HomeMy WebLinkAboutPolicy-Town Meeting Warrant Articles Timeline-052025
SELECT BOARD POLICY
Town Meeting Warrant Article Submission Timeline Policy
Date Approved by Select Board: Signature of Chair:
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I. PURPOSE & SCOPE
Establish a standardized timeline and procedures for developing and submitting warrant articles for Town
Meeting.
Ensure clarity, consistency, and accountability among boards, committees, and Town departments for Annual
Town Meeting (ATM) and Special Town Meetings (STM).
The Select Board has final authority to determine which articles are placed on the warrant. No proposal is
guaranteed placement without an affirmative Select Board vote.
Nothing in this policy precludes any proponent from pursuing a citizen petition article as an alternative path
if the Select Board declines to sponsor a proposal.
II. ANNUAL TOWN MEETING WARRANT ARTICLE TIMELINE & PROCESS
(Typical schedule for a spring Annual Town Meeting)
A.A.Preliminary Article Planning (Late Summer): By the last business day in August, all boards and
committees shall identify any articles under consideration and notify both the Deputy Town Manager as well
as their assigned Select Board liaison. Drafting of article ideas should begin at this stage to ensure readiness
for fall review.
B.B.Concept Presentation (Mid-September): By the second week of September, all proponents must be
prepared to present draft article concepts to the Select Board at a scheduled public meeting. The purpose of
this presentation is to receive early feedback from the Select Board on the proposed direction, scope, and
readiness of the article. Presentations shall include a clear summary of the issue, the proposed action, the
rationale, the intended article sponsor, and anticipated consultation or outreach needed.
C.C.Warrant Opening (November): The Select Board officially opens the Annual Town Meeting (ATM)
warrant by vote (typically early to mid-November). This serves as public notice that article submissions are
being accepted.
D.D.Board/Committee/Town Department Article Deadline (Late November): Town boards, committees, and
departments must submit final versions of all proposed warrant articles by the last week in November.
Submissions must incorporate any preliminary feedback from the Select Board and be complete with all
required content outlined in Section IV. Articles must be emailed to the Deputy Town Manager by the
deadline. Late or incomplete submissions will not be considered for inclusion.
E.E.Select Board Review and Determination (Early-December): During the first week of December, the
Select Board shall hold a public meeting to review all warrant article submissions from boards, committees,
and departments. The Board will evaluate each article for completeness, readiness, alignment with Town
goals, and overall suitability for inclusion in the Warrant. This review may include requests for clarification,
revisions, or consolidation of similar proposals. Articles not approved for inclusion may still be pursued
through a citizen petition, subject to the petition deadline.
F.F.Citizen Petition Deadline (Mid-December): All citizen petition articles for the Annual Town Meeting must
be submitted to the Select Board Office no later than mid-December, typically 6–7 weeks after the warrant
opens. The exact date and time will be publicly posted by the Select Board each year. Petitions must include
at least ten (10) original signatures from registered Lexington voters and be certified by the Town Clerk.
Petition forms are available from the Town Clerk’s Office and must be submitted in hard copy by the stated
deadline. This deadline also serves as the final opportunity to place an article on the Warrant by right.
G.G.Article Finalization (Mid-January): By mid-January, all article language and draft motions are finalized.
Proponents shall coordinate through the Town Manager’s Office to work with Town Counsel to refine
wording and ensure legality. Any presentation materials (e.g. background slides or explanatory videos)
should be completed at this stage. Final draft motions submitted in January are for review and publication
purposes only; all motions remain subject to amendment or refinement until moved and voted on at Town
Meeting.
H.Warrant Finalization (Late January): The Select Board votes to close the warrant and approve the final
list and order of ATM articles (typically late January). The final Warrant is then published and posted per
legal requirements.
I.Pre-Town Meeting Review (February – Early March): In the weeks before Town Meeting, article
proponents may be asked to present their articles to the Select Board and relevant committees (e.g.
Appropriation Committee, Capital Expenditures Committee). The Select Board and other committees will
review and often vote on recommendations for each article during this period.
J.Town Meeting Convenes (Late March): The Annual Town Meeting begins on the date set in the Warrant
(usually the 3rd or 4th Monday in March, after the Annual Town Election typically held on the first Monday
in March). Town Meeting Members debate and vote on all Warrant articles in one or more sessions until all
business is concluded.
III. SPECIAL TOWN MEETINGS (STM)
A.Calling a Special Town Meeting: A Special Town Meeting (STM) may be called by the Select Board at
any point in the year, but only for matters deemed urgent, time-sensitive, or exceptional in nature. STM is
not intended for routine or non-critical articles. The Select Board shall determine if an issue necessitates a
Special Town Meeting and will set the warrant opening and closing dates accordingly, providing as much
notice as feasible.
B.Compressed Timeline: Because STM is convened only for specific, non-routine purposes, the article
submission process will follow a significantly accelerated timeline. The period between warrant opening and
closing may be as short as one week. Proponents must be prepared to act quickly and ensure article
development, legal review, and committee coordination are completed within this condensed schedule.
C.Citizen Petition Requirements: Citizen petitions for STMs require at least one hundred (100) signatures
from registered Lexington voters, or 10% of the Town's registered voters, whichever is fewer. Signed
originals must be submitted to the Select Board Office by the posted deadline. Due to the accelerated timeline,
petitioners are strongly encouraged to begin early and coordinate with Town staff as needed.
D.Citizen Petition Requirements – Unscheduled Special Town Meetings: Citizen petitions to call an
unscheduled Special Town Meeting require at least two hundred (200) signatures from registered Lexington
voters, or 20% of the Town's registered voters, whichever is fewer. Signed originals must be submitted to
the Select Board Office by the posted deadline. Due to the accelerated timeline, petitioners are strongly
encouraged to begin early and coordinate with Town staff as needed.
E.Content & Coordination: All STM article submissions must meet the same content and formatting
standards as Annual Town Meeting articles (see Section IV) and follow the same coordination expectations
(see Section V). Proponents must work with the Town Manager’s Office, Town Counsel, and relevant boards
or committees as early as possible to ensure readiness.
IV. WARRANT ARTICLE SUBMISSION CONTENT REQUIREMENTS
Each proposed warrant article submission must include the following information:
o Title: A concise title or description of the article subject.
o Draft Motion: Proposed motion text to be moved under the article at Town Meeting (what action
Town Meeting is being asked to take).
o Summary: A brief summary explaining the article’s purpose and background.
o Goal Alignment: A statement of how the article aligns with adopted Town goals or policies (if
applicable).
o Outreach & Support: Description of any community outreach undertaken and evidence of support
(for example, endorsements from committees or community groups, or the vote of the sponsoring
board).
o Funding Info (if applicable): For articles involving Town funds or budget impacts, an initial
estimate of costs or funding sources and any relevant financial analysis.
V. COORDINATION AND REVIEW
A.Legal Review: All article language submitted by boards, committees, and Town departments will be
coordinated through the Town Manager’s Office for review by Town Counsel as needed. Access to legal
review for citizen petitioners is not guaranteed and may be limited. Petitioners are encouraged to seek
independent legal guidance or consult the Town Clerk’s Office for procedural assistance.
B.Financial Consultation: If an article has financial or budget implications (e.g. appropriations, capital
projects), the proponent is required to consult with the Town’s finance officials and committees. Proponents
should engage the Finance Department and Financial Committees (Appropriation Committee (and Capital
Expenditures Committee) early to review costs, funding options, and impacts on Town finances.
C.Board/Committee Input: Coordinate with any boards or committees related to the article’s subject matter.
Proponents should brief and seek input from those bodies to ensure awareness and address any concerns or
overlapping issues. (For example, a zoning article might be coordinated with the Planning Board; a general
bylaw change might involve multiple committees.)
D.Select Board Liaison: If a Select Board member is assigned as a liaison to the proponent’s committee or
issue area, inform that liaison early in the process. Regular communication with the liaison is encouraged,
especially for complex or potentially controversial articles.
E.Town Manager’s Office Support: The Town Manager or Deputy Town Manager will assist in coordinating
reviews and meetings as needed. All final article text and motions will be compiled by the Town Manager’s
Office for inclusion in the Warrant.
VI. SUBMISSION PROCEDURES
A.Town Board/Committee/Town Department Submissions: Boards, committees, and Town departments
(through their overseeing board or the Town Manager) must submit articles by emailing all materials to the
Deputy Town Manager by the announced deadline. The email should include the required content (Section
IV) in an attachment or body. The sponsoring board or committee should vote to approve the article before
submission, and that vote or an endorsement letter should be included as evidence of support.
B.Citizen Petition Submissions: Petitioners must obtain an official petition form from the Town Clerk and
collect at least 10 signatures for an ATM or at least 100 for an STM from registered Lexington voters, or 200
to call an unscheduled Special Town Meeting. All signatures must be original ink. Completed forms must be
submitted to the Select Board Office by the deadline for certification. Petitioners are encouraged to email the
article text and draft motion to the Deputy Town Manager and consult the Town Clerk’s Office for assistance
with formatting and process. Legal review by Town Counsel is not routinely available for citizen petitions.
See the Town Clerk’s Office for full petition instructions and requirements.
VII. KEY CONTACT INFORMATION
A.Deputy Town Manager – Contact for Article Submissions and Process Coordination: Deputy Town
Manager, Phone: 781-698-4541
B.Select Board Office – Submission Delivery: 1625 Massachusetts Ave, Lexington, MA 02420 (Town Office
Building, 2nd Floor). Phone: 781-698-4580 (Office of the Select Board).
C.Town Clerk’s Office – Citizen Petition Assistance: 1625 Massachusetts Ave, Lexington, MA 02420 (1st
Floor). Phone: 781-698-4558. The Town Clerk provides petition forms and certifies voter signatures.
VIII. REFERENCES
M.G.L. Chapter 39, §§9 & 10 – Notice of Town Meeting.
Town of Lexington Bylaws, Chapter 118 – Calling and Notice of Town Meetings.
Policy approved by the Select Board at their May 19, 2025 meeting