HomeMy WebLinkAbout2026-01-12 SB Packet - ReleasedSELECT BOARD MEETING
Monday, January 12, 2026
Select Board Meeting Room, 1625 Massachusetts Avenue, Lexington, MA 02420 - Hybrid Participation*
6:30 PM
AGENDA
ITEMS FOR INDIVIDUAL CONSIDERATION
1.SELECT BOARD WORK SESSION - Discussion: Article for Changing Election
Day from Monday to Tuesday
6:30pm
2.SELECT BOARD WORK SESSION - Update: Transportation Safety Group
Update on Walnut Street Traffic Calming Measures
6:50pm
3.SELECT BOARD WORK SESSION - Update: Munroe Center for the Arts
Performance Pavilion Project
7:05pm
4.SELECT BOARD WORK SESSION - Discussion: Lex250 Funds 7:25pm
ADJOURN
1.Anticipated Adjournment 7:55pm
Meeting Packet: https://lexington.novusagenda.com/agendapublic/
*Members of the public can attend the meeting from their computer or tablet by clicking on
the following link at the time of the meeting:
Https://lexingtonma.zoom.us/j/86343561893?
pwd=oXKQDdIdatm6cK4k5pbTMMCVODdQYa.1
Meeting ID: 863 4356 1893
Passcode: 436053
An Act Relative to Extending Certain State of Emergency Accommodations:
https://www.mass.gov/the-open-meeting-law
A meeting of the Select Board will be held on Monday, January 26, 2026 at 6:30pm via
hybrid participation.
Hearing Assistance Devices Available on Request
All agenda time and the order of items are approximate and
subject to change.
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
SELECT BOARD WORK SESSION - Discussion: Article for Changing Election Day from
Monday to Tuesday
PRESENTER:
Board Discussion
ITEM
NUMBER:
I.1
SUMMARY:
Category: Brainstorming
As a follow-up to the January 5, 2026 meeting, the Select Board will discuss the appropriate timing for placing
a proposed Town Meeting Article to change Election Day from Mondays to Tuesdays. The discussion will
focus on reviewing the most feasible Town Meeting at which to consider the Article and any related scheduling
or implementation considerations.
SUGGESTED MOTION:
N/A
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
1/12/2026 6:30pm
ATTACHMENTS:
Description Type
For discussion: Possible Implementation timeline of Election Bylaw Backup Material
01 02 03 04 05 06
NEW ELECTION DATE IMPLEMENTATION
Implementation by March, 2027
Present Amendment to
Town Meeting members
for simple majority
approval
(Consent Agenda?)
TOWN MEETING
MARCH 2026
SUBMISSION TO AG
Completion of Town
Meeting by May 15th -
submisson to AG by
June 15, 2026
AG REVIEW ENDS
Allowing 120 days for
approval, receive
Decision by
October 15, 2026
DECISION POSTED
October, 2026
Town Clerk posts
Attorney General’s
Approval, which
becomes
Effective date of Bylaw
Seect Board Draft
Warrant late
January/early February
2027
WARRANT SETTING
Implementation of the
first Tuesday election
under the new bylaw
TUESDAY,
MARCH 2, 2027
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
SELECT BOARD WORK SESSION - Update: Transportation Safety Group Update on
Walnut Street Traffic Calming Measures
PRESENTER:
Ross Morrow, Assistant Town
Engineer/ Meghan Roche, Asst Town
Planner
ITEM
NUMBER:
1.2
SUMMARY:
On December 9, 2025, members of the Transportation Safety Group (TSG) met to review and discuss
recommendations contained in a traffic calming report prepared by TEC, Inc. for Walnut Street. The TEC
report identifies a range of potential traffic calming measures, varying in scope, complexity, and cost, intended
to improve safety and reduce vehicular speeds along the Walnut Street corridor.
TSG will provide the Select Board with their recommendations for traffic calming measures. A memorandum
from TSG and a table is attached for reference, along with a link to the full TEC report.
TEC-Walnut-Street-Traffic-Calming-Technical-Memorandum
SUGGESTED MOTION:
N/A
FOLLOW-UP:
TSG
DATE AND APPROXIMATE TIME ON AGENDA:
1/12/2026 6:50pm
ATTACHMENTS:
Description Type
TSG Memo - Walnut Street Backup Material
Walnut St Traffic Calming Assesment Table Backup Material
1
TOWN OF LEXINGTON
TRANSPORTATION SAFETY GROUP
1625 Massachusetts Avenue
Lexington, Massachusetts 02420
https://www.lexingtonma.gov/transportation-safety-group
Date: January 9, 2026
To: Steve Bartha, Town Manager
CC: Kelly Axtell, Deputy Town Manager
Kim Katzenback, Executive Clerk Select Board
David Pinsonneault, DPW Director
Carol Kowalski, Assistant Town Manager for Development
Fr: Transportation Safety Group
On December 9, 2025, members of the Transportation Safety Group (TSG) met to discuss
recommendations made in a report prepared by TEC, Inc. (“TEC”), for traffic calming measures
on Walnut Street. The report includes several recommendations, ranging in scope and cost, to
improve safety and reduce vehicular speeds in the corridor. The Select Board may recall that at
2023 Special Town Meeting, TSG requested funds to conduct a speed hump pilot project on
Walnut Street. The Town Meeting vote, which required a two-thirds vote to pass, failed by a
vote of 84-73-6. Residents of Walnut Street continue to strongly advocate for safety
improvements to Walnut Street in the absence of previously requested speed humps.
Existing Conditions
Walnut Street is a narrow, tree-lined urban major collector roadway that is subject to a 25 MPH
statutory speed limit. The roadway carries between 4,600 and 4,800 vehicles per day on an
average weekday. Speed data indicates that the average speed and 85th percentile speed along
Walnut Street are 29 MPH and 34 MPH in the northbound direction, respectively, and 27 MPH
and 31 MPH in the southbound direction, respectively. TEC analyzed crash data on Walnut
Street between Concord Avenue and the Lexington/Waltham line between 2018 and 2024
which indicates four (4) reported crashes over the seven-year study period. TEC performed
turning movement counts and traffic counts in September 2025 (see Page 4 of report for
detailed results of the data collection).
Recommendation
TSG recommends installing raised median islands at various locations of Walnut Street
(locations will be determined during a field evaluation). Additional transverse “speed
2
reduction” pavement markings in certain downhill sections of Walnut Street should be installed
as well. These recommendations are in addition to recent improvements made to Walnut
Street including: 6 new streetlights, a speed feedback sign, and a new speed limit sign.
Raised Median Islands
“Walnut Street is approximately 20-feet to 22-feet wide, which is the width of a typical two-
lane roadway shoulder-to-shoulder. Typical “narrowing” of the roadway may not be achievable
on the 20-foot-wide segments of the corridor; however, the introduction of median islands at
either the 20-foot-wide or 22-foot-wide segments would generate an uncomfortable
experience for potential cut-through drivers as a “widening” contrast to typical “narrowing”.
TEC recommends Lexington consider a minimum of two (2) locations for installation of raised
median islands, and that these be installed mid-block or on the approach to an intersection.
Transverse ‘Speed Reduction’ Pavement Markings
“Transverse pavement markings, outlined in Section 3B.28 and Exhibit 3B-25 of the MUTCD,
usually consist of transverse bars that are typically spaced to give drivers the perception that
they are speeding up. Transverse ‘speed reduction’ pavement markings are appropriate and are
typically used, although not exclusively, in rural traffic calming. Walnut Street provides a rural
feel although present in the suburban overall community”.
Implementation
Working with the Engineering Division, this project could be completed during the 2026 or 2027
construction seasons through the Town’s Street Improvements program.
Example of Transverse “Speed Reduction” Pavement Markings
Below Photo Source: Federal Highway Administration
Example of Raised median and textured pavement along Everett Street in Westwood, MA
Below Photos source: TEC
4
Walnut Street Traffic Calming – November 2025
What Why Where Cost Pros Cons
Raised Median Island and
Textured Pavement
Generates an
uncomfortable
experience for
potential cut-through
drivers
Intersections of
Concord Ave, Potter
Pond, Cart Path Lane
and Stagecoach Road
Approximately $15-
20k per location (not
including stormwater
infrastructure or
utilities); Recommend
a minimum of 2
locations
• Multiple locations would provide deterrent to cut-through traffic given
alternate routes in the area.
• Established as replicating an existing treatment with median present at
Concord Avenue.
• Minimal impact for emergency vehicle response.
• No noticeable increase in noise pollution.
• Requires box widening to fit raised median area as Walnut Street is already
narrow.
• Corridor grades may limit the location of median placement due to advanced
sight distance of raised obstruction.
• Potential obstruction for snow plowing operations.
• May require modifications to stormwater infrastructure as part of closed drainage
system.
Lane Narrowing through
Shoulder Lines
Reduce speeds and
increase driver
alertness
Entire Walnut Street
corridor, both sides
Approximately $15-
35k, plus cost of re-
application as
necessary
No changes to cross-section required
No impact on emergency vehicle response
No noticeable increase in noise pollution
No impact on stormwater infrastructure
Material may require consistent re-application
Current road width may render shoulder lines covered by seasonal debris and
subject to roadway edge deterioration
Transverse ‘Speed Reduction’
Pavement Markings
typically spaced to
give drivers the
perception that they
are speeding up.
in locations where
acceleration travel
speeds are expected.
Generally downhill
sections which can
slope up to 10%
Approximately $5-15k
plus cost of re-
application as
necessary
• No changes to cross-section required.
• No impact on emergency vehicle response.
• No noticeable increase in noise pollution.
• No impact on stormwater infrastructure.
• Material used may require consistent pavement marking application due to wear.
• Less effective in times of snow-covered roadways
Mini Roundabout Require drivers to
slow down and
maneuver around
central island
Would likely only be
feasible at the
intersection with
Potter Pond
Upwards of $250,000 • Limited off-road impacts (beyond ROW acquisition).
• Provides significant speed reduction through yield condition.
• No noticeable increase in noise pollution.
• Allows for traversable island for emergency vehicle pass-through.
• Would require ROW acquisition.
• May impact stormwater dependent on location.
• Minimal location opportunities along steep Walnut Street grades.
• Traversable island needed for emergency vehicle pass-through limiting visual cue.
Speed Cushions (lane
specific)
Requires drivers to
reduce their speed to
maintain a level of
comfort and prevent
vehicle damage
Mid-block and not at
intersections;
Relatively flat areas of
the corridor
$1-10k a piece • Can be seasonal (removeable style vs. permanent style).
• Provides significant speed reduction through yield condition.
• Minimal increase in noise pollution.
• Cost-efficient and flexible. Each unit can be relocated.
• Allows for sizing to match emergency vehicle wheel well as needed.
• Placement on downgrades could create “launching pad” effect
• May or may not be fully traversable by different emergency vehicle sizes.
• Requires multiple set-ups along corridor for effectiveness.
• Speed limit violations drop significantly but rise again when the cushions are
removed for winter.
Speed Tables & Speed Humps Requires drivers to
reduce their speed to
maintain a level of
comfort and prevent
vehicle damage
Mid-block and not at
intersections;
Relatively flat areas of
the corridor
Table: $10-15k per
treatment
Humps: $5-10k per
treatment
• Humps can be seasonal (removeable style vs. permanent style).
• Provides significant speed reduction through yield condition.
• Minimal increase in noise pollution.
• Allows for traversable island for emergency vehicle pass-through
(speed tables).
• Placement on downgrades could create “launching pad” effect
• May impact stormwater dependent on location.
• Requires multiple set-ups along corridor for effectiveness.
• Minimal location opportunities along steep Walnut Street grades.
• Traversable island needed for emergency vehicle pass-through limiting visual cue.
Other Considerations not listed above:
Not Warranted:
1. All-Way Stop Control (see Page 10 of TEC Report)
2. Traffic signal at Walnut/Potter (see Page 11 of TEC Report)
Not Recommended:
1. Heavy Commercial Vehicle Restriction (see Page 12 of TEC Report)
2. Chicanes (see Page 18 of TEC Report)
3. Transverse Rumble Strips (see Page 23 of TEC Report)
4. Dynamic Speed Feedback Signs [since already exist] (see Page 24 of TEC Report)
5. Sidewalks (as a method of traffic calming). Sidewalks do not directly influence driver behavior or vehicle speeds, and may even encourage faster driving
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
SELECT BOARD WORK SESSION - Update: Munroe Center for the Arts Performance
Pavilion Project
PRESENTER:
Cristina Burwell, Munroe Center for
the Arts
ITEM
NUMBER:
I.3
SUMMARY:
Cristina Burwell will provide an update to the Select Board on the Proposed Munroe Arts Performance
Pavilion Project. The presentation will review the current status of the project and will offer the Board an
opportunity to ask questions and provide feedback.
SUGGESTED MOTION:
N/A
FOLLOW-UP:
N/A
DATE AND APPROXIMATE TIME ON AGENDA:
1/12/2026 7:05pm
ATTACHMENTS:
Description Type
Monroe Pavilion - Outdoor Events Backup Material
Munroe Center for the Arts Pavilion Project Plans Backup Material
Monroe Construction - Parking Analysis Backup Material
2020.01.06 Munroe Center for the Arts Lease SIGNED lease term 7.1.2020 -
6.30.2030 Backup Material
Outdoor Events Munroe Saturday Nights
MUNROE CENTER FOR THE ARTS
Informal review of parking - January 2026
NEEDS: 75 spaces
AVAILABLE 75 spaces
ASSUMPTIONS:
1.Events will not happen concurrently with classes.
2.Events will be ticketed at a max of seating for 150.
3.Attendees will average 2 people per car, at least 5% (8 people) will be walking as events will be scheduled
during the summer months.
4.MCA parking lot has 43 spaces, 32 (or more) are available along Mass. Ave. within a 5 minute or less walk.
OPPORTUNITIES TO EXPLORE:
1.Continued relationship with the Community of Christ church to use parking there during non-church hours
for staff and performer parking.
2.Possible permeable pavement to be investigated in back lawn for event-only parking
3.Professional parking study
MUNROE CENTER FOR THE ARTS
Performance Pavilion
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
SELECT BOARD WORK SESSION - Discussion: Lex250 Funds
PRESENTER:
Board Discussion
ITEM
NUMBER:
I.4
SUMMARY:
The purpose of this agenda item is for the Select Board to provide direction on the allocation of the remaining
unencumbered Lex250 funds. Attached for the Board’s review is a memorandum from Town Manager Steve
Bartha outlining recommended options for the use of these funds, with a focus on meeting the Town’s defined
operational responsibilities in support of Patriots’ Day Weekend 2026 activities.
Additionally attached is a memorandum from the Town Celebrations Committee requesting that the Town
allocate up to Fifty Thousand Dollars ($50,000) from the Lex250 Fund to establish a contract with a
professional event planner to support Patriots’ Weekend 2026. Also attached is a memorandum from the
Semiquincentennial Commission outlining its proposed allocation of the remaining Lex250 funds.
Also to note, the Department of Public Works has secured a $10,000 MIIA safety grant toward the purchase
of barricades and is seeking approximately $4,000 from the Lex250 Fund to cover the remaining cost. The
barricades would become a Town-owned asset; grant funds must be expended in FY26, and there is an
anticipated 10–12 week lead time for delivery following ordering.
Clear direction from the Select Board at this meeting will enable staff and committees to proceed in a timely
manner with procurement and planning efforts.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
1/12/2026 7:25pm
ATTACHMENTS:
Description Type
Memo to Select Board - Use of Lex250 Funds Cover Memo
TCC Request for Event Planner - Patriots Day 2026 Cover Memo
Lex250 Commission budget proposal memo Backup Material
1625 MASSACHUSETTS AVENUE • LEXINGTON, MA • 02420
Town of Lexington
Town Manager’s Office
Steve Bartha, Town Manager
Kelly Axtell, Deputy Town Manager
Tel: (781) 698-4540
Fax: (781) 861-2921
MEMORANDUM
To: Select Board
From: Steve Bartha, Town Manager
Date: January 8, 2026
Subject: Use of Remaining Lex250 Funds – Patriots’ Day 2026 (Saturday, April 18, 2026)
EXECUTIVE SUMMARY
Decision Requested
Approve a single, consolidated authorization to use the remaining unencumbered Lex250 balance (estimated
$280,000–$288,000) for defined Patriots’ Day 2026 municipal needs and authorize staff to proceed
immediately with procurement and contracting.
Why Action Is Needed Now
● The Select Board has already voted to hold Patriots’ Day 2026 on Saturday, April 18, 2026 and staff is
planning for 75% of last year’s historic crowd to attend the weekend’s events, which for a second
consecutive year will materially affect staffing, logistics, and vendor requirements.
● Several critical services (audio/visual, event management, transportation, barricades) require formal
procurement with long lead times.
● DPW has secured $10,000 in MIIA grant funding to purchase barricades (avoiding the need to rent
barricades) that must be used in FY26, with a 10–12-week lead time for delivery.
● Leaving Lex250 funds uncommitted risks delaying procurement and increasing costs.
1625 MASSACHUSETTS AVENUE • LEXINGTON, MA • 02420
Staff Recommendation (Estimated based on prior year pricing & available funds)
Category Amount
Municipal overtime & internal operations $160,000
Audio / Visual (base: one screen) $60,000
Golf carts / mobility $10,000
Portable sanitation $10,000
Barricades (local share, net of grant) $4,000
Event management & Comms Support $25,000
Transportation $19,000
Total * ~ $288,000
* gaps in funding with be absorbed in operating budget and reported out to Select Board
This framework prioritizes defined, essential needs, supports timely procurement, and preserves only limited,
operational flexibility consistent with the Lex250 Commission’s charge.
DETAILS
I. Purpose
This memorandum recommends a clear and time-sensitive course of action for the use of the remaining
unencumbered Lex250 funds, focused on meeting the Town’s defined operational responsibilities for Patriots’
Day 2026, while avoiding open-ended or undefined commitments.
II. Background
A. Patriots’ Day 2026 Date Decision
On October 6, 2025, the Select Board voted unanimously to hold the Town’s Patriots’ Day 2026 events on
Saturday, April 18, 2026, rather than on the statutory holiday Monday. That decision directly affects public
safety staffing, transportation, crowd management, and vendor availability, and therefore drives both scope
and cost assumptions – especially given the expectation that historically large crowds will attend for the
second consecutive year, given the national semiquincentennial in July 2026.
B. Lex250 Commission Charge and Appropriation
● Town Meeting appropriated $500,000 to support the semiquincentennial, including event support,
equipment, planning, and related municipal costs, coordinated by the Lex250 Commission with Select
Board approval.
● The Lex250 Commission’s charge extends through completion of planned activities in 2026 and
contemplates coordination of logistics such as transportation, communications, and staffing support.
1625 MASSACHUSETTS AVENUE • LEXINGTON, MA • 02420
The recommendation below aligns Lex250 funds with clearly defined, time-limited municipal needs.
III. Current Financial Status
Finance has advised that the remaining unencumbered Lex250 balance is approximately $280,000–$288,000.
This range is used for planning and authorization purposes.
IV. Staff Recommendation
Staff recommend that the Select Board commit the remaining Lex250 balance now to fund defined Patriots’
Day 2026 needs—with the expectation that gaps in funding to cover these essential needs will be absorbed in
the operating budget and reported back to the Select Board by staff—and authorize staff to proceed with
procurement.
A. Recommended Scope / Estimated Expense
1. Municipal Overtime & Internal Operations – $160,000
Overtime and internal Town costs required to plan and execute Patriots’ Day 2026 operations,
including Police, Fire, DPW, and supporting municipal functions.
2. Audio/Visual Production & Support – $60,000 (Base Scope)
Base scope assumes one screen at the Visitors Center, three-camera minimum production, and
necessary audio support. Priced add-alternates will be requested for a second screen and other
optional elements.
3. Golf Carts / Mobility Support – $10,000
Operational mobility support for logistics, safety, and coordination. (Pine Meadows is open for golf this
weekend, which is why those carts are unavailable.)
4. Portable Sanitation – $10,000
Portable restrooms and related public health requirements.
5. Barricades (Purchase) – $4,000 (Local Share)
DPW secured a $10,000 safety grant; the remaining cost (~$3,860) will be funded by Lex250.
Barricades will be Town-owned assets. Grant funds must be used in FY26, and the purchase has a 10–
12-week lead time. Note, these barricades represent a portion of the total required.
6. Event Management & Communications Support – $25,000
Limited-duration professional event management support focused on Town Patriots’ Day events,
including day-of operations and press/media logistics.
1625 MASSACHUSETTS AVENUE • LEXINGTON, MA • 02420
7. Transportation – Remaining Balance; estimated at $19,000.
All remaining Lex250 funds after the above allocations will be reserved for transportation, shuttle
operations, parking/lot staffing, and related logistics. This line is intentionally flexible due to
dependency on final routing, parade units, and bid pricing; meeting basic transportation needs for the
weekend may require Operating Budget support.
V. Vendor Scope Direction (for Procurement)
To support timely and competitive procurement, staff will issue RFIs/RFPs with clear base scopes and priced
add alternates:
● A/V: Base scope = one screen; add alternates for second screen and optional Tower Park audio.
● Event Management & Communications Support: 6–8-week ramp-up; reenactment and parade
support; press area management; day of press logistics.
● Transportation: No VIP buses assumed; paid attendants required if shuttle lots are used; scope
finalized with Police/DPW input.
VI. External Funding
● Barricade Grant (Secured): $10,000 safety grant reduces Town cost and must be used in FY26.
● America250 (Pending): $50,000 request submitted for jumbotrons. If awarded, this funding would
offset Lex250 A/V costs or allow optional enhancements without increasing total spending.
VII. Recommended Motion
Move to approve the commitment of the remaining unencumbered Lex250 balance (estimated
$280,000–$288,000) for Patriots’ Day 2026 municipal operations associated with the
reenactment and parade on Saturday, April 18, 2026, as outlined in the Town Manager’s
January 7, 2026 memorandum; and to authorize the Town Manager to proceed with
procurement and contracting consistent with those scopes and limits.
MEMORANDUM
To: Select Board
From: Town Celebrations Committee
Date: December 26, 2025
Re: Suggested Request for Proposal for Event Planner
Patriots’ Day 2026 Weekend
OVERVIEW: As of this date, the Town Celebrations Committee has hosted two stakeholder
meetings. TCC’s scope is limited to the Awards Ceremony, the Reenactment bleachers,
and the Parade. The town-wide celebration of Patriots’ Weekend in April 2026 is currently
under the auspices of the Select Board with no designated or official manager or overseer.
The stakeholders, including TCC, look forward to events between Friday, April 17,, 2026
through Tuesday, April 21, 2026. Each event will be spearheaded by dedicated,
experienced leaders. Each town department head and staff member is aware of their
respective roles and is enthusiastically engaged. Town officials, local media, and
merchants fully support this effort. However, we are missing a single, overall leader.
Leadership is required to manage the weekend of events at a high level.
OVERVIEW: The Town requires the services of a professional event manager to coordinate
all of the stakeholders and events in cooperation with the Town Celebrations Committee
as leaders of the Reenactment bleachers and Parade. As we learned during the 250th
celebration in 2025, a great event planner can make the difference between success and
chaos. Therefore, Town Celebrations Committee recommends that the Town allocate up
to Fifty Thousand ($50,000) Dollars to establish a contract with a professional event
planner for Patriots’ Weekend 2026 no later than January 31,2026. The event planner would
be responsible for:
● Weekend Event Oversight and management of stakeholders at all levels
● Media credentialing, management, and communicating information to the media
● Establishing criteria for bleacher seating at the reenactment
● Coordination with AV Production Contractor
● Townwide transportation
o Arrange for satellite parking lots
o Subcontract for buses
o Hire parking lot attendants
o Ensure that parking, bus, road closures, and other transportation
information is provided to the town communications coordinator for display
on webites and other sources.
● Security coordination with Lexington Police and Fire Departments
● Parade step off, transit and ending with safe distribution of all units
PROPOSED SCOPE OF SERVICES on behalf of the Town of Lexington (“Client”):
1) Consult and advise the Client on the 251st Anniversary of the Battle of Lexington
and the commemorative events planned on 4/17/2026-4/21/2026 (“Events”),
including:
a) Awards Ceremony
b) Paul Revere Ride
c) Reenactment of the Battle of Lexington
d) Road Race
e) USS Lexington Ceremony
f) Tower Park Reenactment
g) Commemorative Parade
h) Bicentennial Band Concert
i) DAR Wreath Ceremony
j) Paul Revere Arrival on Monday
k) Naturalization Ceremony
2) Collaborate with Town and Committee Staff in all phases of pre-planning and
execution, including brainstorming event strategy, site diagrams, recommending
best practices, ticketing, contributing creative perspective, and sustaining overall
guidance and advice towards successful event execution;
3) Participate in planning conference calls, scouting trips, and any other pre-event
activities as needed and agreed to by the Client;
4) Proactively provide to the Client, to review and approve, an action plan, timelines,
schedules, progress tracking, and all details of the overall Events plan;
5) Advise and consult on the overall experience for attendees, including VVIPs;
6) Liaise and consult with a designated network/media partner on the impact and
needs for events produced for TV and streaming;
7) Manage the Media area at the Reenactment to ensure smooth check-in, satellite
truck parking, and live TV setup; coordinate speaking engagements and performance
elements for the events;
8) Collaborate with the Client to develop and implement a comprehensive parking and
transportation plan to ensure attendees can park and access the event venues
seamlessly. Coordinate with local officials, transportation providers, and
stakeholders to manage traffic flow, parking availability, shuttle services, and
signage.
9) -Collaborate with Town Celebrations Committee to ensure a successful step-off and
parade ending. Provide personnel to keep the parade moving on pace and conclude
safely.
10) Coordinate with the Economic Development Office
11) Attend and aid with troubleshooting as needed and otherwise liaise with or oversee
all vendors and independent contractors engaged by Consultant or Client as needed
to ensure that the Events are conducted in a professional manner on Patriots Day
12) Conduct weekly check-ins (minimally) with Client to review status of Events
planning, action items, logistics, etc., and provide updates to Lex250 on status of the
same, as requested by Client.
13) Attend and or assign a designee to be on site during all events and hours for setup
and breakdown.
IN ADDITION, the Town will require separate sourcing of:
1. Audio Video Support: Jumbotron and camera set up and broadcast management.
2. Transportation: Shuttle Buses and parking lot attendants.
We request expedited review and approval of this proposal so we can identify qualified
vendors and start to work with them as soon as possible. This will help us present a
meaningful weekend full of events to a large audience with a great experience. Thank you
for your consideration.
TOWN CELEBRATIONS COMMITTEE
David Grabel, Co-Chair
December 26, 2025
MEMORANDUM
To: Select Board; Town Manager
From: Lexington Semiquincentennial Commission (Lex250)
Date: January 8, 2026
Re: Proposed Allocation of Remaining Lex250 Funds to Fulfill the Commission’s Charge
I. Background and Reliance on Available Fund Balance
In August 2025, the Lex250 Commission was informed that the Commission had
approximately $280,000–$288,000 remaining in its account. Relying on that
representation, the Commission proceeded in good faith to develop concepts and
potential programming for 2026 that would advance the core purposes of the Lex250
charge.
The Commission first received information regarding possible encumbrances on those
funds in mid-November 2025, after planning discussions were already underway. The
proposals outlined below reflect what we believe is responsible forward planning
consistent with the Semiquentennial Commission Charge.
II. The Lex250 Charge: Inclusivity, Representation, and “Difficult Stories”
The Revised Charge of the Semiquincentennial Commission (Nov. 27, 2023) is explicit
that the work of Lex250 is not limited to ceremonial commemoration, but must reflect the
full, living history of Lexington and engage the entire community.
Key charge concepts include:
● Coordinate, promote, and support activities and events that commemorate the
250th anniversary in ways that reflect Lexington’s history, values, and community
significance.
● Ensure that commemorative activities promote broad community engagement,
including opportunities for diverse voices and perspectives.
● Encourage programming that reflects a living, evolving community, not solely
historic reenactment.
● Following the completion of all planned activities in 2026
III. Promises Made to Town Meeting, Donors and the Public
When the Commission appeared before Town Meeting in 2022 and 2024, it explicitly
committed to:
1
● Leaning into difficult and complex histories
● Broadening representation beyond traditional narratives
● Highlighting communities historically underrepresented in Lexington’s public
history
● Telling the story of a living, breathing Lexington, not a static one
Donations have focused on providing events and inclusive experiences.
IV. Historical Context: How Lex250 Funds Have Been Spent to Date
To date, the Town has spent over $1.5 million on Lex250-related activities, of which
approximately $150,000 was donor-funded.
Total Lex250 Expenditures to Date: $1,517,278.94
A review of those expenditures shows that the overwhelming majority of funds were
allocated to:
● Public safety, logistics, and infrastructure
● Large-scale Patriots’ Day operations
● Traditional commemorative programming
By contrast, many of the most community-focused and inclusive initiatives were
donor-funded, including:
● Drone Show
● Picnic in the Park
● VO250 awards
● 1775 Witness House project
● Calendar, Arch, and other interpretive or community-facing elements
In addition to these specific initiatives, general donations totalling approximately $15,000
were also made to the Lex250 effort.
A small fraction of Town-appropriated funding to date has been used to explicitly
highlight diversity, underrepresented histories, or inclusive community storytelling.
We need ask ourselves::
Are we fully executing the charge if the programming is not fully funded?
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V. Proposed Programming for 2026
The Commission is therefore proposing a modest, targeted allocation of remaining funds
to ensure that Lex250 fulfills its legal and moral mandate.
Essential Programming and Expenses
Purpose Amount
Donor Recognition $2,500
Giveaways / Brand Continuity $1,000
Marketing (via Economic Development) $8,750
Misc. Event Expenses & Supplies $5,000
BIPOC Historian $10,000
Lexington’s History Through Food
Festival
$2,500
Love NOW Concert (Cary Hall fee
waiver)
$500
MLK Week of Service $1,000
VO250 Lighting, Event, and Awards $5,000
Picnic/Concert (Antony Park) final
celebration
$10,000
Total Essential Allocation $46,250
Total Essential Allocation: $46,250
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VI. Small Investment in Sustainable Economic Development
The continued celebration allows the Town to take advantage of a one-time opportunity
for which visitors of the world are focused on the 250th. The Town will need valuable
revenue from non-Lexington taxpayers to cover our expenses going forward. The small
investment being requested will help the Town grow revenues in the visitors-based
economy for years to come. Now is the time to seize this opportunity.
Using the August 2025 balance of $280,000–$288,000:
● $46,250 = approximately 16.1%–16.5% of available funds
● ~84% of funds remain unallocated
In broader context:
● $46,250 represents ~3% of total Lex250 spending to date
● This is the first intentional use of Town-appropriated funds to spotlight:
○ Inclusive history
○ Community partnerships
○ Difficult and underrepresented stories
VII. Optional / Flagship Items
The Commission has separately discussed the optional initiative of a Commemorative
Book (~$40,000) highlighting the diversity and evolution of Lexington, with potential
cost recovery over time.
This is presented only as an optional enhancement, consistent with past practice where
similar items were donor-funded.
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VIII. Conclusion
The Commission is not proposing new obligations, expanded scope, or increased
spending. Rather, it is seeking to:
● Faithfully execute the charge given by the Select Board
● Ensure that Lex250 funds are spent to maximize the celebration while laying the
seeds for visitors from around the world that “Make History in Lexington” applies
in April, and importantly, year-round.
● Allocate a small, responsible percentage of remaining funds to ensure that the
story of Lexington reflects a commitment to inclusivity and a willingness to
acknowledge difficult histories.
In short, this proposal asks: whether Lex250 should now do what it promised to do
through July of 2026? People and organizations donated time and money, our legislators
advocated for additional resources, and funds from the taxpayers of Lexington and
beyond were expended. Everyone came together to celebrate our shared heritage through
July 2026. This request will allow us to honor that collective investment.
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Reference Items
https://www.lexingtonma.gov/DocumentCenter/View/10489/Semiquincentennial-
Commission-LEX250-Revised-Charge-2023-11-27?bidId=
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Total LEX250 Expenses
Antony 23,683$
Art - Flags 595$
Art - Horses 28,926$
Art - Monument 62,220$
Audio/Visual 102,341$
Electronic Sign Board 61,950$
EMS - Ambulance Strike Team 10,800$
Event - Awards 2,293$
Event - Drone Show 90,500$
Event - Ken Burns 450$
Event - Parker's Prelude 6,564$
Event - Picnic 2,500$
Event - VIP Lunch 8,202$
Event - 1775 Witness Banner 2,534$
Event Management (Conventures)65,467$
Flagpole - Painting 19,900$
Golf Carts - Purchase 21,053$
Golf Carts - Rental 10,060$
IMA 35,963$
Legal 9,243$
Lighting 19,950$
Marketing 23,613$
Misc Exp & Supplies 9,024$
Overtime 311,251$
Parking Attendants 9,935$
Pat's Day Meals 11,159$
Penny Press 7,784$
Port-A-Potties 10,195$
PR_Communications (JGPR)56,247$
Public Facilities Supplies 9,097$
Radios- Public Safety 110,354$
Security - Private Detail 8,761$
Staging 2,995$
Tables Chairs 30,711$
Tent 2,129$
Tour Guide Costumes 59,873$
Traffic (barricades/cones)49,784$
Transportation (shuttle busses)115,000$
Trash Cans 4,681$
Unified Command (MM Tech)3,548$
VC Merchandise 81,096$
Website 14,850$
Grand Total 1,517,279$
Total Expenses as of 8/12/2025