bergmann as the artist to bring their design to life (see
,,,,,,,,,,,,,,,iir,,,,,,,,,,,,,,,,,,,,,,,,,,iii;�„�,,,,,,,,,,,,,,,,,,,,,,,,,iir iir� ii�ii��„ iir� for b iog ra p h i cal i nformation). Afte r d iscussi o ns with Ms.
Bergmann, they changed their original idea of three slightly larger-than-life female figures on
three pedestals to their current gate/triumphal arch design. The early gate design featured fewer
Lexington women but "additional honorees have been included in a collaborative effort as Ms.
Bergmann agreed to expand the number of representations in the work."
5
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Ms. Bergman will use this form of bas relief sculpture to bring out detail
and depth in a panel 4" in depth.
Scu I ptu re Rehearsal
In November 2021, LexSeeHer hosted a Sculpture Rehearsal on their proposed site. Artist
Meredith Bergmann installed a foam core mock-up of the gate on a cloth parachute base to
simulate the 24' diameter granite plaza. They invited members, donors, residents, town officials,
members of relevant committees and others to get a feel for the monument, its scale, and its
relation to the site. After considering all the feedback they received from this event along with
their own reactions, they made several design modifications.
6
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7
Design Modifications
LexSeeHer met frequently with the Commission on Disability and relied heavily on their input on
design decisions. The Commission unanimously approved enlarging the circular granite plaza
from 24' diameter to 28' diameter, or from 452 square feet to 615 square feet. Upon
Commission feedback, they changed the basketweave pattern (visually noisy and distracting) to
a design with larger 4' granite pavers, enhancing the spinning wheel design. They also changed
the granite resting places from straight to curved, adding aesthetic appeal and maximizing
space for movement.
The Women Selected to Appear in the Proposed Monument
The purpose of"Something is Being Done!" is to honor women over time. The proposed gate
contains likenesses of 17 actual Lexington women from the 1700's, 1800's, 1900's, and 2000's,
along with four female representational figures. The Lexington women who will appear on the
proposed gate as proposed are:
North Side
1700's Anna Harrington hosted a spinning match on the Green in 1769
attended by 45 women to protest and boycott imported British textiles.
Phebe Banister Burdoo, a free Black woman whose son, Eli, served under
Captain Parker in 1775. A Mother of the Revolution.
1800's Julia Robbins Barrett was an artist, abolitionist, and suffragist who had a
business career as a carpet designer at a Lowell textile factory. Her extensive
correspondence and diaries provide insight into women's lives in this period.
Ellen Adelia Stone, niece of Julia Robbins Barrett, is depicted as a young girl on
the sculpture. An abolitionist and suffragist, she earned a law degree and was
the first woman elected to the School Committee.
1900's Marjery Milne Battin was Lexington's first female Town Moderator, a position
she held for 22 years. A Selectman for 12 years, she chaired the committee that
established Lexington's current Select Board/Town Manager form of government.
Cecilia Payne-Gaposchkin was the most esteemed female astronomer of her
time. She is most well-known for discovering that the Sun is comprised of
hydrogen and helium. She was the first woman appointed as full Professor at
Harvard University.
8
2000's Sylvia Ferrell-Jones, graduate of Yale Law School, spent her professional
career advocating for gender and racial equality in the non-profit area. She
received the Race Amity Medal of Honor for her work to advance racial justice
and gender equity.
Janet Reeve Haas, musician and educator, taught in the Lexington schools for
31 years, instilling a lifelong love of music in her many students. She performed
in two orchestras, and her students carry on her work as performers, teachers,
and music lovers.
Enslaved Mother with Child symbolizes not only that enslaved women's unpaid
Representa- I 'I' I 'I
t�onal abor enriched white fami ies and society, but a so that their chi dren were often
Figures taken away and sold as property.
Storyteller and Lifelong Learner teaches us that contemporary women and
girls continue to learn about the past and to find ways to build a better future,
passing along leadership skills and sharing knowledge.
Youth Advocate for Women's Rights—The same quest for liberty, equality,
and justice that motivated Lexington women in the 18t" century continues to bring
women into active roles today. Women, teens, and girls continue the "Something
Must Be Done" spirit.
South Side
1700's Abigail Harrington, on the morning of April 19, 1775, famously declared, "The
reg'lars are coming and something must be done". Her husband and son were on
the Green while she led their younger children to safety as the Battle of
Lexington commenced.
Margaret Tulip was born into slavery, brought to Lexington as an infant,
emancipated as an adult, and later kidnapped and re-enslaved. In 1768 she sued
in the courts to regain her freedom and won.
Ruth Buckman ran Buckman Tavern in 1775 alongside her husband. Although
she had inherited the tavern, women were not allowed to own property, so her
husband assumed ownership. She witnessed the Battle of Lexington and likely
tended to the wounded.
9
1800's Eliza Cabot Follen, Abolitionist and Author, blended the power of women's voice
and the power of the pen. Saying "abolition is women's work", she encouraged
Lexington women to become activists. She wrote the children's story "Three Little
Kittens."
Mary Elizabeth Miles Bibb Cary was the first African American woman to
graduate from the Normal School in Lexington. Following the passage of the
Fugitive Slave Act of 1850, Mary and her husband moved to Canada where they
published The Voice of the Fugitive.
1900's Ruth Morey was the first woman to be elected to the Board of"Selectmen" in
1956 and to Chair of the Board in 1960. Ruth represents the women who are first
to accomplish something and has inspired many other women and girls to break
glass ceilings.
Caroline Wellington, Executive Committee member of the Lexington Women's
Suffrage League, worked for 30 years before passage of the 19t"Amendment.
She helped create the banner, "Something Must Be Done" carried in the
Washington, D.C. Women's March.
Peggy Kimball was an accomplished aviator during the 1930's. She was the 2nd
woman to earn a "non-scheduled instrument rating" and the 4t" American woman
to win a "C" rating in gliders. Her pilot's license was revoked in 1940 because she
was pregnant.
Sarah Pillsbury Harkness co-founded The Architects Collaborative, a modernist
architectural firm that reflected her values of accessible design and sustainable
practices. Several Lexington neighborhoods reflect TAC's architectural approach.
Representa- Tea Burner— Despite being unable to own property, vote, run for, or serve in
tional office, women exercised political and economic power. Women were
Figures instrumental in sustaining boycotts and were believed to have joined the 1773
Lexington Tea Burning Protest.
10
Selection Process for ldentifying Women Who Would Appear in the
Proposed Monument
LexSeeHer arrived at their final list of honorees to appear in the monument through a multi-step
process from Fall 2020 to Winter 2021. Steps included:
• Automatically nominating all women included in Lexington Historical Society's exhibit
"Something Must Be Done: Bold Women of Lexington".
• Inviting the Lexington community to submit nominations.
• Inviting the Lexington Girl Scouts to collaborate and assist.
• Generating their own nominations, including from a research committee staffed by
members with academic credentials.
A three-person nominating committee reviewed all submissions and presented nominees to the
LexSeeHer Steering Committee, who made the final decisions. LexSeeHer presented the list of
honorees to the Monuments and Memorials Committee in December 2021.
Discussion on Selection Process
Each meeting with LexSeeHer included discussion about the selection process and the final
selections for the monument. The Monuments and Memorials Committee expressed concern
over both the selection process and the final list of honorees. Several members felt that the
selection process was not done using academic/scholastic standards appropriate for identifying
women of national prominence or recognition. There were no women from the World War I or
World War II periods, although more than 60 Lexington women served with bravery and
distinction in the war effort. LexSeeHer, they felt, depended too much on community votes
and not enough on their own serious, academic, in-depth research.
There were concerns expressed that some of the honorees from the 20t" and 21 st centuries did
not rise to the level of inerit as earlier honorees. LexSeeHer wanted to focus on women who
had achieved "firsts", but some Committee members wondered whether, in the totality of
Lexington women achievers, there were other achievers more deserving of this honor. In
rebuttal, artist Meredith Bergman offered that not enough time has passed for posterity to
appreciate fully the contributions of these modern women.
11
SECTION 2
PROPOSED LOCATION
After an unsuccessful exploration of the Cary Memorial Library and examination of several other
sites, LexSeeHer chose as their ideal site a triangular section of the Visitors Center lawn, near
the corner of Massachusetts Avenue and Meriam Street, known as Site 15 on a Town Map. Site
15, shown in the photo below, is included in the Battle Green Master Plan.
Part of their exploration process was a site visit with the Monuments and Memorials Committee
in May 2021, where LexSeeHer leaders summarized the pros and cons of various sites under
consideration and M&M members had an opportunity to offer feedback and comment.
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Photo provided by LexSeeHer
LexSeeHer described their proposed monument as a "site specific work of public art" and
indeed, in their Call to Artists, directed the applicants to design their proposed works to fit this
specific site.
12
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Proposed Site - Photo provided by LexSeeHer
Aware that they did not have formal permission to place a monument on this site, LexSeeHer
conducted many informal meetings with members of the Select Board and certain Town
committees with an interest in the project, i.e., the Historic Districts Commission, the Tourism
Committee, and the Monuments and Memorials Committee. They were told repeatedly that
blanket permission for a vacant site would not be given; LexSeeHer would need to submit a
completed project design, project plan, budget, and fundraising plan before serious
conversations could begin.
In addition to selecting an artist, rethinking their design, and raising funds, LexSeeHer also
launched a comprehensive public relations/public education campaign to create support for the
monument. They sought and received endorsements from numerous Town committees, civic
and non-profit groups, and individuals (see Section 6).
Discussion/Concerns on Proposed Site
No "Plan B"
LexSeeHer and the M&M Committee discussed the proposed site at virtually every committee
meeting. The Committee cautioned LexSeeHer about the risk of"putting all one's eggs in one
basket" by choosing a single site and urged them to consider other sites in case this one didn't
work out. LexSeeHer felt that no other site would do.
13
The Battle Green Master Plan
The proposed Site 15 is located within the Battle Green Master Plan (BGMP) area. The Battle
Green Master Plan incorporates Belfry Hill, Ye Olde Burying Ground, the Buckman Tavern, the
Visitor Center and the streets bordering the Green as part of the Battle Green area.
The Battle Green Master Plan was a subject of considerable disagreement between the M&M
Committee and LexSeeHer. The introduction to the Plan, approved on March 14, 2011, reads
as follows:
The Battle Green Area is a complex landscape fabric of open space, buildings, graves,
monuments, signs, streets, site furnishings, vegetation and archaeological resources
shaped by our cultural values over three centuries. It serves as town Common and
National Landmark, and as such, responds to the daily lives of Lexingtonians and the
singular visits of people from around the world.
M&M Committee members in general supported the concept of the Battle Green as National
Landmark, "one of our most important national shrines where American ideals and our definition
of freedom were created". Several members felt that the honorees from the 18t" and 19t" century
were appropriate and followed the intent of the master plan; the proposed honorees from the
20t" and 21 St century, however, were not consistent with the intent of the Master Plan.
LexSeeHer's viewpoint was that the plan was out of date, was no longer relevant, and did not
include any reference to women. They reported that the Town has begun to take actions to deal
with racial and gender disparities and to "reflect today's community values of inclusion". "A
decision to leave things as they are", they conclude, " would be a decision by Lexington's local
government to continue the status quo, and would embrace the exclusion of women."
Other Concerns
Another concern expressed by the committee was that the proposed site was too close
to the Minute Man Statue, a unique and treasured Town icon. Proximity to the Visitors
Center, recently completed after 11 years of planning and community input, was another
concern, that the monument could visually obstruct or compete with the Center. Other
matters discussed included the busyness of the site in terms of both foot and auto traffic,
and the negative effect on performances, fairs, and informal gatherings traditionally held
on the Visitors Center lawn. Some of these concerns were expressed in conversation
with LexSeeHer during the site visit in May 2021.
14
SECTION 3
FUNDRAISING, COST, AND BUDGET
Fundraising
Soon after its establishment in 2020, well before any monument designs were in hand,
LexSeeHer began planning a fundraising campaign. Currently, LexSeeHer is a 501(C)3 non-
profit charitable corporation; however, in 2020 they did not have this status and sought a
partnership with the Lexington Historical Society whereby the Society would collect and
maintain future donations toward their proposed monument. Executive Director Carol Ward and
LHS President Anne Lee sent periodic letters between December 2021 and June 2022
documenting funds collected. Anne Lee's letter, dated June 29, 2022, confirms more than
$260,000 in hand during the month of April 2022.
� �
� � .
� � . �
�3i,�tcaa�,�a•�cc��rc�tzc��a�G'vmrr�a��it„�r
June 29, 2022
Linda Dixon
Monuments and Memorials Committee
In March 2021, Lexington Historical Society became �scal sponsor for LexSeeHer. Funds
raised by LexSeeHer are held at Brookline Bank.
In Apri12022, both the beginning and ending balance for the month were the same:
$261,577.48. I have included the bank statement.
Please let me know if you have any further questions.
Kind regards,
Anne
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15
90% Budget Negotiation and Motion
By February 2022, LexSeeHer had shown documentation of more than $250,000 raised toward
their project, which was 90% of the total budget cost at that time (just under$280,000). The
soonest the project could be completed, if approved, would be 12 to 15 months and possibly
longer. The Committee felt that LexSeeHer had demonstrated its fundraising ability and could
likely raise the remainder of the projected project cost over this period. Select Board Liaison
Doug Lucente recommended, and the Committee agreed, that it was safe to accept a 90%
fundraising threshold at this time, provided that the Town's interests were protected. This was
accomplished with the caveat that, if sufficient funds have not been raised when LexSeeHer is
ready to apply for a building permit (if their project is approved), the Town will not issue a
building permit. The Committee adopted the following motion to this effect:
The Monuments and Memorials Committee adopts the policy that documented
achievement from the LexSeeHer Steering Committee of 90°/o of their fundraising
toward the cost of their proposed monument will be considered as having met the
Committee's cost/budget standard, regarding the Committee's deliberations and
reaching a final vote. No building permit will be issued until LexSeeHer has raised
100% of the monument cost plus the maintenance contribution and a contingency
fund. These matters will be negotiated by the Select Board.
-adopted February 3, 2022.
Cost and Budget
In their original Call to Artists, LexSeeHer instructed applicants to submit monument designs not
to exceed a budget of$200,000. They created an overall project budget of$270,000. At the
time of the Committee vote, after adding in more design refinements, a maintenance fund
contribution, an increased artist's fee, and a 10% contingency fund, LexSeeHer's total project
budget was $331,000. LexSeeHer managed their budget such that their funds raised always
met or exceeded the established 90% threshold.
The Project Budget is presented below. The $10,000 contribution to a Maintenance Fund was
negotiated with DPW Director David Pinsonneault and confirmed by email on January 3, 2022
(see email chain following). The payment of 10% of project cost to a Contingency Fund was
negotiated with members of the Select Board and will be managed by the Board.
Other maintenance issues remaining to be resolved
Lighting
As part of the Battle Green Master Plan, the Town is updating lighting plans for the area.
LexSeeHer lighting consultants will need to coordinate with the Town.
16
Snow Removal
DPW does not clear snow and ice from monuments in wintertime. Snow removal was not
included in the $10,000 maintenance fund.
Email Chain Confirming Maintenance Fund Contribution
From: David Pinsonneault <dpinsonneault@lexingtonma.�c�ov>
Subject: RE: Monument Maintenance Fund
Date: January 3, 2022 at 12:42:14 PM EST
To: "'leslie masson"' <leslie.m.masson@gmail.com>
Cc: Jessie Steigerwald <iess@shininqhours.com>, Michelle MaiHuong Tran
<mhtran001 @yahoo.com>, Betty Gau <bettyqau62@qmail.com>
, �
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Sent:Tuesday, December 28, 20214:58 PM
To: D a v i d P i n s o n n e a u I t< w�,���������,�ii�ii�m����„� � ��,����iii ii�a�.,� ii��i°���� >
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Subject: Monument Maintenance Fund
Dear Dave,
Thank you for taking time to meet with us for a site visit December 9th. It was very helpful!
We are working to present updated information for next week's meeting at Monuments and
Memorials.
Are you comfortable signing off on our offer of$10,000.00 to start a maintenance fund for the new
monument? Linda would like us to present a proposal in the format that was used for the Lafayette
project. This includes having your"ok" on the maintenance fund. Slnce the installation date is more
than a year and a half away, we hope to allocate additional funds later. We hope this will be a strong
start and are happy to make this commitment right now.
Please see our proposal in the attached document, and let us know when you would like us to
transfer funds - we assume it would be after the Select Board takes a vote on whether they officially
approve the project, but let us know what is best. We could also work with Jim Malloy on that aspect,
if that is better.
- Leslie
17
Something is Being Done Project Budget
As Presented to Monuments and Memorials Committee on April 7, 2022
Materials $ 3,000
Studio Assistants 20,000
Landscape architect for Town proposal 2,100
Mold making 17,409
B ro nze Casti n g 70,750
Granite pavers 30,659
Granite for benches (resting places) 7,189
Inscriptions 3,000
Transportation of granite to site 1,730
Irrigation Relocation 1,000
Sculpture Rehearsal 3,000
Landscape Architect- Installation 7,500
Structural Engineer 5,500
Excavation, Foundation, Paths to Plaza Allowance 15,000
Granite Installer Estimate 7,000
Sculpture Installation Estimate 4,000
Site Restoration (reseeding) Per DPW 1,000
Lighting (consultant, fixtures, electrical) 12,000
Artist's Fee 80,000
Total Monument Cost $291,837
Project Completion Costs (if project approved)
Contribution to DPW Maintenance Fund 10,000
Contingency Fund (10% of Project Cost) 29,183
Total Project Cost $331,020
18
SECTION 4
APPROVAL FROM OTHER AGENCIES
Historic Districts Commission
Site 15 lies within the Battle Green Historic District. Since the LexSeeHer proposal involves
structural and architectural details, they must obtain a Certificate of Appropriateness from this
body.
LexSeeHer made overtures to the HDC in March and June 2021, but they did not present their
final design until December 2, 2021. They returned for another meeting on February 3, 2022, at
which time the HDC members were ready to issue a Certificate of Appropriateness (COA)
except for the concern that the position of the gate blocked the view of the Visitors Center. With
an agreement by LexSeeHer to rotate the gate to a mutually agreeable angle, the HDC issued
the COA on February 3, 2022 (see page 22).
On February 14, 2022, a working group from LexSeeHer and HDC met on Site 15 and
negotiated an approximately 45-degree axial rotation of the gate on roughly the same footprint.
LexSeeHer's landscape architect drew up a new site plan and sent it to the HDC.
On March 3, HDC Chair Paul O'Shaughnessy wrote to LexSeeHer reminding them that any new
design elements, such as landscaping or lighting, would require another visit to the HDC: "
ifr t r t t v ti ffir ti vt , tt tl v i rtr t
r rr t r I f i f t r i tr i r ri i I ri ."
Tourism Committee
The Monuments and Memorials Committee determined that the Tourism Committee played a
key role vis a vis the Battle Green Master Plan (BGMP). The M&M Committee established a
committee policy that all groups proposing a monument on land within the BGMP should meet
with the Tourism Committee, who would take a vote on their proposal. This meeting and vote
should occur before the M&M Committee took its final vote.
LexSeeHer pushed back against this policy. They insisted that, in a 2020 informal meeting with
the Town Manager and Select Board to ask what steps to follow, they were advised to meet with
the Historic Districts Commission and the M&M Committee—with no mention of the Tourism
Committee. They questioned the legitimacy of Tourism as part of this process and declared that
the Tourism Chair was biased against them. Nevertheless, while disagreeing with M&M
Committee policy, they complied.
19
LexSeeHer met with the Tourism Committee in October 2020 and again in July 2021. Chair
Dawn McKenna suggested East Lexington as a possible location, in particular the Stone
Building, currently undergoing community input for redevelopment. LexSeeHer wasn't
interested. They made a formal presentation supporting Site 15 in November. A scheduled
return meeting for February 2022 had to be canceled for lack of a quorum.
Tourism Committee — Formal Vote
On March 31, 2022, LexSeeHer met with the Tourism Committee for a formal vote on their
proposed monument. With six members present, by a vote of 4-2, the Committee passed the
following motion:
(I move that) The Tourism Committee generally supports the proposed
monument honoring Lexington Women who have made meaningful
contributions to the Town.
However, the Tourism Committee does not support locating the LexSeeHer
Monument within the approved Battle Green Master Plan area, including
the proposed location directly in front of the visitors Center. The Battle
Green Master Plan states that it is "especially important to preserve the
open space between the Minute Man Statue and the Visitors Center."
The Tourism Committee would support the installation of the proposed
LexSeeHer Monument at Emery Park.
Tourism Committee — Informal Site Visit at Emery Park
On April 5, 2022, Dawn McKenna invited Chair Dixon and DPW Director Pinsonneault to
an informal walk-through of Emery Park for the purpose of identifying possible sites for a
LexSeeHer monument using the criteria of topography, slope, open space, underground
utilities and other impediments, pedestrian access, and visual relationship to the Depot
Building. They determined that several sites met these criteria.
20
Certificate of Appropriateness from Historic Districts Commission February 3, 2022
TOWN OF LEXINGTON O�`oJ5 M�Ni^,��
MASSACHUSETTS Q�� ���;
02420 a$� n W�
; � a�
,
APRI l 19tM
LEklrtGx��
HISTORIC DISTRICTS COMMISSION
CERTIFICATE OF APPROPRIATENESS
This certificate is issued pursuant to Chapter 447,Acts of Massachusetts, 1956,as amended,to
Town of Lexington,
with respect to exterior architectural changes at 1875 Massachusetts Avenue,
which is located within the Battle Green Historic District
The approved work shall be as follows:
Establish a public monument on the lawn area at 1875 Massachusetts Avenue,in front of the
visitors Center and Buckman Tavern.
• Monument:Bronze with internal structural steel reinforcement
• Plaza is Granite and 28'in diameter,615 sq.ft.
• Pavers:standard 3'thick
• Large square pavers:4'x 4'
• Inner and outer"rims"of spinning wheel:curved pavers 12'x 3'
• Spokes of wheels:9'x 3'
• Top surfaces of resting places: approximately 18'x 6'each.
• Height of resting places: 18' (ADA compliant)
• Resting Areas: Granite
• Connector Path: Stone dust that matches the stone dust used by the Town
o The granite has been specified to be Woodbury Gray,Swenson Gray,Blue Sky
Gray or fine-grained,light-to-mid-toned gray granite.
o The granite chosen will match the gray granite the Town has chosen for other
monuments in the area.
The work shall conform to the information submitted on February 3rd,2022 and be completed to
the satisfaction of the Commission. After completion, the work shall, in the judgment of this
Commission,be maintained in good repair.
This Certificate shall be void if it is not acted upon within one year from the date of this Certificate,
or if the work described is removed,abandoned,or replaced.
Please note that alterations and additions to the design presented on February 3rd, including
location,landscape,materials and/or the erection of signs require an additional hearing with HDC
prior to submission of plans to the Town of Lexington Building Department for issuance of a
Building Permit.
21
HISTORIC DISTRICTS COMMISSION
by:
Date:February 3`�``,2022
Certificate No.HDC-22-1
: Chairperson,PAUL O'SHAUGHNESSY
22
SECTION 5
M&M COMMITTEE FORMAL VOTE AND SUBSEQUENT ACTIVITY
Committee Vote
At the Committee's regular meeting of April 7, 2022, Chair Dixon announced that two votes
would be taken: one vote on the monument itself, i.e., its concept, design, and timeliness; and
one vote on the proposed site. Two members, having announced their positions as donors and
supporters of the project early in the process, recused themselves from the discussion and vote.
Vote on the Monument
By a vote of 6-0, the Monuments and Memorials Committee passed the following motion:
The Monuments and Memorials Committee approves and recommends Select
Board approval of the construction of a monument to honor the women of
Lexington, entitled "Something is Being Done", as proposed by the LexSeeHer
Steering Committee on April 7, 2022. Determination of the site for the monument
will be taken up under a separate motion.
Vote on the Proposed Site
By a vote of 6-0, the Monuments and Memorials Committee passed the following motion:
The Monuments and Memorials Committee recommend to the Select Board
that, while the committee wholeheartedly approves of the purpose and design
of the proposed Something is Being Done monument, we do not recommend the
proposed location, having reviewed the proposal in depth and having received
input from all known stakeholder organizations for the monument, the Battle
Green, and the specific location proposed, per our charge from the Select Board.
Invitation to Form Working Group to Explore Alternative Sites
The Committee expressed its sincere wish to find an alternative site agreeable to all parties.
They asked LexSeeHer to consider joining a working group hosted by Selectman Doug Lucente
to examine other potential sites. LexSeeHer agreed to hold a conversation on the subject with
Selectman Lucente and Chair Dixon.
Michael Bergmann, husband of artist Meredith Bergmann and business manager for the project,
stated that negative decisions were a fact of life in their business, and in their many years dealing
with local, state, and federal governments, he and Meredith have experienced and successfully
worked through many of them. He was optimistic that the team could work with a change of site.
23
Site Visit
A site visit took place on April 14, 2022. Active participants included Selectman Doug Lucente,
M&M Committee Chair Linda Dixon, LexSeeHer Steering Committee Chair Jessie Steigerwald,
artist Meredith Bergman, business manager Michael Bergmann, and landscape architect Inge
Daniels. HDC Chair Paul O'Shaughnessy attended to provide pertinent HDC input. LexSeeHer
also invited a member of the Commission on Disability, along with several other LexSeeHer
Steering Committee members. The group spent more than two hours exploring sites at Emery
Park, the Battle Green near Buckman Tavern, and Fletcher Park. LexSeeHer agreed to study
the data, consult with members, donors, and other constituents, and let us know their decision.
LexSeeHer Decision on Alternative Site
On May 16, 2022, Chair Dixon received the following email from LexSeeHer:
Dear Linda,
We have taken a hard look at the alternate sites.
After a lot of feedback, and many site visits with supporters and stakeholders,
we have decided that to proceed to the Select Board with Site 15. We have
written to Jill, Doug, and Jim to request a meeting with them.
Thank you very much for the committee's time.
Sincerely,
Jessie, Betty, Leslie, Martha, Michelle
for LexSeeHer
Committee Approval of Final Report
Chair Dixon circulated her final report to M&M Committee members during the week of
June 26, 2022 for review and comment. On June 30, 2022, the committee met in formal
session, approved the report, and authorized the Chair to forward the report to the
Select Board.
24
SECTION 6
APPROVALS/ENDORSEMENTS FOR LEXSEEHER MONUMENT
Virtually all the organizations listed below approved or endorsed both the monument and the
site as proposed by LexSeeHer. The Lexington Historical Society, in their letter to the Select
Board of January 25, 2022, approved the monument design while stating, "The Society also
supports the placement of the monument in a prominent location in the center of town."
Organizations
Association of Black Citizens of Lexington
Commission on Disability
D.A.R. Lexington Chapter, Daughters of the American Revolution
CAAL Chinese American Association of Lexington
CALex
Design Advisory Committee
Indian American Association of Lexington - IAL
KOLex— Korean American Organization of Lexington
Lexington Arts and Crafts Society
Lexington Center Committee
Lexington Chamber of Commerce
Lexington Council for the Arts
Lexington Field and Garden Club
Lexington Historical Society
LexPride
Lextinas
Merriam Hill Association
New England Sculptors Association
Pilgrim Church Council
Community Support
More than 300 financial donors
Numerous endorsement letters from individual Lexington residents
Support petitions with more than 150 signatures
25
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AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDAITEM TITLE:
Grant o f Lo c ation for Evers ourc e - 10 Maguire Ro ad
PRESENTER: ITEM
Joanne Callender Ri ht of Wa NUMBER:
� g y
Agent; Rick S chifone, Right and
P ermits S u ervis o r I.6
p
S UMMARY:
At their June 27, 2022 meeting, the S elect B o ard heard the reques t from N S TAR ELE C T R I C C O MPANY
d/b/a EVERS OURCE ENERGY to construct, and a location for, such a line of conduits and manholes with
the nec es s ary wires and c ab les therein, s aid c onduits and manho les to b e lo c ated, sub stantially as shown on the
plan made byT. Thibault revised date May 13, 2022, under the following public way or ways of Maguire Road
- Southerly from Pole 399/6, 702 feet northwest of Hartwell Avenue, install approximately 73 feet of conduit
and Install one manhole MH23846. This Work is being requested to provide underground electric service to 10
Maguire Road. S eeing no public comment or questions, the hearing itself was closed.
The S elect Board asked Eversource to supply some additional information not originally supplied, which was
o f requirement o f the S elec t B o ard G rants o f lo c atio n in the p ub lic way p o lic y fo r the B o ard to s p ec ify p o le s,
s o the B o ard had a c o mp lete ap p lic atio n to make their d ec is io n o n the p etitio n. Als o, there was a que s tio n
about work b eing p erformed in advanc e o f the approval for manhole 23 846.
E vers o urc e ind ic ated an adminis trative erro r was mad e o n the o riginal p etitio n and it s ho uld no t have inc lud ed a
request for a new manhole. Eversource states that MH23846 was originally installed in 1970 and the new cover
and asphalt surrounding manhole MH23846 newly installed appear to be from either adjusting a sinking
manhole frame or repairing broken asphalt around the casting and is work separate from their grant of location
p etition its elf.
E vers o urc e s tated their p etitio n is o nly fo r the ins tallatio n o f c o nduit thro ugh that manho le to the p rivate
p ro p erty line and fro m that manho le to the p o le ac ro s s the s treet. Evers o urc e has c o nfirmed the p ub lic way
conduit has not been installed as it is pending an approved Grant.
Included in tonight's meeting packet is Eversource's corrected petition requesting to construct, and a location
for, such a line of conduits with the nec es s ary wires and cables therein, s aid c onduits and to b e
lo c ated Maguire R o ad - S o utherly fro m P o le 3 99/6, 702 feet no rthwes t o f Hartwell Avenue, ins tall
approximately 73 feet of conduit. As well as pole location information being provided in accordance with the
Town's policy.
SUGGESTED MOTION:
NSTAR ELECTRIC COMPANY d/b/a EVERSOURCE ENERGY to construct, and a location for, such a
line o f c o nduits and manho le s with the nec e s s ary wire s and c ab le s therein, s aid c o nduits to b e lo c ated,
substantially as shown on the plan made by T. Thibault revised date May 13, 2022, under the following public
way o r ways o f Maguire R o ad - S o utherly fro m P o le 3 9 9/6, 702 fe et no rthwe s t o f H artwell Avenue, ins tall
approximately 73 feet of conduit. This work is being requested to provide underground electric service to 10
Maguire R o ad.
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
7/11/2022 7:30pm
ATTACHMENTS:
Description Type
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May 24, 2022
Select Board
Town Hall
1625 Massachusetts Avenue
Lexington, MA 02420
RE: 10 M aguire Ro ad
Lexington, MA
W.O.# 6321095
Dear Members of the Board:
The enclosed petition and plan are being presented by the NSTAR Electric d/b/a
EVERSOURCE ENERGY for the purpose of obtaining a Grant of Location to install
approximately 73 feet of conduit and one manhole in Maguire Road.
The reason for this work is to provide underground electric service to 10 Maguire Road.
If you have any further questions, contact Joanne Callender at 781-314-5054.
Your prompt attention to this matter would be greatly appreciated.
Very truly yours,
�� �. s �
Richard M. Schifone, Supervisor
Rights and Permits
RMS/wls
Attachments
PETITION OF NSTAR ELECTRIC COMPANY
d/b/a EVERSOURCE ENERGY FOR LOCATION FOR CONDUITS
AND MANHOLES
To the Select Board of the Town of LEXINGTON Massachusetts:
Respectfully represents NSTAR ELECTRIC COMPANY d/b/a EVERSOURCE
ENERGY a company incorporated for the transmission of electricity for
lighting, heating or power, that it desires to construct a line for such
transmission under the public way or ways hereinafter specified.
WHEREFORE, your petitioner prays that, after due notice and hearing as
provided by law, the Board may by Order grant to your petitioner permission to
construct, and a location for, such a line of conduits and manholes with the
necessary wires and cables therein, said conduits and manholes to be located,
substantially as shown on the plan made by T. Thibault revised Date
May 13, 2022 and filed herewith, under the following public way or ways of
s aid Town:
Maguire Road - Southerly from Pole 399/6, 702 feet northwest of
Hartwell Avenue, install approximately 73 feet of conduit.
Install one manhole MH23846
WO# 6321095
NSTAR ELECTRIC COMPANY
d/b/a EVERSOURCE ENERGY
BY ,�u�G'�and��1, s�
Richard M. Schifone, Supervisor
Rights and Permits
Dated this Day of , 2022
Town of LEXINGTON Massachusetts
Received and filed 2022
B.E.Co. Form X5435 �518-21�
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� 180 Calvary Street
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Waltham, Ma 02453
""`� "���
May 24, 2022
Select Board
Town Hall
1625 Massachusetts Avenue
Lexington, MA 02420
RE: 10 Maguire Road
Lexington, MA
W.O.# 6321095
Dear Members of the Board:
The enclosed petition and plan are being presented by the NSTAR Electric d/b/a
EVERSOURCE ENERGY for the purpose of obtaining a Grant of Location to install
approximately 73 feet of conduit in Maguire Road.
The reason for this work is to provide underground electric service to 10 Maguire Road.
If you have any further questions, contact Joanne Callender at 781-314-5054.
Your prompt attention to this matter would be greatly appreciated.
Very truly yours,
�� �. s �
Richard M. Schifone, Supervisor
Rights and Permits
RMS/wls
Attachments
PETITION OF NSTAR ELECTRIC COMPANY
d/b/a EVERSOURCE ENERGY FOR LOCATION FOR CONDUITS
AND MANHOLES
To the Select Board of the Town of LEXINGTON Massachusetts:
Respectfully represents NSTAR ELECTRIC COMPANY d/b/a EVERSOURCE
ENERGY a company incorporated for the transmission of electricity for
lighting, heating or power, that it desires to construct a line for such
transmission under the public way or ways hereinafter specified.
WHEREFORE, your petitioner prays that, after due notice and hearing as
provided by 1aw, the Board may by Order grant to your petitioner permission to
construct, and a location for, such a line of conduits and manholes with the
necessary wires and cables therein, said conduits and manholes to be located,
substantially as shown on the plan made by T. Thibault, dated May 13, 2022
and filed herewith, under the following public way or ways of said Town:
Maguire Road - Southerly from Pole 399/6, 702 feet northwest of
Hartwell Avenue, install approximately 73 feet of conduit.
WO# 6321095
NSTAR ELECTRIC COMPANY
d/b/a EVERSOURCE ENERGY
BY ,�u�'�na���1, s�
Richard M. Schifone, Supervisor
Rights and Permits
Dated this Day of , 2022
Town of LEXINGTON Massachusetts
Received and filed 2022
B.E.Co. Form X5435 �518-21�
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SELECT BOARD POLICY
GRANTS OF LOCATION IN THE PUBLIC WAY
Date Approved by Select Board: Signature of Chair:
July 13, 2 02 0 � %�'� .����
1. Consistent with MGL cc. 164 and 166, the Select Board shall have the sole authority to issue Grants
of Location for the placement of any structures within public rights of way in the Town of Lexington,
including but not limited to new poles,the relocation or alteration of existing poles, and for the
addition to or subtraction of equipment or other items from or on poles. Examples of poles covered
by these policies include poles that have equipment, wires, or other items attached to or located on
them for the purposes of electrical,telephone, cable, lighting, signage,wireless, cell telephone, or
data transmission.
2. The Select Board shall hold a public hearing prior to deciding an application for a Grant of Location.
The public shall be permitted to speak at such public hearings, subject to reasonable time restrictions
established by the Chair of the Select Board.
3. The Select Board shall cause written notice to be mailed to the owners of the properties that directly
abut the portion of the public way where the Grant of Location is sought no later than the seventh day
prior to the public hearing described in Section 2.
4. Applications filed pursuant to this Policy shall:
a. Identify all other poles located within 500 feet of the requested location,the owner of such poles,
and the owners of the equipment located thereon;
b. Be reviewed by the Town of Lexington Engineering Department to determine whether the Grant
of Location would create any conflict with other public works within the public way. The
Engineering Department shall provide its written opinion to the Select Board. The Engineering
Department may require the applicant to provide a detailed description and specifications of the
structures, equipment, and other items involved, a schematic plan and photographs of the existing
and proposed condition,photograph of the existing condition, a map showing the location of the
structures at issue, and whatever other documentation the Engineering Department reasonably
may request;
c. Be reviewed by the Lexington Police Department,prior to the public hearing, to determine
whether the Grant of Location would create any public safety concerns within the public right of
way;
d. Apply to no more than one wireless facility, cell telephone, or data array unless Applicant can
demonstrate that there are no other suitable locations for such installation;provided that a
wireless facility may contain more than one antenna on a pole if placed there by one Applicant;
and
e. Not propose any signage related to the use of the pole, other than directional, wayfinding, traffic,
or message signs erected by the Town of Lexington, or its designee.
5. The Select Board may rej ect or appropriately condition a Grant of Location, in the sole discretion of
the Select Board, if the proposed structure:
a. Is located within 20 feet of a similar, existing structure;
b. Is located in or near an historic district or historic asset as determined by the Lexington Historic
Districts Commission or Lexington Historical Commission, and the proposed pole does not
�� ���������.�����������,�u...�,����������'�:...��������.����'��:�����������,� �����������.����':���.�� �������:�����:���" '�����������i�����°� ._������_ ������m.��
comply with the prevailing historical standards for said historic district or historic asset as
determined by the Lexington Historic Districts Commission or Lexington Historical Commission,
as applicable;
c. Interferes in any manner with access and use of a public way;
d. Presents a danger to the public or to other property;
e. Violates any federal, state or local law,including but not limited to the Lexington Zoning Bylaw
and the Americans With Disabilities Act;
f. Is inconsistent with the color scheme,methods of concealment,mass, and location of similar
facilities existing in the area; or
g. Is not certified by a written report of a Massachusetts-licensed structural engineer.
6. The Select Board may condition Grants of Location on the applicant's commitment to:
a. Remove any of its unused wires,bundled wires, loose wires, or doubled poles within 500 feet of
the site of the requested location; and
b. Request any other owner to remove their unused wires,bundled wires, or doubled poles within
500 feet of the site of the requested location; and
c. Remove and replace condemned utility poles within 500 feet of the site of the requested location;
and
d. Notify the Town of Lexington Select Board within thirty(30) days of applicant's and other's
owners' completion of the commitments made under this section.
7. The Applicant shall maintain adequate general liability,property damage, and personal injury
insurance, in the amounts specified by the Lexington Town Manager,naming the Town of Lexington
as an additional insured, for the duration of the time that the structure exists within a public way in
the Town of Lexington.
8. The processing fee for each Grant of Location application shall be $250,payable at the time the
application is filed. No hearing shall be held,nor any approval granted,until the application is
complete, including all documentation required under these policies.
9. Facilities permitted under this policy may not result in human exposure to radio frequency radiation
in excess of the applicable safety standards specified in 47 CFR § 1.1307(b) or other applicable
federal or state laws.
10. No public hearing or approval for a Grant of Location application shall occur if the applicant has any
outstanding payments due to the Town of Lexington, including but not limited to any taxes, fees,
�nes, or electricity charges.
11. No Grant of Location shall be transferrable without the approval of the Select Board. The Select
Board may, in its discretion,hold a hearing, consistent with the provisions of these guidelines
regarding a request to transfer a Grant of Location.
���.����;�..�I����..���:...�����..�'��I:������������� ����,� �I���"��������..:��I���:��.,����"liiu��°"". . ���,�„„� ; �
� �i ��iiii Q � � I i" i � i IIIII ��.�� � ��i���� m �� I,�
�.�� �i��.i����
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDAITEM TITLE:
Discuss Select Board Report for Fiscal Year 2022 Annual Town Report
PRE E TER• ITEM
S N .
NUMBER:
Board Discussion
I.7
S UMMARY:
A s the To wn's fis c al year 2022 has drawn to a c lo s e, the B o ard is b eing as ked to b egin p rep aratio ns fo r the
Select Board submission for the FY22 (July 1, 2021 - June 30, 2022)Annual Town Report. The final report
will b e due fo r s ub mis s io n to the To wn rep o rt C o o rd inato r b y S ep temb er 12, 2022.
The Board is being asked to discuss and assign topics/scribes at tonight's meeting. For reference for tonight's
discussion, attached is a copy of the Select Board Report in the FY21 Annual Town Report as well as a copy
of S elect Board Report to 2022 Annual Town Meeting.
The following is a draft schedule:
Determine topics and S elect Board Monday, July 11, 2022
Select Board Members submit write-up to SB office As soon as possible but no later than
T hurs day,Augus t 17, 2022
S elec t B o ard R eviews 1 St draft o f rep o rt at meeting Mo nday,Augus t 22, 2022
Date to submit edits submitted to S elect Board office Thursday, S eptember 1, 2022
S elect Board Votes F inal Report Tuesday, S eptember 6, 2022
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
7/11/2022 7:3 Sp m
ATTACHMENTS:
Description Type
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M ESSAG E 0 F
TH E SELECT BOA�D
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 2021 annual Town Report presented here provides,
among other things, financial data relating to the Town for the fiscal year 2021 that covers the period
July 1, 2020 through June 30, 2021. In addition, the report contains highlights of the accomplishments
of the many departments,boards, committees, and commissions that are responsible for 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 website at www lexingtonma.gov provides links to many other resources
including the websites for the schools and the Town Meeting Members Association. From the town
website, one can also find all budget documents as they are generated and the minutes of all committee
meetings, which provides valuable insight into the departments and committees. Meetings of the three
elected boards — Select Board, School Committee, and Planning Board— are covered by LexMedia,the
Towns Public,Educational,Governmental(PEG) access provider,and broadcast by all three of the Town's
cable television providers.LexMedia covers other town meetings and events as well. 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 town wide news email, or periodic emails and e-newsletters from specific departments and
boards/committees.Residents can also follow the Towns 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 special note, however, are the countless volunteer
hours provided by the citizens who make up Lexington's 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 for Lexington to be a well-managed Town.
Jill I. Hai, Chair
Douglas M.Lucente, Vice Chair
Joseph N. Pato
Suzanne E. Barry
Mark D. Sandeen
TOWN OF LEXINGTON 2021 ANNUAL REPORT 1
SELECT BOARD
Five members elected by the voters at large to overlapping F i s c a I R e s i I i e n cy
3-year terms: Jill Hai(Chair),Douglas Lucente (Vice-Chair), Despite the constantly changing landscape due to the
Joseph Pato, Suzanne Barry, and Mark Sandeen. In March COVID-19 pandemic, the Town ended FY21 in a strong
2021,Ms.Hai was re-elected to a 3-year term. financial position. Lexington has continued to see healthy
FY21 continued many of the challenges faced in FY20. real estate tax collections and strong growth in the residen-
The State of Emergency in the Commonwealth due to the tial property market. As in previous economic downturns,
outbreak of COVID-19,which was issued on March 10,2020, property tax collection rates were minimally affected, and as
continued through June 15, 2021. Special Town Meeting in in the past,they bounced back quickly.Other revenue sources
fall 2020 and the Annual Town Meeting in spring 2021 were generally followed proj ections.
both held virtually.All public meetings continued in a virtual Federal and state funding in response to COVID-19 has
format, accessible by the public using the application Zoom. also helped. In March 2020 the Federal Government ap-
Town celebrations and events were all either canceled or held proved the Coronavirus Aid, Relief, and Economic Security
virtually until mid-June 2021, when the State of Emergency (CARES) Act which provided $2,979,363 for Lexington
was lifted. While municipal services continued to operate, to cover unanticipated and emergency expenses resulting
and staff returned to staggered in-person work, on alternat- from the COVID-19 pandemic through December 3 l, 2020.
ing schedules to maintain social distancing, all municipal In addition, the CARES Act provided additional funding
buildings remained closed to the public throughout the fiscal through FEMA, education support through the Department
year. The Town used some of its COVID Recovery funds to of Elementary and Secondary Education(DESE),and various
ensure safe and continued operations and services for resi- other smaller-sized grants from other agencies.
dents. In part, those expenditures included: detailed HVAC In March 2021, the Federal Government passed the
testing and improved filtration for school and municipal American Rescue Plan Act (ARPA). Lexington expects to
buildings, specialized equipment and PPE for Emergency receive a direct ARPA allocation of$9,903,381 split into two
and First Responders, additional health department staf�ing blocks: The first distributed in June 2021 and the second in
for contract tracing,two drive-in testing events,home-bound july 2022 or later. These funds will be available for use for
vaccination services, IT equipment and software for remote eligible expenses through the end of December 2024. ARPA
work and virtual public meetings, including Town Meetings. funding is more flexible than CARES Act funding and can be
As FY21 came to a close, the Board looks to pivot again, used to support urgent COVID-19 response efforts, replace
perhaps to hybrid meetings while continuing to move toward lost revenue, support immediate economic stabilization for
re-engaging in person. households and businesses, and address systemic public
health and economic challenges.
, ,;� ���i��iii�oiia,,,iii�';, �cN� , ,�r�� . . .
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� to maintain the current Facility Condition Index(FCI).
visitor Center Opening Ceremony: Inspring2021townstaffandamemberoftheSelectBoard,School
I-r: Lexington Minute Men Member; Doug Lucente,Select Board Committee, and representatives from the finance committees
Vice-Chair;Joe Pato,Select Board Member;Jim Malloy,Town
Manager;.1ill Hai,Select Board Chair;Kelly Axtell,Deputy Town began developing a Capital Stabilization Funding Framework to
Manager;Suzie Barry,Select Board Member; Mark Sandeen, create a long-term,financially sustainable funding mechanism to
Select Board Member;Lexington Minute Men Member. provide dedicated funding for the Capital Stabilization Fund to
ensure that larger capital proj ects and future debt service do not
place an unmanageable burden on taxpayers.
(continued on next page)
TOWN OF LEXINGTON 2021 ANNUAL REPORT 3
SELECT BOARD (continued)
Aff o rd a b i I i ty f o r R e s i d e n ts sessions with each member attending an average of 6.2 ses-
The Select Board remains committed to minimizing the bur- sions,and 73%of the voting members attended every session.
den of property tax increases on residents. The most recent Participation at the 2021 Annual Town Meeting in March
budgets approved by Annual Town Meeting have not required and April was even better with 100% of inembers attending
a Proposition 21/2 operating override. at least one night, and 87% attended all seven nights of the
Property taxes are a maj or expense for many seniors. meeting.
Property tax deferrals can be a simple and inexpensive way With COVID-19 cases decreasing and immunization rates
for these seniors to tap into the equity of their homes without in Massachusetts reaching desired rates, the Governor lifted
the high upfront costs of a reverse mortgage or home equity COVID-19 restrictions in May 2021 and terminated the State
loan.Under state law,qualifying property owners who are age of Emergency, allowing public meetings to be held entirely
65 or older can choose to annually defer their property tax in person on June 15,2021.This action was met with consid-
until their home is sold or the owner dies without a surviving erable push-back as many communities were ill-prepared to
spouse. In Lexington, the property tax deferrals for FY21 resume in-person meetings and Lexingtons public meeting
accrue interest at the rate of 1.41%. facilities were not yet ready to host meetings. In response
In 2020, Annual Town Meeting approved two articles the legislature enacted Chapter 20 of the Acts of 2021 which
related to tax deferrals. The first article raised the income allows the continuation of fully remote public meetings
threshold for participation in this program from $75,000 to through April 2022. In addition, the legislature is exploring
$90,000.The State's Circuit Breaker limits is one set of indices legislation to allow broader use of virtual or hybrid meetings
that are adjusted annually for cost of living and which are used after the end of the pandemic.
by some communities for the tax deferral income threshold. H 0 U s i n g 0 p t i o n s
The second article authorized the Select Board to peti-
tion the le islature for special le islation which would allow Recognizing the challenges of accessible and affordable
g g housing options in Lexington, the Select Board convened a
Lexington to delay the change in interest rates associated
with tax deferrals upon the death of the homeowner. State joint meeting of the Lexington Housing Assistance Board
law requires that the interest rate increases to 16% immedi-
(LexHAB), the Lexington Housing Partnership Board, the
atel upon the death of a homeowner who does not have a Planning Board, the Capital Expenditures Committee, and
y the Appropriation Committee to discuss possible alternative
surviving spouse.The home-rule petition was granted by the
le islature as Chapter 351 of the Acts of 2020 and now pro- funding and operating models for creation of affordable hous-
g ing. One outcome of that discussion will be the formation of
vides Lexington residents with a 1-year grace period to allow
heirs a reasonable time to sell or conve the house and pa the a study committee charged by the Select Board to investigate
Y Y creation of an Affordable Housing Trust and/or Housing
deferred taxes plus interest before the rate is increased.
Development Corporation.
V i rt u a I To w n M e e t i n g s a n d The Select Board's Special Permit Residential Development
Town M eeti n g s (SPRD) Zoning Bylaw Amendment Ad Hoc Committee
continued its work to create incentives for creation of more
In response to COVID-19,all official public meetings during diverse housing stock.The 9-member committee was charged
FY21 were conducted remotely using Zoom virtual meeting with gathering stakeholder input, reviewing housing data,
technology. At the beginning of the pandemic only critical and drafting a statement of values to inform the drafting
meetings were held, but as it became clear that controlling of a zoning bylaw amendment and warrant article to either
the spread of COVID-19 by limiting in-person contact would revise or replace the current Special Permit Residential
persist,all town committees began to use the virtual meeting Development Zoning Bylaw The committee is now in its final
technology. In general, this has led to increased attendance stages of drafting and expects to bring a warrant article to
by committee members and members of the public. Further, Town Meeting in spring 2022. Data, drafts, and other docu-
the adoption of new features to provide live closed captioning ments are all available on the web page at www lexingtonma.
for the meetings has made the meetings more accessible for gov/special-permit-residential-development-zoning-by-
people with auditory disabilities. law-amendment-committee-sprd-ad-hoc, and the meetings
The fall Special Town Meetings held in October and are available on LexMedia on demand.
November were also better attended than most years. Over
95% of Town Meeting members attended during the seven (continued on next page)
4 TOWN OF LEXINGTON 2021 ANNUAL REPORT
SELECT BOARD (continued)
C e n t e r S t r e e t s c a p e Town Meeting 202 l, Article 45 to Amend Zoning Bylaw &
The design was finalized in summer 2020 and then put out Zoning Map-Hartwell Innovation Park was brought forward
to bid. The Center Streetscape Project is focused on: im- by the Planning Board, the first step in a multi-step process
proving pedestrian safety, accommodating bicycle traf�ic, for the Hartwell Innovation Park. The article was referred
making sidewalks and crosswalks more accessible and safer back to the Planning Board to consider appropriate zoning
for people with disabilities, and renewal of the mid-century bylaw language to reduce on-site fossil fuel combustion. The
modern landscape. Highlights of the project include: road- Select Board continues to explore strategies with respect to
way resurfacing, new roadway and pedestrian lighting, tree economic development and zoning initiatives in the Hartwell
replacements,a modular suspended pavement system and an Avenue/Bedford Street corridor.
irrigation system to enhance tree growth and health,sidewalk g e d f o r d S t r e e t/H a rtw e I I Av e n u e
replacement which will be fully ADA compliant, new bike C 0 m I e t e S t r e e t s 2 5°o D e s i Il
racks new seatin areas throu hout the ro'ect and addi- p / g
� g g p J �
tional bump-outs for added pedestrian safety.The bid for the Traffic issues in the Hartwell Avenue corridor are one of
proj ect was awarded in March 2021 to I.W.Harding of West the key concerns cited by residents and business owners. In
Bridgewater, MA. The Town has also hired the engineering January 2021 in response to the 2019 Special Town Meeting
firm Environmental Partners as the Resident Engineer for the Article 8 vote (139-13-3) appropriating $1.5M for the 25%
project. Communication with direct abutters and the com- design of the Bedford Street/Hartwell Avenue/Wood Street
munity is taking place through a variety of ineans including: Corridor, the Town hired VHB, Inc. an engineering and
weekly project emails, updates in town e-newsletters, a ded- planning firm,with Nelson Nygaard,a transportation system
icated page and updates on the Town's website, a dedicated planning firm as sub consultants, to develop 25% design
email and phone number, and direct one-on-one outreach. level plans for complete streets reconstruction that addresses
The project broke ground on April 28, 2021, and work will safety,traf�ic flow and pedestrian,bicycle,transit-alternative
continue for two construction seasons ending in 2022. The modes of transportation. The project includes robust public
Battle Green Streetscape Project will be brought to 100% engagement during the analysis, concept design, and design
design over the next year with construction targeted to begin conformation stages. The project culminates in a formal
once the main Center Streetscape Project is complete. The Massachusetts Department of Transportation public hearing
goal is to have both streetscape projects completed by fall targeted for early FY24. The Town Manager also formed the
2024 in anticipation of the 2025 town celebration. Hartwell Avenue 25% Design Working Group to work with
.
the Planning Department, Engineering Department and the
H a rtw e R e z o n i n g consultants on the proj ect.The working group began meeting
At Special Town Meeting 2020-2, Article 16 (citizen peti- in November 2020, and its membership consists of residents
tion) to Amend the Zoning Bylaw and Map-Hartwell Area who live in the surrounding neighborhoods and people who
passed by a vote of 137-33-2 and will allow for an increase in bike and/or work in the corridor along with a liaison from the
the height limit on buildings and will further allow density Select Board and the Planning Board.
through zoning changes in the Hartwell Avenue/Bedford M U Il I C I a I a n d S c h o o I B u i I d i n S
Street corridor. This will lead to increased dimensional op- p g
portunity(increase in allowed height)up to 115 feet;removal rne Board continues to address the issues of maintaining and
of Floor Area Ratio (FAR) and lot coverage requirements; improving town infrastructure.
and decrease in minimum lot size, lot frontage, side, and . rne new Visitors Center building is now fully operational,
rear setbacks. At Annual Town Meeting 2021, Article 44 to and the official ribbon cutting ceremony is scheduled for
Amend Zoning Bylaw Use and Regulations passed by a vote fall 2021.
of 147-0-4 and will amend the Zoning Bylaw to require best
practices town wide. This article includes a decrease in the ' rne Old Reservoir Bathhouse Renovation Project was
number of required loading bays; an increase in allowed approved at 2019 Annual Town Meeting with an appropri-
uses, which include: brewery, winery, distillery, cidery, and ation of$610,000. The bathhouse construction bids came
makerspace; Electrical vehicle (EV) charging stations and in higher than expected and over the appropriated amount.
infrastructure for newly created parking; increased bicycle Town staf�is reviewing the scope of the project and is ex-
parking and preferential rideshare parking; shared parking pected to make recommendations to the Select Board on
through a parking agreement and the addition of flex of�ice, next steps in fa112021.
brewpubs, clinical manufacturing, pharmaceutical contract (continued on next page)
manufacturing outsourcing in the definitions.Also at Annual
TOWN OF LEXINGTON 2021 ANNUAL REPORT 5
SELECT BOARD (continued)
• 2020 Annual Town Meeting approved $100K in design D i ve rs i ty, E q u i ty a n d I n c I u s i o n
funds for the Center Recreation Bathroom complex. At rne Select Board continued its commitment to ensuring that
2021 Annual Town Meeting,the Select Board recommend- Lexington is a safe, equitable, and just community for all. In
ed indefinite postponement of a warrant article requesting FY21 the following steps were taken toward furthering that goal:
$915K in construction funding to a future Town Meeting.
• Beginning with the FY22 budget,the Town added a munic-
• The Westview Cemetery Building Replacement Project was ipal position of Chief Equity Of�icer reporting to the Town
approved at 2020 Annual Town Meeting with an appropri- Manager.
ation of$3.29M.The Westview Cemetery construction bids
came in higher than expected and over the appropriated � In summer 2020, a national debate on policing emerged
amount. Town staff is reviewing the scope of the Westview in response to George Floyd's murder in Minnesota. In
Cemetery replacement project and is expected to make rec- September 2020, the Town held a panel discussion on
ommendations to the Select Board on next steps in fa112021. policing, moderated by a Diversity, Equity, and Inclusion
consultant from Equity and Expectations.The virtual event
• The Lexington Police Station Building Proj ect is in the was attended by over 200 residents and was broadcast live
design phase.A request to appropriate funds for construc- on LexMedia.
tion is expected to be on the 2022 Annual Town Meeting
warrant.It is expected that the Special Town Meeting 2021- � In October 2020, Special Town Meeting 2020-2 adopted
1 warrant will include a request to appropriate funds to Article 8, Systemic Racism Resolution (citizen petition).
modify the 173 Bedford Street facility so that facility can rnis article was a non-binding resolution to consider race
act as swing space for the Police Department during the and other equity impacts in all town decision and planning
construction of the new police station. processes.
• In regards to moving the Hosmer House located at 1557 • In October 2020, Town Counsel services were engaged,
Massachusetts Ave from its current location to allow con- led by former US Attorney Carmen Ortiz, to review all
struction of the new Lexington Police Station, the Select Police Department policies, practices, and procedures for
Board voted on February 25, 2021, after extensive review unintended bias or discriminatory language.This indepen-
of the all submitted bids in response to the RFP,to reissue dent review, commissioned by the Select Board and Town
another RFP in fa112021. Manager, included broad interviews with community
stakeholders. In May 2021,the final report of findings and
• The Select Board and School Committee authorized the recommendations was presented to the Select Board.
installation of 2.6 MW of solar energy systems at Hastings
Elementary School, Lexington Childrens Place, Diamond • In fall 2020, All Aces, Inc. was engaged to serve as a
Middle School, Clarke Middle School, Harrington Diversity, Inclusion, and Equity Transformation (DIET)
Elementary School,Bridge Elementary School,and Bowman partner.During this engagement,the Town worked with All
Elementary School. Construction is expected to be com- Aces to conduct an assessment,design strategic workshops
pleted in 2021. When completed,the solar installations will and training for community members and professional
enable Hastings School and Lexington Childrens Place to be staff, and create an action plan for long-term change. This
net zero schools.When combined with the Towns previous engagement included multiple training sessions for middle
solar installations, they will generate approximately 64% of managers of the municipal staff, the Select Board, and the
the Town's municipal and school electricity. community at large.
• Lexington High School-with severe overcrowding,outdated • Established a Core Team,made up of municipal staff,and a
building systems,and spaces that do not adequately support Citizen Advisory Council,made up of inembers from com-
the academic program,Lexington High School is in need of munity organizations and committees representing the di-
replacement or renovation and expansion. To that end, the versity of Lexingtons municipal workforce and population.
Superintendent, with the support of the School Committee rne Core Team of approximately 20 members reported to
and Select Board, submitted a Statement of Interest to the the Deputy Town Manager and advised the consultants
Massachusetts School Building Authority (MSBA) request- throughout the engagement.
ing state support for a future high school building project. . Created a centralized resource page on the town website for
Unfortunately, the MSBA did not approve funding for the links to all equity-related resources, discussion, and learn-
LHS project once again this year. The Superintendent with ing opportunities:LexingtonMA.gov/DEI.
the support of the School Committee and Select Board re-
submitted the Statement of Interest to MSBA. (continued on next page)
6 TOWN OF LEXINGTON 2021 ANNUAL REPORT
SELECT BOARD (continued)
• Joined both the Government Alliance on Race and Equity the police station.In March 2021 the Select Board tasked two
(GARE) and the National League of Cities (NLC) in order members of the Board,Mr. Pato and Mr.Lucente,with gath-
to take advantage of their collective Racial Equity resources. ering community feedback on the Police Station Project and
policing in Lexington. From mid-March through the end of
• Applied for the Metropolitan Area Planning Council June 2021 Mr.Pato and Mr.Lucente conducted focused small
(MAPC) Racial Equity Municipal Action Plan (REMAP)
group discussions(no more than six participants).
Program grant, but Lexington was not accepted into rne following questions were posed to all participants:
the program.
• If your group has taken part in [the Town Counsel and
• Added a standing Racial and Social Equity update item to Carmen Ortiz] outreach efforts, how well is this outreach
every regular Select Board meeting agenda. working-and working with your community in particular?
• Diversifying the volunteer committees was identified as a . What has your experience or that of inembers of your
high priority goal for the Select Board.The Select Board has community been in their interactions with the police
begun a review of the recruiting efforts for new members of department?
boards and committees to ensure diversity.
• Do you have concerns about the current police department
P o I i c e S t a t i o n P r o j e c t a n d operations that might impact how a new police station
Policing in Lexington is built?
The Lexington Police Station,which was built in 1955,is now • Any other thoughts you might want to share about policing
too small and in poor condition for providing its primary in Lexington?
services and is overdue for replacement. In 2011 the Town
commissioned a study reviewing the state of the facility and rney received a wide range of responses and suggestions
the need for a modern replacement.In 2013,the ad-hoc town from the community on both proceeding with the police
wide Facilities Master Planning Committee formally recom- station construction project and policing in Lexington.
mended advancing replacement of public safety facilities as Overall, 33 groups were contacted, 22 engaged in the infor-
the highest priority municipal facility projects. mal but structured dialog, including two town committees,
In 2016, Town Meeting appropriated funding for a feasi- the Commission on Disabilities and the Human Rights
bility study to replace the police station and in 2018, design Committee.In addition to meetings with the af�inity groups,
funding was appropriated for rebuilding the station at its any individuals wishing to communicate in private were
current location. given the opportunity to meet with the two members of the
In 2020,a national debate on policing emerged in response Board or share feedback via email. Overall, an additional
to George Floyd's murder in Minnesota.With this debate,the eight individual meetings were held with residents and 34
Select Board chose to pause further funding and additional substantive email submissions from residents were made with
design development to allow the Lexington community to feedback to consider.To elicit honest and candid feedback,all
have additional comprehensive conversations about the fu- participants were informed that their individual comments
ture of policing. would not be made public and that any specific interactions
In parallel to the larger public meetings on policing and the described would be generalized to avoid identification.
review of police policies by Town Counsel, the Select Board A final 2-part report on Community Feedback on Police
committed to engaging with a cross-section of cultural,civic, Station Project and Policing in Lexington will be presented
and community organizations to better understand local per- by Mr. Pato and Mr. Lucente to the entire Select Board and
spectives on policing and,in particular,on plans for replacing community in summer and fa112021.
TOWN OF LEXINGTON 2021 ANNUAL REPORT 7
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REPORT TO THE
2022 ANNUAL TOWN MEETING
Select Board:
jill I. Hai, Chair; Douglas M. Lucente, Vice-Chair,
Joseph N. Pato, Suzanne E. Barry, Mark D. Sandeen
Kim Katzenback, Executive Clerk
Tab1e of Contents
Message from the Select Board Page 1
Another Unpredictable Year Page 2
American Rescue Plan Act (ARPA) Page 2
New Capital Stabilization Funding Framework Page 3
Social Racial Equity Initiatives Page 4
Municipal8� School Building Projects Page 5
Update on recent Home Rule Petitions Page 7
2025: The 250th Anniversary of the Battle of Lexington Page 8
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March 2022
Message from the Select Board
The Select Board has prepared this written report to Annual Town Meeting 2022 under Article 2. This
report contains an update to Town Meeting on the status of several topics the Board f elt would be of
interest to Town Meeting Members. These topics include: the Town's American Rescue Plan Act (ARPA)
initiatives and other municipal finance initiatives, continuing efforts to move forward with our Social
Racial Equity Initiatives, an update on Municipal Building Projects, an update on the status of recent
actions at Town Meeting regarding Home Rule Petitions and the progress on the Semiquincentennial
(250th) 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 conversation or meeting.
• Jill Hai, Chair: jhai@lexin tonma.�
,
• Doug Lucente,Vice-Chair: dlucente@lexin�tonma.�ov
• joe Pato: ipato@lexin�tonma. o�v
n
• Suzie Barry: s�@lexin tonma.�
• Mark Sandeen: msandeen@lexin�tonma.�ov
Respectfully submitted,
Lexington Select Board
Jill I. Hai, Chair
Douglas M. Lucente, Vice-Chair
Joseph N. Pato
Suzanne E. Barry
Mark D. Sandeen
1
Another Unpredictable Year
2021 began with the distribution of vaccines and hope for a return to a more pre-pandemic status. By the
beginning of Fiscal Year `22 in July, municipal staff returned to a staggered in-person work schedule.
Lexington had a very high vaccination participation rate and,by September,over 90% of eligible residents
had received at least one shot. However, as first Delta and then Omicron surged and the case count in
town hit unprecedented levels, the Select Board joined the Board of Health in issuing a mask mandate,
municipal committees continued to meet remotely, and the Select Board and Town Moderator agreed to
once again hold Special Town Meeting remotely. We were able to grant permits f or some outdoor events
throughout the f all,including a Veteran's Day Car Parade and Re-Discovery Day.
Municipal buildings re-opened to the public July 15, 2021 and as we pass the second anniversary of the
pandemic,we look f orward to the return of many of our treasured community events,including Patriots'
Day celebrations,f or the f irst time since 2019. Legislation to extend remote public meetings authorization,
f ollowing the expiration of the COVID-19 State of Emergency, remains in eff ect through Ju1y 15, 2022,
allowing a thoughtful transition to hybrid meetings,as we work to retain the best of what we have learned
about remote access providing increased access and inclusion.
This was another year which posed great challenges, and we are gratef ul to the entire municipal staf f f or
their adaptability, perseverance and commitment, of ten on the f ront lines of COVID-19. We also
remember those Lexington residents lost, and all residents who suffered losses, may their memory be a
blessing to those they left behind.
American Rescue Plan Act (ARPA)
American Rescue Plan Act(ARPA) Funding
The American Rescue Plan Act of 2021 (ARPA) was passed by the federal government to support
communities across the country in responding to and recovering from the COVID-19 pandemic. Federal
funds from ARPA are intended to address the negative health and economic impacts caused by the
pandemic. Lexington is receiving $9,903,381 in ARPA funding. The allocation for Lexington, which is
distributed through the Massachusetts Department of Revenue, is based on the Town population.
ARPA Obj ectives and Eligible Uses:
ARPA f unding is available f or use until the end of 2024. The f ederal government has outlined the primary
objectives for the use of these funds:
• Support urgent COVID-19 response efforts to continue to decrease spread of the virus and bring
the pandemic under control
• Replace lost revenue for eligible state, local, territorial, and Tribal governments to strengthen
support for vital public services and help retain jobs
• Support immediate economic stabilization f or households and businesses
• Address systemic public health and economic challenges that have contributed to the unequal
impact of the pandemic.
• Provide premium pay for essential workers - offering additional support to those who have and
will bear the greatest health risks because of their service in critical inf rastructure sectors
• Invest in water,sewer,and broadband infrastructure-making necessary investments to improve
access to clean drinking water, support vital wastewater and stormwater infrastructure, and to
expand access to broadband internet:
The federal government specifically noted uses of funds that are NOT eligible such as: contributions to
Pension Fund; contributions or replenishment of reserves or 'rainy day' funds; direct or indirect
application of f unds to reduce tax revenues/ tax rate; Payments f or legal settlements; payments f or debt
service; general inf rastructure spending (above amount identif ied as lost revenue).
2
Select Board Priorities for ARPA Spending
For the current year, the Select Board has set the priorities f or ARPA spending in areas that address the
immediate needs of our residents and businesses.Specifically,the Select Board identified needs of housing,
f ood insecurity,public health and saf ety and economic stimulus and resiliency f or our community
Additionally, the Select Board is seeking to set aside a portion of the ARPA funds for an inclusive and
public participatory budgeting process.
Approved ARPA Spending:
To date, the Select Board approved using$1,190,000 in ARPA funds in the following areas:
• Public Health including: $100,000 for ongoing support for the Public Health Office; $175,000 for
community Covid Testing Events; $25,000 f or purchasing of N95 masks and rapid at home tests.
• Affordable Housing including: $115,000 for design work on the LexHAB Vine Street project;
$315,000 for a down payment on affordable housing units; $20,000 to assist in the development of
an Affordable Housing Trust.
• Economic Development including: $250,000 in local business grants for businesses that have been
impacted by COVID; $50,000 f or Arts and Cultural organizations that have been impacted by
COVID.
• Human Services including: $90,000 for: Mental health clinician services; $50,000 for local food
insecurity programs.
Next Phase f or ARPA Spending
The Select Board will continue to prioritize addressing the urgent needs of the community and will be
working with the Town Manager to determine how the remainder of the Town's ARPA f unds should be
allocated. Additionally,we will be further exploring a proposed participatory budgeting component that
would provide an opportunity for residents to weigh in on how a portion of the funds may be used.
New Capital Stabilization Funding Framework
In November 2022 the Select Board approved a new Capital Stabilization Funding Framework as proposed
by the Town Manager and in collaboration with both the Appropriation Committee and the Capital
Expenditures Committee. In anticipation of the need for a Lexington High School construction project,the
largest capital project the Town of Lexington has ever seen,we sought a long-term,financially sustainable
f unding mechanism to provide dedicated f unding f or the Capital Stabilization Fund (CSF). This is meant
to ensure that larger capital projects and future debt service do not place an unmanageable burden on
taxpayers.
The framework recognizes the effort by the Town of Lexington to simultaneously identify and attract
opportunities f or commercial development, and accommodate the substantial need f or capital project
funding. Rather than having "New Growth," from significant commercial developments be allocated
between the Town and School departments via the Revenue Allocation Model,any additional incremental
property tax revenue generated from new commercial developments shall be dedicated and annually
appropriated to the CSF. Included commercial developments are those which go through the Preliminary
Site Development and Use Plan (PSDUP) process and have an approved project Memorandum of
Understanding to create a Planned Development District; as well as those developed through the zoning
changes approved at the 2020 Special Annual Town Meeting f or the Hartwell Avenue area.
3
Social Racial Equity Initiatives
The Select Board recognizes that social and racial injustice has deep roots.The Board has made a proactive
and ongoing commitment to engage in comprehensive and ongoing community conversations to better
understand community needs and to consider diversity, equity, and inclusion in policies and plans, all
with the goal of making Lexington a truly equitable community f or all.
While the Select Board was already f ocused on diversity, equity, and inclusion, in 2020 a national debate
on policing emerged as a result of George Floyd's murder in Minnesota.
In response, the Town held several public meetings where residents could voice their recommendations
and concerns. The Town also hired All ACES to engage with Town staff, the Select Board, and the
community at large over the course of several months with the goal of raising awareness and developing
capabilities to advance racial equity in Lexington.
In addition, two members of the Lexington Select Board held meetings with a wide cross-section of
cultural, civic, and community organizations f rom March through June 2021, to better understand local
perspectives on policing and replacing the police station.
Community members participating in these conversations were generally supportive of the Lexington
Police Department. Nonetheless, some community members expressed direct concerns and discussed
negative experiences. Whi1e none of the participants f e1t there were broad underlying problems, some
clear specif ic issues were identif ied f or consideration and are explored in more detail in the Select Board
re�ort on community f eedback on�olicin�in Lexin�ton.
The Town also commissioned Lexington's Town Counsel(Anderson 8�Kreiger LLP)to review Lexington's
Police Department policies f or any unintended bias or discriminatory policies. That review was led by
Carmen Ortiz, a former United States Attorney for the District of Massachusetts. The Police Department
has completed implementation of 23 of the 32 policy change recommendations outlined in the report and
is in the process of implementing the remaining 9 policy change recommendations. The Police Chief has
also expressed the department's commitment to implementing the recommendations of the report and to
continuous and ongoing improvement in this area.
Town Meeting unanimously adopted Warrant Article 8 Systemic Racism Resolution during STM 2020-2.
The Select Board has adopted Diversity, Equity 8� Inclusion as one of its top priority goals, including a
commitment to develop and implement a comprehensive racial equity plan, consider racial and other
equity impacts in all decisions and planning processes, and incorporate the goals of Town Meeting's
systemic racism resolution in each department's goals and objectives. The Select Board recognizes that
accomplishing these goals will require an ongoing staffing and budgetary commitment to continuous
improvement.
The Town of Lexington hired a Chief Equity Officer in July 2021 to lead the ToWn in achieving these goals
while prioritizing community engagement. The Chief Equity Officer is currently actively focused on
expanding the applicant pool for Town staff positions,with the goal of hiring and retaining staff of diverse
backgrounds and identities. The Chief Equity Officer has also begun a series of community engagement
and communication initiatives including:
• Forming the Strategic Equity Advisory Team (SEAT) with representatives from as many
communities as possible,
• Participating on the COVID-19 effects on persons with disabilities working group in consultation
with the Human Rights Committee and the Commission on Disability, and
• Launching the Coffee with the [Police] Chief program to foster better understanding and
communications between the community and the Police Department.
4
Municipal 8� School Buildings
The Board continues to address the issues of maintaining and improving our municipal and school
building infrastructure. The following is the current status of Lexington's building projects.
Westview Cemetery Administration Building
Start Date: Construction contract is anticipated to be awarded in April 2022
Estimated Proj ect Completion Date:Early CY 2023
Proj ect Budget: $4,330,000
Funding:ATM 2017-Article 120/ATM 2020-Article 16k/ STM 2021-1 Article 7
Design funding of $270,000 was approved at ATM 2017. Initial construction funding of $3,290,000 was
approved at ATM 2020 under Article 16k. Initial construction bids came in higher than the appropriated
amount. As a result, Town Meeting approved additional construction funding of$770,000 at STM 2021-1
under Article 7. The second round of construction bids have come in within the updated project budget.
The Department of Public Facilities expects construction to begin in Spring 2022 with project completion
in early 2023.
Lexington Police Station
Status: Construction Documents under development.
Estimated Proj ect Completion Date:TBD Pending Town Meeting approval
Proj ect Budget: Currently$2,117,622 has been appropriated thru Construction Documents
Funding:ATM 2018-Article 14/ STM 2021-1 Article 5a/[Pending STM 2022-1 Article 2 approval]
All members of the Select Board believe that the police station building needs to be replaced. The Select
Board determined that the new Lexington Police Station will be located at 1575 Massachusetts Avenue in
March of 2020. In October 2020 and March 2021, the Select Board paused funding and additional design
work on the police station project until the community conversations about the future of policing were
completed. Those community conversations on the future of Policing concluded June 2021. The Select
Board reviewed those findings and approved moving forward with the Police Station design based on a
revised Police Station design which incorporates additional space to provide the flexibility needed to
accommodate anticipated changes in policing.
Lexington Police Station Swing Space Construction
Proj ect Start Date:April 2022
Estimated Proj ect Completion Date:September 2022
Proj ect Budget: $615,000
Funding:STM 2021-1 Article 5b
Special Town Meeting 2021-1 authorized funds to modify the 173 Bedford Street f acility so that f acility can
act as swing space f or the Police Department during the construction of the new Police Station. The
contractor was selected and kickoff ineetings took place in March 2022.
Hosmer House
Appropriation: $50,000
Funding:STM1 2018-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 Hammond A. Hosmer house, located at 1557 Massachusetts Ave. A committee was
f ormed with representatives of the Select Board,Permanent Building Committee,Historical Commission,
Historic Districts Commission (HDC), Public Facilities Department and the Architectural firm LDa. After
reviewing the recommendations of that committee,the Board felt strongly that the Hosmer House should
5
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 f or an appropriation of $25,000 f or LexHAB to
complete a f easibility study to reuse the house as aff ordable housing at Vine Street. That motion was not
approved by Town Meeting.
The Town Manager issued a request f or proposals (RFP) in July 2020 f or the house to be moved and/or
acquired, and received one qualifying bid. After extensive review and evaluation, the Select Board
determined at their February 8,2021 meeting that the bid did not meet the objectives of the RFP.The Select
Board 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.There were no responses to this RFP.The Select Board voted on January 24,2022 to authorize
the Town Manager to begin a Section 5C demolition permit request to the HDC.The HDC voted on March
3, 2022 to deny the demolition permit request.
The Town Manager is continuing to look f or other locations to move the Hosmer House prior to
commencement of the Police Station construction project.
Lexington Fire Department Headquarters
Construction Start Date:November 2018
Proj ect Completion Date: October 2020
Proj ect Budget: $19,943,700
Funding:STM 1 2017-Article 2/STM 4 2017-Article 4/ATM 2018-Article 13
The Town issued an RFP to install a solar energy system on the roof of the Fire Station and has entered
into a contract with a solar energy company to complete that installation.
01d Reservoir Bath House Renovation
Appropriation: $620,000
Funding:ATM 2019-Article 14g
All bids received by the Town exceeded the appropriation approved by Town Meeting. The Department
of Public Facilities and Recreation Department staff have proposed installing a prefab facility to lower
overall project costs. DPF staff are evaluating procurement alternatives required to complete the project.
Center Bathroom &Maintenance Building Renovation
Appropriation: $100,000
Funding:ATM 2020-Article 16b/ ATM 2021-Article 16g/ ATM 2022-Article 10e
2020 Annual Town Meeting approved$100,000 in design and engineering f unds f or the Center Bathroom
building renovation project.At the 2021 Annual Town Meeting,the Select Board recommended indefinite
postponement of warrant article 16g requesting $915,000 in construction funding to a future Town
Meeting. 2022 ATM will consider whether to approve warrant article 10e requesting $915,000 in f unding
f or this proj ect.
Lexington High School Feasibility Study
Funding:ATM 2021-Article 24 IP'd/[Pending STM 2022-2 Article 2 ($1,825,000) approval]
The Superintendent,with support of the School Committee and Board of Selectmen,submitted a Statement
of Interest (SOI) to the Massachusetts School Building Authority (MSBA) on March 17, 2019, requesting
6
state support for a high school building project. The MSBA did not invite Lexington to participate in
December 2019 and again did not invite Lexington to participate in March 2021.
The MSBA did invite Lexington's SOI f or the Lexington High School to participate into the MSBA's
eligibility period in March 2022.The Town's Eligibility Period will commence on June 1,2022 and conclude
on February 27,2023. During this time,the Town must complete the preliminary requirements defined by
the MSBA. Invitation into the Eligibility Period is not an invitation to Feasibility Study. Moving forward
in the MSBA's process requires collaboration with the MSBA, and an invitation to Feasibility Study will
require a further vote of the MSBA Board of Directors.
The 270-day eligibility period begins the MSBA approval process with a definitive schedule for the
completion of preliminary requirements, assisting with the determination of f inancial and community
readiness, and identifying needs for planning and budgeting. Successful completion of all activities in the
Eligibility Period will allow the Town to be eligible f or an MSBA invitation to Feasibility Study.
Update on recent Home Rule Petitions
There are f our home rule petition requests approved at recent Town Meetings that remain under
consideration by the legislature.No final action has been taken by the legislature on any of these petitions.
• STM 2020-2:Article 6-Authorize Special Legislation Development Surcharge for Community
Housing (Citizen Petition)
Bill H.4314 (male�islature.�ov) An Act authorizing a development surcharge f or community
housing in the town of Lexington
Status: Ref erred to Joint Committee on Municipalities and Regional Government. Reporting date
extended to Wednesday March 16, 2022.
• ATM 2021:Article 26 -Petition General Court to Amend Legislation Regarding Permanent
Transportation Funding
Bill H.3892 (male�islature.�ov) An Act authorizing the town of Lexington to establish transit
improvement districts
Status: Ref erred to Joint Committee on Transportation
Reporting date extended to Friday March 25,2022,pending concurrence
• ATM 2021:Article 29- Clean Heat-Authorize Special Legislation to Regulate Fossil Fuel
Infrastructure and Adopt Bylaw Amendment Enabling Legislation
Bill H.3893 (m�islature. o�v�An Act authorizing the town of Lexington to adopt and enf orce
local regulations restricting new fossil fuel infrastructure in certain construction
Status: Ref erred to Joint Committee on Telecommunications,Utilities and Energy
Reporting date extended to Monday May 2, 2022
• ATM 2021:Article 36 -Authorize Special Legislation-Development Surcharge for Affordable
Housing (Citizen Petition)
7
Bill H.3891 (m�islature.�ov� An Act to establish a surcharge on specif ic commercial
development activities f or the purpose of f unding the creation of community housing
Status: Ref erred to the committee on Housing,reported f avorably on February 2022. Pending
f urther action.
2025: The 250th Anniversary of the Battle of Lexington
In the Spring of 2021,the Select Board appointed the f ollowing members to the Semiquincentennial
Commission (Lex 250) the official Town entity dedicated to helping the Town of Lexington plan events
f or the 250th Anniversary of the Battle of Lexington in 2025: Suzanne Barry (Select Board Member),
Stephen Cole,Jr. (Community Representative),Steven Conners (Reenactment Community), Barry Cunha
(Local Business Representative), Bebe Fallick (Tourism Committee Representative), Cerise Jalelian (Town
Celebrations Committee Representative),Julie O'Leary (Civic Representative),Paul O'Shaughnessy
(Historical Organization Representative), Monami Roy (Community Representative),Sara Sadeghi
(Lexington Public Schools Representative),Jillian Tung (Music 8�Arts Representative).
The Commission held their first meeting in June of 2021 to review their charge,committee structure,
important upcoming dates in the years ahead, local, state and f ederal eff orts to date and begin the
planning process. The Commission is currently meeting twice per month and working on a video, a
logo, getting working groups set up and a schedule of events.
Select Board Member Suzie Barry continues to work with representatives from the Towns of Concord,
Lincoln, Bedford,Arlington and representatives from Minuteman National Historical Park and Hanscom
Field to share inf ormation regarding events that may be planned in the Battle Road Communities in 2025.
Ms. Barry was also appointed by the Select Board as Lexington's representative to the Commonwealth's
Special Commission on the 250th Anniversary of the American Revolution.
There will be ample opportunities f or 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 f or
updates.
8
Select Board Message Jill
Fiscal Resiliency Joe
Affordability for Residents Mark
Virtual town meetings and Town Meetings Joe
Housing Options Jill
Center Streetscape Suzie
Hartwell Rezoning Suzie
Bedford Street/Hartwell Avene Suzie
Municipal and School Buildings Mark
Diversity Equity Inclusion Doug
Police Station Proj ect and Policing in Lexington
Dou
Select Board Report to 2022 Annual Town Meeting Scribe
Messa e from the Select Board Jill
Another Un redictable Year Jill
ARPA D ou
New Ca ital Stabilization Fundin Framework Dou
Social Racial E uit Initiative Mark
Munici al & School Buildin Pro�ects Mark
U date on Home Rule Petitions Joe
2025: The 250th Aniversa of the Battle of Lexin ton Suzie