HomeMy WebLinkAbout1999-03-24- 2020 Vision Initiating Committee ReportLEXINGTON
2020
Vision
Initiating Committee Report to the Lexington Board of Selectmen,
School Committee and Planning Board
March 24, 1999
Report from the Initiating Committee for the Strategic Goal Setting Process
Introduction
The Initiating Committee, a jointly appointed committee of the Board of Selectmen, in consultation
with the School Committee and Planning Board, has successfully completed its charge. The
Initiating Committee's work represents the first steps of Lexington's strategic goal- setting process
which will ultimately yield a set of action plans and strategies intended to engage citizens in
creating a vision for the direction of Lexington over the next twenty years.
The initiation of the Strategic Goal Setting Process in Lexington builds upon past efforts that laid
the groundwork for strategic goal setting. Four or so years ago, the town conducted a series of
focus groups, community conversations and a survey to involve residents in a dialogue about
Lexington. While the town had not developed a mechanism to take strategic planning beyond these
early stages at that time, those efforts represent critical building blocks in the Strategic Goal Setting
Process.
Strategic goal- setting refers to a comprehensive community -wide long -range planning effort. The
strategies and action plans produced from this process will be the result of engaging individuals
who represent all segments of the community and gathering input from them on a variety of town -
related issues such as financial policies, land use, school matters, capital investment, economic
development, infrastructure investment, senior citizen program involvement, service delivery issues,
and other issues. The process specifically targets inclusion of those individuals who are not
regularly active in the governance of the town. Once these discussions have occurred, the opinions,
dreams, goals and visions of Lexington's residents identified through the process will be
transformed into plans, programs, and projects to be implemented by the professional staff and town
boards and committees.
Charge to the Initiating Committee
The Initiating Committee's responsibility was to review past efforts and incorporate them, as
necessary, to develop the foundation for the community -based strategic goal- setting process. There
are four basic objectives to the Charge:
1. to develop a work plan and present public progress reports;
2. to frame and provide context to the strategic planning effort, including the preliminary
identification of the key planning components and issues to be explored and analyzed;
3. to develop criteria and process for selecting members of the Steering Committee and
Stakeholders Group; and
4. to develop the methodology for the strategic planning process, and a detailed step by
step description of the process for approval by the Board of Selectmen.
Committee procedure and principal decisions.
The Initiating Committee consisted of a combination of eleven community leaders and individuals
from the community who add value to the strategic planning process (Attachment A). They met an
average of two times per month during the period between October 16, 1998 to March 5, 1999. The
Initiating Committee split into two subcommittees: the Citizen Participation Subcommittee and the
Process Design Subcommittee. Each of these Subcommittees met outside of normal committee
meeting times, in the early morning, evenings, and weekends. A third subcommittee was later
formed to oversee a Request for Proposal process for the recruitment of qualified consultant
candidates. On one occasion, the Director of Planning for Lexington, Robert Bowyer, presented the
Initiating Committee with an overview of informational resources available through the planning
office.
The principal decisions made by the committee during that period are reported below:
Name of the effort. The Initiating Committee decided to name the strategic goal- setting effort
"Lexington 20/20 Vision ".
Community participation. The goal of the Citizen Participation Subcommittee was to inform and
invite participation from a broad group of residents who adequately reflect the community's
interests and perspectives. The Initiating Committee agreed that the primary form of citizen
recruitment would be via letter and survey, newspaper advertisements and the direct solicitation of
volunteers. This Subcommittee's letter and survey was distributed to every household in Lexington
(Attachment E). The response to this town -wide mailing was extremely positive. Members of this
Subcommittee also met to study and analyze over 200 responses received (Attachment F). The
Initiating Committee continued its community participation recruitment with two successive
announcements in the Lexington Minuteman newspaper inviting all interested persons.
Process design. The Initiating Committee agreed that the goal- setting process would follow a
determined sequence of activities based on a specific process. The Process Design Subcommittee
was charged with the task of designing a process of concrete steps that will reach the desired
outcome of the community effort. The Initiating Committee approved the process design flow chart
included in the attachments to this report (Attachment C). It provides a recommended schedule that
specifically details each phase of the process. The Initiating Committee expects that the process
will be complete within the period of 12 — 18 months (Attachment D).
Consultant services. The Initiating Committee agreed that the hiring of a consultant would be
essential to the success of the strategic goal setting effort. The consultant will provide expert
insights and guidance to the process and time frame. A Request for Proposals was sent to fourteen
consultants, five of whom submitted proposals on or before the March 12, 1999 deadline. The
Initiating Committee expects to conduct interviews on Saturday, March 27 and initiate consultant
services in early April.
Project Manager. The Initiating Committee agreed that there would be a Project Manager to
facilitate the ongoing operations of the effort. The Town Manager has assigned Ms. Candy
McLaughlin to serve as the manager of this process. Among other responsibilities, Ms. McLaughlin
will provide administrative management and resource referral, act as point person for information,
work directly with the Steering Committee and the consultant, and oversee project finances.
Steering Committee. The Initiating Committee recommends that the Steering Committee be
composed of the existing members of the Initiating Committee who indicated a willingness to
continue to serve and 3 -5 additional persons who represent Lexington's business and other interests
(Attachment G). The basic charge of the Steering Committee is to make the process work
(Attachment H).
The Initiating Committee agreed to create two layers of visioning groups: the Stakeholders Group
and a series of "Expert" Subcommittees. The Steering Committee, with the assistance of both the
Consultant and the Project Manager, will provide guidance for both of these visioning groups
(Attachment K).
Stakeholder Group. The Initiating Committee agreed that the Stakeholder Group would work
throughout the life of the process. The size and formation of the group will not occur until after the
consultant has been hired. Participation will primarily be drawn from those who filled out response
forms to the town -wide mailing. Additional candidates may be recruited from existing community
groups with identifiable interests. This Committee will exist throughout the life of the project and is
responsible for providing feedback on the issue -based task force "green papers" (an environmental
scan, profile and vision statement for a particular issue), and for formulating these papers into the
final vision report or "white paper ". This Committee is responsible for analyzing the issue -based
task force "green papers" and for formulating the papers into the final vision report.
"Expert" Subcommittees. The Initiating Committee agreed that these expert subcommittees or
issue -based task forces would meet for short periods to discuss a specific topic. Each group will
produce a "Green Paper" which the Stakeholder Committee must approve for use in the final
visioning document. The papers will focus on Lexington's strengths, weaknesses, opportunities and
challenges as they pertain to each subcommittee's respective issue. After the group's complete
discussion of an issue, the Steering Committee will have the opportunity to re- categorize the groups
to reflect new or changing issues.
Attachments
Attachment
Attachment
Attachment
Attachment
Attachment
Attachment
Attachment
Attachment
Attachment
Attachment
A,
B,
C,
D,
E,
F,
G,
H,
I,
J,
List of Initiating Committee members
Short -term timeline of next steps
Process Design Flow Chart
Task diagrams
Original letter and questionnaire used for town -wide mailing
Analysis of survey results
Recommended list of Steering Committee membership
Steering Committee Job Description
Lexington Planning Resources
Organizational Chart
The complete list of respondents for the town -wide mailing is available for review in the Town
Manager's Office, along with the minutes of Initiating Committee meetings.
Initiating Committee Membership
Charles Benson
Helen Cohen
Clark Cowen
Robin DiGiammarino
Peter Enrich
Alan Lazarus
Peter Lee
Fred Merrill
Peggy Perry
Marjorie Platt
Fernando Quezada, Chair
ATTACHMENT B
STRATEGIC PLANNING SHORT -TERM
TENTATIVE TIMELINE
WRITTEN REPORT /PRESENTATION TO SELECTMEN
• Formulation of Outline for Initiating Committee (IC) Report
• Development of first draft of written report
• Review of draft by IC Members
• Development /distribution of final draft of written report
• Multi -Board meeting for presentation of report by IC members
CONSULTANT SELECTION
• Deadline for submission of proposals
• Transitional SC review of proposals
• Transitional SC narrowing of field of consultants — select for
presentation
• Transitional Steering Committee (SC) hears
presentations /interviews and narrows field of consultants
• SC evaluates and selects a consultant
• Negotiation process with SC and selected consultant
• Consultant officially hired
SC /CONSULTANT NEXT STEPS
• Formal structuring of process and events of Summer 1999
• Kickoff meeting with Stakeholder's Group (SHG) /all participants
• SHG meeting to formalize Working Groups
• Commencement of Working Group meetings
March 5
March 8 — March 17
March 17 — March 19
March 19 — March 24
March 24, 7:00 p.m.
March 12
March 13 — March 18
March 19
March 27
March 27
March 29 — April
April 1
Early/Mid April
Beginning of May
End of May
June /July
09/08/14
G:strategic planning /planning process.doc
ATTACHMENT C
TOWN OF LEXINGTON STRATEGIC PLANNING PROCESS (DRAFT)
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Townwide Review of Draft Lexington
Vision Plan
•Review with town officials and boards
•Distribution townwide
•Townwide Open Forum #3 (draft "Lexingt
Vision Plan" review)
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Task 10: Prepare Draft "Lexington Vision Plan
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1. Subcommittees will be provided with a specific agenda and schedule with discrete and manageable tasks.
2. Subcommittees are comprised of "experts" in their area of concern and should be broadly representative.
3. Subcommittee chairperson will recruit membership for their subcommittee and interact with Steering Committee.
4. A tangible product results from each Task in concise written form.
CAPITAL
PEOPLE
LAND
LEXINGTON 2020 VISION
COMMUNITY MODEL
L
EDUCATION
TOWN MANAGEMENT
TOWN SERVICES
DifflASTRUCIDRE
C
anzEIBT4BARmffElBusivassEslagoRsa4uPs
ATTACHMENT D
DNM tlm+. Needed:
Key MS.LIu.
Key Chamet.K.tic.
Cie
rocess for Green Paper Review
)mm ttee
)rmations
Draft
Position
STAKE
HOLDERS
Issues
Revised
Position
Comments
Recommendations
rrO
EXINGTON
Q012I0
ATTACHMENT E
ISIQN January 5, 1999
Dear Lexington Citizen,
How's your vision?
Would you bite to help shape the future of Lexington as it confronts the
changes and challenges of the new century? This is your invitation to join other
residents and play an important role in a new town undertaking - a process of
visioning and long range planning. Our committee was appointed by the Board of
Selectmen to initiate this process.
We need your help in this vital undertaking, whether or not you have been
a regular participant in town affairs. Similar efforts in other communities suggest
that successful goal setting comes from citizens of the town, rather than town
officials. The opinions, goals, and visions of the whole community, representing
different age groups, backgrounds and perspectives, must be reflected in future
plans and projects, both to express our diversity and to build our shared future.
The first steps in this process have already been taken. A series of focus
groups, community conversations, and finally a survey identified shared values in
the community, among them quality of education, public safety, preservation of
open space, and affordability. The next step is to identify the key challenges
facing the town over the next 20 years, and to suggest strategies, based on the
shared values, for facing those challenges.
We are presently recruiting individuals to play a variety of roles in this
process over the next 12 -18 months. We expect to establish a number of working
groups to explore such topics as land use and development, the future direction of
education, the needs of an aging population, and town finances. In addition, there
will be a diverse, representative stakeholders group which will meet periodically
throughout the process to generate ideas, monitor progress, and serve as a
sounding board. There will be opportunities for full term or short term
participation in the process for everyone who responds.
We anticipate that this will be an exciting and enriching endeavor. If you
would lilte to participate, please return the enclosed form by January 22. We very
much look forward to hearing from you.
Sincerely,
Fernando Quezada, Chair
On behalf of the Initiating Committee
viii
//
LEXI NGTON
Q011I��
VisioN
1. NAME(S):
2. ADDRESS:
3. TELEPHONE:
4. Age group: (circle)
ATTACHMENT E
14-18
19-25
5. Household makeup: (circle) Adults: One
Children: Preschool
6. Number of years as a Lexington resident:
7. Occupation:
8. Lexington activities and organizations you have participated in:
9. Areas of special interest to you:
10. Are there any special skills that you could bring to the process?
26-40
Two
School Age
41 -60
Three or more
Adult
11. Are there ways in which you would contribute to the diverse nature of the group?
12. Would you be interested in playing a role in the entire
process or would you prefer a shorter team project? (circle)
13. About how much time monthly can
you devote to this process? (circle)
14. Any additional questions or comments:
1 -2 hours
Thank you. Please retum this form via mail or fax by January 22, 1999.
Address: Lexington 20120 Vision
Town Manager's Office
1625 Mass. Ave.
Lexington, MA 02420
Entire Process
(12 -18 months)
5 hours
60 +
None
Shorter Tenn
(2-3 months)
10 hours
Fax: (781) 861 -2921
Attention: Initiating Committee
Contacts: Beth Anne Sobieszczyk, Michael Baker
Phone: (781) 862 -0500 x278, x297
E -Mail: basobie@ci.lexingtonma.us
RESIDENT RESPONSES
as of 1/28/98
ZIP CODE
02420
02421
95
96
AGE GROUP
26 -40 40
41-60 83
60 + 66
Not Specified 2
HOUSEHOLD MAKEUP (ADULTS)
One 31
Two 146
Three + 13
Not Specified 1
HOUSEHOLD MAKEUP (CHILDREN)
Preschool 17
Preschool and Sch 12
School Age 39
School Age and Ad 6
Adult 13
None 48
Not Specified 56
LENGTH OF RESIDENCE
Median Length of
Residence 20
Mean Length of
Residence 20.21
ZIP CODE
02421
50%
AGE GROUP
Not
Specified
1%
ATTACHMENT F
02420
50%
26-40
4396
HOUSEHOLD MAKEUP (ADULTS)
Two
76%
Three +
7%
'Not
Specified
1%
One
16%
HOUSEHOLD MAKEUP (CHILDREN)
Preschool
25%
School Age
20%
School Age
and Adult
3%
AREAS OF INTEREST BY TOPIC
Based on 210 Response Submissions
Youth Issues
89 Education/School Development
4 Youth Issues
2 Activities for Kids
Land Use Issues
49 Environmental Conservation/Green Space
27 Land Use/Development
10 Recreation/Parks/Playgrounds
1 Sprawl
Town Government Issues
23 Town Finances/Fiscal Management
5 Economics and Finance
4 Infrastructure
3 Tax Base Preservation
1 Public Works
Housing Issues
18 Affordable Housing
4 Neighborhood Development/Cluster Housing
3 Mansionization
2 Condominium Affairs
1 Real Estate
Business Issues
15 Town Center Issues
8 Business Growth
Needs of an Aging Population
23 Needs of an Aging Population
Resident Needs Issues
12 Issues of Community
12 Issues of Diversity
3 inclusivity
Technology /Communication
9 Technology
2 Communications
Transportation
9 Transportation
5 Bike Path Issues
Cultural Issues
7 Arts
3 Cultural Events
4 Library Services
2 Religion
Aesthetic issues
9 Town Beautification/Trees
6 Design Issues
Planning issues
4 Strategic Planning
311
ATTACHMENT F
Regional Issues
3 Hanscom AFB Issues
2 East Lexington Issues
History/ Tourism
11 Historic Preservation
2 Tourism in Lexington
Health and Safety
5 Health Issues
2 Safety
1 Air Quality in Buildings
Public Service
1 Charities
1 Volunteerism
Other Issues
2 Wildlife
1 Cable Services
1 Energy Usage
1 Human Services
1 Immigrant Settlement
1 Intergenerational Understanding
1 lime Banking Program (154)
1 Town Newspaper
citizen padidpalimAnteresl areas.xls
ATTACHMENT F
AREAS OF INTEREST BY PREDOMINANT CATEGORY
Based on 210 Response Submissions
89 Education/School Development
49 Environmental Conservation/Green Space
27 Land Use/Development
23 Needs of an Aging Population
23 Town Finances/Fiscal Management
18 Affordable Housing
15 Town Center Issues
12 Issues of Community
12 Issues of Diversity
11 Historic Preservation
10 Recreation/Parks /Playgrounds
9 Technology
9 Town Beauti5cation/Traes
9 Transportation
8 Business Growth
7 Arts
6 Design issues
5 Bike Path Issues
5 Economics and Finance
5 Health Issues
4 Infrastructure
4 Library Services
4 Neighborhood Development/Cluster Housing,
4 Strategic Planning
4 Youth issues
3116/99
3 Cultural Events
3 Hanscom AFB Issues
3 Inclusivity
3 Mansionization
3 Tax Base Preservation
2 Activities for IGds
2 Communications
2 Condominium Affairs
2 East Lexington Issues
2 Handicapped Accessibility
2 Religion
2 Safety
2 Tourism in Lexington
2 Wildlife
1 Air Quality in Buildings
1 Cable Services
1 Charities
1 Energy Usage
1 Human Services
1 Immigrant Settlement
1 Intergenerational Understanding
1 Long Range Plan
1 Public Works
1 Real Estate
1 Sprawl
1 Time Banking Program (154)
1 Town Newspaper
1 Volunteerism
citizen participation/Interest aieasxh
1�1
ATTACHMENT G
Initiating Committee Recommendation for Steering Committee Membership
Charles Benson
Todd Burger
Helen Cohen
Clark Cowen
Robin DiGianunarino
Peter Enrich
Alan Lazarus
Peter Lee
Paul Mammola
Fred Merrill
Peggy Perry
Marjorie Platt
Fernando Quezada
Gerrie Weathers
Additional members may be added following the formation of the Steering Committee.
ATTACHMENT H
Steering Committee Job Description
Role
The role of the Steering Committee is to guide and manage the visioning and goal setting process_
Duties and responsibilities
Guide the plan and schedule and generally keep the effort on track
Be aware of the wants of committees, staff and consultants
Ensure completion of tasks between meetings
"Own" the process on behalf of the community
Identify consistencies and conflicts (arbitrate disagreements)
Administer communication with the process participants and local residents
Make key decisions
Initial tasks and activities
Interview and selection of a consultant
Select members of stakeholders group
Plan a kickoff
Lead the goal setting process
Hold planning/debriefing meetings for each stakeholder session
Stab
Project Director, Assistants
Structure
Chair, Vice -Chair or Co -Chair
Individual members serve as liaisons to sub - committee
Internal sub - committees will be formed as needed
Meeting frequency
Monthly and as needed
Term
Begins service at the kickoff and continues through implementation
Selection criteria
Interest
Willingness to work as a team member
Representativeness
Size and composition
Fifteen members, the core of which may carry over from the Initiating
Committee
r��
Fledecidc L. Merrill, D.Chamss
Steven Q Cialeitsie
31eim1► P. Bridge-Dead
PLANNING BOARD ATTACHMENT I
Town of Lexington, Massachusetts
1625 l m
F (711) 861 2741
INDEX* TO DATA, REPORTS AND OTHER DOCUMENTS
October, 1998
Location of reports and other documents:
• Disk * — on this diskette under file name indicated
• Town Web Page — see http:/ /www.lexijgtonma,.org under Town Government and Political
Organizations and 1998 Town Meeting
• Cary Library — printed copies at the Town's library — Cary Memorial Library
* This index and all reports and documents on the diskette are in WORD97 for Windows.
REPORT/
DOCUMENT
LOCATION
File Name
STATISTICAL INFORMATION
.
Data Bases Maintained By Planning Department
This is a list of databases that the Planning Department
maintains with the principal data series identified Most of this
data is drawn from Town departments.
Disk — A -Data Base Files
US Census Data Maintained by Planning Department
This is a list of data series from the 1990 US Census of
Population and Housing There are less complete data series
from earlier US Censuses 1980 back to 1910. This is data the
Planning Department has converted to electronic files for its
analyses. The data includes the characteristics ofLexington
residents — basic population and housing statistics and sample
data on employmen4 transportation and more detailed
population infi3rnwtion
Disk — B-US Census Files
Data from US Census — CD ROM
The complete data series from the 1990 US Census of
Population and Housing. This includes data that the Planning
Department did not convert to f iles for its own use. The Census
Bureau maintains regional library/resource centers for data
from previous Censuses The nearest is at Brandeis
Cary Library — in disk form
Assessors' Real Estate Data Base
The Assessors have extensive information about each of the
11,000 plus parcels of real estate in town: Some of the fields
dealing with financial information are protected
On line access from terminals within
Town computer network.
Reports And Other Documents
ATTACHMENT 13
REPORT/
DOCUMENT
LOCATION
Fite Name
PLANNING POLICIES, REPORTS
HOUSING
r
Inclusionary Housing Policy
This is the Planning Board policy originally adopted in the
1970s that requires that affordable housing units be included in
a multi - family housing development:
Disk — D- Inclusionary Housing
Policy
New Larger Houses in Existing Neighborhoods (July 1997)
This provides anal}uis of the "tear down" of single family
houses and their replacement by larger houses. It outlines
choices to the Town to deal with the issue.
Town Web Page
Housing Element, Comprehensive Plan
The State Planning Law requires that towns have a "master
plan" (called comprehensive plan in Lexington] consisting of
seven sections called elements. The Housing Element; adopted
in 1985 is the only element that the Lexington Planning Board
has completed
Available in the Planning Department
in printed form, it is undergoing
conversion from WordPerfect
Affordable Housing in a Suburban Town (November 1987)
This is an analysis ofthe Town's policies, effi rts, successes and
failures to provide affordable housing from the 1960: through
the mid 80s.
Cary Library
•
COMMERCIAL DLPELOFMENT
-Commercial Development in the CRO, CM, and CD Zoning
Districts (April 1997)
This describes the factors the Planning Board considers in
maldng recommendations on rezoning oflardfor commercial
development It includes discussion ofthe relationship between
land development and traffic demand
Town Web Page
'Data from Lexington Commercial Property Data Base, July
1990
This 1990 report was an example ofthe type of information that
can be obtainedfrom an integrated Town database. It has 1990
data on commercial assessed values, real estate tares paid
grossjloor area and development potential remaining - town
wide, by zoning district and by geographic area Some of this
data will be updated in the Build Out Analysis (see above]and
the rest in an update of this report:
Available as a printed report and on
computer disk from the Planning
Department. It is scheduled to be
updated.
TRANSPORTATION
_
Inclusionary Transportation Demand Management Policy
Like the Inclusion ry Housing Policy this Policy requires that a
proposed commercial development include measures to reduce
the number of vehicular trips to a commercial site by single
occupant automobiles.
Disk - F- Transportation Demand
Management Policy
Draft Organizational Chart
Steering Committe
Sub
Committee
Project
Manager
Consultant
Sub
Committee 2
-71
1
Sub
Committee 3
Stake Holder Group
tc